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Course Objectives
Module 1 : Introduction
Module 2 : Planning the Project
Module 3: Task Entry and Task LinkingModule 4: Resources and Resource Management
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Module 1 : Introduction
Start Project 2010.
Note the difference between Project Standard and Project
Professional editions and the new features available.
Open a Project File.
Use the ribbon interface and the new Timeline view.
Change the View of a Project.
Understand terms and procedures in project management and
planning.
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Fundamental of Project Management
Projects ± What are they?
� Inter-related tasks to achieve a goal
� Require resources to complete
� Within a certain time frame
Complex or Simple
� Task link to Task
� Project link to project
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Why use Project Management Software?
Scheduling
Cost Control
Budget Management
Resource Allocation
Collaboration Software
Communication
Quality Management
Documentation
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New Features and Edition Comparison
Professional
Project Server
Standard
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Starting Project
Getting Help
Ms Project ± The Screen Quick Access Toolbar
The Ribbon
The Timeline
Entry Bar
Views and Tables
Status Bar
Scroll Bar
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The Screen
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View Ribbon / Tab
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The Stages of Project Management
Defining the Project
Plan/Design Project
Determine Dependencies and Constraint
Monitoring and Adjusting
Track Progress
Evaluation
Reporting
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How MS Project Helps«
The ³Black Box´(algorithm)
In ut
Task Information Task NameDurationTask RelationshipsFixed CostsConstraints
ResourceInformation WhoAvailability Cost
Output (Schedule)
Gantt Network DiagramResource Graph
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How MS Project Helps«
Summary Task
E A The earliest possible time a task can start.
SS The scheduled start time of the task.
S E The scheduled end time of the task.
LE The latest possible time a task can end.
Predecessor Task
Task A
Task B
Successor Task
EA SS SE LE
Total Slack Delay
Free Slack
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A Work Breakdown Structure (WBS)
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Project Management Terminology
C
ritical PathASAP
Baseline
Cost Variance
Lead/Lag
PERT ALAP
Float
Milestone
WBSCode
LoadingUniform)
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Module 2 : Planning the Project
Define your own project.
Start to use MS Project.
Amend and create project calendars.
Save and close projects.
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Defining the Project
Setting out the Goal
Identify major phases of Project
Create tasks that represent a logical sequence of steps
Collect necessary information you need to define the
project¶s scope.
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Planning «
Plan tasks and resources
Resources
People, material, Machine or Equipment
Get input from team members to make sure you¶re using
the right combinations
Create different plans ± if time permits
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Dependencies and Constraints«
Dependencies
� Relationship between tasks that affect timing of
the project. Constraints
� Determine when a task must begin or end in
order to meet the deadline
� As soon as possible is the default
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Set Critical Path
Outlines all critical tasks
These are the tasks that will cause a project
deadline to delay if they slip
Must be managed well to guarantee the success
of the entire project
Project 2010 can helps to navigate and explore
this CPM every effectively.
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Track Progress
Important to keep project on track
Planning is only the beginning ± Tracking
progress is the key to project management.
Solidify your tracking methods prior to starting the
project to avoid frustation ± as to who tracks what
where and when.
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Final : Reporting«
Reports are generated automatically as when
task, resources, costing and etc. are entered into
the project.
Report can be printed or shared across network
Project 2010 has many pre-set reports
Customization of reports are available too
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Define the Project Start Date / End Date
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DefiningWorking / Non Working Hours
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Create New Calender
Shift Start End
Morning 6am 10am
Break 10am 11am
Morning 11am 3pm
Evening 3pm 7pm
Break 7pm 8pm
Evening 8pm 12am
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Saving Project Files«
A File name can contain up to 255 characters and will
automatically be given a file extension of .mpp.
If you open a project created in a previous version, it will openin compatibility mode and when you save it, it will be saved in
the previous file format.
Click the File tab and choose Save As if you amend or update
a project and wish to save a separately named copy of it.
Save as Project Template
Save as PDF Format / XPS Format
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Module 3:T
ask Entr y andT
ask Linking
Understand the new Task Mode and how it affect the project
schedule
Enter, Delete and Edit Tasks.
Link Tasks.
Create a project outline using summary and subtasks
Insert milestone and recurring tasks
Understand how constraints and deadlines impact tasks
Use automatic features including AutoCorrect and AutoFill
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Creating Tasks
The Title
The Objective of the Task
The time required to complete the task.
(Give an optimistic and pessimistic estimation.)
A note of any previous task or tasks that are associated with
this task.
The immediate subsequent tasks.
The resource(s) that are required to complete the task. Any time constraints that apply.
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Entering aT
askD
uration
Min = Minutes
Hr = Hours
D = Days
W = Weeks
M = Months
0 days = Milestone
? = Estimated
E prefix = Elapsed Time
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Inserting aT
ask and Summar y T
ask
Like Microsoft Excel, when editing an entry in a
cell the field entry bar is active and you can
choose or
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Task Information
Dialog Box
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Deleting
Task and Undo Changes
By pressing del button
Clear a cell
Restore default value
To remove a Task Click on Task ID, press del button
Combination key Ctrl Minus
Undo level limited to 20 changes [default]
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Milestone in Project
The end of a stage
Marks the completion of work package or phase
Signify an important decision made
With PERT or CPM, more accurately determine whether or not
the project is on schedule.
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RecurringT
asks
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Other T
asks¶s Options Adding a Note
Cell Formatting
Roll up Bars
Manual or Automatic Scheduling
Scheduling Ignore Resource Calendars
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Task Relationships and
Type of Links
Predecessor
Successor
Four linkage types
� Finish to Start (FS)
� Start to Start (SS)
� Finish to Finish (FF)
� Start to Finish (SF)
Lag and Lead Time
Splitting Tasks
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Creating Constraints for T
asksConstraint type Description
As Late as Possible Starts the task as late as possible, depending on other task constraints and relationships. You do
not need to enter a date to use this constraint
As Soon as Possible Starts the task as soon as possible, depending on other task constraints and relationships. You
do not need to enter a date to use this constraint. This is thedefault and is equivalent to having
no constraint
Finish No earlier than Constrains the task to finish on or after the date that you enter in the Date box. You can manually
enter this constraint by typing a date in the Finish field in the Gantt table
Finish no later than Constrains the task to finish on or before the date that you enter in the Date box
Must Finish on Constrains the task to finish on the date that you enter in the Date box.
Must Start On Constrains the task to start on the date that you enter in the Date box.
Start No Earlier than Constrains the task to start on or after the date that you enter in the Date box. You can manually
enter this constraint by typing a date in the Start field
Start No Later than Constrains the task to start on or before the date that you enter in the Date box
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Resolving Scheduling Conflicts
Manual vs Automatic Scheduling
Respect Links
Inspect Tasks
Move Tasks
Setting a deadline on a task
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Module 4: Resources and Resource Management An understanding of the various information required to enter
resources
Assigned resources to the tasks
Changed individual resource calendars/availability
Modified task assignments
Completed the end of the design and planning stage and
baselined the project.
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Creating Resources You are able to track the whereabouts of resources
You can identify potential resource shortages or overallocation
that could force you to miss scheduled deadlines and which, in
turn, could possibly extend the duration of your project.
You can identify under-utilised resources ± and if you reassign
these resources, you may be able to shorten the project¶s
duration.
Project uses a resource calendar to automatically schedule the
working / non-working times of a resource
Overallocated resources will show red person icon
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Entering Resources
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Resource Availability D
ates
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UnderstandingH
ow Cost per use is calculated
For example allocating Peter Pan with Max Units = 100%,
Standard Rate of Rm100/hr to a 5 day task. Total Cost will
result in the following
Duration 5 day
Work 5 * 8 hours
= 40 hrs
Total Cost 100% * 100/hr * 40 hrs
= RM4000
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UnderstandingH
owT
otal Cost is calculated
For example allocating a Peter Pan with Max Units = 50%,
Standard Rate of Rm100/hr to a 5 day task. Total Cost will
result in the following
Duration 5 day
Work 40 hours
Total Cost 50% * 100/hr * 40 hrs
= RM 2000
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UnderstandingH
owT
otal Cost is calculated
For example allocating a Samuel with Max Units = 75%, Standard
Rate of Rm100/hr and Cost/Use = RM500 to 2 days task. Total
Cost will result in the following
Duration 2 days
Work 16 hours
Total Hourly Cost 75% * 100/hr * 16 hrs
= RM1200
Cost/Use 75% * Rm500= RM 375
Total Cost RM1200 + RM 375
= RM 1575
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UnderstandingH
owT
otal Cost is calculated
For example allocating a Resource with Units = 500%, Standard
Rate of Rm30/hr to 3 days task. Total Cost will result in the
following
Duration 3 days
Work 3 * 8 hours
= 24 hrs
Total Hourly Cost 500% * 30/hr * 24 hrs
= RM 3600
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UnderstandingH
owT
otal Cost is calculated
For example allocating Samuel and 10 workers to a 5 days Task..
Total Cost will result in the following
Duration 5 days
Work 5 * 8 hours
= 40 hrs
Total Hourly Cost for Workers 1000% * 30 /hr * 40 hrs
= RM 12000Total Hourly Cost + Cost/Use
for Samuel
(100% * 100 /hr * 40 hrs) +
RM500
= RM 4500
Total Cost RM12000 + RM 4500
= RM16500
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UnderstandingH
ow Overtime Rate is calculatedFor example allocating Samuel Angel to a 10 days task and ask to
work for 40 hrs OT with Std Rate ± 100/hr Ovt Rate ± 150/hr.
Total Cost will result in the following
Duration 10 days
Ovt Work 40 hrs
Shorten New
Duration
10 d ((40h / 80h )* 10 d)
= 5 days
Total Cost (Normal Hrs*Std Rate)+(OT Hrs*OT Rate)+(Cost/use)
(40*100) + (40*150) + (500)
= 4000 + 6000 + 500
= RM 10500
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Team Planner (
New Features in 2010)
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More Resources Options
Assigning Additional Resources to reduce task duration
Effort Driven and Manually Scheduled
Fixed Duration / Fixed Units / Fixed Works
Update the Task Completion Percentage