introduction and background urbs 609 project, unit 1

Introduction and Background

URBS 609 Project, Unit 1

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Urban and Regional Studies Institute 2

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This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004

This module will provide: Introduction to the background of MS Project Introduction to the Advantages of using MS

Project Introduction to the Hazards of using MS

Project Tips for using MS Project Background material for project planning

This module is constructed as the first of three blocks in a building block approach


The first assumption of any project planning is that the project goal and tasks are defined

MS Project uses the same assumptions as planning a project manually: All tasks have distinct begin and end points All estimates can be mathematically derived Tasks must be able to be arranged in a defined

sequence that produces a pre-defined result Like any tool, MS Project cannot define the

goal of a project, the user must do that


MS Project is a strong tool that is built around the PERT and CPM basics (See PERT/CPM blocks of instruction to review

the basics if these terms are unfamiliar) Based on same basic PERT calculations

invented in 1958 Based on same basic CPM calculations

invented in 1958 Incorporates use of a WBS (Task list) format

invented in the 1960s


A highly visual, yet checklist-intensive program Balances visual approach (charts, graphs, etc)

with logical structured approach (task and resources lists)

The most widely used PM program because: It is fairly generic in its approach Highly automated once configured; requires

relatively low amount of user manipulation Scalable – can be used for small to enormous

projects A cost-effective choice for casual users

Easy to use core techniques Advanced techniques are complex, however


Good step-by-step tutorial for beginners Good searchable keyword help function Based on data entry – once configured, user enters

data and Project automatically: Computes all times and costs

Optimistic, Pessimistic, Likely and PERT- expected Identifies Critical Path, computes late & early start dates,

slack Computes % complete on a task and project level Identifies areas of over-tasking of resources Draws a wide ranges of charts and graphs specific to the

project Creates a wide range of reports specific to the project

VERY customizable to meet individual user needs


Based on configuration and data entered by the user, MS Project plots Gantt Charts


Sample MS Project Charts and Diagrams



• Based on configuration and data entered Based on configuration and data entered by the user, MS Project plots Task by the user, MS Project plots Task CalendarsCalendars



• Based on configuration and data entered Based on configuration and data entered by by

the user, MS Project plots Network Diagramsthe user, MS Project plots Network Diagrams




the user, MS Project plots Resource Graphsthe user, MS Project plots Resource Graphs


Sample MS Project Tables and Reports


the user, MS Project plots Tabular Datathe user, MS Project plots Tabular Data




the user, MS Project plots Tabular Tracking the user, MS Project plots Tabular Tracking DataData


MS Project Strengths MS Project Strengths



the user, MS Project plots High Level the user, MS Project plots High Level Reports…Reports…




• … …to-do lists on a person by person basis…to-do lists on a person by person basis…




• … …lists of tasks that should have started lists of tasks that should have started but have not…but have not…




• … …lists of tasks that are scheduled to begin lists of tasks that are scheduled to begin soon…soon…




• … …lists of critical tasks (makes it easy to lists of critical tasks (makes it easy to identify tasks that become critical once a identify tasks that become critical once a project is crashed)…project is crashed)…




• and much, much moreand much, much more

• All charts, diagrams, and reports are All charts, diagrams, and reports are designed to help a manager organize and designed to help a manager organize and track a projecttrack a project

• All come in a standard configurationAll come in a standard configuration

• Most typically used informationMost typically used information

• Easiest to read format Easiest to read format

• AllAll are also customizable to show the most are also customizable to show the most meaningful data meaningful data

Flexible and customizable Designed to enhance communication

Between manager and workers Between managers and stakeholder A good tool to manage expectations

Charts, diagrams, tables etc can be saved in various formats for use: On the web, in print, electronically



Makes it easy to lose touch with the project – very automated Automates all calculations

Scheduled dates, costs projected dates, etc Tracks when a resource is over-allocated but

does not provide a warning when it happens Conflicts are not intuitively displayed

Will “let” a project get over budget/over-time A tool that must be monitored when

used


MS Project Weaknesses MS Project Weaknesses

No Risk Assessment Function Does not calculate probability of completion

A Key weakness – this info is always requested A Manager must compute this manually/with Excel

Crashing costs/times are not calculated Must be computed on a task basis and then compared

to the baseline (or done manually) Assumes manual intervention by Project Manager

Crash the project manually and save as a new baseline Project is heavily influenced by the Earned

Value method (EVM)– typical Risk Assessment is not a factor in EVM


MS Project Weaknesses MS Project Weaknesses

Much less work for a user compared to manual/MS Excel project planning

Does most of the required calculations Wide range of graphs, charts, reports Very customizable, very flexible Makes communicating project status

easier – expectation management


MS Project Benefits MS Project Benefits

Review

Very Automated – easy to lose touch No Risk Assessment function

Must be done in MS Excel/manually Based on PERT/CPM but also influenced by

EVM Weighs by project/task costs, not just

completion Does not consider intangible progress that is

common in Social Sciences projects Knowledge as part of the process, not just the result Progress as part of the process not just task completion


MS Project Hazards MS Project Hazards

Review

Know the project goal before beginning Know the required tasks before beginning Identify resources before beginning Identify task relationships before beginning Refer to the tutorial as often as needed Refer to help section as often as needed Keep the configuration as simple as possible Avoid losing touch with the project


Tips for Using MS Project Tips for Using MS Project


MS Project MS Project Final Thoughts

• MS Project is only a toolMS Project is only a tool –it does not create –it does not create or “own” the project – it reflects the data or “own” the project – it reflects the data providedprovided

• The simpler the configuration, the easier The simpler the configuration, the easier the data will be to understand, for all the data will be to understand, for all involvedinvolved

• If the plan doesn’t look right, it probably If the plan doesn’t look right, it probably isn’tisn’t– Check resource and task Check resource and task

assignments/relationshipsassignments/relationships– Check constraints and dependenciesCheck constraints and dependencies– Look for what has changed in a plan and follow Look for what has changed in a plan and follow

the clues - a small unintentional change can the clues - a small unintentional change can wreak havocwreak havoc

Dr. Anthony Filipovitch MS Project, by

Microsoft Corporation MS Excel, by Microsoft

Corporation PM Body of Knowledge

(PMBOK), Philadelphia: PMI, 2000

Project Management Institute (PMI) Resource Center Project Manageme

nt Institute Website


http://www.pmi.org/

http://www.pmi.org/

http://www.pmi.org/

You have completed

URBS 609 Project Unit 1

Please proceed to

URBS 609 Project Unit 2


This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004

introduction and background urbs 609 project, unit 1

Documents

project goal

definedms project

project planningthis

mankato urban

ms projecttips

user manipulationscalable

ms projectbackground

sample ms pr