MS - Project Step by Step Guide PDF

Project Management
Introduction to Microsoft Project 1
Rajiv Misra
Defining A Project in MS Project
1.
2.
3.
4.
Steps
Create a new project file.
Setup the Project Views, Table and Calendar
Define WBS code structure.
Entering activity information.
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Create a new project file.
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Create an MS Project File

1.Click on White Document Icon
2. Fill in the Project Information
and click OK.
You can access Project Information
later from the Project menu.
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Create an MS Project File
Backward vs Forward
Scheduling
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Getting Specific Help

1.Click on question mark icon
2. Move the cursor onto the

Option and click.
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Setup the Project Views,

Table and Calendar
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Understanding View / Table
TABLE
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VIEW
Understanding View / Table
TABLE
TABLE
VIEW
VIEW
Note different style of Table/ View
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Setting the View
Select this
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Setting the View
Select this
Detail Gantt
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Setting the Table
Select this
Schedule
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Navigating the Table
Use the Slider

To see Columns
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Navigating the Table

Use the Slider
To see Columns
This table shows
Slack values too
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Understanding the Calendar

Calendars
Project
And
Resource
Gray
Portion
Indicates
Holiday
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Understanding the Calendar

Project
Calendar
Resource
Calendar
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Changing the Calendar

Project
Calendar
Resource
Calendar
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Changing the Calendar

Project
Calendar
Resource
Calendar
Select dates
And this
Radio button
For Working
day
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Entering activity information
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A Simple Project
project
1
2.1
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2.2
2.3
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Entering Activity Information

To add activity double click on
the any field (e.g. Task Name).
or you can right-click on any
field and select Task Information.
or if you right-click on the
row header you get access to a
wider set of actions..
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1.Task Name
2.Duration
3.WBS
Code
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2. Enter Predecessors
1.Click Predecessors
Now enter work packages (not the summary tasks) which are
given to you in the Assignment
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2. Enter Relation type:

FS, SS, SF, OR FF
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2. Enter Relation type:

FS, SS, SF, OR FF
3. Lead or
Lag
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Sub Projects and

Recurring Tasks
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Sub Project
Link the project to other tasks like any other activity

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Sub Project
Changes
here affect
Main
Project

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Sub Project

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Recurring Tasks
(Insert Recurring Tasks)
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Summary Tasks (Heading)
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Defining Summary Tasks

First insert a task right above the tasks that will
make up the summary task, by right-clicking on
the row header.
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Note how initially a WBS

code of 9 is automatically
assigned. This will change
when Indent operation is
complete.
Select the tasks that will
make up the summary task,
right-click and select
Indent.
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After the Indent operation is complete, and WBC codes are
renumbered as described in slide 13, we obtain the structure
displayed below.
You can hide a summary task

by clicking on the minus sign.
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Summary task duration is

calculated automatically.
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Do NOT forget
to save your file as
<username>-PART1.
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Define WBS code structure.
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Defining WBS Code Structure

1.Click on
Project
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2.Select WBS, then

Define Code...
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Level of WBS
depends on
complexity of the
project. In this
project there
are 2 levels.
Code Structure, changes

made below settings
can be followed
by this preview.
Generally, for complex projects with many levels, letters are used for upper levels of
the WBS hierarchy.
It is very important that you set the WBS structure correctly in the beginning :
Once you set the it, it it would be difficult to change it.
Clearly defined WBS means that the project is already solved in the mind.
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Length of the codes can be set here.
Click on Length, the box below will
be opened.
Select 1, since there are not too many
activities in this WBS.
Click on Separator. Select .
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Displaying WBS
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Displaying WBS Code

Select the column header
where you want the new
WBS column.
Right-click and select
Insert Column.
Choose WBS as the
Field name of the new
column.
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Displaying WBS Codes

These codes can be automatically (re)generated using
the WBS code structure you have defined earlier.
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Developing a Network Plan
Steps
1.
2.
3.
4.
5.
6.
7.
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Network Diagram view (AoN network).

Customizing Network Diagram view.
Identifying critical path(s).
Overview Report.
Current Activities Report.
Printing a Gantt chart.
Creating a Milestone.
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Checking the Gantt Chart

Project Network
Select
Detail Gantt
View
Red Bars
indicate
CRITICAL
SLACK is
shown as
GREEN lines
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Viewing Only the Critical Path

Select Critical
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Select Critical
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Developing an Activity-On-Node (AoN)

Project Network
Select
Network
Diagram
These make up
the summary
task. You can
hide them by
clicking on the
minus sign.
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Customizing Network Diagram

You may want to see different information on the nodes.
Right-click on the background,

then select Box Styles
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Click
More Templates...
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Select New...
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1.Give a
name to
your template
Info:
You may
folllow
the changes
in your
template
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2.You may
change the
cell layout
(# rows &
# columns)
by clicking
this icon.
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1.Select
the activity
Property
such as
Late finish
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2.Check
Show
label in
cell.
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Identifying the Critical Path

Critical path indicated
by RED boxes
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To see the details, move

the pointer on to boxes
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Select Critical
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Reports
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Getting an Overview Report
1.Select View
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2.Select Reports
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1.Select
Overview
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2.Enter
Select
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1.Select
Project
Summary
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2.Enter
Select
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Project Summary Report
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Print out ES-LS-EF-LF-Slack Times

1.From View menu
Select Reports
2.Select
3. Select
Current Activities
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1.Select
Unstarted Tasks
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2.Edit...
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1.From Table option,
select Schedule
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2. OK
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1. Choose
Unstarted Tasks
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2. Select
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Report with ES,LS,EF,LF and Slack
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Print out a Gantt Chart

Or alternatively,
1.Go to View , then
2. Select Gantt Chart
1.Click on
Gantt Chart
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Print Out a Gantt Chart:

Obtaining A Printable Timescale
1.Right click mouse,
when your pointer is on the timescale
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2.Select Timescale
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1.Click on
Major Scale
2.Select
Months
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1.Click on
Minor Scale
2.Select
Days
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1.Arrange
the Size of timescale
by increasing
or decreasing this
number.
You can follow the changes in the timescale

by observing this area.
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2.Click OK.
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Print Out a Gantt Chart

1.Select
Print Preview
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Print out a Gantt Chart

Click on Page Setup...
to set the printoutput styles
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Milestones
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Creating a Milestone
1.Right-click on
the activity where
you want to put
a milestone.
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2.Click on the
New Task
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1.Double-click
on this
new activity
2.Select Advanced.
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1.Give a name to your milestone
2. Give zero
duration.
3. Check Mark task as milestone.

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1.Click on
Predecessors.
2.Choose necessary
activities
to link your milestone
to the network
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NOTE: Pay attention to Predecessors column. When you add

any new task these numbers are changed automatically; therefore
you do not need to change predecessors of each activity.
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1.Select Network View.

Milestone 1 is in the network.
Note that its shape is different from regular activities.
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Do NOT forget
to save your file as
<username>-PART2.
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Resources
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Entering Resources-1
1.Click on
View
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2.Select
Resource Sheet
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1.Click on the Resource

Name cell to enter the
resource name.
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2.There are two types of

resources. One is labor, the
other one is material. In this
example project we just have
workers as a resource.
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1.Write the label

of material here.
In this project
there is no
material.
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2.Write the
initials of
workers.
3. Enter the number of

units in this cell. 100%
means that resource or
department is used
fully.50% means that half
capacity of that resource is
used.
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1.Standard Rate:
Write the
standard hourly
wage rate of
resources.
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2.Overtime Rate:
Write the hourly
overtime rate. If a
resource is used
overtime, this rate is
used to calculate the
cost of overtime work.
3.Cost per use:

A set fee for the
use of a
resource.(e.g.
Travel cost,
insurance) It is
not related with
the working
hours.
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This cell is used for accounting
purposes. There are 3 types of
entering the cost of
resources.In this example we
will use Prorated
Start: Cost at the beginning of the work.
Prorated: Cost accrues while activity progress. If 30% of the
work is finished, 30% of the cost related with that work accrued.
End:Cost is accrued at the end of the work.
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Through Base Calender
cell, you can assign different
calendars to different
resources. In this example,
Standard calendar is used:
5 working-days in a week, 8
hours a day.
There are 2 more default base calendars which are 24
Hours and Night Shift. Other than these, you can create
resources own calendars from Tools, Change Working
Time.... In the appeared dialog box choose New... icon.
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Resource Information Dialog Box

1.Double-click on
the resource
name cell.
Resource
Information
box will appear
You can also enter resourse details using this dialog box
instead of Resource Sheet. There are lots of details in this
dialog box, Do Not Be Lost in these details.
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1.Double-click on
the resource
name cell.
Manage Costs
Information
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Rates for
different
periods can be
given here
Different Cost
tables A-F
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Work Contours (View Task Usage. Click

on Task Assignment Resource)
Work Load
varies over time
Front vs back
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Assigning Resources to Tasks

1.Double click on
an activity
2.From Task
Information
dialog box, click
on Resources
3.Enter the
resources which
are needed for
this activity.
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100% means that this resource, A

in this case, is used at full capacity.
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A Simple Project
project
1
2.1
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2.2
2.3
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Resource Leveling
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Identify which resources are overloaded-1
1.Go to View
men
2.Click on
Resources Usage
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The resources in
red are overloaded
on at least one day.
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By scrolling to the right, you can see when each resource is

used, how much it is used and whether it is overloaded
(indicated with red colour)
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Graphical Display of the Load Distribution of Each

Resource Over Time-1
1.Go to
View menu.
2.Select
Resource Graph
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By scrolling this cursor

to the right, you can see
other resources.
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By scrolling this cursor

to the right, you can see
resource load over time.
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Red area indicates

that this resource is
overallocated at
these times
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Resolve over-allocation problems-1
1.Go to Tools
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2.Select
Resource Leveling
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Ways of Leveling Resources

Automatic: Automatic
leveling levels
resources instantaneously when you change a
task or resource. If your project is large,
automatic leveling might slow down your work
in the schedule.
Manual:Manual leveling allows you to
control when Microsoft Project levels
resources.
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1.Check Manual
2.Select
Week by Week
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Time-Unit Used in Leveling

Example:
Resource A has a weekly capacity of 40 hours, and
daily capacity of 8 hours.
His workload on Monday of his 1st week is 10 hours.
His workload for the entire 1st week is 38 hours.
Then, week-by-week leveling will not perform any
leveling for resource A in week 1.
Day-by-day leveling would change the schedule.
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Resolving Methods Available in MS

Project
Level only within available slack: Select this check box if
you want to prevent the finish date of your project from being
delayed. In many projects, however, unless there is a lot of
built-in slack, with this setting you might not see a significant
change after leveling.
Leveling can adjust individual assignments on a task:
Select this check box to allow leveling to adjust when a
resource works on a task independent of the other resources
working on the same task.
Leveling can create splits in remaining work: Select this
check box if you want leveling to interrupt tasks by creating
splits in the remaining work on tasks or assignments.
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1.Select
Standart option
2.Check
Level only within
available lack
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2.Do not check

others.
2.Click on
Level now
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Save Your Results

SAVE AS YOUR RESULTS
AS
<username>-part3-2
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Seeing the Effects of Leveling in the Leveling Gantt

Chart
1.Go to View
2.Select
More Views
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Chart
1.Select
Leveling Gantt
2.Click on Apply
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Chart
1. Effects of leveling seen as green lines

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Seeing the Effects of Leveling in Summary

Report -1
1.Go to Toolbar
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2.Select
Resource Leveling
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Report -2
1.Select View
2.Select Reports
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Report -3
1.Select
Overview
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2.Enter
Select
113

Report -4
1.Select
Project
Summary
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2.Enter
Select
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Report 5
Duration of the project project did not change.
This is because we selected
Level only within available slack
in the leveling dialog box.
There is still an overallocated resource

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Seeing the Effects of Leveling on The Critical

Path-1
1.Click on
More Views...
2.Select
Leveling Gantt
3.Click on Apply
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Seeing the Effects of Leveling on The Critical

Path-2
1.Firstly, Choose
Critical
from the menu
There is delay at one of the critical activities.
This has not caused any delay in the projects completion, because
this critical activity was not a critical activity before leveling,
it became critical due to delaying.
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Compare After-leveling and Pre-leveling Reports

Leveling only within available slack means that we are
keeping the duration of the project constant. If we look at the
both reports we can easily see that duration of the project in
each case is the same.
What difference did leveling make? Leveling reduces the
amount of overallocation. At the pre-leveling stage resourse B
was overallocated for 13 days, after leveling resource B is
overallacated for 8 days.
At the end with Leveling only within available slack did
not solve overallocation problem due to limited slack time.
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Leveling Not Limited to Available Slack-1
1.Do not check

Level only
within available slack
2.Select Level Now
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Leveling Not Limited to Available Slack-2

Get the project overview report...
Duration of the
project is increased
All overallacotion
problem is solved.
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Comparison of These Two Leveling Methods

Leveling only within available slack time reduces
the overallocation problem but not solve the whole
overallocation problem. But on the other hand the
project time is kept constant.
The other method solved the overallocation problem
completely, but the project duration is prolonged.
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Different types of Tasks can affect

Times and Resource Usage
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Keeping the amount of work constant in effortdriven scheduling can have varying effects on
duration and units depending on the task type
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Task Right ClickTask Information Advanced tab
Change these and

find out Impact
ie Change duration
and Resources to see
the impact.
Can cause confusion
Check on Task Sheet for Differences

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Fixed Duration
Fixed Duration Set the task to Fixed Duration if you want the task
duration to remain constant, regardless of any change in assignment
units or work for the task. For fixed-duration tasks:
If you revise units, Microsoft Project recalculates work.
If you revise duration in a fixed-duration task, Microsoft Project
recalculates work.
If you revise the amount of work, Microsoft Project recalculates the
units
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Fixed Units
Fixed Units Set the task to Fixed Units if you want the
number of assignment units to remain constant, regardless
of any change in duration or work for the task. This is the
default.
For fixed-unit tasks:
If you revise units in a fixed-unit task, Microsoft Project
recalculates duration.
If you revise duration, Microsoft Project recalculates
work.
If you revise the amount of work, Microsoft Project
recalculates the duration.
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Fixed Work
Fixed Work Set the task to Fixed Work if you want the amount of
work to remain constant, regardless of any change in duration or
resource assignment units for the task. Because, by definition, fixedwork tasks are effort-driven, the Effort driven check box is
automatically selected for fixed-work tasks.
For fixed-work tasks:
If you revise units, Microsoft Project recalculates duration.
If you revise duration, Microsoft Project recalculates units.
If you revise the amount of work in a fixed-work task, Microsoft
Project recalculates the duration.
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Resource Management
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Resource Management-1
1.Click on
an empty area
in the tool bar
2.Select Resource
Management
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Resource Management-2
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Ways of reducing over-allocations:

Delaying a task-1
Delaying an assigned task until the resource has time to
work on it is a simple way to resolve a resource over
allocation.
You can add delay to a task or assignment, check the
effect on the resource's allocation, and then adjust the delay
further if necessary.
If you want to add delay without changing the finish date
of other tasks or the project finish date, review available
slack and add delay only within that slack time.
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Delaying a task-2
1.Double-click on the
relationship between
activities which you
want a delay.
2.Set how many days
will you delay.
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Splitting a task-1
In addition to reducing over-allocations, splitting a task

is useful when you need to interrupt work on a task.
For example, your project may include a task that
requires materials that are ordered but that won't be
received for two weeks.
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Ways of reducing over-allocations

Spliting a task-2
2. Move pointer on
the Gantt Chart view, and
split the task which is needed
to be interrupted
1.First Click on
Split Task icon
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Sharing Resources across

projects
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Create a project and only model all

Resources in that project which are
common. (say Common_Resource)
(For other projects that shall use the
common resources
Tools Resources Share ResourcesSelect the name as Common_Resource
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Common
Resources
File Name
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PERT Calculations
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For PERT Calculations

View Tool Bars PERT Analysis
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PERT
Calculate
Button
Important
- Press to
see results
PERT Tool
Bar
Enter PERT Durations (Opt/Pess/Likely) and Calculate PERT

You can view all 3 Gantt Opt/Pess/ Likely
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Base Lines
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If Save with a baseline option does not appear,

Base Line means the details of the Previous Version
of the Plan
1.Choose
Tools
3.Click on
SaveBaseline...
2.Select
Tracking
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Tracking and Costing
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Display the Tool Bar for Tracking

View Tool Bars - Tracking
3 Activities A, B and C Duration 6,4,4.

A & B FS relation.
All use resource AR. Cost per hour of AR = 10/hr (Resource Sheet)
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Set the Options

Tools Options - Calculations
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Create a Network as below

A & B FS relation.
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Update the Task Status using the buttons

on the Tool Bar (0-100% buttons)
or Task Update Button (or Tools Tracking)
Buttons for
Task Status
A & B FS relation.
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Update Tasks and Add Progress Lines (Button on

Tool Bar or Tools Tracking Progress Lines)
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Task Updated and Progress Lines Added
Black bars
Indicate
Progress
Progress Line (Line to left indicates Slow Progress,
to Right Ahead of Schedule)
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Update Project based on Actual Status
Menu
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Tools Tracking Update Project

151
Update Project based on Actual Status
Select this
button.
Menu
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Put
date
based
on
Date
till
Status
got

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Updated Project based on Actual Status
Dotted line
indicates
Delay
Menu
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Update the Progress of the Project-1
1.Select the activity

that you will update
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2. From Tools select

Tracking
4.Update Tasks...
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Change the durations using the data

provided in the Excel file.
Note: Although we changed the actual and remaining
durations, baseline dates are not affected by changes you made.
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If a number of tasks started and finished on time, you can set
the actual finish information for all those tasks at once.
Procedure as follows;
Select the tasks that you want to update (press

CTRL key and click on Task Name).
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1.Go to
Tool bar
2.Select
Tracking
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2.Choose
Update
Project...
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Choose selected tasks then click OK
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Seeing the Effects of Update-1
1.Go to
View
2.Click More
Views
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3.Select
Tracking Gantt
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Seeing the Effects of Update-2
Dark Blue Bar shows the completion percentage of the tasks.

Light Blue Bar shows the remaining percentage of the tasks.
Gray Bar shows the base line of the tasks.
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Seeing the Effects of Update on

Critical Path
Select Critical
As you can see Tracking Gantt Chart does not show the
completed tasks on the critical path. Therefore we have only
remaining critical activities as indicated by the Red Bar.
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Costing Earned Value

Management
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Step 1
Create a Network with one Task A
Duration 10
Resource AR
Set Std Rate for Resource as 10/hr (View-Resource
Sheet)
Step 2
Set the Status Date appropriately (Project Project
Information)
Step 3
Save the Base Line (Tools Tracking Save Base
Line)
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Set the Tables to Earned Value

View Tables More Tables Earned
Value
EVM terms
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Update Actual Costs

Set Table to Cost (View Table Cost)
Enter Actual
Costs
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To see the BCWP/ACWP

Set the Tables to Earned Value
View Tables More Tables Earned Value
Update the Progress of the job also (for BCWP)
EVM terms Now

BCWS and
ACWP also
appear
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Black bar showing Progress

166
Earned Value Analysis Report-1

What is earned value analysis?
Earned value analysis is a method for measuring project
performance. It indicates how much of the budget should
have been spent, in view of the amount of work done so
far, and the baseline cost for the task, assignment, or
resource. Earned value is also referred to as budgeted cost
of work performed (BCWP).
In our example we use the beginning of each month as a
control date for the earned value analysis.
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1. From Project select

Project Information
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2.Set Status date to 5/1/2002

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1.Select
View
2.Choose
Report
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3.Click on
Costs...
4.Click
Select
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1.Select Earned Value
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2.Click on Select
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Fields in the Earned Value Table

Field
Description
BCWS
Budgeted cost of work scheduled, through the project status date
BCWP
Budgeted cost of work performed, through the project status date
ACWP
Actual cost of work performed, through the project status date
SV
Earned value schedule variance, through the project status date
CV
Earned value cost variance, through the project status date
BAC
Budgeted at completion (the baseline cost of the task/project)
EAC
Estimate at completion, (estimated cost of the task/project)
VAC
Variance at completion, (=BAC EAC)
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Earned Value Analysis Report-5-1
Cost calculations for activity 5:

Uses 100% of resource B whose fixed cost is $450 & variable cost is $12/hr.
BCWS = 450 + 13 (12*8) = $1698
BCWP = 450 + 13 (12*8)*(13/14) = $1608.86
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If BCWS is larger than BCWP, then that task is behind schedule.

Hence there is a negative schedule variance.
Total ACWP is larger than BCWP; that is money spent on tasks
performed has been larger than the budgeted amount.
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EAC for activities that are not yet started (7, 8, 9, and 11) is set equal to BAC.
It is presumed that the fact that there has been deviations in the started
activities does not necessarily mean that there will be deviations in the
future activities.
EAC for activity 5 is calculated as follows: 450 + 14(12*8) = $1794

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Monthly Cost Schedule Report-1
1.Select View
2.Choose Report
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1.Choose Cost
2.Click on Select
3.Select CashFlow
4. Click on Edit icon.
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1.Select
Definition
3.Click
OK
2.Select
Month
You can change the format and details of cost schedule report
by changing the items within Crosstab Report view. For
the monthly cost report change the time unit to months.
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Click on Select icon.
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Monthly Cost Schedule Report
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Save as your project as <username>-Part4-1
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MS - Project Step by Step Guide PDF

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Project Management

Introduction to Microsoft Project 1

Defining A Project in MS Project

Create a new project file.

Create an MS Project File

Create an MS Project File

Getting Specific Help

2. Move the cursor onto the

Setup the Project Views,

Understanding View / Table

Understanding View / Table

Setting the View

Setting the View

Setting the Table

Navigating the Table

Use the Slider

Navigating the Table

Understanding the Calendar

Understanding the Calendar

Changing the Calendar

Changing the Calendar

Entering activity information

Entering Activity Information

Entering Activity Information

Entering Activity Information

Entering Activity Information

2. Enter Relation type:

Entering Activity Information

2. Enter Relation type:

Sub Projects and

Link the project to other tasks like any other activity

Link the project to other tasks like any other activity

Link the project to other tasks like any other activity

Summary Tasks (Heading)

Defining Summary Tasks

Defining Summary Tasks

Note how initially a WBS

Defining Summary Tasks

You can hide a summary task

Summary task duration is

Define WBS code structure.

Defining WBS Code Structure

2.Select WBS, then

Defining WBS Code Structure

Code Structure, changes

Defining WBS Code Structure

Click on Separator. Select .

Displaying WBS Code

Displaying WBS Codes

Developing a Network Plan

Network Diagram view (AoN network).

Checking the Gantt Chart

Viewing Only the Critical Path

Viewing Only the Critical Path

Developing an Activity-On-Node (AoN)

Customizing Network Diagram

Right-click on the background,

Customizing Network Diagram

Customizing Network Diagram

Customizing Network Diagram

Customizing Network Diagram

Identifying the Critical Path

To see the details, move