04 Creating A Project Planning - Unit 3

THE PAPUA NEW GUINEA
UNIVERSITY OF TECHNOLOGY
CIVIL ENGINEERING DEPARTMENT
UNIT 3: PROJECT
CE 202 – CIVIL PLANNING USING
ENGINEERING SYSTEMS II
MS PROJECT
Creating a Project Plan
Prepared by:
Ms. Grace Wantepe
CE 202 Lecturer
Week 6 L6, Sem 2, 2019

2
Lecture Outline Preview

 This lecture will provide:
 Introduction to laying out most commonly
used project fields, for easiest data entry
 Introduction to configuring MS Project in a
typical layout tools, displaying typically
needed data
 Step-by-step creation of a simple sample
project
 Thislecture is prepared as the third of
three blocks in a building block
approach
CE 202: Civil Engineering Systems II
3
MS Project Rules of the Road

 Be prepared before using MS Project
 Have the required building blocks
defined
 Identify a clear project goal
 Identify tasks, resources, requirements,
limitations
 Identify relationships between tasks
 Constraints and Dependencies
 Identify a defined sequence for tasks
 Likeany tool, MS Project cannot define
the goal of a project, the user must do
that
4
Building a Sample Project

Customizing the Layout
 Start by adding the Project Guide and desired

toolbars (refer to the previous unit for info)
 Next, configure the WBS (Tasks Lists) fields to
reflect the information desired
 The default configuration contains 7 columns
(fields) that show typical information
 Indicators, task name, duration
 Start, finish, predecessors, resource names
 Columnpositions can be changed by dragging
a column left or right (just like in MS Excel)
5

 Right
mouse click when in the task area to bring up
a submenu
Select Insert Column

6

A dialogue box will appear providing a

wide range of choices to add
information…
 Scroll to “Cost” and select it
A cost column has been added

 Repeat this process adding these columns

 Critical, % Complete, Total Slack
Each column has hints, tips and detailed instructions that are
accessible by rolling the mouse over the column header
CE 202: Civil Engineering Systems II 7

 Drag
and drop columns for layout
according to personal preference…

8
9

Customizing the Display Settings
 Next, set customized display settings
Tools Menu, Options… Use the tabs….

10

Customizing the Display Settings
 For this project use the default settings on

 The schedule and calendar tabs
 The edit, view, and calculation tabs
 Itis best to use the default settings until a
higher degree of comfort is achieved
 Once customized, these settings can be
set as default to reduce setup time

11
Customizing the PERT Entry Sheet

Building a
 Open the PERT Entry
Sample Project
 Use the same “Insert
Sheet column” techniques to
add the same
columns…

12
Customizing the PERT Entry Sheet
 The
result will be the PERT Entry Sheet plus the
other columns from the task list
 This is not required but saves work later…
Mouse-over help/hints and tips are available in all views

13

Customizing Gantt Chart Display
• Customize the display for best results

• Use the default setting or add personal touches
• Switch from PERT Entry Sheet view to Gantt
View

14

 Invoke the Gantt Chart Wizard…

 Can only be accessed in Gantt and
Tracking Gantt views…

15

• Select Critical Path, this will automatically

calculate and display the critical path
• Critical path is displayed in RED

16

• Select the type of data to be displayed on the

Gantt
• For this project, select custom task information

17

• A Simple visual display provides easy status

reporting…

18

• Showing dependencies between tasks is a great

way to pinpoint relationships and potential conflicts
Non-critical link
Critical Link

19

 This
format will be applied to all projects until it is
changed…

20

About the Gantt Chart Display
 Criticaltasks and links are always displayed in RED

 Non Critical tasks and links are displayed in blue, or
another color the user prefers
 Formats can be changed at any time during
project planning or management but…
 Settle on a simple display that works best
 KISS (Keep It Simple Son)
Sample Gantt

21

Setting the Project Information
 One task remains before entering data

 Set the project information
OR
For the sample project, set

the start date to 6/29/04
22

Set Working Times
 Set
working times by using the Task Wizard or
accessing the menu
 Forthis project use the default settings in the
Wizard

23

Set Working Times
 Follow the steps in the wizard…

24

Enter Tasks
 Tasks
can be entered using the wizard, through
the Gantt view task list or the PERT Entry sheet

25

Enter Tasks
• Entering data through the PERT Entry Sheet

saves time…enter data only once for several uses
– Enter data before PERT analysis is conducted
– It will also populate the task dialogue boxes
– It will also populate the Gantt Task List
• To begin, enter the task names and durations
– Enter only Optimistic, pessimistic & expected durations
– PERT analysis will populate the duration field

26

Enter Tasks
• For this sample project enter these tasks:

TASK Optimistic Duration Expected Duration Pessimistic Duration
Foundation 1 week 2 weeks 3 weeks
Framing 2 weeks 4 weeks 7 weeks
Roof 1 week 2 weeks 3 weeks
Electrical 1 week 2 weeks 3 weeks
Sheetrock 1 week 3 weeks 5 weeks
Interior Paint 1 week 2 weeks 4 weeks
Exterior Paint 1 week 2 weeks 3 weeks
Landscaping 1 week 2 weeks 4 weeks

27

Enter Tasks
 The PERT Entry Sheet Should look like this
 Notice all tasks begin and end on the same day
 PERT Analysis has not been completed
 Notice all tasks appear to be critical…
 Task Dependencies have not yet been identified

28

Identify Task Dependencies
• Identify which tasks must finish before others

can begin – a task dependency
– Foundation must finish before framing begins
– Highlight both tasks and click the link icon

29

• By identifying 1 dependency the plan has

changed…
– Start and end dates, critical task status
– 1 predecessor has been set – task 1 precedes tasks 2

30

• This can also be accomplished by using the Task

Information submenu (right mouse click)

31

 Using this same technique, identify and set the other
dependencies
 The roof is dependant on completion of the framing
 Electrical is dependant on completion of the framing
 Sheetrock is dependant on completion of the electrical
 Interior paint is dependant on completion of the sheetrock
 Exterior paint is dependant on completion of the framing
 Landscaping is dependant on completion of the exterior
painting
 Take a moment to think through the logic of these
dependencies – this is a critical part of planning a project
 Hint: highlight multiple tasks by using ctrl and clicking on
link icon
 Note: Tasks may be dependant on more than 1 other task
32

• Notice how much the plan has changed and the

PERT Analysis has not even been completed
– Critical tasks and dependencies have been identified
– Start and finish dates have been identified

33

Completing the PERT Analysis
• All task information has been entered, it is
time to complete the PERT Analysis
• Press the Calculate PERT icon
• Click “Yes” on option boxes
– MS Project calculates dates and durations…

34

Completing the PERT Analysis
• Use these durations and critical task/path
designations for the PERT Risk Analysis

35

Explore the other views after the PERT Analysis is complete
• By navigating through the view menu, a variety

of charts and graphs display the plan
– Note: cost and resource info has not yet been added
– The critical path has automatically been identified in
RED, as have the critical tasks
• The Gantt charts and network diagram display
the PERT Analysis data, not the user provided
estimates
• Save the project and explore the views!
36

 Gantt Chart view

 Notice the critical path in red?

37

• Network Diagram
• Notice the Critical Path in Red? The Critical Tasks
in Red and non-critical tasks in blue?
– MS Project calculates dates and durations…

38

• Calendar view… an easy-to-read planning

calendar
(Extract of the
calendar view)

39

• Other views include tracking, optimistic, and

pessimistic Gantt charts…(under more views tab)
– Note: do not reformat the pessimistic and optimistic
Gantt views, the dates will be altered
Tracking Gantt
40

Optimistic Gantt
Pessimistic Gantt
41

Building a Resource List
• Next, build a resource list

– A list of people and equipment needed for the project
– Use either the wizard or the resource sheet view

42

• For this project use the following information:

– Painters
• Ben Johnson, $10/hr, OT $15/hr
• Amy Wilson, $17.50/hr, OT $25/hr
– Landscapers
• Adam Stevens, $20/hr, OT $30/hr
• Jill Morris, $25/hr, OT $35/hr
• Contracted Equipment/workers
– Concrete crew, $15/hr, OT $25/hr
– Framers and Roofers crews, $10/hr, OT $20/hr
– Electrician, $40/hr, OT $60/hr CE 202: Civil Engineering Systems II
43

• The resource sheet should look like this:

44

Assigning Resources to the tasks
• Assign resources to tasks by any of several

methods:
– In the Task Information box
– In the task list area (WBS)
– In the PERT Entry Sheet
– Through the Wizard

45

• For this project, 100% of the resource time is

available, if it needs to be changed, do so
through the resource sheet view

46

• Assign tasks as follows:

47

• As assignments are made, MS Project calculates

the costs…
• All required entries and calculations are
done…save the project!

48

Check the Project Statistics
• Checking the project statistics yields a snapshot

of costs and times

49

Saving a Project Baseline
• Saving a project baseline allows a user to track

progress and compare project expectations
– Compare estimates against actual durations, costs etc

50

Saving a Project Baseline
• A User can save up to 11 baselines in MS Project

• Very useful for situations where:
– New tasks are added
– The scope of the project changes
– Unexpected delays occur
– The project is crashed
– The project is relaxed
• Save each baseline as a new number using the
scroll down menu in the save baseline area
51

Adding A Few Personalized Touches
• The project is functional and complete but

adding a few extra touches gives it structure
• Add a top level task that serves as a title and
project overview
•Indent all subsequent tasks

• Do not assign resources
• Marked critical
•But is Not critical for
PERT Risk analysis
purposes
52

• Add a milestone that serves as project closure

•Link to all other physical tasks
•Mark dependencies as FF (Finish
to Finish) in Task Info Tab
• Do not assign resources
• Marked critical
•But is Not critical for PERT
Risk analysis purposes

53

• Adjust Fonts for personal preference

54

• Divide tasks into phases

– Useful for large or complex projects
– Does not change project costs/duration/integrity
– Useful where functional use can be derived from
completed tasks where project is completed in phases

55

• The result is a professional, highly visual plan

56
Updating a Sample Project

Updating a Project
• Updating a project is simple if a few basic rules

are remembered
– Update the % complete and the date the work is done
• Otherwise MS Project assumes the date the task is competed
is the date the task was scheduled to be completed
– Enter a finish date only when the task is finished
– Enter a % complete (when work is in progress but not
complete) so MS Project can track and forecast task
and project completion

57

• Updates can be made on Gantt view Task List

(WBS) view or in the Task Information Tab
Task Information Tab
Gantt view Task List CE 202: Civil Engineering Systems II

58
Managing a Sample Project

Reports and graphs
• Simple reports can help all concerned stay in

touch with a project
– Go to Reports on the View menu for a wide range of
wizard driven reports – or create a custom report!

59

Budget Reports
• Budget overviews…
And budget reports that show under and over budget tasks and resources…
60

Cross tabs

61

Crashing a Project
• Projects can be crashed using MS Project

– Add extra resources to the resource list and assign
them to tasks to shorten project duration and/or
– Assign existing resources overtime (OT) work
– To assign overtime, insert 2 new columns in the Task
Usage View and add OT as appropriate

62

Crashing a Project
• Projects can be crashed using MS Project

– Crash projects with caution – it is a disruptive action
• Do a what if crashing exercise and save the
baseline separately, keeping the original project
intact – allows exploration without risk
– Compute crash savings and costs – how much time
will be saved and how many extra $ it will cost
• Refer to early instruction units for these techniques or
• Examine variances between baseline in MS Project
63

Crashing a Project
• Project will update the costs and changed

durations accordingly
• Remember – effort required to complete a
task/project remains fixed, only duration changes
• Save the baseline of a crashed project to
compare against original estimates and
expectations
• Be sure to check critical tasks status; non-critical
tasks may become critical after crashing
64

What MS Project does not do
• MS Project does not

– Compute probability of on-time completion
• Do this using the Excel PERT Calculator
– Refer to previous instruction for this technique
For this project,
there is a 39.64%
probability of
completing the
project within 13
weeks (the PERT
likely duration)…
65

… a 90.54%
probability of
completing the
project within 15
weeks…
INCLUDE ONLY CRITICAL TASKS IN PERT RISK ANALYSIS

66

…but only a 3.30%

probability of
completing the
project within 11
weeks.
INCLUDE ONLY CRITICAL TASKS IN PERT RISK ANALYSIS

67
MS Project
Review and Final Thoughts
A strong tool that saves time

 Makes tracking project status easy
 Makes communicating project status easy
 Be prepared before beginning
 Use the program resources for assistance
 Wizards, guides and help function
 Save the project data often (in 2 places)

68
MS Project
 KISS (Keep It Simple Son)

 Stay in touch with the project
 If the plan doesn’t seem right it probably isn’t
– track down suspected discrepancies
 Practice makes perfect
 MS Project get easier to use with practice
 Start with default settings and then customize

69
MS Project
 MS Project automatically
 Identifies Critical tasks & the Critical Path (in RED)
 Computes Late/Early start and finish dates
 Computes Total Slack (A.K.A Total Float)
 Critical tasks will always have ZERO Total Slack
 Effort to complete a task is fixed
 Duration changes by adding or subtracting
resources; more resources = less duration

70
MS Project
 Even the best plan is still an estimate

 A plan is only as good as the data it uses
 Bad estimates = bad plans
 Risk Analysis must be computed separately
 Construct and use an Excel-based PERT Risk
Calculator
 MS Project is just a tool, the manager owns the
project and is responsible for its health
 Communicate status frequently and clearly

71
Resources Used in This Unit

 Dr.Anthony Filipovitch
 MS Project, by Microsoft Corporation
 MS Excel, by Microsoft Corporation
 PM Body of Knowledge (PMBOK), Philadelphia:
PMI, 2000

72
Any Question?
You have completed
MS Project Unit 2
Please proceed to
MS Project
Assignment/Exercise

04 Creating A Project Planning - Unit 3

Uploaded by

Document Information

Original Description:

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

04 Creating A Project Planning - Unit 3

Uploaded by

Copyright:

Available Formats

THE PAPUA NEW GUINEA

Week 6 L6, Sem 2, 2019

Lecture Outline Preview

MS Project Rules of the Road

Building a Sample Project

 Start by adding the Project Guide and desired

Building a Sample Project

Select Insert Column

CE 202: Civil Engineering Systems II

Building a Sample Project

A dialogue box will appear providing a

A cost column has been added

CE 202: Civil Engineering Systems II

 Repeat this process adding these columns

CE 202: Civil Engineering Systems II 7

CE 202: Civil Engineering Systems II

Building a Sample Project

 Next, set customized display settings

Tools Menu, Options… Use the tabs….

CE 202: Civil Engineering Systems II

Building a Sample Project

 For this project use the default settings on

CE 202: Civil Engineering Systems II

Customizing the PERT Entry Sheet

CE 202: Civil Engineering Systems II

Customizing the PERT Entry Sheet

Mouse-over help/hints and tips are available in all views

CE 202: Civil Engineering Systems II

Building a Sample Project

• Customize the display for best results

CE 202: Civil Engineering Systems II

Building a Sample Project

 Invoke the Gantt Chart Wizard…

CE 202: Civil Engineering Systems II

Building a Sample Project

• Select Critical Path, this will automatically

CE 202: Civil Engineering Systems II

Building a Sample Project

• Select the type of data to be displayed on the

CE 202: Civil Engineering Systems II

Building a Sample Project

• A Simple visual display provides easy status

CE 202: Civil Engineering Systems II

Building a Sample Project

• Showing dependencies between tasks is a great

CE 202: Civil Engineering Systems II

Building a Sample Project

CE 202: Civil Engineering Systems II

Building a Sample Project

 Criticaltasks and links are always displayed in RED

CE 202: Civil Engineering Systems II

Building a Sample Project

 One task remains before entering data

For the sample project, set

Building a Sample Project

CE 202: Civil Engineering Systems II

Building a Sample Project

 Follow the steps in the wizard…

CE 202: Civil Engineering Systems II

Building a Sample Project

CE 202: Civil Engineering Systems II

Building a Sample Project