A tutorial on MS ProjectJames Burns

Learning ObjectivesEntering Tasks in the Gantt ViewTask subordinationLinking of TasksSetting start & stop datesAssigning resourcesCalculating costs 22

More Learning ObjectivesRecurring tasksSTATISTICSZoom out/zoom inPrecedence relationships Lags between links

PM Software in general

Popular Project Management Software PackagesCA-SuperProjectMicrosoft ProjectProject SchedulerSureTrak Project ManagerTime LineHigh-End Project Management Software

Criteria for Selecting Project Management SoftwareCapacityDocumentation and on-line help facilitiesEase of useFeatures availableIntegration with other systems4

Additional CriteriaInstallation requirementsReporting capabilitiesSecurityVendor Support

Advantages of Using Project Management SoftwareAccuracyAffordabilityEase of useAbility to handle complexityMaintainability and modifiabilityRecord keepingSpeedWhat-if analysis5

Concerns about Using Project Management SoftwareBecoming distracted by the softwareA false sense of securityInformation overloadThe learning curveOver-reliance on software6

Must start with A list of tasksOrA Work Breakdown StructureAlways make your first task a PROJECT summary task to which all other tasks are subordinate

Bring up MS ProjectStart in the Gantt ViewEnter task detail in the entry table to the leftSubordinate tasks appropriatelyLink Tasks as appropriate

Project Information Box

Project Information BoxCan schedule from a start date or backward from a stop dateCan choose a particular calendar typethat makes assumptions about when people will be working

The Main Window of MS Project

Entering Tasks in the Gantt ViewEnter Tasks into the entry table on the GANTT viewEntry table is behind the GANTT chart and works just like a spreadsheetCan also enter tasks in the network diagram or the task usage views

TablesYou can choose a variety of tables to view in conjunction with the Gantt viewEntry, Cost, Schedule, Tracking, Earned value, Usage, Variance, Work, Hyperlink are just some of the tables you can choose fromClick on View on the Menu bar and then click on TableTo view all the tables, click on More Tables

ColumnsYou can add columns to any table in the Gantt viewClick on Insert and then ColumnsSelect the column you want included in the table by clicking on the dropdown arrow associated with the first box and selecting the desired column nameClick on OKThat column will be included in the table to the left of the point where the selected cell appears

Predefined ReportsMS Project provides a number of predefined, static reports that can be displayed and printedClick on View and the ReportsThe categories are Overview, Current Activities, Costs, Assignments, Workload and Custom

Task subordinationUse indent arrowMS Proj has a WBS understanding and assigns a WBS code even though it does not explicitly exhibit a WBS chart

Linking of TasksSelect tasks to be linkedClick on the chain-link iconDecide on precedence relationship: FS, SS, FF, SF

Setting start & stop datesWhen you set a date in the entry table of the Gantt view, MS Project treats it as if it were a hard constraintIt schedules everything around such hard dates

Assigning resourcesResources have to be created before they can be assignedYou can use the faces icon in the Gantt view to both create and assign resourcesResources are created once they are namedAlternatively, you can create resources in the Resources Sheet viewSimply click on this view in the column on the left.

Calculating costsFixed costsEnter these in the cost tableFrom the VIEW menu item change to the cost tableEnter fixed costsVariable costsEnter resource hourly ratesMS Project will calculate

Project Management Software FeaturesBudgeting and cost controlCalendarsEmailGraphicsImporting/exporting dataHandling multiple projects and subprojectsReport generation33

Project Management Software Additional FeaturesResource managementPlanningProject monitoring and trackingSchedulingSecuritySorting and filteringWhat-if analysis

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