Project Management: Using Microsoft Project 2003

Karen Sirman

What is Project management?

The process of planning, organizing, and managing tasks and resources to accomplish an objective within constraints of time, resources, and cost. You can do Project management without a tool, such as Microsoft Project. This tool automates several tasks which have brought us out of the Stone Ages. No longer is the need to rub sticks together to make fire.

Planning the Project

Planning the Project

Define a project
Initiate the project Start a project file Define project deliverables Define phases and create a task list: Structure the tasks into their respective phases as well as a hierarchy of summary tasks and subtasks. Organize the project into master project and subproject files Estimate task durations Set task dependencies and constraints. Create interrelationships with projects

Plan project activities

Planning the Project

Plan for and gather resources
Estimate resource needs Enter resource information and set working times. Share resources among projects. Assign resources to tasks.

Plan project costs

Estimate costs. Define and share cost information. Prepare to manage costs.

Planning the Project

Plan for quality and risks
Define quality standards and determine how quality affects the overall scope of the project. Identify and plan for risks.

Plan security and communication

Set up methods for communicating project information. Protect project information.

Optimize a project plan

to meet the finish date, plan for resources, and complete the project within its budget constraints.

Distribute a project to those participating.

The Project 2003 Screen

Project Guide toolbar

Title bar Menu bar

Toolbars

Entry bar

Timescale

Task pane

Status bar

ID number column

Task Entry table

Bar chart

Scroll bars

Description Element

Bar chart Entry bar Menu bar Scroll bars Status bar Task Entry table Timescale Title bar Toolbars Project Guide Toolbar

Displays task information in a chart. Shows the contents of any cell you select in the Task Entry table. Shows the names of the available command menus. Help you navigate through tables and charts in the current view by scrolling. Displays the status of certain keys on the keyboard, as well as information about the current command or operation. Displays the tasks you enter for your project. Different views display variations of Task Entry tables, and some views dont have a Task Entry table. Displays time in different formats across the tops of some chart views. Shows the name of the file youre using. The Title bar appears at the top of all windows. Toolbars are shortcutsthey contain buttons for the most commonly used commands. Guides you through the correct procedures for building and maintaining a project.

Select File New from the menu or click the New icon on the toolbar. Click the Blank Project file to select it.

Or.. Search in the box under Templates. Search/Select the New Product file. Also can choose Templates on Office Online, then search there for the desired template.

Or.. Also can choose TemplatesOn my computer. Choose New Products template.

Project Term Definitions

Task An activity that has a beginning and an end. Projects are made up of tasks Resource The people, equipment, and material used to complete tasks in a project. Working Time Hours designated in a resource or project calendar during which work can occur. Calendar The scheduling mechanism that determines working time for resources and tasks. Microsoft Project uses four types of calendars: Base calendar Project calendar Resource calendar Task CalendarProject and task calendars are base calendars that have been identified to schedule a project or task. Baseline A snapshot of your schedule at the time you save the baseline. Cost The total cost for a task, resource, or assignment. A baseline cost is referred to as the projects budget. Report A format in which you can print the status of the project that is appropriate for the intended audience. Assignment A specific resource assigned to a specific task. Work Breakdown Structure

Work Breakdown Structure

Entire blueprint for execution of the project Defines objectives, deliverables, and specifications for each task A schedule, budget, resources and individual task responsibilities are included Arranged in a network represented as a tree structure.called a Gantt chart

Tasks and subtasks

Tasks: how to complete this functional component? How to structure the work? Dependencies and concurrent tasks: what tasks depend on other tasks? Duration: how long a task will take Resources: who will work on the task; what types of material resources are needed? How do you develop the task list?
Use verb-noun to describe your task.

How to identify tasks

Divide project into functional components/ phases Divide into sub-functional components. Ask yourself these questions
What tasks must be performed to develop the phases and sub-phases? LIST THEM! Examine your task list and elaborate, if necessary. Reiterate again to get the finest level needed. How low-level do you go? Granularity depends on what you want to track! Dont spend so much time on developing your plan that you forget you have to manage the plan!

The Task List

Defining the tasks may be difficult. Tasks are based on the project goals and the major phases of your project. Enter your major phases. Enter tasks under each phase. Decide on durations for each task. A duration of 0 makes a task a milestone. MS Project will calculate and create a working schedule for you!

Scheduling tasks
When will the project start and be completed? Which tasks are more critical? What tasks can be delayed without delaying the project? (these are noncritical). When should each task start and finish? What is the tradeoff of time for money? USE YOUR EXPERIENCE!

Scheduling tasks
Schedules provide a communication link with those participating in the project May need special schedules for parts of the project. May need different schedules for each resource. Schedules are for planning, authorizing, monitoring, and controlling the project.

1. Select File New from the menu. The New Project task pane appears. Here you can open a blank project, choose a project template, or open an existing project. 2.Click the Blank Project link. 2.

Click Project -

Project Information.

Tell MS Project how to schedule the project and choose a date.

Set up the Working Time Calendar

The default working times depend on the calendar type Click the column heading button to select all the days in the column.

Select the working time option you want to use Enter changes to the working time here

The legend identifies what the different markings indicate on the calendar

The new working hours for the selected day

Select Tools Change Working Time from the menu.

Creating a new calendar

1.Select Tools Change Working Time from the menu. There are several types of calendars available in Project, such as Standard, 24 Hours, and Night Shift. These are called base calendars. The working times in these calendars are not what you want, so lets create an entirely new calendar. 2.Click the New button in the dialog box. 2. 3.Type My Project Calendar in the Name text box. 3.

Spelling/Undo/Redo
Navigate to your practice folder and open Lesson 1 on C:/Classfiles/MSProject Click the Spelling button on the Standard toolbar. The Spelling dialog box appears, highlighting the first misspelled word. Fix the spelling. Select Tools Options from the menu. Click the Spelling tab. Change the Spelling options.

Undo/Redo button Spelling button

Save the Project file

Specifies where to save the document (in which drive and folder).

Specify the file name here.

Check this box to ignore the Planning Wizard until you have entered all information in the project.

Saving a Baseline Plan

Click Entire project to save all the information in the project.

Click Selected tasks to save the information for selected tasks in a baseline or interim plan.

Select Tools Tracking Save Baseline from the menu.

Saving an Interim plan

Select Tools Tracking Save Baseline from the menu

Using the Project Guide

Project Guide toolbar

Project Guide task pane

If you do not have the Project Guide, click View. Toolbars, Project Guide

Practice using the Project Guide

Tasks: Click the Define the Project link in the task pane and specify start date. Continue to steps 2,3,etc. Tasks: Click Define general working times. Resources: Click Resources button arrow on the Project Guide toolbar. Select Specify people and equipment for the project from the list. Click the Show/Hide Project Guide button on the Project Guide toolbar.

Project Guide Steps

Tasks Set a date to schedule from Define general working times List the tasks in the project Organize tasks into phases Schedule tasks Link to or attach more task information Add columns of custom information Set deadlines and constrain tasks Add documents to the project Publish project information to the Web

Project Guide Steps

Resources

Specify people and equipment for the project Define working times for resources Assign people and equipment to tasks

Link to or attach more resource information Add columns of custom information Publish project information to the Web

Project Guide Steps

Track Save a baseline plan to compare Prepare to track the progress of with later versions your project Incorporate progress information Check the progress of the project into the project Make changes to the project Track issues associated with this project Request text-based status Publish project information to the reports Web

Project Guide Steps

Report Select a view or report Change the content or order of information in a view Print current view as a report (New feature) See the projects critical tasks See project costs

Change the look or content of the Gantt Chart Compare progress against baseline work See how resources time is allocated

Using the Project Guide

To Turn Off the Project Guide:
Select Tools Options from the menu. Click the Interface tab and uncheck the Display Project Guide checkbox.

Entering the Tasks

Open Lesson 2A.

Enter wedding tasks.

If you dont enter a duration for the Project enters as much information as it task, Project automatically can, according to the information it already estimates that the task will take one has about the project. day.

Adding Durations to Tasks

The chart area of the view reflects the task durations.

Milestones and Deliverables

Milestone
The completion of a major portion of the project development Noted on MS Project as Milestone (has 0 duration) Ex: finished product, reports built, design phase complete

Deliverable piece of the project such as the report, computer screen, or finished product

How to define milestones

Should be defined for every major phase of the project. Examples
Project kickoff Requirements definition complete Design complete Prototype done Testing complete Integration complete Marketing plan done Customer acceptance test done Training complete

Entering Milestones

Enter a duration of 0 (zero) days to turn a task into a milestone.

A Milestone Marker appears as a single spot on the chart instead of a task bar.

Check this box to turn any task into a milestone.

Moving, copying, inserting tasks

Click the Task ID number to select the entire task row.

The gray moving line appears to show where the task is being moved.

Recurring Tasks
Select Insert Recurring Task from the menu. Enter information into the Recurring Task dialog box, and click OK.

A recurring task has subtasks underneath it for all recurrences.

Organizing Tasks

Summary tasks appear in bold.

Indent button

The length of a summary task depends on the length of its subtasks.

The level of a tasks indentation tells you whether it is a summary task or a subtask.

Summary Tasks

Summary tasks appear in bold.

The length of a summary task depends on the length of its subtasks.

Task Information and Task Notes

Right-click the task and select Task Information. OrSelect the task and select Project Task Information from the menu. Or use the
Task Information button

Insert Object button

Task Information Dialog Box

Tab General Description Use this tab to enter, review, or change basic information about the selected task. For example, change task durations, track task progress, and enter a start or finish date. Use this tab to enter, review, or change predecessor information about the selected task. Enter a predecessor for the current task and select the predecessor type, and enter lag time or lead time. Use this tab to enter, review, or change resource assignments and assignment units for the selected task. Use this tab to enter, review, or change supplemental task information. For example, enter a deadline for the task, change a task constraint, specify the task calendar, or mark the task as effort-driven, or as a milestone. Use this tab to enter or review notes for a selected task. For example, add new notes about a task, revise or add to existing notes, format the font and alignment of notes, or insert objects into a note.

Predecessors

Resources

Advanced

Notes

You can add most everything from the Task Information box!

Linking and Unlinking Tasks

Select two tasks in the order you want them linked

then click the Link Tasks button Linking arrows . appear, indicating that the two tasks are linked.

Link Tasks button

Now Open Lesson 2C. Link tasks.

Unlink Tasks button

Types of Precedence Relations

Link Type Description Finish-to-start (FS) Start-to-start (SS) The successor task will begin when the predecessor task ends. This is the default setting. Both the predecessor and successor tasks begin at the same time. The start date of the predecessor task determines the start date for the successor task. Both the predecessor and successor tasks end at the same time. The end date of the predecessor task determines the end date for the successor task. The successor task will end when the predecessor task begins.

Finish-to-finish (FF)

Start-to-finish (SF)

Splitting Tasks
Click the Split Task button on the Standard toolbar Place the dividing tool
The status window tells you the date the split task is going to begin. The dividing tool

Click and drag the task bar

Split Task button

The split task shows the duration of the interruption.

Overlapping Tasks
Lead time= Time the successor task needs BEFORE the predecessor task finishes (-) Lag time= Time the successor task needs AFTER the predecessor task finishes (+)

Task Deadlines and Constraints

An icon appears next to a task, warning you that it is not on schedule to meet the deadline.

Types of Constraints
Constraint As Late As Possible As Soon As Possible Finish No Earlier Than Finish No Later Than Must Finish On Description This flexible constraint schedules the latest possible start and finish dates for the task. This is the default constraint for new tasks for a project scheduled from the finish date. This flexible constraint schedules the earliest possible start and finish dates for the task. No additional date restrictions are put on the task. This is the default constraint for new tasks for a project scheduled from the start date. This moderate constraint indicates the earliest possible date that this task can be completed, and cannot finish any time before the specified date. For projects scheduled from the start date, this constraint is applied when you type a finish date for a task. This moderate constraint indicates the latest possible date that this task can be completed, and the task can be finished on or before the specified date. For projects scheduled from the finish date, this constraint is applied when you type a finish date for a task. This inflexible constraint indicates the exact date on which a task must finish. Other scheduling parameters such as task dependencies, lead or lag time, resource leveling, and delay become secondary to this requirement. This inflexible constraint indicates the exact date on which a task must begin. Other scheduling parameters such as task dependencies, lead or lag time, resource leveling, and delay become secondary to this requirement. This moderate constraint indicates the earliest possible date that this task can begin. It cannot start any time before the specified date. For projects scheduled from the start date, this constraint is applied when you type a start date for a task or drag a Gantt bar. This moderate constraint indicates the latest possible date that this task can begin. It can start on or before the specified date. For projects scheduled from the finish date, this constraint is applied when you type a start date for a task.

Must Start On

Start No Earlier Than Start No Later Than

Task Calendar

Open Lesson2D.

Choose Sew Bridesmaid dresses task.

Night Shift Calendar assigned

Uses the task calendar to schedule the task only

Task Indicators
or

Icon

Description The task has a note attached to it. The task is linked to a hyperlink. The task has an inflexible constraint: 1. Finish No Later Than (for projects scheduled from the start date). 2. Must Start On (for all projects). The task has a moderately flexible constraint: 1. Finish No Earlier Than (for projects scheduled from the start date). 2. Finish No Later Than (for projects scheduled from the finish date). 3. Start No Earlier Than (for projects scheduled from the start date). 4. Start No Later Than (for projects scheduled from the finish date). The task has not been scheduled or completed within the constraint's time frame. The task is a recurring task. The task is complete. The task is an inserted project. The task is an inserted project that is read only. This project has already been inserted into this project or another master project. The task has a calendar applied to it. The task has non-intersecting task and resource calendars.

Class Break
Take 15 minutes.

Project Resources and Costs

Note TYPE

Open Lesson 3A. Click the Resource Sheet button or Select View Resource Sheet. Type the resources in the list.

Selecting resources from Active Directory

Can also enter resources from Outlook address book or Active Directory. Use the Resources Project Guide.

Resource Information

Select Resource Information or Define working times for Resources. Enter the Available To and Available From dates in the Resource Availability table and the Maximum Units available in the Units field.

Grouping Resources
Type the group in which you want to include the resource.

The resource is grouped with the other resources in the group.

Open Lesson 3B. Select Project Group by: Resource Group from the menu. Or use the grouping box on the Standard toolbar.

Changing a Resources Calendar

If necessary, assign a new calendar to the resource here.

Select the Working Time tab

Assigning Resources to tasks

Resources that have been assigned to tasks appear in the Gantt Chart behind the task bar.

Click the Gantt Chart button in the Views panel or Assign Resources to tasks (wizard or button). Click the task name and then click the Assign Resources button on the Standard toolbar.

Resources and Costs

Enter the units needed of the material resource or Percentages for work resources.

Resources and Costs

Accrue At Cost per Use Overtime Rate Standard Rate

Click the Resource Sheet button.

Resources and Costs

Description Field Std. Rate Ovt. Rate Cost/Use Use this field to enter a standard hourly, weekly, etc. pay rate for a resource. Use this field to enter an overtime pay rate for a resource. Use this field for resources that charge a cost per use, such as visits to a racquetball court or dance lessons. What it does Option Start The accrual for tasks with assigned resources begins right away, as soon as the project starts. The accrual of tasks is distributed over the length of the project, as tasks happen. This is the default method of accrual. The accrual does not happen until the project is near completion.

Prorated

End

Resources and Costs

Select Gantt chart view.

A Fixed Cost is the cost of a task, no matter what the duration or amount of work involved is. Add fixed costs for some tasks.

Resources and Costs

Click the Resource Sheet button in the View bar. Select View Table Cost from the menu.

Viewing the Project

Open Lesson 4. Click View.View Bar to get the icons on the left.

Viewing the Project

Type View Calendar Gantt Chart Network Diagram Task Task Task Displays tasks and durations in a monthly calendar. Use this task view to see tasks scheduled in a specific week or range of weeks. Displays a list of tasks with bar chart information. Use this task view to enter and schedule tasks. Displays a sequence or logic diagram that shows tasks and dependencies. Use this view to create and adjust a schedule in a flow chart format. Displays a list of tasks showing assigned resources under each task. Use this view to see which resources are assigned to which tasks. Displays a list of tasks in a table, with a baseline schedule and scheduled Gantt bars for each task. Use this view to compare the baseline and actual schedules. Displays a graph showing your resources and their costs, allocations, etc. over time. Use this view to see information about your resources over a specific period of time. Displays a list of resources and their details in rows and columns. Use this view to enter and edit general information for each resource. Displays assigned tasks grouped under each resource. Use this view to show work or cost information for each resource. Click to use the more advanced and specific views available in Project 2000. Description

Task Usage Tracking Gantt

Task Task

Resource Graph

Resource

Resource Sheet Resource Usage More Views

Resource Resource Resource and Task

More Views

Click ViewMore Views. Try some views.

Split Views
Select Window Split from the menu. Select Window Remove Split from the menu.

Viewing Tables

The available tables depend on what view the project is in.

Select View Table Work Select View Table Entry Select View Table Summary

Viewing the Project

Type Table Cost Entry Hyperlink Schedule Summary Tracking Usage Variance Work Task Resource Task Resource Task Resource Task Task Resource Task Task Resource Task Task Resource Description Displays cost information about tasks, including baseline cost, variance, actual cost, and remaining cost. Displays task name and duration, start and finish dates, predecessors, and resources. Displays the URL and UNC links assigned to tasks, leading to Web sites and intranet files. Displays scheduling information, including start and finish dates, late start and finish dates, free slack, and total slack. Displays basic project information, including task duration, start and finish dates, percent complete, cost, and work. Displays actual information, including actual start date, actual finish date, percent complete, actual duration, remaining duration, actual cost, and actual work. Displays project tasks and shows their work, duration, and start and finish dates. Displays the schedule variance in a project, including start and finish dates, baseline and finish dates, and start and finish variances. Displays work information, including planned work, work variance, actual work, and remaining work.
Table 1-4: Common View Tables

Type Table Baseline Constraint Dates Delay Earned Value Entry Material Resources Entry Work Resources Export PA Expected Case PA Optimistic Case PA PERT Entry PA Pessimistic Case Rollup Table Task Task Task Task Resource Resource Resource

Description Displays baseline dates, work, and costs. Displays task constraints, including constraint type and constraint date. Displays information for leveling resources, including delay, duration, scheduled start and finish dates, successors, and resource names. Compares work and cost information for tasks, including the budgeted cost of planned work and scheduled work. Displays basic information about material resources, including material label, initials, group, standard rate, cost per use, accrue at, and code. Displays basic information about human resources, including each person's initials, group, maximum units, standard rate, overtime rate, cost per use, accrue at, base calendar, and code. Used to save a file in MPD format or some other Microsoft Project-compatible file format. Used with Project's other PERT analysis features to evaluate the expected duration, start date, and finish date of tasks. Used with Project's other PERT analysis features to evaluate the best-case duration, start date, and finish date of tasks. Used with Project's other PERT analysis features to evaluate the probable duration, start date, and finish date of tasks. Used with Project's other PERT analysis features to evaluate the worst-case duration, start date, and finish date of tasks. Used with the Bar Rollup view, the Milestone Date Rollup view, and the Milestone Rollup view to optimize the display of rolled up tasks. You can best take advantage of this table and its associated views after you have run the

Task Resource Task Task Task Task Task

Viewing sorted information

In Gantt chart view, Select Project Sort by Finish Date Next select Project Sort by ID

Grouping Information

Select Project Group by Critical from the menu.

Viewing the Project by Groups

Group Type Complete and Incomplete Resources Resource Group Response Pending Standard Rate Work vs. Material Resources More Groups Customize Group By Description Select this option to group the resources by the percent of work each resource has completed. Select this option to group the resources by what they are used for in the project. Select this option to group the resources by need of a response. Select this option to group the resources by cost. Select this option to group the resources by whether they are a work or material resource. Select this option to view more grouping options. Select this option to customize your own grouping option.

Task filters

Interactive filters

Filtering resources

Auto Filters
Click the list arrow of the group by which you want to filter the project. Then select specific criteria to filter from the list.

The groups that have been used to filter the list appear in blue.

Select ProjectFilter Auto Filter

Viewing the Critical path

Select ProjectFiltered for ..Critical

Printing your Gantt chart

When you want to print exactly whats on your screen, print a view. Total graphical information will print in all printable views. In views that contain tables, only the visible table columns will print along with the graphical information. You can print any view except for form views and the Relationship Diagram view.

Reports
Click the Report button list arrow to display the Project Guide menu. Each step appears in the Print Current View task pane.

Click the Print button to display the Print dialog box.

Click this link to save all selections and move on to the next step.

Reports
Choose the type of report you want to use in the dialog box.

Select View Reports from the menu.

Reports
Reports Category Overview Project Summary Top-Level Tasks Critical Tasks Milestones Working Days Current Activities Unstarted Tasks Tasks Starting Soon Tasks In Progress Shows project-level information about dates, durations, costs, task status, and resource status. Displays the scheduled start/finish dates, % complete, cost, and remaining work for summary tasks. Displays the planned duration, start/finish dates, resources, predecessors, and successors of critical tasks. Displays the planned duration, start/finish dates, and predecessors for each milestone and zero-duration task . Shows information from the project calendar. Sorts by date the duration, predecessor, and resource information for each task that has not been started. Begins with two active filters; enter a date range for use in determining which tasks are starting soon. Lists duration, start and planned finish dates, a resource information for tasks that have started but arent complete. Lists actual information for tasks that are 100% complete. Description

Completed Tasks

Reports
Costs Cash Flow Budget Overbudget Tasks Overbudget Resources Earned Value Assignments Who Does What Who Does What When To-Do List Overallocated Resources Workload Task Usage Resource Usage Displays weekly costs by task. Lists tasks with cost and cost variance information. Shows information for tasks exceeding their baseline (originally planned) budget amounts. Shows information for resources whose cost is predicted to exceed the baseline (originally planned) cost. Displays task progress in terms of dollars earned. Lists each resource with task assignments and information. Lists each resource with task assignments and information on a daily basis. Shows the assignments of a specific resource on a week basis. Lists overallocated resources and their assigned task information. Shows each task with resources and assignment information. Shows each resource with task assignments.

Project Baseline
Always create a baseline before you track your project progress! A baseline is a copy of your projects status before work on the project begins You will have something to refer to when tracking progress changes.

Project Baseline plan information

Tasks (start and finish dates, duration, work, cost, time phased work, and time phased cost) Resources (work, cost, time phased work, and time phased cost) Assignments (start and finish dates, work, cost, time phased work, and time phased cost) Baseline plan information is stored in the Baseline Start, Baseline Finish, Baseline Work, Baseline Duration, and Baseline Cost fields.

Select Tools Tracking Save Baseline from the menu. Click the Save Baseline and Entire Project options and click OK.

Baseline Plan

Interim Plan is a snapshot!

Interim Plan

FinallyTracking the Project

A black line through a task bar shows that the task is partially complete.

Open Lesson 5A Select View Toolbars Tracking Mark the percentage of work done for a task.

Updating by resources

The daily Actual Work fields update when the total Actual Work is entered.

Select View Task Usage from the menu. Then select View Table Work . Can update this information.

Updating costs manually

Summary task Subtask Resource assigned to a subtask The Act. Cost field, where you manually update costs

In this view, the timescale has been adjusted to show weeks.

Select View Task Usage from the menu. Select Tools Options & click the Calculation tab. Uncheck the Actual costs are always calculated by Microsoft Project checkbox. Use View Table..Tracking and update costs.

Checking cost variance

The variance between the total cost and the baseline cost

Select View Task Sheet. Select View Table Cost

Identifying Resource Overallocations

Open Lesson 6A. Select View Resource Sheet or View -> Resource Graph. See any overallocations?

Identifying Resource Overallocations

Automatically Leveling Resources

Select View Resource Usage. Select Project Filtered for Overallocated Resources. Select Tools Level Resources. Select the Automatic option and the Level entire project. Click the Level Now button and Selected Resources. Leveling is allowing Project to split and delay tasks in order to get rid of resource overallocation.

Balancing Resources Manually

The Leveling Delay field

Select View Resource Allocation. See the Leveling Delay field . Select the overallocated resource, Grandma Jeanette. In the Leveling Delay field for the Find tuxes task, type 7 days and press Enter. This delays the task until she can work on it.

Alternatives to managing overallocation of resources

Split the task up. Assign the work to another resource. Split the work between several resources. Delay the starting date. Pay overtime.

Getting Help
Select Help Microsoft Project Help from the menu

Project Management: Using Microsoft Project 2003

Karen Sirman