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MS Project Review

MS Project Review. I202 IT Project Management. MS Project Practical Test. When: Monday , 28 th , 1-3pm Where: 6-1-06 What you will do: Follow instructions to create an MS Project file Answer questions about the completed file How long: 2 hours Conditions: Closed Book.

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MS Project Review

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  1. MS Project Review I202 IT Project Management

  2. MS Project Practical Test • When: Monday, 28th, 1-3pm • Where: 6-1-06 • What you will do: • Follow instructions to create an MS Project file • Answer questions about the completed file • How long: 2 hours • Conditions: Closed Book

  3. MS Project Practical Test • MS Project concepts included in test: • Start Date • Auto Schedule • Indentation • Milestones • Predecessors • Notes & Hyperlinks • Task Completion • Start constraints* • Reoccurring Tasks • Resources • Set Baseline • Cost • Reports • Critical Path *Task Information > Advanced > Constraint Type

  4. MS Project

  5. Project Start Date • The Project Start Date (and other information) can be set by click ‘Project Information’ on the project tab

  6. Auto Schedule • Tasks should be set to auto schedule • This can also be set on the main ribbon

  7. Indentation • Use the indent buttons to group tasks hierarchically

  8. Milestones • Tasks given a zero (0) day duration become milestones

  9. Predecessors • The predecessor column can be used to put tasks in order (i.e. task 2 must finish before task 3 can begin, etc.) • Tasks can have multiple predecessors (use a comma) • Tasks can be different types (FS, SF, SS, FF)

  10. Notes & Hyperlinks • Notes & Hyperlinks can be attached to tasks by right clicking the task and selecting either Notes… or Hyperlink…

  11. Task Completion • Use the percentage completion buttons to track progress of tasks • 100% completion = ticked off task

  12. Reoccurring Tasks • Tasks can be made reoccurring

  13. Resources Each task has assigned resources

  14. Resource Sheet • To add/edit/delete resources available to the whole project select the resource sheet • Then select the resource tab on the ribbon

  15. Resource Sheet • Resource sheet shows all project resources • Resources properties can be edited, e.g. • Name, Type, Std. Rate

  16. Resource Sheet • New Resources can be added by using the ‘Add Resource button’ • You can also just type them in

  17. Resource Types • Resources can be three different types: Work, Material, or Cost

  18. Allocating Resources • To allocate a resource to a task, type the resource name into the resource column of the Gantt Chart • A drop down menu can also be used

  19. Allocating Resources • Warning: Misspelling a resource name will actually create another new resource • Separate multiple resources with a comma • Use [number] to indicate how many units to use for material resources

  20. Allocating Resources • Use [percentage] to indicate time allocation of work resources assigned to concurrent tasks • I.e. Ian, Carl, and Jack are working on two tasks at the same time. Using 50% tells us that they will spend half their time on the first task, and half their time on the second half. • Any percentage value can be used

  21. Allocating Resources • Resources can also be allocated to tasks by right clicking on a task and selecting ‘information’ and going to the resources tab

  22. Set Baseline • Once the tasks are entered, durations are given, predecessors are assigned, and resources are allocated the Gantt Chart is basically complete and can be saved as a baseline • A baseline is like a snap shot of your entered plan • A baseline is saved before the project starts and then referred to as the project unfolds in order to track variance • To set a baseline go to the Project tab on the ribbon and select ‘Set Baseline’

  23. Cost • Once the tasks are entered, durations are given, predecessors are assigned, and resources are allocated, MS Project will automatically calculate Project Cost • This is dependant on Std. Rates being entered in the resource sheet • To view a cost view of the Gantt Chart right click on the Gantt Chart header and select ‘Cost Entry’

  24. Cost Entry • The Cost Entry view of the Gantt Chart

  25. Fixed Cost for Tasks • In the cost view, fixed costs can be assigned for tasks by entering cost values in the ‘Fixed Cost’ Column

  26. Reports • MS Project automatically generates reports based on your project file • To view these reports go to the Project tab on the ribbon and select either Visual Reports or Reports

  27. Visual Reports • Visual Reports will generate either an Excel file with a graph or a Visio file with a diagram • Visual reports simply provide a visual representation of various aspects of your project

  28. Reports • Normal reports usually show tabular information about your project • The reports are organised by category

  29. Critical Path • The critical path ultimately determines the length of a project • The critical path is the sequence of tasks within your project where if anyone one of them is delayed the whole project will be delayed • The critical path is visible in red if the ‘Network Diagram’ view is selected

  30. Critical Path • Network Diagram

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