Project Planning Using MS Project URBS 609 Project, Unit 1 Introduction and Background

About This Training Module This training module was crafted using PowerPoint by Microsoft Corporation. It has been packaged with PowerPoint Viewer, a standalone Microsoft product that allows a user to view this module without use of PowerPoint. Left mouse-click or enter to go to next slide Right mouse-click or backspace to go to previous slide ESC to exit this module This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004 Urban and Regional Studies Institute

Training Module Preview This module will provide: Introduction to the background of MS Project Introduction to the Advantages of using MS Project Introduction to the Hazards of using MS Project Tips for using MS Project Background material for project planning This module is constructed as the first of three blocks in a building block approach Urban and Regional Studies Institute

MS Project Assumptions The first assumption of any project planning is that the project goal and tasks are defined MS Project uses the same assumptions as planning a project manually: All tasks have distinct begin and end points All estimates can be mathematically derived Tasks must be able to be arranged in a defined sequence that produces a pre-defined result Like any tool, MS Project cannot define the goal of a project, the user must do that Urban and Regional Studies Institute

Urban and Regional Studies Institute The Basis of MS Project MS Project is a strong tool that is built around the PERT and CPM basics (See PERT/CPM blocks of instruction to review the basics if these terms are unfamiliar) Based on same basic PERT calculations invented in 1958 Based on same basic CPM calculations invented in 1958 Incorporates use of a WBS (Task list) format invented in the 1960s Urban and Regional Studies Institute

Urban and Regional Studies Institute The Basis of MS Project A highly visual, yet checklist-intensive program Balances visual approach (charts, graphs, etc) with logical structured approach (task and resources lists) The most widely used PM program because: It is fairly generic in its approach Highly automated once configured; requires relatively low amount of user manipulation Scalable – can be used for small to enormous projects A cost-effective choice for casual users Easy to use core techniques Advanced techniques are complex, however Urban and Regional Studies Institute

Urban and Regional Studies Institute MS Project Strengths Good step-by-step tutorial for beginners Good searchable keyword help function Based on data entry – once configured, user enters data and Project automatically: Computes all times and costs Optimistic, Pessimistic, Likely and PERT- expected Identifies Critical Path, computes late & early start dates, slack Computes % complete on a task and project level Identifies areas of over-tasking of resources Draws a wide ranges of charts and graphs specific to the project Creates a wide range of reports specific to the project VERY customizable to meet individual user needs Urban and Regional Studies Institute

MS Project Strengths Sample MS Project Charts and Diagrams Based on configuration and data entered by the user, MS Project plots Gantt Charts Urban and Regional Studies Institute

MS Project Strengths Sample MS Project Charts and Diagrams Based on configuration and data entered by the user, MS Project plots Task Calendars Urban and Regional Studies Institute

MS Project Strengths Based on configuration and data entered by Sample MS Project Charts and Diagrams Based on configuration and data entered by the user, MS Project plots Network Diagrams Urban and Regional Studies Institute

MS Project Strengths Based on configuration and data entered by Sample MS Project Charts and Diagrams Based on configuration and data entered by the user, MS Project plots Resource Graphs Urban and Regional Studies Institute

MS Project Strengths Based on configuration and data entered by Sample MS Project Tables and Reports Based on configuration and data entered by the user, MS Project plots Tabular Data Urban and Regional Studies Institute

MS Project Strengths Based on configuration and data entered by Sample MS Project Tables and Reports Based on configuration and data entered by the user, MS Project plots Tabular Tracking Data Urban and Regional Studies Institute

MS Project Strengths Based on configuration and data entered by Sample MS Project Tables and Reports Based on configuration and data entered by the user, MS Project plots High Level Reports… Urban and Regional Studies Institute

MS Project Strengths …to-do lists on a person by person basis… Sample MS Project Tables and Reports …to-do lists on a person by person basis… Urban and Regional Studies Institute

MS Project Strengths Sample MS Project Tables and Reports …lists of tasks that should have started but have not… Urban and Regional Studies Institute

MS Project Strengths …lists of tasks that are scheduled to begin soon… Sample MS Project Tables and Reports …lists of tasks that are scheduled to begin soon… Urban and Regional Studies Institute

MS Project Strengths Sample MS Project Tables and Reports …lists of critical tasks (makes it easy to identify tasks that become critical once a project is crashed)… Urban and Regional Studies Institute

MS Project Strengths and much, much more Sample MS Project Tables and Reports and much, much more All charts, diagrams, and reports are designed to help a manager organize and track a project All come in a standard configuration Most typically used information Easiest to read format All are also customizable to show the most meaningful data Urban and Regional Studies Institute

Urban and Regional Studies Institute MS Project Strengths Flexible and customizable Designed to enhance communication Between manager and workers Between managers and stakeholder A good tool to manage expectations Charts, diagrams, tables etc can be saved in various formats for use: On the web, in print, electronically Urban and Regional Studies Institute

Urban and Regional Studies Institute MS Project Weaknesses Makes it easy to lose touch with the project – very automated Automates all calculations Scheduled dates, costs projected dates, etc Tracks when a resource is over-allocated but does not provide a warning when it happens Conflicts are not intuitively displayed Will “let” a project get over budget/over-time A tool that must be monitored when used Urban and Regional Studies Institute

Urban and Regional Studies Institute MS Project Weaknesses No Risk Assessment Function Does not calculate probability of completion A Key weakness – this info is always requested A Manager must compute this manually/with Excel Crashing costs/times are not calculated Must be computed on a task basis and then compared to the baseline (or done manually) Assumes manual intervention by Project Manager Crash the project manually and save as a new baseline Project is heavily influenced by the Earned Value method (EVM)– typical Risk Assessment is not a factor in EVM Urban and Regional Studies Institute

Urban and Regional Studies Institute MS Project Benefits Review Much less work for a user compared to manual/MS Excel project planning Does most of the required calculations Wide range of graphs, charts, reports Very customizable, very flexible Makes communicating project status easier – expectation management Urban and Regional Studies Institute

Urban and Regional Studies Institute MS Project Hazards Review Very Automated – easy to lose touch No Risk Assessment function Must be done in MS Excel/manually Based on PERT/CPM but also influenced by EVM Weighs by project/task costs, not just completion Does not consider intangible progress that is common in Social Sciences projects Knowledge as part of the process, not just the result Progress as part of the process not just task completion Urban and Regional Studies Institute

Tips for Using MS Project Know the project goal before beginning Know the required tasks before beginning Identify resources before beginning Identify task relationships before beginning Refer to the tutorial as often as needed Refer to help section as often as needed Keep the configuration as simple as possible Avoid losing touch with the project Urban and Regional Studies Institute

Urban and Regional Studies Institute MS Project Final Thoughts MS Project is only a tool –it does not create or “own” the project – it reflects the data provided The simpler the configuration, the easier the data will be to understand, for all involved If the plan doesn’t look right, it probably isn’t Check resource and task assignments/relationships Check constraints and dependencies Look for what has changed in a plan and follow the clues - a small unintentional change can wreak havoc Urban and Regional Studies Institute

Resources Used in This Unit Dr. Anthony Filipovitch MS Project, by Microsoft Corporation MS Excel, by Microsoft Corporation PM Body of Knowledge (PMBOK), Philadelphia: PMI, 2000 Project Management Institute (PMI) Resource Center Project Management Institute Website Urban and Regional Studies Institute

Urban and Regional Studies Institute You have completed URBS 609 Project Unit 1 Please proceed to URBS 609 Project Unit 2 This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004 Urban and Regional Studies Institute