Creating a project plan URBS 609 Project, Unit 3

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. Urban and Regional Studies Institute2  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

 This module will provide:  Introduction to laying out most commonly used project fields, for easiest data entry  Introduction to configuring MS Project in a typical layout tools, displaying typically needed data  Step-by-step creation of a simple sample project  This module is constructed as the third of three blocks in a building block approach Urban and Regional Studies Institute3

 Be prepared before using MS Project  Have the required building blocks defined  Identify a clear project goal  Identify tasks, resources, requirements, limitations  Identify relationships between tasks  Constraints and Dependencies  Identify a defined sequence for tasks  Like any tool, MS Project cannot define the goal of a project, the user must do that Urban and Regional Studies Institute4

 Start by adding the Project Guide and desired toolbars (refer to the previous unit for info)  Next, configure the WBS (Tasks Lists) fields to reflect the information desired  The default configuration contains 7 columns (fields) that show typical information  Indicators, task name, duration  Start, finish, predecessors, resource names  Column positions can be changed by dragging a column left or right (just like in MS Excel) Urban and Regional Studies Institute5 Customizing the Layout

 Right mouse click when in the task area to bring up a submenu Urban and Regional Studies Institute6 Select Insert Column Customizing the Layout

 A dialogue box will appear providing a wide range of choices to add information…  Scroll to “Cost” and select it Urban and Regional Studies Institute7 A cost column has been added Customizing the Layout

 Repeat this process adding these columns  Critical, % Complete, Total Slack Urban and Regional Studies Institute8 Customizing the Layout Each column has hints, tips and detailed instructions that are accessible by rolling the mouse over the column header

 Drag and drop columns for layout according to personal preference… Urban and Regional Studies Institute9 Customizing the Layout

 Next, set customized display settings Urban and Regional Studies Institute10 Customizing the Display Settings Tools Menu, Options…Use the tabs….

 For this project use the default settings on  The schedule and calendar tabs  The edit, view, and calculation tabs  It is best to use the default settings until a higher degree of comfort is achieved  Once customized, these settings can be set as default to reduce setup time Urban and Regional Studies Institute11 Customizing the Display Settings

 Open the PERT Entry Sheet  Use the same “Insert column” techniques to add the same columns… Urban and Regional Studies Institute12 Customizing the PERT Entry Sheet

 The result will be the PERT Entry Sheet plus the other columns from the task list  This is not required but saves work later… Urban and Regional Studies Institute13 Customizing the PERT Entry Sheet Mouse-over help/hints and tips are available in all views

Urban and Regional Studies Institute14 Building a Sample Project Customize the display for best results Customize the display for best results Use the default setting or add personal touches Use the default setting or add personal touches Switch from PERT Entry Sheet view to Gantt View Switch from PERT Entry Sheet view to Gantt View Customizing Gantt Chart Display

 Invoke the Gantt Chart Wizard…  Can only be accessed in Gantt and Tracking Gantt views… Urban and Regional Studies Institute15 Building a Sample Project Customizing Gantt Chart Display

Urban and Regional Studies Institute16 Building a Sample Project Select Critical Path, this will automatically calculate and display the critical path Select Critical Path, this will automatically calculate and display the critical path Critical path is displayed in RED Critical path is displayed in RED Customizing Gantt Chart Display

Urban and Regional Studies Institute17 Building a Sample Project Select the type of data to be displayed on the Gantt Select the type of data to be displayed on the Gantt For this project, select custom task information For this project, select custom task information Customizing Gantt Chart Display

Urban and Regional Studies Institute18 Building a Sample Project A Simple visual display provides easy status reporting… A Simple visual display provides easy status reporting… Customizing Gantt Chart Display

Urban and Regional Studies Institute19 Building a Sample Project Showing dependencies between tasks is a great way to pinpoint relationships and potential conflicts Showing dependencies between tasks is a great way to pinpoint relationships and potential conflicts Customizing Gantt Chart Display Critical Link Non-critical link

 This format will be applied to all projects until it is changed… Urban and Regional Studies Institute20 Building a Sample Project Customizing Gantt Chart Display

 Critical tasks and links are always displayed in RED  Non Critical tasks and links are displayed in blue, or another color the user prefers  Formats can be changed at any time during project planning or management but…  Settle on a simple display that works best  KISS (Keep It Simple Son) Urban and Regional Studies Institute21 Building a Sample Project About the Gantt Chart Display Sample Gantt

 One task remains before entering data  Set the project information Urban and Regional Studies Institute22 Building a Sample Project Setting the Project Information OR For the sample project, set the start date to 6/29/04

 Set working times by using the Task Wizard or accessing the menu  For this project use the default settings in the Wizard Urban and Regional Studies Institute23 Building a Sample Project Set Working Times

 Follow the steps in the wizard… Urban and Regional Studies Institute24 Building a Sample Project Set Working Times

 Tasks can be entered using the wizard, through the Gantt view task list or the PERT Entry sheet Urban and Regional Studies Institute25 Building a Sample Project Enter Tasks

Urban and Regional Studies Institute26 Building a Sample Project Entering data through the PERT Entry Sheet saves time…enter data only once for several uses Entering data through the PERT Entry Sheet saves time…enter data only once for several uses –Enter data before PERT analysis is conducted –It will also populate the task dialogue boxes –It will also populate the Gantt Task List To begin, enter the task names and durations To begin, enter the task names and durations –Enter only Optimistic, pessimistic & expected durations –PERT analysis will populate the duration field Enter Tasks

Urban and Regional Studies Institute27 Building a Sample Project For this sample project enter these tasks: For this sample project enter these tasks: Enter Tasks TASKOptimistic DurationExpected DurationPessimistic Duration Foundation 1 week 2 weeks 3 weeks Framing 2 weeks 4 weeks 7 weeks Roof 1 week 2 weeks 3 weeks Electrical 1 week 2 weeks 3 weeks Sheetrock 1 week 3 weeks 5 weeks Interior Paint 1 week 2 weeks 4 weeks Exterior Paint 1 week 2 weeks 3 weeks Landscaping 1 week 2 weeks 4 weeks

 The PERT Entry Sheet Should look like this  Notice all tasks begin and end on the same day  PERT Analysis has not been completed  Notice all tasks appear to be critical…  Task Dependencies have not yet been identified Urban and Regional Studies Institute28 Building a Sample Project Enter Tasks

Urban and Regional Studies Institute29 Building a Sample Project Identify which tasks must finish before others can begin – a task dependency Identify which tasks must finish before others can begin – a task dependency –Foundation must finish before framing begins –Highlight both tasks and click the link icon Identify Task Dependencies

Urban and Regional Studies Institute30 Building a Sample Project By identifying 1 dependency the plan has changed… By identifying 1 dependency the plan has changed… –Start and end dates, critical task status –1 predecessor has been set – task 1 precedes tasks 2 Identify Task Dependencies

Urban and Regional Studies Institute31 Building a Sample Project This can also be accomplished by using the Task Information submenu (right mouse click) This can also be accomplished by using the Task Information submenu (right mouse click) Identify Task Dependencies

 Using this same technique, identify and set the other dependencies  The roof is dependant on completion of the framing  Electrical is dependant on completion of the framing  Sheetrock is dependant on completion of the electrical  Interior paint is dependant on completion of the sheetrock  Exterior paint is dependant on completion of the framing  Landscaping is dependant on completion of the exterior painting  Take a moment to think through the logic of these dependencies – this is a critical part of planning a project  Hint: highlight multiple tasks by using ctrl and clicking on link icon  Note: Tasks may be dependant on more than 1 other task Urban and Regional Studies Institute32 Building a Sample Project Identify Task Dependencies

Urban and Regional Studies Institute33 Building a Sample Project Notice how much the plan has changed and the PERT Analysis has not even been completed Notice how much the plan has changed and the PERT Analysis has not even been completed –Critical tasks and dependencies have been identified –Start and finish dates have been identified Identify Task Dependencies

Urban and Regional Studies Institute34 Building a Sample Project All task information has been entered, it is time to complete the PERT Analysis All task information has been entered, it is time to complete the PERT Analysis Press the Calculate PERT icon Press the Calculate PERT icon Click “Yes” on option boxes Click “Yes” on option boxes –MS Project calculates dates and durations… Completing the PERT Analysis

Urban and Regional Studies Institute35 Building a Sample Project Use these durations and critical task/path designations for the PERT Risk Analysis Use these durations and critical task/path designations for the PERT Risk Analysis Completing the PERT Analysis

Urban and Regional Studies Institute36 Building a Sample Project By navigating through the view menu, a variety of charts and graphs display the plan By navigating through the view menu, a variety of charts and graphs display the plan –Note: cost and resource info has not yet been added –The critical path has automatically been identified in RED, as have the critical tasks The Gantt charts and network diagram display the PERT Analysis data, not the user provided estimates The Gantt charts and network diagram display the PERT Analysis data, not the user provided estimates Save the project and explore the views! Save the project and explore the views! Explore the other views after the PERT Analysis is complete

 Gantt Chart view  Notice the critical path in red? Urban and Regional Studies Institute37 Building a Sample Project Explore the other views after the PERT Analysis is complete

Urban and Regional Studies Institute38 Building a Sample Project Network Diagram Network Diagram Notice the Critical Path in Red? The Critical Tasks in Red and non-critical tasks in blue? Notice the Critical Path in Red? The Critical Tasks in Red and non-critical tasks in blue? –MS Project calculates dates and durations… Explore the other views after the PERT Analysis is complete

Urban and Regional Studies Institute39 Building a Sample Project Calendar view… an easy-to-read planning calendar Calendar view… an easy-to-read planning calendar Explore the other views after the PERT Analysis is complete (Extract of the calendar view)

Urban and Regional Studies Institute40 Building a Sample Project Other views include tracking, optimistic, and pessimistic Gantt charts…(under more views tab) Other views include tracking, optimistic, and pessimistic Gantt charts…(under more views tab) –Note: do not reformat the pessimistic and optimistic Gantt views, the dates will be altered Explore the other views after the PERT Analysis is complete Tracking Gantt

Urban and Regional Studies Institute41 Building a Sample Project Explore the other views after the PERT Analysis is complete Pessimistic Gantt Optimistic Gantt

Urban and Regional Studies Institute42 Building a Sample Project Next, build a resource list Next, build a resource list –A list of people and equipment needed for the project –Use either the wizard or the resource sheet view Building a Resource List

Urban and Regional Studies Institute43 Building a Sample Project For this project use the following information: For this project use the following information: –Painters Ben Johnson, $10/hr, OT $15/hr Ben Johnson, $10/hr, OT $15/hr Amy Wilson, $17.50/hr, OT $25/hr Amy Wilson, $17.50/hr, OT $25/hr –Landscapers Adam Stevens, $20/hr, OT $30/hr Adam Stevens, $20/hr, OT $30/hr Jill Morris, $25/hr, OT $35/hr Jill Morris, $25/hr, OT $35/hr Contracted Equipment/workers Contracted Equipment/workers –Concrete crew, $15/hr, OT $25/hr –Framers and Roofers crews, $10/hr, OT $20/hr –Electrician, $40/hr, OT $60/hr Building a Resource List

Urban and Regional Studies Institute44 Building a Sample Project The resource sheet should look like this: The resource sheet should look like this: Building a Resource List

Urban and Regional Studies Institute45 Building a Sample Project Assign resources to tasks by any of several methods: Assign resources to tasks by any of several methods: –In the Task Information box –In the task list area (WBS) –In the PERT Entry Sheet –Through the Wizard Assigning Resources to the tasks

Urban and Regional Studies Institute46 Building a Sample Project For this project, 100% of the resource time is available, if it needs to be changed, do so through the resource sheet view For this project, 100% of the resource time is available, if it needs to be changed, do so through the resource sheet view Assigning Resources to the tasks

Urban and Regional Studies Institute47 Building a Sample Project Assign tasks as follows: Assign tasks as follows: Assigning Resources to the tasks

Urban and Regional Studies Institute48 Building a Sample Project As assignments are made, MS Project calculates the costs… As assignments are made, MS Project calculates the costs… All required entries and calculations are done…save the project! All required entries and calculations are done…save the project! Assigning Resources to the tasks

Urban and Regional Studies Institute49 Building a Sample Project Checking the project statistics yields a snapshot of costs and times Checking the project statistics yields a snapshot of costs and times Check the Project Statistics

Urban and Regional Studies Institute50 Building a Sample Project Saving a project baseline allows a user to track progress and compare project expectations Saving a project baseline allows a user to track progress and compare project expectations –Compare estimates against actual durations, costs etc Saving a Project Baseline

Urban and Regional Studies Institute51 Building a Sample Project A User can save up to 11 baselines in MS Project A User can save up to 11 baselines in MS Project Very useful for situations where: Very useful for situations where: –New tasks are added –The scope of the project changes –Unexpected delays occur –The project is crashed –The project is relaxed Save each baseline as a new number using the scroll down menu in the save baseline area Save each baseline as a new number using the scroll down menu in the save baseline area Saving a Project Baseline

Urban and Regional Studies Institute52 Building a Sample Project The project is functional and complete but adding a few extra touches gives it structure The project is functional and complete but adding a few extra touches gives it structure Add a top level task that serves as a title and project overview Add a top level task that serves as a title and project overview Adding A Few Personalized Touches Indent all subsequent tasks Do not assign resources Marked critical But is Not critical for PERT Risk analysis purposes

Urban and Regional Studies Institute53 Building a Sample Project Add a milestone that serves as project closure Add a milestone that serves as project closure Adding A Few Personalized Touches Link to all other physical tasks Mark dependencies as FF (Finish to Finish) in Task Info Tab Do not assign resources Marked critical But is Not critical for PERT Risk analysis purposes

Urban and Regional Studies Institute54 Building a Sample Project Adjust Fonts for personal preference Adjust Fonts for personal preference Adding A Few Personalized Touches

Urban and Regional Studies Institute55 Building a Sample Project Divide tasks into phases Divide tasks into phases –Useful for large or complex projects –Does not change project costs/duration/integrity –Useful where functional use can be derived from completed tasks where project is completed in phases Adding A Few Personalized Touches

Urban and Regional Studies Institute56 Building a Sample Project The result is a professional, highly visual plan The result is a professional, highly visual plan Adding A Few Personalized Touches

Urban and Regional Studies Institute57 Updating a Sample Project Updating a project is simple if a few basic rules are remembered Updating a project is simple if a few basic rules are remembered –Update the % complete and the date the work is done Otherwise MS Project assumes the date the task is competed is the date the task was scheduled to be completed Otherwise MS Project assumes the date the task is competed is the date the task was scheduled to be completed –Enter a finish date only when the task is finished –Enter a % complete (when work is in progress but not complete) so MS Project can track and forecast task and project completion Updating a Project

Urban and Regional Studies Institute58 Building a Sample Project Updates can be made on Gantt view Task List (WBS) view or in the Task Information Tab Updates can be made on Gantt view Task List (WBS) view or in the Task Information Tab Assigning Resources to the tasks Task Information Tab Gantt view Task List

Urban and Regional Studies Institute59 Managing a Sample Project Simple reports can help all concerned stay in touch with a project Simple reports can help all concerned stay in touch with a project –Go to Reports on the View menu for a wide range of wizard driven reports – or create a custom report! Reports and graphs

Urban and Regional Studies Institute60 Managing a Sample Project Budget overviews… Budget overviews… Budget Reports And budget reports that show under and over budget tasks and resources…

Urban and Regional Studies Institute61 Managing a Sample Project Cross tabs

Urban and Regional Studies Institute62 Managing a Sample Project Projects can be crashed using MS Project Projects can be crashed using MS Project –Add extra resources to the resource list and assign them to tasks to shorten project duration and/or –Assign existing resources overtime (OT) work –To assign overtime, insert 2 new columns in the Task Usage View and add OT as appropriate Crashing a Project

Urban and Regional Studies Institute63 Managing a Sample Project Projects can be crashed using MS Project Projects can be crashed using MS Project –Crash projects with caution – it is a disruptive action Do a what if crashing exercise and save the baseline separately, keeping the original project intact – allows exploration without risk Do a what if crashing exercise and save the baseline separately, keeping the original project intact – allows exploration without risk –Compute crash savings and costs – how much time will be saved and how many extra $ it will cost Refer to early instruction units for these techniques or Refer to early instruction units for these techniques or Examine variances between baseline in MS Project Examine variances between baseline in MS Project Crashing a Project

Urban and Regional Studies Institute64 Managing a Sample Project Project will update the costs and changed durations accordingly Project will update the costs and changed durations accordingly Remember – effort required to complete a task/project remains fixed, only duration changes Remember – effort required to complete a task/project remains fixed, only duration changes Save the baseline of a crashed project to compare against original estimates and expectations Save the baseline of a crashed project to compare against original estimates and expectations Be sure to check critical tasks status; non-critical tasks may become critical after crashing Be sure to check critical tasks status; non-critical tasks may become critical after crashing Crashing a Project

Urban and Regional Studies Institute65 Managing a Sample Project MS Project does not MS Project does not –Compute probability of on-time completion Do this using the Excel PERT Calculator Do this using the Excel PERT Calculator –Refer to previous instruction for this technique What MS Project does not do For this project, there is a 39.64% probability of completing the project within 13 weeks (the PERT likely duration)…

Urban and Regional Studies Institute66 Managing a Sample Project What MS Project does not do … a 90.54% probability of completing the project within 15 weeks… INCLUDE ONLY CRITICAL TASKS IN PERT RISK ANALYSIS

Urban and Regional Studies Institute67 Managing a Sample Project What MS Project does not do …but only a 3.30% probability of completing the project within 11 weeks. INCLUDE ONLY CRITICAL TASKS IN PERT RISK ANALYSIS

 A strong tool that saves time  Makes tracking project status easy  Makes communicating project status easy  Be prepared before beginning  Use the program resources for assistance  Wizards, guides and help function  Save the project data often (in 2 places) Urban and Regional Studies Institute68 MS Project Review and Final Thoughts

 KISS (Keep It Simple Son)  Stay in touch with the project  If the plan doesn’t seem right it probably isn’t – track down suspected discrepancies  Practice makes perfect  MS Project get easier to use with practice  Start with default settings and then customize Urban and Regional Studies Institute69 MS Project Review and Final Thoughts

 MS Project automatically  Identifies Critical tasks & the Critical Path (in RED)  Computes Late/Early start and finish dates  Computes Total Slack (A.K.A Total Float)  Critical tasks will always have ZERO Total Slack  Effort to complete a task is fixed  Duration changes by adding or subtracting resources; more resources = less duration Urban and Regional Studies Institute70 MS Project Review and Final Thoughts

 Even the best plan is still an estimate  A plan is only as good as the data it uses  Bad estimates = bad plans  Risk Analysis must be computed separately  Construct and use an Excel-based PERT Risk Calculator  MS Project is just a tool, the manager owns the project and is responsible for its health  Communicate status frequently and clearly Urban and Regional Studies Institute71 MS Project Review and Final Thoughts

 Dr. Anthony Filipovitch  MS Project, by Microsoft Corporation  MS Excel, by Microsoft Corporation  PM Body of Knowledge (PMBOK), Philadelphia: PMI, 2000 Urban and Regional Studies Institute72

You have completed URBS 609 Project Unit 3 Please proceed to URBS 609 Project Management Assignment Urban and Regional Studies Institute73 This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute