© Copyright 2000 Data Analysis & Results, Inc. All rights reserved. 1 Build a Microsoft Project...

© 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

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

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?


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

ProjectInitiation

Development

Initial Design


Benefits ofColumn 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


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.


Task Name MSP example

ID Task Name1 Reply to Volunteer's Contact

2 Assess Volunteer Skills

3 Assess Volunteer Limitations

4 Review open Positions & Tasks

5 Match Volunteer to Position or Task

6 Ask Volunteer for Specific Commitment

7 Ask Volunteer to perform Position or Task

8 Formally Assign Task

9 Negotiate Deliverables

10 Negotiate Timeframes

11 Touch Base to Review Progress at 50% Time


13 Review Deliverable

14 Thank Volunteer

15 Ask if ready for new Task

Notice that we have not indented! Type both summary &

detail tasks in without indenting…


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.


Task Indent MSP example

Now we have a 1st cut at an ordered, hierarchical task list.

Don’t be afraid to tailor by adding,

deleting,& indenting.

ID Task Name1 Volunteer Assessment

2 Reply to Volunteer's Contact

3 Assess Volunteer Skills

4 Assess Volunteer Limitations

5 Ask Volunteer for Specific Commitment

6 Match Volunteer to Position or Task

7 Review open Positions & Tasks

8 Ask Volunteer to perform Position or Task

9 Negotiate Deliverables

10 Negotiate Timeframes

11 Manage Volunteer



14 Review Deliverable

15 Thank Volunteer


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.


Priority MSP example

ID Task Name Priority1 Volunteer Assessment Medium

2 Reply to Volunteer's Contact Very High

3 Assess Volunteer Skills Medium

4 Assess Volunteer Limitations Low

5 Ask Volunteer for Specific Commitment Medium

6 Match Volunteer to Position or Task Medium

7 Review open Positions & Tasks Medium

8 Ask Volunteer to perform Position or Task High

9 Negotiate Deliverables High

10 Negotiate Timeframes Medium

11 Manage Volunteer Medium

12 Touch Base to Review Progress at 50% Time Medium

13 Touch Base to Review Progress at 90% Time Medium

14 Review Deliverable High

15 Thank Volunteer Medium

Here Priority is added to every row.

You can thank me now or thank me

later for insisting on Priority settings…


Predecessors fieldFrom 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. <snip> 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.


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.

ID Task Name Priority Pred.1 Volunteer Assessment Medium


3 Assess Volunteer Skills Medium 2

4 Assess Volunteer Limitations Low 2

5 Ask Volunteer for Specific Commitment Medium 3,4

6 Match Volunteer Position/Task Medium

7 Review open Positions & Tasks Medium 2

8 Ask Volunteer to perform Position or Task High 5,7

9 Negotiate Deliverables High 8

10 Negotiate Timeframes Medium 8


12 Touch Base to Review Progress at 50% Time Medium 9,10

13 Touch Base to Review Progress at 90% Time Medium 12

14 Review Deliverable High 13

15 Thank Volunteer Medium 13


Pred. MSP example 2ID Task Name Priority Pred.1 Volunteer Assessment Medium


3 Assess Volunteer Skills Medium 2

4 Assess Volunteer Limitations Low 2

5 Ask Volunteer for Specific Commitment Medium 3,4


7 Review open Positions & Tasks Medium 2

8 Ask Volunteer to perform Position or Task High 5,7

9 Negotiate Deliverables High 8

10 Negotiate Timeframes Medium 8


12 Touch Base to Review Progress at 50% Time Medium 9,10

13 Touch Base to Review Progress at 90% Time Medium 12

14 Review Deliverable High 13

15 Thank Volunteer Medium 13

16 Ask if ready for new Task Medium 15

F S S M T W T F S S M T W T F S SMay 29, '94 Jun 05, '94


Resource Initials fieldFrom 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 1st if you are in the planning stage.


Inits MSP example

Add Resources via the Resource

Sheet view 1st,

then input here.

ID Task Name Priority Pred. Inits1 Volunteer Assessment Medium

2 Reply to Volunteer's Contact Very High DV,VC

3 Assess Volunteer Skills Medium 2 VC,V

4 Assess Volunteer Limitations Low 2 VC

5 Ask Volunteer for Specific Commitment Medium 3,4 VC


7 Review open Positions & Tasks Medium 2 DV,VC

8 Ask Volunteer to perform Position or Task High 5,7 VC,V

9 Negotiate Deliverables High 8 VC,V

10 Negotiate Timeframes Medium 8 VC,V


12 Touch Base to Review Progress at 50% Time Medium 9,10 VC,V

13 Touch Base to Review Progress at 90% Time Medium 12 VC,V

14 Review Deliverable High 13 VC,V

15 Thank Volunteer Medium 13 VD,VC

16 Ask if ready for new Task Medium 15 V,VC


Work fieldFrom 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.


Work MSP example

Work is estimated for each detail

task. Summary

tasks carry the rollup.

Inits stays to the right.

ID Task Name Priority Pred. Work Inits1 Volunteer Assessment Medium 40m

2 Reply to Volunteer's Contact Very High 10m DV,VC

3 Assess Volunteer Skills Medium 2 10m VC,V

4 Assess Volunteer Limitations Low 2 5m VC

5 Ask Volunteer for Specific Commitment Medium 3,4 15m VC

6 Match Volunteer Position/Task Medium 55m

7 Review open Positions & Tasks Medium 2 10m DV,VC

8 Ask Volunteer to perform Position or Task High 5,7 10m VC,V

9 Negotiate Deliverables High 8 30m VC,V

10 Negotiate Timeframes Medium 8 5m VC,V

11 Manage Volunteer Medium 1030m

12 Touch Base to Review Progress at 50% Time Medium 9,10 15m VC,V

13 Touch Base to Review Progress at 90% Time Medium 12 20m VC,V

14 Review Deliverable High 13 30m VC,V

15 Thank Volunteer Medium 13 5m VD,VC

16 Ask if ready for new Task Medium 15 960m V,VC


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.


Draft Schedule – Almost…ID Task Name Priority Pred. Work Inits Duration Start Finish1 Volunteer Assessment Medium 40m 0.05d 08/04/00 08/04/00

2 Reply to Volunteer's Contact Very High 10m DV,VC 0.08h 08/04/00 08/04/00

3 Assess Volunteer Skills Medium 2 10m VC,V 0.08h 08/04/00 08/04/00

4 Assess Volunteer Limitations Low 2 5m VC 0.08h 08/04/00 08/04/00

5 Ask Volunteer for Specific Commitment Medium 3,4 15m VC 0.25h 08/04/00 08/04/00

6 Match Volunteer Position/Task Medium 55m 0.08d 08/04/00 08/04/00

7 Review open Positions & Tasks Medium 2 10m DV,VC 0.08h 08/04/00 08/04/00

8 Ask Volunteer to perform Position or Task High 5,7 10m VC,V 0.08h 08/04/00 08/04/00

9 Negotiate Deliverables High 8 30m VC,V 0.25h 08/04/00 08/04/00

10 Negotiate Timeframes Medium 8 5m VC,V 0.05h 08/04/00 08/04/00

11 Manage Volunteer Medium 1030m 1.04d 08/04/00 08/07/00

12 Touch Base to Review Progress at 50% Time Medium 9,10 15m VC,V 0.13h 08/04/00 08/04/00

13 Touch Base to Review Progress at 90% Time Medium 12 20m VC,V 0.17h 08/04/00 08/04/00

14 Review Deliverable High 13 30m VC,V 0.25h 08/04/00 08/04/00

15 Thank Volunteer Medium 13 5m VD,VC 0.05h 08/04/00 08/04/00

16 Ask if ready for new Task Medium 15 960m V,VC 8h 08/04/00 08/07/00


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!


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