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Initiate the project: Clearly identify the purpose and goals of the
project; estimate when key resources will be available to work on the
project; make backup plans for key project components; and identify
the project’s constraints and limitations, such as the schedule,
resources, budget, and scope of the project.
Start a project file: Create the project’s file and set the project’s
properties, such as working time and calendars (i.e., Monday through
Friday, 8 a.m. to 5 p.m.).
Define project deliverables: Define the actual product or service that
meets the project’s objectives.
Plan Project Activities
Define phases and create a task list: Enter the tasks required to
complete the project, define the project’s phases, and add any
supporting information to the task.
Show the project’s organization: Structure the tasks into their
respective phases as well as a hierarchy of summary tasks and
subtasks.
Estimate task duration: Estimate how long a task will take to
complete, considering non-working time. Fine-tune duration with the
task calendar.
Set task dependencies and constraints: Identify and link tasks that
affect the progress of another task.
Plan for, and Gather Resources
Estimate resource needs: Compile a list of all the resources you will
need and change duration as necessary. Also get input from others
involved in the project.
Enter resource information and set working times: Update
information about the resources, and set the hours they will work.
Share resources among projects: Sharing resources can help make
managing a project’s progress easier.
Assign resources to tasks: Assign resources to specific tasks, and the
amount of time they are expected to work on the task.
Plan Project Costs
Plan for quality: Define quality standards and determine how quality
affects the overall scope of the project.
Identify and plan for risks: Research reliable resources, identify risks,
and create a plan of action to handle risk events should they occur.
Plan Security & Communication
Optimize the project plan to meet the finish date, plan for resources,
and complete the project within its budget constraints.
Distribute a Project Plan
Time is the amount of time it will take you to complete your project.
Cost is the amount of money and time you will spend on the project.
Scope is the quality, functions, and features of your product or service.
Managing Triple Constraint – Part 2
If the project SCOPE increases…
…then you may need more resources and/or additional time to do the extra
work.
Example: If you decide you want to publish a definitive textbook instead of
your original plan—a brief reference paperback…
…then either you find graduate students to help research the book, or you
postpone the release of the book to allow time for the extra research.
If the TIME (duration) of your project schedule decreases…
…then you may need to increase cost (budget) in order to hire more resources to
get everything done on time. If you can’t increase the cost, you may need to
reduce the scope, because it will be hard to get things done in less time.
Example: If you need to move your release date up two months in time for
the new academic year…
…then either you recruit additional writers to contribute to the book, or you
decide not to publish the book in hardcover.
Managing Triple Constraint – Part 3
Work:
Amount of time a resource is likely to need to finish the task
Units:
Percentage or fraction of resource’s time spent on the task
Duration:
How long will task take to complete
Manual Scheduling
NEW in MS Project 2010
Useful in top-down planning
Automatic Scheduling
Traditional method of using MS Project
Ribbon contains:
Tabs – displays commands appropriate to the view / topic
Task, Resource, Project, View always visible
Format ‘special’ tab applying to current view
Use mouse wheel to quickly scroll through tabs
Groups – logical containers of related commands on tabs
Timeline
Grouping Data
You can group on any field/column
by clicking the little arrow
Organizing Views
Highlighting Data
View -> Data -> Highlight
Organizing Views
Filtering Data
View -> Data -> Filter -> New Filter
Duration Greater than 2days
Result:
Dependencies
Leads
Dependencies
Paint
Install Counters
Automatically Scheduled
Dependencies – let’s try it!
Each Task has dependencies:
“Rewire Kitchen” cannot be finished until “Install Cabinets” has
started (some of the wiring may go through cabinets). This is a Start-
to-Finish dependency.
“Paint” needs to start after “Rewire Kitchen” starts (electrician
needs to have moved openings, outlets, etc – but doesn’t need to
be done, before painting starts). This is a Start-to-Start dependency.
“Install Counters” cannot start until “Paint” has finished (we don’t
want drips☺). This is a common Finish-to-Start dependency.
“Install new floors” can’t finish until “Paint” has finished (as painters
finish each room, floorers put down floors). This is a Finish-to-Finish
dependency.
“Install appliances” can’t start until “Install Floors” is done (FS).
Dependencies – let’s try it!
Each Task has dependencies:
“Rewire Kitchen” Depends on “Install Cabinets: Start-to-Finish
“Paint” Depends on “Rewire Kitchen”: Start-to-Start.
“Install Counters” Depends on “Paint” : Finish-to-Start.
“Install new floors” Depends on “Paint”: Finish-to-Finish
“Install appliances” Depends on “Install Floors” : Finish-To-Start
Dependencies – Lags & Leads?
Fixed Work:
Common type of task that needs a Fixed amount of Work to
complete.
For example, we may create a task that:
Takes 40hrs of work to complete
Will be worked on by one person 50% of their time
It will therefore take two weeks to complete (80hrs at 50%)
If we ask Project to ensure this project is completed in ONE week:
It will adjust the Unit to 100%
It will not change the amount of total work needed (40hrs of fixed
work)
Task Types
Fixed Duration:
Sometimes a task may simply need certain amount of elapsed time
to complete
For example, we may create a task that:
Takes 5 days to complete
If we assign two resources at 100% (two units)
They will accomplish 80hrs of work in those 5 days
If we assign 20hrs of work to this task
Project will calculate only 50% of a resource (0.5 units) is needed
to accomplish that work in 5 days.
Task Types
Fixed Units:
Used when level of effort is important
For example, we may create a task that:
We know a key resource can only work 50% of their time on
If we set the work to be 40hrs, MS Project will calculate duration to
be two weeks (at 50% fixed unit)
If we change the work to 80hrs, MS Project will re-calculate duration
to four weeks, because it cannot increase the resources/units.
If we set the duration to 5 days, MS Project will calculate work to be
20hrs, as that’s all a resource accomplish working at 50%
How do I set the task type?
Work Resources:
Mostly it’s “Managementy” way of saying “People” ☺
Material Resources:
Things needed for People Work Resources to complete tasks
Cost Resources
Fees associated with getting tasks done
Cost per Use – a single time charge every time resource is used.
Accrue At – essentially when cost will be applied:
Start – at beginning of resource’s assignment (not project)
Result:
“Split Task”:
Base Calendars
Starting point for other types of calendars.
Project Calendars
Default calendar for all tasks in project
Task Calendars
Calendars assigned to individual tasks
Resource Calendars
Calendars assigned to individual resources
Calendars
Task Usage view shows costs applied to the tasks and timeline:
Capturing & Tracking Progress
Remaining Work
Actual Work
Finish