PPTs on MS Project 2010

Connoisseur Solutions
Managing Projects Using MS Project 2010
Pankaj Sharma - Mobile No -919810996356

What Is a Project?
“A temporary endeavor undertaken to create a unique product
or service.”*
 E.g.
 Developing an Ecommerce portal
 Construction a Building
 Managing an Event
 Project Characteristics
 Temporary
 Unique products, services, or results
 Progressive elaboration

Project Characteristics : Temporary
 A definite start date and end date
 Project can end due to
 Objectives achieved
 Objectives cannot / will not be achieved
 Need does not exist
 Temporary does not necessarily mean “Short Term”
 Some projects take years (5 - 15 years) to complete e.g.
Space exploration projects, drug discovery and clinical trial
projects etc.
 Product / services created by project might not be temporary

Project Characteristics : Unique
 Project should create Unique product or service or result
 Examples:
 Development of a web portal
 New drug to market – clinical trials
 Prototype of a new car
 There could be repetitive elements in project
 Making another tower similar to existing one
 Launching a new insurance product

Project Characteristics: Progressive Elaboration
 Progressive elaboration is the incremental design and refinement
of the initial concept toward the project plan.
A Project starts with a vision , the vision is converted into high
level plan and as we move forward the requirements unfold and
this helps in planning the time horizon that we can see
(Immediate Future) in detailed manner.

The Triple Constraint
OR, IN
SIMPLE
ENGLISH
Defect Free
Fast Cheap
Complete
Quality
Cost
Scope
Time

What is MSP
 Project Management Information System
 Assist project managers in Developing Project Schedule
 Assigning resources to tasks
 Analyzing workloads
 Monitor & Track progress
 Managing budgets/cost

Project Management
Project management is the discipline of organizing and managing
resources in such a way that the project is completed within
defined scope, quality, time and cost constraints.

SMART Objectives
Specific
Objectives should be quantifiable. Eg a revenue increase of 1
million USD in a year time frame
Measuable
There should be some way of actually testing whether or not that
stated target has been met.
Attainable
The desired objective must be one that is actually possible to
achieve within the time and cost parameters provided.
Relevant
The desired objective should relate directly to the organization's
business needs and stated mission.
Time-Bound
The completion date of the objective should be either a specific
date or time or an "offset" from the beginning of the project. (For
example, benefits must be achieved within five months of
project launch.)

What’s new in 2010
 Improved interface
 New viewing options
 Team Planner
 Timeline
 Easier view customization
 Add new columns
 Zoom Slider
 User-controlled scheduling
 Manual scheduling
 Inactive Tasks
 Top down summary tasks
 Easier collaboration
 Upload to SharePoint
 Enhanced Copy/Paste
 Split In Progress Tasks

User Interface – Project 2010

Project Options – Schedule

Project Options – Advance

Setting a Start Date
After Opening the Microsoft Project file, On the menu click
Project > Project Information. The following screen opens up.

Create WBS
In the task tab use Indent and Out dent feature as shown below
to create WBS

Define Activities (Tasks)
Decompose Work packages into granular activities (Tasks)

Define Activities
Decompose Work packages into granular activities

Task Types
Work, Duration and Unit (% allocation) are determined by
 Work = Duration * Unit
Revise Work Revise
Duration
Revise Unit
Fixed Unit Duration Work Duration
Fixed Work Duration Unit Duration
Fixed
Duration
Unit Work Work

Effort Driven Scheduling and Task Types
 Effort-driven scheduling determines what happens to the duration or resource units for a
task when you add or remove resources Following is the impact if effort driven
scheduling is turned on for the following task types
 Fixed Units If effort-driven scheduling is turned on for the task, Project adjusts the
task's duration when you add or remove resources. If you have the means, adding more
people is one option for shortening your schedule.
 Fixed Duration If effort-driven scheduling is turned on for the task, changing resource
assignments changes the amount of effort the resources will put in on the task. You may
want to consider this option when scheduling a project if you feel the need to lighten the
load on some of your people, or if you need to assign some of them part-time to other
tasks.
 Fixed Work The Fixed-work task type and effort-driven scheduling both keep the Work
value constant and you cannot turn off the effort-driven setting for a task set as Fixed
Work.

Sequence Activities -Task Relationship
 Task relationships reflect the sequence in which work should be
done.
 By default MS Project uses Finish to Start relationship
 There are 4 different types of relations
 Finish to Start
 Start to Start
 Finish to Finish
 Start to Finish

 You can also add Lead and Lag to the schedule:
 An overlap (called lead time) OR
 A delay (called lag time) between the finish and start dates of
predecessor and successor tasks.
 Lead time causes the successor task to begin before its
predecessor task concludes
 Lag time causes the successor task to begin some time after its
predecessor task concludes

• Finish to start: finish date of predecessor determines the
start date of the successor

• Start to start: start date of predecessor determines the start
date of the successor

• Finish to finish: finish date of the predecessor determines
the finish date of the successor

• Start to finish: start date of the predecessor determines the finish
date of the successor task. This relationship is very rarely used.

Sequence Activities Task Constraints
 Flexible constraints
 Flexible constraints allow tasks to be scheduled without any
limitations other than their predecessor and successor
relationships.
 No fixed start or end dates are imposed by the constraint types.
 ASAP (as soon as possible)
 ALAP (as late as possible)

 Semi-flexible constraints
 Limit the rescheduling of a task within the date constraints
you specify
 SNET (start no earlier than)
 SNLT (start no later than)
 FNET (finish not earlier than)
 FNLT (finish not later than)

 Inflexible constraints
 Completely prevent the rescheduling of a task. Use these
constraint types only when absolutely necessary!
 MSO (must start on)
 MFO (must finish on)

Sequence Activities (Method 1)
Identifying relationships between Predecessor, Successor, Lead
and Lag (Right Click the successor task and click Information
option, The task information window pops up. Click the
predecessor tab and enter ID (Predecessor’s Task Id) .

Sequence Activities (Method 2)
In the Predecessor Column of the Gantt Chart add predecessor’s
task Id along with the type of relationship (Finish to Start(FS) or
Finish to Finish (FF) or Start to Finish (SF) or Start to Start (SS) and
lead or lag

Resource Type
Work Resources are people and machines, and they need time
(hours, days, weeks, etc.) to perform the Tasks
Material Resources are consumables like bricks, oil, concrete
etc., and they are time independent.
Cost Resources are time independent resources, like Airplane
tickets.

Estimate Activity Resources
(Add Resources to the resource sheet)
Add resources (Work, Material and Cost) to the resource sheet
and their details
On Main Menu Click View > Resource Sheet

(Assign Resources to the tasks)
In the Gantt Chart select the task for resource allocation , right
click and select Assign Resources option.

(Assign Resources to the tasks)
On selecting Assign Resources option, the new screen Assign
Resources pops up. Add units for resources that are work and
material type. The cost for resource of Cost Type is added here.

Assigning the Fixed Cost
Go to View > Task Usage> Add the Column Field “Fixed Cost”
Assign the value for fixed cost task as 100 USD is assigned to
create design and document in the task below.

Configure Resource Calendar
Click Project > Change Working Time> Select the resource for
whom the calendar needs to be configured

(Working to Non – Working days)
Select the date on the resource calendar that need to be
changed from working to non working and click the tab exception
,add name of the resource and press enter.

(Non Working to Working days)
Select the date on the resource calendar that need to be
changed from non working to working and click the tab work
weeks ,click details a new window pops up. Select the days and
enter the time in the table as shown in fig below.

Resource Leveling
 Resource leveling is the process that ensures resource
demand does not exceed resource availability. It’s a way to fix
over allocation.
 Over-allocation: The result of assigning more tasks to a
resource than the resource can accomplish in the working
time available

Resource Leveling
 Resources are leveled in the following ways:
 By delaying a task until the assigned resource has time
to work on it.
 By splitting a task so that part of a task is done when
planned and the rest of it is done later when the
assigned resource has time.
 By replacing the resource with a new one

Resource Leveling (Automatic)
 Standard - Project examines predecessor dependencies, slack
time, dates, constraints, and priorities
 ID - Project simply goes down the task list in order by task ID
 Priority and standard - Project first examines any set task, or
project priorities and then examines the standard factors
 If you don't want Project to level a specific task, set the
task's priority level to 1000

Resource Leveling – Task Inspector

Resource Leveling – Team Planner

Resource Leveling – Splitting the Tasks
 By splitting a task so that part of a task is done when planned
and the rest of it is done later when the assigned resource has
time.

Inactive Tasks
Project’s schedule will change throughout the lifecycle based
Change requests, corrective and preventive actions. A task that
was originally planned might not be required later.
If this task is deleted, you lose all the baseline information and
any work or costs associated with the task. And as the project
executes, you may want to compare the current project against
the original baseline or conduct a what-if analysis.
InactiveTask feature allows you to remove tasks from
the schedule and recognize the task existed in the
original plan.

Why Baseline?
The main benefits of having a project baseline are
 Ability to assess performance (Baseline vs actual)
 Improved future estimating accuracy

Project Baseline
 Entire Project
 Selected Task

Interim Plan
Interim Plans could be thought of as mini-baselines. They store
only the task's start and finish dates.

Critical Path
Longest path in a project network diagram. Float or Slack for all
the activities on the critical path is zero

Timeline

Deadline
Deadline dates are used to indicate a target date you don't want to miss
 Without requiring to set a task constraint
 When a task finishes after its deadline, Microsoft Project displays a task indicator
notifying that the task missed its deadline

Total Slack
Amount of time that a task can move later in time without
affecting the finish of the project

Slippage

Task Usage – Work Contour

Resource Usage – Work Contour

Network Diagram
 If the task is completed, the task node shows cross diagonal
lines
 If the task is in progress but not completed, a single diagonal
line draw through node
 No diagonal line appears in tasks that are not yet started

Tables

Filters

Grouping

Report Types

Reports - Costs

Reports - Assignments

Multiple Projects
Create a Master Project and its sub project and link them using
link task as shown in figure below. Select the predecessor first
and then the successor and click on link task feature.

Resource Pool
Create a Resource Sheet (Press ctrl + n) in a new file, add resources to it and save it
with the name Resource pool. This file needs remain open if its resources have to be
shared. To make the resources available to the other project, Click resource and then
resource pool as shown in fig below.

PPTs on MS Project 2010

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PPTs on MS Project 2010