Ms project training ver 01

Microsoft®

Project 2007

Training

Module 1: The Basic

WelcomeThis training module was created by: Eng’r Sid Calayag

Credentials:

• Trained in Planning and Scheduling using Primavera

• Experienced in using Harvard Project Manager and MS Project since version 3

• Trained in Project Management and Quality Management System

• Regular Trainer for Taikisha Philippines Inc.

• Certified Lead auditor for ISO 9001:2000 and ISO 9001:2008

• Practiced Project Management (local and abroad)

• Published major training materials in the internet on the following subjects:

• Guidelines for Project Kick-off Meeting

• Quality in Construction Works

• Improve Project Performance Using 5S Concept

• QA/QC Concept, Roles and Responsibilities in TPI Organization

• Quality Improvement Using Root Cause Analysis

• Practical Auditing

• Upgrade QMS System to ISO 9001:2008

• Introduction to Cleanroom Technology

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Course Objectives

This Microsoft Project course gives delegates anintroduction to project management and to theconcepts of planning and scheduling using MicrosoftProject 2007. Delegates on this training will learnhow to identify, organize and manage the tasks andresources required to complete a project under theconstraints of time and cost to achieve a final projecttarget.

4

Course contents

• Lesson 1: Project Management

• Concept of Project Management

• Key Metrics and Success Factors

• PERT and CPM

• Lesson 2: Microsoft Project

• Planning the Project

• Task Entry and Linking

• Updating the Project

• Working with your views

• Printing and Reporting

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Project Management

• Commonly used terms

• Concept of Project Management

• Key metrics to Project Management

• Key Success Factors

• The Critical Path / PERT Chart

Lesson 1

Commonly used terms

Activity – a specific project task that requires resources and time to complete

Baseline – the original approved plan

Crash - in CPM, an activity can be conducted at a normal pace or at an expedited pace at a greater cost

Critical - an activity or event that if delayed will delay project completion

Critical path – the series of activities that determines the duration of a project. It is the longest path through the project.

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Commonly used terms

Deliverables- any measurable, tangible, verifiable outcome, result, or item that must be produced to complete a project

Fast tracking – a method of shortening the critical path by carrying out activities in parallel

Gantt chart – a manner of illustrating multiple time-based activities on a horizontal time scale

PERT – Program Evaluation and Review Technique chart depict task, duration, and dependency information in a network form.

8

Initiation

Planning

Execution

Closure

Concept of Project Management

Management

• Project termination

• Team Development

• Organization Commitment

• Scope Definition

• Activity Definition

• Schedule Development/Cost Estimating/Resource Planning

Execution and Control

Process

• Information Distribution

• Update Project

• Performance Reporting

• Project Close-out

• Administrative close-out

• Project completion

Planning Process

Closure Process

Initiation Process

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Unique, one-time operations designed to accomplish a specific set of objectives in a limited time frame.

Build A

A Done

Build B

B Done

Build C

C Done

Build D

Ship

JAN FEB MAR APR MAY JUN

On time!

Projects

10

Key metrics and success factors

The Key Metrics

• Time

• Cost

• Performance objectives

The Key Success Factors

• Top-down commitment

• Having a capable project manager

• Having time to plan

• Careful tracking and control

• Good communications11

Project Management

What are the tools?

• Work breakdown structure

• Network diagram

• Gantt charts

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Project X

Level 1

Level 2

Level 3

Level 4

MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

Locate new

facilities

Interview staff

Hire and train staff

Select and order

furniture

Remodel and

install phones

Move in/startup

Gantt Chart

Project Manager

Responsible for: Work QualityHuman Resources TimeCommunications Costs

13

Review Lesson 1-a

What are the key metrics?

• ____

• ____

• Performance ___________

What are the Key Success Factors?

• Top-down __________

• Having a _______ project _______

• Having ____ to plan

• Careful tracking and _______

• Good ______________.


• Time

• ____



• Top-down __________




• Good ______________.


• Time

• Cost



• Top-down __________




• Good ______________.


• Time

• Cost



• Top-down __________




• Good ______________.


• Time

• Cost




• Having a ______ project _______



• Good ______________.


• Time

• Cost







• Good ______________.


• Time

• Cost







• Good ______________.


• Time

• Cost







• Good ______________.


• Time

• Cost







• Good communications14

Critical Path /“Pert” Charts

PERT: Program Evaluation and Review Technique

CPM: Critical Path Method

• Graphically displays project activities

• Estimates how long the project will take

• Indicates most critical activities

• Show where delays will not affect project

PERT and CPM

The Network Diagram

• Network (precedence) diagram

• Activity-on-arrow (AOA)

• Activity-on-node (AON)

• Activities

• Events

The Network Diagram (cont’d)

Path

• Sequence of activities that leads from the starting node to the finishing node

Critical path

• The longest path; determines expected project duration

Critical activities

• Activities on the critical path

Slack

• Allowable slippage for path; the difference between the length of path and the length of critical path

Project Network – Activity on Arrow

1

2

3

4

5 6

Locate

facilities

Order

furniture

Furniture

setup

InterviewHire and

train

Remodel

Move

in

AOA

Project Network – Activity on Node

1

2

3

5

6

Locate

facilities

Order

furniture

Furniture

setup

Interview

RemodelMove

in

4

Hire and

train

7S

AON

AOA vs. AON

1

2

3

5

6

Locate

facilities

Order

furniture

Furniture

setup

Interview

RemodelMove

in

4

Hire and

train

7S

AON

1

2

3

4

5 6

Locate

facilities

Order

furniture

Furniture

setup

InterviewHire and

train

Remodel

Move

in

AOA

Network Conventions

a

b

c ab

c

a

b

c

d

a

b

c

Dummy

activity

Time Estimates

Deterministic

• Time estimates that are fairly certain

Probabilistic

• Estimates of times that allow for variation

Probabilistic Estimates

Activity

start

Optimistic

time

Most likely

time (mode)

Pessimistic

time

to tptm te

Expected Time

te =to + 4tm +tp

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te = expected time

to = optimistic time

tm = most likely time

tp = pessimistic time

Example 1

3-4-5

d

3-5-7

e

5-7-9

f

2-4-6

b

4-6-8

h

Optimistic

time

Most likely

time

Pessimistic

time

Review Lesson 1 - b

1

2

3

4

5 6

8 weeks

6 weeks

3 weeks

4 weeks9 weeks

11 weeks

1 week

Move in

Deterministic

time estimates

PATH LENGTH SLACK

1-2-3-4-5-6

1-2-5-6

1-3-5-6

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PATH LENGTH SLACK

1-2-3-4-5-6

1-2-5-6

1-3-5-6

Solution to Review Lesson 1 - b

PATH LENGTH SLACK

1-2-3-4-5-6 18 2

1-2-5-6

1-3-5-6

PATH LENGTH SLACK

1-2-3-4-5-6 18 2

1-2-5-6 20 0

1-3-5-6

PATH LENGTH SLACK

1-2-3-4-5-6 18 2

1-2-5-6 20 0

1-3-5-6 14 6

PATH LENGTH SLACK

1-2-3-4-5-6 18 2

1-2-5-6 20 0

1-3-5-6 14 6

Critical Path

Solution to Review Lesson 1 - b

PATH LENGTH SLACK

1-2-3-4-5-6 18 2

1-2-5-6 20 0

1-3-5-6 14 6

Critical Path

1

2

3

4

5 6

8 weeks

6 weeks

3 weeks

4 weeks9 weeks

11 weeks

1 week

Move in

Deterministic

time estimates

Pert Chart

tasks a and b can start simultaneously

task c can start after a is complete

task d can start after b is complete

c and d must complete before e can begin

0

A

B

C&D E

a

b

c

d

e

The CRITICAL PATH is the longest continuous path of activities through a project that determines the project end date.

33

Review Lesson 1 - c:

Draw a Pert Chart for this job

Task Title Duration Precedence

a. start 0 -

b. think 1 a

c. plan 2 b

d. procrastinate 5 a

e. assign to someone else 1 c,d

f. hide 3 e

g. finish 1 e

h. grab credit 1 f,g

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A B C&D E F F&G

D

a b

d

c e f

G

g0

1 2

5

1 3

1

Critical Path = A D E F H slack in B C, G

H1

C

Task Title Duration Precedencea. start 0 -

b. think 1 ac. plan 2 bd. procrastinate 5 a

e. assign to someone else 1 c,df. hide 3 eg. finish 1 e

h. grab credit 1 f,g

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Solution to Review Lesson 1 - c

Lesson 2: Microsoft Project

• Starting Microsoft Project

• The Screen

• The Default View

• Views and Tables

• Menus

• The Tool Bar

Starting Microsoft Project

1. Run MS Project by opening it in “All Programs” • Select MS Project (usually in

the same group where other MS Office applications are located.

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1. Default View

The Screen

3. You may add or delete some

of the Toolbar in the Screen

from this menu.

2. Change the Default View :• Choose View,

Toolbar, Project Guide .

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Planning the Project

• Where to Begin

• Defining the Project

• Setting the project start date

• Complete the Project Plan

• The base calendar

• Save the New Project File

Planning the project

Where to Begin

1. Start MS Project

2. Choose the Define Project in the Task Wizard

3. Follow succeeding instructions

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Planning the Project

Define the project

1. Choose “Define general working time” in the Wizard

2. Choose standard time for a regular 8 hour work day

3. Customize it to suit your needs.

4. Follow succeedinginstruction

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Task Entry and Linking

• Creating Milestone,

• Task Relationships

• Linking Tasks

• Editing the Task Information

• Formatting the Gantt Chart

• Highlighting the critical path

Create Milestone, Link and Relationship

When you enter a task or import a number of tasks, they have a duration of one day as a default

To create milestone, select the task/s considered as milestone and then right click. Select Task Information. Put a check mark on Milestone.

To create subtask, select the task considered and then select Project/Outline/Indent in the Menu

Link the selected tasks by selecting Edit/Link task in the Menu.

NOTE:All task are automatically link by Finish (a task) to Start (another task).

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Edit the Duration, Start or End Date as needed.

Editing Task Information

You can view information regarding a task by selecting the task and then right click.

44

A Task Information will appear showing several tabs where you can add, delete, or edit information regarding Resources, Predecessors, etc.

Formatting the Gantt Chart

Select Format/Gantt Chart Wizard in the Menu

45

You can format the Gantt Chart view by using the Gantt chart Wizard

Follow the instruction in the Wizard

Highlighting the critical path

Select Format/Gantt Chart Wizard in the Menu

46

You can also highlight the critical path in the Gantt Chart view by using the Wizard

Follow the instruction in the Wizard

Updating the Project

• Setting the baseline

• Update the project

• Tracking Progress

Setting the Baseline

1. Select Tools/Tracking the Menu Bar

2. A dialog box appears where you are given a choice to “Set a Baseline” for the whole project or for the selected task only.

48

Update the project

1. Select Tools/Tracking the Menu Bar

2. A dialog box appears where you are given several choices to update the project.

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Update each task in a project

1. Highlight a column where you want to insert another column.

2. Select Insert | Column in the Menu bar, or

3. Right click and then select “Insert column”.

4. In the “Column definition” dialog box , choose “%Complete”. Then select “OK”.

5. Update each task in the new column.

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Tracking Progress

1. Select Tools | Tracking | Progress Line in the Menu bar

2. In the “Progress Line” dialog box , choose “always display current progress line” and “At current date”. Then select “OK”.

3. A red vertical line will appear showing the status of the project.

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Sample of a project with tracking

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Network Diagram

• View the Network Diagram

• Elements of the Network Diagram

The Network diagram

1. Select View | Network diagram in the Menu bar,

2. The Network Diagram appear immediately as shown.

3. Close-up view of the Network diagram

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Elements of the Network diagram

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Printing and Reporting

• Page Setup

• Reports Setup

Page Set-up

1. Select File| Page Set-up in the Menu bar,

2. The “Page Set-up” dialog box will appear showing paper sizes and other choices.

3. Customize the printed output by inserting additional info in the “Header “and “Footer”

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Action Reflection

“Failure to plan is planning to fail”

END OF TRAINING

FOR MODULE 1

60

Ms project training ver 01

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