Microsoft Project 2007 Training

®

Module 1: The Basic

Welcome
This training module was created by: Eng’r Sid Calayag
 • • • • • • •

Credentials: Trained in Planning and Scheduling using Primavera Experienced in using Harvard Project Manager and MS Project since version 3 Trained in Project Management and Quality Management System Regular Trainer for Taikisha Philippines Inc. Certified Lead auditor for ISO 9001:2000 and ISO 9001:2008 Practiced Project Management (local and abroad) Published major training materials in the internet on the following subjects: • Guidelines for Project Kick-off Meeting • Quality in Construction Works • Improve Project Performance Using 5S Concept • QA/QC Concept, Roles and Responsibilities in TPI Organization • Quality Improvement Using Root Cause Analysis • Practical Auditing • Upgrade QMS System to ISO 9001:2008 • Introduction to Cleanroom Technology
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Course Objectives
 This Microsoft Project course gives delegates an

introduction to project management and to the concepts of planning and scheduling using Microsoft Project 2007. Delegates on this training will learn how to identify, organize and manage the tasks and resources required to complete a project under the constraints of time and cost to achieve a final project target.

4

Course contents
• Lesson 1: Project Management • Concept of Project Management • Key Metrics and Success Factors • PERT and CPM

• Lesson 2: Microsoft Project • Planning the Project • Task Entry and Linking • Updating the Project • Working with your views • Printing and Reporting
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Lesson 1
 Project Management • Commonly used terms
• Concept of Project Management • Key metrics to Project Management • Key Success Factors

• The Critical Path / PERT Chart

Commonly used terms
 Activity – a specific project task that requires resources 

 

and time to complete Baseline – the original approved plan Crash - in CPM, an activity can be conducted at a normal pace or at an expedited pace at a greater cost Critical - an activity or event that if delayed will delay project completion Critical path – the series of activities that determines the duration of a project. It is the longest path through the project.
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Commonly used terms
 Deliverables- any measurable, tangible, verifiable

outcome, result, or item that must be produced to complete a project  Fast tracking – a method of shortening the critical path by carrying out activities in parallel  Gantt chart – a manner of illustrating multiple time-based activities on a horizontal time scale  PERT – Program Evaluation and Review Technique chart depict task, duration, and dependency information in a network form.

8

Concept of Project Management
Initiation
Initiation Process

• Project termination • Team Development • Organization Commitment

Planning

Planning Process

• Scope Definition • Activity Definition • Schedule Development/Cost Estimating/Resource Planning

Management
Execution
• Information Distribution Execution • Update Project and Control • Performance Reporting
Process

Closure
Closure Process

• Project Close-out • Administrative close-out • Project completion

9

Projects
JAN
Build A

FEB

MAR

APR

MAY

JUN

A Done
Build B

B Done
Build C C Done Build D Ship

On time!

Unique, one-time operations designed to accomplish a specific set of objectives in a limited time frame.

10

Key metrics and success factors
 The Key Metrics

• •
• • •

Time
Cost Performance objectives

 The Key Success Factors
Top-down commitment
Having a capable project manager Having time to plan


Careful tracking and control Good communications
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Project Management
 What are the tools?
• •

Work breakdown structure Network diagram Gantt charts
Gantt Chart

Project X MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

Level 1
Locate new facilities

Level 2 Interview staff
Hire and train staff

Level 3 Select and order furniture
Remodel and Level 4 install phones Move in/startup 12

Project Manager
Responsible for:
Work Human Resources Communications Quality Time Costs

13

Review Lesson 1-a
What are the key metrics?
• ____ Time
• ____ Cost • Performance ___________ objectives

What are the Key Success Factors?
• Top-down __________ commitment
• Having a _______project _______ ______ project manager capable project _______ • Having ____ to plan time to plan

• Careful tracking and _______ control • Good ______________. communications
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Critical Path /“Pert” Charts

PERT and CPM
PERT: CPM: Program Evaluation and Review Technique Critical Path Method

• Graphically displays project activities

• Estimates how long the project will take
• Indicates most critical activities • Show where delays will not affect project

The Network Diagram
• Network (precedence) diagram

• Activity-on-arrow (AOA) • Activity-on-node (AON) • Activities • Events

The Network Diagram (cont’d)
 Path • Sequence of activities that leads from the starting node to the finishing node  Critical path • The longest path; determines expected project duration  Critical activities • Activities on the critical path  Slack • Allowable slippage for path; the difference between the length of path and the length of critical path

Project Network – Activity on Arrow
AOA
Locate facilities Order furniture

4
Furniture setup

2
Remodel

1
Interview

5
Move in

6

3

Hire and train

Project Network – Activity on Node
Order furniture

AON

Locate facilities

2

Furniture setup

1
Remodel

6
Move in

S
Hire and train

5

7

Interview

3

4

AOA vs. AON
AOA
Order furniture Locate facilities 1 2 4 Furniture setup

Remodel
5 Move in Interview 3 Hire and train AON Locate facilities 1 Remodel S 5 7 Order furniture 2 Furniture setup 6 Move in 6

Interview 3

Hire and train
4

Network Conventions

a c b a

b
c

a a c b b d

c Dummy activity

Time Estimates
 Deterministic

Time estimates that are fairly certain

 Probabilistic

Estimates of times that allow for variation

Probabilistic Estimates

to

tm

te

tp

Activity start

Optimistic time

Most likely time (mode)

Pessimistic time

Expected Time

te

to + 4tm +tp = 6
te = expected time to = optimistic time tm = most likely time tp = pessimistic time

Example 1
Optimistic time Most likely time Pessimistic time

2-4-6 b 3-4-5 d 3-5-7 e 4-6-8 h 5-7-9 f

Review Lesson 1 - b
Deterministic time estimates
6 weeks 4 2 3 weeks

8 weeks

11 weeks 1 5

Move in 6 1 week

4 weeks 9 weeks 3

PATH
1-2-3-4-5-6 1-2-5-6 1-3-5-6

LENGTH

SLACK

Solution to Review Lesson 1 - b
Critical Path

PATH PATH

LENGTH LENGTH

SLACK SLACK

1-2-3-4-5-6 1-2-3-4-5-6 1-2-5-6 1-2-5-6 1-3-5-6 1-3-5-6

18 18 20 14

2 2 0 6

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Solution to Review Lesson 1 - b
Deterministic time estimates
6 weeks 4 2 3 weeks

8 weeks

11 weeks 1 5

Move in 6 1 week

4 weeks 9 weeks 3

Critical Path PATH 1-2-3-4-5-6 LENGTH 18 SLACK 2

1-2-5-6 1-3-5-6

20 14

0 6

Pert Chart
 tasks a and b can start simultaneously
 task c can start after a is complete  task d can start after b is complete

 c and d must complete before e can begin
a 0
b A c

e
C&D E

B

d

The CRITICAL PATH is the longest continuous path of activities through a project that determines the project end date. 33

Review Lesson 1 - c: Draw a Pert Chart for this job
Task
a. b. c.

Title

Duration

Precedence

start
think plan

0
1 2

a b

d.
e. f.

procrastinate
assign to someone else hide

5
1 3

a
c,d e

g. h.

finish grab credit

1 1

e f,g
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Solution to Review Lesson 1 - c
Task a. b. c. d. e. f. g. h.
a
A 0 d 1 5 D G

Title start think plan procrastinate assign to someone else hide finish grab credit
c B 2 C

Duration 0 1 2 5 1 3 1 1
e C&D 1 E

Precedence a b a c,d e e f,g
f 3 g F F&G 1 H

b
1

Critical Path = A D E F H

slack in B C, G

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Lesson 2: Microsoft Project
• Starting Microsoft Project

• The Screen • The Default View • Views and Tables
• Menus • The Tool Bar

Starting Microsoft Project
1. Run MS Project by opening it in “All Programs” • Select MS Project (usually in the same group where other MS Office applications are located.

37

The Screen

1. Default View

2. Change the Default View : • Choose View, 3. You may add or delete some Toolbar, in the Screen of the Toolbar Project Guide . from this menu.

38

Planning the Project
• Where to Begin

• Defining the Project
• Setting the project start date • Complete the Project Plan

• The base calendar
• Save the New Project File

Planning the project

 Where to Begin 1. Start MS Project
2. Choose the Define Project in the Task Wizard 3. Follow succeeding instructions

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Planning the Project
 Define the project
1. Choose “Define general working time” in the Wizard

2.

Choose standard time for a regular 8 hour work day
Customize it to suit your needs. Follow succeeding instruction
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3. 4.

Task Entry and Linking
• Creating Milestone,

• Task Relationships
• Linking Tasks • Editing the Task Information

• Formatting the Gantt Chart
• Highlighting the critical path

Create Milestone, Link and Relationship

When you enter a task or import a number of tasks, they have a duration of one day as a default

To create milestone, select the task/s considered as milestone and then right click. Select Task Information. Put a check mark on Milestone.

To create subtask, select the task considered and then select Project/Outline/Indent in the Menu
Link the selected tasks by selecting Edit/Link task in the Menu.

NOTE: All task are automatically link by Finish (a task) to Start (another task).
Edit the Duration, Start or End Date as needed. 43

Editing Task Information
 You can view

information regarding a task by selecting the task and then right click. A Task Information will appear showing several tabs where you can add, delete, or edit information regarding Resources, Predecessors, etc.

44

Formatting the Gantt Chart
You can format the Gantt Chart view by using the Gantt chart Wizard
 Select Format/Gantt

Chart Wizard in the Menu Follow the instruction in the Wizard

45

Highlighting the critical path
You can also highlight the critical path in the Gantt Chart view by using the Wizard
 Select Format/Gantt

Chart Wizard in the Menu Follow the instruction in the Wizard

46

Updating the Project
• Setting the baseline

• Update the project • Tracking Progress

Setting the Baseline
1. Select Tools/Tracking the

Menu Bar
2. A dialog box appears

where you are given a choice to “Set a Baseline” for the whole project or for the selected task only.

48

Update the project
1. Select Tools/Tracking the

Menu Bar
2. A dialog box appears where

you are given several choices to update the project.

49

Update each task in a project
1. Highlight a column where you

want to insert another column.
2. Select Insert | Column in the

Menu bar, or
3. Right click and then select

“Insert column”.
4. In the “Column definition”

dialog box , choose “%Complete”. Then select “OK”.
5. Update each task in the new

column.
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Tracking Progress
1. Select Tools | Tracking |

Progress Line in the Menu bar
2. In the “Progress Line” dialog

box , choose “always display current progress line” and “At current date”. Then select “OK”.
3. A red vertical line will appear

showing the status of the project.

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Sample of a project with tracking

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Network Diagram
• View the Network Diagram

• Elements of the Network Diagram

The Network diagram
1. Select View | Network

diagram in the Menu bar,
2. The Network Diagram

appear immediately as shown.
3. Close-up view of the

Network diagram

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Elements of the Network diagram

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Printing and Reporting
• Page Setup

• Reports Setup

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Page Set-up
1. Select File| Page Set-up in

the Menu bar,
2. The “Page Set-up” dialog

box will appear showing paper sizes and other choices.
3. Customize the printed

output by inserting additional info in the “Header “and “Footer”

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Action Reflection
“Failure to plan is planning to fail”

END OF TRAINING
FOR MODULE 1

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