Project Planning Using MS Project Creating a project plan

URBS 609 Project, Unit 3

Project Planning Using MS Project

Creating a project plan

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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:

– Introduction to laying out most commonly used project fields, for easiest data entry

– Introduction to configuring MS Project in a typical layout tools, displaying typically needed data

– Step-by-step creation of a simple sample project

• This module is constructed as the third of three blocks in a building block approach


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MS Project Rules of the Road

• Be prepared before using MS Project

• Have the required building blocks defined

– Identify a clear project goal

– Identify tasks, resources, requirements, limitations

– Identify relationships between tasks

• Constraints and Dependencies

– Identify a defined sequence for tasks

• Like any tool , MS Project cannot define the goal of a project, the user must do that


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Building a Sample Project

Customizing the Layout

• Start by adding the Project Guide and desired toolbars (refer to the previous unit for info)

• Next, configure the WBS (Tasks Lists) fields to reflect the information desired

• The default configuration contains 7 columns

(fields) that show typical information

– Indicators, task name, duration

– Start, finish, predecessors, resource names

• Column positions can be changed by dragging a column left or right (just like in MS Excel)


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• Right mouse click when in the task area to bring up a submenu

Select Insert Column


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• A dialogue box will appear providing a wide range of choices to add information…

– Scroll to “ Cost ” and select it

A cost column has been added


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• Repeat this process adding these columns

– Critical, % Complete, Total Slack

Each column has hints, tips and detailed instructions that are accessible by rolling the mouse over the column header


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• Drag and drop columns for layout according to personal preference…


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Customizing the Display Settings

• Next, set customized display settings

Tools Menu, Options… Use the tabs….


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Customizing the Display Settings

• For this project use the default settings on

– The schedule and calendar tabs

– The edit, view, and calculation tabs

• It is best to use the default settings until a higher degree of comfort is achieved

• Once customized, these settings can be set as default to reduce setup time


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Customizing the PERT Entry Sheet

• Open the PERT Entry

Sheet

• Use the same “Insert column” techniques to add the same columns…


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Customizing the PERT Entry Sheet

• The result will be the PERT Entry Sheet plus the other columns from the task list

• This is not required but saves work later…

Mouse-over help/hints and tips are available in all views


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Customizing Gantt Chart Display

• Customize the display for best results

• Use the default setting or add personal touches

• Switch from PERT Entry Sheet view to Gantt

View


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• Invoke the Gantt Chart Wizard…

– Can only be accessed in Gantt and Tracking

Gantt views…


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• Select Critical Path, this will automatically calculate and display the critical path

• Critical path is displayed in RED


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• Select the type of data to be displayed on the

Gantt

• For this project, select custom task information


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• A Simple visual display provides easy status reporting…


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• Showing dependencies between tasks is a great way to pinpoint relationships and potential conflicts

Critical Link


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Non-critical link

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• This format will be applied to all projects until it is changed…


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About the Gantt Chart Display

• Critical tasks and links are always displayed in RED

• Non Critical tasks and links are displayed in blue, or another color the user prefers

• Formats can be changed at any time during project planning or management but…

– Settle on a simple display that works best

– KISS (K eep I t S imple S on )

Sample Gantt


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Setting the Project Information

• One task remains before entering data

• Set the project information

OR

For the sample project, set the start date to 6/29/04


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Set Working Times

• Set working times by using the Task Wizard or accessing the menu

– For this project use the default settings in the Wizard


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Set Working Times

• Follow the steps in the wizard…


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Enter Tasks

• Tasks can be entered using the wizard, through the

Gantt view task list or the PERT Entry sheet


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Enter Tasks

• Entering data through the PERT Entry Sheet saves time…enter data only once for several uses

– Enter data before PERT analysis is conducted

– It will also populate the task dialogue boxes

– It will also populate the Gantt Task List

• To begin, enter the task names and durations

– Enter only Optimistic, pessimistic & expected durations

– PERT analysis will populate the duration field


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Enter Tasks

• For this sample project enter these tasks:

TASK

Foundation

Framing

Roof

Electrical

Sheetrock

Interior Paint

Exterior Paint

Landscaping

Optimistic Duration Expected Duration Pessimistic Duration

1 week

2 weeks

1 week

1 week

1 week

1 week

1 week

1 week

2 weeks

4 weeks

2 weeks

2 weeks

3 weeks

2 weeks

2 weeks

2 weeks

3 weeks

7 weeks

3 weeks

3 weeks

5 weeks

4 weeks

3 weeks

4 weeks


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Enter Tasks

• The PERT Entry Sheet Should look like this

• Notice all tasks begin and end on the same day

– PERT Analysis has not been completed

• Notice all tasks appear to be critical…

– Task Dependencies have not yet been identified


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Identify Task Dependencies

• Identify which tasks must finish before others can begin – a task dependency

– Foundation must finish before framing begins

– Highlight both tasks and click the link icon


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• By identifying 1 dependency the plan has changed…

– Start and end dates, critical task status

– 1 predecessor has been set – task 1 precedes tasks 2


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• This can also be accomplished by using the Task

Information submenu (right mouse click)


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• Using this same technique, identify and set the other dependencies

– The roof is dependant on completion of the framing

– Electrical is dependant on completion of the framing

– Sheetrock is dependant on completion of the electrical

– Interior paint is dependant on completion of the sheetrock

– Exterior paint is dependant on completion of the framing

– Landscaping is dependant on completion of the exterior painting

• Take a moment to think through the logic of these dependencies – this is a critical part of planning a project

• Hint: highlight multiple tasks by using ctrl and clicking on link icon

• Note: Tasks may be dependant on more than 1 other task


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• Notice how much the plan has changed and the

PERT Analysis has not even been completed

– Critical tasks and dependencies have been identified

– Start and finish dates have been identified


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Completing the PERT Analysis

• All task information has been entered, it is time to complete the PERT Analysis

• Press the Calculate PERT icon

• Click “Yes” on option boxes

– MS Project calculates dates and durations…


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Completing the PERT Analysis

• Use these durations and critical task/path designations for the PERT Risk Analysis


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Explore the other views after the PERT Analysis is complete

• By navigating through the view menu, a variety of charts and graphs display the plan

– Note: cost and resource info has not yet been added

– The critical path has automatically been identified in

RED , as have the critical tasks

• The Gantt charts and network diagram display the PERT Analysis data, not the user provided estimates

• Save the project and explore the views!


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•

Gantt Chart

view

– Notice the critical path in red?


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• Network Diagram

• Notice the Critical Path in Red ? The Critical Tasks in Red and non-critical tasks in blue ?

– MS Project calculates dates and durations…


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• Calendar view … an easy-to-read planning calendar

(Extract of the calendar view)


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• Other views include tracking, optimistic, and pessimistic Gantt charts…(under more views tab)

– Note: do not reformat the pessimistic and optimistic

Gantt views, the dates will be altered

Tracking Gantt


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Optimistic Gantt

Pessimistic Gantt


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Building a Resource List

• Next, build a resource list

– A list of people and equipment needed for the project

– Use either the wizard or the resource sheet view


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• For this project use the following information:

– Painters

• Ben Johnson, $10/hr, OT $15/hr

• Amy Wilson, $17.50/hr, OT $25/hr

– Landscapers

• Adam Stevens, $20/hr, OT $30/hr

• Jill Morris, $25/hr, OT $35/hr

• Contracted Equipment/workers

– Concrete crew, $15/hr, OT $25/hr

– Framers and Roofers crews, $10/hr, OT $20/hr

– Electrician, $40/hr, OT $60/hr


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• The resource sheet should look like this:


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Assigning Resources to the tasks

• Assign resources to tasks by any of several methods:

– In the Task Information box

– In the task list area (WBS)

– In the PERT Entry Sheet

– Through the Wizard


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• For this project, 100% of the resource time is available, if it needs to be changed, do so through the resource sheet view


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• Assign tasks as follows:


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• As assignments are made, MS Project calculates the costs…

• All required entries and calculations are done…save the project!


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Check the Project Statistics

• Checking the project statistics yields a snapshot of costs and times


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Saving a Project Baseline

• Saving a project baseline allows a user to track progress and compare project expectations

– Compare estimates against actual durations, costs etc


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Saving a Project Baseline

• A User can save up to 11 baselines in MS Project

• Very useful for situations where:

– New tasks are added

– The scope of the project changes

– Unexpected delays occur

– The project is crashed

– The project is relaxed

• Save each baseline as a new number using the scroll down menu in the save baseline area


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Adding A Few Personalized Touches

• The project is functional and complete but adding a few extra touches gives it structure

• Add a top level task that serves as a title and project overview

•Indent all subsequent tasks

• Do not assign resources

• Marked critical

•But is Not critical for

PERT Risk analysis purposes


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• Add a milestone that serves as project closure

•Link to all other physical tasks

•Mark dependencies as FF (Finish to Finish) in Task Info Tab

• Do not assign resources

• Marked critical

•But is Not critical for PERT

Risk analysis purposes


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• Adjust Fonts for personal preference


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• Divide tasks into phases

– Useful for large or complex projects

– Does not change project costs/duration/integrity

– Useful where functional use can be derived from completed tasks where project is completed in phases


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• The result is a professional, highly visual plan


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Updating a Sample Project

Updating a Project

• Updating a project is simple if a few basic rules are remembered

– Update the % complete and the date the work is done

• Otherwise MS Project assumes the date the task is competed is the date the task was scheduled to be completed

– Enter a finish date only when the task is finished

– Enter a % complete (when work is in progress but not complete) so MS Project can track and forecast task and project completion


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• Updates can be made on Gantt view Task List

(WBS) view or in the Task Information Tab

Task Information Tab

Gantt view Task List


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Managing a Sample Project

Reports and graphs

• Simple reports can help all concerned stay in touch with a project

– Go to Reports on the View menu for a wide range of wizard driven reports – or create a custom report!


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Budget Reports

• Budget overviews…

And budget reports that show under and over budget tasks and resources…


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Cross tabs


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Crashing a Project

• Projects can be crashed using MS Project

– Add extra resources to the resource list and assign them to tasks to shorten project duration and/or

– Assign existing resources overtime (OT) work

– To assign overtime, insert 2 new columns in the Task

Usage View and add OT as appropriate


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• Projects can be crashed using MS Project

– Crash projects with caution – it is a disruptive action

• Do a what if crashing exercise and save the baseline separately, keeping the original project intact – allows exploration without risk

– Compute crash savings and costs – how much time will be saved and how many extra $ it will cost

• Refer to early instruction units for these techniques or

• Examine variances between baseline in MS Project


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• Project will update the costs and changed durations accordingly

• Remember – effort required to complete a task/project remains fixed, only duration changes

• Save the baseline of a crashed project to compare against original estimates and expectations

• Be sure to check critical tasks status; non-critical tasks may become critical after crashing


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What MS Project does not do

• MS Project does not

– Compute probability of on-time completion

• Do this using the Excel PERT Calculator

– Refer to previous instruction for this technique

For this project, there is a 39.64% probability of completing the project within 13 weeks (the PERT likely duration)…


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… a 90.54% probability of completing the project within 15 weeks…

INCLUDE ONLY CRITICAL TASKS IN PERT RISK ANALYSIS


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…but only a 3.30% probability of completing the project within 11 weeks.

INCLUDE ONLY CRITICAL TASKS IN PERT RISK ANALYSIS


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MS Project

Review and Final Thoughts

• A strong tool that saves time

• Makes tracking project status easy

• Makes communicating project status easy

• Be prepared before beginning

• Use the program resources for assistance

– Wizards, guides and help function

• Save the project data often (in 2 places)


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MS Project


• KISS ( K eep I t S imple S on)

• Stay in touch with the project

• If the plan doesn’t seem right it probably isn’t – track down suspected discrepancies

• Practice makes perfect

• MS Project get easier to use with practice

• Start with default settings and then customize


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MS Project


• MS Project automatically

– Identifies Critical tasks & the Critical Path (in

RED )

– Computes Late/Early start and finish dates

– Computes Total Slack (A.K.A Total Float)

• Critical tasks will always have ZERO Total Slack

• Effort to complete a task is fixed

– Duration changes by adding or subtracting resources; more resources = less duration


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MS Project


• Even the best plan is still an estimate

• A plan is only as good as the data it uses

– Bad estimates = bad plans

• Risk Analysis must be computed separately

• Construct and use an Excel-based PERT Risk Calculator

• MS Project is just a tool, the manager owns the project and is responsible for its health

• Communicate status frequently and clearly


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Resources Used in This Unit

• Dr. Anthony Filipovitch

• MS Project, by Microsoft Corporation

• MS Excel, by Microsoft Corporation

• PM Body of Knowledge (PMBOK),

Philadelphia: PMI, 2000


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You have completed

URBS 609 Project Unit 3

Please proceed to

URBS 609

Project Management Assignment

This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004


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Project Planning Using MS Project Creating a project plan

Creating a project plan

Gantt Chart

Please proceed to

URBS 609

Project Management Assignment

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Project Planning Using MS Project Creating a project plan

Creating a project plan

Gantt Chart

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URBS 609

Project Management Assignment

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