A tutorial on MS Project

1. A tutorial on MS Project James Burns

2. Learning Objectives • Entering Tasks in the Gantt View • Task subordination • Linking of Tasks • Setting start & stop dates • Assigning resources • Calculating costs 2 2

4. 3 5 13 15 0 3 13 6 13 15 15 16 13 15 6 3

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6. Network Computation Process • Forward Pass – Earliest Times • Early Start (ES) – How soon can the activity start? • Early Finish (EF) – How soon can the activity finish? • Backward Pass – Latest Times • Late Start (LS) – How late can the activity start? • Late Finish (LF) – How late can the activity finish? • Slack (SL) – How long can the activity be delayed? • Critical Path (CP)– The longest path in the network which, when delayed, will delay the project

7. Forward Pass Computation • You add activity times along each path in the network (ES + Duration = EF). • You carry the early finish (EF) to the next activity where it becomes its early start (ES), unless • The next succeeding activity is a merge activity. In this case, you select the largest early finish number (EF) of all its immediate predecessor activities.

8. Backward Pass Computation • You subtract activity times along each path starting with the project end activity (LF - Duration = LS). • You carry the late start (LS) to the next preceding activity to establish its late finish (LF), unless • The next preceding activity is a burst activity. In this case, you select the smallest late start number (LS) of all its immediate successor activities to establish its late finish (LF).

9. Determining Slack • Slack for an activity is simply the difference between the LS and ES (LS – ES) or between LF and EF (LF – EF). • Slack tells us the amount of time an activity can be delayed and yet not delay the project. • When the LF = EF for the end project activity, the critical path can be identified as those activities that also have LF = EF or a slack of zero (LF – EF = 0 or LS – ES = 0).

10. Activity-On-node network

11. 1 B 6 0 Research Topic 1 5 6 0 A 1 9 D 11 9 9 11 F G E 10 10 12 0 0 0 1 1 Identify Topic Create Graphics Final Draft References Edit Paper 0 1 1 9 2 11 10 10 11 1 1 1 11 11 12 6 C 9 0 Draft Paper Legend 6 3 9 ES ID EF Description SL LS DUR LF Critical path method network Group Term Paper

12. 1 B 6 Research Topic 5 0 A 1 9 D 11 9 11 9 F E G 10 12 10 Identify Topic Final Draft References Create Graphics Edit Paper 1 2 1 1 1 6 C 9 Draft Paper Legend 3 ES ID EF Description SL LS DUR LF Forward Pass Computation Always start at 0 EF = ES+DUR EF = ES+DUR EF = ES+DUR EF = ES+DUR Group Term Paper

13. 1 B 6 0 Research Topic 1 5 6 0 A 1 9 D 11 9 11 9 F E G 12 10 10 1 Identify Topic Create Graphics References Final Draft Edit Paper 0 1 1 9 2 11 11 10 10 1 1 1 12 11 11 6 C 9 Draft Paper Legend 6 3 9 ES ID EF Description SL LS DUR LF Backward Pass Computation Group Term Paper LS = LF - DUR LS = LF - DUR LS = LF - DUR LS = LF - DUR EF=LF

14. 1 B 6 0 Research Topic 1 5 6 0 A 1 9 D 11 9 11 9 G E F 12 10 10 0 0 1 1 0 Identify Topic Create Graphics Final Draft References Edit Paper 0 1 1 9 2 11 10 11 10 1 1 1 11 12 11 6 C 9 0 Draft Paper Legend 6 3 9 ES ID EF Description SL LS DUR LF Determining Slack SL = LS – ES or LF - EF SL = LS – ES or LF - EF SL = LS – ES or LF - EF CRITICAL PATH? Group Term Paper

15. Garage Problem • Compute the early, late, and slack activity times • Determine the planned project duration • Identify the critical path • What should you do if the Doors activity is going to take two extra days?

16. 2 Erect Frame 4 1 3 8 10 7 9 5 4 Pour Foundation Windows Door Opener Paint Clean-up Doors Rough-in Frame Roof 3 4 2 2 1 1 1 1 6 Electrical Legend 3 ES ID EF Description SL LS DUR LF Garage Problem Project Duration: ______ days Critical Path: _______________

17. 3 2 7 0 Erect Frame 3 4 7 0 1 3 7 3 11 7 13 15 11 7 10 4 10 7 9 8 5 13 8 11 16 15 8 0 0 3 0 2 0 3 0 Pour Foundation Doors Door Opener Clean-up Rough-in Frame Windows Paint Roof 0 3 3 7 4 11 13 10 15 10 11 12 1 1 2 2 1 1 11 11 15 13 16 13 7 6 10 1 Electrical Legend 8 3 11 ES ID EF Description SL LS DUR LF Garage Problem Project Duration: ___16___ days Critical Path: __1237910__ If activity 5 is going to take two extra days, you probably do not have to do any thing because this activity has three days of slack – no effect on project duration.

18. More Learning Objectives • Recurring tasks • STATISTICS • Zoom out/zoom in • Precedence relationships • Lags between links

19. PM Software in general

20. Popular Project Management Software Packages • CA-SuperProject • Microsoft Project • Project Scheduler • SureTrak Project Manager • Time Line • High-End Project Management Software

21. Criteria for Selecting Project Management Software • Capacity • Documentation and on-line help facilities • Ease of use • Features available • Integration with other systems 4

22. Additional Criteria • Installation requirements • Reporting capabilities • Security • Vendor Support

23. Advantages of Using Project Management Software • Accuracy • Affordability • Ease of use • Ability to handle complexity • Maintainability and modifiability • Record keeping • Speed • What-if analysis 5

24. Concerns about Using Project Management Software • Becoming distracted by the software • A false sense of security • Information overload • The learning curve • Over-reliance on software 6

25. Must start with • A list of tasks • Or • A Work Breakdown Structure • Always make your first task a PROJECT summary task to which all other tasks are subordinate

26. Bring up MS Project • Start in the Gantt View • Enter task detail in the entry table to the left • Subordinate tasks appropriately • Link Tasks as appropriate

27. Project Information Box

28. Project Information Box • Can schedule from a start date or backward from a stop date • Can choose a particular calendar type—that makes assumptions about when people will be working

30. Statistics Box—by clicking Statistics

31. The Gantt View • Tasks are entered within the Entry Table in the Gantt View

32. The Main Window of MS Project

33. Entering Tasks in the Gantt View • Enter Tasks into the entry table on the GANTT view • Entry table is behind the GANTT chart and works just like a spreadsheet • Can also enter tasks in the network diagram or the task usage views

34. Tables • You can choose a variety of tables to view in conjunction with the Gantt view • Entry, Cost, Schedule, Tracking, Earned value, Usage, Variance, Work, Hyperlink… are just some of the tables you can choose from • Click on View on the Menu bar and then click on Table • To view all the tables, click on More Tables…

35. Columns • You can add columns to any table in the Gantt view • Click on Insert and then Columns • Select the column you want included in the table by clicking on the dropdown arrow associated with the first box and selecting the desired column name • Click on OK • That column will be included in the table to the left of the point where the selected cell appears

36. Predefined Reports • MS Project provides a number of predefined, static reports that can be displayed and printed • Click on View and the Reports • The categories are Overview, Current Activities, Costs, Assignments, Workload and Custom

37. Task subordination • Use indent arrow • MS Proj has a WBS understanding and assigns a WBS code even though it does not explicitly exhibit a WBS chart

38. Linking of Tasks • Select tasks to be linked • Click on the chain-link icon • Decide on precedence relationship: FS, SS, FF, SF

39. Setting start & stop dates • When you set a date in the entry table of the Gantt view, MS Project treats it as if it were a “hard” constraint • It schedules everything around such “hard” dates

40. Assigning resources • Resources have to be created before they can be assigned • You can use the “faces” icon in the Gantt view to both create and assign resources • Resources are created once they are named • Alternatively, you can create resources in the Resources Sheet view • Simply click on this “view” in the column on the left.

41. Calculating costs • Fixed costs • Enter these in the cost table • From the VIEW menu item change to the cost table • Enter fixed costs • Variable costs • Enter resource hourly rates • MS Project will calculate

42. Project Management Software Features • Budgeting and cost control • Calendars • Email • Graphics • Importing/exporting data • Handling multiple projects and subprojects • Report generation 3 3

43. Project Management Software Additional Features • Resource management • Planning • Project monitoring and tracking • Scheduling • Security • Sorting and filtering • What-if analysis