Planning and Tracking Project Effectively Use MS Project

8/11/2019 Planning and Tracking Project Effectively Use MS Project

1/65


2/65

Content Outline

Part I. Initiate projectschedule

Part II. Planning

Part III. Tracking Project

Progress Part IV. Manage multipleprojects

Part I. Initiate projectschedule

Part II. Planning

Part III. Tracking Project

Progress Part IV. Manage multipleprojects
http://www.docu-track.com/buy/http://www.docu-track.com/buy/


3/65

Part I. Initiate project schedule

Set the project start date

Set Holidays and Days Off

Define time units

Set the project start date

Set Holidays and Days Off

Define time units
http://www.docu-track.com/buy/http://www.docu-track.com/buy/http://www.docu-track.com/buy/http://www.docu-track.com/buy/


4/65

Note: Project Start Date is used to calculate the project finish date based onyour entered start date and assigns the default constraint of As Soon AsPossible (ASAP). Task durations, dependencies, constraints, and otherscheduling factors are also scheduled from the start date.

1. Set the project start date

1. Go to File->Properties

2. Enter the start date


5/65

2. Set Holidays and Days Off

1. Go to Tools -> Change WorkingTimes

2. Select a date or range of date

3. In Exception tab, enter reasonand time for days off, holidays

4. Select Work Weeks tab forworking overtime on Sat or Sun

Set days off, vacations, and holidays within Project

Set Working overtime on Sat or Sun


6/65

3. Define time units

1. Go to Tools -> Options

2. Select Calendar tab

3. Click Set as Default button

Note: You can adjust the Days permonth to 21


7/65

Part II. Planning

1. Scheduling tasks

2. Assigning resources

3. Checking and Adjusting the Project

Plan

1. Scheduling tasks


3. Checking and Adjusting the Project

Plan


8/65

1. Scheduling tasks

Major steps to create project schedule

1. List down all milestones

Deliver/Commitments Made to Customer

Deliver/Commitments Made by Customer

2. List down all Deliverables (includes internal deliverables)

3. Create dependencies between deliverable and milestones

4. For each deliverables, define tasks to achieve it

5. Create dependencies between tasks in deliverables

6. Set a deadline reminder for deliverables


9/65

1.1 Milestone Deliverable - Phase

Deliverable.

Item that must be produced to mark the completion of a project or a project phase.Often, the deliverable is subject to approval by the project sponsor or customer.

Milestone.A significant event in the project, often the completion of a major deliverable orphase. Milestones are represented as part of a project's task list.

Phase.A grouping of tasks that represents a major stage in the life cycle of the project. Theoutcome of a phase is typically a major deliverable.

Deliverable

Milestone

s

Tasks


10/65

1.2 Create dependencies between deliverable

and milestones

1. Select the Deliverable task (ex. SRS s deliverable)

2. Hold down the Ctrl key, select the milestone (DeliverSRS)

3. Choose Edit Link Tasks on menuNotes:

You can link more than one deliverable to a milestone

You should set deadline on milestones and deliverables


11/65

1.3 Set a deadline reminder for deliverables,

tasks or milestones

If the task finishes afterthe deadline date, anindicator appears next tothe task, notifying youthat the task is scheduledto finish after its deadline.

Note: You should set taskdeadline on importanttask: milestones, phases

1. Double click on the task

2. Select Advanced tab3. In Deadline box, enter the

deadline date

4. Click OK


12/65

1.4 Some tips when entering tasks

Use Task form view

The task information is viewed in more detail

1. Select View More Views from the menu

2. Select Task Entry and click Apply

Or

1. Select Windows Split


13/65

1.5 Some tips when entering tasks (Cont.)

Use abbreviations when you enter durations

1. Select a task

2. Type as below in duration or effort column

For Enter Example

Minutes m 30m

Hours h 2h

Days d 4d

Weeks w 6w

Months mo 1mo


14/65


Build project team

Define working time for resources

Assign resource to tasks


15/65

2.1 Build project team

1. Select View Resource Sheet

2. Enter name in Resource Namecolumn


16/65

2.2 Change working times, days off, and

vacations for individual resources

1. Select View Resource Sheet

2. Double click on a resource name

3. Select a date or range of date

4. In Exception tab, enter reason andtime for days off, holidays

5. Select Work Weeks tab forworking overtime on Sat or Sun


17/65

2.3 Assign resource to tasks

1. Select a task

2. Select Tool Assign Resources (Alt+F10)

3. Select a resource

4. Click Assign button


18/65

3. Checking and Adjusting the Project Plan

Concepts

Identifying the Resource Overallocation

Balancing the Resource Overallocation

Check the project total efforts

Review the Critical Path and Critical Tasks


19/65

3.1 Concepts

Duration? Work? Resource Units?

Duration WorkResource Units relationship

Task types

Effort-Driven feature

Overallocated Resource Changing task types

Sample (Fixed Unit, Fixed Work and FixedDuration)

Notes when using effort driven and task types


20/65

3.1.1 Duration? Work? Resource Units?

Duration is the length of working timebetween the start and finish of a task.

Work is the amount of effort, measuredin time units (like hours or days), that aresource needs to complete the task.

Resource Units indicate how much of aresource's available time, according tothe resource calendar, is being used towork on a particular task


21/65

3.1.2 Duration WorkResource Units

relationship

Duration = Work / Unit


22/65

3.1.3 Task types

Fixed Units Fixed Duration

Fixed Work

If you change one variable, one of the othertwo variables will be recalculated, dependingon what task type has been selected for that

task.

Objective of each fixed type


23/65

3.1.4 Effort-Driven feature

When you assign or remove people from a task:

Project lengthens or shortens the duration of the taskbased on the amount of resource units assigned to it

It doesn't change the total amount of work for the task.


24/65

3.1.5 Task type and effort-driven relationship

Fixed Units With effort-driven schedulingturned on, the more resources you add to a

task, the shorter the duration becomes

Fixed Duration With effort-driven schedulingturned on, adding more resources decreasesthe time units each resource will have to workon the task.


25/65

3.1.6 Notes when using effort driven and task

types

The default task type is Fixed Unit

Effort driven feature is turned on by default

Effort-driven calculations are applied only afterthe firsttime one or more resources is assigned to the task.


26/65

3.1.7 Overallocated Resource

A resource is overallocated when it is assigned toomuch work to complete within the resource'savailable time.

A resource overallocation can be caused by:

A resource assigned to work full-time on more than onetask at the same time

A resource assigned to a summary task


27/65

3.1.8 Changing task types

Changing task type1. Double click on the Task

2. Choose the Advanced tab

3. Change the Task type

Enable or disable effort driven feature

1. Double click on the Task2. Choose the Advanced tab

3. Select or deselect Effort driven checkbox


28/65

3.2 Identifying the Resource Overallocation

1. Select View Resource Usage (or resourcesheet, resource allocation, resource graph)

2. Find the resources highlighted in red.

Note Overallocated resources are always highlightedin red


29/65

3.3 Balancing the Resource Overallocation

Adjusting AssignmentsAdding More Resources to Tasks

Replacing Overallocated Resources

Delaying tasks

Splitting Tasks Using Leveling resource feature


30/65

3.3.1 Adjusting Resource Availability (Adjust %

Unit)

Tip: Use Resource Allocation view

1. Select view more views from the menu.

2. Select the resource allocation view and click apply

3. Select the resource with red highlight4. Adjust the hour on top-right table


31/65

3.3.2 Adjusting Assignments Adding More Resources

to Tasks Replacing Overallocated

Resources

Use Assign Resources dialog box

1. Go to Resource Allocation view

2. Select the resource with red highlight

3. Select a task in bottom-right table

4. Select Tool Assign Resources (Alt+F10)

5. Select a resource

6. Click Assign for adding more resources

7. Click Replace for replacing overallocatedresources


32/65

3.3.3 Leveling resource

Leveling resource is a MS Project feature that automatically: Delaying a task until the assigned resource has time to work on it

Splitting a task so that part of a task is done when planned, andthe rest of it is done later when the assigned resource has time


33/65

3.3.4 Factors effect leveling resources

Available slack

Task duration

Task constraints

Task ID

Task priority Task dependencies

Scheduling dates

Resource availability as show in working timecalendar

Resource availability as show by maximum units Resource assignment units on the task


34/65

3.3.5 Resource Leveling feature

1. Go to Resource Allocation view

2. Select the resource with red highlight3. Select Tool Level resources

4. Use default value

5. Click Level Now button

6. Select Selected resources

7. Click OK


35/65

3.3.5 Resource Leveling feature (Cont.)

Options Description

Automatic level resources whenever you make a change that affectsscheduling

Manual resources leveled only when you give the Level Now command

Level entire project Specifies that overallocated resources should be leveled overthe entire duration of the project

Level From and To Specifies the date range in which to level resources

Level only withinavailable slack

Prevents the finish date of your project from being delayed

Level order With this levelingorder

These fields are examined

Standard These fields are examined: Taskrelationships, Slack, Start date, Priority,Constraint

ID Only Task IDPriority, Standard Priority, Task relationships, Slack, Start

date, Constraint


36/65

3.4 Check the project total efforts

Use Project Statistics dialog box

Review the effort reported by MS Project vs. effortin estimation sheet

1. Click Project Project Information

2. In the Project Information dialog box, click theStatistics button

3. Focus on work column


37/65

3.5 Review the Critical Path and Critical Tasks

Use Tracking Gantt view

1. Go to View Tracking Gantt

2. The critical path is highlighted in red color in thechart

Use Detail Gantt v iew

1. Go to View More Views

2. Choose Detail Gantt

3. Click Apply

Critical Path

You may wonder, "what ultimately determines the length of myproject?" The answer is the critical path

The critical path is the series of tasks (or even a single task) that effectthe finish date of the project

All tasks on critical path must be review carefully, these tasks shouldbe assigned by dedicated people


38/65

3.5 Review the Critical Path and Critical Tasks

(Cont.)

How do I shorten the critical path?

Shorten the duration or work on a task on the critical path.

Break a critical task into smaller tasks that can be worked onsimultaneously by different resources.

Revise task dependencies to allow more scheduling flexibility.

Set lead time between dependent tasks where applicable.

Schedule overtime.

Assign additional resources to work on critical path tasks.


39/65

Part III. Tracking project progress

1. About planned, scheduled, and actual

information2. Saving Original Plan Information byusing Baseline

3. Updating actual At task level

At assignment level

4. Rescheduling the Project5. Reviewing progress

6. How team member enter actual work


information2. Saving Original Plan Information byusing Baseline

3. Updating actual At task level

At assignment level

4. Rescheduling the Project5. Reviewing progress



40/65


information

Planned or baseline information When you build and refine your project to the point where you're confident

you can start the project, you have a good beginning point, or baseline.

Scheduled information Scheduled information is the current, most up-to-date task information.

Actual information Actual information reflects how the task was finally accomplished. You

started with the planned projection of duration, work, cost, and start andfinish dates. You enter progress information, or actuals, for tasks, and endup with the real picture of the completion of the task.


41/65

2. Saving Original Plan Information by using

Baseline

BaselineBaseline is used in case you want to compare the original plan (orapprovedplan) with the current plan to analyze your progress and performance

To save a baseline plan

1. Select tools tracking Set baseline

2. Select Set baseline and Entire project

3. Click ok

To clear a Baseline

1. Click Tools Tracking Clear Baseline

2. Select the Clear Baseline Plan option

3. Select the Entire Project option


42/65

3. Updating actual

At task level Updating the Project as Scheduled

Updating Task Completion Percentage

Updating Task Actual Values

At assignment level Updating Percent Work Complete, Actual Work Complete and

Remaining Work

Updating actual work by timephased (the same as timesheet)


43/65

1/20/2011Confidential 43

Updating the Project as Scheduled

Updating the Project as ScheduledIf everything is going along smoothly and there are no problems ordelays, the easiest way to track progress is simply to report thatthe project is proceeding as planned.

1. Select tools tracking update project from the menu

2. Make sure that the Update Work As Complete Throughoption isselected.

3. Enter the complete through date in the box


44/65


Updating the Project as Scheduled (Cont.)Notes:

Set 0% - 100%:

Updates the scheduled progress on all tasks within the given timeframe

Set 0% or 100% complete only:

Only updates tasks as not started (0%) or finished (100%). Does notupdate progress on tasks that have started but are not finished.


45/65


Updating Task Actual Values

Updating Task Actual ValuesSome tasks in your project will not fall within their scheduled timeframe; some tasks may end faster or slower than scheduled. In theseinstances, you should update what actually happens in the project.

1. Select the task you want to update

2. Select tools tracking update tasks from the menu

3. Enter the task actual values in the dialog box

4. Click ok


46/65

3.1 Updating Percent Work Complete, Actual

Work Complete and Remaining Work

1. Display a task sheet, such as the Task Usage view or Tracking Gantt

2. Click View Table Work

3. In the Actual (work) field of the task you want to update, enter the actual work value.

The values in the Remaining (work) and % W. Comp fields are recalculated.

Tip: Update actual work in the Assignment Information dialog box

1. Double-click the assignment to open the Assignment Information dialog box.

2. Click the Tracking tab.

3. Update the value in the Actual Work box.

This is also a good method of updating actual work for multiple assignments if they allhave the same value


47/65

3.2 Updating actual work by timephased

If you need to track how much work each resource has performed on a

task during a specific time period (for example, daily), you can enterthe timephased information for actual work for each assignedresource.

1. Select view task usage

2. Select format details actual work

3. Click the act. work field under the date youwant to update.

Make sure you select the act. work field forthe task or resource you want to update.

4. Enter the actual amount of work completedand press enter

Note: When you fill the 0 value toAct. Work, thetask will be spitted


48/65

4. Rescheduling the Project If you want to continually work on uncompleted tasks after your team's

efforts redirected onto a different urgent priority. What do you do withyour project plan?

1. Select tools tracking update project

2. Select the Reschedule UncompletedWork To Start After option

3. Enter the start after date in the box

Tip: Use Reschedule work icon on Trackingtoolbar


49/65

5. Reviewing progress

View task progress with progress lines

Check for tasks that are behind schedule

Compare current work amounts with your original plan

Reviewing Overall Schedule Progress


50/65

5.1 View task progress with progress lines

You can add progress lines to your Gantt Chart that provide a graphicmeans of seeing whether tasks are ahead of schedule, behindschedule, or exactly on time


51/65

5.1 View task progress with progress lines

(Cont.)

1. Select View Tracking Gantt

2. Select Tool Tracking Progress Lines

3. In Progress Lines dialog box: Select Always display current progress line

Select At current date

4. Click OK button


52/65

5.2 Check for tasks that are behind baseline

If you want to review the differences between your original baseline planvalues and your currently scheduled values


2. Select View Table Variance


53/65

5.3 Compare current work amounts with your

original plan

If you want to review the differences between your original baseline planvalues and your currently work values


2. Select View Table Work


54/65

5.4 Reviewing Overall Schedule Progress

1. Click Project Project Information

2. In the Project Information dialog box, click the

Statistics button


55/65


Team size Suggestion Method

7 -Break the project schedule into multiple project schedule.

-Delegate updating progress of each separate schedule to a team leader

-Each team leader will update project progress as above method (with team size < 7)

-PM use master project schedule to monitor the status of whole project

Note: In CSCV, updating progress by usingassignment level is recommended


56/65

Part IV. Manage multiple projects

Structuring Master Projects withSubprojects

Consolidating Project Information

Sharing Resources Using a ResourcePool

Structuring Master Projects withSubprojects

Consolidating Project Information

Sharing Resources Using a ResourcePool


57/65

1. Structuring Master Projects with Subprojects

Scenario: You are a PM that manages a large project containing many

phases or components for which other team leader are responsible.

Solution: In Microsoft Office Project 2007, you can set up a master projectwith subprojects representing those subphases. You can keep an eye on theoverall picture while the team leader responsible for the individual phaseshave complete control over their pieces of the project.


58/65

1.1 Create Master Projects with Subprojects

1. Open the project that you wantto become the master project

2. Select View Gantt chart

3. Click the row below where youwant to insert the project

4. Select Insert Project

5. Browse to the drive and folder in

which the subproject is stored

6. Click the project file and thenclick the Insert button


59/65

2. Sharing Resources Using a Resource Pool

Scenario: You have three PM in the same organization. Although they managedifferent projects, they use many of the same resources. Sometimes, their projectsconflict with one another because of demands on the same resources at the sametime.

Solution: In Microsoft Project, they can create a resource pool file that contains

the resources they all use. They can then link their individual project files to that resource pool.

The resource availability and usage information is available through that resource pool.

When one project assigns tasks to a resource in the resource pool, the resource pool isupdated with that resource's allocation information.


60/65

2. Sharing Resources Using a Resource Pool

(Cont.)

Setting Up a Resource Pool Linking a Project to Your Resource Pool

Checking Availability of Resource Pool Resources

Disconnecting a Resource Pool from a Project Plan


61/65

2.1 Setting Up a Resource Pool

Resource pools are easier to manage in the long run if you have a project file

whose only job is to serve as the resource pool file

1. Create a new project schedule2. Select View Resource sheet

3. Enter resource information

4. Save the project schedule file with aname as: ResPool


62/65

2.2 Linking a Project to Your Resource Pool

1. Open the resource pool file

2. Open your project file that you want to shareresources from the resource pool.

3. In this project file, select Tools ResourceSharing Share Resources

4. Select the Use Resources option

5. In the From list, click the name of the resource

pool file6. Click OK

7. Now all resource information in the resourcepool appears in your project file


63/65

2.3 Checking Availability of Resource Pool

Resources

Using the Resource Usage view or the Resource Graph in the resourcepool file to check the availability of resources across all sharer projects.

In these views, you can see all the assignments for all the resources in theresource pool.

You can see the amount of time they're assigned, if they're overallocated, or ifthey have time available to take on more assignments


64/65

2.4 Disconnecting a Resource Pool from a

Project Plan

If you no longer need the resource pool and the sharer file to be linked, youcan disconnect them, as follows

1. Open both the resource pool and the sharer file

2. Display the sharer file

3. Select Tools Resource Sharing ShareResources

4. Select the Use Own Resources option


65/65

Thank You
http://www.docu-track.com/buy/http://www.docu-track.com/buy/

Planning and Tracking Project Effectively Use MS Project

Documents

Transcript of Planning and Tracking Project Effectively Use MS Project