Creating a project plan URBS 609 Project, Unit 3

Creating a project plan

URBS 609 Project, Unit 3

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Urban and Regional Studies Institute 2

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This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004

This module will provide: Introduction to laying out most commonly

used project fields, for easiest data entry Introduction to configuring MS Project in a

typical layout tools, displaying typically needed data

Step-by-step creation of a simple sample project

This module is constructed as the third of three blocks in a building block approach


Be prepared before using MS Project Have the required building blocks defined

Identify a clear project goal Identify tasks, resources, requirements,

limitations Identify relationships between tasks

Constraints and Dependencies Identify a defined sequence for tasks

Like any tool, MS Project cannot define the goal of a project, the user must do that


Start by adding the Project Guide and desired toolbars (refer to the previous unit for info)

Next, configure the WBS (Tasks Lists) fields to reflect the information desired

The default configuration contains 7 columns (fields) that show typical information Indicators, task name, duration Start, finish, predecessors, resource names

Column positions can be changed by dragging a column left or right (just like in MS Excel)


Customizing the Layout

Right mouse click when in the task area to bring up a submenu


Select Insert Column


A dialogue box will appear providing a wide range of choices to add information… Scroll to “Cost” and select it


A cost column has been added


Repeat this process adding these columns Critical, % Complete, Total Slack



Each column has hints, tips and detailed instructions that are accessible by rolling the mouse over the column header

Drag and drop columns for layout according to personal preference…



Next, set customized display settings


Customizing the Display Settings

Tools Menu, Options… Use the tabs….

For this project use the default settings on The schedule and calendar tabs The edit, view, and calculation tabs

It is best to use the default settings until a higher degree of comfort is achieved

Once customized, these settings can be set as default to reduce setup time


Customizing the Display Settings

Open the PERT Entry Sheet

Use the same “Insert column” techniques to add the same columns…


Customizing the PERT Entry Sheet

The result will be the PERT Entry Sheet plus the other columns from the task list

This is not required but saves work later…


Customizing the PERT Entry Sheet

Mouse-over help/hints and tips are available in all views


Building a Sample ProjectBuilding a Sample Project

• Customize the display for best resultsCustomize the display for best results

• Use the default setting or add personal Use the default setting or add personal touchestouches

• Switch from Switch from PERT Entry SheetPERT Entry Sheet view to view to Gantt ViewGantt View

Customizing Gantt Chart Display

Invoke the Gantt Chart Wizard… Can only be accessed in Gantt and Tracking

Gantt views…


Building a Sample ProjectBuilding a Sample Project Customizing Gantt Chart Display



• Select Critical Path, this will automatically Select Critical Path, this will automatically calculate and display the critical pathcalculate and display the critical path

• Critical path is displayed in Critical path is displayed in REDRED



Building a Sample Project Building a Sample Project

• Select the type of data to be displayed on Select the type of data to be displayed on the Gantt the Gantt

• For this project, select custom task For this project, select custom task informationinformation




• A Simple visual display provides easy A Simple visual display provides easy status reporting…status reporting…




• Showing dependencies between tasks is a Showing dependencies between tasks is a great way to pinpoint relationships and great way to pinpoint relationships and potential conflicts potential conflicts


Critical Link

Non-critical link

This format will be applied to all projects until it is changed…


Building a Sample ProjectBuilding a Sample Project Customizing Gantt Chart Display

Critical tasks and links are always displayed in RED

Non Critical tasks and links are displayed in blue, or another color the user prefers

Formats can be changed at any time during project planning or management but… Settle on a simple display that works best KISS (Keep It Simple Son)


Building a Sample ProjectBuilding a Sample ProjectAbout the Gantt Chart Display

Sample Gantt

One task remains before entering data Set the project information


Building a Sample ProjectBuilding a Sample ProjectSetting the Project Information

OR

For the sample project, set the start date to

6/29/04

Set working times by using the Task Wizard or accessing the menu For this project use the default settings in the

Wizard


Building a Sample ProjectBuilding a Sample ProjectSet Working Times

Follow the steps in the wizard…


Building a Sample ProjectBuilding a Sample ProjectSet Working Times

Tasks can be entered using the wizard, through the Gantt view task list or the PERT Entry sheet


Building a Sample ProjectBuilding a Sample ProjectEnter Tasks



• Entering data through the PERT Entry Entering data through the PERT Entry Sheet saves time…enter data only once for Sheet saves time…enter data only once for several usesseveral uses– Enter data before PERT analysis is conductedEnter data before PERT analysis is conducted– It will also populate the task dialogue boxes It will also populate the task dialogue boxes – It will also populate the Gantt Task ListIt will also populate the Gantt Task List

• To begin, enter the task names and To begin, enter the task names and durationsdurations– Enter Enter onlyonly Optimistic, pessimistic & expected Optimistic, pessimistic & expected

durationsdurations– PERT analysis will populate the PERT analysis will populate the duration duration fieldfield

Enter Tasks



• For this sample project enter these tasks:For this sample project enter these tasks:

Enter Tasks

TASK Optimistic Duration Expected Duration Pessimistic Duration

Foundation 1 week1 week 2 weeks2 weeks 3 weeks3 weeksFraming 2 weeks2 weeks 4 weeks4 weeks 7 weeks7 weeksRoof 1 week1 week 2 weeks2 weeks 3 weeks3 weeksElectrical 1 week1 week 2 weeks2 weeks 3 weeks3 weeksSheetrock 1 week1 week 3 weeks3 weeks 5 weeks5 weeksInterior Paint 1 week1 week 2 weeks2 weeks 4 weeks4 weeksExterior Paint 1 week1 week 2 weeks2 weeks 3 weeks3 weeksLandscaping 1 week1 week 2 weeks2 weeks 4 weeks4 weeks

The PERT Entry Sheet Should look like this Notice all tasks begin and end on the same day

PERT Analysis has not been completed Notice all tasks appear to be critical…

Task Dependencies have not yet been identified


Building a Sample ProjectBuilding a Sample ProjectEnter Tasks



• Identify which tasks must finish before Identify which tasks must finish before others can begin – others can begin – a task dependencya task dependency– Foundation must finish before framing beginsFoundation must finish before framing begins– Highlight both tasks and click the link iconHighlight both tasks and click the link icon

Identify Task Dependencies



• By identifying 1 dependency the plan has By identifying 1 dependency the plan has changed…changed…– Start and end dates, critical task statusStart and end dates, critical task status– 1 predecessor has been set – task 1 precedes 1 predecessor has been set – task 1 precedes

tasks 2tasks 2




• This can also be accomplished by using the This can also be accomplished by using the Task Information submenu (right mouse Task Information submenu (right mouse click)click)


Using this same technique, identify and set the other dependencies The roof is dependant on completion of the framing Electrical is dependant on completion of the framing Sheetrock is dependant on completion of the electrical Interior paint is dependant on completion of the sheetrock Exterior paint is dependant on completion of the framing Landscaping is dependant on completion of the exterior painting

Take a moment to think through the logic of these dependencies – this is a critical part of planning a project

Hint: highlight multiple tasks by using ctrl and clicking on link icon

Note: Tasks may be dependant on more than 1 other task


Building a Sample ProjectBuilding a Sample ProjectIdentify Task Dependencies



• Notice how much the plan has changed Notice how much the plan has changed and the PERT Analysis has not even been and the PERT Analysis has not even been completedcompleted– Critical tasks and dependencies have been Critical tasks and dependencies have been

identifiedidentified– Start and finish dates have been identifiedStart and finish dates have been identified




• All task information has been All task information has been entered, it is time to complete the entered, it is time to complete the PERT AnalysisPERT Analysis

• Press the Calculate PERT iconPress the Calculate PERT icon

• Click “Yes” on option boxesClick “Yes” on option boxes– MS Project calculates dates and MS Project calculates dates and

durations…durations…

Completing the PERT Analysis



• Use these durations and critical Use these durations and critical task/path designations for the PERT task/path designations for the PERT Risk AnalysisRisk Analysis

Completing the PERT Analysis



• By navigating through the By navigating through the viewview menu, a menu, a variety of charts and graphs display the variety of charts and graphs display the planplan– Note: cost and resource info has not yet been Note: cost and resource info has not yet been

addedadded– The critical path has automatically been The critical path has automatically been

identified in identified in REDRED, as have the critical tasks, as have the critical tasks

• The Gantt charts and network diagram The Gantt charts and network diagram display the PERT Analysis data, not the display the PERT Analysis data, not the user provided estimatesuser provided estimates

• SaveSave the project and explore the views! the project and explore the views!

Explore the other views after the PERT Analysis is complete

Gantt Chart view Notice the critical path in red?


Building a Sample ProjectBuilding a Sample ProjectExplore the other views after the PERT Analysis is

complete



• Network DiagramNetwork Diagram

• Notice the Notice the Critical PathCritical Path in in RedRed? The ? The Critical Critical TasksTasks in in RedRed and non-critical tasks in and non-critical tasks in blueblue??– MS Project calculates dates and durations…MS Project calculates dates and durations…




• Calendar viewCalendar view… an easy-to-read planning … an easy-to-read planning calendarcalendar


(Extract of the calendar view)



• Other views include tracking, optimistic, Other views include tracking, optimistic, and pessimistic Gantt charts…(under and pessimistic Gantt charts…(under more more viewsviews tab) tab)– Note: do not reformat the pessimistic and Note: do not reformat the pessimistic and

optimistic Gantt views, the dates will be alteredoptimistic Gantt views, the dates will be altered


Tracking Gantt


Building a Sample ProjectBuilding a Sample ProjectExplore the other views after the PERT Analysis is

complete

Pessimistic Gantt

Optimistic Gantt



• Next, build a resource listNext, build a resource list– A list of people and equipment needed for the A list of people and equipment needed for the

projectproject– Use either the wizard or the resource sheet Use either the wizard or the resource sheet

viewview

Building a Resource List



• For this project use the following For this project use the following information:information:– PaintersPainters

• Ben Johnson, $10/hr, OT $15/hr Ben Johnson, $10/hr, OT $15/hr

• Amy Wilson, $17.50/hr, OT $25/hrAmy Wilson, $17.50/hr, OT $25/hr– LandscapersLandscapers

• Adam Stevens, $20/hr, OT $30/hrAdam Stevens, $20/hr, OT $30/hr

• Jill Morris, $25/hr, OT $35/hrJill Morris, $25/hr, OT $35/hr

• Contracted Equipment/workersContracted Equipment/workers– Concrete crew, $15/hr, OT $25/hrConcrete crew, $15/hr, OT $25/hr– Framers and Roofers crews, $10/hr, OT $20/hrFramers and Roofers crews, $10/hr, OT $20/hr– Electrician, $40/hr, OT $60/hrElectrician, $40/hr, OT $60/hr




• The resource sheet should look like this:The resource sheet should look like this:




• Assign resources to tasks by any of several Assign resources to tasks by any of several methods:methods:– In the In the Task Information boxTask Information box– In theIn the task list task list area (WBS)area (WBS)– In the PERT Entry SheetIn the PERT Entry Sheet– Through the WizardThrough the Wizard

Assigning Resources to the tasks



• For this project, 100% of the resource time For this project, 100% of the resource time is available, if it needs to be changed, do is available, if it needs to be changed, do so through the so through the resource sheetresource sheet view view




• Assign tasks as follows:Assign tasks as follows:




• As assignments are made, MS Project As assignments are made, MS Project calculates the costs…calculates the costs…

• All required entries and calculations are All required entries and calculations are done…save the project!done…save the project!




• Checking the project statistics yields a Checking the project statistics yields a snapshot of costs and timessnapshot of costs and times

Check the Project Statistics



• Saving a project baseline allows a user to Saving a project baseline allows a user to track progress and compare project track progress and compare project expectationsexpectations– Compare estimates against actual durations, Compare estimates against actual durations,

costs etccosts etc

Saving a Project Baseline



• A User can save up to 11 baselines in MS A User can save up to 11 baselines in MS ProjectProject

• Very useful for situations where:Very useful for situations where:– New tasks are addedNew tasks are added– The scope of the project changesThe scope of the project changes– Unexpected delays occurUnexpected delays occur– The project is crashedThe project is crashed– The project is relaxedThe project is relaxed

• Save each baseline as a new number using Save each baseline as a new number using the scroll down menu in the save baseline the scroll down menu in the save baseline areaarea

Saving a Project Baseline



• The project is functional and complete but The project is functional and complete but adding a few extra touches gives it adding a few extra touches gives it structurestructure

• Add a top level task that serves as a title Add a top level task that serves as a title and project overviewand project overview

Adding A Few Personalized Touches

•Indent all subsequent tasks

• Do not assign resources

• Marked critical

•But is Not critical for PERT Risk analysis purposes



• Add a milestone that serves as project Add a milestone that serves as project closureclosure


•Link to all other physical tasks

•Mark dependencies as FF (Finish to Finish) in Task Info Tab

• Do not assign resources

• Marked critical

•But is Not critical for PERT Risk analysis purposes



• Adjust Fonts for personal preferenceAdjust Fonts for personal preference




• Divide tasks into phasesDivide tasks into phases– Useful for large or complex projectsUseful for large or complex projects– Does not change project Does not change project

costs/duration/integritycosts/duration/integrity– Useful where functional use can be derived Useful where functional use can be derived

from completed tasks where project is from completed tasks where project is completed in phasescompleted in phases




• The result is a professional, highly visual The result is a professional, highly visual planplan



Updating a Sample ProjectUpdating a Sample Project

• Updating a project is simple if a few basic Updating a project is simple if a few basic rules are rememberedrules are remembered– Update the % complete Update the % complete andand the date the work the date the work

is is donedone• Otherwise MS Project assumes the date the task is Otherwise MS Project assumes the date the task is

competed is the date the task was scheduled to be competed is the date the task was scheduled to be completedcompleted

– Enter a finish date Enter a finish date onlyonly when the task is when the task is finishedfinished

– Enter a % complete (when work is in progress Enter a % complete (when work is in progress but not complete) so MS Project can track and but not complete) so MS Project can track and forecast task and project completionforecast task and project completion

Updating a Project



• Updates can be made on Gantt view Updates can be made on Gantt view Task Task ListList (WBS) view or in the (WBS) view or in the Task Information Task Information TabTab


Task Information Tab

Gantt view Task List


Managing a Sample ProjectManaging a Sample Project

• Simple reports can help all concerned stay Simple reports can help all concerned stay in touch with a projectin touch with a project– Go to Go to ReportsReports on the View menu for a wide on the View menu for a wide

range of wizard driven reports – or create a range of wizard driven reports – or create a custom report!custom report!

Reports and graphs



• Budget overviews…Budget overviews…

Budget Reports

And budget reports that show under and over budget tasks and resources…


Managing a Sample ProjectManaging a Sample ProjectCross tabs



• Projects can be crashed using MS ProjectProjects can be crashed using MS Project– Add extra resources to the resource list and Add extra resources to the resource list and

assign them to tasks to shorten project duration assign them to tasks to shorten project duration and/orand/or

– Assign existing resources overtime (OT) workAssign existing resources overtime (OT) work– To assign overtime, insert 2 new columns in the To assign overtime, insert 2 new columns in the

Task Usage View and add OT as appropriateTask Usage View and add OT as appropriate

Crashing a Project



• Projects can be crashed using MS ProjectProjects can be crashed using MS Project– Crash projects with caution – it is a disruptive Crash projects with caution – it is a disruptive

actionaction

• Do a Do a what ifwhat if crashing exercise and save crashing exercise and save the baseline separately, keeping the the baseline separately, keeping the original project intact – allows exploration original project intact – allows exploration without riskwithout risk– Compute crash savings and costs – how much Compute crash savings and costs – how much

time will be saved and how many extra $ it will time will be saved and how many extra $ it will costcost• Refer to early instruction units for these techniques Refer to early instruction units for these techniques oror

• Examine variances between baseline in MS ProjectExamine variances between baseline in MS Project

Crashing a Project



• Project will update the costs and changed Project will update the costs and changed durations accordinglydurations accordingly

• Remember – effort required to complete a Remember – effort required to complete a task/project remains fixed, only duration task/project remains fixed, only duration changeschanges

• Save the baseline of a crashed project to Save the baseline of a crashed project to compare against original estimates and compare against original estimates and expectationsexpectations

• Be sure to check critical tasks status; non-Be sure to check critical tasks status; non-critical tasks may become critical after critical tasks may become critical after crashingcrashing

Crashing a Project



• MS Project does not MS Project does not – Compute probability of on-time completionCompute probability of on-time completion

• Do this using the Excel PERT CalculatorDo this using the Excel PERT Calculator– Refer to previous instruction for this techniqueRefer to previous instruction for this technique

What MS Project does not do

For this project, there is a 39.64% probability of completing the project within 13 weeks (the PERT likely duration)…


Managing a Sample ProjectManaging a Sample ProjectWhat MS Project does not do

… a 90.54% probability of completing the project within 15 weeks…

INCLUDE ONLY CRITICAL TASKS IN PERT RISK ANALYSIS


Managing a Sample ProjectManaging a Sample ProjectWhat MS Project does not do

…but only a 3.30% probability of completing the project within 11 weeks.

INCLUDE ONLY CRITICAL TASKS IN PERT RISK ANALYSIS

A strong tool that saves time Makes tracking project status easy Makes communicating project status easy Be prepared before beginning Use the program resources for assistance

Wizards, guides and help function Save the project data often (in 2 places)


MS ProjectMS ProjectReview and Final Thoughts

KISS (Keep It Simple Son) Stay in touch with the project If the plan doesn’t seem right it probably

isn’t – track down suspected discrepancies

Practice makes perfect MS Project get easier to use with practice Start with default settings and then

customize



MS Project automatically Identifies Critical tasks & the Critical Path

(in RED) Computes Late/Early start and finish dates Computes Total Slack (A.K.A Total Float)

Critical tasks will always have ZERO Total Slack Effort to complete a task is fixed

Duration changes by adding or subtracting resources; more resources = less duration



Even the best plan is still an estimate A plan is only as good as the data it uses

Bad estimates = bad plans Risk Analysis must be computed separately

Construct and use an Excel-based PERT Risk Calculator MS Project is just a tool, the manager owns the

project and is responsible for its health Communicate status frequently and clearly



Dr. Anthony Filipovitch MS Project, by Microsoft Corporation MS Excel, by Microsoft Corporation PM Body of Knowledge (PMBOK),

Philadelphia: PMI, 2000


You have completed

URBS 609 Project Unit 3

Please proceed to

URBS 609

Project Management Assignment


This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004

Documents

Creating a project plan URBS 609 Project, Unit 3