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Managing Projects Using MS Project 2013
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7/21/2019 Lesson 05—Managing Projects Using MS Project 2013
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Copyright 2014, SPMI® & ACP are the registered marks of Project Management Institute, Inc.
Lesson 05 —Managing Projects Using MS Project 2013Introduction to Project Management
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● Create a project using Microsoft Project 2013
● Navigate through the different features of Microsoft Project 2
● Identifying Critical Path using MS Project
After completingthis lesson, you willbe able to:
Objectives
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Microsoft® Project 2013 is an application that enables you to plan and manage projects effe
Microsoft® Project 2013
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The Project Manager needs to define basic project details at the commencement of a new p
Basic Information for a New Project
Start date of a project
Finish date of a project
Project Calendar
Project Schedule
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There are different methods to create a project in Microsoft® Project 2013.
Microsoft® Project 2013 Interface
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A new project can be initiated in Microsoft® Project 2013 by creating a blank project and t
project details into it.
Create Project from a Blank Project Template
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The important components of a Blank Project template are shown here.
Components of a Blank Project Template
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Microsoft® Project 2013 has many pre-installed templates that can be used to create a new
Create Project from an Existing Template
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A new project can be created from an existing project.
● A similar project can be used from the previous history to enter the new project details t
● When a project is created this way, the existing project acts as the foundation for the new
Create Project from an Existing Project
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New project can be created from an Excel workbook.
Create Project from Microsoft® Excel Workbook
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If the development team is using SharePoint for a project, the Project Manager can synchro
task list from SharePoint without using the Project Web App.
● This will allow the team members to view the project schedule on SharePoint.
● Any updates on SharePoint will be reflected in the Microsoft® Project plan.
Create Project from Microsoft® SharePoint Task List
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There are three types of base calendar.
Types of Base Calendar
Base Calendar
Standard Calendar
Night Shift Calendar
24-Hour Calendar
● This calendar is from Monday to Friday.
● This calendar is based on the standard work timin
a.m. to 5.00 p.m.
● This calendar is from Monday to Friday.
● This calendar is based on the general night shift w
between 11.00 p.m. to 8.00 a.m.
● This calendar is used throughout the week.
● This calendar is based on round-the-clock-work c
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When the project team is spread across geographies, with each region having its own set of
and non-working days, the Project Manager can create a new calendar for each geographica
● He can apply these calendars to the resources and tasks.
Create New Base Calendar
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The ‘Set Baseline’ command can be used to compare the status of the project with the original p
● Baseline records the project plan and the resource allocation.
● Microsoft® Project 2013 permits eleven benchmarks.
Set Baseline
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Microsoft® Project 2013 allows you to save the completed project plans as project template
● Strategies from past projects can be shared and can be applied to future projects.
Create a Template from a Completed Project
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Sometimes the tasks in a project are dependent on other tasks. This dependency can be proj
Microsoft Project 2013 by linking these tasks.
Create Task Dependencies with Links
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Milestones in a Project are the significant events, either reached within the plan or are depethe plan.
● Milestones can be created to highlight the critical points of the project.
● Milestones can be recognized in Microsoft® Project 2013 as tasks that have zero duratio
Create Project Milestones
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‘Timeline View’ allows a Project Manager to view all the project related information at a glanc
Timeline View
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‘Project Summary’ summarizes the timeline of the entire project. Project summary is automatic
created by Microsoft Project 2013, however, it is hidden by default.
Project Summary
R
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Resource has a great impact on the timing and cost of a Project.
Resources
Application Scope
Resources
Can be assigned to a taskCan exist independently
R ibili M i
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Responsibility Matrix describes the contribution of various roles in carrying out tasks for a
Responsibility Matrix
Responsibility Matrix
Task
Responsible Party
ProjectCommittee
ClientPOC
ProjectManager
TechTeam
FinanceTeam
Scope Analysis
Work Breakdownpattern
Costing
Quality Parameters
New requests
Approval for requests
√ √
√
√
√
√
√
√
√
√
√
√
√
√
√
√
T f R
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Resources are classified into three types.
Types of Resources
Resource Types
● Refers to Team Member/Entire
Team/Equipment
● Is responsible for completing
the tasks● Is measured in unit of time
● Can be tracked on availability
and cost
● Refers to the consumables
● Can be set up within a project and
assign them to a task
Material Resource TypeWork Resource Type
● Identifies the co
with a task
● Is used when a t
costs
Cost Resou
Add Resources
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Adding accurate information of
resources is one of the most
critical steps of project planning.● Project managers can
monitor the cost effectively
during the course of the
project.
● Resource sheet can be used
to add or edit the resources.
Add Resources
Add Resources (contd )
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Important components of a Resource Sheet are shown here.
Add Resources (contd.)
Work Resources
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Work resources refer to the people and equipment performing the tasks of a Project.
Work Resources
Material Resources
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Material resources refer to the consumables used in a Project.
Material Resources
Cost Resources
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Cost resources can be used to represent a financial cost associated with a task in a Project.
Cost Resources
Generic Resources
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Microsoft® Project Professional and Project Web App allow the usage of Generic Resource
Generic Resources
Adding Date Constraints
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If the tasks in Microsoft® Project 2013 is auto-
scheduled and you enter the actual duration
or start and finish dates, you can noticechanges in the scheduled duration, the start
and finish dates of the project, as well as the
dependent tasks.
A date constraint may be:
● Completely flexible
● Semi-flexible
● Completely inflexible
Adding Date Constraints
Setting Deadlines
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h
Setting date constraints does not always help in meeting project deadlines.
● Date constraints can lock schedules
● They can lead to clashes as well
Setting Deadlines
Adding Project Percentage
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Project percentage is added to indicate how much of the tasks on the project is complete.
g j g
Identifying Critical Path Using MS Project
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The Critical Path Method is a common method used in project management, to identify the
path in a project, to estimate project schedules.
● If any task on the Critical Path is late, the whole project is delayed.● The Critical Path for a master project, where two or more projects are linked together,
viewed by treating the sub projects as summary tasks of the master project.
y g g j
Reports and Dashboards
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Microsoft® Project 2013 also has pre-installed reports which can be generated at any time t
the health of the project.
p
Master Projects and Subprojects
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Master projects or consolidated plans and Subprojects or inserted plans are generally used u
circumstances:
j p j
Inter-Project Dependencies
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Dependencies between tasks of various projects need to be linked.
Resolve Resource Conflicts between Shared Projects
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The best method to resolve resource conflict is to create a master project, which includes
that share the resource pool as subprojects.
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Quiz
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QUIZ
a.
b.
c.
d.
Which of the following provides option to create benchmarks to compare properformance?1
Project Schedule
Set Baseline
Standard Calendar
Gantt Charts
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QUIZ
a.
b.
c.
d.
1
Answer: c.
Explanation: ‘Set Baseline’ command is used to create a base point, which acts as abenchmark to compare the project performance.
Which of the following provides option to create benchmarks to compare properformance?
Project Schedule
Set Baseline
Standard Calendar
Gantt Charts
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QUIZ
a.
b.
c.
d.
Which of the following calendar is used from 8:00 a.m. to 5:00 p.m.?2
Standard Calendar
Night Shift Calendar
24-Hour Calendar
Base Calendar
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QUIZ
a.
b.
c.
d.
2
Answer: b.
Explanation: ‘Standard Calendar’ is the type of calendar which is used from 8.00 AM to 5.0PM.
Which of the following calendar is used from 8:00 a.m. to 5:00 p.m.?
Standard Calendar
Night Shift Calendar
24-Hour Calendar
Base Calendar
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QUIZ
a.
b.
c.
d.
Which of the following is a named object within the application scope of a p3
Management
Task
Cost
Resource
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QUIZ
a.
b.
c.
d.
3
Answer: a.
Explanation: Resource is a named object within the application scope that can existindependently or be assigned to a task.
Which of the following is a named object within the application scope of a p
Management
Task
Cost
Resource
Summary
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● Microsoft Project 2013 is an application that enables you to manage multiple projects effectively.
● A project manager can initiate a project in Microsoft Project
the “Blank Template” option.● A new project can be initiated in Microsoft Project 2013 by c
project and then adding project details into it.● A project summary summarizes the timeline of the entire pro
project summary is automatically created by Microsoft● A resource is a named object within the application scope th
independently or be assigned to a task.● The Critical Path Method is a common method used in proje
to identify the longest path in a project and hence estimate pschedules.
Here is a quickrecap of what wascovered in thislesson:
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Thank You
Copyright 2014, SPMI® & ACP are the registered marks of Project Management Institute, Inc.
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