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MS Project is a calculator..
ActivityDescription
Forward pass Scheduling
0 7 7 7 10 17 17 1 18
7 6 13
Train Astronuts
Late
Late Start Slack
Finish
Backward Pass Scheduling or Just in Time
Now MS Project starts from the end and works backwards
0 7 7 7 10 17 17 1 18
0 0 7 7 0 17 17 0 18
0 7 7 7 10 17 18 1 19
0 0 7 8 1 18 18 0 19
7 11 18
Train Astronuts
7 0 18
Changing just one duration..Train Astronauts causes all the yellow boxes to
be recalculate
In fact MS Project calculates the whole plan again from start to finish and back
again.
Build Apollo is no longer on the Critical Path but Train Astronauts is
MS Project has told something significant.the Critical path has changed , now
we have to take the next step
Setting up and using MS Project
Starting a new Project File
Of course some tasks may be truly effort driven but you can change those on a task by task basis later.. But
be carefuldoubling the effort does not always halve the time taken
Setup Step 2 Go to ToolsChange Working
Time
This Changes
selected days to
Create a New Calendar based on the Non Working
Standardand give it a name
Edit the Calendar to reflect your working
days and Holidays
Currency
Elect to show the project Summary
task (recommended)
Show Outline number.. WBS code
Look at the two tasks below and spot the differenceone is displayed across
Sat and Sun because those days are non working
ID
Task
Dura
Star N
19
2602
M
0
W
TF
S
S
M
TW
T
F
SS
M
T
W
TF
S
S
M
11 2
Insta
Fri
da 3
ID
Task
Dura
Star N
19
2602
M
0
WT
F
S
S
MT
W
T
FS
S
M
T
WT
F
S
S
M
11 2
Insta
Fri
ed 3
You can embed objects
such as Docs, xls, ppt files
Task Information in Notes
FS E SS
A
B F
SF C FF G
D H
Lead and Lag times
A lead time is where you wish tasks to overlapExample.Task A manufacture 1000 tins
of baked beans..Task B. put labels on tins You would want to start putting labels on
after say 50% of the tins had been made you would therefore apply a 50% lead time
between A and B
A lag time is a pause after the finish of one task before beginning the next..Task C Order
PC.wait for delivery 10 days.Task D. PC DeliveredTask D will have a 10d lag
Lags and leads can be expressed as duration or as a % of the Predecessor
To set a lead or lag timedouble click on the link between two tasks on the Gantt Chart and
enter a value in the lag box..
A minus -2 lag = a
lead or enter a - %
A
C
B 10d lag
50% Lead
D
To Create a Relationship (Link) in MS
Project
Highlight the two task names and select
Link Iconif the Tasks are not next to
each otheruse the CTRL key to select
them.
Always start with the uppermost task
Summary Tasks Roll up Durations and Costs and are useful for defining levels of
your WBS
Create a Summary task by Demoting the tasks underneath it using the Indent
and Outdent buttons on the Tool bar
Show the Outline Number to see WBS Code
You can go down 5 levels to the Work Package.If you need more then
perhaps your plan is too complex.Remember do not include detail that you
cannot influenceClean Room.. Instead of. collect Brush, sweep from left
to right, put broom away, examine floor for specks of dust.thats over
planning. let the cleaner make their own plan!
It is not good practise to Link Summary tasks together.link the individual
tasks.. if necessary create and link milestones at the Start and end of each
summary task
Milestones
The task can be completed any time. along the blue line
Constraints
Constraints
You should set constraints after you have done. planning and what ifs. and
you have allowed MS Project to move tasksand your resource plan works..It
should be when you are ready to save your baseline for the first time
You should set Constraints for absolute events that will Not change or are
beyond your control to change
You should set constraints for tasks whose time horizon does not allow them to
be moved
MS Project tells you about a conflict, to quantify how big the problem is.go to
the View menuTablesSchedule
The schedule table shows you the total slack for the project and the task that
you have set the constraint on..in this case you have to find 1 day to correct the
schedule
What to doShorten any task on the critical path (re-evaluation).work longer
hours or non working days..add resource to shorten the task.introduce
leads. reduce lag timesapply leadership and motivate..in fact its up to
you.whatever method you can take to shorten the critical path.crashing the
schedule by one day!
Resources
Resources People, Materials, and Places
Most tasks do not conform to being Effort Driven by resources in a linear manner
so do NOT make the mistake of letting MS project calculate the duration
Creating Resources ..ViewResource Sheet
Create resources in the resource sheet view
Max 3 Engineers Avoid Overtime if Cost each time Calendar for
Name or available, 9990% possible until you assign this this resource
For Filtering
Appointment =unlimited experienced resource
and reporting
ID Resource Name Type Material Label Initials Group Max. Units Std. Rate Ovt. Rate Cost/Use Accrue At Base Calendar Code
1 Tech Head Work TH Engineers 300% 45.00/hr 0.00/hr 0.00 Prorated My Project A246E4
2 Air ticket Material Per Flight AT Travel 450.00 0.00 Start
3 Laptop Hire Material Per w eek Contractors 200.00 0.00 Prorated
4 Manager Work Sir Engineers 100% 75.00/hr 0.00/hr 0.00 Prorated Standard
5 3rd pty Contractor Work 3rdPty Engineers 9,990% 50.00/hr 0.00/hr 50.00 Prorated Standard
6 Bridge Toll Material BR Travel 0.00 1.00 End
More detail is available for each resource by double clicking its line
Resource Details
Use the Working time
Email address and tab to set holidays
Windows account for
group working using
project Server
The next time you change either the Calendar, resource units, or time
based information, MS project will calculate. either a new duration,
amount of work.. or number of units
When we fixed duration and made tasks not effort driven in setting up
the project..we retained control Now adding or removing resource
will only change the amount of Work and thus the cost. The PM
then decides what affect those changes has on duration and modifies
them accordingly
Assigning Resource
With a finite pool of resource, conflicts are bound to ariseMS Project tells you
when there is a conflict by showing that a resource is over allocated..in other
words you have used the same resource on more than one task at the same
time..
Without using MS Project we know how to resolve this.Replace the resource
with another. Reschedule so that the tasks no longer overlap.. reduce the
allocation to 50% on each task.the list is endlessits just called management
MS Project can only help you with rescheduling the tasks.this is called
Resource levelling.
Resource Levelling can be Time Constrained or Resource Constrained.What
does that mean?.
Time Constrained is when you do not wish to extend the project but work with
the available slack and if necessary add or change resources to shorten the
schedule
Resource constrained is when there is No more resource available and thus the
duration of the project will have to be extended to resolve conflicts
MS Project will suggest possible solutions.it will not unravel a bad plan
Levelling Resources
Here the resource Tech head has been assigned to both Installing
the UPS and the Workstation on the same day.so there is a
conflict.
We choose first to Level resourceswithin the available slackyou
can see that both tasks have slack showing.MS project works
outs how much slack is available and Delays the start of Install
Workstation by 1 day
You can check out what has been applied.Go to
ViewTables.More tables and select the Delay Table.You can
manually change the delay or even remove it as you wishso even
if it all went horribly wrong you can simply set the delays back to
Zero
Use Manual it is
easier to see what
happens Set this to your time
horizonthere is generally
no point in levelling things
six months away
This is NOT a disaster..MS Project is just telling you that you master piece of
resource planning is not greatit means that within the time and constraints
currently set there is no solution that project can offer you
Back to your planyou need either more time..more resources.less
tasks..again its up to you.MS project has done its 25% and told you that you
have a problemNow you employ your 75% and figure out the
solution.modify your plan and let MS project work it out againthis time if you
resource plan is better MS project may be able to fine tune it for you
In the Task usage view ..right click and show just coststhen a cash flow view is
immediately availableuse the zoom controls to zoom out to weekly, monthly or
quarterly costsSummary tasks roll up the costs..
If you want to show revenues create tasks to concur with customer payments
and enter a Negative Fixed cost for the task.