Connoisseur Solutions
Managing Projects Using MS Project 2010
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
What Is a Project?
“A temporary endeavor undertaken to create a unique product or service.”*
E.g.
Developing an Ecommerce portal
Construction a Building
Managing an Event
Project Characteristics
Temporary
Unique products, services, or results
Progressive elaboration
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Project Characteristics : Temporary
A definite start date and end date
Project can end due to
Objectives achieved
Objectives cannot / will not be achieved
Need does not exist
Temporary does not necessarily mean “Short Term”
Some projects take years (5 - 15 years) to complete e.g. Space exploration projects, drug discovery and clinical trial projects etc.
Product / services created by project might not be temporary
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Project Characteristics : Unique
Project should create Unique product or service or result
Examples:
Development of a web portal
New drug to market – clinical trials
Prototype of a new car
There could be repetitive elements in project
Making another tower similar to existing one
Launching a new insurance product
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Project Characteristics: Progressive Elaboration
Progressive elaboration is the incremental design and refinement of the initial concept toward the project plan.
A Project starts with a vision , the vision is converted into high level plan and as we move forward the requirements unfold and this helps in planning the time horizon that we can see (Immediate Future) in detailed manner.
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
The Triple Constraint
OR, IN SIMPLE
ENGLISH
Defect Free
Fast Cheap
Complete
Quality
Cost
Scope
Time
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
What is MSP
Project Management Information System
Assist project managers in Developing Project Schedule
Assigning resources to tasks
Analyzing workloads
Monitor & Track progress
Managing budgets/cost
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Project Management
Project management is the discipline of organizing and managing
resources in such a way that the project is completed within
defined scope, quality, time and cost constraints.
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
SMART Objectives
Specific
Objectives should be quantifiable. Eg a revenue increase of 1
mill ion USD in a year time frame
Measuable
There should be some way of actually testing whether or not that
stated target has been met.
Attainable
The desired objective must be one that is actually possible to
achieve within the time and cost parameters provided.
Relevant
The desired objective should relate directly to the organization's
business needs and stated mission.
Time-Bound
The completion date of the objective should be either a specific
date or time or an "offset" from the beginning of the project. (For
example, benefits must be achieved within five months of
project launch.)
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
What’s new in 2010 Improved interface
New viewing options
Team Planner
Timeline
Easier view customization
Add new columns
Zoom Slider
User-controlled scheduling
Manual scheduling
Inactive Tasks
Top down summary tasks
Easier collaboration
Upload to SharePoint
Enhanced Copy/Paste
Split In Progress Tasks
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions User Interface – Project 2010
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions Project Options – Schedule
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions Project Options – Advance
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Setting a Start Date After Opening the Microsoft Project file, On the menu click
Project > Project Information. The following screen opens up.
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Create WBS In the task tab use Indent and Out dent feature as shown below to create WBS
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Define Activities (Tasks) Decompose Work packages into granular activities (Tasks)
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Define Activities Decompose Work packages into granular activities
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Task Types
Work, Duration and Unit (% allocation) are determined by
Work = Duration * Unit
Revise Work Revise
Duration Revise Unit
Fixed Unit Duration Work Duration
Fixed Work Duration Unit Duration
Fixed Duration
Unit Work Work
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Effort Driven Scheduling and Task Types
Effort-driven scheduling determines what happens to the duration or resource units for a task when you add or remove resources Following is the impact if effort driven scheduling is turned on for the following task types
Fixed Units If effort-driven scheduling is turned on for the task, Project adjusts the task's duration when you add or remove resources. If you have the means, adding more people is one option for shortening your schedule.
Fixed Duration If effort-driven scheduling is turned on for the task, changing resource assignments changes the amount of effort the resources will put in on the task. You may want to consider this option when scheduling a project if you feel the need to lighten the load on some of your people, or if you need to assign some of them part-time to other tasks.
Fixed Work The Fixed-work task type and effort-driven scheduling both keep the Work value constant and you cannot turn off the effort-driven setting for a task set as Fixed Work.
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Sequence Activities -Task Relationship
Task relationships reflect the sequence in which work should be done.
By default MS Project uses Finish to Start relationship
There are 4 different types of relations
Finish to Start
Start to Start
Finish to Finish
Start to Finish
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
You can also add Lead and Lag to the schedule:
An overlap (called lead time) OR
A delay (called lag time) between the finish and start dates of predecessor and successor tasks.
Lead time causes the successor task to begin before its predecessor task concludes
Lag time causes the successor task to begin some time after its predecessor task concludes
Sequence Activities -Task Relationship
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
• Finish to start: finish date of predecessor determines the start date of the successor
Sequence Activities -Task Relationship
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
• Start to start: start date of predecessor determines the start date of the successor
Sequence Activities -Task Relationship
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
• Finish to finish: finish date of the predecessor determines the finish date of the successor
Sequence Activities -Task Relationship
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
• Start to finish: start date of the predecessor determines the finish date of the successor task. This relationship is very rarely used.
Sequence Activities -Task Relationship
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Sequence Activities Task Constraints
Flexible constraints
Flexible constraints allow tasks to be scheduled without any limitations other than their predecessor and successor relationships.
No fixed start or end dates are imposed by the constraint types.
ASAP (as soon as possible)
ALAP (as late as possible)
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Semi-flexible constraints
Limit the rescheduling of a task within the date constraints you specify
SNET (start no earlier than)
SNLT (start no later than)
FNET (finish not earlier than)
FNLT (finish not later than)
Sequence Activities Task Constraints
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Inflexible constraints
Completely prevent the rescheduling of a task. Use these constraint types only when absolutely necessary!
MSO (must start on)
MFO (must finish on)
Sequence Activities Task Constraints
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Sequence Activities (Method 1)
Identifying relationships between Predecessor, Successor, Lead and Lag (Right Click the successor task and click Information option, The task information window pops up. Click the predecessor tab and enter ID (Predecessor’s Task Id) .
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Sequence Activities (Method 2)
In the Predecessor Column of the Gantt Chart add predecessor’s task Id along with the type of relationship (Finish to Start(FS) or Finish to Finish (FF) or Start to Finish (SF) or Start to Start (SS) and lead or lag
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Resource Type
Work Resources are people and machines, and they need time (hours, days, weeks, etc.) to perform the Tasks Material Resources are consumables like bricks, oil, concrete etc., and they are time independent. Cost Resources are time independent resources, like Airplane tickets.
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions Estimate Activity Resources
(Add Resources to the resource sheet)
Add resources (Work, Material and Cost) to the resource sheet and their details On Main Menu Click View > Resource Sheet
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions Estimate Activity Resources
(Assign Resources to the tasks)
In the Gantt Chart select the task for resource allocation , right click and select Assign Resources option.
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions Estimate Activity Resources
(Assign Resources to the tasks)
On selecting Assign Resources option, the new screen Assign Resources pops up. Add units for resources that are work and material type. The cost for resource of Cost Type is added here.
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Assigning the Fixed Cost Go to View > Task Usage> Add the Column Field “Fixed Cost” Assign the value for fixed cost task as 100 USD is assigned to create design and document in the task below.
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Configure Resource Calendar Click Project > Change Working Time> Select the resource for whom the calendar needs to be configured
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Configure Resource Calendar
(Working to Non – Working days) Select the date on the resource calendar that need to be changed from working to non working and click the tab exception ,add name of the resource and press enter.
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Configure Resource Calendar
(Non Working to Working days) Select the date on the resource calendar that need to be changed from non working to working and click the tab work weeks ,click details a new window pops up. Select the days and enter the time in the table as shown in fig below.
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Resource Leveling
Resource leveling is the process that ensures resource demand does not exceed resource availability. It’s a way to fix over allocation.
Over-allocation: The result of assigning more tasks to a resource than the resource can accomplish in the working time available
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Resource Leveling
Resources are leveled in the following ways:
By delaying a task until the assigned resource has time to work on it.
By splitting a task so that part of a task is done when planned and the rest of it is done later when the assigned resource has time.
By replacing the resource with a new one
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Resource Leveling (Automatic)
Standard - Project examines predecessor dependencies, slack time, dates, constraints, and priorities
ID - Project simply goes down the task list in order by task ID
Priority and standard - Project first examines any set task, or project priorities and then examines the standard factors
If you don't want Project to level a specific task, set the task's priority level to 1000
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Resource Leveling – Task Inspector
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Resource Leveling – Task Inspector
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Resource Leveling – Team Planner
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Resource Leveling – Team Planner
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Resource Leveling – Splitting the Tasks
By splitting a task so that part of a task is done when planned and the rest of it is done later when the assigned resource has time.
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Resource Leveling – Splitting the Tasks
By splitting a task so that part of a task is done when planned and the rest of it is done later when the assigned resource has time.
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Inactive Tasks
Project’s schedule will change throughout the lifecycle based Change requests, corrective and preventive actions. A task that was originally planned might not be required later. If this task is deleted, you lose all the baseline information and any work or costs associated with the task. And as the project executes, you may want to compare the current project against the original baseline or conduct a what-if analysis. Inactive Task feature allows you to remove tasks from
the schedule and recognize the task existed in the
original plan.
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Inactive Tasks
Project’s schedule will change throughout the lifecycle based Change requests, corrective and preventive actions. A task that was originally planned might not be required later. If this task is deleted, you lose all the baseline information and any work or costs associated with the task. And as the project executes, you may want to compare the current project against the original baseline or conduct a what-if analysis. Inactive Task feature allows you to remove tasks from
the schedule and recognize the task existed in the
original plan.
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Why Baseline?
The main benefits of having a project baseline are
Ability to assess performance (Baseline vs actual)
Improved future estimating accuracy
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Project Baseline
Entire Project
Selected Task
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Interim Plan
Interim Plans could be thought of as mini-baselines. They store only the task's start and finish dates.
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Critical Path
Longest path in a project network diagram. Float or Slack for all the activities on the critical path is zero
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Timeline
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Deadline
Deadline dates are used to indicate a target date you don't want to miss
Without requiring to set a task constraint
When a task finishes after its deadline, Microsoft Project displays a task indicator notifying that the task missed its deadline
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Total Slack
Amount of time that a task can move later in time without affecting the finish of the project
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Slippage
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Task Usage – Work Contour
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Resource Usage – Work Contour
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Network Diagram
If the task is completed, the task node shows cross diagonal lines If the task is in progress but not completed, a single diagonal line draw through node No diagonal line appears in tasks that are not yet started
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Tables
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Filters
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Grouping
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Report Types
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Reports - Costs
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Reports - Assignments
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Multiple Projects
Create a Master Project and its sub project and link them using link task as shown in figure below. Select the predecessor first and then the successor and click on link task feature.
Pankaj Sharma - Mobile No -919810996356
Connoisseur Solutions
Resource Pool
Create a Resource Sheet (Press ctrl + n) in a new file, add resources to it and save it with the name Resource pool. This file needs remain open if its resources have to be shared. To make the resources available to the other project, Click resource and then resource pool as shown in fig below.
Pankaj Sharma - Mobile No -919810996356
Recommended