1. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 1 Build a Microsoft Project Schedule From Scratch! Darrel Raynor, PMP At Least Some First Steps… For the Dallas MPUG April 6, 2000

2. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 2 Why Start From Scratch? Project Schedules (usually incorrectly referred to as Project Plans…) are viewed as the project! Who of us know (or are?) the gent below?

3. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 3 Use a Column by Column approach Build your project starting with a high-level task list, then add one column at a time until you have a reasonable view. I recommend briefly walking through the process with the project sponsor(s) to get their buy–in early. Project Planning Analysis Design Requirements Project Initiation Development Initial Design

4. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 4 Benefits of Column by Column –Separation of detail from the whole Build your project one dimension at a time –Integration after, not before, planning Most projects are too complicated to understand all the details at once, second-guessing kicks in –Divide & conquer for more defendable estimates Without the detail, you are at risk of resource cuts

5. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 5 Task Name field First! Create your Task List first using the column Name (I like ‘Task Name’). Don’t worry about whether tasks are in order, summary, or at the work package (detail) level, just type them all in. From the MS Project 98 help files: (Entered) Name of the task. You can enter any text or numbers into this field to describe the task.

6. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 6 Task Name MSP example Notice that we have not indented! Type both summary & detail tasks in without indenting…

7. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 7 Task Order, then Outline MSP lets you easily drag’n’drop task rows, just click & hold the ID field (default, with consecutive numbers) to move a task up or down to get your tasks in a reasonable order. Now use the ‘arrow’ buttons on your toolbar to indent tasks under summary categories such as phase or other high-level breakdown. Add or delete tasks as needed.

8. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 8 Task Indent MSP example Now we have a 1 st cut at an ordered, hierarchical task list. Don’t be afraid to tailor by adding, deleting, & indenting.

9. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 9 Priority field From the MS Project 98 help files: (Entered) Indicates how readily a task is delayed during leveling. Those tasks with a priority of Do Not Level are not delayed when Microsoft Project levels tasks that have overallocated resources. Ah ha! This is not what I thought Priority meant!!! We don’t have time to discuss leveling, so don’t do it. Insist on having priorities, sit down with your sponsor.

10. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 10 Priority MSP example Here Priority is added to every row. You can thank me now or thank me later for insisting on Priority settings…

11. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 11 Predecessors field From the MS Project 98 help files: (Entered) List of tasks that the task depends on. Each predecessor is linked to the task by a specific type of task relationship and a lead or lag time. On the Task Form, the ID, Name, Type, and Lag for each predecessor are displayed in a separate row. For example, "14FS+3d" means that task 14 is a predecessor, with a finish-to-start relationship and a 3-day lag time. To enter lead time, type a negative number. Sounds complicated, doesn’t it? Just use default relationships for now, you will know when you are ready to use more.

12. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 12 Predecessors MSP example Here Pred. (for short) are entered to show which tasks need to be done before succeeding tasks. You may want to adjust your priorities, or not.

13. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 13 Pred. MSP example 2

14. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 14 Resource Initials field From the MS Project 98 help files: (Entered) Abbreviation that stands for the resource assigned to the task. Each resource assigned to the task can be listed by its initials in the Resource Initials field rather than by its entire name. You can use the Resource Initials field as a quick way to enter or view resource assignments. Using Resource Initials (I like ‘Inits’) saves both time and space on prints & reports. Could use Group 1 st if you are in the planning stage.

15. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 15 Inits MSP example Add Resources via the Resource Sheet view 1 st, then input here.

16. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 16 Work field From the MS Project 98 help files: (Calculated or Entered) Total amount of work scheduled to be performed by all resources assigned to the task. Work is calculated as the sum of the work that all assigned resources are scheduled to perform on the task. You type the work for each of the assigned resources in the resource assignment Work field you can display at the bottom of the Task Form or Resource Form. If you type a value in the Work field for the task, Microsoft Project divides the work you enter among the assigned resources.

17. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 17 Work MSP example Work is estimated for each detail task. Summary tasks carry the rollup. Inits stays to the right.

18. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 18 Now What Columns? Now, & only now, add columns: –Duration (shows how long it will take) –Start (shows estimated day) –Finish (shows estimated day) And DON’T touch them! ‘Crash’ by adding & deleting Inits from tasks, & ensuring resource availability by adding Pred.

19. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 19 Draft Schedule – Almost…

20. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 20 Why Build your Schedule From Scratch? –Separation of detail from the whole Allows much better analysis of tasks as opposed to trying to create all columns at once –Integration after, not before, planning Make sure you are integrating what CAN be done –Divide & conquer for more defendable estimates Have your backup ready, & your Team & Sponsor ready to backup your backup –So You Will Succeed!

21. DA&R, Inc. © Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 21 Data Analysis & Results, Inc. 972-935-9525 www.DataAnalysis.com Email: DARaynor@DataAnalysis.comwww.DataAnalysis.comDARaynor@DataAnalysis.com Subscribe to The Project Management Advisor column by pointing your browser (don’t use ‘www.’) to: DA_R.Inc.ProjectList.listbot.com DA_R.Inc.ProjectList.listbot.com Pro Bono: The PC Donate & Retrofit Clearinghouse www.DataAnalysis.com/PCDAR.htm Donate your unneeded PC, software, books etc.! www.DataAnalysis.com/PCDAR.htm We Build & Manage Software Project Teams Recapture Failing or Flailing Projects Plan & Jump-Start Project using new technology Customize Project Management Methods & Training