ppts on ms project 2010

Connoisseur Solutions

Managing Projects Using MS Project 2010

Pankaj Sharma - Mobile No -919810996356


What Is a Project?

“A temporary endeavor undertaken to create a unique product or service.”*

E.g.

Developing an Ecommerce portal

Construction a Building

Managing an Event

Project Characteristics

Temporary

Unique products, services, or results

Progressive elaboration



Project Characteristics : Temporary

A definite start date and end date

Project can end due to

Objectives achieved

Objectives cannot / will not be achieved

Need does not exist

Temporary does not necessarily mean “Short Term”

Some projects take years (5 - 15 years) to complete e.g. Space exploration projects, drug discovery and clinical trial projects etc.

Product / services created by project might not be temporary



Project Characteristics : Unique

Project should create Unique product or service or result

Examples:

Development of a web portal

New drug to market – clinical trials

Prototype of a new car

There could be repetitive elements in project

Making another tower similar to existing one

Launching a new insurance product



Project Characteristics: Progressive Elaboration

Progressive elaboration is the incremental design and refinement of the initial concept toward the project plan.

A Project starts with a vision , the vision is converted into high level plan and as we move forward the requirements unfold and this helps in planning the time horizon that we can see (Immediate Future) in detailed manner.



The Triple Constraint

OR, IN SIMPLE

ENGLISH

Defect Free

Fast Cheap

Complete

Quality

Cost

Scope

Time


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What is MSP

Project Management Information System

Assist project managers in Developing Project Schedule

Assigning resources to tasks

Analyzing workloads

Monitor & Track progress

Managing budgets/cost



Project Management

Project management is the discipline of organizing and managing

resources in such a way that the project is completed within

defined scope, quality, time and cost constraints.



SMART Objectives

Specific

Objectives should be quantifiable. Eg a revenue increase of 1

mill ion USD in a year time frame

Measuable

There should be some way of actually testing whether or not that

stated target has been met.

Attainable

The desired objective must be one that is actually possible to

achieve within the time and cost parameters provided.

Relevant

The desired objective should relate directly to the organization's

business needs and stated mission.

Time-Bound

The completion date of the objective should be either a specific

date or time or an "offset" from the beginning of the project. (For

example, benefits must be achieved within five months of

project launch.)



What’s new in 2010 Improved interface

New viewing options

Team Planner

Timeline

Easier view customization

Add new columns

Zoom Slider

User-controlled scheduling

Manual scheduling

Inactive Tasks

Top down summary tasks

Easier collaboration

Upload to SharePoint

Enhanced Copy/Paste

Split In Progress Tasks


Connoisseur Solutions User Interface – Project 2010


Connoisseur Solutions Project Options – Schedule


Connoisseur Solutions Project Options – Advance



Setting a Start Date After Opening the Microsoft Project file, On the menu click

Project > Project Information. The following screen opens up.



Create WBS In the task tab use Indent and Out dent feature as shown below to create WBS



Define Activities (Tasks) Decompose Work packages into granular activities (Tasks)



Define Activities Decompose Work packages into granular activities



Task Types

Work, Duration and Unit (% allocation) are determined by

Work = Duration * Unit

Revise Work Revise

Duration Revise Unit

Fixed Unit Duration Work Duration

Fixed Work Duration Unit Duration

Fixed Duration

Unit Work Work



Effort Driven Scheduling and Task Types

Effort-driven scheduling determines what happens to the duration or resource units for a task when you add or remove resources Following is the impact if effort driven scheduling is turned on for the following task types

Fixed Units If effort-driven scheduling is turned on for the task, Project adjusts the task's duration when you add or remove resources. If you have the means, adding more people is one option for shortening your schedule.

Fixed Duration If effort-driven scheduling is turned on for the task, changing resource assignments changes the amount of effort the resources will put in on the task. You may want to consider this option when scheduling a project if you feel the need to lighten the load on some of your people, or if you need to assign some of them part-time to other tasks.

Fixed Work The Fixed-work task type and effort-driven scheduling both keep the Work value constant and you cannot turn off the effort-driven setting for a task set as Fixed Work.



Sequence Activities -Task Relationship

Task relationships reflect the sequence in which work should be done.

By default MS Project uses Finish to Start relationship

There are 4 different types of relations

Finish to Start

Start to Start

Finish to Finish

Start to Finish



You can also add Lead and Lag to the schedule:

An overlap (called lead time) OR

A delay (called lag time) between the finish and start dates of predecessor and successor tasks.

Lead time causes the successor task to begin before its predecessor task concludes

Lag time causes the successor task to begin some time after its predecessor task concludes




• Finish to start: finish date of predecessor determines the start date of the successor




• Start to start: start date of predecessor determines the start date of the successor




• Finish to finish: finish date of the predecessor determines the finish date of the successor




• Start to finish: start date of the predecessor determines the finish date of the successor task. This relationship is very rarely used.




Sequence Activities Task Constraints

Flexible constraints

Flexible constraints allow tasks to be scheduled without any limitations other than their predecessor and successor relationships.

No fixed start or end dates are imposed by the constraint types.

ASAP (as soon as possible)

ALAP (as late as possible)



Semi-flexible constraints

Limit the rescheduling of a task within the date constraints you specify

SNET (start no earlier than)

SNLT (start no later than)

FNET (finish not earlier than)

FNLT (finish not later than)




Inflexible constraints

Completely prevent the rescheduling of a task. Use these constraint types only when absolutely necessary!

MSO (must start on)

MFO (must finish on)




Sequence Activities (Method 1)

Identifying relationships between Predecessor, Successor, Lead and Lag (Right Click the successor task and click Information option, The task information window pops up. Click the predecessor tab and enter ID (Predecessor’s Task Id) .



Sequence Activities (Method 2)

In the Predecessor Column of the Gantt Chart add predecessor’s task Id along with the type of relationship (Finish to Start(FS) or Finish to Finish (FF) or Start to Finish (SF) or Start to Start (SS) and lead or lag



Resource Type

Work Resources are people and machines, and they need time (hours, days, weeks, etc.) to perform the Tasks Material Resources are consumables like bricks, oil, concrete etc., and they are time independent. Cost Resources are time independent resources, like Airplane tickets.


Connoisseur Solutions Estimate Activity Resources

(Add Resources to the resource sheet)

Add resources (Work, Material and Cost) to the resource sheet and their details On Main Menu Click View > Resource Sheet



(Assign Resources to the tasks)

In the Gantt Chart select the task for resource allocation , right click and select Assign Resources option.



(Assign Resources to the tasks)

On selecting Assign Resources option, the new screen Assign Resources pops up. Add units for resources that are work and material type. The cost for resource of Cost Type is added here.



Assigning the Fixed Cost Go to View > Task Usage> Add the Column Field “Fixed Cost” Assign the value for fixed cost task as 100 USD is assigned to create design and document in the task below.



Configure Resource Calendar Click Project > Change Working Time> Select the resource for whom the calendar needs to be configured



Configure Resource Calendar

(Working to Non – Working days) Select the date on the resource calendar that need to be changed from working to non working and click the tab exception ,add name of the resource and press enter.



Configure Resource Calendar

(Non Working to Working days) Select the date on the resource calendar that need to be changed from non working to working and click the tab work weeks ,click details a new window pops up. Select the days and enter the time in the table as shown in fig below.



Resource Leveling

Resource leveling is the process that ensures resource demand does not exceed resource availability. It’s a way to fix over allocation.

Over-allocation: The result of assigning more tasks to a resource than the resource can accomplish in the working time available



Resource Leveling

Resources are leveled in the following ways:

By delaying a task until the assigned resource has time to work on it.

By splitting a task so that part of a task is done when planned and the rest of it is done later when the assigned resource has time.

By replacing the resource with a new one



Resource Leveling (Automatic)

Standard - Project examines predecessor dependencies, slack time, dates, constraints, and priorities

ID - Project simply goes down the task list in order by task ID

Priority and standard - Project first examines any set task, or project priorities and then examines the standard factors

If you don't want Project to level a specific task, set the task's priority level to 1000



Resource Leveling – Task Inspector



Resource Leveling – Team Planner



Resource Leveling – Splitting the Tasks

By splitting a task so that part of a task is done when planned and the rest of it is done later when the assigned resource has time.



Inactive Tasks

Project’s schedule will change throughout the lifecycle based Change requests, corrective and preventive actions. A task that was originally planned might not be required later. If this task is deleted, you lose all the baseline information and any work or costs associated with the task. And as the project executes, you may want to compare the current project against the original baseline or conduct a what-if analysis. Inactive Task feature allows you to remove tasks from

the schedule and recognize the task existed in the

original plan.



Why Baseline?

The main benefits of having a project baseline are

Ability to assess performance (Baseline vs actual)

Improved future estimating accuracy



Project Baseline

Entire Project

Selected Task



Interim Plan

Interim Plans could be thought of as mini-baselines. They store only the task's start and finish dates.



Critical Path

Longest path in a project network diagram. Float or Slack for all the activities on the critical path is zero



Timeline



Deadline

Deadline dates are used to indicate a target date you don't want to miss

Without requiring to set a task constraint

When a task finishes after its deadline, Microsoft Project displays a task indicator notifying that the task missed its deadline



Total Slack

Amount of time that a task can move later in time without affecting the finish of the project



Slippage



Task Usage – Work Contour



Resource Usage – Work Contour



Network Diagram

If the task is completed, the task node shows cross diagonal lines If the task is in progress but not completed, a single diagonal line draw through node No diagonal line appears in tasks that are not yet started



Tables



Filters



Grouping



Report Types



Reports - Costs



Reports - Assignments



Multiple Projects

Create a Master Project and its sub project and link them using link task as shown in figure below. Select the predecessor first and then the successor and click on link task feature.



Resource Pool

Create a Resource Sheet (Press ctrl + n) in a new file, add resources to it and save it with the name Resource pool. This file needs remain open if its resources have to be shared. To make the resources available to the other project, Click resource and then resource pool as shown in fig below.


ppts on ms project 2010

Education

unique project

project plan

ms project

end date project

months of project launch

time horizon

timeboundthe completion

new car