microsoft project presentation

PERTEMUAN 3 PPSI

Microsoft Project Presentation

What is a Gantt Chart?

A Gantt Chart is a visual tool to help Plan, Manage, and Track a project or projects.

Sample Gantt Chart

Planning a Project

Define GoalsDevelop TasksEstablish TimeframesResource Availability?Organize

Managing and Tracking a Project

Track Progress Are the tasks being completed on time? Is one task holding up the whole project?

Manage Finances Is the project going to stay within the budget?

Using MS Project

Define the ProjectBuild the Plan

Set a start date Enter tasks/durations Assign resources Link tasks Fine tune the plan

Using MS Project (cont’d)

Track and Manage Set a baseline Enter actuals Adjust plan

Close Project

Defining the Project

The objective of the project should be defined by the person/group that is going to manage the project.

Tasks, start times, and deadlines should be clearly established.

Setting a Start Date

When opening a new Microsoft Project file, the user have to setting for a start date. Setting an accurate start date will make future entries more convenient.

Open in project > project information

Entering Tasks and Durations

Tasks are entered in the “Task Name” columnSubtasks are created by indenting a task.Durations may be entered in number of

working days or start and finish dates may be used

Standard Markers

Normal Task designates ordinary task duration

Summary Bar designates the duration of a group of sub-tasks

Special Markers

Milestones A reference point marking a major event in a project

and used to monitor the project's progress To create a milestone, Enter “0” in the duration field

Changing Marker Styles

Double-click on the Marker you want to change and format accordingly

Assigning Resources

A resource can be a single person, a piece of equipment, or it can represent a group, such as Plumbers

Information on resources include Availability, Costs, and Working Time

Resources are very important in accurate scheduling

Assigning Resources

To Assign a Resource: Select the task to which you want to assign the

resource Click the Column Resource Names on the row

Assigning Resources

If resources are not already set up, double click on the Resource Names

Assigning Resources

Add new resource in resource sheet

Open with menu view > resource sheet

Doublec click for detail resource

Enter pertinent information and click OK.

Assigning Resources

When a resource has been selected, click Assign

Linking Tasks

Some tasks require that another task be completed before it can begin. These tasks must be linked.

Tasks and subtasks are linked by assigning Predecessors.

Linking Tasks

Predecessor A task that must start or finish before another task

can start or finishSuccessor

A task that cannot start or finish until another task starts or finishes

A task becomes a successor when a row number is entered in the predecessor column

Linking Tasks

Fine Tune the Plan

When all resources have been assigned and appropriate tasks are linked, the original Gantt chart will be complete

Check to make sure tasks have been linked correctly and task durations are correct

The project is now ready to begin

Set a Baseline

A baseline compares your original plan for the project with the actual course of the project.

You can see which tasks started earlier or later than planned, exceeded their original budget, took longer than planned, and so on.

Set a Baseline

Create a baseline after you've polished it and just before you actually start work on the project

To track costs, be sure to enter cost information before you create the baseline

Updates can easily be made to the baseline if information is missing

Set a Baseline

The Baseline plan includes: Tasks (start and finish dates, duration, work, cost,

splits, timephased work, and timephased cost) Resources (work, cost, timephased work, and

timephased cost) Assignments (start and finish dates, work, cost,

timephased work, and timephased cost)

Set a Baseline

To set a baseline: Point to Tracking on the Tools menu Click Save Baseline

Entering Progress

Update actual start and finish dates for a task. On the Tools menu, point to Tracking and then

click Update Task Under Actual, type Start and Finish dates

Entering Progress

Update progress on a task Double-click on the task to be updated Enter a percentage On the Gantt chart, a progress bar appears in the

task bar

Tracking Gantt Chart

Tracks the progress of the projectShows what tasks are overdue and what has

been completed on timeClick view > Trackin Gantt

Tracking Gantt Chart

Tracking Progress

Determining if tasks are starting and finishing according to plan: In the Tracking Gantt, point to view menu > Table >

Variance Drag the Divider bar to the right to view variance. Variance is shown in Days

Tracking Progress

Determine if tasks cost more or less than budgeted In the Tracking Gantt, point to view menu > Table >

Cost Drag the Divider bar to the right to view Total Cost

and Baseline fields

Calendar View

Keeps tabs on when tasks occur.

Quickly see how long tasks take, when they start and finish, and how they occur in relation to other tasks.

To view, click the view menu > Calendar

Task Usage View

Work with task and resource information side by side.

Easily create useful reports about when a resource is scheduled to work on a task.

To view, click view menu > task usage

Resource Graph View

See whether resources are overallocated, what capacity they're working at, and how much they cost in a timescale graph

To view, click view menu > Resource Graph

More Views

Resource Sheet View Easy way to review, add, edit data about resources Click view menu > resource view

Resource Usage View Work with resource and task information side by side Click view menu > resource usage

The Project is Now Complete !!

MS Project is a very powerful tool if it is used correctly

This program can save a lot of time for engineers who are interested in time, cost, etc.

Automatically keeps your project organized.

REFERENCE :COREY JOHNSON,2000

Thank you !!