1. Using Microsoft Project Gavrilă Cristian

2. Using Microsoft Project 1. Introduction 2. Tasks 3. Resources and costs 4. Fine tunning 5. Publishing projects 6. Multiple projects

3. Introduction What is a project? What is a project? What is a plan? What is a plan? Microsoft Project interface Microsoft Project interface Steps in making a project Steps in making a project Starting a new project Starting a new project Views Views

4. What is a project? Examples: Examples: Developing a software product Developing a software product Publishing a newsletter Publishing a newsletter Implementing a training program Implementing a training program Starting a new business Starting a new business Building a home Building a home

5. What is a project? Definition: Definition: Coordinating a variety of specific tasks that must be completed within a specific timeframe for a set amount of money. Coordinating a variety of specific tasks that must be completed within a specific timeframe for a set amount of money. If you ever did this, this course is for you. If you ever did this, this course is for you.

6. Introduction What is a project? What is a project? What is a plan? What is a plan? Microsoft Project interface Microsoft Project interface Steps in making a project Steps in making a project Starting a new project Starting a new project Views Views

7. What is a plan? Definition (Webster): Definition (Webster): A drawing or a diagram A drawing or a diagram A method of doing something A method of doing something A detailed formulation of a program of action A detailed formulation of a program of action An orderly arrangement of parts of an overall design or objective An orderly arrangement of parts of an overall design or objective

8. What is a plan? There is much confusion between the concepts of project and plan There is much confusion between the concepts of project and plan Project Project The problem we are trying to solve The problem we are trying to solve Plan Plan The solution we are developing (using Microsoft Project) The solution we are developing (using Microsoft Project)

9. What is a plan? Elements of a plan: Elements of a plan: Tasks: Tasks: A division of all the work that needs to be completed in order to accomplish the project goals A division of all the work that needs to be completed in order to accomplish the project goals Scope: Scope: A combination of all individual tasks and their goals A combination of all individual tasks and their goals Resources: Resources: People, equipment, materials or services that are needed to complete various tasks People, equipment, materials or services that are needed to complete various tasks

10. Introduction What is a project? What is a project? What is a plan? What is a plan? Microsoft Project interface Microsoft Project interface Steps in making a project Steps in making a project Starting a new project Starting a new project Views Views

11. Microsoft Project interface Microsoft Project communicates with you through it’s interface Microsoft Project communicates with you through it’s interface Chart graphs Chart graphs Sheets Sheets Menus Menus Toolbars Toolbars Dialog boxes Dialog boxes

12. Microsoft Project interface Toolbars Toolbars Provide shortcut access to frequently used functions Provide shortcut access to frequently used functions At start it displays a few of them (standard, formatting) At start it displays a few of them (standard, formatting) To display other toolbars choose View → Toolbars To display other toolbars choose View → Toolbars You can create custom toolbars You can create custom toolbars

13. Microsoft Project interface Entry bar Entry bar Display progress messages during actions Display progress messages during actions Status bar Status bar Display messages and information when certain actions are in progress (entering data, opening or saving a file) Display messages and information when certain actions are in progress (entering data, opening or saving a file) View bar View bar A scroll-down bar that displays a column of icons representing various views A scroll-down bar that displays a column of icons representing various views

14. Introduction What is a project? What is a project? What is a plan? What is a plan? Microsoft Project interface Microsoft Project interface Steps in making a project Steps in making a project Starting a new project Starting a new project Views Views

15. Steps in making a project 1. Conceptualize and identify the purpose of the project 2. Define its objectives 3. Finalize its scope 4. Identify its activities 5. Assign resources to activities 6. Create an estimate of time and costs 7. Make honest assumptions about various relevant factors that can affect the duration of a project and its costs 8. Discuss alternative scenarios and build contingency plans

16. Introduction What is a project? What is a project? What is a plan? What is a plan? Microsoft Project interface Microsoft Project interface Steps in making a project Steps in making a project Starting a new project Starting a new project Views Views

17. Start a new project File → New from the menu File → New from the menu Choose a template that suits your project best Choose a template that suits your project bestOR Choose a blank project Choose a blank project Define a start date for the project Define a start date for the project

18. Record properties (Project → Project information)

19. Introduction What is a project? What is a project? What is a plan? What is a plan? Microsoft Project interface Microsoft Project interface Steps in making a project Steps in making a project Starting a new project Starting a new project Views Views

20. Views Views allow you to examine your project from different angles based on what information is displayed Views allow you to examine your project from different angles based on what information is displayed You can use a combination of views in the same window at the same time You can use a combination of views in the same window at the same time

21. Views Two types of project views: Two types of project views: Tasks views (5): Tasks views (5): Calendar Calendar Gantt Chart Gantt Chart Network Diagram Network Diagram Task Usage Task Usage Tracking Gantt Tracking Gantt Resource views (3): Resource views (3): Resource Graph Resource Graph Resource Sheet Resource Sheet Resource Usage Resource Usage

22. Views The project worksheet is locate in the main part of the application window and displays different information depending on the view you choose The project worksheet is locate in the main part of the application window and displays different information depending on the view you choose The default view is the Gantt Chart View The default view is the Gantt Chart View

23. Views

24. Gantt Chart View Henry Gantt used graphical bars in his industrial management studies to compare and contrast timeframes Henry Gantt used graphical bars in his industrial management studies to compare and contrast timeframes In Microsoft Project, graphical bars are paired with a spreadsheet to give the Gantt Chart View In Microsoft Project, graphical bars are paired with a spreadsheet to give the Gantt Chart View

25. Using Microsoft Project 1. Introduction 2. Tasks 3. Resources and costs 4. Fine tunning 5. Publishing projects 6. Multiple projects

26. Tasks Tasks Tasks Links Links Constrains Constrains

27. Tasks Task Task A specific activity that must be completed in a timeframe and with a budget A specific activity that must be completed in a timeframe and with a budget The next step in the project is to create an outline of the work that has to be done The next step in the project is to create an outline of the work that has to be done Goals of any project need to be defined in terms of tasks Goals of any project need to be defined in terms of tasks

28. Tasks There are four major types of tasks There are four major types of tasks Summary tasks – contain subtasks and their related properties Summary tasks – contain subtasks and their related properties Subtasks – smaller tasks that are part of a summary task Subtasks – smaller tasks that are part of a summary task Recurring tasks – tasks that occur at regular intervals Recurring tasks – tasks that occur at regular intervals Milestones – tasks that are set to zero duration and mark the completion of a goal Milestones – tasks that are set to zero duration and mark the completion of a goal

29. Tasks Edit task name Edit task name Default task duration is a day Default task duration is a day Double-click a task to open Task Information box Double-click a task to open Task Information box You can fill in more detailed descriptions attach documents related to the task You can fill in more detailed descriptions attach documents related to the task

30. Task Information box

31. Tasks To enter a milestone, enter the name and set its duration to zero. MS Project represents it as a diamond shape To enter a milestone, enter the name and set its duration to zero. MS Project represents it as a diamond shape To copy tasks and their contents, click on the task ID on the left of the task and copy and paste as usual To copy tasks and their contents, click on the task ID on the left of the task and copy and paste as usual

32. Outlining Tasks Once the summary tasks have been entered into a task table, you will need to insert subtasks and indent them into the summary tasks Once the summary tasks have been entered into a task table, you will need to insert subtasks and indent them into the summary tasks This is done with the help of the outlining tool This is done with the help of the outlining tool

33. Outlining Tasks Advantages of outlining Advantages of outlining It creates multiple levels of subtasks that roll up into a summary task It creates multiple levels of subtasks that roll up into a summary task Collapse and expand summary tasks when necessary Collapse and expand summary tasks when necessary Apply a Work Breakdown structure Apply a Work Breakdown structure Move, copy or delete entire groups of tasks Move, copy or delete entire groups of tasks

34. Recurring Tasks You can enter a recurring task choosing Insert → Recurring Task and filling in the duration and recurrence pattern for the task You can enter a recurring task choosing Insert → Recurring Task and filling in the duration and recurrence pattern for the task

35. Tasks Tasks Tasks Links Links Constrains Constrains

36. Task start and duration Tasks are usually scheduled to start as soon as possible (first working day) Tasks are usually scheduled to start as soon as possible (first working day) The duration of any task can be seen in the form of bars of varying length on the Gantt Chart in the timeline section The duration of any task can be seen in the form of bars of varying length on the Gantt Chart in the timeline section

37. Links Sometime unforeseen changes can affect the completion of tasks Sometime unforeseen changes can affect the completion of tasks This can affect other related tasks This can affect other related tasks To solve this problem you can link the tasks in various ways To solve this problem you can link the tasks in various ways Now MS Project adjusts the schedule whenever there are changes that affect duration of other tasks Now MS Project adjusts the schedule whenever there are changes that affect duration of other tasks

38. Links - Definitions Predecessor Predecessor A task that needs to be completed before something (painting the walls of a home before moving the furniture) A task that needs to be completed before something (painting the walls of a home before moving the furniture) Successor Successor A task that needs to be completed after something (linked task) A task that needs to be completed after something (linked task)

39. Links Tasks can be linked in four ways: Tasks can be linked in four ways: LinkCodeDescriptionDiagram Finish- Start FS Predecessor finishes and the task starts Start- Start SS Task begins at the same time as its predecessor Finish- Finish FF Both tasks finish at the same time Start- Finish SF Task finishes and predecessor starts

40. Links To link tasks in FS dependency To link tasks in FS dependency Select the tasks you want to link (tasks with lower ID are taken as predecessors) Select the tasks you want to link (tasks with lower ID are taken as predecessors) Click Link Tasks button on Standard Tool bar Click Link Tasks button on Standard Tool barOR choose Edit → Link tasks choose Edit → Link tasksOR Control+F2 Control+F2

41. Links Summary tasks can be linked to other summary tasks or to subtasks between summary groups Summary tasks can be linked to other summary tasks or to subtasks between summary groups Subtasks can be linked to each other Subtasks can be linked to each other To unlink tasks, select tasks and click the Unlink Task in Standard Tool To unlink tasks, select tasks and click the Unlink Task in Standard Tool

42. Delayed and Overlapped Links Sometimes tasks may depend on other factors causing a delay time or an overlap time Sometimes tasks may depend on other factors causing a delay time or an overlap time A lag or lead-time needs to be incorporated in a link A lag or lead-time needs to be incorporated in a link Lag and lead-time can entered as Lag and lead-time can entered as Units of time Units of time Percentage of the duration of the predecessor Percentage of the duration of the predecessor

43. Delayed and Overlapped Links To insert a lag or a lead-time To insert a lag or a lead-time Double-click a task and open the Task Information dialog box Double-click a task and open the Task Information dialog box Click the predecessor tab Click the predecessor tab Select the lag field Select the lag field Enter a number or a percentage in the cell (positive numbers are lag, negative numbers are lead-time) Enter a number or a percentage in the cell (positive numbers are lag, negative numbers are lead-time) Click OK Click OK

44. Links Split task button splits tasks that may be completed in parts at different times with breaks in their duration time Split task button splits tasks that may be completed in parts at different times with breaks in their duration time The AutoLink feature is enabled by default and keeps linked tasks intact when they are linked in FS dependency The AutoLink feature is enabled by default and keeps linked tasks intact when they are linked in FS dependency

45. Tasks Tasks Tasks Links Links Constrains Constrains

46. Constraints Some tasks needs to be completed within a certain date Some tasks needs to be completed within a certain date Assigning constraints can give you scheduling problems Assigning constraints can give you scheduling problems There are 8 types of constraints There are 8 types of constraints You can apply a constraint from Task Information dialog box, Advanced tab You can apply a constraint from Task Information dialog box, Advanced tab

47. Constraints Constraint types Constraint types As Soon As Possible (ASAP) As Soon As Possible (ASAP) As Late As Possible (ALAP) As Late As Possible (ALAP) Finish No Earlier Than (FNET) Finish No Earlier Than (FNET) Finish No Later Than (FNLT) Finish No Later Than (FNLT) Must Finish On (MFO) Must Finish On (MFO) Must Start On (MSO) Must Start On (MSO) Start No Earlier Than (SNET) Start No Earlier Than (SNET) Start No Later Than (SNLT) Start No Later Than (SNLT)

48. Constraints To remove a constraint and apply an ASAP/ALAP constraint To remove a constraint and apply an ASAP/ALAP constraint Select the tasks Select the tasks Click Task Information button in Standard Tool and Multiple Task Information dialog box opens Click Task Information button in Standard Tool and Multiple Task Information dialog box opens Click the advanced tab and choose the constraint type Click the advanced tab and choose the constraint type

49. Constraints Advice Advice Set a deadline date instead of adopting an inflexible constraint Set a deadline date instead of adopting an inflexible constraint Setting a task deadline does not affect the task schedule Setting a task deadline does not affect the task schedule If a deadline passes without the task being completed MS Project indicates it in the Indicator column If a deadline passes without the task being completed MS Project indicates it in the Indicator column

50. Using Microsoft Project 1. Introduction 2. Tasks 3. Resources and costs 4. Fine tunning 5. Publishing projects 6. Multiple projects

51. Resources and costs Resources Resources Assignments Assignments Costs Costs

52. Resources In this lesson we will learn to successfully schedule all the resources required to complete a project In this lesson we will learn to successfully schedule all the resources required to complete a project We will also learn to include costs and assign resources to tasks We will also learn to include costs and assign resources to tasks

53. Resources What kind of resources do you need? What kind of resources do you need? How many of each resource do you need? How many of each resource do you need? Where will you get these resources? Where will you get these resources? How do you determine the cost of your project How do you determine the cost of your project

54. Resources There are two types of resources There are two types of resources Work resources – they complete tasks be expending time on them (people and equipment) Work resources – they complete tasks be expending time on them (people and equipment) Material resources – supplies and stocks that are needed to complete a project (you can track material resources and assign them to tasks) Material resources – supplies and stocks that are needed to complete a project (you can track material resources and assign them to tasks)

55. Resources Establish the resource pool (the set of resources available) Establish the resource pool (the set of resources available) Establish time and availability for each resource Establish time and availability for each resource Assign resources to tasks Assign resources to tasks Resolve vacations, nonworking time and overallocated resources Resolve vacations, nonworking time and overallocated resources

56. Resources Define resources through the Resource Sheet View Define resources through the Resource Sheet View Double click the resource to display Resource Information dialog box Double click the resource to display Resource Information dialog box

57. Resources Information dialog

58. Resources To assign a different base calendar to a resource To assign a different base calendar to a resource In Resource Information dialog box choose Working Time tab and change the calendar In Resource Information dialog box choose Working Time tab and change the calendar To edit a resource calendar To edit a resource calendar Choose Tools → Change Working Times → Select the calendar you want to edit Choose Tools → Change Working Times → Select the calendar you want to edit

59. Resources and costs Resources Resources Assignments Assignments Costs Costs

60. Resources Assign resources Assign resources Tools → Assign Resources Tools → Assign Resources

61. Resources and costs Resources Resources Assignments Assignments Costs Costs

62. Using Microsoft Project 1. Introduction 2. Tasks 3. Resources and costs 4. Fine tunning 5. Publishing projects 6. Multiple projects

63. Using Microsoft Project 1. Introduction 2. Tasks 3. Resources and costs 4. Fine tunning 5. Publishing projects 6. Multiple projects

64. Using Microsoft Project 1. Introduction 2. Tasks 3. Resources and costs 4. Fine tunning 5. Publishing projects 6. Multiple projects