Microsoft Project Simplified

A step by step approach with actual screenshots

Plan, Estimate and Manage Your Construction Projects

Presented by a Professional Planner/Engineer for Healthcare, Unified Schools,

High Rise and Utility Projects across California - Rajesh Uba
Schedule Building Prrocess
Introduction

Schedule building is a process of sequencing the project

tasks into manageable pieces of work with organizational &
Financial facts, that determines the completion date of the
project.

Microsoft Project in 8 Steps

Step – 1 : Gearing start date

Scheduling Project Start Date – Gearing project with a start date (Not the construction start but conception)

To avoid unnecessary constraints, it is recommended to set up the project start date using scheduling tool

Click on Project Tab

Click - Project Information

Enter project start date - Click ‘ok’

Step – 2 : Breakdown into packages
1. Open Project

2. Project Name – Line 1.

3. Construction – Line 2.

4. Temporary Works (Mobilization, Temp Power, Elec Safety)

5. Rough In Works – Mechanical/Electrical/Fire/Plumbing)

6. Framing/Backing/Anchor/J hook

7. Inspections

8. Mechanical/Electrical/Fire Plumbing Fix

9. Install Gypsum board, ACT,

10. Tape and Paint

11. Install IT/Furniture and Construction Clean up

Break or crash the tasks as in the picture – Each task represents their trade/inspections/milestone

In other words – It reflects the estimation log and helps the project in controlling & planning costs/disruptions and shutdowns
 Productivity and Historic Data

1. The process of calculating duration for each task becomes simple for a person who practically acquired
skills in executing project tasks again and again under different working conditions/areas/countries.
2. This approach is called ‘Historic’ approach and also a best method that saves time in calculating a ball park
or an optimistic/most likely durations.
3. Each area has its own standards and per hour rates. One must consider this data before validating the
schedule.
4. To calculate the project durations and cost accurately, it is important to know the productivity of the
workforce – Carpenters/Masons/Ironworkers or Steel Fixers/Painters and non productive workforce.
Calculation –
1. Man hour / Ton – Iron Workers/Steel Fixers
2. Man hour/Sqft – Formwork/Gyp-board/Framing/Façade etc
3. Man hour/cum – Concrete
 Step – 2 : Breakdown into packages

REFRESHER

Fun - You may try your daily schedule as a project – ‘Daily Schedule’

This slide only attempts to fine tunes your thought process

Step – 2 : Breakdown into packages

REFRESHER

The Process is explained in detail below – This is to understand how one can manage tasks on a paper

This slide only attempts to fine tunes your thought process

Step – 3 : Alignment, Indent

Indent tasks

Select tasks from line 2 to line 27 and click on “Indent” on the menu bar (Green Arrow – pointing right)
Select tasks from line 3 to line 27 and click on “Indent” on the menu bar (Green Arrow – pointing right)
Select tasks from line 4 to line 27 and click on “Indent” on the menu bar (Green Arrow – pointing right)
Step – 4 : Alignment, Outdent

Outdent tasks

Select tasks 7 – Click on Outdent

Select tasks 12 – Click on Outdent
Select tasks 13 – Click on Outdent
Step – 4

Establish Durations for each task: Consider historic data or as per your experience with available man power and
organizational constraints.

Please go through each task to justify the duration that it may take to complete the work.

By default – 1 day duration gets assigned with a question mark. Questions mark means –To validate the task duration. If it
takes one day, just type 1 over (1?).

Consider

Material requirements
Curing Time
Lead Time
Organizational Constraints
Manpower
Delivery date
Budget and other conditions as needed.
Step – 5 : Understanding Relationships/Dependencies

Assign Relationships between the tasks.

Types of Relationships

SS - Start to Start
FS – Finish to Start
FF – Finish to Finish
SF – Start to Finish (not to be used due to its reverse nature)

Typically used relationship – ‘FS’ - Finish to start and ‘SS’ - Start to start.

It is important to sequence the activities at the beginning of the project and at every
phase of execution. Sequencing ensures that the vendors are engaged properly but not
stacked.
Step – 6 : Assign Predecessors & Successors

Open column Predecessors and Successors

Relationships between the tasks

Select either one and start assigning “finish to start

relationships”

Successors - Select the task and assign one below

to assign a logical task.

For task ‘line 5’ – Abatement > Assign ‘Line 6’ as

a successor

Predecessors – Select the task and assign one

above to assign a logical task.

EX- Select line 5 and assign one above i.e. 4 in

the predecessor column for line 5
Desired Schedule after adjusting relationships:
Relationships plays great role in validating a schedule to the requirements.

Schedule a task in reference to its predecessor – In parallel (SS)/a day after (SS+1) or (FS-1 – goes with the duration) /
Finishing predecessor along with the current one (FF)
Step – 7

Process to define a project calendar

 Click on Project Tab on the Menu Bar

 Click on Change Working Time

 Define Holidays under the standard (Project Calendar) type

 Type all holidays – For Ex – Year

 Type New Year under Name

 Start Column - Type date – 1/1/2018, then click on ‘Details’ – select the radio button yearly.

 Select “On Radio Button” – Make sure you see January 1st or type it.

 Select “End after” Radio Button and type the number of occurrences ‘lets say 10 till 2027’

 Similarly – List out all the calendar holiday’s as per your organization holidays.

 Standard calendar will be the project calendar that ensures work only on a work day.
• Follow the process and screen shots to add
holidays to your calendar.

• Add holidays as per your organizational calendar

– This will be the default calendar for your project
that takes defined holidays into account.

• Setting up calendar eliminates resource

adjustments/confusion/delays in the project
schedule.

• Estimation can be done based on the scheduled

days – Roll up on the construction line shows
total duration of the project.

• If you wish to schedule work during weekends, it

can be colored/highlighted to indicate estimators
on provisioning additional funds during off
hours/weekends.

• Calendar days must be established or defined

prior to scheduling tasks during weekends.
To set up a new calendar
for ‘Calendar Days’

Click ‘Project’ on the menu

bar

Click ‘Change Working

Time’ icon on the menu bar

Click ‘Create New Calendar’

Type ‘ Calendar Days’ then

click ‘ok’
Step – 8
Calendar that shows all days = working days.

Type your desired name such as ‘Calendar

Days’ under name

Type ‘Start Date of the project and Finish

Date of the project.

Click on – ‘Details’

Click on radio button– ‘Working Time’

Click on radio button – ‘weekly’

Check the boxes – Sunday and Saturday as

shown

Type number ‘1’ in Recur every ___ weeks

on:

Range of recurrence – Type start date

Type 999 in the ‘end after’

999 is the maximum number we can enter in

that occurrence box.
Thank you –

For complete learnings &

For any questions/suggestions,

questions/suggestions, please contact me – ruba.taurus@gmail.com