Professional Documents
Culture Documents
MS Project - User Manual: Mag. Christian Maurer 1 25/01/2014
MS Project - User Manual: Mag. Christian Maurer 1 25/01/2014
(Compiled by Christian Maurer) Table of Contents 1 Introduction.................................................................................................................2 What can MS Project do for you?..............................................................................2 2 Working with MS Project...........................................................................................3 1.1Starting MS Project...............................................................................................3 1.2The MS Project 2003 works ace!.........................................................................3 3 "reating a new Project................................................................................................# 1.3Setting the roject start date and adjusting the roject ca$endar!..........................% 1.#&djusting the Ti'e Sca$e (or'at..........................................................................) 1.%*nter Task +a'es and Task ,o$$ - s.................................................................... 1.)/rganising Tasks into Phases!...............................................................................0 1.).1*sti'ating 1urations!.....................................................................................0 1.).22inking Tasks...............................................................................................10 1.).31is $aying the roject su''ary task...........................................................11 1.).#Show /ut$ine +u'3er! 4W5S "ode6...........................................................12 # &djusting Task ,e$ationshi s!..................................................................................13 1..Task "onstraints!.................................................................................................1% 1...1($e7i3$e task constraints!..............................................................................1) 1...2Se'i8f$e7i3$e constraints!.............................................................................1. 1...3Inf$e7i3$e ti'e constraints!...........................................................................1. 1.9Task Ty es!.........................................................................................................19 1.9.1(i7ed 1uration..............................................................................................19 1.9.2(i7ed Work...................................................................................................19 1.9.3(i7ed -nits...................................................................................................10 % Project ,esources......................................................................................................10 1.0*ntering resources into the ,esource Sheet!.......................................................20 1.0.1Setting - *:ui 'ent ,esources.................................................................20 1.0.2Setting u Materia$ ,esources......................................................................20 1.0.3*ntering ,esource Pay ,ates........................................................................20 1.0.#1ocu'enting ,esources!..............................................................................21 1.10&djust the Working Ti'e for the ,esources!....................................................21 ) (or'atting and Printing the Project P$an..................................................................22 1.11"reating a co y of the ;antt "hart....................................................................22 . Sa<ing a Project 5ase$ine..........................................................................................23 9 &ssigning ,esources to Tasks!..................................................................................2% 1.12The Schedu$ing (or'u$a! 1uration= -nits= and Work!.....................................2. 1.13*ffort8dri<en schedu$ing 'ethod!.....................................................................2. 0 Tracking the roject>s rogress.................................................................................29 1.1#2e<e$s of tracking!.............................................................................................20 1.1#.1Track a roject as schedu$ed.......................................................................20 1.1#.2*ntering a Tasks>s "o' $etion Percentage................................................30 1.1#.3Tracking &ctua$ Work for Tasks and &ssign'ents...................................30
25/01/2014
1 Introduction
MS Pro e!t has been espe!ially de"eloped #or pro e!t management and is a use#ul so#t$are appli!ation #or planning% tra!&ing and !ontrolling a pro e!t. 'hat !an MS Pro e!t do #or you( MS Pro e!t is only a tool $hi!h supports pro e!t managers. )t does not e*e!ute pro e!t management #or you. MS Pro e!t !an do !al!ulations in terms o# durations or !osts a!!urately. MS Pro e!t allo$s +$hat i# s!enarios(,% to ma&e !hanges to the pro e!t and see the e##e!ts to those !hanges be#ore #inalising your plan and !ommitting it to $or&. -n!e your plan is in a!tion% MS Pro e!t !an tra!& all the in#ormation you !olle!t about the $or&% duration% !osts and resour!e re.uirements #or your pro e!t so that you !an ma&e ad ustments in order to &eep on target. MS Pro e!t helps you to !reate and print "arious prede#ined reports and "ie$s .ui!&ly. /o"e"er% $hi!h e"er pro e!t management so#t$are pa!&age you ha"e in use% the ma!hine !annot do #our things0 )t !annot !reate the tasks #or you )t !annot !reate the logical relationships bet$een the tas&s )t does not &no$ the duration o# tas&s )t !annot possibly &no$ $hat resources you ha"e to apply to the tas&s
1hus the dra$ing up o# a detailed $or& plan sho$ing the logi! o# se.uen!es is an essential part o# the planning pro!ess.
NOTE: MS Project also as a !er" useful #el$ facilit" %it its o%n set of online tutorials t at "ou can do at an" ti&e'
25/01/2014
25/01/2014
Menu Bar
Entr" Table
1he entry table $ill !ontain a listing o# e"ery tas& re.uired by the pro e!t and $ill sho$ !al!ulated details #or ea!h tas&.
+antt C art
1he 7antt !hart $ill sho$ bars dra$n to represent the duration o# ea!h tas& against a !alendar times!ale. 1he name o# the a!ti"e "ie$ appears on the le#t edge o# the "ie$
25/01/2014
9e#ore you !an put any in#ormation into the !omputer you ha"e to plan the pro e!t in some detail0 Produ!e a $or& brea&do$n stru!ture $ith a tas& list Produ!e a time s!hedule (se.uen!ing and lin&ing o# tas&s) Produ!e a resour!e plan (people% material% budget re.uired) 2ssign resour!es to tas&s
Tasks are the basi! $or& units o# a pro e!t and des!ribe pro e!t $or& in terms o# se.uen!e% duration% and resour!e re.uirements.
1.3 Setting the project start date and adjusting the project calendar:
Pro e!ts !an be s!heduled #rom the start date or ba!&$ards #rom the end date. Set the start/end date as $ell as the s!hedule #orm in the Pro e!t )n#ormation Pane: to a!!ess this dialog bo* !li!& on +Pro e!t, in the main menu bar and sele!t +Pro e!t )n#ormation ;,
<or !hanging the $or&ing times o# the Standard Calender (Mo = <ri% >?12 and 13?1@) !li!& on +1ools, in the main menu bar and sele!t +Change 'or&ing 1imes ;,
25/01/2014
25/01/2014
25/01/2014
Ca!h tas& gets an )F number. Ca!h tas& has a uni.ue )F number% but it does not ne!essarily represent the order in $hi!h the tas&s o!!ur.
Eou $ill noti!e that the duration de#aults to 1 day $ith a .uestion mar& = this indi!ates that this is an estimated duration you !an !hange later. 2 !orresponding tas& bar o# one day,s length appears in the 7antt !hart. 9y de#ault the tas& start date is the same as the pro e!t start date.
>
25/01/2014
Milestones0 )# you enter 0 #or the duration o# a tas& the blue bar be!omes a bla!& diamond $ith a date = this is !alled a Milestone and denotes an important de!ision or a!tion point in a pro e!t.
2#ter you ha"e entered tas& durations your pro e!t plan should no$ loo& similar to the one belo$0
25/01/2014
10
25/01/2014
Eou $ill need to go to View > Zoom > Entire Project periodi!ally to &eep your pro e!t plan in "ie$.
3) Sele!t the Hie$ pane 4) 5nder +Outline o$tions for 01 sele!t the S o% $roject su&&ar" task !he!& bo*% and then !li!& -I 5) MS Pro e!t displays the pro e!t summary tas& at the top o# the 7antt !hart "ie$.
11
25/01/2014
12
25/01/2014
E8a&$le0 the $alls o# a house must be ere!ted be#ore you !an put on the roo#.
Start to start0 start date o# prede!essor determines the start date o# the su!!essor.
E8a&$le0 library resear!h and $eb resear!h are !losely related and !an o!!ur simultaneously.
7inis to finis 0 #inish date o# the prede!essor determines the #inish date o# the su!!essor
E8a&$le0 !oo&ing a tur&ey and potatoes #or a dinner. 9oth dishes need to be ready at the same time% independently #rom their indi"idual !oo&ing times.
13
25/01/2014
Start to finis 0 start date o# the prede!essor determines the #inish date o# the su!!essor tas&. 1his relationship is "ery rarely used.
E8a&$le0 Eou need a lot o# printing paper in your pro e!t but donKt ha"e room on your o##i!e #or a great number o# paper bo*es% so you only order ne$ printing paper $hen your supply is running lo$. 1he depletion o# paper by !urrent a!ti"ities triggers an order #or more paper. 1as& relationships re#le!t the se.uen!e in $hi!h $or& should be done. 9y de#ault MS Pro e!t uses Start to #inish relationships. )n order to !hange the tas& relationship type double !li!& on the tas& and sele!t the Prede!essor $indo$ in the tas& in#ormation pane0
Eou !an also s!hedule0 2n o"erlap (!alled lead ti&e) -D 2 delay (!alled lag ti&e)
14
25/01/2014
bet$een the #inish and start dates o# prede!essor and su!!essor tas&s. )# 2 tas&s ha"e a <S?relationship0 /ead ti&e !auses the su!!essor tas& to begin be#ore its prede!essor tas& !on!ludes /ag ti&e !auses the su!!essor tas& to begin some time a#ter its prede!essor tas& !on!ludes.
1) Fouble?!li!& on a tas& in order to open the +1as& )n#ormation, $indo$ 2) Sele!t +2d"an!ed, 3) Eou !an set a Feadline #or this tas& -D 4) Eou !an !hoose #rom a list o# !onstraint types and spe!i#y a !onstraint date.
15
25/01/2014
1his is the de#ault setting in pro e!t $hen s!heduling the pro e!t #rom the start date. )# you do not !hange this !onstraint% all tas&s $ill o!!ur as soon as they !an o!!ur.
*/*P 3as late as $ossible5:
Pro e!t $ill s!hedule all tas&s as late as they !an o!!ur. 1his is the de#ault setting in pro e!t $hen s!heduling the pro e!t #rom the end date.
1A
25/01/2014
1@
25/01/2014
Measure %ork in ours. )t is multiplied by the hourly pay rate to !al!ulate labour !osts. Measure duration in da"s% or $ee&s% $hate"er suits the length o# your pro e!t. 2s an e*ample o# $hy 'or& and Furation are di##erent% !onsider these e*amples0 Ouotes are re.uired #rom suppliers% and although $e !an send a !o"ering letter $ith only 3 hours $or&% allo$ing the suppliers a 2 $ee& response time might ma&e the total duration 3 $ee&s.
1>
25/01/2014
= Project 6esources
)n a pro e!t $e need resour!es = people% e.uipment% material = to !omplete the tas&s. 'ith MS Pro e!t $e can control basicall" ( as$ects of resources0 *!ailabilit" Costs
*!ailabilit" determines $hen spe!i#i! resour!es !an $or& on tas&s and ho$ mu!h $or& they !an. Costs re#er to ho$ mu!h money $ill be re.uired to pay #or those resour!es. 1here are ( t"$es of resources in MS Pro e!t0 )ork resources (people and e.uipment that do the $or&) Material resour!es
E8a&$les: )ndi"iduals identi#ied by name0 )ndi"iduals identi#ied by ob title / #un!tion0 7roups o# people $ith !ommon s&ills0 C.uipment0 Claudia 6emba!h super"isor% inter"ie$er ele!tri!ians% inter"ie$ers Cam!order% batteries
C.uipment resour!es don,t need to be portable0 a #i*ed lo!ation (e.g. #or a photo shooting% "ideo editing lab% printing house) !an also be !onsidered as e.uipment.
1G
25/01/2014
20
25/01/2014
'hat is the e*pe!ted total !ost o# the pro e!t% based on our tas& duration and resour!e estimates( 2re $e using e*pensi"e resour!es to do $or& that less e*pensi"e resour!es !ould do instead(
/o$ mu!h money $ill a spe!i#i! type o# resour!e or tas& !ost during the $hole pro e!t li#e !y!le(
2re $e spending money at a rate that $e !an sustain #or the planned duration o# the pro e!t(
)n Desour!e Sheet% !li!& the +Standard Date, #ield to enter pay rates #or resour!es.
21
25/01/2014
@acation time -ther times $hen a resour!e is not a"ailable to $or& on the pro e!t% su!h as time spent on training or attending a !on#eren!e
1his means% $hen you !hange the $or&ing time in the Standard Calendar% the !hanges apply to the time#rame o# the $hole pro e!t. 1here#ore% it is better to apply spe!i#i! !hanges to the indi"idual resour!es rather than to the Standard Calendar. <or c anging t e indi!idual %orking ti&es !li!& on +'or&ing 1imes, in the Desour!e )n#ormation pane.
<ormat indi"idual 7antt bars dire!tly by double9clicking on t e +antt bar to get its #ormatting options.
22
25/01/2014
@) -n the H)C' menu% !li!& More Hie$s >) Cli!& the Co$" button G) )n the Bame <ield type +Copy o# 7antt Chart, and then !li!& -I 10) )n the More Hie$s dialog bo*% !li!& *$$l"' Bo$ you ha"e an e*a!t !opy o# the original 7antt Chart "ie$. Boti!e that the "ie$ title on the le#t edge o# the "ie$ $ill be modi#ied% too.
5sing the +antt C art )iAard to #ormat the 7antt bars and milestones in the !hart. 1) -n the 7O6M*T menu% !li!& on +antt C art )iAard 2) Cli!& Be*t% !li!& the Ot er button% and in the drop?do$n list sele!t #or e*ample St"le 2 3) Cli!& ne*t and sele!t +6esources and .ates1B !li!& Be*t 4) Sele!t +/inks1 bet$een tas&s% !li!& Be*t% and then +7or&at it, and C*it 'iQard 5) Sele!t on the 7ile menu% Print Pre!ie% and you !an see ho$ your pro e!t plan $ill loo& li&e i# you print it out. A) Eou !an li&e$ise #ormat te*t% 7antt bars% add Desour!e )nitials instead o# !omplete names et!.
@) 5se Page Setu$% on 7ile menu in order to add additional in#ormation% e.g.
23
25/01/2014
1) Ma&e sure you ha"e your pro e!t plan sa"ed 2) -n the main menu bar !li!& on TOO/S J Tracking J Sa!e 4aseline 0 3) Sa"e as baseline 4) Pro e!t sa"es the baseline% e"en though there,s no indi!ation in the 7antt Chart "ie$ that anything has !hanged.
To !ie% t e c anges caused b" sa!ing t e baseline: 1) Cli!& on @IE) in the main menu bar% and then sele!t MO6E @IE)S 2) Cli!& T*SC S#EET% and then *PP/D 3) -n the main menu bar !li!& on @IE) again and point to T*4/E: SUMM*6D % and !li!& @ariance 4) 1he Harian!e table in!ludes both the s!heduled and the baseline start and #inish !olumns% sho$n side by side #or easy !omparison
24
25/01/2014
S$it!h to the 7antt !hart "ie$ in order to assign resour!es to tas&s. 2 %a"s of assigning resources to a task 1. Fouble?!li!& on a tas& and assign the resour!es in the resour!e pane 2. 7antt "ie$% sele!t the tas& and !li!& on the +*ssign 6esources, i!on in the tool bar 3. Cli!& on +Tools, in the main menu bar and sele!t +*ssign 6esources, 4. 7antt "ie$% s$lit %indo% and assign resour!es in the tas& #orm.
25
25/01/2014
1he assign resour!es dialog bo* appears. )n it you !an see the resour!es your !an assign or you,"e already entered.
2A
25/01/2014
6eco&&ended0
Use s$lit %indo% !ie% in order to assign resources' MS Project can get !er" confusing % en starting assigning resources to tasks due to task t"$es settings and t e so9called effort dri!en sc eduling'
ethod:
9y de#ault% MS Pro e!t uses a sc eduling &et od called effort9dri!en sc eduling' 1his means that the tas&,s initial $or& "alue remains !onstant% regardless o# the number o# additional resour!es you assign. 1he most "isible e##e!t o# e##ort?dri"en s!heduling is that as you assign additional resour!es to a tas&% that tas&,s duration de!reases or in!reases.
2@
25/01/2014
Pro e!t applies e##ort?dri"en s!heduling onl" % en "ou assign resources to tasks or re&o!e resources fro& tasksL 1he tas& type determines $hi!h o# the the three s!heduling #ormula "alues remains #i*ed i# the other t$o "alues !hange. 7i8ed Units (de#ault tas& type)0 'hen you !hange a tas&,s duration% Pro e!t re!al!ulates $or&. 6i&e$ise% i# you !hange a tas&,s $or&% Pro e!t re!al!ulates duration. 7i8ed .uration0 Eou !an !hange a tas&,s units or $or& "alue% and Pro e!t $ill re!al!ulate the other "alue. 7i8ed )ork0 Eou !an !hange the units or duration "alue% and Pro e!t $ill re!al!ulate the other "alue. Bote that spe!i#ying a tas& as #i*ed does not mean its duration% units or $or& are un!hangeable. Eou !an !hange any "alue #or any tas& type.
Tracking $roject $erfor&ance el$s "ou to ans%er ?uestions suc as: 2re tas& starting and #inishing as planned% and% i# not% $hat $ill be the impa!t on the pro e!t,s #inishing date( 2re resour!es spending more or less time than planned to !omplete tas&s(
2>
25/01/2014
2re higher?than?anti!ipated tas& !ost dri"ing up the o"erall !ost o# the pro e!t(
MS Pro e!t supports se"eral $ays to tra!& progress. 1he tra!&ing method you !hoose should depend on the le"el o# detail or !ontrol re.uired by you% your sponsor% and other sta&eholders. 1ra!&ing the #ine details o# the pro e!t re.uires more $or& #rom you and possibly #rom the resour!es $or&ing on the pro e!t.
1'12'1
1he simplest approa!h to tra!&ing a progress on you pro e!t is to report that the a!tual $or& is pro!eeding e*a!tly a planned. C.g. i# a !ertain period o# time has elapsed and all o# tas&s ha"e started and #inished as s!heduled% you !an .ui!&ly re!ord this in the U$date Project dialog bo*
2G
25/01/2014
o -n the Tools Menu% sele!t Tracking and then U$date Project o 1he 5pdate Pro e!t dialog bo* appears o Sele!t U$date %ork as co&$lete t roug and in the date list sele!t the date until the tas&s are !ompleted. MS Pro e!t re!ords the !ompletion per!entage #or the tas&s. )t also displays that progress by dra$ing progress bars in the 7antt bars #or those tas&s. <urthermore% !he!& mar&s appear in the indi!ator !olumn #or tas&s that ha"e been !ompleted.
1'12'(
Eou !an re!ord ea!h tas&,s per!entage o# !ompletion% either at pre!ise "alues or at in!rements su!h as 25% 50% @0% @5% or 100
1. Sele!t the tas& you $ant to tra!& 2. )n the Main Menu bar !li!& on Tracking and then U$date Tasks 3. Cnter the per!entage o# !ompletion #or the sele!ted tas& #. Eou !an also enter the actual duration of a task as $ell as the actual start and finis dates. )# you !hange the duration or the start and #inish dates pro e!t $ill re!al!ulate the start and #inish times o# the related tas&s a!!ordingly.
1'12',
1he most detailed $ay o# re!ording a!tuals is to re!ord the a!tual $or& a!!omplished by the assigned resour!es. 16 S$it!h to the 1as& 5sage Hie$ 26 Sele!t the tas& you $ant to update in the data spreadsheet and the !li!& on 7o to sele!ted tas& in the tool bar 36 -n the @ie% &enu% point to Table: Usage% and then !li!& )ork #6 -n the 7or&at &enu% point to .etails% and the !li!& *ctual )ork <or ea!h tas& and assignment% Pro e!t displays the 'or& and the 2!tual 'or& ro$s
30
25/01/2014
%6 Eou !an enter the a!tual $or& "alue #or the resour!es in the respe!ti"e !ells. )6 www.profsr.com/msproject/msproj00.htm
31
25/01/2014