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Content Outline
Part I. Initiate projectschedule
Part II. Planning
Part III. Tracking Project
Progress Part IV. Manage multipleprojects
Part I. Initiate projectschedule
Part II. Planning
Part III. Tracking Project
Progress Part IV. Manage multipleprojects
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Part I. Initiate project schedule
Set the project start date
Set Holidays and Days Off
Define time units
Set the project start date
Set Holidays and Days Off
Define time units
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Note: Project Start Date is used to calculate the project finish date based onyour entered start date and assigns the default constraint of As Soon AsPossible (ASAP). Task durations, dependencies, constraints, and otherscheduling factors are also scheduled from the start date.
1. Set the project start date
1. Go to File->Properties
2. Enter the start date
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2. Set Holidays and Days Off
1. Go to Tools -> Change WorkingTimes
2. Select a date or range of date
3. In Exception tab, enter reasonand time for days off, holidays
4. Select Work Weeks tab forworking overtime on Sat or Sun
Set days off, vacations, and holidays within Project
Set Working overtime on Sat or Sun
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3. Define time units
1. Go to Tools -> Options
2. Select Calendar tab
3. Click Set as Default button
Note: You can adjust the Days permonth to 21
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Part II. Planning
1. Scheduling tasks
2. Assigning resources
3. Checking and Adjusting the Project
Plan
1. Scheduling tasks
2. Assigning resources
3. Checking and Adjusting the Project
Plan
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1. Scheduling tasks
Major steps to create project schedule
1. List down all milestones
Deliver/Commitments Made to Customer
Deliver/Commitments Made by Customer
2. List down all Deliverables (includes internal deliverables)
3. Create dependencies between deliverable and milestones
4. For each deliverables, define tasks to achieve it
5. Create dependencies between tasks in deliverables
6. Set a deadline reminder for deliverables
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1.1 Milestone Deliverable - Phase
Deliverable.
Item that must be produced to mark the completion of a project or a project phase.Often, the deliverable is subject to approval by the project sponsor or customer.
Milestone.A significant event in the project, often the completion of a major deliverable orphase. Milestones are represented as part of a project's task list.
Phase.A grouping of tasks that represents a major stage in the life cycle of the project. Theoutcome of a phase is typically a major deliverable.
Deliverable
Milestone
s
Tasks
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1.2 Create dependencies between deliverable
and milestones
1. Select the Deliverable task (ex. SRS s deliverable)
2. Hold down the Ctrl key, select the milestone (DeliverSRS)
3. Choose Edit Link Tasks on menuNotes:
You can link more than one deliverable to a milestone
You should set deadline on milestones and deliverables
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1.3 Set a deadline reminder for deliverables,
tasks or milestones
If the task finishes afterthe deadline date, anindicator appears next tothe task, notifying youthat the task is scheduledto finish after its deadline.
Note: You should set taskdeadline on importanttask: milestones, phases
1. Double click on the task
2. Select Advanced tab3. In Deadline box, enter the
deadline date
4. Click OK
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1.4 Some tips when entering tasks
Use Task form view
The task information is viewed in more detail
1. Select View More Views from the menu
2. Select Task Entry and click Apply
Or
1. Select Windows Split
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1.5 Some tips when entering tasks (Cont.)
Use abbreviations when you enter durations
1. Select a task
2. Type as below in duration or effort column
For Enter Example
Minutes m 30m
Hours h 2h
Days d 4d
Weeks w 6w
Months mo 1mo
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2. Assigning resources
Build project team
Define working time for resources
Assign resource to tasks
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2.1 Build project team
1. Select View Resource Sheet
2. Enter name in Resource Namecolumn
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2.2 Change working times, days off, and
vacations for individual resources
1. Select View Resource Sheet
2. Double click on a resource name
3. Select a date or range of date
4. In Exception tab, enter reason andtime for days off, holidays
5. Select Work Weeks tab forworking overtime on Sat or Sun
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2.3 Assign resource to tasks
1. Select a task
2. Select Tool Assign Resources (Alt+F10)
3. Select a resource
4. Click Assign button
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3. Checking and Adjusting the Project Plan
Concepts
Identifying the Resource Overallocation
Balancing the Resource Overallocation
Check the project total efforts
Review the Critical Path and Critical Tasks
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3.1 Concepts
Duration? Work? Resource Units?
Duration WorkResource Units relationship
Task types
Effort-Driven feature
Overallocated Resource Changing task types
Sample (Fixed Unit, Fixed Work and FixedDuration)
Notes when using effort driven and task types
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3.1.1 Duration? Work? Resource Units?
Duration is the length of working timebetween the start and finish of a task.
Work is the amount of effort, measuredin time units (like hours or days), that aresource needs to complete the task.
Resource Units indicate how much of aresource's available time, according tothe resource calendar, is being used towork on a particular task
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3.1.2 Duration WorkResource Units
relationship
Duration = Work / Unit
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3.1.3 Task types
Fixed Units Fixed Duration
Fixed Work
If you change one variable, one of the othertwo variables will be recalculated, dependingon what task type has been selected for that
task.
Objective of each fixed type
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3.1.4 Effort-Driven feature
When you assign or remove people from a task:
Project lengthens or shortens the duration of the taskbased on the amount of resource units assigned to it
It doesn't change the total amount of work for the task.
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3.1.5 Task type and effort-driven relationship
Fixed Units With effort-driven schedulingturned on, the more resources you add to a
task, the shorter the duration becomes
Fixed Duration With effort-driven schedulingturned on, adding more resources decreasesthe time units each resource will have to workon the task.
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3.1.6 Notes when using effort driven and task
types
The default task type is Fixed Unit
Effort driven feature is turned on by default
Effort-driven calculations are applied only afterthe firsttime one or more resources is assigned to the task.
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3.1.7 Overallocated Resource
A resource is overallocated when it is assigned toomuch work to complete within the resource'savailable time.
A resource overallocation can be caused by:
A resource assigned to work full-time on more than onetask at the same time
A resource assigned to a summary task
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3.1.8 Changing task types
Changing task type1. Double click on the Task
2. Choose the Advanced tab
3. Change the Task type
Enable or disable effort driven feature
1. Double click on the Task2. Choose the Advanced tab
3. Select or deselect Effort driven checkbox
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3.2 Identifying the Resource Overallocation
1. Select View Resource Usage (or resourcesheet, resource allocation, resource graph)
2. Find the resources highlighted in red.
Note Overallocated resources are always highlightedin red
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3.3 Balancing the Resource Overallocation
Adjusting AssignmentsAdding More Resources to Tasks
Replacing Overallocated Resources
Delaying tasks
Splitting Tasks Using Leveling resource feature
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3.3.1 Adjusting Resource Availability (Adjust %
Unit)
Tip: Use Resource Allocation view
1. Select view more views from the menu.
2. Select the resource allocation view and click apply
3. Select the resource with red highlight4. Adjust the hour on top-right table
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3.3.2 Adjusting Assignments Adding More Resources
to Tasks Replacing Overallocated
Resources
Use Assign Resources dialog box
1. Go to Resource Allocation view
2. Select the resource with red highlight
3. Select a task in bottom-right table
4. Select Tool Assign Resources (Alt+F10)
5. Select a resource
6. Click Assign for adding more resources
7. Click Replace for replacing overallocatedresources
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3.3.3 Leveling resource
Leveling resource is a MS Project feature that automatically: Delaying a task until the assigned resource has time to work on it
Splitting a task so that part of a task is done when planned, andthe rest of it is done later when the assigned resource has time
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3.3.4 Factors effect leveling resources
Available slack
Task duration
Task constraints
Task ID
Task priority Task dependencies
Scheduling dates
Resource availability as show in working timecalendar
Resource availability as show by maximum units Resource assignment units on the task
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3.3.5 Resource Leveling feature
1. Go to Resource Allocation view
2. Select the resource with red highlight3. Select Tool Level resources
4. Use default value
5. Click Level Now button
6. Select Selected resources
7. Click OK
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3.3.5 Resource Leveling feature (Cont.)
Options Description
Automatic level resources whenever you make a change that affectsscheduling
Manual resources leveled only when you give the Level Now command
Level entire project Specifies that overallocated resources should be leveled overthe entire duration of the project
Level From and To Specifies the date range in which to level resources
Level only withinavailable slack
Prevents the finish date of your project from being delayed
Level order With this levelingorder
These fields are examined
Standard These fields are examined: Taskrelationships, Slack, Start date, Priority,Constraint
ID Only Task IDPriority, Standard Priority, Task relationships, Slack, Start
date, Constraint
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3.4 Check the project total efforts
Use Project Statistics dialog box
Review the effort reported by MS Project vs. effortin estimation sheet
1. Click Project Project Information
2. In the Project Information dialog box, click theStatistics button
3. Focus on work column
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3.5 Review the Critical Path and Critical Tasks
Use Tracking Gantt view
1. Go to View Tracking Gantt
2. The critical path is highlighted in red color in thechart
Use Detail Gantt v iew
1. Go to View More Views
2. Choose Detail Gantt
3. Click Apply
Critical Path
You may wonder, "what ultimately determines the length of myproject?" The answer is the critical path
The critical path is the series of tasks (or even a single task) that effectthe finish date of the project
All tasks on critical path must be review carefully, these tasks shouldbe assigned by dedicated people
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3.5 Review the Critical Path and Critical Tasks
(Cont.)
How do I shorten the critical path?
Shorten the duration or work on a task on the critical path.
Break a critical task into smaller tasks that can be worked onsimultaneously by different resources.
Revise task dependencies to allow more scheduling flexibility.
Set lead time between dependent tasks where applicable.
Schedule overtime.
Assign additional resources to work on critical path tasks.
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Part III. Tracking project progress
1. About planned, scheduled, and actual
information2. Saving Original Plan Information byusing Baseline
3. Updating actual At task level
At assignment level
4. Rescheduling the Project5. Reviewing progress
6. How team member enter actual work
1. About planned, scheduled, and actual
information2. Saving Original Plan Information byusing Baseline
3. Updating actual At task level
At assignment level
4. Rescheduling the Project5. Reviewing progress
6. How team member enter actual work
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1. About planned, scheduled, and actual
information
Planned or baseline information When you build and refine your project to the point where you're confident
you can start the project, you have a good beginning point, or baseline.
Scheduled information Scheduled information is the current, most up-to-date task information.
Actual information Actual information reflects how the task was finally accomplished. You
started with the planned projection of duration, work, cost, and start andfinish dates. You enter progress information, or actuals, for tasks, and endup with the real picture of the completion of the task.
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2. Saving Original Plan Information by using
Baseline
BaselineBaseline is used in case you want to compare the original plan (orapprovedplan) with the current plan to analyze your progress and performance
To save a baseline plan
1. Select tools tracking Set baseline
2. Select Set baseline and Entire project
3. Click ok
To clear a Baseline
1. Click Tools Tracking Clear Baseline
2. Select the Clear Baseline Plan option
3. Select the Entire Project option
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3. Updating actual
At task level Updating the Project as Scheduled
Updating Task Completion Percentage
Updating Task Actual Values
At assignment level Updating Percent Work Complete, Actual Work Complete and
Remaining Work
Updating actual work by timephased (the same as timesheet)
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1/20/2011Confidential 43
Updating the Project as Scheduled
Updating the Project as ScheduledIf everything is going along smoothly and there are no problems ordelays, the easiest way to track progress is simply to report thatthe project is proceeding as planned.
1. Select tools tracking update project from the menu
2. Make sure that the Update Work As Complete Throughoption isselected.
3. Enter the complete through date in the box
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1/20/2011Confidential 44
Updating the Project as Scheduled (Cont.)Notes:
Set 0% - 100%:
Updates the scheduled progress on all tasks within the given timeframe
Set 0% or 100% complete only:
Only updates tasks as not started (0%) or finished (100%). Does notupdate progress on tasks that have started but are not finished.
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1/20/2011Confidential 45
Updating Task Actual Values
Updating Task Actual ValuesSome tasks in your project will not fall within their scheduled timeframe; some tasks may end faster or slower than scheduled. In theseinstances, you should update what actually happens in the project.
1. Select the task you want to update
2. Select tools tracking update tasks from the menu
3. Enter the task actual values in the dialog box
4. Click ok
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3.1 Updating Percent Work Complete, Actual
Work Complete and Remaining Work
1. Display a task sheet, such as the Task Usage view or Tracking Gantt
2. Click View Table Work
3. In the Actual (work) field of the task you want to update, enter the actual work value.
The values in the Remaining (work) and % W. Comp fields are recalculated.
Tip: Update actual work in the Assignment Information dialog box
1. Double-click the assignment to open the Assignment Information dialog box.
2. Click the Tracking tab.
3. Update the value in the Actual Work box.
This is also a good method of updating actual work for multiple assignments if they allhave the same value
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3.2 Updating actual work by timephased
If you need to track how much work each resource has performed on a
task during a specific time period (for example, daily), you can enterthe timephased information for actual work for each assignedresource.
1. Select view task usage
2. Select format details actual work
3. Click the act. work field under the date youwant to update.
Make sure you select the act. work field forthe task or resource you want to update.
4. Enter the actual amount of work completedand press enter
Note: When you fill the 0 value toAct. Work, thetask will be spitted
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4. Rescheduling the Project If you want to continually work on uncompleted tasks after your team's
efforts redirected onto a different urgent priority. What do you do withyour project plan?
1. Select tools tracking update project
2. Select the Reschedule UncompletedWork To Start After option
3. Enter the start after date in the box
Tip: Use Reschedule work icon on Trackingtoolbar
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5. Reviewing progress
View task progress with progress lines
Check for tasks that are behind schedule
Compare current work amounts with your original plan
Reviewing Overall Schedule Progress
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5.1 View task progress with progress lines
You can add progress lines to your Gantt Chart that provide a graphicmeans of seeing whether tasks are ahead of schedule, behindschedule, or exactly on time
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5.1 View task progress with progress lines
(Cont.)
1. Select View Tracking Gantt
2. Select Tool Tracking Progress Lines
3. In Progress Lines dialog box: Select Always display current progress line
Select At current date
4. Click OK button
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5.2 Check for tasks that are behind baseline
If you want to review the differences between your original baseline planvalues and your currently scheduled values
1. Select View Tracking Gantt
2. Select View Table Variance
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5.3 Compare current work amounts with your
original plan
If you want to review the differences between your original baseline planvalues and your currently work values
1. Select View Tracking Gantt
2. Select View Table Work
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5.4 Reviewing Overall Schedule Progress
1. Click Project Project Information
2. In the Project Information dialog box, click the
Statistics button
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6. How team member enter actual work
Team size Suggestion Method
7 -Break the project schedule into multiple project schedule.
-Delegate updating progress of each separate schedule to a team leader
-Each team leader will update project progress as above method (with team size < 7)
-PM use master project schedule to monitor the status of whole project
Note: In CSCV, updating progress by usingassignment level is recommended
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Part IV. Manage multiple projects
Structuring Master Projects withSubprojects
Consolidating Project Information
Sharing Resources Using a ResourcePool
Structuring Master Projects withSubprojects
Consolidating Project Information
Sharing Resources Using a ResourcePool
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1. Structuring Master Projects with Subprojects
Scenario: You are a PM that manages a large project containing many
phases or components for which other team leader are responsible.
Solution: In Microsoft Office Project 2007, you can set up a master projectwith subprojects representing those subphases. You can keep an eye on theoverall picture while the team leader responsible for the individual phaseshave complete control over their pieces of the project.
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1.1 Create Master Projects with Subprojects
1. Open the project that you wantto become the master project
2. Select View Gantt chart
3. Click the row below where youwant to insert the project
4. Select Insert Project
5. Browse to the drive and folder in
which the subproject is stored
6. Click the project file and thenclick the Insert button
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2. Sharing Resources Using a Resource Pool
Scenario: You have three PM in the same organization. Although they managedifferent projects, they use many of the same resources. Sometimes, their projectsconflict with one another because of demands on the same resources at the sametime.
Solution: In Microsoft Project, they can create a resource pool file that contains
the resources they all use. They can then link their individual project files to that resource pool.
The resource availability and usage information is available through that resource pool.
When one project assigns tasks to a resource in the resource pool, the resource pool isupdated with that resource's allocation information.
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2. Sharing Resources Using a Resource Pool
(Cont.)
Setting Up a Resource Pool Linking a Project to Your Resource Pool
Checking Availability of Resource Pool Resources
Disconnecting a Resource Pool from a Project Plan
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2.1 Setting Up a Resource Pool
Resource pools are easier to manage in the long run if you have a project file
whose only job is to serve as the resource pool file
1. Create a new project schedule2. Select View Resource sheet
3. Enter resource information
4. Save the project schedule file with aname as: ResPool
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2.2 Linking a Project to Your Resource Pool
1. Open the resource pool file
2. Open your project file that you want to shareresources from the resource pool.
3. In this project file, select Tools ResourceSharing Share Resources
4. Select the Use Resources option
5. In the From list, click the name of the resource
pool file6. Click OK
7. Now all resource information in the resourcepool appears in your project file
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2.3 Checking Availability of Resource Pool
Resources
Using the Resource Usage view or the Resource Graph in the resourcepool file to check the availability of resources across all sharer projects.
In these views, you can see all the assignments for all the resources in theresource pool.
You can see the amount of time they're assigned, if they're overallocated, or ifthey have time available to take on more assignments
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2.4 Disconnecting a Resource Pool from a
Project Plan
If you no longer need the resource pool and the sharer file to be linked, youcan disconnect them, as follows
1. Open both the resource pool and the sharer file
2. Display the sharer file
3. Select Tools Resource Sharing ShareResources
4. Select the Use Own Resources option
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Thank You
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