®

Microsoft
Project 2007
Training

Module 1: The Basic

Welcome
This training module was created by: Eng’r Sid Calayag

 Credentials:
• Trained in Planning and Scheduling using Primavera
• Experienced in using Harvard Project Manager and MS Project since version 3
• Trained in Project Management and Quality Management System
• Regular Trainer for Taikisha Philippines Inc.
• Certified Lead auditor for ISO 9001:2000 and ISO 9001:2008
• Practiced Project Management (local and abroad)
• Published major training materials in the internet on the following subjects:
• Guidelines for Project Kick-off Meeting
• Quality in Construction Works
• Improve Project Performance Using 5S Concept
• QA/QC Concept, Roles and Responsibilities in TPI Organization
• Quality Improvement Using Root Cause Analysis
• Practical Auditing
• Upgrade QMS System to ISO 9001:2008
• Introduction to Cleanroom Technology

2
Course Objectives

 This Microsoft Project course gives delegates an

introduction to project management and to the
concepts of planning and scheduling using Microsoft
Project 2007. Delegates on this training will learn
how to identify, organize and manage the tasks and
resources required to complete a project under the
constraints of time and cost to achieve a final project
target.

4
Course contents

• Lesson 1: Project Management

• Concept of Project Management
• Key Metrics and Success Factors
• PERT and CPM
• Lesson 2: Microsoft Project
• Planning the Project
• Task Entry and Linking
• Updating the Project
• Working with your views
• Printing and Reporting
5
Lesson 1

 Project Management
• Commonly used terms
• Concept of Project Management
• Key metrics to Project Management
• Key Success Factors
• The Critical Path / PERT Chart
Commonly used terms

 Activity – a specific project task that requires resources

and time to complete
 Baseline – the original approved plan
 Crash - in CPM, an activity can be conducted at a normal
pace or at an expedited pace at a greater cost
 Critical - an activity or event that if delayed will delay
project completion
 Critical path – the series of activities that determines the
duration of a project. It is the longest path through the
project.

7
Commonly used terms

 Deliverables- any measurable, tangible, verifiable

outcome, result, or item that must be produced to
complete a project
 Fast tracking – a method of shortening the critical path by
carrying out activities in parallel
 Gantt chart – a manner of illustrating multiple time-based
activities on a horizontal time scale
 PERT – Program Evaluation and Review Technique chart
depict task, duration, and dependency information in a
network form.

8
Concept of Project Management
• Project termination
• Team Development
Initiation Initiation
Process • Organization Commitment

• Scope Definition
• Activity Definition
Planning Planning
Process
• Schedule Development/Cost
Estimating/Resource Planning

Management
• Information Distribution
Execution Execution • Update Project
and Control • Performance Reporting
Process

• Project Close-out
Closure • Administrative close-out
Closure
Process • Project completion

9
Projects

JAN FEB MAR APR MAY JUN

Build A

A Done

Build B

B Done

Build C

C Done
On time!
Build D

Ship

Unique, one-time operations designed to

accomplish a specific set of objectives in a limited
time frame. 10
Key metrics and success factors

 The Key Metrics

• Time
• Cost
• Performance objectives
 The Key Success Factors
• Top-down commitment
• Having a capable project manager
• Having time to plan
• Careful tracking and control
• Good communications 11
Project Management

 What are the tools?

• Work breakdown structure
• Network diagram
• Gantt charts Gantt Chart Project
MAR APR MAY X AUG SEP OCT NOV DEC
JUN JUL

Level 1
Locate new
facilities

Level 2 staff
Interview

Hire and train staff

Leveland
Select 3 order
furniture

Remodel and
Level 4
install phones

Move in/startup

12
Project Manager

Responsible for: Work Quality

Human Resources Time
Communications Costs

13
Review Lesson 1-a

What are the key metrics?

• Time
____
• Cost
____
• Performance ___________
objectives
What are the Key Success Factors?
• Top-down __________
commitment
• Having a ______
_______
capable project
project
project_______
manager
_______
• Having ____
time to
to plan
plan
• Careful tracking and _______
control
• Good ______________.
communications 14

Critical Path /“Pert” Charts
PERT and CPM

PERT: Program Evaluation and

Review Technique
CPM: Critical Path Method

• Graphically displays project activities

• Estimates how long the project will take
• Indicates most critical activities
• Show where delays will not affect project
The Network Diagram

• Network (precedence) diagram

• Activity-on-arrow (AOA)
• Activity-on-node (AON)
• Activities
• Events
The Network Diagram (cont’d)

 Path
• Sequence of activities that leads from the starting
node to the finishing node
 Critical path
• The longest path; determines expected project
duration
 Critical activities
• Activities on the critical path
 Slack
• Allowable slippage for path; the difference between
the length of path and the length of critical path
Project Network – Activity on Arrow

Order
AOA furniture 4
Furniture
Locate 2 setup
facilities
Remodel
1 5 6
Move
in
Interview
Hire and
train
3
Project Network – Activity on Node

Order
furniture
AON Locate Furniture
2 setup
facilities

1 6
Move
Remodel
in

S 5 7

Hire and
Interview
train

3 4
AOA vs. AON
AOA
Order
furniture 4

2 Furniture
Locate setup
facilities
Remodel
1 5 6
Move
in
Interview
Hire and Order
train furniture
3 AON
Locate 2 Furniture
facilities setup

1 6

Move
Remodel
in
S 5 7

Hire and
Interview
train

3 4
Network Conventions

a
b
c a

c
b

a c
a c

b Dummy
activity
b d
Time Estimates

 Deterministic

• Time estimates that are fairly certain

 Probabilistic

• Estimates of times that allow for variation

Probabilistic Estimates

to tm te tp

Activity Optimistic Most likely Pessimistic

start time time (mode) time
Expected Time

te = to + 4tm +tp
6
te = expected time
to = optimistic time
tm = most likely time
tp = pessimistic time
Example 1

Optimistic Most likely Pessimistic

time time time

2-4-6
b

3-4-5 3-5-7 5-7-9

d e f

4-6-8
h
Review Lesson 1 - b
Deterministic
time estimates

6 weeks
4

2 3 weeks
8 weeks

11 weeks Move in
1 5 6
1 week

4 weeks
9 weeks
3

PATH LENGTH SLACK

1-2-3-4-5-6

1-2-5-6
1-3-5-6
Solution to Review Lesson 1 - b

Critical Path

PATH
PATH LENGTH
LENGTH SLACK
SLACK

1-2-3-4-5-6
1-2-3-4-5-6 18
18 22

1-2-5-6
1-2-5-6 20 0

1-3-5-6
1-3-5-6 14 6

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Solution to Review Lesson 1 - b
Deterministic
time estimates

6 weeks
4

2 3 weeks
8 weeks

11 weeks Move in
1 5 6
1 week

4 weeks
9 weeks
3
Critical Path

PATH LENGTH SLACK

1-2-3-4-5-6 18 2

1-2-5-6 20 0
1-3-5-6 14 6
 Pert Chart

 tasks a and b can start simultaneously

 task c can start after a is complete
 task d can start after b is complete
 c and d must complete before e can begin

A c
a
e
0 C&D E

b B d

The CRITICAL PATH is the longest continuous path of activities through a project that
determines the project end date. 33
Review Lesson 1 - c:
Draw a Pert Chart for this job
Task Title Duration Precedence
a. start 0 -
b. think 1 a
c. plan 2 b
d. procrastinate 5 a
e. assign to someone else 1 c,d
f. hide 3 e
g. finish 1 e
h. grab credit 1 f,g

34
 Solution to Review Lesson 1 - c

Task Title Duration Precedence

a. start 0 -
b. think 1 a
c. plan 2 b
d. procrastinate 5 a
e. assign to someone else 1 c,d
f. hide 3 e
g. finish 1 e
h. grab credit 1 f,g

a b c e f

A 1 B 2 C C&D 1 E 3 F F&G H
1
0
d g
1
5
D G

Critical Path = A D E F H slack in B C, G 35

Lesson 2: Microsoft Project

• Starting Microsoft Project

• The Screen

• The Default View

• Views and Tables

• Menus

• The Tool Bar

Starting Microsoft
Project
1. Run MS Project by opening it in
“All Programs”
• Select MS Project (usually in
the same group where other
MS Office applications are
located.

37
The Screen

1. Default View
2. Change the Default
View :
• Choose View,
3. You may add or delete some
Toolbar,
of the Toolbar Project
in the Screen
fromGuide .
this menu.

38
Planning the Project

• Where to Begin
• Defining the Project
• Setting the project start date
• Complete the Project Plan
• The base calendar
• Save the New Project File
Planning the project

 Where to Begin
1. Start MS Project
2. Choose the Define
Project in the Task
Wizard
3. Follow succeeding
instructions

40
Planning the Project

 Define the project

1. Choose “Define general

working time” in the
Wizard
2. Choose standard time
for a regular 8 hour
work day
3. Customize it to suit
your needs.
4. Follow succeeding
instruction

41
Task Entry and Linking

• Creating Milestone,
• Task Relationships
• Linking Tasks
• Editing the Task Information
• Formatting the Gantt Chart
• Highlighting the critical path
Create Milestone, Link and Relationship

 When you enter a task or import

a number of tasks, they have a
duration of one day as a default
To create milestone, select the task/s
considered as milestone and then
right click. Select Task Information.
Put a check mark on Milestone.
To create subtask, select the task
considered and then select
Project/Outline/Indent in the Menu
Link the selected tasks by selecting
Edit/Link task in the Menu.
NOTE:
All task are automatically link by
Finish (a task) to Start (another task).

Edit the Duration, Start or End Date as

needed. 43
Editing Task Information

 You can view

information regarding
a task by selecting the
task and then right
click.
A Task Information will
appear showing several
tabs where you can add,
delete, or edit
information regarding
Resources, Predecessors,
etc.

44
Formatting the Gantt Chart

You can format the Gantt

Chart view by using the
Gantt chart Wizard

 Select Format/Gantt
Chart Wizard in the
Menu
Follow the instruction in
the Wizard

45
Highlighting the critical path
You can also highlight
the critical path in the
Gantt Chart view by
using the Wizard
 Select Format/Gantt
Chart Wizard in the
Menu
Follow the instruction in
the Wizard

46
Updating the Project

• Setting the baseline

• Update the project

• Tracking Progress
Setting the Baseline

1. Select Tools/Tracking the

Menu Bar
2. A dialog box appears
where you are given a
choice to “Set a
Baseline” for the whole
project or for the
selected task only.

48
Update the project

1. Select Tools/Tracking the

Menu Bar
2. A dialog box appears where
you are given several
choices to update the
project.

49
Update each task in a project

1. Highlight a column where you

want to insert another
column.
2. Select Insert | Column in the
Menu bar, or
3. Right click and then select
“Insert column”.
4. In the “Column definition”
dialog box , choose
“%Complete”. Then select
“OK”.
5. Update each task in the new
column.
50
Tracking Progress

1. Select Tools | Tracking |

Progress Line in the Menu
bar
2. In the “Progress Line” dialog
box , choose “always display
current progress line” and “At
current date”. Then select
“OK”.
3. A red vertical line will appear
showing the status of the
project.

51
Sample of a project with tracking

52
Network Diagram

• View the Network Diagram

• Elements of the Network Diagram

The Network diagram

1. Select View | Network

diagram in the Menu bar,
2. The Network Diagram
appear immediately as
shown.
3. Close-up view of the
Network diagram

54
Elements of the Network diagram

55
Printing and Reporting

• Page Setup
• Reports Setup

56
Page Set-up

1. Select File| Page Set-up in

the Menu bar,
2. The “Page Set-up” dialog
box will appear showing
paper sizes and other
choices.
3. Customize the printed
output by inserting
additional info in the
“Header “and “Footer”

57
Action Reflection

“Failure to plan is planning to fail”

END OF TRAINING

FOR MODULE 1

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