Manage construction projects with Microsoft Project: Track progress and control plans

Microsoft Project
Welcome to
Microsoft Project:
Managing Construction and
Engineering Projects
Part 2 - Advanced
For people who have an understanding of project management concepts.
This course covers the advanced knowledge and skills necessary to update project
plans during execution, monitoring and controlling of a project.
Course Objectives
 Update a project plan to reflect progress as you execute the project.
 Monitoring Project Progress in the project plan.
 Adjust the Project Plan and control constraints.
 Create project reports to share a project’s status.
 Customizing project settings and share customizations with other projects.

Course Prerequisites
 Basic project management knowledge and skills.
 Familiar with aspects covered in the MS Projects Part 1 course
 Basic knowledge and skills for using your current Windows operating system.
 Competency in using Microsoft Office Professional.
 Notebook/PC with CD-ROM drive.
 MS Project Professional 2019, 2016, 2013 or 2010
 MS Office Professional 2019, 2016, 2013 or 2010
Logistics & Ground Rules
 Start – 08h00 / 08h30

 Break – 10h00 to 10h15
 Lunch – 12h30 to 13h15
 Break – 15h00 to 15h15
 End – 16h00 /16h30
 Body breaks
 Cell phone / Tablet / Notebooks
 Questions / discussions / talking
 Other?
Course Outline
01 - Executing a Project
02 - Monitoring Project Progress
03 - Controlling a Project Plan
04 - Reporting on Progress
05 - Customizing the Application
Initiation
• Project Charter
• Stakeholder Planning
Register
• Requirements Project Management
Documentation Plan: Executing
• WBS
• Schedule • Product
• Budget • Monitor & control Close-out
• Management • Variance analysis
• Lessons Learned
plans • Reporting
• Final reporting
• Close project
Install the course data files
On the course CD-ROM, run the 91-063dd_rev1.0(0.99mb).exe file
This will install a file named 91-062dd_rev1.1.zip on your C:\ drive.

Unzip this file and it will create a folder 091063Data. This folder contains all the
necessary files that you will use to complete this course.
Navigate to C:\091063Data
Installed from Memory Stick – see Part 2

Lesson 1
Lesson 1: Executing a
Project
Lesson 1: Executing a Project
Lesson Objectives
 Enter Task Progress
 Update Task Progress with SharePoint
 Update Work
 Update Costs
Lesson 1: Executing a Project
You have at this stage:

 Created the Project Plan in Microsoft Project
 Shared the plan with your stakeholders, including the Sponsor.
 Obtained approval to start the project.
Planning & Detail Facility Start-up &

Concept Construction
development Design turnover
You are now entering the execution / Construction phase of your project and need to
measure progress against baselines.
Topic A: Enter Task Progress

Task Progress
Actual Start % Complete Actual Finish

Date Date
There are three classes of work, each requiring one or more measurement methods:
Discrete effort an activity that can be planned and measured and that
yields a specific output.
Apportioned effort Work with a direct, supportive relationship to discrete work
and its work effort is estimated as a percentage of the
referenced discrete work effort. It can include such work as
quality assurance, inspection, and testing activities.
Level of effort Do not directly produce definitive end products that can be
delivered or measured objectively, such as project or
program management and contract management.
Task Progress
Work Class Method to determine progress

Discrete effort • Fixed formula
• Weighted milestone
• Percent complete
• Physical measurement
Apportioned effort • A percentage of the referenced discrete work effort
Level of effort • Planned value is credited as progress at the end of the
measurement period.

Fixed Formula
• Assigns a specified percentage of the budget value of the work package to the
start milestone of the work packages, and
• The remaining budget value percentage is assigned when the work package is
completed.
• Normally this method is only used on smaller work packages that are planned to
start and end within two reporting time periods.
Method Not Started In Progress Completed

50/50 0% 50% 100%
25/75 0% 25% 100%
20/80 0% 20% 100%
0/100 0% 0% 100%
Weighted Milestone
Weighted Milestone
• Divides the WP into segments, each ending with an observable milestone.
• Assigns a weighted value to the achievement of each milestone.
• Is more suitable work packages longer than two time periods.
• Most effective if there is at least one interim milestone for each reporting period.
• Does not permit partial credit for incomplete milestones.
Milestone Individual Progressive WP WP

Number Value Value BAC EV
1 10% 10% $10 000 $1 000
2 15% 25% $10 000 $2 500
3 35% 60% $10 000 $6 000
4 40% 100% $10 000 $10 000

Percent Complete
Percent Complete
• Shows an estimate of the percentage of work that is complete at the end of each
measurement period.
• It should be based on objective and quantifiable work completion.
• The earned value (EV) is determined by multiplying the work package BAC by
the percent complete.
• Work hours expended does not equal deliverables work completed. For
example, 50 hours of effort expended on a work package planned for 100 hours
does not mean that 50% of the work has been accomplished.
Everything is 95% complete for approximately 80% of its elapsed development time - Unknown
Physical Measurement
Physical Measurement
Physical measurement can include any units that can be explicitly related to the
completion of the work for instance:
• length of cable laid,
• the area and quantity of concrete poured, or
• the number of lane kilometres tarred.

Apportioned Effort
Apportioned effort
• Used for work with a direct relationship to discrete work such work as quality
assurance, inspection, and testing activities.
• An apportioned work effort is estimated as a percentage of the referenced
discrete work effort.
• The value (EV) for the support task is determined based on the earned value of
the referenced base activity.
Percent complete 25%, EV = $2500
Discreet work BAC = $10 000
Apportioned effort BAC 10% of above = $ 1 000

Percent complete 10% of Discreet EV = $ 250
Guide for selecting a measurement method
The primary goal in choosing a performance measurement method is to have the most
objective, accurate, and timely assessment possible of work, schedule, and cost status.
Source: Practice Standard for Earned Value Management — Second Edition – page 42

The Status Date Dialog Box
Two ways of setting the status date

Ways to enter progress in Microsoft Project
There are various ways to update a tasks progress such as:

1. Mark on Track
2. The Update Tasks Dialog Box
3. Select Percent complete (0%, 25%, 50%, 75% or100%) from ribbon
4. Enter the % complete on the Task Entry view (Task Form).
5. Enter the % complete into the % complete column of View Tables
Tracking.
6. In the Task Information Box.
7. Entering duration remaining.
8. Etc.

Mark on Track Command
The mark on track command will update the tasks that they are on schedule
as of the status date.
You can select multiple tasks to mark on track together.
The Update Tasks Dialog Box
To maintain an accurate
record of the project’s
progress, update the actual
start and actual finish dates
with dates it actually took
place.

Select Percent complete from ribbon
Enter the % complete on the Task Entry View (Task Form).

Enter the % complete on View Tables Tracking.
Enter the % complete on Task Information Box

Actual Duration
The Actual Duration field shows the span of actual working time for a task to
this point, based on the scheduled duration and current remaining work or
percent complete.
Duration Percent
Duration
Actual
(Schedul
ed) Complete Duration
(Duration 10) X (25% Complete) = 2.5 days actual duration.

Remaining Duration
The Remaining Duration field shows the time that is required to complete the
unfinished part of a task. How much time is left to complete the task?
10 2.5 7.5
Actual Remaining
Duration
Duration Duration
If duration remaining is provided as input then duration and % completed is recalculated:

Activity 1-1: Entering Task Progress. (20 Minutes)
1. Read scenario.
2. Open Woods_3BR_Home_Project_Execute.mpp.
3. Set the status date.
4. Mark tasks as on track.
5. Update progress using on ribbon.
6. Update progress by entering duration remaining.
7. Save as My_Woods_3BR_Home_Project_Execute.mpp.
Activity 1-1: Entering Task Progress. (Result 1-1-3)
Status date = as of Friday June 10, 2016

All of the plans, contracts and permits have been completed

The demolition team has been working on sorting the debris, but they think they will
need an extra day to finish.
Before:
After:
Take note this activity is not completed yet, therefore no tick mark in the information column

The permits have all been completed.
Before:
After:
Activity 1-1: Entering Task Progress. (Result 1-1)
All updates as per Activity 1-1.
Topic B: Enter Task Progress

The Sync with SharePoint Dialog Box
Task
progress
2016
The Sync with SharePoint Dialog Box
Topic C: Update Work

The Actual Work Field
The Actual Work field shows the amount of work that has already been done by
resources assigned to tasks. The time phased versions of these fields show
values distributed over time. Actual work is used to calculate the real cost of the
task.
All the work
The Actual Work Field completed to
date for a
task
Example: A part-time resource completed 20 hours of work on a task during the

week.
The Work Table
The work table contains all the fields that you need to update to reflect the
work completed on tasks. You can update Actual Work, Remaining Work
and Overtime Work.

Activity 1-3: Updating Work (15 Minutes)
1. Read scenario
2. Open file My_Woods_3BR_Home_Project_Execute.mpp.
3. Status date remains June10, 2016.
4. Update Actual Work in Work Table.
5. Set Actual Work to zero.
6. Save My_Woods_3BR_Home_Project_Execute.mpp.
Activity 1-3: Updating Work (Result 1-3-1)
The volunteers put in an additional 4 hours of work (1 hour each) – update the
actual work from 96 to 100 hours and adjust the remaining work to 192 hours.
Before
After

Activity 1-3: Updating Work (Result 1-3-2)
Although the permits were marked as completed you are not tracking work hours
for them and need to set the work to zero
Before
After
Topic D: Update Costs
The Cost Table
The Cost Table enables you to enter fixed (actual) costs for
materials and other costs accrued.

The Assignment Information Tracking Tab
Double Click
Cost = 2h X $50 per hour
You can enter actual cost for

materials and cost resources in
the Assignment Information
dialog box in the Tracking tab.
Updating Material Costs
Cost = 2 ton X $150 per ton

Updating Work and Units
You can update the units as well as the work in the task
details form. (Three containers used (300%) in stead of two
(200%)
Updating Material Costs
You can also change the units from 200% to 300% on

the Task Information dialog box.

Updating Fixed Costs
The actual cost for a fixed price payment must be updated manually
Activity 1-4: Updating Costs (10 Minutes)
1. Read scenario.
2. My_Woods_3BR_Home_Project_Execute.mpp is open.
3. Update Actual cost in Cost Table.
4. Update Actual cost in Details pane.
5. Save My_Woods_3BR_Home_Project_Execute.mpp

Activity 1-4: Updating Costs (result 1-4-1)
You ended up using 3 containers and not 2. The Container cost needs to be
updated.
Before:
After:
You ended up using 3 containers and not 2. The Container cost needs to be updated.
Before:
Unchecking effort driven

will enable modifying the
work values without
changing the duration of
the task
After:

The actual waste dumped is 30 tons and not 20 tons as initially estimated .
Before:
The actual waste dumped is 30 tons and not 20 tons as initially estimated .
After:
Reflective Questions
1. Which ribbon commands of the Task tab are you most likely to use during your
next project to update task progress?
• Mark on Track?
• 100%?
• Update Task Progress?
2. What is an advantage of updating assignment work and costs in the project

plan?
• Making sure the project is staying under budget.
• Preventing overallocation of resources
Lesson 2
Lesson 2: Monitoring
Project Progress
(are we on track?)
Monitoring Project Progress
Lesson Objectives:
 View Project Progress

 Add Custom Fields
 Create Custom Views
 Create a Network Diagram
 Analyze a Project Plan
Tracking and monitoring performance information and analysing performance

data to identify and respond to project risks.
Topic A: View Project Progress
Tables vs Views
Entry Table
Gantt Chart View

Tables vs Views
Tables are made up of sets of columns

Views determine how information is
containing fields of information describing the
displayed. A View actually contains a Filter,
tasks or resources within each row of the table. A
Group, Table and a Screen.
table within MS Project would be similar to a
sheet within MS Excel that has defined columns.
Default Views
Provide a visual representation of the project data for tracking the project’s
performance:
• Calendar • Tracking Gantt

• Gantt Chart • Resource Form
• Network Diagram • Resource Graph
• Task Form • Resource Sheet
• Task Usage • Resource Usage
• Timeline • Team Planner

Calendar View
Use to see which tasks are scheduled for a particular day or week.
Gantt Chart View
Use to see a list of tasks and graphical depiction of when they are scheduled to
occur.

Network Diagram View
Use to see a graphical depiction of how the task are sequenced

Task Form View
Use to work on one task at a time without using the Task Information dialog box.

Task Sheet View
Use to see a list of all the tasks

Task Usage View
Use to see the number of hours a task or its assigned resources will use in total or
for a unit of time.

Timeline View
Use to see key tasks in a time plot.

Tracking Gantt View
Use to compare baseline schedule with actual schedule

Resource Form View
Use to work on one resource at a time without using the Resource Information
dialog box.
Resource Graph View
Use to see when each resource is allocated and overallocated.

Resource Sheet View
Used to see a list of all project resources and detailed information about each one.
Resource Usage View
Use to see a list of all resources and the tasks to which each resource is assigned.

Team Planner View
Used to see a graphical depiction of each resource, the tasks to which each is assigned
and when the resource will work on its assigned tasks.
The More Views Dialog Box
• Bar Rollup View – To see a high level summary of a complex project.

• Descriptive Network Diagram View – To review or prepare to print a detailed network diagram.
• Detail Gantt View – To review or prepare to print a detailed Gantt Chart.
• Gantt with Timeline View – To compare the high level timeline with the details on the Gantt Chart.
• Levelling Gantt View – To identify any changes made by automatic levelling of resources.
• Milestone Date Rollup View – To view only milestones when preparing a status update.
• Milestone Rollup View – To see a high level summary with milestones.

The More Views Dialog Box
• Multiple Baselines Gantt View –.To visually compare schedules between multiple baselines.
• Relationship Diagram View – To review the relationship in detail for individual tasks.
• Resource Allocation View – To review how resources are allocated to individual tasks.
• Resource Name Form View – To prepare a report of project resources.
• Task Detail Form View – To prepare a report of project tasks.
• Task Entry View – To modify details on a task.
• Task Name Form View – To prepare a report of project tasks.
The Sort Dialog Box
To arrange tasks or resources in a

different order either by using the pre-
defined sorting options or by creating your
own

The Outline Command
To specify how much detail is shown:

• Show or hide subtasks.
• Show all subtasks.
• Select levels of tasks/subtasks 1 through 9
The Tables Command
To display different sets of fields in the current view.

Entry table is the default configuration for many views

The Highlight Command
To focus on items in the current view that meet certain criteria.

The Filter Command

The Group Command
To group like items together

The Timescale Dialog Box
Or right click on
time heading
To format the time periods for

time-based views.

Activity 2-1: Viewing Project Progress (10 Minutes)
1. Read Scenario.
2. Open file Woods_3BR_Home_Project_Monitoring.mpp.
3. View Gantt Chart.
4. Sort tasks by Start.
5. Group tasks by Resource.
6. Save as My_ Woods_3BR_Home_Project_Monitoring.mpp
Activity 2-1: Viewing Project Progress (Result 2-1-3)
Sort the tasks per start date to monitor which tasks are starting soon.
Before
After

Activity 2-1: Viewing Project Progress (Result 2-1-4)
Group the tasks per resource for when you are gathering status from the resources
Before
After
Topic B: Add custom fields
Custom fields may be required when you need additional or different data fields
from those provided and can be used to:
• Insert data that is important to your project.
• Write formulas that will perform calculations.
• Add lookup tables to make data entry more accurate.
• Build graphical indicators for important items.
• Create hierarchical coding structures.

The Custom Fields Dialog Box
The Custom Fields Dialog Box
Field section Custom attributes
To create a lookup
Select the type of table or a formula
field you want to field.
customize (Text,
Cost, Date, etc.)
Calculation for task

and group summary
rows
To customise how
Project calculates
task and group
summary rows.
Calculation for
assignment rows
Values to display Rolldown if the values
of the custom field
To display the actual
must be spread
input data or a
evenly across each
graphical indicator.
assignment.

Field Lookup Tables
• Legal
• Human Resources
Department • IT
• Operations
• Research
• S
• M
Size • L
• XL
• XXL
A field is populated with predefined values so that you can only select one of
them. This ensures data integrity.
The Edit Lookup Table Dialog Box

Custom Field Formulas
Formulas enable you to calculate new values from existing values. For instance to
calculate the number of days until an activity is scheduled to start, the following formula
can be used:
Days
Start Today’s
Until
Date Date
Start
Custom Field Formulas

The Graphical Indicators Dialog Box
Activity 2-2: Adding Custom Fields (20 Minutes)
1. Read Scenario.
2. File My_Woods_3BR_Home_Project_Monitoring.mpp is open.
3. Rename text field.
4. Make lookup table.
5. Add graphical indicator.
6. Create custom formula field.
7. Verify that View Bar is visible.
8. Add column to View for custom field.
9. Save file My_Woods_3BR_Home_Project_Monitoring.mpp.

Activity 2-2: Adding Custom Fields (Result 2-2-1)
To capture grant criteria you need to create a custom field to store the criteria in.
Create a lookup table for the grant criteria to make the capturing easier.

Create a lookup table for the grant criteria to make the capturing easier.
Create a formula field to calculate the number of days between todays date and the
finish date of all the tasks.

Create a formula field to calculate the number of days between todays date and the
finish date of all the tasks.
Add the Grant Criteria column to the Resource Sheet

Before:
After:

Add the Days Left column to the Gantt Chart

Before:
After:
Topic C: Create Custom Views
New Views
To create your own custom view to show the information you want
about your project.
• Single view – single pane

• Combination view – Overall information in one pane and detail
information in another pane.

Single View
Combination View

The Edit Button
To edit a built in view or a custom view.

The Copy Button
To make a copy of a built-in or custom view before you edit it.

The Organizer
A tool to copy reports,

calendars, and other
elements to other
projects, or to the
Global template
(Global.MPT).
Activity 2-3: Creating Custom Views (10 Minutes)
1. Read the scenario.

3. Create a new single view.
4. Create a new combination view.
5. Save file My_Woods_3BR_Home_Project_Monitoring.mpp.
09h30

Activity 2-3: Creating Custom Views (Result 2-3-1)
You would like to see a list of of pending tasks without the completed tasks.

Topic D: Create a Network Diagram
Network Diagrams
Peel & Chop

Boil Eggs
Eggs
Chop Mix In Bowl Assemble

Start with Dressing Sandwich
Vegetables
Prepare Get Toppings

Bread Ready

The Network Diagram View
Task Nodes

Milestones and Summary Nodes
Activity 2-4: Creating a Network Diagram. (10 Minutes)

3. Select Network Diagram from View Bar.
4. Review the Network Diagram.
5. Create new node.
6. Define dependency between new node and its successor.
09h50

Activity 2-4: Creating a Network Diagram. (Result 2-4-2)
Activity 2-4: Creating a Network Diagram. (Result 2-4-3)
Create the install tankless water heater in the Network Diagram view
Before:
After:
Topic E: Analyze a Project Plan

The Project Statistics Dialog Box
The Project Statistics Dialog Box

Variance
Tables that show

variances:
• Variance
• Cost
• Work
Slippage
Variance Table Slippage
The amount of time the schedule is delayed

Earned Value
A project management technique for measuring project progress by combining

measurements of schedule, cost, and resources (progress) in an integrated measurement
system based on monetary value.
Source: Practice Standard for Earned Value Management - Second Edition

Earned Value
What do we normally know on a project?:
 Actual Cost (AC): How much does the work done to date cost (from
Finance)
 Planned Value (PV): How much does the work planned to date to be
completed cost (from schedule and budget)
 Earned Value (EV): What is the value (cost) of the work completed to date
(from progress reporting and budget)
 Budget at Completion (BAC): How much do we estimate the work (activity,
phase, project, etc. to cost in total?
See Practice Standard for Earned Value Management - Second Edition for more terms and definitions

Earned Value
Planned to do (PV) $40000
Have done (EV) $40000 On schedule and on budget
Actual Cost (AC) $40000

Earned Value
Have done (EV) $30000 On schedule and over budget

Earned Value
Have done (EV) $35000 Ahead of schedule and over budget

Earned Value
Have done (EV) $25000 Behind schedule and over budget

Earned Value
Have done (EV) $25000 Behind schedule and under budget

Earned Value
Cost Variance (CV) = EV – AC

Cost Performance Index (CPI) = EV / AC
Schedule Variance (SV) = EV – PV

Schedule Performance Index (SPI) = EV / PV
Estimate At Completion (EAC) = BAC / CPI

Estimate To Completion (ETC) = EAC - AC

Earned Value
Cost Variance (CV) = EV – AC CV = $ 25 000 - $ 20 000 = $ 5 000

Cost Performance Index (CPI) = EV / AC CPI = $25 000 / $ 20 000 = 1.25
Schedule Variance (SV) = EV – PV SV = $ 25 000 - $ 30 000 = -$5 000
Schedule Performance Index (SPI) = EV / PV SPI = $ 25 000 / $ 30 000 = 0.83
Estimate At Completion (EAC) = BAC / CPI EAC = $ 30 000 / 1.25 = $ 24 000
Estimate To Completion (ETC) = EAC - AC ETC = $ 24 000 - $ 20 000 = $ 4 000
Earned Value
Activity BAC PV EV  Budget at Completion (BAC): How much

A $800 $800 $800 do we estimate the work to cost in total?
B $300 $200 $300
At the end of day 10 C $600 $200 $0
 Planned Value (PV): How much does the
the values are: work planned to date to be completed
D $500 $0 $0
cost?
E $200 $0 $0
F $800 $0 $0  Earned Value (EV): What is the value
Project $3,200 $1,200 $1,100 (cost) of the work completed to date

The Earned Value Table
Activity 2-5: Analyzing a Project Plan (10 Minutes)
1. Read scenario.
3. Review the project statistics.
4. Generate an earned value table.
5. Save My_Woods_3BR_Home_Project_Monitoring.mpp and close it.

Activity 2-5: Analyzing a Project Plan (Result 2-5-1)
The project sponsor requests the values for percentage complete for the overall
project.
Activity 2-5: Analyzing a Project Plan (Result 2-5-2)
The project sponsor requests the values for the project’s earned value
1. What types of custom fields might you use in your next project?
• Organizational categories?
• Graphical indicators?
• Other?
2. Which views are most helpful for monitoring project progress?

• Task Usage View?
• Tracking Gantt View?
• Custom Views?
Lesson 3
Lesson 3: Controlling a
Project Plan
(Bringing the project back
on track)
Controlling a Project Plan
Lesson Objectives:
 Edit the Task List
 Reschedule Tasks
 Update a Baseline
Bringing the project back on track

Topic A: Edit the Task List
Changes to the Plan
Most often the project plan needs to be updated to provide for:

• New tasks discovered that must be completed.
• Existing tasks that are no longer needed.
• Existing tasks that are going to be completed differently.
• Resource reallocations.
• Schedule compression techniques.
• Changes in business need for the project.

Schedule Options
Before inserting or moving tasks ensure Autolink is selected if you

want Microsoft Project to maintain dependencies.
Insert Tasks
Two ways of inserting a task
Right Click

Inactive Tasks
Activity 3-1: Editing the Task List (15 Minutes)

2. The file Woods_3BR_Home_Project_Controlling.mpp is open.
3. Make sure Autolink is active.
4. Insert a new task.
5. Mark a task as inactive.
6. Rename a task.
7. Save as My_Woods_3BR_Home_Project_Controlling.mpp.
MSP Standard does not have the inactive function

Activity 3-1: Editing the Task List (Result 3-1-2)
You need to set up the defaults on MS Project for adding a task

You need to add a task for installing the skylight in the master bathroom.
Before:
After:

The client decided against wallpaper, so you need to make this task inactive.
Before:
After:
Task 77 now need to be renamed.
Before:
After:
Topic B: Reschedule Tasks

The Update Project Dialog Box
To automatically reschedule any remaining work based on tasks you selected after
a specific date.
Split Tasks
To manually split a task if the resource has to do something else for a while and
then resume with the task. The split piece can be dragged to the required date on
which it should resume.

Task Inspector
To identify and help resolve scheduling conflicts. Task inspector will show the cause
of the conflict and suggest potential solutions.
The Move Command
To move a selected task forward or backward in the schedule.

Activity 3-2: Rescheduling Tasks (15 Minutes)

2. The My_Woods_3BR_Home_Project_Controlling.mpp file is open.
3. Split a task.
4. Move tasks.
5. Save My_Woods_3BR_Home_Project_Controlling.mpp.
Activity 3-2: Rescheduling Tasks (Result 3-2-1)
The masonry contractor has decided to take the week of Thanksgiving off and the task
can be resumed after 2016/11/28
Before:
Middle:
After:

The framing contractor can complete his work before Thanksgiving
Before:
After:
Verify project end date
Topic C: Update a Baseline

The Set Baseline Dialog Box
Interim Plans
To create a snapshot of the current project

start and finish dates to compare against a
baseline. You can set multiple interim plans
within multiple baselines.

Activity 3-3: Updating a Baseline (10 Minutes)

2. The My_Woods_3BR_Home_Project_Controlling.mpp file is open.
3. Set a new baseline.
4. Compare baselines.
5. Save My_Woods_3BR_Home_Project_Controlling.mpp and close.
Activity 3-3: Updating a Baseline (Result 3-3-1)

Activity 3-3: Updating a Baseline (Result 3-3-1)
You would like to create a baseline to compare progress to in the future
Before:
After:
Blue = Baseline
Red = Baseline 1
1. In what scenarios might you split a task?

• Work stoppage due to weather?
• Resource availability issues?
• Other?
2. When would you use an interim plan?

• For creating a checkpoint at a regular basis?
• To align with organizational reporting goals?
Lesson 4
Lesson 4: Reporting on
Progress
Reporting on Progress
Lesson Objectives:
 Format and Share a Chart View
 View Existing Reports
 Create Custom Reports
 Create a Visual Report
Topic A: Format and Share a Chart View

The Gantt Chart Tools Format Contextual Tab
The Gantt Chart Tools

Format Contextual Tab
To format any shapes or text boxes in the chart report such as:
• Bar styles and appearance.
• Bar text position, font & colour.
The Bar Styles dialog box
Ways to display the Bar Styles dialog box:
Right
Click

The Gantt Chart Wizard
The Timeline View
Select if task should be displayed

on Timeline
Double Click or Right Click on

Task to display Summary Task
Information box.

The Timeline Tools Format Tab
Commands on the Timeline Tools Format contextual tab:

• Text Styles • Display as Callout
• Font Command Group • Remove from Timeline
• Date Format • Copy Timeline
• Detailed Timeline
• Overlapped Tasks
• Pan & Zoom
• Text Lines
• Existing Tasks
• Insert Task
• Insert Callout task
• Insert Milestone
• Display as bar
The Copy Timeline Command

Activity 4-1: Formatting and Sharing a Chart View (15 Minutes)

2. File Woods_3BR_Home_Project_Reporting.mpp is open.
3. Format the Timeline.
4. Copy Timeline and paste into PowerPoint.
5. Save as My_Woods_3BR_Home_Project_Reporting.mpp.
The Final Acceptance bar is part of the timeline (towards the end).
Activity 4-1: Formatting and Sharing a Chart View (Result 4-1-2)

Activity 4-1: Formatting and Sharing a Chart View (Result 4-1-3)
Topic B: View Existing Reports
Overview

Dashboard Reports
Dashboard Reports

Resource Reports
Resource Reports

Cost Reports
Cost Reports

In Progress Reports
In Progress Reports

Activity 4-2: Viewing Existing Reports (10 Minutes)

2. My_Woods_3BR_Home_Project_Reporting.mpp is open.
3. Generate a dashboard report.
4. Generate a resources report.
5. Generate a progress report.
6. Save My_Woods_3BR_Home_Project_Reporting.mpp.
MSP 2013 – Can do
MSP 2010:
Question 1 – Project/Reports/Reports/Overview Reports/Project Summary.
Question 2 - Project/Reports/Reports/Assignments/Who does What When.
Question 3 - Project/Reports/Reports/Overview/Critical Tasks.
13h10
Activity 4-2: Viewing Existing Reports (Result 4-2-1)

Topic C: Create Custom Reports

The New Report Command
If you need to create a custom report to meet your specific project needs
The Report Tools Design Contextual Tab
To Change the graphic theme of the report.
Once a report is selected from the ribbon by

selecting “Report” and a specific report, then the
“Format” button changes to “Design”.

To change the colour palette of the report.

To change the font combinations used in the

report.

Applies 3D effects to objects in the report.

Inserts into the report:

• Photos or graphics
• Geometric shapes
• Charts
• Tables
• Text box


The Chart Tools Design Contextual Tab

Changes how information is presented in

the chart.
Changes the colour scheme for the bars,

lines, etc. in the chart.

Changes the graphical look of the chart.


The Chart Tools Format Contextual Tab
Use to format any shapes or text boxes in the chart report

The Table Tools Design Contextual Tab
To change the look of the table in the report

The Table Tools Layout Contextual Tab
To change the layout of the table in the report

The Field List Task Pane
To change which types of fields are

displayed in the selected chart or table
report,

Activity 4-3: Creating Custom Reports (20 Minutes)

2. My_Woods_3BR_Home_Project_Reporting.mpp is open.
3. Create a new table report.
4. Design the table.
5. Select fields using the field list.
6. Add a chart to the report.
7. Edit the chart.
8. Insert a hyperlinked text box.
9. Insert an image.
MSP 2013: - Can do this exercise

MSP 2010: - Function not available.
13h45
Activity 4-3: Creating Custom Reports (Result 4-3-1)




Topic D: Create a Visual Report

The Visual Reports Dialog Box
To export project data to

Excel or Visio to create
more complex reports.
Activity 4-4: Creating Visual Reports (10 Minutes)

2. Project My_Woods_3BR_Home_Project_Reporting.mpp is open.
3. Open the Visual Reports – Create Report dialog box.
4. Set the parameters for the Visual Report.
5. Save the created Excel file as My Baseline Work Report.xlsx.
MSP 2010:
Question 1 – Project/Reports/Reports/Visual Reports/Baseline Work Report.
NB: If your MS Project and MS Office is not the same year (2010, 2013 or 2016) you may
experience problems with this exercise.
14h10

Activity 4-4: Creating Visual Reports (Result 4-4-1)

1. What is the most important thing to do in Project to create a helpful report?

• Keeping the project progress up to date.
• Formatting and filtering to highlight important data.
• Utilizing applications such as Excel.
2. Which reports will you use on your next project?

• Dashboard Reports?
• Resource Reports?
• Cost Reports?
• In Progress Reports?
• Custom Reports?
• Visual Reports?
Lesson 5
Lesson 5: Customizing the

Application
Reporting on Progress
Lesson Objectives:
 Change Project Options
 Create a Project Plan Template
 Share Resources
 Link Project Plans
Topic A: Change Project Options

The Backstage
General Project Options

Project Display Options
Project Schedule Options

Project Proofing Options
Project Save Options

Project Language Options
Project Advanced Options

Ribbon Customization Options
Quick Access Toolbar Options

Activity 5-1: Changing Project Options (15 Minutes)

2. Project Woods_3BR_Home_Project_Customizing.mpp is open.
3. Open Project Options dialog box.
4. Customize the Ribbon.
5. Save Woods_3BR_Home_Project_Customizing.mpp.
Question 2 – For Office Background Function to be available it is necessary to login to your

Microsoft account.
Activity 5-1: Changing Project Options (Result 5-1-2)

Activity 5-1: Changing Project Options (Result 5-1-3)
Topic B: Create a Project Plan Template
Save as Template Dialog Box

Activity 5-2: Creating a Project Plan Template (5 Minutes)

2. Project Woods_3BR_Home_Project_Customizing.mpp is open.
3. Save the project plan as a template.
4. Close the template file.
MSP 2010: Question 1 – Use the File/Save As option.

Activity 5-2: Creating a Project Plan Template (Result 5-2-1)
Topic C: Share Resources

Share Resources
A sharer project is an actual project that may contain resources that you want to use
in another project plan or sharer file. The sharer project becomes the resource pool.
Resource pool
Sharer Files Resource pool use

resources from the resource pool
Activity 5-3: Sharing Resources (10 Minutes)

2. Open the resource pool file.
3. Open the project plan file.
4. Select the resource pool.
5. Close all but do not save.

The Share Resources Dialog Box (Result 5-3-1)

Topic D: Link Project Plans

Master Projects and Subprojects
A Master Project is a project file that contains other inserted projects. Each
inserted project is called a subproject. Master projects embed subprojects into
them.
Helps monitor
multiple projects
simultaneously
• MS Projects treats subprojects as summary tasks so a single critical path is

created that covers all projects in the master project plan.
• WBS codes need to be made unique per project.
Master Projects and Subprojects
Insert:- Changes in the subproject

are reflected in the master project,
and vice-versa.
Read-Only:-Changes in subproject
will reflect in Mater but not vice-
versa.
Show previous versions:- Will
search for previous versions to
insert into the master project.
The Subproject function can also be used to insert subcontractor projects into your overall project
and progress update done by the subcontractor and the updated file linked to your master project.

Links between Projects
Inter-project
link
Links between Projects Dialog Box
• The Links Between Projects

dialog box is only for viewing
the inter-project links on the
sub-projects.
• It is not for creating the inter-
project links.

Activity 5-4: Linking Project Plans (10 Minutes)

2. Create a new blank project.
3. Insert two existing projects into the Master Project (the new project).
4. Create an inter-project dependency.
5. Save the Master Project.
NB: Look at the /Project/Interproject links on the individual projects and not on the Master
project.
Activity 5-4: Linking Project Plans (Result 5-4-2)

Activity 5-4: Linking Project Plans (Result 5-4-3)
1. What commands might you add to the ribbon or Quick Access Toolbar?
• Setting the status date?
• Sending Email?
• Other?
2. What features of Project would you use to reuse your work in another
project?
• Creating templates?
• Sharing resources?
• Linking project plans?
• Other?
Thank you
Thank You
Please complete and hand in the evaluation forms.

Manage construction projects with Microsoft Project: Track progress and control plans

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Microsoft Project

 Update a project plan to reflect progress as you execute the project.

 Monitoring Project Progress in the project plan.

 Adjust the Project Plan and control constraints.

 Create project reports to share a project’s status.

 Customizing project settings and share customizations with other projects.

 Basic project management knowledge and skills.

 Familiar with aspects covered in the MS Projects Part 1 course

 Competency in using Microsoft Office Professional.

 Notebook/PC with CD-ROM drive.

 MS Project Professional 2019, 2016, 2013 or 2010

 MS Office Professional 2019, 2016, 2013 or 2010

Logistics & Ground Rules

 Start – 08h00 / 08h30

02 - Monitoring Project Progress

03 - Controlling a Project Plan

05 - Customizing the Application

Install the course data files

On the course CD-ROM, run the 91-063dd_rev1.0(0.99mb).exe file

This will install a file named 91-062dd_rev1.1.zip on your C:\ drive.

Installed from Memory Stick – see Part 2

Lesson 1: Executing a Project

 Update Task Progress with SharePoint

You have at this stage:

Planning & Detail Facility Start-up &

Topic A: Enter Task Progress

Actual Start % Complete Actual Finish

Work Class Method to determine progress

Topic A: Enter Task Progress

Method Not Started In Progress Completed

Milestone Individual Progressive WP WP

Topic A: Enter Task Progress

Topic A: Enter Task Progress

Percent complete 25%, EV = $2500

Discreet work BAC = $10 000

Apportioned effort BAC 10% of above = $ 1 000

Topic A: Enter Task Progress

Two ways of setting the status date

There are various ways to update a tasks progress such as:

Topic A: Enter Task Progress

Topic A: Enter Task Progress

Topic A: Enter Task Progress

Topic A: Enter Task Progress

(Duration 10) X (25% Complete) = 2.5 days actual duration.

If duration remaining is provided as input then duration and % completed is recalculated:

Topic A: Enter Task Progress

Status date = as of Friday June 10, 2016

Topic A: Enter Task Progress

All of the plans, contracts and permits have been completed

Topic A: Enter Task Progress

The permits have all been completed.

All updates as per Activity 1-1.

Topic B: Enter Task Progress

Topic C: Update Work

Example: A part-time resource completed 20 hours of work on a task during the

Topic C: Update Work

Topic C: Update Work

Topic D: Update Costs

Cost = 2h X $50 per hour

You can enter actual cost for

Cost = 2 ton X $150 per ton

Topic D: Update Costs

You can also change the units from 200% to 300% on