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MS Project

MS Project. Luc Appelmans. Agenda. Introduction What is involved in Project management User Interface Creating a new project Tracking a project Sharing Resources Consolidation of projects Final Recap Exercise. Agenda. Introduction What is involved in Project management

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MS Project

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  1. MS Project Luc Appelmans

  2. Agenda • Introduction • What is involved in Project management • User Interface • Creating a new project • Tracking a project • Sharing Resources • Consolidation of projects • Final Recap Exercise

  3. Agenda • Introduction • What is involved in Project management • User Interface • Creating a new project • Tracking a project • Sharing Resources • Consolidation of projects • Final Recap Exercise

  4. Project management factors • Set of one-off activities • Deliverable • Timescale • Resources • Budget • Business Objectives • Cost/benefit analysis • Phased Approach • Progress Reporting • Project management • People management • Clear and agreed Scope • Management of expectations • Risk management • Experience • Project planning and administration

  5. Project Triangle Cost Time • Milestones • Tracking • Resources • Assignments • Tracking Scope • Deliverable • Phases • Tasks • Tracking

  6. Tasks: SMART • Specific • Measurable • Achievable • Relevant • Timed

  7. Agenda • Introduction • What is involved in Project management • User Interface • Creating a new project • Tracking a project • Sharing Resources • Consolidation of projects • Final Recap Exercise

  8. MS Project User Interface • Let’s check out the MS Project User Interface • Open MS Project • Make sure the toolbars are well placed • Activate the View Bar • Open the file: • 01 Short Film Project 15a.mpp • Tips: • Magic button: “Go To SelectedTask” • Button withno name (Right Click) • Zoom withCtrl + Mouse wheel

  9. Agenda • Introduction • What is involved in Project management • User Interface • Creating a new project • Tracking a project • Sharing Resources • Consolidation of projects • Final Recap Exercise

  10. The exercise • An office needs to be completely modified and refreshed • Therefore: • The office needs to move to another place • The construction works need to be executed • When terminated the office is moved back • The example is kept simple on purpose

  11. Exercise 1 • Create a new project • Please code following tasks: • Tips: • Use the Insert and Delete keys • Use the Right Click

  12. Exercise 2 • Define January 1, 2009 as the start date of the project • Project / Project Information... • Jan 1 and Jan 2 are non-working days • Tools / Change Working Time... • The company is not working the Friday afternoon

  13. Exercise 2 (2) • Code the task durations:

  14. Exercise 2 (3) • Please regroup the tasks in following summary tasks: The decision taking is not part of a summary task

  15. Types of links FS FF P P S S Default: finish to start Finish to finish P P SF SS S S Start to finish Start to start Overlap / lag are possible

  16. How creating links • 4 Possibilities to create links: • 1st method: • Click on the ID of the primary task • Ctrl + Click on the ID of the secondary task • Click on the “link tasks” icon • 2nd method: • Enter the ID of the primary task in the “Predecessor” column of the secondary task • 3rd method: • Enter the primary task via the Task Detail form of the secondary task (Predecessors Tab) • 4th method: • Drag the primary task over the secondary task • Other Tip: You can change the type of link when double clicking on the link line

  17. Exercise 3 • The links between the tasks are: • The moving out can only start after the decision taking • The demolition of interior partitions starts when the offices are empty • The installation of new interior partitions can only occur when the old partitions are demolished • The ceiling can only be done when the new interior partitions are placed • The order of wall paper/paint/carpet is launched at the same time as the ceiling is starting • The new lighting must wait that the ceiling is terminated • The new sockets cannot be placed before the new lighting was completed • The painting and the ordering of furniture must wait until the new sockets were placed • The wall paper is placed after the painting was done • The carpet works can start when the wall paper was placed • The moving in can only be done when the offices are refreshed • All other logical links

  18. Exercise 4 • Perform the following: • The decision taking takes 2 hours BUT it remains a milestone! • Insert a recurrent task within this summary task.The meetings will be daily and will last for 15 minutes during the construction works. • The new sockets can be installed 0,5 days earlier. • The carpeting must finish no later than the 4th of February.

  19. Resources • Once a plan was made you still need to identify who will perform these tasks • These are the Resources, one can have different types of resources: • People • Machines • Consumables (not really a resource but added for cost calculations) • Resources might not be available at all times • Resources have a cost

  20. Exercise 5 • Go to the Resources Sheet • Add following resources: • Director, • Department Responsible, • A (part-time 50%) secretary, • We have 4 employees in the department, • A team of 3 movers with a truck and an elevator • 2 plasterers • 2 electricians. • 3 carpet installers who will place the carpets. • 2 painters who will use the ordered paint. They work ¾ of the time. • Paint used by the painters. • Make sure the initials are unique

  21. Exercise 6 • Complete following information regarding the resources: • Each mover is paid 100€ per hour, the truck costs 120€ when used, the elevator 100€ when used; everything is paid at arrival • The plasterers are paid 80€/h prorated based on the work performed • The electricians are paid 85€/h prorated based on the work performed • The carpet installers are paid 75€/h once the work was terminated • The painters are paid 70€/h at the end of their work. They will use the ordered paint which costs 40€ per unit (e.g. 5L pot). • Assign each resource to a group: • Internal, • External, • Equipment, • Material • Check out the calendars!!

  22. Formula DURATION x UNITS = WORK Examples : One week (duration) = 40 hours A person at 100 % (units) = 100 % The total work (work) = 40 hours A week (duration) = 40 hours Two persons at 100 % (units) = 200 % The total work (work) = 80 hours

  23. Effort Driven scheduling • MS Project seem to react differently when Adding for the first time resources or modifying assigned resources!! • 1st time ADDING Resources: • The system calculates the Work • Modifying assigned Resources: • The work is kept and the duration is adapted • By default the “Effort Driven” flag is activated!

  24. How to Assign Resources • 4 Possibilities to assign resources: • 1st method (not appropriate for multiple resources): • Click on a task • Click on the Assign resource button • Enter the assignment percentage in opened window • 2nd method (most appropriate): • Menu: Window – Split • Select required resources and enter units • Click on OK • 3rd method (for assigning same resources to multiple tasks): • Double Click on Task to obtain Task Information view • Select Resources Tab • Select Resources and Units then click on OK • 4th method (useful for copying same assignments): • Use Resource Names column

  25. Exercise 7 • The resources are assigned as follows: • The decision needs to be taken by the director and the department responsible. • All department people will spent 1/4th of their time with packing their files and other personal things, except the secretary who will work 50% of his / her available time to this task. The director is not doing any packing.All the rest will be packed and transported by the movers • The meetings will be attended by the department responsible and the plasterers, the work is performed by the plasterers. • The Improvement works will be done by the correspondent specialists; the orders will be placed by the secretary. The painters will use 15 units/pots of paint. • The moving in happens the same way as the moving out.

  26. Changing the Gantt chart • Fast changing the look of the Gantt chart can be done via the Gantt Chart Wizard • You can adapt each object on the Gantt chart. Right Click on the screen and select Bar Styles

  27. Exercise 8 • Change the Gantt chart to make sure it only shows the resources initials • Add the project summary task (Tools/Options/View tab) • View the « Gantt Chart Wizard » (Format) • Execute a print preview • Look at the options for improving the print layout, use the print preview

  28. Exercise 9 • Let’s look at the Resource usage • Activate the view: Resource Usage • Do a Split (Windows) • Visualize the Gantt in the 2nd half of the screen • Click Hide Subtasks after selecting the resource name column • Position on the Plasterers and click on « Go to selected tasks » • Add the “Overallocation” info on the screen at the right • Do what? • Increase the number of plasterers • Diminish the Work but keep the same duration • Keep the work and increase the duration • Let’s increase the units of plasterers to 220% • Double click on Plasterers in the Resource Usage J2

  29. Exercise 9 (2) • Let’s look at the Resource usage • Position on the Electricians and click on « Go to selected tasks » • Do what? • Suppose that increasing the number of electricians is not possible • Diminish the Work but keep the same duration • Keep the work and increase the duration • Click on the task “New sockets” and click on Assignment information (or double click) • Change the units from 200% to 100% for this task • The duration of the task increases, but the option exists to decrease the work. (click on the icon ) Please reduce the work! J2

  30. Exercise 9 (3) • Open project Move08 • We will ask MS Project to eliminate the capacity problems • Check the end of the project date and time (before the leveling calculation) • Now re-check the end of the project (date & time). • It is a good adjustment, which is not always the case! J2

  31. Presenting the plan • When the plan is completed it needs to be presented and hopefully approved • Some possibilities are: • Easy copy/paste of the Gantt chart • Analysis toolbar

  32. Agenda • Introduction • What is involved in Project management • User Interface • Creating a new project • Tracking a project • Sharing Resources • Consolidation of projects • Final Recap Exercise

  33. Exercise 10 • We need to keep the APPROVED PLAN: • The Baseline = The Reference (approved) Plan!! • Creation of the baseline: • You can use Move09b as starting point • Tools / Tracking / Save Baseline • The views: • Tracking Gantt • More Views / Task Sheet + View / Table / Variance

  34. Exercise 11 • There are several ways to track the project: • Tools / Tracking / Update Project; Date = 8 January 2009 • This updates the project up till that date. It supposes that the work was performed as planned. Very approximate approach. • Gantt Chart + View / Table / Work • Move the column “%W.Comp.” after Work; code: • 100% for Demolition interior partitions • 20% for “Installation of new interior partitions” • Now pull the completion line to include the Tuesday (see Tracking Toolbar) • 100% for daily meetings 3 , 4 and 5 • The completion is entered at the task level. The completed work is automatically calculated for all resources.

  35. Exercise 12 • There are several ways to track the project: • Enter the work performed • Move the column “Actual” after the column “Work” • Enter 48h as “Actual” for the task “New interior partitions” • Enter 56h as “Actual” for the task “Ceiling” (see what is happening to Work!!) • Use Tracking Toolbar to indicate the tasks Daily Meetings 6 through 10 are completed • The actuals are still entered at the task level!! • Check the Tracking Gantt • How do we need to obtain 100% for the summary task “Construction Works”?

  36. Exercise 13 • There are several ways to track the project: • Enter the actuals per resource and task per day • View / Task Usage and select table Work • Format / Detail / Work and Actual Work • Enter 128h as “Actual” for the task “Improvement works”(in the main screen) • Make sure you have the Actual Work field in the sub screen (right) • Enter 12h for the Movers for “Transport” on 03/02 • Enter 3h for the Movers for “Transport” on 04/02 • Enter 4h for the Truck for “Transport” on 03/02 • Enter 4h for the Elevator for “Transport” on 03/02 • Be careful as the way you enter the time spent it will impact following tasks • Here we enter very detailed task actuals

  37. Exercise 14 • Analyze the project: • Project / Project Information / Statistics or • Select Tracking Gantt • Activate the filter: Project / Filtered For:../ More Filters • Select Slipping Tasks • View / Task Sheet • Select the table “Variance” via the button left above (Select All button) • Select the table “Cost” via the button left above (Select All button) and filter on Cost Overbudget

  38. Agenda • Introduction • What is involved in Project management • User Interface • Creating a new project • Tracking a project • Sharing Resources • Consolidation of projects • Final Recap Exercise

  39. Sharing resources Shared Resources (project) Project 1 Project 2 Project 3 • A project (called here Shared Resources) only contains the resources with their calendars and availabilities • The other projects are linked to the Resources project to plan the resources

  40. Exercise 15 • Open following projects: • Wingtip Toys Commercial 20a • Parnell Aerospace Promo 20b • Create a new Resources project • Share the resources in the projects Wingtip and Parnell: • Tools / Resource Sharing / Share Resources • Select “Use resources” and choose “Resources” • Analyze the resources in the project “Resources” • Close all projects then: • Open the project “Resources” • Create a new project and execute Assign Resources • Tools / Resource Sharing / Share Resources • Create a task • Re-execute Assign Resources

  41. Agenda • Introduction • What is involved in Project management • User Interface • Creating a new project • Tracking a project • Sharing Resources • Consolidation of projects • Final Recap Exercise

  42. Exercise 16: Consolidated project • Open following projects: • Wingtip Toys Commercial 20a (without opening “Resources”) • Parnell Aerospace Promo 20b (without opening “Resources”) • Execute Windows / New Window and select the two projects • The consolidated project has been created. You can save it. • Analyze the resources in the project “Resources” • It is possible to create links between tasks of the different projects: • In the consolidated project, • But also in the individual projects, example: • In the project Wingtip Toys click on task 5, Fine cut edit • Click on “Task Information” and select the tab “Predecessors” • In the ID column (under the 4) enter: “Parnell Aerospace Promo 20b\8”

  43. Agenda • Introduction • What is involved in Project management • User Interface • Creating a new project • Tracking a project • Sharing Resources • Consolidation of projects • Final Recap Exercise

  44. What did we see? • Creation of a plan with: • Tasks and sub-tasks • The different links between tasks • Creation of resources with: • The number of units and the related costs • The assignment of resources to tasks • The tracking of the project: • A rough tracking • Or a very detailed tracking • Analysing the data, the schedule, the costs, the capacity • Printing of the plans • The sharing of resources and consolidated projects

  45. Recap Exercise • Ski planning!! • Planning of a ski vacation long time in advance • Difficulties are: • No project start date • Adaptations to the calendar • Special ways to use links • See separate exercise sheet with details.

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