Bryant MS Project

Welcome: 

Welcome The Executive Development Center at Bryant University Presents MS Project Instructed by Robert Cipriano Date 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 1

Agenda: 

Agenda Planning & Set up Tasks (Work Breakdown Structure) Task Durations & Linking Task Relationships, Constraints, Notes Resources Tracking, views, reports 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 2

Objectives, Grading: 

Objectives, Grading Learn MS Project (how to use it; what it can do) Set up a Project (Instructions, WBS) Submit comprehensive breakdown (tasks, durations, relationships, constraints, notes) 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 3

Part 1 (Planning) Default Views: ‘Gannt Chart,’ ‘Entry’ table: 

Part 1 (Planning) Default Views : ‘ Gannt Chart,’ ‘Entry’ table 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 4 Task Pane

Cancel default Task Panes: 

Cancel default Task Panes 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 5

Merged toolbars: 

Merged toolbars 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 6

Unmerge: Tools, Customize…: 

Unmerge: Tools, Customize… 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 7

Your Project: the Setup: 

Your Project: the Setup 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 8 Create a Project Plan File 1. Click File Menu , Properties Summary tab : type Title of Project and Author ; click OK 2. Click Project Menu , Project Information Type Project Start Date (if beginning with End Date, revise Schedule From field); click OK . The party: Start Date , 8/2/10 . Save and name file (File Menu, Save: YOUR NAME)

Set up & Assign a project calendar: 

Set up & Assign a project calendar 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 9 1. Click Tools Menu , Change Working Time (see screen shot below) Click New button , then type a name for your calendar and click OK to make a copy of the Standard calendar. In the Select Dates section of the calendar, change working days to non-working days by selecting various holidays and non-project days (use Ctrl key for multiple selection), then click Non-working time button on the right. If there are consistent days when you will not work on the Project (Fridays) you may click the appropriate column header on the calendar to select all, and then click the non-working days button. Adjust the working hours on the right to mirror the actual work day as it applies to the project. Click OK when done. 2. Click Project Menu, Project Information: Assign the Project Calendar to this project

Part 2: Add tasks to the Project plan File : 

Part 2 : Add tasks to the Project plan File 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 10 Overview : Assemble your list of tasks. The list may or may not include Summary Tasks or Phases (Phase I, II, or Development Phase, Test Phase, etc.) in addition to basic working tasks . On the basic Project screen ( Entry Table ) in the Task Name field , type your first task. Press Enter . Repeat for each task until complete. (Ignore Duration, Start Date, etc.)

Task List, completed: 

Task List, completed 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 11

Making revisions: 

Making revisions 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 12 You may edit names (fix errors) by clicking on the task and then editing in the Entry Bar , above the Task Name header (Project’s Entry Bar is like Excel’s Formula Bar). If you need to insert rows to fill in additional tasks, click on the task below the row in which you want to add the task. Press the Insert key on your keyboard. (Or click row number, right-click, then click Insert to insert a row above.) If you need to delete a task, click on the appropriate row number and press Delete key on your keyboard. (Or click row number, right-click, then click Delete to delete row.) Adjust column width if lengthy task names are truncated: point mouse at column divider between Task name and Duration. (Mouse pointer becomes a double-sided arrow.) Double-click . Note: If you have Recurring Tasks throughout your project, like regular staff meetings, MS Project provides a Recurring Task feature, but it can distort the flow of task relationships, and so most users schedule regular meetings, etc. as individual tasks in their work breakdown structure.

Add a “Project Summary Task”: 

Add a “Project Summary Task” 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 13 To place the name of your project at the top of your entry table (assuming you titled your project in Part 1, Step 1): Click Tools Menu, Options On the View Tab , lower right corner, click Show Project Summary Task . Click OK .

Project Summary Task on screen: 

Project Summary Task on screen 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 14

Part 3: Enter Task Duration Estimates: 

Part 3 : Enter Task Duration Estimates 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 15 (Before entering, click Save ) Overview: Tasks default to 1 day. 1 day = 8 hours. 1 week = 40 hours. 1 month = 20 working days. (These defaults can be changed via Tools, Change Working Time, on the Calendar tab of the Options dialog box.) Select the Duration field for each task, type in the duration (number alone for days; number followed by h for hours; w for week; mon for month), and press Enter . (Most people limit entries to days and hours.) The Project Summary Task as well as various task entries that are phases (Phase I, II, etc.) have no durations-- type zero (0) in their duration fields.

Durations on screen: 

Durations on screen 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 16

Create a Work Breakdown Structure : 

Create a Work Breakdown Structure 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 17 Outline Tasks Overview: If you have included ‘summary’ tasks among your tasks, these will be markers, with no durations. The tasks beneath them should be indented (made into subtasks of the summary tasks). Select/highlight the tasks between the summary tasks ( click and drag on row numbers for the first set of tasks with actual durations ; use the CTRL key to select tasks between the summary tasks, unless you want to outline one set at a time). Click the green indent (right) arrow on the formatting toolbar. Outline numbers (1, 1.2, 1.3, etc.) will appear next to the tasks.

Selected tasks (ctrl key): 

Selected tasks (ctrl key) 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 18 Demote icon

WBS: 

WBS 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 19

Select/Link Dependent Tasks: 

Select/Link Dependent Tasks 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 20 ( NOTE: before linking , click Save -- if you make mistakes along the way, close the Project file, don’t save the changes, and start again. ) Overview: Most tasks depend on each other (follow each other in sequence) and should be linked. The default is a ‘Finish-to-start’ dependency, meaning one task must finish before the next one can start . It’s common to link all tasks and then make revisions afterward, noting the project completion date after all tasks are linked. As you did for outlining, select tasks: highlight all tasks that have durations . ( Click and drag on row numbers. Use the CTRL key to select non-adjacent tasks . Select from the top down, in sequential order .) Project rows (tasks) selected using the CTRL key (zero-duration Phases excluded)

Linking: 

Linking 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 21 Select each set of tasks in turn using the CTRL key. Click the Link Tasks icon on the standard toolbar. Note! Until you link tasks, all tasks begin on the same day. Linking allows one task to follow the next, and results in a calculated Project End Date. That End Date won’t be accurate because some tasks run independently and shouldn’t be linked, while others don’t have to wait until their predecessors finish before starting themselves. After the linking comes the fine-tuning of task durations . Always note the changes in the Project End date after each tune-up to check the effect of your tune-ups.

Linked Tasks/new project end date: 

Linked Tasks/new project end date 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 22

Part 4: Change task relationships: 

Part 4 : Change task relationships 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 23 NOTE: All adjustments to durations are found in the Task Information window of the specific task. Double-click a task to open the window, and then click the Predecessors tab. (Always note the effect of your adjustment on your project’s End date.) Many tasks have a ‘Start-to-start’ relationship , meaning Task A and Task B can begin on the same day (I can make up an Invitation List and line up help for the party on the same day). They are dependent on each other, but one doesn’t necessarily have to finish before the next can start. Recognizing and setting up this kind of dependency will cut down on the delivery time of your project.

Finish-to-start vs. Start-to-start: 

Finish-to-start vs. Start-to-start 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 24 Tasks 2 & 3 with default finish-to-finish relationship Tasks 2 & 3 with start-to-start relationship Task 2 begins on 8/2, takes a day, then Task 3 begins on 8/3 Task 2 begins on 8/2, so does Task 3. Done on same day.

Lead Time/Lag Time: 

Lead Time/Lag Time 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 25 Some tasks overlap. (If your tasks are packing and then moving boxes, you can start to move boxes after some have been packed, for instance, after 25% have been packed.) You may create ‘lead time’ for this kind of situation. Double-click a task. On the Predecessors tab of the Task Information window , in the ‘Lag’ column type negative 25% to begin this task after 25% of its predecessor is complete . ( Lead Time is shown as a negative . Lag time reflects a delay, like the time it takes for cement to dry after the cement-pouring task is complete. But many users just extend the cement-pouring task to allow for the drying, or set up an additional task for the drying.)

Project screen showing lead time: 

Project screen showing lead time 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 26

Supporting Information (Create notes and assign them to various tasks) : 

Supporting Information (Create notes and assign them to various tasks) 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 27 Overview: Supporting information, like legal requirements, individual task deadlines, specifications, etc. should be documented. Add notes to a task to document supporting data. Notes appear as post-it icons in the Indicators column to the left of Task Names. You can read them by floating your mouse arrow over the icon. Double-click the task that requires a Note. On the Note tab (Task Information window), type your note. Click OK.

Constrain Tasks : 

Constrain Tasks 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 28 Overview: Constraints are conditions or limitations placed on the start or finish date of a task. By default, all tasks are fluid in that their start and finish dates can be affected by their relationships to other tasks. Constraints help when external forces impose time limits on tasks (for instance the IT Department is only available on a specific date to wire the computers, and the rest of the project is dependent on that wiring—no matter how quickly you complete tasks leading up to the wiring, the IT Dept. won’t be able to accommodate an earlier date for its work). Or, you can’t stock the bar before 8/5. Your brother is leaving for Australia on the 5 th and you’re afraid to stock the bar while he’s around. There are several constraint options. The default is ‘as soon as possible,’ allowing flexibility. When you must set up a constraint like the one outlined above, choose ‘start no earlier than.’ Double-click the task that requires a constraint. On the Advanced tab (Task Information window), in the Constraint Type field, click the down arrow to choose the appropriate constraint type. Enter constraint date. Click OK.

Add the constraint, & a note.: 

Add the constraint, & a note. 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 29

Part 5: Create Resources : 

Part 5 : Create Resources 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 30 Overview: In Project, Resources are the people, equipment, and material (supplies) used to complete tasks. Resources clarify responsibilities for completing tasks, help determine task durations, and calculate costs. Create and maintain a Resource List for resource assignments. (Complete columns that are appropriate for your project: Complete whatever will help you; avoid cost columns if you don’t have to track cost/budget.) Click the View Menu, Resource Sheet . “Type:” Work or Material “Group:” Dept. or External Source “Calendar:” the specific Project Calendar or the resource’s

Assign Resources : 

Assign Resources 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 31 Overview: To identify who is responsible for completing the tasks in your project, you must assign resources to each task. Team members will know their responsibilities, and Project can account for resource’s time and cost. 1. With the Gantt Chart view (standard Entry Table) on screen, click on the Task Name you want to assign a Resource to . 2. On the Standard toolbar, click the Assign Resources icon . 3. On the Assign Resources window that appears, click the resource you want to assign. 4. Click the Assign button . (A check mark will appear next to the resource name. Repeat for each task. ( Note: you may click different tasks while the Assign Resources window is displayed. Don’t close until you’ve finished .)

Resource Adjustments: 

Resource Adjustments 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 32 You may assign a part-time resource to a task by changing the 100% under ‘Units’ in the Assign Resources window to 50%, 25%, etc. (Note: if one 50% resource is assigned to a 1-day task, the task will then take 2 days; if the duration for the task is accurate, leave 100% in the Units field.) You may assign more than one resource to the same task (use the Ctrl key in the Assign Resources window to assign multiple resources). (Note: if two 100% resources are assigned to a 2-day task, the task will then take 1 day.)

Revising Resources scheduling : 

Revising Resources scheduling 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 33 Overview: Sometimes assigning a second resource to a task has no bearing on the length of the task (a 2 nd person in the truck won’t get the goods delivered any faster). MS Project defaults to ‘effort-driven’ (Fixed Unit) tasks. You assign 2 people to a task, the task gets done twice as fast. But many tasks are Fixed Duration, or Fixed Work: regardless of resource assignments, the task’s duration is fixed. You may change a task’s type from Fixed Unit to Fixed Duration and remove the ‘effort-driven’ default if your existing duration is accurate in spite of resource changes. For instance, assigning 2 people to drive the moving van doesn’t get the van there any sooner; assigning 2 people to come up with the party play list doesn’t get the job done any quicker.

Fixed Durations: 

Fixed Durations 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 34 Double-click the task you want to change. In the Task Information window that appears, click the Advanced tab. From the Task Type drop-down list, choose Fixed Duration . Uncheck the Effort Driven box.

Resolve Resource Conflicts : 

Resolve Resource Conflicts 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 35 Overview: It is easy to over-allocate resources by assigning the same person to two tasks at the same time, or not allowing for the resource’s personal calendar. Over-allocated resources are shown on the Resource Sheet in red, with an exclamation point in the Indicators field. To quickly associate over-allocated resources with specific tasks, look at the Resource Usage View , and then revise resource assignments: Click View Menu Choose Resource Usage

Part 6: Set a Baseline : 

Part 6 : Set a Baseline 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 36 Overview: After you have entered all the project information, resolved all conflicts, and are satisfied with your Project End date, you should preserve that information. When the project actually begins and you track and update actual dates and durations, you can compare your original estimations with the actual timeline. (A Task Sheet view will be available for easy comparison.) Tools Menu, Tracking, Save baseline In the Save baseline window that appears, verify that Save Baseline is checked Verify that Entire Project is checked Click OK

Track Progress/Update and monitor the plan : 

Track Progress/Update and monitor the plan 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 37 View Menu, Toolbars, Tracking The Tracking Toolbar displays Click on a task that has been completed, then click the Update Tasks icon In the Update Tasks window , complete appropriate fields ( 100% Complete, variations on start/finish dates ). (You may also click the percent complete icons in the Tracking Toolbar.) Note that the 1st icon in the Tracking Toolbar is Project Statistics (a shortcut to Project Menu, Project Info, Statistics button)

Display Project Summary Information : 

Display Project Summary Information 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 38 Overview: You may view and print project information from categories like Overviews, Costs, Assignments, Workload and Custom. View Menu , Reports In the window that appears, click the report category icon you want to print Click the Select button Click the icon for the specific report you want to view/print Zoom to get a better look by just clicking on the report Click Print Remember : the default view is “Gantt Chart.” (That’s the one to go back to!) Note all the views from the View Menu , including the various Tables, Charts and Graphs available besides the default Entry Table/Gantt Chart. Familiarize yourself with all of them. to jump to a task’s place on the Gannt Chart

Grouping, Filtering views: 

Grouping, Filtering views 1150 Douglas Pike ∙ Smithfield ∙ RI ∙ 02917 ∙401.232.6200 ∙ edc.bryant.edu 39