Lecture 7 PMIS
Transcript of Lecture 7 PMIS
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HEP 3104: PROJECT
MANAGEMENT INFORMATIONSYSTEMS
19th July 2012
Lecturer: Emma Longei
Email: [email protected]
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Lecture 7: Tracking
Budget
Reports
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BASIC FEATURES OF PROJECT MANAGEMENT
SOFTWARE
1. Creating work breakdown structures, Gantt charts, andnetwork diagrams
2. Integrating scope, time, and cost data WBS is a key tool for summarizing the scope of a project
Gantt chart summarizes the time or schedule for a project3. Setting a baseline and tracking progress Project management software allows you to assign cost and
other resources to tasks on the WBS, which are tied to theschedule.
This allows you to create a cost baseline and use earned valuemanagement to track project performance in terms of scope,time, and cost in an integrated fashion
4. Providing other advanced project management features
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Change Highlighting for Task and
Schedule Analysis
The Change Highlighting feature presents a nicereminder of the interrelatedness of many tasks in yourproject, it is only a temporary visual clue. As soon asyou save the project file or make another change, the
original change highlighting is removed and oftenreplaced with a new set of change data.
If you don't want to see changes appear in blue, youcan turn off Change Highlighting altogether. To do that,
follow these steps: Choose View.
Choose Hide Change Highlighting.
http://www.brighthubpm.com/software-reviews-tips/4559-project-2007-using-change-highlighting-for-task-and-schedule-analysis/
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TRACKING
Schedule
Budget
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Calendars
The standard Project 2007 calendar assumes
that working hours are Monday through
Friday, from 8:00 a.m. to 5:00 p.m., with an
hour for lunch from noon until 1:00 p.m.
You can create a different calendar to meet
your unique project requirements.
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Creating a New Calendar
To create a new base calendar using the Tasks
pane use the Tasks pane to create a new
calendar. Click Define general working times in
the Tasks pane. (If the Tasks pane does not
appear on your screen, click View on the
Menu bar, and then click Turn On Project
Guide to see the Project Guide Task pane).
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Creating a New Calendar
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To create a new base calendar using the Tools menu:
1. Access the Change Working Time dialog box. Click Toolson the Menubar, and then click Change Working Time.The Change Working Time dialog box opens.
2. Name the new base calendar. In the Change Working
Time dialog box, click Create New Calendar. The CreateNew Base Calendar dialog box opens. Click the Createnew base calendar radio button, type Project A+ as thename of the new calendar in the Name text box, andthen click OK. Click OK to close the Change Working
Time dialog box.
You can use this new calendar for the whole project, oryou can assign it to specific resources on the project.
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To assign the new calendar to the whole project:
1. Open the Project Information dialog box. ClickProject on the Menu bar, and then clickProject Information. The Project Information
dialog box opens.2. Select a new calendar. Click the Calendar list
arrow to display a list of available calendars.Select your new calendar named Project A+
from this list, and then click OK.
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To assign a specific calendar to a specific resource:
1. Assign a new calendar. Click View on the Menu bar, and
then click Resource Sheet. Type Adam in the ResourceName column, press Enter, and then select the wordAdam.
2. Select the calendar. Click the Base Calendar cell on theright part of the screen for Adam. If the Base Calendarcolumn is not visible, click the horizontal scroll bar toview more columns. Click the Base Calendar list arrowto display the options, and then select Project A+, asshown in Figure A-22.
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3. Block off vacation time. Double-click the resourcename Adam to display the Resource Informationdialog box, and then click the Change Working
Time button, located on the General tab in theResource Information dialog box.
You can block off vacation time for people byselecting the appropriate days on the calendar
and marking them as nonworking days. Click OKto accept your changes, and then click OK toclose the Resource Information dialog box.
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Entering Task Durations
You probably noticed that when you enter a
task, Project 2007 automatically assigns it a
duration of one day, followed by a question
mark. To change this default duration, type atasks estimated duration in the Duration
column or use the scroll box to select the
duration.
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If you are unsure of an estimate and want to
review it again later, enter a question mark
after it. For example, you could enter 8d? for a
task with an estimated duration of eight daysthat you want to review later.
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Entering Task Durations
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Duration Units
Duration unit symbols include:
d = days (default)
w = weeks
m = minutes
h = hours
mo or mon = months
ed = elapsed days
ew = elapsed weeks
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Elapsed time
You would use an elapsed duration for a tasklike Allow cement to dry. The cement will dryin exactly the same amount of time regardless
of whether it is a workday, a weekend, or aholiday. Projects default calendar does notassume that work is done on weekends.
Elapsed time includes weekends
Differentiate between 10d? 10ed 10d ==Estimated / Elapsed / Normal duration
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RULES WHEN ENTERING DURATIONS
Do not enter durations for summary tasks.Summary task durations are calculated
automatically based on the subtasks. Project
2007 will not allow you to enter or change the
duration of a summary task.
To mark a task as a milestone, enter 0 for the
duration. You can also mark tasks that have a
non-zero duration as milestones by checking theMark task as milestone option in the Task
Information dialog box on the Advanced tab.
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You can enter the exact start and finish datesfor activities instead of entering durations. To
enter start and finish dates, move the split bar
to the right to reveal the Start and Finishcolumns.
If you want task dates to adjust according to
any other task dates, do not enter exact startand finish dates. Instead, enter durations and
then establish dependencies to related tasks.
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RULES WHEN ENTERING DURATIONS
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Critical Path Analysis You can view the critical tasks by changing the
color of those items in the Gantt Chart view.Tasks on the critical path will automatically be redin the Network Diagram view. You can also viewcritical path information in the Schedule table or
by using the Critical Tasks report.1. Click Format on the Menu bar, and then click
Text Styles. The Text Styles dialog box opens.
2. Click the Item to Change list arrow, and then
select Critical Tasks. Click the Color list arrow,and then select Red. Click OK to accept thechanges to the text styles.
3. No red tasks means that the project has slack
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Entering Fixed Costs in the Cost Table
Click View on the Menu bar, point to Table:
Entry, and then click Cost. The Cost table
replaces the Entry table to the left of the
Gantt chart.
In the Fixed Cost column for Surveying, enter
20,000/-.
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Fixed Costs: Surveying
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Entering Resource Information
Enter basic information about each person
into the Resource Sheet and assign them to
tasks using the Entry table
This we have already done
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Assigning Resources to Tasks
Click the Gantt Chart view on the View bar
Widen the Task Name column and move the
split bar to reveal all of the entry table
columns, if needed.
Click in the Resource Names cell and select a
resource
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To assign several resources to a
task
Click the Assign Resources button on thetoolbar. (If the Assign Resources button is notvisible, click the Toolbar Options button on
the toolbar, and then click the AssignResources button. You can also press Alt+F10.)
You can select one resource at a time and clickAssign, or click on the first name, hold downthe Shift key, click on the last name to selectall of the names at once, and then click Assign.
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To assign resources using the split
window
Click Window on the Menu bar, and then click
Split. The Cost Table and Gantt Chart view is
displayed at the top of the screen and a
resource information table is displayed at thebottom of the screen
Right-click anywhere in the bottom window
and select Resource Cost.
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Removing the Effort driven option
Uncheck the Effort driven box in the lower
window so Project does not change task
durations based on resource entries for that
task.
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Resolving overallocations
One of the most difficult things to do whenplanning a project is resolving the inevitableoverallocation of resources. When assigning yourresources, you will likely assign too many hours of
work for a given period. For example, you might assign Steve to work
five hours on Task One and six hours on Task Twoon the same day, yet Steve only works an eight-
hour day. This is an obvious overallocation, sinceSteve has been scheduled to work three hoursmore than he is available.
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http://www.techrepublic.com/article/microsoft-project-tutorial-
assigning-resources/1031578
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Assign a few more costs and resources
.
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Setting a Baseline
Click Tools on the Menu bar, point to Tracking,and then click Set Baseline
Display the Tracking toolbar. Click View on theMenu bar, point to Toolbars, and then click
Tracking. Click View > Table: Entry > Tracking
A grey bar shows the baseline, a blue bar isactual progress, and tasks on the critical path
shown in red Percentages indicate progress/completion of
individual tasks
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Tracking task completion
Select a task or several tasks
Click the % Complete button on the Trackingtoolbar.
The columns with dates, durations, and costinformation should now contain data instead ofthe default values, such as NA or 0. The % Compcolumn should display 100%. Adjust columnwidths if needed.
Notice that the Gantt chart bars for those tasksnow have a blank line through them.
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Enter actual completion dates for Task
Select the task
Click the Update Tasks button on right side of
the Tracking toolbar next to the 100% button
Enter the Actual Start date and the Actual
Finish date. Click OK. Notice how the
information in the tracking sheet has changed.
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View the Tracking Gantt chart
Click View on the Menu bar, and then clickTracking Gantt. Alternatively, you can click theTracking Gantt button on the View Bar, if it isdisplayed.
Use the horizontal scroll bar in the Gantt chartwindow (move it to the left) to see symbols onthe Tracking Gantt chart.
To view the entire Gantt chart, right click on thedates at the top of the chart > select Zoom >select Entire Project
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Viewing the Tracking Gantt chart allows you to
easily see your schedule progress against the
baseline plan. After you have entered some
actuals, you can review earned valueinformation for the initiating tasks of this
project.
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VIEWING EARNED VALUE
MANAGEMENT
Earned value management is an importantproject management technique for measuringproject performance.
Click View on the Menu bar, point to Table:Entry, select More Tables, and double-clickEarned Value
Note that the date on your computer must beset later than the date of a completed task forthe data to calculate properly.
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Earned Value Abbreviations
EAC: Estimate at Completion
BAC: Budget at Completion
VAC : Variance at Completion
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Earned Value Report
Click Report on the Menu bar, and then click
Custom Reports, click Earned Value Report
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INTEGRATING PROJECT 2007 WITH
OTHER APPLICATIONS
Project 2007 provides many different tables,
views, reports, and formatting features to aid
in project communications, as have seen in
the previous sections.
One can insert hyperlinks within Project 2007
to other project documents, and use the copy
picture feature to insert Project 2007 screensinto other documents.
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Common Reports
Click on Reports > Reports
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Overview reports include:
Project Summary
Top-Level Tasks
Critical Tasks
Milestones
Working Days
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Current Activities reports include:
Unstarted Tasks
Tasks Starting Soon
Tasks In Progress
Completed Tasks
Should Have Started Tasks
Slipping Tasks
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Cost reports include:
Cash Flow
Budget
Overbudget Tasks
Overbudget Resources
Earned Value
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Assignments reports include:
Who Does What
Who Does What When
To-do List
Overallocated Resources
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Workload reports include:
Task Usage
Resource Usage
Custom allows you to customize and save your
own report formats.
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Visual Reports Baseline Cost Report
Baseline Work Report
Budget Cost Report
Budget Work Report
Cash Flow Report Earned Value Over Time Report
Resource Cost Summary Report
Resource Remaining Work Report
Resource Work Availability Report
Resource Work Summary Report
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Activity
Print the Critical Path Report
Print the report showing tasks starting in the
next 1 month (4 weeks)
Print your Project Budget
Print a to-do report for the Site Foreman
Print a report showing the allocation ofresources to tasks (Workload)
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Creating Hyperlinks to Other Files
A Project Manager may use their Project 2007file as a main source of information for manydifferent project documents.
Select the task in which you want to insert ahyperlink. Click Insert on the Menu bar, andthen click Hyperlink. Double-click the filenameof the hyperlink file. Double-click the file to be
linked to. A hyperlink should appear in theIndicator column.
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Missing Indicator Column
Right click Task Name Column
Select Insert Column
Select Indicators, and click OK
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Using the Copy Picture Feature
The Copy Picture feature helps you easily copyimages from Project 2007 into other applications,e.g. the Project Plan Document in Word.
You may need to remove some of the toolbars byselecting Tools from the Menu bar andunchecking them to get the entire image to showon your screen. Drag the split bar so the entire
Predecessors column is showing. Click in the TaskName column for task 0. Make sure you can seethe entire Gantt chart on your screen.
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Click Report on the Menu bar, and then click
Copy Picture to display the Copy Picture dialog
box. Keep the default settings. Click OK.
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Using the Copy Picture Feature
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Project Screen without predecessors
You can also post this screen in a Word Document, or in an
email
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Project Screen with predecessors
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10 insights to better master MS Project
1. MS Project is a databaseAll views and tables show the same data from different perspectives.
2. MS Project is a calculator
Everything is recalculated to minutes. And then shown in time units asper your configuration settings.
3. Start each project schedule by checking your basic configurationsettings
These include your default calendar, the calendar calculations,metadata, currency and time settings.
4. Let MS Project calculate
Let it calculate start and end times for you !5. MS Project is already programmed to be asap ;
Dont put constraints initially; if needed put them in when project isongoing.
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6. Use an outline code to discern your task levelsand WBS structure.
You can use the default one or your own.
7. Each of the input fields have 3 faces,personalities or characteristics
Input happens in duration | work | cost fieldsbut to be able to manage a project you need 3
versions of those fields: scheduled | baseline |actual different versions are shown in differentviews and tables.
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10 insights to better master MS Project
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8. Set the timescales to weeks and month for easier management The default setting is by days and weeks in many cases a key to
mastering views and schedules is triggered off by zooming out thetime scale to weeks and months. This makes assessing overallocation (in weeks) much easier to handle too.
9. Think in work-terms as much as possible. Distinguish between work and hours. If you prefer work in man
days, do so, but then express duration in weeks. Work only existswhen resources are assigned, which triggers off the formula W = D* U . Have a good eye on the task type at all times.
10. Tracking a project = entering actuals
To track values, search for the appropriate actual field and enterthe data.
10 insights to better master MS Project