Microsoft Project Tutorial for Chapters 6 & 7 This Tutorial explains how to: Reflect A Crashed Project in the Gantt Chart Resource Loading Create a Resource Calendar Use MSP Auto Resource Leveling Project Status and the Earned Value Report * Click on above link to skip to that Section *clicking on the light bulb will take you directly to the software tutorial for that lesson *clicking on Home will take you directly back to the first slide

Reflecting a Crashed Project in the Gantt Chart The Gantt Chart for Table 6-1 reflects a change in working schedule to a 7-day work week.

Reflecting a Crashed Project in the Gantt Chart *To do this (review): Go to Tools Select Change Working Time In the Change Working Time Box: Click on the Work Weeks Tab Click Details Select all seven days Set days to specific Working Times Set the whole week to an 8 hour shift Press OK

Reflecting a Crashed Project in the Gantt Chart To adjust the expediting of a project, simply change the duration of the Critical Task’s duration in the Gantt table (20-day solution) By Changing the duration of task a: The Finish Date of task a has updated automatically The Finish Date of the Project and the Gantt Chart have updated accordingly:

Reflecting a Crashed Project in the Gantt Chart Take the same approach to adjust the Project even further (19-day solution) After Changing task a, change task f’s duration to 8 days The Finish Date of task a has updated automatically The Finish Date of the Project and the Gantt Chart have updated accordingly:

Reflecting a Crashed Project in the Gantt Chart The Gantt Chart will adjust automatically for all crashed adjustments (18-day & 16-day)

Resource Loading First, Build your Gantt Chart to resemble figure 6-10, exclude resources for now. Be sure to: Mark “Scheduling Shoots” a summary task Use the Gantt Chart Wizard to Show Finish dates of tasks & Milestones Add WBS Codes

Now Create a Resource list Resource Loading Now Create a Resource list Go to the View Bar Select Resource Sheet A chart will appear:

Creating a Resource list Resource Loading Creating a Resource list First, enter in each individual Resource Name from the Action Plan (figure 6-10) Assign Each individual Resource a Unique Initial Transfer Standard & Overtime Rates from Table 6-5 to appropriate Resource, Table should resemble below:

Assigning a Resource to a Task Resource Loading Assigning a Resource to a Task Refer back to Gantt View Under WBS 2 (Scriptwriting), Go to Resource Names There is now a drop down with Resource Names, select Scriptwriter

Assigning Multiple Resources to a Task Resource Loading Assigning Multiple Resources to a Task Double click anywhere on the appropriate task row (propose shoots) The Task Information Box will appear: Select the Resources Tab

Assigning Multiple Resources to a Task Resource Loading Assigning Multiple Resources to a Task Under Resource Name, add each Resource Needed Then select OK

Resource Loading Assigning Multiple Resources to a Task Under Resource Name, add each Resource Needed Then select OK The Gantt Table should now looks as follows: * Task 11 shooting, should include the Editor, not scriptwriter(typo)

Creating a Resource Calendar Resource Calendars Creating a Resource Calendar As mentioned in the text, some of the resources have a schedule that does not follow MSP’s Standard Calendar. We can create a resource Calendar for these Resources. (Refer to Table 6-4) Go to Tools Select Change Working Time… In the Change Working Time Box, under the For calendar dropdown, notice that each Resource Name has been added. First Select Scriptwriter

Creating a Resource Calendar Resource Calendars Creating a Resource Calendar The Scriptwriter works one hour later (6: 00 p.m.) and one extra day of the week (Saturday) Select the Work Weeks Tab With Default Line 1 selected, click details Highlight all working days (Monday-Saturday) Set Days to the Specific work times Change to end at 6:00 p.m. Click OK

Creating a Resource Calendar Resource Calendars Creating a Resource Calendar A warning that the fixed-duration of tasks assigned to this resource will be changed. Click ok

Creating a Resource Calendar Resource Calendars Creating a Resource Calendar The Client works a standard schedule except for a vacation scheduled for March 13-March 26. Create a calendar for this Resource: Go to Tools, Select Change Working Time, and select Client from the “For Calendar” Dropdown Choose the Exceptions Tab Enter in Vacation Include Start and Finish Dates Click OK

Creating a Resource Calendar Resource Calendars Creating a Resource Calendar A warning that the fixed-duration of tasks assigned to this resource will be changed. Click ok

Creating a Resource Calendar Resource Calendars Creating a Resource Calendar Create a calendar for the Editing Room Under Working Weeks Tab Set days Monday- Friday Set Times from 9:30 a.m. – 3 p.m. Select OK to the same warning about changes in duration

Creating a Resource Calendar Resource Calendars Creating a Resource Calendar In the Gantt Chart View, we can see that the end date has been changed to 5/17 to accommodate for new resource calendars.

View the Resource Loading Chart Resource Leveling View the Resource Loading Chart To view the Resource Loading Chart: On the View bar click Resource Usage Resource Loading Chart Timescale can be adjusted just as the Gantt Chart was. Resources in bold are over-allocated.

View Over-Allocated resources Resource Leveling View Over-Allocated resources To view Resources that are over-allocated: Click on the More Views button on the View Bar Choose Resource Allocation Select an over-allocated resource (Scriptwriter)

View Over-Allocated resources Resource Leveling View Over-Allocated resources Filter for only Over allocated Resources Go to Project, Filtered for: Select Over allocated Resources

View Over-Allocated resources Resource Leveling View Over-Allocated resources Viewing Over-allocated resources graphically: Click on Resource Graph Adjust the Timescale for the graph as we did with the Gantt chart

This will bring up the Resource Leveling Dialogue box Leveling Resources To Level Resources: Go to Tools Select Level Resources This will bring up the Resource Leveling Dialogue box

Resource Leveling Leveling Resources To Level Resources: Select Automatic Leveling Calculations For this example, we want to Look for over-allocations on a Day by Day basis. Level entire project Level only within available slack

Resource Leveling Leveling Resources This particular project has been leveled for all tasks but individual tasks can also be leveled over the entire project or over a designated time span.

Project Status Project Status & The Earned Value Report Entering Actuals into our report to track project status *Before Tracking a Project’s Status, save it, this will be your “Baseline” or snapshot or project Plan Set Baseline: Tools Tracking Set Baseline Set Baseline to Entire Project

Project Status Project Status & The Earned Value Report Entering “Actuals” into our report to track project status Select Tracking Gantt from View Bar: Insert the Actual & Baseline Start & Finish Columns if needed. Also insert Actual & Baseline Duration if needed. Plug in Actual Start & Finish Dates, Actual Duration, Cost, and Work should adjust accordingly.

Project Status Project Status & The Earned Value Report Viewing the Earned Value Report of a Project Click on the upper left corner of the Task Sheet so the entire project is highlighted Right Click Select More Tables from the menu Select Earned Value Click Apply

Project Status Project Status & The Earned Value Report Viewing the Earned Value Report of a Project Your Earned Value Report can be given from your Project Status and will adjust according to the actuals you put it.

The Earned Value Report can also be exported to an Excel Graph Project Status The Earned Value Report can also be exported to an Excel Graph Go to Report Choose Visual Reports… On the Visual Reports dialogue box Select the Expected Value Over Time Report Click View

Project Status The auto-leveling and tracking options are an effective tool for Project Managers and should be explored further.