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Author: Ong-Art S. Factory AVP
UEC-MSP-001
Rev.: 00 / 05-09-2013
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Author: Ong-Art S. Factory AVP
Sample of Visual in excel
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Author: Ong-Art S. Factory AVP
 This article is to explain Project Management
Concept as a quick reference through step by step
guidance using MS Project 2013
 The targeted audience is a beginner to the project
management and experienced with MS Project in
early version, such 2007 or 2010
Guide line
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1. Start Project
2. Plan the Tasks
3. Assign resources
4. Project Baseline set up
5. Update progress
6. Forecast Information
7. Step by Step to S-Curve
8. Step by Step Export Data to Excel (Visual Report)
9. Close Project
Table of Contents
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 Prior to start the project planning, Project manager
should be identified, who can set up a project plan
in MS project 2013
Step-1: Start Project
1. Create a new
Project File
To create a new blank project in Project,
click the file tab. Click new
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2. Set project
start date
Go to Project tab. Click Project information
Step-1: Start Project
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Step-1: Start Project
3. Define Project
Calendar
Go to Project tab. Click Change Working
time
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Step-1: Start Project
4. Save the
Project file
Go to Tab file, select save as with Project
Name or Job Order running number
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 In the planning stage, we need to achieved project’s
goals. To do this, we have to identify the project’s
milestone, deliverables and tasks.
 This plan can be use work breakdown structure
(WBS).
Step-2: Plan the Tasks
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Step-2: Plan the Tasks
1. Enter Task Click View tab. In the Task View groups,
click Gantt Chart. In the Task Name fields,
enter tasks.
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Step-2: Plan the Tasks
2. Decide how
you want to
Schedule Task
In Project 2013, we can schedule tasks
manually or automatically. Select schedule
method after enter a new tasks by clicking
in the Task Mode column:-
Note: New Tasks manually set by default in
Option Tab
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Step-2: Plan the Tasks
3. Outline Tasks Create task hierarchy including tasks and
milestones under summary task, which can
be represent phase or other work divisions.
Click the Task tab. In the Schedule group
select Indent or Outdent button
• Tip: if you created a summary task with
duration, start or finish date, then the
tasks that fall under the summary task
will not be rolled up to this summary
tasks.
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4. Enter Durations Click the Duration field for a task and enter
a Duration. Two way to entering a
duration:-
 Mutually Schedule task
 A number or text like
“Tomorrow” or “Next after roll
shell” etc.
 Auto Schedule task
 Number only, 3d=3 Days,
0d=milestone, 6? is an estimate
duration.
Note: Both can selected in the Task Mode
Step-2: Plan the Tasks
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Step-2: Plan the Tasks
5. Link Tasks to
show
relationships
Click the Task tab, in the View Group click
Gantt Chart. Select the tasks that you want
to link then click the Link Tasks button in
the Schedule group, or move a mouse to
bar chart press and drack down to tasks
that you want to link.
To change the default Finish-to-Start (FS),
double click the link line and change.
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 Assignments are the associations between specific
tasks and the resources needed to completed them.
We can assign more than one resources to a tasks.
 We can assign work resources (People), material
(pipe/shell etc.) and cost (THB) to tasks.
Step-3: Assign Resources
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Author: Ong-Art S. Factory AVP
Step-3: Assign Resources
1. Add Resources
to Project
Click the Task Tab, in the Views dropdown
list select Resources Sheet. In the
Resources Name filed, type the name of
resources that we’ll use in this project.
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2. Assign
Resources to
Tasks
In the Resources Tab, Click Assign
Resources the click resources name then
click assign
Step-3: Assign Resources
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Step-3: Assign Resources
3. Enter the Work
Hours spending
on Tasks
After assign a resources to the Tasks, work
hours automatically show in a Work. If PM
prefer control a Working hours, it can be
change in in Work Field. Entering Work
reflects real world scheduling.
Go to Gantt Chart, right click on column
then click Insert Columns type "WORK” to
select the Work Columns
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Step-3: Assign Resources
4. Know the Work
Tasks Type
After Assign a resources to Tasks, MS
Project determine how to schedule the
tasks based on the tasks type.(Manually
tasks don’t use task type) durations may
change as we assign resources to tasks.
How tasks types work
Work, duration and unit are determined by
formula:-
Work =Duration x Units
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Step-3: Assign Resources
In a… If we revised
Work
If we revised
Duration
If we revised
units
Fixed units tasks Duration changes Work changes Duration changes
Fixed work tasks Duration changes Units change Duration changes
Fixed duration tasks Units change Work changes Work changes
 To set a default task type for the entire project, click the
options. Go to Schedule group, in the default task type box
shown fixed units as a default, we can change to Fixed
Duration or Fixed Work
 To change the task type for an individual, go to tasks tab in
properties group click information or to tasks name double
click it will appear.
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Step-3: Assign Resources
5. Identify factors
effecting task
schedules
We can use MS Project 2013 to help for
understanding how changes one task can
effect the rest of the project.
Click the task tab then in the Schedule
group click Inspect Task. A pane opens on
the left showing the factors that affect the
scheduling of selected task.
Or double click in tasks name.
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 Create a baseline or interim plan is to compare
between plan and actual.
 Saving baseline plan enables to identify and solve
discrepancy and plan more accurately for similar
future projects.
Step-4: Set the Project Baseline
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Step-4: Set the Project Base Line
1. Save the
baseline plan
After the plan is solidly in place for the
finish date, budget and scope, we can
submit a plan for approval.
Once it has been approved, save the
baseline plan.
Click the Project tab, in Schedule group
click Set Baseline
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Step-4: Set the Project Base Line
2.View baseline
data in Gantt
Chart views
In Gantt chart view, move a mouse to gantt
area, right click and select Bar Style.
Name Appearance Show for
Task
Row From To
Base Plan
(Custom)
Select bar
shave and
color
Select Normal 2 or 3 Baseline Start Baseline finish
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Step-4: Set the Project Base Line
3. View Baseline
in a Table
Go to View tab, in Data group click to Table
and select Variance or insert columns with
custom field.
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 Updating the progress is the only way to ensure it
stays on tracks as work is performed. The focus at
this point is on managing changes, updating the
schedule, tracking progress and communicating
project information.
 MS Project 2013 tracks 3 sets of date: Current,
Baseline and Actual. When we set the baseline,
current = baseline. when a task is 100% complete,
current=actual.
Step-5: Update Progress
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Step-5: Update Progress
1. Manage
Change
Managing changes involves modifying
duration, date, dependencies, resource
assignment or tasks based on requested
changes or new information.
Keep the current fields up to date and
compare to baseline.
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Step-5: Update Progress
2. Track actual
date and duration
It’s the best to decide on a single method
for tracking progress. We can enter
percentage complete, actual start and
finish dates, actual remaining durations or
actual and remaining work.
Click the Task tab, select the task that we
want to enter actual progress. In the
Schedule group select the amount of
progress done on the tasks.
Default: 0%, 25%, 50%, 75%, 100%
Note: we can put a number direct to
%Complete field
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Step-5: Update Progress
3. Track Actual
Hours and Cost
If we want to enter actual and remaining
work hours or costs, use tracking table.
Click View tab, in Data group point Table
and select Tracking.
Enter progress data in the Act. Work or Act.
Cost field for the task. Program is
determine if we put the actual start and
actual finish or % Complete.
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 MS Project 2013 provide many ways of built in
report, but for us we have to create a customize
report by using S-Curve Reports.
Step-6: View Report Information
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Author: Ong-Art S. Factory AVP
Step-6: View Report Information
1. Select a View MS Project 2013 has old and new views to
help you to see project information and
report it to others. Click the View Tab, in
either the Task Views group or Resources
Views group, select the view you want to
use. There’re many view but most usful
ones include:-
• Team planner View
• Timeline View
• Gantt Chart View
• Calendar View
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Step-6: View Report Information
2. Customize a
View
Select the view you want to customize and
then on the Format tab click the type of
view element you want to change, such as
the bar style on the Gantt Chart or
gridlines and time scales of any views.
Tips & Tricks, if you want to filter, sort or
group tasks prior to printing, click the View
tab and then in the Data group, click sort,
Filter or Group options.
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Author: Ong-Art S. Factory AVP
Step-6: View Report Information
3. Print a View or
Report
Set up the current view that we want it to
look when printed. Click the File Tab and
then click Print. A preview part of the view
to see the actual size of the view as it will
be printed.
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Author: Ong-Art S. Factory AVP
Step-6: View Report Information
4. Generate a
Report
In Report tab has many report to view
information of project but we’re intent to
create the S-Curve by using MS Project as a
tools, we’ll focus on how to do it.
Click the Report tab, go to View reports
group, select Customer
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Step-7: Step by Step to S-Curve
 In the field list (right hand) Select Category to Time.
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Step-7: Step by Step to S-Curve
 Then Select Field go to Work, click Actual Work and
Cumulative Actual Work only.
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Step-7: Step by Step to S-Curve
 The Click on Baseline, click Baseline Cumulative
Work, just only one.
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Step-7: Step by Step to S-Curve
 In chart area Right click to change chart type.
 Select Chart type to Combo.
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Step-7: Step by Step to S-Curve
 In the Change Chart Type dialog in Series Name
choose All Cumulative (Actual & Baseline) Chart type
to Line Type.
 Actual Work chart type to Clustered Column and
Click Secondary Axis
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Step-7: Step by Step to S-Curve
 In Field List, in Tasks Tab look at Select Category, click
Edit customize time from Days to Weeks and change
format as you like.
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Step-7: Step by Step to S-Curve
 In design Tab, choose format color as you like.
 In Chart Layout select Layout No 5 to show Data
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Step-7: Step by Step to S-Curve
 Final as just Fonts size and others
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Step-8: Export Data to Excel
1. Visual Report Go to Report tab, select on Visual reports
Export.
Select template dialog show, go to Task
Usage tab, move a mouse on Cash Flow
Report template, then click Edit Template.
In Visual Report-Field Picker is pop up, in
Available Field, select Base line Cumulative
Work and Cumulative Actual Work add to
selected Fields.
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Author: Ong-Art S. Factory AVP
Step-8: Export Data to Excel
2. Analyze Data in
Pivot Table
In PivotTable Fields, select only Actual
Work, Baseline Cumulative work and
Cumulative Actual Work.
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Author: Ong-Art S. Factory AVP
Step-8: Export Data to Excel
3. Custom Charts
in Excel
In Pivot Tab Fields, select only Baseline
Cumulative Work, Cumulative Actual Work
and Actual Work.
In Chart Area Right Click mouse select
Combo chart, then All cumulative change
type to Line only Actual Work to Clustter
Column.
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Author: Ong-Art S. Factory AVP
Step-8: Export Data to Excel
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Author: Ong-Art S. Factory AVP
 Just because your project is almost finished doesn’t
mean that your work is done.
 We still need to solve any final project detail and
customer acceptance for final deliverables.
 Conduct a “Lessons Learned” session, recording
information abount areas for improvement and best
practices.
 Make any final update to project plan.
 Finally archive the project plan according to our
organization’s guideline.
Step-9: Close the Project
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Author: Ong-Art S. Factory AVP
Step-9: Close the Project
1. Create a Final
Report
Click the Report tab, click Visual Reports to
see project data as a Pivot Table report in
Excel 2013 or Pivot Diagram view in Visio
professional 2013
We can also view basic reports that don’t
require Excel or Visio. Click Report Tab
many report category available to view
depend on how we want to views.
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Author: Ong-Art S. Factory AVP
Step-9: Close the Project
2. Save a Project
as a Template
After completing a project, we have to
leverage what we’ve learned in the project
by making it as a template for future
projects.
Click the File tab and Save As and then in
the Save As Type box click Template.
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Thanks you
End