URBS 609 Project, Unit 1
Project Planning Using MS Project
Introduction and Background
About This Training Module
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This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004
Urban and Regional Studies
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Training Module Preview
• This module will provide:
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Introduction to the background of MS Project
Introduction to the Advantages of using MS Project
Introduction to the Hazards of using MS Project
Tips for using MS Project
Background material for project planning
• This module is constructed as the first of three
blocks in a building block approach
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MS Project Assumptions
• The first assumption of any project planning is
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that the project goal and tasks are defined
MS Project uses the same assumptions as
planning a project manually:
– All tasks have distinct begin and end points
– All estimates can be mathematically derived
– Tasks must be able to be arranged in a defined
sequence that produces a pre-defined result
• Like any tool, MS Project cannot define the goal
of a project, the user must do that
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The Basis of MS Project
• MS Project is a strong tool that is built around the
PERT and CPM basics
– (See PERT/CPM blocks of instruction to review the basics
if these terms are unfamiliar)
• Based on same basic PERT calculations invented in
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1958
Based on same basic CPM calculations invented in
1958
Incorporates use of a WBS (Task list) format
invented in the 1960s
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The Basis of MS Project
• A highly visual, yet checklist-intensive program
– Balances visual approach (charts, graphs, etc) with
logical structured approach (task and resources lists)
• The most widely used PM program because:
– It is fairly generic in its approach
– Highly automated once configured; requires relatively
low amount of user manipulation
– Scalable – can be used for small to enormous projects
– A cost-effective choice for casual users
• Easy to use core techniques
– Advanced techniques are complex, however
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MS Project Strengths
• Good step-by-step tutorial for beginners
• Good searchable keyword help function
• Based on data entry – once configured, user enters data
and Project automatically:
– Computes all times and costs
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• Optimistic, Pessimistic, Likely and PERT- expected
Identifies Critical Path, computes late & early start dates, slack
Computes % complete on a task and project level
Identifies areas of over-tasking of resources
Draws a wide ranges of charts and graphs specific to the project
Creates a wide range of reports specific to the project
• VERY customizable to meet individual user needs
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MS Project Strengths
Sample MS Project Charts and Diagrams
• Based on configuration and data entered by
the user, MS Project plots Gantt Charts
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MS Project Strengths
Sample MS Project Charts and Diagrams
• Based on configuration and data entered by
the user, MS Project plots Task Calendars
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MS Project Strengths
Sample MS Project Charts and Diagrams
• Based on configuration and data entered by
the user, MS Project plots Network Diagrams
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MS Project Strengths
Sample MS Project Charts and Diagrams
• Based on configuration and data entered by
the user, MS Project plots Resource Graphs
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MS Project Strengths
Sample MS Project Tables and Reports
• Based on configuration and data entered by
the user, MS Project plots Tabular Data
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MS Project Strengths
Sample MS Project Tables and Reports
• Based on configuration and data entered by
the user, MS Project plots Tabular Tracking Data
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MS Project Strengths
Sample MS Project Tables and Reports
• Based on configuration and data entered by
the user, MS Project plots High Level Reports…
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MS Project Strengths
Sample MS Project Tables and Reports
• …to-do lists on a person by person basis…
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MS Project Strengths
Sample MS Project Tables and Reports
• …lists of tasks that should have started but have
not…
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MS Project Strengths
Sample MS Project Tables and Reports
• …lists of tasks that are scheduled to begin
soon…
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MS Project Strengths
Sample MS Project Tables and Reports
• …lists of critical tasks (makes it easy to identify
tasks that become critical once a project is
crashed)…
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MS Project Strengths
Sample MS Project Tables and Reports
• and much, much more
• All charts, diagrams, and reports are designed to
help a manager organize and track a project
• All come in a standard configuration
• Most typically used information
• Easiest to read format
• All are also customizable to show the most
meaningful data
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MS Project Strengths
• Flexible and customizable
• Designed to enhance communication
– Between manager and workers
– Between managers and stakeholder
– A good tool to manage expectations
• Charts, diagrams, tables etc can be saved
in various formats for use:
– On the web, in print, electronically
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MS Project Weaknesses
• Makes it easy to lose touch with the
project – very automated
– Automates all calculations
• Scheduled dates, costs projected dates, etc
• Tracks when a resource is over-allocated but does
not provide a warning when it happens
• Conflicts are not intuitively displayed
– Will “let” a project get over budget/over-time
• A tool that must be monitored when used
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MS Project Weaknesses
• No Risk Assessment Function
– Does not calculate probability of completion
• A Key weakness – this info is always requested
– A Manager must compute this manually/with Excel
– Crashing costs/times are not calculated
• Must be computed on a task basis and then compared to the
baseline (or done manually)
• Assumes manual intervention by Project Manager
– Crash the project manually and save as a new baseline
• Project is heavily influenced by the Earned Value
method (EVM)– typical Risk Assessment is not a
factor in EVM
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MS Project Benefits
Review
• Much less work for a user compared to
manual/MS Excel project planning
• Does most of the required calculations
• Wide range of graphs, charts, reports
• Very customizable, very flexible
• Makes communicating project status
easier – expectation management
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MS Project Hazards
Review
• Very Automated – easy to lose touch
• No Risk Assessment function
– Must be done in MS Excel/manually
• Based on PERT/CPM but also influenced by EVM
– Weighs by project/task costs, not just completion
– Does not consider intangible progress that is common
in Social Sciences projects
• Knowledge as part of the process, not just the result
• Progress as part of the process not just task completion
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Tips for Using MS Project
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Know the project goal before beginning
Know the required tasks before beginning
Identify resources before beginning
Identify task relationships before beginning
Refer to the tutorial as often as needed
Refer to help section as often as needed
Keep the configuration as simple as possible
Avoid losing touch with the project
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MS Project
Final Thoughts
• MS Project is only a tool –it does not create or
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“own” the project – it reflects the data provided
The simpler the configuration, the easier the data
will be to understand, for all involved
If the plan doesn’t look right, it probably isn’t
– Check resource and task assignments/relationships
– Check constraints and dependencies
– Look for what has changed in a plan and follow the
clues - a small unintentional change can wreak havoc
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Resources Used in This Unit
• Dr. Anthony Filipovitch • Project Management
Institute (PMI)
• MS Project, by
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Microsoft Corporation
MS Excel, by Microsoft
Corporation
PM Body of
Knowledge (PMBOK),
Philadelphia: PMI,
2000
Resource Center
– Project Management
Institute Website
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You have completed
URBS 609 Project Unit 1
Please proceed to
URBS 609 Project Unit 2
This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004
Urban and Regional Studies
Institute
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