Project Management- MS Project 2007 Basics

7/31/2019 Project Management- MS Project 2007 Basics

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PROJECT MANAGEMENT- MS PROJECT

2007 BASICS

Rafiq


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CONSTRAINTS

Projects are constrained by three factors:time, budget and quality. For each project,only one factor can be controlled and set as

a priority; one factor will be ignored; and thethird factor will fall in the middle with someaspects of it being controlled and some not.


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CONSTRAINTS OF A PROJECT


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PHASES OF PROJECT

The following are the phases in a project:

Initiation

Planning Implementation (Execution and Control)

Controlling

Evaluation (Closure)


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VIEWING A PROJECT FILE

Objective: To view a project in different views.

Setup: The file called Marketing Contest is open.

Scenario: The project management team at Creative Commercials Marketinguses Microsoft Office Project 2007 to create, monitor and implement the projectplans. You have newly joined the team as project lead. You need to know the

various formats available for viewing information. You have been asked to lookat the file and view information related to tasks and resources.

Solution: Open the creative commercials project in MS-Project and then click theview menu.

A. On the View menu, choose Calendar to display task information on a visual calendar.

b. On the View menu, choose Tracking Gantt to display progress on tasks.

C. On the View menu, choose Resource Usage to show the hours thatresources

are assigned to work on tasks.


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PROJECT CALENDAR

Objective: To set a project start date, create a project calendar thatcontains specific work schedule information for Creative Commercialsand apply the calendar to your project and Gantt chart view.

Setup: Microsoft Office Project 2007 is open.

Scenario: The Human Resources department has issues a list of

company holidays for 2008. As project manager, you want to ensure thatProject considers these company holidays.

when scheduling tasks in your project. Additionally, you want to start aproject file for a marketing contest with a start date of May 1, 2008.

Holiday List @ Creative Commercials

May 26, 2008 (Memorial Day) July 4, 2008 (Independence Day)

September 1, 2008 (Labor Day)

November 27 & 28, 2008 (Thanksgiving holiday and day after)

December 25, 2008 (Christmas Day)

January 1, 2009 (New Years Day)


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CREATING CUSTOM CALENDAR

Create a new project calendar.

a. Choose Tools, Change Working Time.

b.Click Create New Calendar to create a copy of

the Standard calendar. C. In the Name text box, type Creative Commercials.

(It will be easier to find your custom items if you

type their names in all caps.)

d. Click OK.


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CALENDAR


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ADDING TASKS

A task is an individual work item that defines a piece of work that is

necessary to complete a project. All tasks contain a task name and anestimated duration to complete the task. Project assigns 1 day? as the

default duration, with the question mark indicating an estimate.

Real time Business Scenario:

Objective: To add tasks to create the high-level view of tasks for the

Creative Commercial companys marketing contest.

Setup: MS Project 2007 standard is already installed

Scenario: Mills Marketing is launching a new marketing contest to helppromote loyalty to its brand and brand awareness by asking customersto write a story about their experience featuring the CreativeCommercials Marketing brand icon, the Yummy Muffin.


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TASKS FOR MARKETING CONTEST

Finalize rules and regulationsHire ad agency

Marketing projects

Roll out contest

Gather contest entries

Choose finalists

Select winner

Winner announcement


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TASK SHEET (ADDED TASKS)


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ADDING TASK DURATIONS Duration is the length of time it will take to complete a task. Duration is

measured in days by default, but you can enter other letters to change themeasurement for one task.

Duration is measured in:

m minutes

h Hours

d Days w Weeks

mon Months

To change the default task duration measurement:

1. Choose Tools, Options.

2. Click on the Schedule tab.

3. Click on the drop-down list next to durations to change the to a differentduration measurement such as weeks, months or years.


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ADDING TASK DURATIONS

Objective: To enter the durations for the Marketing Contest project tasks.

Setup: Marketing Contest file is open. If not, open Enter Durations project plan.

Scenario: You have entered the tasks for the Marketing Contest project and arenow ready to enter

the duration to show how long each task will take to accomplish.

DURATIONS FOR THE MARKETING CONTEST PROJECT TASKS

Finalize rules andregulations

5 days

Hire ad agency 10 days

Marketing projects 15 days

Roll out contest 5 days

Gather contest entries 25 days

Choose finalists 3 days

Select winner 10 days

Winner Announcement 0 days


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GRANT CHART VIEW


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ADDING RESOURCES

Resources are the people and equipment needed to accomplish your project tasks. Inorder to be able to assign tasks to them, you need to create the resources in your projectplan file.

Work resources: By default, resources are work resources, meaning that they consumetime to accomplish the task.

Material resources : Material resources are goodsthat your project will consume, suchas sheetrock for a construction project. They have a cost associated with them, but haveno calendar and are not assigned overtime rates.

Project 2007 adds two additional resource types: cost resources and budget resources.

Cost resources: Cost resources are miscellaneous expenses thatdo not vary from taskto task and do not change by the amount of work performed on the task, such as airfare.

Budget resources : Budget resources are the work, material and cost resource typesapplied at the project level byapplying them to the project summary task.


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ENTERING RESOURCES TO PROJECT

Objective: To add resources for the Creative Commercials Marketing Contest

plan. Setup: open Add Resources file.

Scenario: As project manager, you have developed a team to produce themarketing contest. You need to enter the team in the project plan so that you canassign resources to tasks and complete the plan.

RESOURCES FOR THE MARKETING CONTEST PROJECT TASKSResource Name Type Group Std. Rate

Project manager Work Marketing $100/h

Marketing manager Work Marketing $100/h

Human Resources rep Work HR $100/h

Customer Relations

manager

Work Customer Relations $100/h

Marketing staff Work Marketing $100/h

Customer Relations staff Work Customer Relations $100/h

Web designer Work External $150/h


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RESOURCE SHEET


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MANAGING TASKS IN A PROJECT PLAN

After you have created your tasks, entered the durations, including anymilestone tasks, and entered the resources for your project, it is time to createan outline view of the tasks, show a project summary task, link tasks. You canalso apply constraints and deadlines.

OUTLINING TASKS: Creating an outline view of your tasks, also called a Work

Breakdown Structure, allows you to view tasks at the summary and detailslevels. Additionally, as your project goes on and earlier phases have finished,you can close up the detail level tasks to be able to focus attention on thecurrent tasks in your project plan.


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PROJECT SUMMARY OPTIONS


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PROJECT SUMMARY

Objective: To outline tasks and display a project summary task for theCreative Commercials Marketing Contest plan.

Setup: The MS Project is open.

Scenario: As project manager, you have thought of some detail leveltasks needed to produce the marketing contest. You need to demote thedetail tasks to create a Work Breakdown Structure and show a projectsummary task for the entire project.

Project Management- MS Project 2007 Basics

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