MS PROJECT

Prepared by:
Ishan Thakkar
M.Tech (CEM)
I st SEM
Lecture:1
INTRODUCTION
Display Screen:

3
Date, Display & Schedule:

• Date:
File Options General
Date format: “DD:MM:YYYY”

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• Display:
File Options Display
Currency:
• The by default currency in software is USD.
• You have to change it as per your requirement.
• Here we want Indian currency, (Rupee) so we have to change it from
USD to INR.
• After editing you have to click “OK” button to save the changes.

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Editing of Currency:

Currency:USD Currency:INR

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Schedule:

File Options Schedule

• Show assignment units as a:
“Decimal”
• There are two options , one is
percentage and another is
decimal.
• We always work in Decimal unit.
• After editing you have to click
“OK” button to save the
changes.
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Advanced:

File Options Advanced

• There is a option like
“Undo levels”.
• You can change it from
1 to 99.
• This means that “undo”
operation will work for
these much of times.
• After editing you have
to click “OK” button to
save the changes.
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Select all:
• Whenever we want to
select the whole page we
have to click on the cell
which is “left side” of
indicators sign. i.e i

9
Let’s take one example of construction of small house

• Enter the different activities in the column of “Task Name”.

• As we enter the activities in column of task name and days in
the column of duration simultaneously Bar chart is created.
• Initially task is “Manually Schedule” so we have to enter the
start as well as finish date.
• There is another option called as “Auto Schedule” which
automatically calculate the Start, Finish, and Duration values
for this task based on dependencies, constraints, calendar,
and other factors.

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Manually Schedule Auto Schedule

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Predecessors

• Predecessors are used to

“Connect” two activities. i.e start
of one activity after completion
of another activity/activities.
• Put the predecessor as “1” in
activity 2.
• It shows that activity 2 can only
start after completion of activity
1.
• It is compulsory to write a
“Number” in the column of
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predecessor.
Activity & lag
• There are 4 types of
activities.
1) Start to Start
2) Start to Finish
3) Finish to Start
4) Finish to Finish
• Lag: Lag can be used
when an activity can
start after completion
of few days of another
activity.
• For this, type of
activity is changed
from F-S to S-S. 13
Critical Task & Bar style
• To determine the critical activities in the bar chart we have to enable
the button “Critical Tasks” in the format tool.

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Bar style
• To edit the bar style
we have go through
the following path.
FORMAT Format Bar
Styles.
• There are another 4
options under the
head of “Text”. i.e
1)Left
2)Right
3)Top
4)Bottom
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• Same procedure can
be carry out for critical
activities. i.e
Left,Right,Top,Bottom.
• Enter
Start,Finish,Name and
Duration in
Left,Right,Top,Bottom
simultaneously.
• After editing you have
to click “OK” button to
save the changes.

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17
Project Summary
Task
• To summarize whole
project we have to use
following path.
Select all Format
Project Summary Task
• By this we can find out
total duration of the
whole project.

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THANKS
MS PROJECT
Prepared by:
Ishan Thakkar
M.Tech (CEM)
I st SEM
Lecture:2
RESPONSIBILITY
• Responsibility:
Add New Column Right Click Custom Fields

3
• After selecting Custom Fields, one dialog box come in front of your
screen.

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• There are two option :
1)Task 2)Resource
• Select “Task”.
• Select Text1 and click
on “Rename…”
• You can see another
dialog box shown in
fig.
• Change the name
from Text1 to as per
your requirement.
• Here I enter
Responsibilities as a
new name. 5
• After that click on
“lookup…”
• You can see another
dialog box as shown in
fig.
• Enter different names
in the column of
value.
• i.e Ishan, Parth , Jay,
Chirag etc. as shown
in fig.

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• After inserting all the
names, click on close
button.
• By this you can see a
dialog box , click “OK”
in that dialog box.
• Your column is
successfully added,
click on Add New
Column and find your
customized name.

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• Now you can select
various person for
various activity.
• By this it is become easy
to carry out that which
activity is carried out by
which person.
• Another columns such as
Area, Phase, Contact
number, etc can be
added as per
requirements.

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THANKS
MS PROJECT
Prepared by:
Ishan Thakkar
M.Tech (CEM)
I st SEM
Lecture:3
CALENDAR
Display Screen:

3
• Change Working Time

PROJECT Change
Working Time

 By this one window is

open in front of your
screen as shown in fig.

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• Create New Calendar

 To create a new
calendar click on
“Create New
Calendar…”
 By this one window is
open in front of your
screen as shown in fig.

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 Rename the new
calendar and click on
“OK” button.
 Now your new
calendar is created
and you can modify
this calendar as per
your requirements.

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 There are mainly two functions in modification of calendar.
1. Exceptions
2. Work Weeks
1) Exceptions: This will help us to modify any particular day i.e.to
provide any holidays in the calendar, alternate Saturday on-off
function and so on.
2) Work Weeks: This will help us to modify whole calendar i.e. every
sat-sun working, change working time in particular days, add non
working days in calendar etc.

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 Let us take one
example with 3
exceptions in our
calendar.
 Add the name , start
date and finish date
and then press “OK”.
 That particular
day/days are
converted into
exceptional days.

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 Now in our example
we declare Gandhi
Jayanti as a
exceptional holiday
but this holiday occur
in every year so we
can set this holiday for
every year till our
project will
completed.
 Here recurrence
pattern is yearly.
 After that click on
“OK” button to save
the changes.
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 If we want to edit in
Work Weeks, double
click on any written
raw and you will find
one dialog box in front
of your screen as
below.

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 In our calendar we
want to convert sat-
sun into working days.
 It can be possible in
the function of Work
Weeks.
 Select saturday and
sunday and set
working hours for that
particular day as
shown in fig.

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 Now we want to
modify our calendar
and we want last
Saturday of every
week as a working
day.
 For this we use
“Exceptions”.
 Write every Saturday
working in the raw of
Name and click on
“Details…” button.
 You can find a window
as shown in fig.
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 Now set working time as per your requirements.
 Every last Saturday come at the end of the month so select
Recurrence Pattern “Monthly”.
 Range of Recurrence depends on the completion of the project so
“set after” option can set as per projects requirements.
 After this click on “OK ” button to save the changes.

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 For frequent use of
our new calendar we
want our calendar in
selection bar.
 For this we have to
click on “FILE” and
click on Organize
Global Template as
shown in the fig.

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 By clicking on that you
can find another
dialog box in front of
your screen.
 There are two
windows, first is
Global MPT and other
is the Project1.
 Select our new
calendar and copy it
to Project1 to Global
MPT.

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 After click on copy
button your new
calendar is shifted to
the left portion as
shown in the fig.
 By this we added our
new calendar into our
MSP software.
 Before this we have
only 3 options for
calendar , now we
have 4 options for
calendar including our
new calendar.
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3 Options 4 Options

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 If we want to differentiate between two calendar then it can easily
done by seeing their background as mention below.

Project1 Ishan

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THANKS
MS PROJECT
Prepared by:
Ishan Thakkar
M.Tech (CEM)
I st SEM
Lecture:4
FILTER
• Filter:
VIEW Filter: New Filter

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Functions of Filter:

• There are numbers of activity included in any MS project.

• Filter is useful to shortlist the data for what we are searching for i.e.
Name, Responsibility, Billed, Phase, etc.
• By this function supervision becomes very easy.
• Filter is useful to reduce our time.
• Critical activities can be easily find out by this function.
• We can filter out many parameters in a single time.

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• As previously discussed we can add numbers of new columns in MSP
as shown in fig. below.

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• Filter:
VIEW Filter: New Filter
• By clicking on New Filter a dialog box appear in front of your screen.

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• Let’s take one example.
 Name the filter as “Ishan” and add “Responsibility” name in the raw
of field name.
 In test select “Equal” and in the raw of value(s) select any one from
them, here we select “jakshil”.
 There are different “11” relations in the column of test.
 Each test is useful for different purpose.
 Here we use only “equals” test for learning point of view.
 By this, MSP will filter out every activities for which “Jakshil” is
responsible.

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8
• To edit our filter, there is an option called as “More Filters…”.

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• By clicking on more
filter, one dialog box
come in front of your
screen as shown in fig.
• Here we have to select
our filter and click on
edit button.
• Same dialog box
appear as shown in
previous slide.

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• We can add different
field to filter out
various parameters.
• The procedure is same
as above but you have
to select between two
option i.e “And/Or”
• And represents that
both field filter out
and then show the
results
• Where Or shows the
result for either of
two.
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• Here we can filter out
5 fields at a time.
• We have to select
And/Or relation as per
our requirements.
• Example for 5 line
filter is shown in fig.

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For Understanding Purpose here we perform 3 Trails
1st Trial

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For Understanding Purpose here we perform 3 Trails
2nd Trial

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For Understanding Purpose here we perform 3 Trails
3rd Trial

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• To find out critical activities in any project , we have provision in MSP
as shown in fig. below.

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• By clicking on “Critical” we get the output as shown in fig. below.

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• For removing all filter operation there is a option called as “No Filter”.

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• By clicking “No Filter” we get the output as shown in fig. below.

19
THANKS
MS PROJECT
Prepared by:
Ishan Thakkar
M.Tech (CEM)
I st SEM
 Lecture:5
WBS & GROUPING
WBS (WORK BREAKDOWN STRUCTURE)

• Before understanding the concept of WBS we have to understand two

important function.
1) Indent Task
2) Outdent Task
 Indent Task: This task become a sub task.
Outdent Task: This task may become summary task.
• WBS help us to create an index of our whole project.
• WBS divide whole project for better understanding.

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Display Screen:

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PROJECT WBS
Define Code…

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• After selecting define
code one window is
appear in front of your
screen as shown in fig.
• We have to select
proper sequence in
which we want our
project to look like.

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• There are 4 options in
Sequence.
1) Numbers
2) Uppercase
3) Lowercase
4) Characters
• Here we select
Numbers for better
convenience.

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• Let’s provide 4 level of
sequence in our
project for better
accuracy.
• All 4 level is Number
so add Numbers in all
4 level.
• By doing this we can
see that code preview:
become 1.1.1.1 as
shown in fig.

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• After completing level sequence, press “OK” for save the changes.
• Now select WBS in Add New Column as shown in fig below.

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• After selecting WBS, Result will appear as shown in fig. below.

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• Now if we remove sub task from main activity then sequence of WBS
will change as shown in fig. below.

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 • For Renumber the sequence , PROJECT WBS Renumber…

• After Renumbering we can see the

changes as shown in fig.

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GROUPING
• Filter and Grouping
both are looking same
at a first sight.
• But there is a minor
difference between
both two.
• Grouping is one in
which we can find out
all groups in a single
time.
VIEW Group By:
New Group By…

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• After selecting “New
Group By:” you can
find a dialog box in
front of your screen as
shown in fig.
• Here add file name for
which we are
grouping.

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• Here we want to
grouping of
Responsibility.
• Write Responsibility in
the raw of Field name
and click on “Apply”
button for save the
changes.

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• We can see the changes in our project as shown below.

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THANKS
MS PROJECT
Prepared by:
Ishan Thakkar
M.Tech (CEM)
I st SEM
 Lecture:6
SWITCH FUNCTION
APPLICATION OF SWITCH FUNCTION

• As previously discussed, we can allot responsibility to various people

for different task.
• But if we want to change or replace the responsible person to some
reason, switch function is useful.
• With the help of switch function we can switch the responsibility.
• It is helpful to find out which person is responsible before and after
particular date.

3
Display Screen:

4
• Now we have to add column of “New Responsibility” as shown in fig
below.

5
• After adding new
column we have to
select custom fields
for more option.
• In custom field , we
have to select
“Formula…” button.

Click Here

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• After clicking
formula…button one
window is appear in
front of your screen as
shown in fig.

7
Function General
Switch
• Now click on Function,
select “General” and
further select
“Switch”.

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• After selecting Switch
button one expression
appear in dialog box.
• Now select
“expression 1” and
click on “Field”.
• There are several
option in field, select
“Text”.

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• In text, there are also
several option.
• Select Custom Text .
• In custom text, select
“(Old) Responsibility”
as shown in fig.

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• There are two practical
options.
1) After certain duration
responsible person might
change or
2) There is no change in
responsibility in the project.
• We have to keep in mind
both criteria.
• Here we can see that
responsibility of “ishan” is
transferred to “Mohit”.
• But remaining all is same.
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• Then press “Ok”
button to save the
changes.
• You can see the
changes after clicking
“OK” button as shown
in fig.
• Here responsibility of
“ishan” changes to
“Mohit” and
remaining all is same.

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• If we create any
mistake in using
“Switch Function”,
software shows an
error as shown in fig.

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THANKS
MS PROJECT
Prepared by:
Ishan Thakkar
M.Tech (CEM)
I st SEM
 Lecture:7
RESOURCE SHEET & RESOURCE
LEVELLING
INTRODUCTION

• The Resource Sheet is a view within Project that allows the user to
view, create, and edit resources and resource information. You can
access the Resource Sheet view from the View tab or from the Status
Bar (it’s the fourth icon in the View Shortcuts area).
• Three types of resources are available in Project:
• Work resources that are resources or pieces of equipment that
perform work to accomplish a task.
• Material resources that are project consumables, such as paint.
• Cost resources, such as travel expenses.
• Work resources will require at least a resource name, and, optionally,
additional information may be entered, such as resource initials,
standard rates, department, accounting code, and so on. The default
resource type is Work. A work resource is generally thought of as a
person (sometimes known as a named resource) or role, but the term
can equally apply to equipment that your organization hires or owns.
For example, a work resource could be a cement mixer.
• Material resources require a resource name and, optionally, a
material label such as “each,” cost per unit, cost per use value, and
accounting code. For example, coffee can be a material resource.
Because it is priced per rupee, coffee would have a label of “rupee”
and the cost would be ₹10.00. To create a material resource, set the
type for the resource to “Material.”
• Cost resources require only a name and the resource type set to
“Cost.” For example, a cost resource could be airfare.
Display Screen:

5
Now follow this path:
VIEW Resource Sheet
You can see a screen as shown in fig.
By clicking on Gantt Chart you can come back to main screen.
• Now add different
resources in Resource
Sheet as shown in fig.
• Type of resource vary
from resource to
resource.
• You can add Max
quantity in work type
resources.
• You can add Std. Rate STD. Rate
in every Resource as
per your
requirements.
• Now assign resources
to each activity.
• Here you can find all
four resources as
option in resource list.
• You can select any of it
as per your
requirements.
• Now double click on
any activity and you
can find a dialog box
as shown in fig.
• You can check and
verify the cost in this
box.
• In our industry no cost
remains same for long
time , we have to
update our cost as per
market updates.
• As shown in fig
A,B,C,D,E, we can
update cost 4 times.
RESOURCE LEVELLING
• As learnt in previous
slide enter two
resources with max
units and standard
rate.
• In the resources
levelling process, the
activities are so
rescheduled that
maximum or peak
resources
requirements does
not cross the limit of
available resources.
• As shown in fig assign
the resources to all
activities.
Now follow this path: You can find a page like below in
VIEW Other Views which allocated and over allocated
Resource Graph activities are shown.
Now follow this path:
Resource Leveling
Option Automatic
Ok
As shown in fig.
There are two option for
levelling.
1) Level Resources
2) Level all
In Level Resources we can
level individual resources
where in Level all, entire
resources are going to
Level.
After “level all” some activities are levelled as shown in fig.
THANKS
MS PROJECT
Prepared by:
Ishan Thakkar
M.Tech (CEM)
I st SEM
 Lecture:8
EARNED VALUE ANALYSIS,MACROS,
RIBBON
Introduction:

• Earned value analysis allows you to 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 resources.
• Terms used in this function are:

1. ACWP 5. CPI
2. BCWS 6. FORECAST COST
3. BCWP 7. SPI
4. ACWP 8. FORECAST DURATION
3
Display Screen:

4
• Before start of using this function we have to make some changes in project
option which is shown in fig. below.
Default task type changes from Fixed units to Fixed Duration.

5
• Another change that
should be made is to
disable one function
shown in fig.
• After changing these 2
things click on “OK” to
save the changes.

6
• Now enter one activity i.e A in the Gantt Chart and duration for this
activity is 10 Days.
• Now open Resource sheet and enter one resource i.e M in which
Max number is 20 and Std. Rate is 800 Rs /day.

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• Now double click on activity A and you will find one dialog box as
shown in fig.
• Assign the Resource to particular activity as shown in fig.
• Enter 10 in the column of Units and press ok to save the changes.

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Now follow this path:
Project Set Baseline Set Baseline…
You can see a dialog box as shown in fig, For Entire project click on “ok”.

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Now follow this path:
Project Project Information
You can see a dialog box as shown in fig.
Change a Status date as per your requirements. Here we set after 3
days. Then press “OK”.

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Now follow this path:
VIEW Tables More Tables… Earned Value Cost Indicators
You can see a dialog box as shown in fig, select EVCI and apply.

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• After applying you can see a window as shown in fig. below.
• All the required data is calculated.
• Now add different columns like CPI, SPI, % Work completed, Actual cost
etc etc.
• All data are calculated as per our requirements.

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MACROS
Introduction:

• If you perform a task repeatedly in MS Project, you can automate it

with a macro. A Macro is a small program that consists of a recorded
series of keystrokes or mouse clicks to help automate a repetitive task.
• The macro is stored in a Visual Basic module and can be run whenever
you need to perform the task.

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Display Screen:

15
Now follow this path:
VIEW Macros
Record Macro…

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• By selecting Record macro one window is appear in front of screen.
• In which rename Macro1 to critical, here we write critical but you can write
anything as per your requirements.
• After changing the name click on “OK”.

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Now follow this path:
VIEW Filter
Critical
• By clicking critical only
critical activities in
project will appear as
shown in fig.
• After this once again
open macros and
select Stop Recording.
• By this one cycle of
recording gets over.

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19
Now same procedure is Now follow this path:
repeated for “No Filter” Macros Visual Basic

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• By selecting on Visual
basic one screen
appear in front of your
screen as shown in fig.
• Now follow this path:
Insert UserForm
By this another window is
appear which is shown in
next slide.

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22
• Now drag two
Command Button
from Toolbox to
screen as shown in fig.
• Rename each button
as Critical and No filter
respectively.
• Now follow this path:
Insert Module
• Now come back to
main screen .

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• Now follow this path:
Macros View Macros
Critical Edit
• Same procedure is for
Macro1.

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Copy this command.

25
• Now right click on no filter button and select view code.
• You will find one screen, paste command which is copied in previous
slide.
• Then click on Run button.

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• Now our button is in working condition.
• Click on critical and you will find only critical activities and click on
No filter and you will find all activities.

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RIBBON
Introduction & procedure

• We use Ribbon to create our own menubar.

• Functions which are usually needed in MSP are in different places, we
can create our own menu so that we can pit all important functions
together.
• To customize the Ribbon , several steps are to be followed as below.
• Right click on blank space Customize the Ribbon… Click on
New Tab Right click on New Tab and Rename it select All
commands instead of Popular command in left box Select any
function and Add it in Right side Press “Ok”.

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Right click

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31
32
• After selecting “ok”
we will get one new
bar in our Ribbon i.e
our own creation.
• We can also Reset
Ribbon in Customize
Ribbon function.

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THANKS