Training Program on MS Project

helpdesk@kenhal.com

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What is a Project?
A Project has these components:
Objective with a Deadline List of Tasks

Resources
Cost A Project has a specific Objective targeted to finish on a given Date using several Resources following on a list of Tasks. MS Project, a software tool for creating Project schedule, works mainly on two important phases of the Project:

Planning, and
Tracking
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Menu Bar Tool Bars

Tasks Dates Duration Gantt Chart

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Project Views
Task List
Listing down activities associated with a project, we can make a draft of Task List. This defines scope of the project. Separate Activities from Processes - Activity is the main task which can have several processes. Group activities: Group these activities so that it helps in easy resource allocation, activity monitoring, and, time scheduling.

Project views

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project views

Tasks View:

project views

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project views
Scheduling
Project scheduling is setting the project from Start date or Finish date. Presentation of schedule is done thru: Gantt Chart Network Diagram (PERT diagram)

Calendar View

project views

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project views

Schedule Using Gantt Chart:

project views

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project views

Schedule Using Network Diagram:

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project views

Schedule Display in Calendar View:

project views.

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Project Starting Essentials

1) Set Calendar

Use option Tools > Change Working Time > Options Click Options button, change these settings:

Week starting <day>

Affects calendar starting day. Fiscal year starting <month> Affects starting month.

Project Starting Essentials

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project starting essentials

On return to Change Working time,
Select Dates Click-and-drag over multiple day headings to select working days in the calendar. Leave week-ends (1 or 2 as required). Click on Non-default working time. Enter From and To timings leaving lunch time.

These timings can be saved in the current calendar or a new calendar.

project starting essentials

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project starting essentials

For the night shift, the timings should be entered with a split at 12:00am as:
From 09:00pm 12:00am 02:00am To 12:00am 01:00am 06:00am (a) (b) (c)

For week-starting-day, only (a) must be entered.

For week-ending-day, only (b) & (c), and, For other days, (a), (b) & (c) to be entered.

project starting essentials

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project starting essentials

Create a new base calendar, Click on Create New Calendar to create a new calendar.

Create a new base Calendar: Option will reflect default working days and timings preset in MS Project. This option is used to make true copies of the base calendar. Make a copy: allows copy of any base calendar to make a new calendar. To delete any calendar, go to Tools > Organizer, and select Calendars tab from the first tab column, and delete the calendar.
project starting essentials
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project starting essentials

2) Set Project Schedule

Use option Project > Project Information Set Project Schedule From (Start or End Date)

Preferably from Start date - only one can be selected per project either start or end
Calendar: if new calendar created, select here

Priority: Defaults to 500, ranges from 0 to 1000

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project starting essentials

3) Format Timescale

Use option Format > Timescale > Non-Working Time Apply Calendar to Gantt Chart View

This option will allow the calendar to appear in the Gantt Chart view.
In case the Timescale still does not match your calendar, then switch to Timescale tab, and check the settings for Fiscal Year.

project starting essentials.

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Entering TasksInitial Columns

Starting with Planning phase of the software, we begin with Task understanding.
There are seven columns after ID column: Information: alert/signal column Task Name: activity (all categories) Duration: in days (hours/weeks/months)

Start: date
Finish: date Predecessors: link entry for tasks Resource Names: resources required

Entering Tasks.

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Task Handling
Insert a task before any other task press Insert on the keyboard after selecting the task before which entry required or use menu option: Insert > New Task.
To Delete a task, select the task, press Delete on the keyboard or use menu option: Edit > Delete Task. Modify task entry press F2 on selected task. Update Task options press Shift+F2 on task, or use menu option Project > Task Information, or Double-click selected task.

Task Handling.

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Linking
Once the duration is finalized, then linking can be done. Question mark indicates estimated duration.
Select tasks (select a task and drag mouse to other tasks which are to be linked the selection can also be successive or random using Shift or Control key). Or, select all tasks if Summary task is not there.

To link tasks - Edit > Link Tasks. The start- and end-dates get adjusted against tasks and the bars on the Gantt chart get linked.

Linking.

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Tasks - Categories
Summary Tasks that appear as a header to subtasks. The duration and cost of Summary tasks is automatically calculated.
Set option to view Summary tasks: Use option Tools > Options / View [ ] Summary Tasks

Tasks - Categories

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tasks - categories
summary tasks
In case there are no tasks that appear as header to other tasks, then make such entries by pressing Insert on the task before which header task is required and enter new task. Select the tasks that may be sub-tasks to summary task, and then click on Indent button on Formatting toolbar. Sub-tasks will indent in.

Use option Project > Outline > Indent / Outdent. (For selection of tasks click and drag the ID column downwards for required tasks.)

tasks - categories

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tasks - categories
Subtasks Tasks that appear as smaller activities to the main task.
These tasks have resources and cost associated to them. The total of cost and duration is highlighted in Summary tasks upon linking. To undo the task as sub-task, select the task(s) and click Outdent button on Formatting toolbar.

Use option Project > Outline > Indent / Outdent.

tasks - categories

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tasks - categories
Recurring Tasks that occur at regular intervals.
Use option Insert > Recurring Task

Milestones These tasks mark the completion of a phase in a Project and have no duration. Use option Project > Task Information / Advanced o Mark as Milestone

tasks categories.

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Tasks - Relationships
Between two tasks, the first task is known as Predecessor, and, the second task is known as Successor of the first task.
There are four dependencies. Finish-to-Start (FS) Default dependency. A Successor task cannot start before the finish date of Predecessor task. In Predecessors column, this dependency is not required to be written it is implicit. Ex: 2.

Tasks - Relationships

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tasks - relationships
Start-to-Start (SS) The Successor task starts immediately or soon after the Predecessor task starts though the finish dates may vary.
In Predecessors column, this dependency is written as <ID> SS. Ex: 2SS

tasks - relationships

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tasks - relationships
Finish-to-Finish (FF) One task cannot finish until another task finishes. Predecessor finishes on or before Successor task finishes.
In Predecessors column, this dependency is written as <ID>FF. Ex: 2FF

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tasks - relationships
Start-to-Finish (SF) The finish date of one task is dependent upon the start date of one task.
In Predecessors column, this dependency is written as <ID>SF. Ex: 2SF

tasks - relationships

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tasks relationships lead/lag

Lead time - when start date of successor is less than or equal to the finish date of the Predecessor. Column entry: 2FS-1 Lag time - when start date of successor is more than finish date of the Predecessor. Column entry: 2FS+1

tasks relationships.

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Tasks - Constraints
Tasks can be bound within constraints so that any change in dates later will raise an alarm.
New (changed) Constraint will introduce a visual symbol against the tasks where the constraint has been changed.

Use option Project > Task Information / Advanced Constraint Type to change constraint. There are eight constraints that can be set to the tasks. One constraint is default as per Project Schedule date that is set in the beginning.
Tasks - Constraints
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tasks - constraints
As Soon As Possible Default if Project scheduled from Start.
As Late As Possible Default if Project scheduled from Finish. Finish No Earlier Than The task must not finish before the set constraint date. Finish No Later Than Here the task must finish by the set constraint date. Must Finish On The task must finish on set constraint date. Must Start On The task must start on set constraint date. Start No Earlier Than The task must not start earlier than set constraint date. Start No Later Than The task must start on or before the set constraint date.
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Three Types of Tasks

In a...

If you revise units...

Duration is recalculated. Duration is recalculated. Work is recalculated.

If you revise duration...

Work is recalculated. Units are recalculated. Work is recalculated.

If you revise work...

Duration is recalculated. Duration is recalculated. Units are recalculated.

Fixed-units task

Fixed-work task

Fixed-duration task

Tasks Types.

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Understanding Resource Allocation

To understand how resource allocation works, these steps must be followed:
- Defining resources in Resource Sheet - Applying resources - Observing resource usage - Leveling resources to control over-allocations

Use option View > Resource Sheet to start entering the resources.

Understanding Resource Allocation

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defining resources
Working from first column onwards, we enter:
Resource Name: Name (human or machine name). We can also enter the Class of resource type here, ex: Workers. Type: Work is for human resources and Material is for machine resources (computer, telephone, CNC machine) Material Label: Only in case of Material resource as in Nos., Boxes, Rolls Initials: Mentioning initials here helps in displaying initials in Gantt chart. Group: Allocate Group info if necessary.

defining resources

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defining resources
Maximum Units would normally be 100% on per day basis. This column is only for Work resources.
If a resource is available half-time everyday, enter 50%. Allocation of the resource on any day more than 50% of time will amount to over-allocation. View Resource Information to set different units available at different time periods. Std. Rate: Usually the standard rate and overtime rate is picked up from Options/View in case the entry has been done in the option: Tools > Options / View Ovt. Rate: Overtime rate is also picked up from Tools/Options but can be over-written here.

defining resources

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defining resources
Cost/Use - On per use this is the additional cost that is applied when the resource is used.
Accrue at Default is Prorated which means resource cost is applied as much as the resource is used. Start means the cost application is done as the task is initiated; and, End when the resource finishes that task. Base Calendar Use the desired Calendar from the drop-down list. You can include the calendar created earlier.

defining resources.

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Assigning (applying) Resources

In the Gantt Chart view, go to Resources column and use the drop-down button to include resources.
To include more than one resource, use Task Information form, and then in Resources tab to add resources. Option is: Project > Task Information (Shift+F2) Or, Use the Assign Resources form (Alt+F10), and add multiple resources specifying the units required: Option is: Tools > Resources > Assign Resources

Applying resources.

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Resources Usage
Open the Resource Usage view to see Resource usage:
Option is: View > Resource Usage All resources are listed here with respective tasks assigned to the resources. Here each task is an assignment. Double click on Assignment to open Assignment Information window. (Shift+F2) Note: Shift+F2 is a standard Information short-cut key to a row in many views, like Gantt View, Resource Sheet, Resource Usage, Task Usage, etc.

Resource Usage,

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resources usage work contour

Check Work Contour drop-down box in the open Assignment Information window.
Flat work distributed evenly Back Loaded work heavy at end of assignment Front Loaded work heavy at start Double Peak work is distributed at two ends

Early Peak work heavy a little later

Late Peak work heavy just before end Bell work heavy at middle, rounded Turtle work heavy at middle only

resource usage work contour,

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resources usage - cost

Select the Cost rate table drop-down field.
Different cost rate tables for a resource are defined in Resource Information when double-clicked on Resource Sheet. Those table charts can be selected here depending on which table to apply to which task. Use option: View > Table > Cost application. to see different cost

resource usage cost.

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Resolving Resource Allocation Problems

Apply a resource to a task 100%.
Apply the same resource to another task starting on same date. Open Resource Sheet: View > Resource Sheet, and observe that the resource information appears in red color. This indicates that the resource is over-allocated. To Level Resource so that the tasks and resource application adjusts automatically, a feature of Resource Leveling is used. Upon leveling, the tasks are either delayed or split (halfdelayed). No new resources are added. View Leveling Gantt to review leveling changes. Use option: View > More Views > Leveling Gantt
Resolving Resource Allocation Problems.
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Resource Pool
Resource Pool is a project file which contains all the resources that may be used by different projects at the same time.
The resources in the Resource Pool project are not assigned any tasks in the Resource Pool project. This project (Resource Pool file) contains only resources and no tasks. The other files that share a resource from this Resource Pool are called Sharer files or projects.

Resource Pool

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resource pool - creation

Close all projects, and Open a new project.
Open Resource Sheet and add resources. Give standard and overtime rates as applicable.

Do not do any changes to base calendar. Do not add any tasks.

Save project file as ResourcePool you have created a Resource Pool. Do not close the project file.

Open a new project. Open Resource Sheet.

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resource pool - creation

Take resources from Resource Pool
Use option: Tools > Resources > Share Resources Select Use Resources option and from the drop-down box select ResourcePool project. Pool takes precedence means changes made in ResourcePool file will be reflected in Sharer file. Sharer takes precedence means changes made in Sharer file will be reflected in Pool file. Click Ok to share resources. Resources from ResourcePool shall be transferred here.

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resource pool - usage

When the resource pool is disconnected, the sharer file retains assignment and resource information about any resources from the resource pool with assignments in the sharer file.
Resources from the resource pool are no longer available or seen in the file. If you have the resource pool open when you disconnect the sharer file, assignments from the sharer file are deleted.

resource pool.

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Baseline
To save our estimations, Project offers a feature called Baseline.
Using this feature, we are able to create a copy of dates, cost and resource allocations. Later, it requires certain fields from the Field List to show the Baseline figures. Then, when we record actual progress, we can compare our project progress with the Baseline figures. The information that is saved when Baseline is saved is: Task Information, and Resource Information

Baseline

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saving baseline
Save Baselines after:
Setting Project essentials Entering all tasks

Assigning resources

Save Baseline: Use option: Tools > Tracking > Set Baseline

baseline.

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Tracking Work
This is Tracking phase. Tracking involves updation of tasks and monitoring the status of project progress. In this phase, you can handle the dates along the tasks as per the actual progress of the project. The changes in the date shall be recorded in the actual dates (Start and Finish), and old dates shall be retained in the Baseline dates (Baseline Start and Finish).

You can add, remove resources. This will affect the cost of the project. The old cost shall be saved in the Baseline cost and the new cost shall be saved in the actual cost.
You can compare old and new duration and cost using option: View > Tables > Variance View > Tables > More Tables > Baseline
Tracking Work
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Tracking Work
Tracking involves updation of tasks and monitoring the status of project progress.
Display Tracking toolbar using menu option: Use option: View > Toolbars > Tracking The Tracking toolbar displays buttons for Project Statistics, Rescheduling work, Adding a Progress-line, and updating percentage of work done. Reschedule work button allows rescheduling of tasks from the current or specified date.

Tracking Work

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tracking work
The current date keeps changing in the:
Project > Project Information dialog box Set new date in case current date does not change in your computers system date automatically. Based on this date Project calculates rescheduling of the tasks. Rescheduling of work is also done using menu option:

Tools > Tracking > Update Project

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tracking work
Progress Lines
To create a visual representation of the progress of your project, you can display progress lines. Progress line graph on the chart with peaks pointing to the left for work indicates that work is behind schedule. And, peaks pointing to the right for work indicates that work is ahead of schedule. Progress Lines also work on current date.

tracking work

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tracking work
Progress Lines are displayed using option:
Tools > Tracking > Progress Lines To hide progress line, uncheck Always display current progress line in Progress Lines window.

tracking work

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tracking work
Split Task
Tasks are required to be split when the work starts on scheduled starting date but is expected to end beyond scheduled end date. Or, when the assigned resource is suddenly not available for completion of the task for one or two days. To split tasks, use option Edit > Split Task. As a result the project date gets extended.

tracking work

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tracking work
Project gets delayed: Work with Task Form
Display Task Form along with Gantt Chart to observe the changes in resource allocation.

Double-click the split bar at the bottom of scroll bar to the right, to view and hide the Task Form. Work with the fields in the Task Form to observe the changes in the Gantt Chart. Apply changes that suite the project.

tracking work

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tracking work
project gets delayed > Watch Critical Tasks
Keep a check on Critical Tasks. Critical tasks are the ones where there is no slack time. Watch critical tasks using filter for Critical tasks. To watch critical tasks prominently, use Gantt chart formatting wizard to view Critical tasks only Format > Gantt Chart Wizard. Later the wizard can be executed again to view standard tasks.

tracking work.

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Filter > AutoFilter

AutoFilter option helps in displaying different types of views on the same window customizing columns.
Use menu option for filtering the view as: Project > FilteredFor > Auto Filter

Using drop-down buttons, view can be altered.

Use the same menu option to switch-off AutoFilter mode.

Filter

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Other Filters
Other filters are also available using same menu option, selecting any other filter name:
Use filter for viewing tasks for a resource: Project > FilteredFor > Using Resource.. In the new window, select the Resource for which task view is required.

Other Filter.

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Sorting
Sorting option is available in menu option:
Project > Sort > (sort options) In order to select specific (multiple) sort order, use Sort by option after Sort option. Select the column and the order in which sorting is required. The view changes as per sorting selected.

Sorting.

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Reporting
Use View > Reports to display Reports window. options and sub-options. It offers six

Reports

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reporting
Select Assignments, then select
and

Who Does What When report.

Next, view the preview of the report and then print it.

reports.

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Finish

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