MS Project 2007

Microsoft Project
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What is a Project?
Project can be defined as a set of tasks or activities with a defined start and/or end date designed to achieve a unique short term goal constrained by time, cost and scope
Note : Quality is not a factor of the triangle, it is a result of what you do with time, cost and scope.
Quality Any changes done to any side of the triangle are likely to affect quality. Scope
Definition of a Project
The Project Management Institute defines a project as a unique undertaking with a defined starting point and duration directed at achieving defined objectives, utilizing finite or infinite resources.
The key parts of this definition: A project has a unique objective. A project has a definite start, duration, and finish. It has a temporary rather than open-ended duration
Project Management
Project management is the management of an organized set of activities directed toward a common goal, using specialized management structures and techniques. It includes: Determining project objectives Managing manpower, budgets, and resources Reporting Progress Evaluating efficiency and effectiveness
MS Project helps you to

Develop a better plan Makes calculated projections easy and more reliable Detect inconsistencies and problems in the plan Track progress and detect potential difficulties Communicate the plan to others
Planning the Project

Define a Project
Define the Goal of the Project Define project deliverables Plan project activities
Define phases and create a task list

Structure the tasks into their respective phases as well as a hierarchy of summary tasks and subtasks. Estimate task durations Set task dependencies and constraints.
Planning the Project

Plan for resources
Estimate resource needs Enter resource information and set working times. Enter the Cost of Resources Assign resources to tasks.
Track Progress
Are the tasks being completed on time? Is one task holding up the whole project? Is the project going to stay within the budget?
Close the Project
MS Project Window The Project 2007 screen

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1. Title bar 2. Menu bar 3. Tools bar 4. Entry bar 5. Time scale 6. Project guide 7. Status bar 8. ID column 9. Task entry table 10. Gantt chart 11. Scroll bars 12. Task pane
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Description
Gantt Chart Entry bar Menu bar Scroll bar Status bar Task Entry Table Displays task information in a chart. Shows the contents of any cell you select in the Task Entry table. Shows the names of the available command menus. Help you navigate through tables and charts in the current view by scrolling. Displays the status of certain keys on the keyboard, as well as information about the current command or operation. Displays the tasks you enter for your project. Different views display variations of Task Entry tables, and some views dont have a Task Entry table. Displays time in different formats across the tops of some chart views. Shows the name of the file youre using. The Title bar appears at the top of all windows. Toolbars are shortcutsthey contain buttons for the most commonly used commands. Guides you through the correct procedures for building and maintaining a project.
Time Scale Title bar Tool bars Project Guide Tool bar
Create or Open the file

Select File Menu Click on New It gives us option to select
Blank project From existing project under Templates.
Search in the box On Office Online On my computer.
Templates
Click on Template on my computer Select Project template Select the Software Development project
Different Views of MS Project

Some of the Views in MS Project are as follows: Click on View menu Gantt chart view Calendar view Network diagram view Task usage view Resource sheet view Resource usage view Resource graph view
Default View -Gantt chart view
Timescale
Gantt chart Entry Table
Split bar
Calendar view
Network diagram view
Mile Stone Task Summary Task
Red Color are Critical Task and the Blue are non Critical Task
Resource sheet view
Overallocated resource
Resource Usage view
Resource
Timescale
Assigned Task
Resource graph view
Percent Overallocation Resource Name
Steps while working with project tool

1. Project Set Up[ Project start /End dates and Project Calendar] 2. Enter Task Details 3. Enter Durations against sub task 4. Outline the plan- indent the task 5. Link tasks 6. Check the Links 7. Create a resources with Time/Cost and Availability 8. Assign resources 9. Resolve resource allocations 10. Baseline the plan 11.Manage - track progress 12.Share project information 13.Print
Create a Project Plan

Click on File New- Blank Project
Enter Project information

Click on Project Menu- Project Information
Steps to enter Project Information

Select Project start date from schedule from: dropdown list Enter Start date of the project in Start date field Set the priority for the project
Change Working Time

Change the default days and time for current project file.
Click on Tools- Change working Time Click on Work Weeks tab Click on Details Tab
Select Monday to Saturday Click on Nondefault working time Set as [9:00 -1:00 and 2:00 - 6:00]
Click on OK
Click on Option and change the default setting
Set Exceptions in the Working calendar

You can also set Exceptional timings for the current project file. Name the exception and click on details. The following choices appear when you click the Details button on the Exceptions tab in the Change Working Time dialog box: Nonworking Click this option to set the days indicated in the Start and Finish fields of the Exceptions tab as nonworking days. Working times Click this option to set the days indicated in the Start and Finish fields of the Exceptions tab as working days.
Setting Calendar options

Set the week start day - Monday Set the fiscal year start - April Set the default start time -9:00 Se the default end time - 6:00 Set the hours/day - 8:00 Set the hours/week - 48:00 Set the days/month - 26:00
Default View of the MS-Project

The default View of the Project is Gantt chart View where you are using Entry table with the column heading Task Name, Duration etc. If all columns are not displayed then click and drag the split bar as shown in the diagram.
Split bar
Fields in Gantt chart table

Fields Task ID Description Unique Task number
Task Indicator
Task Name Duration Start date
Indicates additional information of task

Describes information about the task or action Total duration of the task in minutes, hours, days, weeks, months Start date of the task
Finish date
Predecessor Resource Name
End date of the task

Task which determines start or finish of successor task The resource/s assigned to the task
Types Of tasks
Summary Task Sub Task Milestone
Summary Task
SubTask Mile-Stone
Entering Task and Duration

In the Task Name field, type the name of your first task (or use the entry bar). Press ENTER, or click the green check mark on the entry bar. An estimated duration of one-day (1day?) will be displayed automatically when you enter each task. Duration is entered in months, weeks, days, hours or minutes.
E.g. 1 mo, 2 w, 3 d, 4 h, 45 m D- Day, Mo-month, w - Week, h-hour, m-Minutes Note: Let project enter the start date and end date for your project
Entry Bar
Editing Tasks
To Edit the task
Select a cell and press F2 to edit the cell
To Insert a New Task

On the Entry table, click on the field where a new task is to be inserted (for example, highlight task 4). Click on the Insert menu, choose New Task. A blank row will be inserted above the highlighted row (for example, after task 3).
Enter Task and Duration Scope 3.5 days Analysis / Software Req. 14 days Design 14.5 days
Adding Notes for the Task

Add Notes for the Task
Double click on the task
After adding the notes small icon will be displayed on the indicator column You can add a notes column by right on duration- Insert Column Notes
Adding Notes for the Task using additional column
To add Column
Right click on the column Insert Column Select the field Text1 Add title Customer Notes
To hide the column

Right click on column and hide it
Editing Tasks
To Move a Task
In the grey area of the Entry table, click on the ID of the task that you want to move. This selects the entire row. Point the mouse at the bottom edge of the box. The mouse pointer changes to a white arrowhead with a move cursor. Click, then drag and drop the task to its new position. A gray indicator bar displays to visually show where the task row will be positioned. This moves all the information about that task.
Delete the Task

To Delete a Task
In the Entry table click on the grey area relating to the row of the task you want to delete [Id number]. The whole row becomes selected in the table. Press the DELETE key on the keyboard OR, click the Edit menu, choose Delete Task.
If you select just the Task Name and select DELETE, a smart tag will appear to give you the option to just clear the Task Name or to delete the entire task.
Indenting (Outlining) tasks:

Outline Level. Tasks that are sub-tasks (or child tasks) to summary tasks (or parent tasks) are limited in how they are scheduled. A summary task gets its start and finish date from the earliest start and the latest finish of its sub-tasks. If a sub-tasks start is held in place by a scheduling factor then so is the summary task. Or vise versa, if the summary task cannot reschedule then the sub-tasks will be affected.
Indenting (Outlining) tasks:

Select the sub tasks you want to indent. Click on demote button on the Standard toolbar. After performing this operation you can observe that the task above the indented tasks appears to be bold.
Summary Task
Sub task
Linking tasks
Linking Tasks:
Select the tasks you want to link. E.g. task1 and task2 are to be linked. Select the 2 tasks. Click on link button on the Standard toolbar
Unlinking tasks:
Select the tasks you want to unlink. Click on unlink button on the Standard toolbar Note: Always indent the tasks before linking. Do not link summary task to subtask or another summary task.
Task scheduling
Predecessors and successors Predecessor is a task whose completion (wholly or partly) determines the start of the successor. The driving task in the dependency is called a predecessor Successor is a task which is dependent on the completion (wholly or partly) of the predecessor. The dependant task is called the successor. There are 4 types of relationship (links) or dependencies between Predecessor and successor. They are as follows: Task Dependencies
Finish to Start [FS] Finish to Finish [FF] Start to Start [SS] Start to Finish [SF]
Task dependencies
Task Dependency Finish to Start Description
The successor task will begin when the predecessor task end. This is the default setting Task B cannot start until task A finishes Both the predecessor and successor tasks end at the same time. The end date of the predecessor task determines the end date for the successor task. Task B cannot finish until task A finishes. Both the predecessor and successor task start at the same time. The start date of the predecessor task determines the start date for the successor task Task B cannot start until task A starts.
Relationship Diagram
B
A B A B
Finish to Finish
Start to Start
Start to Finish
The successor task will end when the predecessor task begins. Task B cannot finish until task A starts
A
B
Unless one task __________-ed another task cannot __________.

Overlapping task
Lag time = Time the successor task needs AFTER the predecessor task finishes (+) Example of Lag time : 2ss+ 50% or 2ss +2d, or 2fs+2d Lead time = Time the successor task needs BEFORE the predecessor task finishes (-) Example of Lead time :2fs-50% Assignments Developer Testing will start after 25 % of the code is completed So in Id 7 , predecessor column type : 6FS-25% Develop Help System will be started after 50% of the testing is completed So in Id 8, predecessor column type : 6SS+50% Development complete will be completed after Coding, Testing, and Help system. So in Id 9, predecessor column type : 6,7,8
Constraints
Constraints provide some flexibility in how tasks are scheduled within Microsoft Project. It allows control of the specific Start or Finish dates that may not be controlled by the availability of a
resource or predecessor. Constraints allow time limits to be

imposed for such things as contract milestones, deliverables or funding start dates.
constraint
Task Constraints
There are 2 types of constraints: 1) Flexible 2) Inflexible 1. Flexible constraints are date constraints on tasks which allows to increase the end date of the project 2. Inflexible constraints are date constraints which does not allow to increase the end date of the project.
Flexible constraints
As soon as possible (ASAP) As late as possible (ALAP) Start no earlier than (SNET) Finish no earlier than (FNET)
Inflexible constraints
Must start on (MSO) Must finish on (MFO) Start no later than (SNLT) Finish no later than (FNLT)
Constraint types (Flexible Constraints)

Constraint As Soon As Possible (ASAP) Description Schedules the task to begin as early as it can occur. This is the default constraint for tasks. Do not enter a constraint date with this constraint.
As Late As Possible (ALAP)
Schedules the task as late as it can occur in the schedule without delaying subsequent tasks. Do not enter a constraint date with this constraint..
Schedules the task to start on or after the constraint date. Use it to ensure that a task does not start before a specified date.
Start No Earlier Than (SNET)
Finish No Earlier Than (FNET)
Schedules the task to finish on or after the constraint date. Use it to ensure that a task does not finish before a certain date.
Constraint types (Inflexible Constraints)

Constraint Must Start On (MSO) Description Schedules the task to start on the constraint date. Sets the early, scheduled, and late start dates to the date you type, and anchors the task in the schedule. Schedules the task to finish on the constraint date. Sets the early, scheduled, and late finish dates to the date you type, and anchors the task in the schedule. Schedules the task to finish on or before the constraint date. Use it to ensure that a task does not finish after a certain date. Schedules the task to start on or before the constraint date. Use it to ensure that a task does not start after a specified date.
Must Finish On (MFO)
Finish No Later Than (FNLT) Start No Later Than (SNLT)
Deadlines
Deadline dates can be added to any task, with the exception of the project summary task, a summary task representing an inserted project, or the summary task of a recurring task series. Deadlines are entered in the Constrain task grouping on the Advanced tab of the Task Information dialog box.
Example of Deadline
Give the deadline for the ID number 14, Task Pilot has to completed before 12-Sept-07 To assign a deadline to a task: Double click the task that will be assigned a deadline date. Click on the Advanced tab of the Task Information dialog box. In the Deadline field, set a deadline date. Click OK.
Comparison of Deadlines and Constraints

Deadlines Deadlines are not used when calculating the schedule, and do not generate scheduling errors. The user is not notified if a deadline conflicts with a tasks constraint date, even when originally entering the deadline or the constraint
Constraint Dead Line
Constraints A constraint tied to a specific date is used when calculating the schedule
Depending on the constraint type and option settings, can contribute to the scheduling conflicts that generate scheduling error messages.
Dead Line
Critical Path Method (CPM)

What are critical tasks?
Critical Path Method is a technique of scheduling tasks in a project The tasks on the longest sequence in a project whose delay expands the project schedule are called critical tasks The series of tasks that must be completed on time for the project to be satisfactorily completed.
What are non-critical task?

The tasks whose delay does not delay the project end date are called non-critical tasks.
Example of Critical
1-day
2-day
T1 1-day
T2 2-day
T3 3-day
T4
T5 T7
2-day
T6 5-day
T8 1-day
Different Method of checking the Links

Network Diagram Adding a column total slack in Gnatt chart view Format Gnatt chart view
Check Net-work Diagram
Open Node
Open Node
Add a Column total slack
Right click on duration Insert Column Total slack
Format Gantt Chart wizard

Steps of Formatting the Gantt Chart Wizard Click on Format menu Click on Gantt Chart Wizard Next Select Critical Path and Finish Click on Format it
Resources
Definition: A resource is an entity which performs effort or work on the task. There are 3 types of resources
Work Resource e.g. Man, Equipments and facilities Material Resource e.g. Cement, Petrol, Diesel, paper etc Cost Resource e.g. Cost Heads like Octroi, Freight, Travelling Expenses, etc.
Work Resource (WR)
WR is reusable. It can be assigned to several tasks. It requires a calendar & it has Maximum units There will be Overallocation in Resources Resource Cost = (Cost of resource/hr) * (work hours)
Material Resource (MR)

MR is non reusable. Once consumed it cannot be used in other tasks. It does not require a calendar and it does not have maximum units There will be no Overallocation of resources Resource cost = (Cost/ unit of the Material resource) * (no. of units consumed.)
Fields in Resource Sheet Table

Fields Resource Id Description Unique Id assigned to a resource.
Resource Indicator
Type Material Label
Symbols indicates Resource overallocation or notes indicator.

Describes the type of Resource i.e. Work / Material / Cost. A label given to the material resource e.g. Petrol is a material resource and its label is liters.
Initials
Group Max. Units Std. Rate Overtime cost Cost/use Accrued At
Abbreviation of resource name e.g. Engineers, Initial -Eng

Group name or department name of the resource e.g Resource A, B are belonging to Finance dept. Describes max no. of units that a task can be assigned The cost of work/material Resource The cost of the Work resource if he works more than the max. hrs/day scheduled for the resource One time Cost of the resource. E.g Additional traveling cost of the resources will be added when resource is assigned, Prorated Cost calculated with work Start- Cost calculated as soon as the work starts End Cost is calculated at the end
Customizing MS Project
Changing the default setting of Scheduling Changing the currency format Changing the date format Creating an Outline number for task
Changing the default setting

Units. This field represents the percentage of time that a resource is available to work on the project plan. The default is 100%, based on the standard calendar that equates to 8 hours per day. Likewise if 50% was entered the resource would be available time or 4 hours per day. This value can also be displayed as a decimal. To change the default select the Tools menu, select Options and click the Schedule tab and change Show Assignment units as a: from the drop-down list.
Customizing Project environment

Click on Tools menu Click on Options button Select View tab button Select the date time format from date format dropdown list Change $ symbol to Rs. in Symbol text field Select the Show outline number check box
Add the Resources in the Resource sheet

Click on view Resource sheet Add the Resources as given in the chart
ID 1 2 3 4 5 6 7 8 9 Resource Name Ty pe Material Label Initials M P A D T T T D C Group Max. Units 1 1 1 2 1 2 2 1 Std. Rate Rs500.00/hr Rs350.00/hr Rs200.00/hr Rs150.00/hr Rs100.00/hr Rs100.00/hr Rs100.00/hr Rs100.00/hr Rs25.00 Ov t. Rate Rs0.00/hr Rs0.00/hr Rs0.00/hr Rs0.00/hr Rs0.00/hr Rs0.00/hr Rs0.00/hr Rs0.00/hr Cost/Use Rs0.00 Rs0.00 Rs0.00 Rs0.00 Rs0.00 Rs0.00 Rs0.00 Rs0.00 Rs0.00 Accrue At Prorated Prorated Prorated Prorated Prorated Prorated Prorated Prorated Start Base Calendar Standard Standard Standard Standard Standard Standard Standard Standard Code
Management Work Project Manager Work Analy st Work Dev eloper Work Testers Work Trainers Work Technical CommunicatorsWork Deploy ment Team Work CD Material
CD
Resource Information General Tab

To enter or modify most resource fields double click on Resource in resource sheet to get the dialog box of Resource Information
Resource Information Working Time

Working Time tab helps to modify resource time, double click on Resource in resource sheet to get the dialog box of Resource Information
Resource Information Cost Tab -Material

If the user wants to enter the details cost of the resources , then double click on Resources and select the Cost tab
Note for Assigning Resources

Select all the task Click on Project Task Information select the task type- Fixed Duration uncheck Effort driven
Assigning Resources
Project provides a couple of methods for assigning resources to tasks: The Resource Assignment dialog box
The Resource Assignment dialog box is a floating dialog box that can be moved anywhere on the screen. Once the dialog box appears, it will remain in the same place on the screen, which is on top of the current view until closed or moved. It is available by choosing the Resource Assignment button from the Standard toolbar.
The Task Information form

Double click on the task to get the task information
Overallocation of the resources

After you assign resources as per requirement, click on ViewResource sheet, some of the resources will be overallocated. The resources with red color are the overallocated resources. Reason for over allocation:
Same resources is assigned as the same time for multiple task Less unit is available
Different scenarios of removing Overallocation

Check the Slack for a task if it is there then delay the task. Try to replace the resource with similar skill set. Increase the unit only for that periodby either hiring/working more than 1 unit e.g. instead of 2 developers you required 3 developers only for one month. Increase the max unit throughout the project. Change the links, means instead of start to start it will be finish to start. Keep some Notes for tasks [e.g he has to come on Sat/ Sunday and complete the task] Out sourcing the tasks [means replace with some vendor name.]
Different Views of looking overallocation recourses

Select Resource Sheet Click on Windows- Split window Select the second window and click on windows split window. Select the second window and select
Resource Graph Resource usage Gantt chart
Total Slack
Resources Graph
Resources usage
Gantt chart
Different ways of Remove Overallocation

Check the task if it is non critical then you can give the Lag time from Task Information
Double Click on Task Predecessor tab give Lag time as per required, it may delay the project if it is critical task.
Delegate the task with some other resources who is available for that period
Double click on task select the Resources tab and change the resources from x to y.
Different ways of Remove Overallocation

Increase the unit only for that Period
Double Click on Resources name from the Assign resources dialog box increase the unit from resource availability and change the dates available From and To and specify the units required
Increase maximum unit of the resources

in resources sheet increase the maximum unit.
Keep Notes on task which is over allocated due to some reason

double click on the task and add the notes for overallocated resource using notes tab.
Save the File as Baseline Plan [ Plan project ]

Click on Tools- Tracking option Set Baseline Save the File as Base line Once you save the planned project with the base line, it will calculated for
Overall duration of the project Over all work / effort of the of the project Over all cost of the Project
Task Type
A task based on which aspect of the task is fixed and which aspects are variable.
The task is schedule based on following formula : Duration = Work / Units Or Work = Duration * units
Task Type
In a... If you revise duration... If you revise work... If you revise units...
Additional resource of different skill set

Fixedunits task With Effort Without Effort With Effort Without Effort With Effort Work is recalculated. Work is recalculated. Units are recalculated. Duration is recalculated. Duration is recalculated. Units are recalculated. Units are recalculated. Unit is recalculated. Work is recalculated. Duration is recalculated.
Additional resource of same skill set

Work is recalculated. Work is recalculated. Duration is recalculated.
Fixedduration task Fixedwork task
Fixed Units
In a... If you revise duration.. . If you revise work... If you revise units... Additional resourc e of differen t skill set With Effort Without Effort Work is recalculate d. Work is recalculate d. Duration is recalculated . Duration is recalculated . -
Additional resource of same skill set -
Fixed units task
Fixed Units with Effort Driven

To complete a document, single typist requires 10 days. If two typist are going to work on this task, they will finish this job in 5 days
Fixed Units without Effort Driven

To complete a document, single typist requires 10 days. Documentation is reviewed by a reviewer which doesnt mean task will be completed in 5 days; but cost and work will change.
Fixed Duration
In a... If you revise If you revise duration... work... If you revise units... Additional resouce of different skillset With Effort Fixed-duration task Without Effort Units are recalculat ed. Units are recalculat ed. Unit is recalculated . Work is recalculated . Additional resourc e of same skillset Work is recalculat ed. Work is recalculat ed.
Fixed Duration with Effort Driven Fixed Duration without Effort Driven
Duration of a training program is 2 days which will not change even if training is assisted by another trainer.
Fixed Work
If you revise duration... If you revise work. ..
In a...
If you revise units...
Additional resource of different skillet

Fixed-work task
Additional resource of same skillet

Duration is recalculated .
With Effort
Units are recalculated.
Duration is recalculated.
Fixed Work with Effort Driven

If a work of 80 hrs has to be completed in 5 days then what is required no of resources in specified duration or vice versa.
In a...
If you revise duration...
If you revise work...
If you revise units... Additional Additional resouce of resource of different same skillset skillset
Duration is recalculated. Work is recalculated. Unit is recalculated. Work is recalculated. Duration is recalculated. Duration is recalculated. Duration is recalculated. Work is recalculated. Work is recalculated. Duration is recalculated.
Fixedunits task
With Effort Without Effort With Effort Without Effort With Effort
Work is recalculated. Work is recalculated. Work is recalculated. Work is recalculated. Units are recalculated.
Duration is recalculated. Duration is recalculated. Units are recalculated. Units are recalculated. Duration is recalculated.
Fixedduration task
Fixedwork task
Task Type
Fixed units : A task which assigned units is a fixed value and any changes in work and duration, unit will remain constant. Fixed duration : A task which assigned Duration is a fixed value and any changes in work and unit. Duration will remain constant. Fixed work : A task which assigned Works is a fixed value and any changes in unit and duration. Work will remain constant
Task types and work formula calculations

Initial Change Fixed Units Result Fixed Work Result Fixed Duration Result
+Duration
+Work -Duration
-Units -Duration
-Units
+Work
+Units +Work
Formulas:
+Duration +Duration
D*U=W D*U=W
+Units
D*U=W
Examples on Task Types
Fixed Unit with Effort Driven :

Two Painters Painting a wall. Two typist need to type a set of book.
Note : When You increase or decrease units, work will distribute equally and duration will fall down.
Fixed Unit Without Effort Driven

A trainer and his assistant A supervisor and worker
Note: When You increase or decrease units, work and Duration will remains same
Examples on Task Types

Fixed Duration with Effort Driven :
Plant Shutdown for maintenance. Typesetting the contents for a weekly magazine issue.
Note : When You increase or decrease durations, work and units will distribute equally.
Fixed Duration Without Effort Driven

Company working in two or three shifts
Fixed Work with Effort driven

Digging 50 meter Road for cabling Floor tiling
Save Baseline
To save a plan as a Baseline Plan click on Tools menu Tracking set Baseline
Click on Entire Project to save : All the information in the Project
Click selected task to save information For selected task in a baseline or Interim plan.
Review the Project :Working with Multiple baseline

Once it is saved with baseline, there will be reviews of same plan. MS Project allows to keep 10 different changes in same plan, means working with different baseline. Example : Task A with duration of 10 days, save the file with base line.
Interim Plan
A set of task start and finish dates that you can save at certain stages of your project. You can compare an interim plan with the baseline plan or current plan to monitor project progress or slippage. You can save up to 10 interim plans.
Steps for preparing for tracking the project

After final review overwrite the baseline. Select the Tracking Gantt View from the View menu Select the Table of Tracking from View Table Tracking Add Additional Column like Total slack, baseline duration, baseline start, baseline finish, duration, start, Finish, Remark[ Text 1]. So finally every week we need to update the column Act. start, Act. Finish, % complete ,Phy. % complete, Act. duration, Rem. Duration, as per the status of task.
Different Scenarios for tracking the project

1. Entire project date has been rescheduled to some other date. E.g. Project started from 1-April-07 to 1-June-07 2. % complete for the task Ex: Task A has duration of 10 days of work but after 5 days it was suppose to complete 50% of the work , but physically only 30% of work is completed. 3. Actual Start date of the task has been changed due to some reason. 4. Actual Finish Date is changed due to some reason 5. 50% of the task is completed and it has been rescheduled to some other date. 6. Scope Changes 7. Crashing the Project
Scenario1: Project start date changes

Entire project date has been rescheduling to some other date. Example : Start date Shifted from 1st April to 5th June
Click on Project Menu

Project Information Change the Start date of the Project
Note: Once you change the project start date then overwrite the baseline, because the tracking of the project will be from 5th June and not 1st April
Scenario 2 : % complete for the task

Task A has duration of 10 days of work. So after 5 days it was suppose to complete 50% of the work , but physically only 30% of work is completed In such scenario if you type 50% of the work is completed it will show actual 5 days is completed and remaining is 5 days, but we need to show in 5 days 30% of the work is completed Enter the Physical % complete eg. 30%, and if the resources cannot complete the task in remaining duration, then increase the duration from the Remaining Duration column [change from 5 to 7days]or add additional resource to complete the task on time.
Scenario 3 : Actual Start date of the task changes

Actual Start date of the task has been change due to some reason.
You need to change the Actual start date of the task from the tracking table If we change the Actual Start date Duration, Cost and work none other parameters changes. Only the Project end date will be changed if it is the critical task
Scenario 4 : Actual Finish date is changed

Actual Finish date of the task has been change due to some reason.
You need to change the Actual finish date of the task from the tracking table. If we change the Actual finish date, Duration, Cost and Work all the parameters changes. Project end date will be changed if it is the critical task.
Scenario 5 : Reschedule the task

50% of the task is completed and it has been rescheduling to some other date.
we need to mark 50 % in % column Then click on Tools-TrackingUpdate project Select Reschedule uncompleted work to start after and then select the date when you need to start
Scenario 6 : Scope change

Suppose in mid of the project the scope of the project changes , that is either you may add some additional task, or delete some task. If you have added some of the task then we need to select the task and save the selected task as the baseline and not the entire project. If you have deleted the task then make the task to 0 day duration. If we delete any task, it will be completely deleted from the project and also keep a note for the task.
Scenario 7 : Complete the project on deadline

Suppose the project is of 6month and 5month is completed, 1 month of the is remaining but the work remaining is of 1.5 month So in such scenario we need to find out the critical task and try to change the duration of the task to meet the dead line of the project.
Working with Filters

Filtering is a quick and easy way to find and work on subset of data in a range. A filter will display only those rows which meet the criteria you specify within a column.
Microsoft Project has provided us the list of predefined filters, using auto filter. If none of the filter meet our needs then we can create a custom filter according to our needs. To Activate the filter, Click on Project- Filter and select the filter as per your requirement.
Filter : Autofilter
Auto Filter gives drop down on column headings which allows you to select the condition as per requirement. To activate a AutoFilter click on Project menu Filtered for: All Task AutoFilter Or Click on Icon from Formatting Toolbar
Filter : Task and Resource Filter

On the Project menu Click on Filtered For : All Task
Or Click on Example :Select Milestone Filter From the list to display all milestones in the Project To use Auto Filter Click on the icon displayed and select the condition as required
Filter : Creating Custom Filters

Suppose if you want see the task which is modified after the baseline such filter is not available in the predefined list , for that we need to create a custom filter Steps for Custom Filter Click on Project menu -Filter-more filter-New Enter Filter name, and tick on show in menu Select the Field name [Duration] Operator [doesn't equal to] and Value to compare [baseline duration and then Click on OK Button- and click on close
Working with Reports

MS Project has provide various in-built reports in different category.
Who does what and When Resource utilization Over-allocated Resources Project Summary Over budgeted Task And many more We can also create our custom report Reports Menu - Reports There are six category of reports Select the Category Assignment Select the Report who does what and when, it is Resource name wise date-wise assignment
Steps to create a report
Output of Report
Preview of Report Who does what and when
Preview of Report Task with Milestone
Modify Existing Report

If you want to modify the existing report then select the report and Edit from the dialog box Example to modify the resource usage from week wise to month wise Select week to month from the dialog box.
Creating a New Report

Click on View menu, click on Reports, Double click on Custom, and then click on New.
Step 1. Step 2
Step3 Select Monthly Calendar, and then click On Ok Button.
Report for <> Baseline

Name: Give the report Name Period : Entire Project Table: Entry Filter : select the Filter Not Equal to Baseline Note: Not equal to baseline is not predefine filter, so first create a filter and then you use that filter
Create a Visual Report

Visual reports enable you to view and analyze your project data using Pivot Diagrams in Microsoft Office Visio and Pivot Charts in Microsoft Office Excel.
Working with Group

Group is to combine or rearrange task or resources in a Project. There are two types of Groups
Task Group Resource Group Task Group Complete and Incomplete Task Constraints Type Critical Duration Duration with Priority Milestone Priority
Resource Group Complete and Incomplete Resources Resource Group Standard Rate Work Vs. Material Resource
Group On Task
To Group a task. Click on Project menu - Click on Group By then select on which condition you want to do grouping Or Click on from standard Toolbar
Group On Resource Group

Select the Resource Sheet Click on Group- Select Resource Group Note: This is will only Group if you add group name in the Group column in the Resource sheet.
Copy customized Filter, Reports, etc. to Global file

Generally if you create any custom filters, report, Calendar etc., it is applicable only for that file, if I want to use it for all the files then we need to click on, Tools- Organizer Select Filter- select the filter name Click on copy it copies to Global.MPT
Multiple Project (Master and Subproject)

There are two way for working with sub-projects A project where dept wise creates different project is created and finally merge into master project. So in this Scenario, one project is link up into multiple project and there are the task dependency between multiple project and there will be one critical path throughout the project If there are different projects same resources working on multiple project, but there will be no task linked between two different project ,but you need to monitor multiple project, and needs to monitor resource overallocation in multiple projects. In this scenario, main project has multiple critical paths. In multiple projects you can create one resource pool file and while assigning resource to each project you can share resource pool file. It is very easy for Project Manager to see the availability of each resource while assigning on multiple projects.

Creating a multiple project file. Create a list of the task Link it and save the file as Documentation

Create 2nd file and save as Installation

Create 3rd file and save as Training Program

Create Resource pool file and save as resource In New file click on Resource sheet view

Steps to assign resources from resource pool file to Project
Step 1: Activate the first Project file e.g. Oracle Documentation Step 2: Click on Tool menu Click on Resource sharing Click on share resources Step 3: Click on Use Resource and then select resource file then click on OK
Note : Resource file should be open before performing above steps


Step 4 : Click on Tools menu Click on Assign resources
Note : Repeat above steps for other two projects

Master Project
A project containing one or more projects in one file is called master or consolidated project.
Steps to create Master or consolidated project file. Step 1 : Open a new file Step 2 : Click on Insert menu Click on Project Step 3 : Select files which you want to consolidate
Link subprojects in master project

Expand all subprojects by using + sign
Link subprojects in master project (Cont)

To Link Subprojects, select documentation complete task from oracle documentation and accruing CD task from oracle installation and then click on Link Task. Users can link the task Depending on requirement.

To see the external predecessors and external successors from subproject.
Click on Tools menu Click on Link Between Projects

To see Resource allocation or Overallocation. Open Resource file, Click on Resource usage view
Calculation on Earned Value Method

1. BCWS : Budget Cost of Work Schedule (Baseline Cost * Baseline Hrs.)
2. BCWP : Budget Cost of Work Performed (Baseline Cost * Actual Hrs.) 3. ACWP : Actual Cost of Work Performed (Actual Cost * Actual Hrs.) 4. SV 5. CV : Schedule Variance (BCWP BCWS) : Cost Variance ( BCWP ACWP)

MS Project 2007

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MS Project helps you to

Planning the Project

Define phases and create a task list

Planning the Project

Close the Project

MS Project Window The Project 2007 screen

Create or Open the file

Different Views of MS Project

Default View -Gantt chart view

Gantt chart Entry Table

Network diagram view

Mile Stone Task Summary Task

Resource sheet view

Resource Usage view

Resource graph view

Percent Overallocation Resource Name

Steps while working with project tool

Create a Project Plan

Enter Project information

Steps to enter Project Information

Change Working Time

Click on Option and change the default setting

Set Exceptions in the Working calendar

Setting Calendar options

Default View of the MS-Project

Fields in Gantt chart table

Indicates additional information of task

End date of the task

Entering Task and Duration

To Insert a New Task

Adding Notes for the Task

Adding Notes for the Task using additional column

To hide the column

Delete the Task

Indenting (Outlining) tasks:

Indenting (Outlining) tasks:

Unless one task __________-ed another task cannot __________.

resource or predecessor. Constraints allow time limits to be

Constraint types (Flexible Constraints)

As Late As Possible (ALAP)

Start No Earlier Than (SNET)

Finish No Earlier Than (FNET)

Constraint types (Inflexible Constraints)

Must Finish On (MFO)

Finish No Later Than (FNLT) Start No Later Than (SNLT)

Comparison of Deadlines and Constraints

Critical Path Method (CPM)

What are non-critical task?

Different Method of checking the Links

Check Net-work Diagram

Add a Column total slack

Right click on duration Insert Column Total slack

Format Gantt Chart wizard

Material Resource (MR)

Fields in Resource Sheet Table

Symbols indicates Resource overallocation or notes indicator.

Abbreviation of resource name e.g. Engineers, Initial -Eng

Changing the default setting

Customizing Project environment

Add the Resources in the Resource sheet

Resource Information General Tab

Unless one task -ed another task cannot .