Microsoft Project Presentation-Adeel Zia
Transcript of Microsoft Project Presentation-Adeel Zia
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Microsoft Project Presentation
By Adeel Zia
Friday 09/03/2012
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Course Outline
Concepts
Basic ideas/concepts regarding Project in MS Project
MS Project FeaturesFunctionality of MS Project
Lab Session
Hands-on experience of MS Project
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Concepts
Microsoft Project
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Microsoft Project (MSP, MSOP or WinProj) is a project
management software program, developed and sold by
Microsoft, which is designed to assist in developing a plan,
assigning resources to tasks, tracking progress, managing the
budget, and analyzing workloads.
MS Project's file format is .mpp
Icon Shapes2003 2007 2010
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Microsoft Project 2007 Editions
With Microsoft Project 2007, we have a choice of two editions:
Microsoft Office Project Standard 2007
and
Microsoft Office Project Professional 2007.
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Standard Edition
Microsoft Project Standard 2007 is the basic Desktop edition
of Microsoft Project.
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Professional Edition
Microsoft Project Professional 2007 provides everything that
Microsoft Project Standard does. In addition, Microsoft Project
Professional provides for team collaboration with a Web interface
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Microsoft Project is a specialized database that stores
and presents thousands of pieces of data related to yourproject. Examples of such data include tasks, durations,
links, resource names, calendars, assignments, costs,
deadlines, and milestones.
What is MS Project
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These pieces of information interrelate and affect each other in a
multitude of ways. Under-lying this project database is the
scheduling engine, which crunches the raw project data you
enter and presents the calculated results to you (see Figure 1).
Examples of such calculated results include the start and finish
dates of a task, the resource availability, the finish date of the
entire project, and the total cost for a resource or for the project.
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After the Details are gathered, We can then manipulate and display
this calculated data in various views to analyze the planning and
progress of your project. This information helps you make decisions
vital to the project‟s success.
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Planning a Project
Define Goals
Develop Tasks
Establish Timeframes
Resource Availability? Organize
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A project plan can be as simple as, a list of tasks and
their start and finish dates written on a notepad.
It can be complex, as thousands of interdependent tasksand resources with multi-million-dollar budget.
Whether simple or complex, all projects consist of:
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Building Blocks
When building a project plan, the following types of
information is required.
Task
Duration
Resources
Cost
Task dependencies Constraints
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Task:An activity that has a beginning and an end. Projects are made up of tasks.
Duration:The total span of active working time required to complete a task. This is
generally the amount of working time from the start to finish of a task, asdefined by the project and resource calendar. Elapsed duration is the
amount of time a task will take to finish, based on a 24-hour day and a 7-
day week, including holidays and other nonworking days; minutes, hours,
days, and weeks can be entered in elapsed duration.
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Resources:The people, equipment, and material used to complete tasks in a project.
CostThe total scheduled cost for a task, resource, or assignment or for an entire
project. This is sometimes referred to as the current cost. InMicrosoft Project, baseline costs are usually referred to as "budget.
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Linking Tasks
Some tasks require that another task be completed before it
can begin. These tasks must be linked.
Tasks and subtasks are linked by assigning Predecessors.
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Linking Tasks (Cont.)
Predecessor
– A task that must start or finish before another task can start or finish
Successor
– A task that cannot start or finish until another task starts or finishes
– A task becomes a successor when a row number is entered in the
predecessor column
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The nature of the relationship between two linked tasks.
Link tasks by defining a dependency between their finish andstart dates.
Microsoft Project contains four kinds of task dependencies
Example:
For arranging a Party. the “Contact caterer’s” task must finishbefore the start of the ‘Determine menus’ task. i.e.,We can not
discuss menu items before the caterer arrives.
Task dependencies
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Constraints
A constraint is a parameter placed upon a task which limits the start
or finish of a task
By default the As Soon as Possible constraint is applied to every
task. The following is a list of all the constraint types which are
available to choose from
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Constraints (Cont.)
As Soon As Possible
Schedule the task to start as soon as the beginning of the project.
As Late As Possible
Schedule the task to the end no later than the end of the project.
Finish No Earlier Than/Finish No Later Than
Schedule the tasks to finish no later or sooner than a specific date.
Must Finish on/ Must Start On
Schedule the task to finish on or start on a specific date.
Start No Earlier Than/ Start No Later Than
Schedule the task to start no earlier than or no later than a specific date.
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MS Project Features
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What is a Gantt Chart?
A Gantt Chart is a visual tool to help Plan, Manage, and Track
a project or projects.
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Sample Gantt Chart
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Change Work Time
Go to ToolsChange Work Time
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Setting Specific Working Time
Go to
“
Work Weeks”
Tab and Click Details Enter Desired Time
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Choosing the Statistics button opens the Project Statistics dialogbox, below. This dialog box displays information on project startand finish dates, duration, work, and cost. It also providescomparative statistics you can use to measure the progress of your
project.
Addi T k
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Adding Tasks
This is the main activity in setting up a new project. The tasks which have been identified at
the Design Stage must be entered.
Go to Insert New Task
or
Start Entering the Tasks in the “Task Name” column on the sheet starting from 1 and so on…
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Entering Task Duration
Microsoft Project uses 1 day, as the default length, for task
durations. If our estimate for the duration is different than one day,
we can change it.
MS Project Time Measure:
–m Minutes
– h Hours
– d Days
– w Weeks
– mo Months
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Enter Duration
Enter desired duration in the “Duration” column on the sheet as
the format describe in previous slide
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Special Markers
Milestones
– A reference point marking a major event in a project and used to
monitor the project's progress
– To create a milestone, Enter “0” in the duration field
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Double Click on the Task to enter Extra Details (If Req.)
D fi i S b T k
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Defining Sub-Tasks
Microsoft Project provides the ability to structure the tasks by setting different
levels of tasks and grouping tasks under a summary task. This can be useful where
the project has a considerable number of tasks; management can be made easier by
only viewing and reporting on the summary tasks.
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Recurring Tasks
Where a task occurs on a regular basis MS Project allows you
to insert it as a Recurring Task.
Adding a Recurring Task.
Select a blank task row.
Select Insert, Recurring task.
Predecessor Table
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ID: The identification number of the Predecessor.
Predecessor Name: The name of the Predecessor. If this is not entered the
system will look it up using the ID number.Type: The relationship with the current Task which will be FS,
or SS,or FF.
Lag The time delay between the end of the Predecessor the
start of the Successor.
Predecessor Table
Enter Resources
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e esou ces
To add resources to the Resource Sheet:
From the View menu, choose Resource Sheet.
Save a Baseline
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Save a Baseline
Select ToolsTrackingSave Baseline from the
menus.
Click on the Save baseline radio button. Click on the OK button.
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Task Update
After a baseline is set
We can update Tasks using:
“%Complete” “Actual Duration” and “Actual
start/finish”
Use ToolsTrackingUpdate Task button to enter either of these
Values
T ki G tt Ch t
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Tracking Gantt Chart
Tracks the progress of the project
Shows what tasks are overdue and what has been completed on time
Click on ViewTracking Gantt button on Standard bar
Reports Setup
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Reports Setup
MS Project has a number of pre-defined reports based on sixprincipal types which can be used directly, changed as required.
Alternatively, completely new reports can be created. The system ispicture driven and simple to use.
We can access it from the Standard bar button “Report” and thenclicking Reports command. A dialog box appears in which thefollowing type of report can be chosen:
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Basic insights to better master MS Project
1. MS Project is a database
All views and tables show the same data from different perspectives.2. MS Project is a calculator
Everything is recalculated to minutes. And then shown in time units as per
your configuration settings.
3. Start each project schedule by checking your basic configuration
settings These include your default calendar, the calendar calculations, metadata,
currency and time
settings.
4. Let MS Project calculate
Let it calculate start and end times for you !
5. MS Project is already programmed to be asap ;
Don’t put constraints initially; if needed put them in when project is ongoing.
6 f i fi 3 f i i
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6. Each of the input fields have 3 faces, personalities or
characteristics
Input happens in duration | work | cost fields – but to be able to manage
a project you need 3
versions of those fields: scheduled | baseline | actual – different
versions are shown in
different views and tables.
7. Set the timescales to weeks and month for easier management
The default setting is by days and weeks – in many cases a key tomastering views and
schedules is triggered off by zooming out the time scale to weeks and
months. This makes
assessing over allocation (in weeks) much easier to handle too.
8. Tracking a project = entering actuals
To track values, search for the appropriate „actual‟ field and enter the
data.
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Microsoft Office Forum Help
http://answers.microsoft.com/en-us/office/forum
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http://answers.microsoft.com/en-us/office/forum/office_2007-project
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The Project is Now Complete !!
MS Project is a very powerful tool if it is used correctly
This program can save a lot of time for engineers who are interested
in time, cost, etc.
Automatically keeps your project organized.
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Thank you !!