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Module 1

:
Getting Started with
Project
Differences Between the Professional and
Standard Editions of Project

Project Professional Edition
menu commands not available in
the Standard Edition
Data Types Used by MS Project
Task data Resource data
Task name Resource name
Duration Resource type
Start date Resource group
Finish date Maximum units
Task type Standard rate
Percent complete Percent work complete

Assignment data Project data
Task and resource data Used in the Project Server
mapped together environment
Project File Types
 MPT (Microsoft Project Template)
 Used as a basis to create a project (MPP) file
 Contains default and user specified options
 MPP (Microsoft Project Plan)
 Created from an MPT or another MPP file
Demonstration: Navigating the Office Project
Interface Menu Bar
Toolbars

Table Headings Timescale

Table area Chart area

Vertical Split Bar

Project Guide
View Bar
What Are Views and Tables?
Views consist of a: Views also contain:
Table Formatting
Sorting
Filter
Page setup
Group Drawing objects

Tables are a:
Collection of columns organized by subject area (cost or tracking)
Practice: Navigating the Office Project
Interface
 Open an existing project
 Move the vertical split
 Hide, insert, and move columns
 Split a view and remove the split
 Activate and deactivate the View Bar
 Change a view
 Expand and collapse outline levels
 Show a specific outline level (Show Outline Level x)
Module 2:
Creating and Defining
Projects
The Process of Creating New Projects
Create a new project by using one of the three methods:
From an existing template

From an existing project

From a blank project
Demonstration: How to Create and Save
New Projects
Demonstrate how to:
 Create a new project from an existing template
 Create a new project from an existing project
 Create a project from a blank project
 Save a new project file
What Is the Standard Project Calendar?
The Standard project calendar:
 Determines the schedule for tasks and resources
 Is based upon the organization’s working hours,
working days, and nonworking days
 Is the default base calendar for every project
The Process of Importing Data
 Brings in information from one software program into
another software program
 Saves time when creating task lists in a new or existing
schedule
 Is automated by using the Office Project Import Wizard
Demonstration: How to Import Data

Demonstrate how to:
 Import information from Office Excel
 Use the Import Wizard
 Import tasks from Office Outlook
Guidelines for Importing Data
Consider the following:

Include a header row for Office Excel files (.xls)

Match data types in source and destination fields

Ensure that you Import data not formulas
The Process of Exporting Data
Export Wizard
MS Project
(Source) 1A 2A
Export Map
1B • Data filtering
• Field mapping
• Transformations
OLAP (Online analytical processing)
Cube 2B
• Dimensions
• Measures
• Transformations Visual Report
3B 3A

Export file
(Destination)
Defining Options and File
Properties
Demonstration: Completing the Project
Information Dialog Box
Demonstrate how to complete the Project Information dialog box
(project\project information)

Start Date = Forward Scheduling End Date = Backward Scheduling
Finish date is calculated Start date is calculated

In forward or backward scheduling, any time you change the start or finish
date of your project, the entire schedule is recalculated. This feature is useful
for seeing the results of various scenarios, such as seeing how a one-month
change might alter the calculated beginning and ending dates of your
scheduling.
Ramifications for Choosing the Schedule
From Date

Option 1 – Choose Schedule Option 2 – Choose Schedule
From Start Date From Finish Date
Ramifications Ramifications
 End date will be calculated  Start date will be calculated
 Default constraint will be  Default constraint will be
ASAP ALAP
What Is Change Highlighting?
Change highlighting—
 A new feature in Office Project
 Automatically highlights cells that recalculate because
of a change
 Advantage: Visually displays the impact is on every
schedule item affected
What Is a Milestone?
 Indicates a major event or check point in the schedule
 Any task with zero duration
 Used to monitor schedule progress
Demonstration: How to Create an
Outline
Demonstrate how to:
 Display change highlighting
 Indent and outdent tasks
 Create a multilevel outline
 Enter a milestone task
Work Breakdown Structure
 Deliverable-oriented hierarchical decomposition of the
work to be executed by the project team to accomplish the
project objectives and create the required deliverables
 Organizes and defines the total scope of the project
 Work not in the WBS is outside the scope of the project
 Used to develop and confirm understanding of project
scope among stakeholders
 Usually illustrated in chart form, but does not have to be
What Is the Purpose of Work Breakdown
Structure Codes?
WBS Codes are added to the project schedule to:
 Identify each task’s location in the outline structure of
the project
 Assist with reporting and tracking
 Help an organization connect a task item with another
process or system
Demonstration: How to Create Custom
WBS Codes and Set Outline View Options
Demonstrate how to:
 Define a custom WBS code structure
 Generate WBS codes
 Show the project summary task
Module 3:
Working with Estimates
and Dependencies
What Is Estimating and What Is Its Relationship
to Scheduling?
Estimates are the first pieces entered to build
your schedule
 Duration is length of time
 Work is amount of effort
 Units is number of resources
What Is the Scheduling Formula?

Duration × Units = Work

Duration is the number of business days spanning from the start and to
the finish of a task
Units is the number of resources needed to accomplish a task
Work is the amount of time the resources need to accomplish a task
What Are Dependencies?
Types of task dependencies
Predecessor—The task that drives the relationship
Successor—The task that is driven by the relationship

Types of task dependency links
FS—Successor begins when
predecessor finishes
SS—Successor begins when
predecessor begins
FF—Successor finishes when
predecessor finishes
SF—Successor finishes when
predecessor starts
What Impact Do Dependencies Have on the
Overall Project Schedule?
Using dependencies—
 Makes your schedule dynamic
 Causes changes to automatically recalculate the schedule
 Causes start and finish dates to be automatically generated
 Provides visual verification when running scenarios
Considerations for Adding Lag or Lead
Time
Consider the following:

Use lag time when two tasks need to be separated for part of
the time (xFS + 1)
Use lead time when two tasks need to run in parallel for part
of the time (xFS - 1)
Use a specific value when the task values are fixed even if
duration changes (xFS + 3)
Use a percentage value when values need to be recalculated
as the predecessor’s duration changes (xFS + 50%)
What Is the Critical Path Method?
E=5
E H
A
A=1 H=3
D=6 D
F=7 J=2
Start B=4 F J End
B

C=2
C G I
G=7 I=2

Path1: A-E-H-J=11 days
Path2: B-D-H-J=15 days The Critical Path is Path2
Path3: B-F-J=13 days
Path4: C-G-I-J=14 days
What Is the Critical Path Method?
 Forward Pass (FP)—All tasks are scheduled ASAP; ES and EF values are
calculated by Project
 Backward Pass (BP)—All tasks are scheduled ALAP; LS and LF values are
calculated by Project
 Total Slack—The smaller of Project calculated Start and Finish values
 Positive Slack—Total slack value greater than zero
 Zero Slack—Total slack value equal to zero
 Negative Slack—Total slack value less than zero, task can not be delayed
and it is already affecting the project finish date, slack can only be
negative if there are constraints, deadlines, or other drivers affecting the
task scheduling.

Total slack = LS – ES or LF - EF
What Is a Critical Task?
 It is actually a task’s total slack value that determines
whether it is critical or not
 The default value for any task to be defined as critical is
a total slack value of less than or equal to zero days
 In Office Project , the value for criticality can be
configured
Module 4:
Working with Deadlines,
Constraints, and Task
Calendars
What Are Deadlines and Constraints?

The two most commonly used methods for tracking
simple task restrictions:
Deadlines link a single target Constraints link a target date to
date to a task without affecting either the start date or the finish
the project schedule date of a task
Considerations for Using Deadlines
If a task is delayed, the deadline may be missed
Deadlines are not visible in all views (only Gantt chart
view and task-based views including indicator field)
Total slack may be recalculated by a deadline
The critical path may be changed by a deadline
If scheduling from the project finish date, a deadline can
affect the scheduling of a task

an individual deadline date usually does note affect the overall project
schedule, but it can have an influence on the criticality of a task and,
therefore, on the critical path.
What Are the Eight Constraint Types?
Constraint category Constraint type
As Late As Possible (ALAP)
Flexible
As Soon As Possible (ASAP)
Start No Earlier Than (SNET)
Finish No Earlier Than (FNET)
Semi-flexible
Start No Later Than (SNLT)
Finish No Later Than (FNLT)
Must Finish On (MFO)
Inflexible
Must Start On (MSO)
The Effect of Constraints on the Project
Schedule
Flexible constraints
Not associated with any specific date
Does not override other scheduling drivers such as calendars and task
dependencies

Semi-flexible constraints
Associated with a specific date, in at least one direction
May override other scheduling drivers such as calendars and task
dependencies

Inflexible constraints
Associated with a specific date that drives the task start or finish date
Overrides other scheduling drivers such as calendars and task
dependencies
Module 5:
Working With Resources
What Is a Resource?

Resources are what you use to accomplish the work on
a project

Resources can be:
People
Materials
Tools
Machinery
What Are the Types of Resources?

Work Resources

Material Resources

Cost Resources
Budget Resources
What Is an Assignment Unit?
An assignment unit:
Is created when a resource is assigned to a task
Represents the portion of a resource that is allocated to a
specific task
Is displayed as a percentage or decimal (values above 1, or
above 100%, usually represent a single resource working
more than full time or multiple resources).
Module 7:
Customizing and Formatting
Reasons to Create Customized Tables
and Views
 MS Project will allow you to address each user’s
individual needs
 It is easy to configure data to present to different
audiences, such as executives, clients, and team
members
 You are able to include organization specific codes in a
project
What Are Objects and Elements?
Objects Elements
Refers to all of the views Refers to the individual
and tables items that make up an
object
Guidelines for Creating Templates

Starting with a template can save you valuable
time that could be spent on other important issues
Standardization is another very important reason
to use templates
Project management, like any discipline, has best
practices to follow
What Are Fields and Tables?
Fields Tables
Divided into two categories: All of the views in
Resource fields MS Project are based
on tables
Task fields
You can add or remove
Each category has its own fields from the table using
set of data and cannot be the Insert column and the
used with the other category Hide column
How Formulas Are Created
Formulas add an extra dimension to custom fields
 Formula dialog box
 Used to edit existing formulas
 Used to create new formulas
 IIf function
 Expression—Logical comparison
 Truepart—If the expression is true
 Falsepart—If the expression is false
Example IIF (immediate if) Function
 IIf([Actual Finish]>[Finish],"past due", "on or ahead")
 This will set the value of the field to either “past due” or “on
or ahead.”
 Now() is the current date.
 [] signifies a field name in Office Project .
 So, if the current date is greater than the finish date, then the
value will equal “past due;” otherwise, the value will equal
“on or ahead.”
Display Graphical Indicators
Display Graphical Indicators
What Are Filters and Groups?

Filters Groups
Display data on a selective  Categorize
basis
 Sort
Display only matching data
 Summarize
Can be customized to  Reorganize resource and
display data in the way you
task data
need it
Guidelines for Creating Filters and Groups
Filters
You will need to determine what rows you want to display
You will need to define the logic necessary to select your desired data
If you are going to create a new filter, copy an existing filter that is similar, modify
it, and save as a new filter
Be sure and give the new filter a name that is meaningful and that will segregate
it from the predefined filters

Groups
Formatting, sorting, page setup, and drawing objects
You will need to determine how you want the data to be grouped and sorted
You will need to define the logic necessary to produce the desired display
If you are going to create a new group, copy an existing group that is similar,
modify it, and save as a new group
Be sure and give the new group a name that is meaningful and that will
segregate it from the predefined groups
The Purpose and Use of the Global.mpt
 The Global.mpt is a master template that stores built-in
features such as toolbars, menu, bars, objects, including
views, tables, calendars, filters, toolbars, and default
settings.
 Tasks, resources, and assignments are not stored in the
Global.mpt, but can be added to a corporate template if
desired.
What Is the Organizer?
The Organizer:
 Manages views, tables, filters, groups, and many other
object types
 Renames, deletes, and copies objects to other projects
or the global template
 If you copy an object to the Global.mpt, it will not
become available for use until you save the project
schedule and close Office Project .
Module 8:
Analyzing Resource
Utilization
How Resource Availability Is Used When
Making an Assignment
 Work field values recalculate based upon the following
formula
Work = Duration × Assignment Units

 Remaining availability values change to reflect the
resource’s reduced availability based upon the following
formula
Remaining Availability = Availability − Work
What Is an Overallocated Resource?
An overallocated resource:
 Has been assigned more work than can be done within
the defined availability
 Is indicated with a Yes in the Overallocated field in a
project-oriented and resource-oriented views
 Might not be captured if the WBS is incomplete or the
resources are assigned to multiple projects
How Resources Become Overallocated

 A resource is overallocated if the total work exceeds the
work availability for that resource during a given time
period
How Leveling Solves Overallocations
 The purpose of leveling is to allocate resource workloads
evenly within their availability.
 Office Project pushes work out to the future, where the
overallocated resources have no assignments. A better
description of the term would be workload leveling
because it is effectively the practice of distributing a
workload evenly across a resource’s calendar.
The default leveling order of precedence is:

1. Tasks with overallocated resources.
2. Row ID (lowest ID to highest ID).
3. Tasks without predecessors.
4. Tasks with predecessors.
5. Total slack (highest total slack to lowest total slack).
6. Priority level (lowest priority to highest priority).
Task that cannot be delayed, rescheduled
or leveled include:
• Tasks with Must Start On and Must Finish On
constraints.
• Tasks with actual start dates.
• Tasks with As Late As Possible constraints if the
project is scheduling from the project start date.
• Tasks with As Soon As Possible constraints if the
project is scheduling from the project finish date.
3 Methods you can use to resolve
resource overallocation:
1. Add more of a specific type of resource to increase its
availability.
2. Use the automated Resource Leveling functions.
3. Do resource leveling manually. (Resource Usage view)

• Specify whether you want Project to level automatically (as soon as it detects an
overallocation) or manually (only when you click Level Now).
• Clear leveling values before leveling Indicates that any delays previously entered as
a result of leveling, or as a result of manually entering leveling delay, are to be
cleared before the next leveling operation is done.
Techniques to Manually Correct
Overallocated Resources
 Find wherever peak units exceeds available units or
maximum units
 Either increase those resources’ availability or change
the timing of the assignments
How Varying Availability Affects an Assignment
 Work contours—flat, back-loaded, front-loaded, late peak
Module 9:
Tracking Progress
Formulas Used to Calculate Percentages

Percent (%) Complete = Actual Duration /
(Actual Duration + Remaining Duration) × 100

Percent (%) Work Complete = Actual Work /
(Actual Work + Remaining Work) × 100

• ex: Task A, estimated duration = 6 days.
• today: actual duration = 2 days, remaining duration = 6 days.
• % Complete = 2 / (2 + 6) x 100 = 25%
Considerations for Choosing an Update
Strategy

An update strategy must:
Take place regularly and consistently
Be informative and relevant and the data must be readily available
Conform to a process that is widely supported by team members,
easily understood by all stakeholders, and encourages compliance
Automatically reschedule unfinished work
Rely on a consistent method regarding the level of detail required
How Schedules Are Updated
1 Plan the work and save a baseline

2 Execute the work and collect performance information from
project environment:
a. About tasks
b. About work resources (people)
c. About costs (other than people)

3 Record performance information in Office Project
4 Revise forecasts about remaining work
5 Repeat steps 1 through 4 until the project is complete
What is the Baseline and How is it Used?
Baseline: the originally approved plan plus or minus
any approved changes

Baselines
Provide the original thinking and intent of the total project effort,
including:
Resources
Costs
Timeline
Confirm actual performance against the expected performance
Can consist of up to 11 baselines
The Process of Updating Duration
1 Plan the work by using duration estimates and save a
baseline

2 Execute the work and collect duration performance
information from the project environment:
a. About actual start and finish dates
b. About remaining duration until expected delivery
of deliverables or the end of assignments

3 Record duration performance information in Office Project
4 Revise forecasts about remaining durations
5 Repeat steps 1 through 4 until the project is complete
Guidelines for Collecting Duration Updates
 Do not mix data types (duration, work,…etc)
 Emphasize the reporting of responsible estimates
 Timesheets \ status reports
 Ensure that the whole team:
 Has the same understanding of the methodology
 Follows the same methodology consistently
Demonstration: How to Enter Progress
Data
In the Tracking Gantt view add the following columns and
display the Tracking toolbar:
1. % Complete
2. Baseline Duration, Baseline Start, Baseline Finish
3. Actual Duration, Actual Start, Actual Finish
4. Remaining Duration
5. Start Variance, Finish Variance
Practice: Update Duration
In this practice, you will be able to: update tasks with
actual durations

1 Estimate durations and save baseline
2 Execute work
Collect actual duration results and
3
estimate
4 Remaining durations
5 Repeat
Guidelines for Capturing Lessons
Learned

 Use every stage of the project in addition to regular
status meetings
 Capture lessons early and often
 Capture what went well and what to improve
 Make lessons learned searchable and indexable
Module 10:
Creating Reports
What Are the Basic Report Categories?

Six basic report categories:
Overview—Shows high-level project information
Current Activities—Shows information on project tasks
Costs—Shows information on project costs.
Assignments—Shows information on project
assignments
Workload—Shows information on project workloads
Custom—Includes reports that have been copied and
customized
Guidelines for Getting the Most Out of
Basic Reports
Use them to simplify your basic project reporting
Change their appearance to suit your needs
Be consistent in your choice of basic report types and
formats both within and between projects
Customize basic reports to suit your needs by applying
different tables, filters, groups, and sort orders
Create the necessary underlying tables, filters, and groups by
using the same name to ensure these objects have been
defined for future migration
Use customized basic reports for other projects by migrating
them directly or saving them to the global template
What Are Visual Reports?
Visual reports:
Are used for multi-dimensional data sets or time-phased
information
Can use Excel PivotTables and Visio Pivot Diagrams to quickly
generate sophisticated reports
Come in 16 pre-defined templates organized in six categories:
 Task Usage
 Resource Usage
 Assignment Usage
 Task Summary
 Resource Summary
 Assignment Summary
Skills Being Measured
This exam measures your ability to accomplish the technical tasks
listed below.

 Configuring Tools and Options Set up Schedule options.
 Set up Calculation options.
 Set up Interface options.
 Set up View options.
 Set up General options.
 Set up Calendar options.
 Set up Security options.
 Setting Up a Project Create and modify a template.
 Select a template.
 Enter project information.
 Manage calendars.
 Import and export data.
 Estimating, Scheduling, and Budgeting Tasks Create a WBS.
 Create and modify tasks.
 Estimate and budget tasks.
Skills Being Measured (Cont.)
 Sequence tasks.
 Identify and analyze critical tasks and critical path.
 Manage multiple projects.
 Resourcing Project Plans Forecast time-phased generic skill or role
requirements.
 Create, modify, and use resource pools.
 Add, change, substitute, or remove resource assignments.
 Predict durations and work calculations.
 Optimize resource utilization.
 Updating and Reporting on Project Performance Save and modify
baselines.
 Enter task updates.
 Reschedule incomplete work.
 Track project progress.
 Analyze variance.
 Create, modify, and delete objects.
 Create reports.