Microsoft Project 2007

Manish Pandey
SC-TM, SeMT

Agenda
What is a Project? What is Project Management? What is MS Project? Work Breakdown Structure (WBS) Using MS Project
Task administration. Resource administration. Reporting. Follow up of progress.
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What is Project?
A temporary endeavor undertaken to create a unique product or service, which brings about beneficial change or added value.
A project is temporary as it has a defined beginning and end in time, and therefore defined scope and resources. And a project is unique as it is not a routine operation, but a specific set of operations designed to accomplish a singular goal.
Project Temporary Unique Ends On-going Operations On-Going Repetitive Sustains
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What is Project Management?

The application of knowledge, skills, tools and techniques to project activities to meet project requirements. Organizing and managing resources so the project is completed within defined scope, quality, time and cost constraints.

What is Microsoft Project 2007?

Microsoft Project is a project management software, designed to assist a project manager in developing a plan, assigning resources to tasks, tracking progress, managing the budget, and analyzing workloads.
MS Project support PMs with the following; Task administration. You are able to plan and administrate all the tasks you have in the project. Resource administration. You have extensive possibilities to administrate the resources in the project, both human and material resources. Reporting. The tool have useful reports that you easily can produce. Budgeting. Use Microsoft Project to define the budget for the project and also follow up against the budget.

Follow up of progress. Does the project follow the plan? Define the baseline and you can measure the progress against it.

Work Breakdown Structure (WBS)

WBS is a hierarchical and incremental decomposition of the project into phases, deliverables and work packages. It is a tree structure, which shows a subdivision of effort required to achieve an objective; for example a program, project, etc. The WBS is developed by starting with the end objective and successively subdividing it into manageable components in terms of size, duration, and responsibility (e.g. systems, subsystems, components, tasks, subtasks, and work packages) which include all steps necessary to achieve the objective.
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WBS (Hierarchal Format)

Widget Mgmt. System 1 Initiation 1.1 Planning 1.2 Execution 1.3 Control 1.4 Closeout 1.5

Evaluation & Recommendations 1.1.1

Create Preliminary Scope Statement 1.2.1

Project Kickoff Meeting 1.3.1

Project Management 1.4.1

Audit Procurement 1.5.1

Develop Project Charter 1.1.2

Determine Project Team 1.2.2

Verify & Validate User Requirements 1.3.2

Project Status Meetings 1.4.2

Document Lessons Learned 1.5.2

Deliverable: Submit Project Charter 1.1.3

Project Team Kickoff Meeting 1.2.3

Design System 1.3.3

Risk Management 1.4.3

Update Files/ Records 1.5.3

Project Sponsor Reviews Project Charter 1.1.4

Develop Project Plan 1.2.4

Procure Hardware/Software 1.3.4

Update Project Management Plan 1.4.4

Gain Formal Acceptance 1.5.4

Project Charter Signed/Approved 1.1.5

Submit Project Plan 1.2.5

Install Development System 1.3.5

Archive Files/ Documents 1.5.5

Milestone: Project Plan Approved 1.2.6

Testing Phase 1.3.6

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WBS (Outline View)

Copyright 2011 Accenture All Rights Reserved.

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New Project Screen

On starting Project a blank template will appear.

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Basic Project Information

From the Project menu select Project Information and enter the anticipated project start date.

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Enter the major tasks

Type in the major tasks (WBS level 1) in the Task Name box. Each row is a separate task Do not worry about the rest of the columns for now

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Insert Rows
Select the row above which you want to insert a subunit Select New Task from the Insert menu To delete a row, select the row and press the Delete key

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Enter the subtask names

Type in the name of the subtask in the Task Name field Subtasks are indented with the right arrow on the task bar When subtasks are so indented the major unit will become bold and the Gantt chart bar will change shape

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Recurring Tasks
To create a recurring task (like review meetings or weekly / bi-weekly reports) in Microsoft Project
1. Choose Insert -> Recurring Task

2. Enter the name of the Recurring Task (Weekly Report).

3. Enter the duration of the task. 4. You can either define an End date of the recurring task or define the task to end after x occurrences.

To create a recurring task.

Please note that, if required later on, we can edit each individual Task.
Result after creating a recurring task

Complete entering WBS

Process of inserting rows, typing in the task name and indenting the subunit continues until all tasks in the WBS are entered

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Display the WBS code

Select the Information column, right click and choose Hide Column. Next select the Task Name column and from the Insert menu select Column. The following pop-up will appear. Choose WBS as the Field name

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Showing the WBS code

The correct WBS code number will now be displayed for all tasks

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Task bars
With all subunits inserted the lowest level will be blue rectangles and higher levels will be black bars with points on the ends.

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Distinguishing different levels

You can change the color of the task bar to distinguish between the different levels in your WBS Select the task bar to change (in the Gantt chart area), right click and select Format Bar. Change the color of the Start, Middle and End

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Results after task bar change

The results of changing the task bar color are shown below

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Set the task durations

Now enter the time associated with each task in the Duration field. See the MS Project Help for choices on units. Set durations for the lowest level tasks and the total time will be summarized or rolled-up to the next highest level.

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Set the task predecessors

Enter the task dependence (i.e. which tasks must be complete prior to starting the next task) in the Predecessors field. You need to use the row number, not the WBS code.

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Enter all predecessors

Here all the task predecessors are determined and entered, but the Gantt chart now needs room to display fully

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Set the timescale of the chart

From the Format menu select Timescale Set the Major Scale to Months Set the Minor Scale to Weeks

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After timescale change

Now the full Gantt chart from project start to end can be displayed

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Assign Resources to tasks

1. Select the task that you would like to assign resources to and click the assign resource-button under tools menu or press Alt+F10. 2. Select the resource that you would like to assign to the task and enter the percentage that you would like to assign the resource to the task. 100% is fulltime assigned to the task. 3. Repeat step 2 and 3 if you would like to assign more resources to the task.(If you forgot to add the appropriate resource(s) in the Resource sheet you can just add the name of the resource in the first available row.)

Resource Graph
You are also able to see the planned workload for the different resources by clicking the Graphs button. You will then see the following dialog-box.

Different Views
A view lets us look upon the project from different angles on different topics and enables us to answer all the questions and make the correct decisions in timely manner. There are three different types of Views in MS Project; 1. Sheet views. Presents the information as spreadsheet with Columns and Rows. 2. Graph or Chart views. Information is presented as pictures in a graph or chart. 3. Reports. The information is displayed as a report on a paper. You find the most frequently used Views on the left hand side of the screen in the View Bar. You can hide/show the View Bar by choosing View->View Bar.

Resource Allocation View

This is a combined view between Resource Usage (on top) and Leveling Gantt (in the bottom). The upper part (Resource Usage) informs you of how many hours you have allocated a specific resource to certain tasks per day. This view also provides you with information about overallocation, (red time-units) The bottom part gives you information about relationships between tasks and if there are delays in tasks.
This view is useful for analysis of which resources that are over or under allocated and how their different tasks are related to other tasks.