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

2. About This Training Module
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This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute
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3. 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
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4. 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
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5. 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
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6. 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
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7. 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
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8. MS Project Strengths
Sample MS Project Charts and Diagrams
Based on configuration and data entered by the user, MS Project plots Gantt Charts
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9. MS Project Strengths
Sample MS Project Charts and Diagrams
Based on configuration and data entered by the user, MS Project plots Task Calendars
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10. 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
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11. 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
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12. 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
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13. 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
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14. 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…
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15. 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…
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16. MS Project Strengths
Sample MS Project Tables and Reports
…lists of tasks that should have started but have not…
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17. 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…
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18. 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)…
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19. 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
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20. 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
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21. 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
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22. 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
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23. 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
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24. 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
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25. 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
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26. 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
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27. 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
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28. 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
Urban and Regional Studies Institute