4.0 - Using the Microsoft Project Plan

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1 4.0 - Using the Microsoft Project Plan 153

2 4.0 - Using the Microsoft Project Plan 1.0 Introduction to PM 2.0 Plan Project Prepare Estimates Develop WBS Develop Schedules 3.0 Manage Project Progress 4.0 Using MPP Setup New Schedule Manage Task Data 4.3 Create Dependency 4.4 Assign Resource 5.0 Refine Your Project 5.1 Navigating g Views 5.2 Formatting Views 5.3 Formatting Reports 6.0 Track Progress 6.1 Track Task Progress 154

3 4.0 - Using the Microsoft Project Plan Minimum System Requirements To run Project Standard or Professional, your computer needs to meet the following minimum requirements: 700 mega hertz (MHz) processor or higher 512 megabytes (MB) Ram or higher CD or DVD Drive 1.5 gigabyte (GB) hard disk necessary for install Monitor with minimum 800x600 screen resolution; 1024x768 or higher recommended Keyboard & Mouse Internet connection for download, activation and online help Windows 7, Windows XP (Service Pack 2 and above) and Windows Vista Windows Internet Explorer 6.0 and above Installing Microsoft Project 2007 in Windows Insert Microsoft Project 2007 Install CD in your computer 2. Click Run SETUP.EXE 155

4 4.0 - Using the Microsoft Project Plan Installing Microsoft Project 2007 in Windows Insert Microsoft Project 2007 Install CD in your computer 2. Click Run SETUP.EXE 3. Click Yes on the first screen 4. Then type your 25 character product key and click Continue 5. Click Install Now, (or) for customized install click Customize, for now choose Install Now 6. Then Installation begins might take several seconds 7. After installation is complete, click Close Using Microsoft Project 2007 in Windows On the Windows taskbar, click the Start button, and then click All Programs 2. Next, click Microsoft Office, click Microsoft Office Project You can activate the software over internet when starting first time after install. Removing and Uninstalling Microsoft Project 2007 in Windows 7.0 You can free up disk space by uninstalling the Microsoft Project The uninstall process deletes any files that you created while install. Follow these steps 1. On the Windows taskbar, click the Start button, and then click Control Panel 156

5 4.0 - Using the Microsoft Project Plan 2. In Control Panel click Program and Features 3. Click Microsoft Office Project Professional Click Uninstall and then click Yes 5. After Uninstall is complete, click Close 157

6 4.1 - Setting up a New Schedule 158

7 4.1 - Setting up a New Schedule 1.0 Introduction to PM 2.0 Plan Project Prepare Estimates Develop WBS Develop Schedules 3.0 Manage Project Progress 4.0 Using MPP Setup New Schedule Manage Task Data 4.3 Create Dependency 4.4 Assign Resource 5.0 Refine Your Project 5.1 Navigating g Views 5.2 Formatting Views 5.3 Formatting Reports 6.0 Track Progress 6.1 Track Task Progress 159

8 4.1 - Setting up a New Schedule 160

9 4.1 - Setting up a New Schedule Steps to create a new project plan 1. On the File menu, click the New command. Then, in the New Project task pane, click Blank Project. Creates a new, blank project plan. Now you need to set the project s start date 161

10 4.1 - Setting up a New Schedule Alternate - Choosing Predefined Templates Project comes with several predefined template projects that you can use as the basis of a project. Select a template and click OK. Project displays a new project that contains tasks relevant to the title of the template you selected. You can use this project as a starting point for your project and modify it as needed. 162

11 4.1 - Setting up a New Schedule Steps to set project start date 1. On the Project menu, click Project Information The project information dialog box appears as shown above. 2. In the Start date box, type or select the project start date, for example - 14 th March. 3. Click OK to close the project information 4. On the Standard toolbar, click the Save button 5. Save As dialog box, choose location and file name 6. Click Save to close the Save As dialog box Project saves the project plan as in the filename specified. 163

12 4.1 - Setting up a New Schedule 164

13 4.1 - Setting up a New Schedule Steps to create new project plan 1. On the Tools menu, click Change Working Time The Change Working Time dialog box appears 2. In the For Calendar box, click the down arrow. The list that appears contains the three base calendars included with Project. These calendars are as follows 24 Hours: Has no nonworking time Night Shift: Covers a graveyard shift schedule of Monday night through Saturday Morning, 11:00 PM to 8:00 AM, with one hour break. Standard: The traditional working day, Monday through Friday from 8:00 AM to 5:00 PM Only one of the base calendar serves as the project calendar. For now let us choose Standard base calendar as the project calendar, leave it selected. You know that the entire team will be at morale event on, for example - March 15; therefore no work should be scheduled that day. Hence there 165

14 4.1 - Setting up a New Schedule need to schedule this as calendar exception. 3. In the Name field on the Exceptions tab, type Team at morale event, and then click the start field. 4. In the Start field, type or choose March 15, 2011 and then press Enter. This date is now scheduled as non-working time for the project. In the dialog box the date appears underlined and is formatted teal to indicate an exception day as shown in the screen. 5. Click OK to close the Change Working Time dialog box. To verify the change to the project calendar, scroll the chart portion of the Gnatt chart view for March 15, 2011 is formatted in gray to indicate non-working time. Friday, March 15, Tuesday is non-working day and is formatted in gray (as are weekends) in the Gnatt Chart 166

15 4.1 - Setting up a New Schedule To view the calendar options, choose Tools Options. p In options dialog box click the calendar tab (or) click Options on the Changing Working Time dialog box. Week starts on This option specifies first day of the week Fiscal year starts in This option specifies the start of the fiscal year, default is January. Default Start Time This option can be modified if your workday starts earlier or later. Default End Time This option can be modified if your workday ends earlier or later. Hours per day Sets the number of working hours for a single workday. Hours per week Defines the number of working hours in one week and is set to Days per month This is set to 20 workdays per month. It is conversion from days and months. 167

16 4.1 - Setting up a New Schedule To view Project Guide, choose View Turn on Project Guide The buttons on the Project Guide toolbar control the information that appears in the Project Guide Pane. When you click a link in the Project Guide, a wizard starts and walks you through the process that s suggested by the link. For Example: If you click the tasks button on the project guide toolbar and the click the Define the Project link, a three-step wizard walks you through starting a project. Step 1: Helps you establish the starting date of your project. Step 2: You need to identify if you intend to use project server Step 3: You save and return to Project Guide See the next slide which displays Define the Project Wizard 168

17 4.1 - Setting up a New Schedule The Define the Project Wizard walks you through a three-step pprocess to begin a project 169

18 4.1 - Setting up a New Schedule If you click the Resources button on the Project Guide taskbar and then click Specify people and equipment for the project. The project guide helps you set up resources for your project. 170

19 4.1 - Setting up a New Schedule When you click the Track button on the Project Guide toolbar, you can perform a variety of tasks that are associated with tracking your project, including setting a baseline. You can use the Project Guide to help you track project information. 171

20 4.1 - Setting up a New Schedule 172

21 4.1 - Setting up a New Schedule Entering Project Properties 1. On the File menu, click Properties. The Properties dialog box appears. 2. Click the Summary tab if it is not already visible. 3. In the Title box, Type Project Agriculture 4. In the Subject box, type Agriculture Project for Improving Efficiency 5. In the Author box, type your Name 6. In the Manager box, type your Manager s Name, or leave the box blank 7. In the Company box, type your Company Name 8. Select the Save Preview picture check box. The next time this file appears in the Open dialog box with preview view option selected, a small image showing the first few tasks of the project will be displayed. 9. Click OK to close the dialog box. 173

22 4.1 - Setting up a New Schedule 174

23 4.1 - Setting up a New Schedule 175

24 4.2 - Entering, Modifying & Outlining Tasks 176

25 4.2 - Entering, Modifying & Outlining Tasks 1.0 Introduction to PM 2.0 Plan Project Prepare Estimates Develop WBS Develop Schedules 3.0 Manage Project Progress 4.0 Using MPP Setup New Schedule Manage Task Data 4.3 Create Dependency 4.4 Assign Resource 5.0 Refine Your Project 5.1 Navigating g Views 5.2 Formatting Views 5.3 Formatting Reports 6.0 Track Progress 6.1 Track Task Progress 177

26 4.2 - Entering, Modifying & Outlining Tasks 178

27 4.2 - Entering, Modifying & Outlining Tasks Entering Tasks 1. Click the Task Name column in the first row of the Gantt table 2. Type Project Kick-off Meeting. The text appears in the cell and in the entry bar that is above the Gantt table 3. Press Enter to accept the text 4. Enter the following tasks Pre-Cultivation Crop Selection Land Selection Calendar Definition Access to Credit Crop Cultivation & Harvesting Land Preparation Sowing Input Management 179

28 4.2 - Entering, Modifying & Outlining Tasks Water Management Fertilization Pest Management Post Harvest Marketing Transportation Packaging Food Processing 180

29 4.2 - Entering, Modifying & Outlining Tasks Creating Repeating Tasks 1. In the row below where you want to insert new recurring task, click the Task Name cell, and then press Insert. A blank task appears with the Task Name cell active. 2. Choose Insert Recurring Task. The recurring dialog box appears. 3. In the Task Name box, type the name of recurring task, such as Weekly Status Meeting. Project automatically sets the value in the Duration box to 1 day. If the occurrence takes less than a day, in the Duration box type new duration, such as 2h or 1h to set meeting in hours. 4. In the Recurrence pattern section, specify the frequency of task. Choose from Daily, Weekly, Monthly or Yearly. 5. In the Range of Occurrence section, in the start box, choose the date you want occurrences to begin. The default is start date of the project. 181

30 4.2 - Entering, Modifying & Outlining Tasks 6. To specify when the occurrences end, select the End after option, and then specify a number of occurrences, enter 8 occurrences. Alternatively, select the End by option if you want to specify the end date. 7. Click OK to close the dialog box and add the recurring task to the project as shown in Screen Shot. 8. In the Indicator column, a circular icon with arrows indicate that the task has multiple occurrences. 182

31 4.2 - Entering, Modifying & Outlining Tasks Inserting Tasks 1. To Insert a task at any level To insert task between two existing task in the lower of two task rows, click the Task Name cell, and then press Insert. 2. Insert task between Water Management & Fertilization, click on Fertilization cell and press Insert. 3. In the blank task row, type the task name Rain Water Utilization and press Enter. 183

32 4.2 - Entering, Modifying & Outlining Tasks Moving Tasks 1. In the Gantt Chart view s table area, select the entire task row by clicking the task s ID cell, as shown in Screen Shot above. Select tasks in rows 2 to 5 in the above example. 2. Drag the tasks to new location, a gray line moves in the border between rows, showing where the tasks will end up when you release mouse button. Move the selection in the above example to row

33 4.2 - Entering, Modifying & Outlining Tasks Copying Tasks 1. In the Gantt Chart view s table area, select the entire task row by clicking the task s ID cell, as shown in Screen Shot above. Select tasks in rows 12 to 15 in the above example. 2. To select non-adjacent task, Ctrl+click each task s ID cell. 3. Press Ctrl+C or Choose Edit Copy Task 4. To insert the task or tasks, click the task row below where you want to copy the task, and then Press Ctrl+v or by choosing Edit Paste Paste the copied rows at row 2 in the above examples 185

34 4.2 - Entering, Modifying & Outlining Tasks Deleting Tasks 1. In the Gantt Chart view s table area, select the entire task row by clicking the task s ID cell, as shown in Screen Shot above. Select tasks in rows 16 to 19 in the above example. 2. After selection, right click the mouse and click Delete Task (or) by choosing Edit Delete Task (or) press Del Delete tasks from 16 to 19 in the above example. 186

35 4.2 - Entering, Modifying & Outlining Tasks Modify Task Name 1. Click the Task Name column in the first row of the Gantt table 2. Modify Task Name Project Kick-off Meeting to Project Start as shown in Screen shot above 3. Press Enter to accept the text t 187

36 4.2 - Entering, Modifying & Outlining Tasks Outlining Tasks 1. In the Gantt Chart view s table area, select the entire task row by clicking the task s ID cell, as shown in Screen Shot above. Select multiple tasks from row 2 to last row in the above example. 2. After selection, choose Indent as shown in screen shot above (or) press Alt + Shift + Right After selection press Indent button to Demote in the above example 3. Then Indent Task 3 to 6 4. Then Indent Task 8 to Then Indent Task Then Indent Task 16 to

37 4.2 - Entering, Modifying & Outlining Tasks Outline Levels View 1. In the Standard Tool Bar, click Show Outline Level 1 Shows Level 1 Tasks 2. In the Standard Tool Bar, click Show Outline Level 2 Shows Level 1 & 2 Tasks 3. In the Standard Tool Bar, click Show Outline Level 3 Shows Level 1, 2 & 3 Tasks 4. In the Standard Tool Bar, click Show Outline Level 4 Shows Level 1, 2, 3 & 4 Tasks 5. In the Standard Tool Bar, click Show All Subtasks Shows Tasks of all levels in the schedule 189

38 4.2 - Entering, Modifying & Outlining Tasks 190

39 4.2 - Entering, Modifying & Outlining Tasks Observation Notes 191

40 4.2 - Entering, Modifying & Outlining Tasks Observation Notes 192

41 4.2 - Entering, Modifying & Outlining Tasks Observation Notes 193

42 4.2 - Entering, Modifying & Outlining Tasks Organizing Project Schedule 1. When you move summary task, project automatically selects its subtasks and includes them in the move. To move summary task only (without moving any of its subtasks), you must first promote all of its subtasks so that the summary task is no longer a summary task. You can then use the Indent and Outdent buttons to readjust the positions of the tasks in the outline. 2. If you move a task originally positioned at a higher level of the outline to a new location just below a task with subtasks, project demotes the task that you move. 3. If you move a subtask so that it appears below a task at a higher level of the outline, project promotes the subtask you move. 194

43 4.2 - Entering, Modifying & Outlining Tasks Entering Task Notes 1. Select Task 14 (Pest Management) 2. Double-click a task to open the Task information dialog box (or) choose Project Task Notes. 3. Click the Notes Tab on the Task Information dialog box 4. Type your note in the area provided In the above example, type the following text There should be verification on adherence to the standards specified by the Pest Control Board. This audit should be conducted by Pest Control Board Executives or the personnel authorized by Pest Control Board. 5. Click OK to attach the note to your task 195

44 4.2 - Entering, Modifying & Outlining Tasks Project automatically adds an Icon for the note to the Indicators column. 196

45 4.2 - Entering, Modifying & Outlining Tasks 197

46 4.2 - Entering, Modifying & Outlining Tasks For our workshop we will use default values, 8 hours per day, 40 hours per week and 20 days per month. How ever you can define nonstandard durations for days, weeks and months for your project. To do this, on the Tools menu, click the Options command, and in the Options dialog box, click the Calendar tab as shown in the screen shot above. 198

47 4.2 - Entering, Modifying & Outlining Tasks When you created task, project defaults to one day for each task. (The question mark in the Duration field indicates that the duration is an explicit estimate, although realistically you should consider all task durations to be estimates until the task is completed. To enter durations 1. Click the cell below the Duration column heading for Task 3, Crop Selection. The Duration field for task 3 is selected. 2. Type 2d, and then press Enter 199

48 4.2 - Entering, Modifying & Outlining Tasks 1. Click the arrows in the Duration field to increase or decrease the duration from the default setting of one day. Each click changes the duration by one day. 2. Set 2d, for task 4 (Land Selection) 200

49 4.2 - Entering, Modifying & Outlining Tasks Using Task Information Dialog box 1. Double-click a task to open the Task information dialog box (or) choose Project General. 2. Click the arrows in the Duration field to increase or decrease the duration from the default setting of one day. Each click changes the duration by one day. 3. Click OK to establish the task duration. The task s Gantt Chart bar reflects the new task length. 4. Set 3d, for task 5 (Calendar Definition) 5. Set 10d, for task 6 (Access to Credit) 201

50 4.2 - Entering, Modifying & Outlining Tasks 202

51 4.2 - Entering, Modifying & Outlining Tasks Creating Milestone 1. Click the name of the task Post Harvest 2. On the Insert menu, click New Task. Project inserts a row for new task and renumbers the subsequent tasks. 3. Type Crop Cultivation & Harvesting Completed and dthen press TAB key to move to the Duration Field 4. In the Duration field, type 0d and then press Enter key. 5. This adds milestone to the plan. Some of the uses of Milestones are Project Start or Project Phase or Project Completion Decisions & Approvals Progress Handoff s and deliveries 203

52 4.2 - Entering, Modifying & Outlining Tasks 204

53 4.2 - Entering, Modifying & Outlining Tasks Lab 9 Tasks Duration Project Start Analyze Systems 19 days Conduct Project Startup 3 days Prepare Feasiility Analysis 15 days Prepare Financial Analysis 10 days Develop Marketing Strategy 15 days Develop Support Strategy 5 days Summarize Project Goals 1 day Design System 1 day? Determine Software Specs 20 days Determine Hardware Specs 15 days Design System 15 days Document System 15 days Develop Test Plan 5 days Specify Learning Products 20 days Develop Prototype 1day? Build and/or Obtain Hardware 15 days Write Software 10 days Identify Test Users 2 days Assemble Prototype 5 days Prepare Learning Products 10 days Conduct Internal Test 1 day? Install Prototype 2 days Perform Internal Test 30 days Fix Internal Test Defects 30 days Assemble User Test Systems 15 days Prepare for Support 5 days Prototype Complete 0 days Conduct User Test 1 day? Install User Systems 6 days Perform User Tests 30 days Fix User Test Defects 30 days Update Learning Products 5 days Release System 2 days Conduct Project Retrospective 3 days End 205

54 4.2 - Entering, Modifying & Outlining Tasks 206

55 4.3 - Creating Dependencies by Setting Links 207

56 4.3 - Creating Dependencies by Setting Links 1.0 Introduction to PM 2.0 Plan Project Prepare Estimates Develop WBS Develop Schedules 3.0 Manage Project Progress 4.0 Using MPP Setup New Schedule Manage Task Data 4.3 Create Dependency 4.4 Assign Resource 5.0 Refine Your Project 5.1 Navigating g Views 5.2 Formatting Views 5.3 Formatting Reports 6.0 Track Progress 6.1 Track Task Progress 208

57 4.3 - Creating Dependencies by Setting Links 209

58 4.3 - Creating Dependencies by Setting Links Creating Dependencies Among Tasks 1. Select the two tasks on row 3 & Choose Edit Link Tasks (or) use Link Tasks button (see next slide) on the Standard Toolbar. 3. The first task that t you select becomes the predecessor in the relationship. 4. Scroll to chart portion of the Gantt Chart view to the right and observe the changes in the linkage 210

59 4.3 - Creating Dependencies by Setting Links Creating Dependencies Among Tasks 1. Select the two tasks on row 4 & Click Link Tasks button on the Standard Toolbar. 3. The first task that you select becomes the predecessor in the relationship. 4. Scroll to chart portion of the Gantt Chart view to the right and observe the changes in the linkage 211

60 4.3 - Creating Dependencies by Setting Links Creating Dependencies Among Tasks 1. You can use your mouse button to click the Gantt bar of a predecessor. 2. Drag it to the Gantt bar of a successor to create a link to successor task. 3. Tasks 5 (Predecessor) & 6 (Successor) needs to be linked. 212

61 4.3 - Creating Dependencies by Setting Links Creating Dependencies Among Tasks 1. You can open successor task s Task Information dialog box by double clicking the task (or) Choose Project Task Information. 2. Choose Predecessor Tab on the Task Information Dialog box. 3. Select Predecessor Task on the Task list Drop Down. 4. Finally Click OK to close the Task Information Dialog box. 5. Tasks 2 (Predecessor) & 8 (Successor) needs to be linked. 6. Tasks 8 (Predecessor) & 9 (Successor) needs to be linked. 213

62 4.3 - Creating Dependencies by Setting Links Changing Time Scale 1. For better view of graph in the Gantt View and to get complete view at a glance. 2. Right Click on choose Time-Scale in Gantt Chart 3. In the Middle-Tier, change Units to Month from the drop down as shown in the screen shot above. 4. In the Lowest-Tier, Increase Count with up & down arrows. Choose 3 for now. 214

63 4.3 - Creating Dependencies by Setting Links Create Finish-to-Start Dependencies 1. Double-click on the successor task Input Management, opens the Task Information dialog box. 2. Choose Predecessor tab 3. Choose the Dependency Task from drop-down in Task Information dialog box 4. Then choose the Type of Predecessor in this case Finish-To-Start 5. Click OK to close the Task Information Dialog box. 6. Tasks 9 (Predecessor) & 10 (Successor) needs to be linked. 215

64 4.3 - Creating Dependencies by Setting Links Create Start-to-Start to Dependencies 1. Double-click on the successor task Rain Water Utilization, opens the Task Information dialog box. 2. Choose Predecessor tab 3. Choose the Dependency Task from drop-down in Task Information dialog box, choose Input Management 4. Then choose the Type of Predecessor in this case Start-To-Start 5. Click OK to close the Task Information Dialog box. 6. Observe the Graph for Start-to-Start to Dependency as shown in Screen Shot above 216

65 4.3 - Creating Dependencies by Setting Links Create Start-to-Start to Dependencies 1. Double-click on the successor task Fertilization, opens the Task Information dialog box. 2. Choose Predecessor tab 3. Choose the Dependency Task from drop-down in Task Information dialog box, choose Rain Water Utilization. 4. Then choose the Type of Predecessor in this case Finish-To- Finish 5. Click OK to close the Task Information Dialog box. 6. Observe the Graph for Finish-to-Finish Dependency as shown in Screen Shot above 7. Tasks 13 (Predecessor) Fertilization & 14 (Successor) Pest Management needs to be linked. It is Finish-to-Finish relationship. 8. Tasks 7 (Predecessor) Crop Cultivation & Harvesting & 15 (Successor) Crop Cultivation & Harvesting Completed needs to be linked. It is Finish-to-Start relationship. 217

66 4.3 - Creating Dependencies by Setting Links Create Start-to-Finish to Dependencies 1. Double-click on the successor task Marketing, opens the Task Information dialog box. 2. Choose Predecessor tab 3. Choose the Dependency Task from drop-down in Task Information dialog box, choose Crop Cultivation Completed. 4. Then choose the Type of Predecessor in this case Start-To-Finish 5. Click OK to close the Task Information Dialog box. 6. Observe the Graph for Finish-to-Finish Dependency as shown in Screen Shot above 218

67 4.3 - Creating Dependencies by Setting Links 219

68 4.3 - Creating Dependencies by Setting Links Create Finish-to-Start Dependencies 1. Select Multiple Tasks (row 17 to 20) and choose Link Icon on Standard Toolbar. 2. This created Finish-To-Start dependency 3. See the Gantt chart above, displays linkage of multiple tasks 220

69 4.3 - Creating Dependencies by Setting Links View Dependencies 1. The predecessor s column, shows the relationship for all tasks 2. You can also view Gantt chart, displays relationship information 221

70 4.3 - Creating Dependencies by Setting Links View Dependencies Task Drivers 1. Task Drivers pane explore the relationship of your tasks 2. You select a task and then choose Project Task Drivers to display the pane. 3. You can click any task in the project schedule to see its information in the task drivers pane. 4. If you click the predecessor task s name in the Task Drivers pane, project selects the predecessor task and displays its relationship information. 222

71 4.3 - Creating Dependencies by Setting Links Modifying Task Dependencies & Type 1. Double click the task for modifying dependencies, opens the Task Information dialog box. 2. Choose Predecessor tab 3. Choose the Dependency Task from drop-down in Task Information dialog box, or click task id and modify Task ID from 19 to You can choose the Type of Predecessor in this case Start-To- Finish. 5. Click OK to close the Task Information Dialog box. 6. Observe the Graph for change in Dependency 223

72 4.3 - Creating Dependencies by Setting Links Modifying Task Dependencies - Manually 1. Change the Task ID on the predecessor cell for tasks you want dependencies modified. Change Task ID from 18 to 20 Change Task ID from 17 to Observe the Gantt Chart for change in Dependency 224

73 4.3 - Creating Dependencies by Setting Links Copy Tasks 1. Copy Pre-Cultivation & it s sub-task 2. Paste in the last row of the Project Plan 3. Indent the tasks 4. Link task Crop Selection and Post Harvesting. 225

74 4.3 - Creating Dependencies by Setting Links Delete Task Dependencies 1. Double-Click Task 32 Land Selection 2. Choose Predecessor tab 3. Choose the Dependency Task and then press Delete button. 226

75 4.3 - Creating Dependencies by Setting Links Delete Task Dependencies 1. Delete Link on Task

76 4.3 - Creating Dependencies by Setting Links Delete Task Dependencies 1. Delete Link on Task

77 4.3 - Creating Dependencies by Setting Links Delete Task Dependencies 1. Delete Link on Task Double-click on the task link in the Gantt chart 229

78 4.3 - Creating Dependencies by Setting Links Overlapping the tasks with Predecessor 1. Link task 31 (Crop Selection) with predecessor task 16 (Post Harvest) Finish-to-Start 2. Double click the task 32 (Land Selection), opens the Task Information dialog box. 3. Choose the Predecessor task 31 (Crop Selection) 4. In the lag cell, use arrow for decrementing days, one click reduces 1 day. Reduce to -3days. 5. This will start the task 3 days before the predecessor finishes. In Finish-to-Start type. 6. Observe the Gantt chart for the change. 230

79 4.3 - Creating Dependencies by Setting Links Delaying tasks with Predecessor 1. Double click the task 33 (Calendar Definition), opens the Task Information dialog box. 2. Choose the Predecessor task 32 (Land Selection) 3. In the lag cell, use arrow for decrementing days, one click reduces 1 day. Increase to 4 days. 4. This will delay the task by 4 days after predecessor finishes. In Finish-to-Start type. 5. Observe the Gantt chart for the change. 231

80 4.3 - Creating Dependencies by Setting Links Types of Constraint Date constraints run the project from totally flexible to totally controlled, and each type has its place. Unless a task is associated with a specific date, stick to the most flexible constraints As Soon As Possible (or) As Late As Possible. Here is the list of Project Constraint type and when to use them. As soon as Possible. When you schedule a project from its start date, Project automatically assigns the As Soon As Possible date constraint to tasks, because this constraint makes no demands on when a task occurs. The start and finish date for the task are scheduled as soon as possible given its task dependencies, duration, resources and work times. As late as Possible. This date constraint automatically applies to every task when you schedule a project from the finish date. It s just as flexible as As Soon As Possible. Start No Earlier Than. You use this partly flexible date constraint for tasks that can start only after a certain date. For example, you can t buy concert tickets until they go on sale, but you might buy anytime after the date. If you type a date is a task start field in projects scheduled from the start date, then project changes the constraint type to Start No Earlier Than. Finish No Earlier Than. Another date constraint with some built-in in flexibility, Finish No Earlier Than is ideal for tasks that must continue until a specified date, for instance, processing conference registrations until the cutoff date. If you type a date in a task Finish field for projects scheduled from the start date, project changes the constraint type to Finish No Earlier Than. Start No Later Than. This date constraint sets the latest date that a task can begin. If you schedule a project from the finish date, Project uses this constraint type when you type a date in a task Start field. You might use this constraint to make sure that construction begins early enough to enclose a house before winter hits. However, if everything goes smoothly, you re happy to begin 232

81 4.3 - Creating Dependencies by Setting Links Types of Constraint construction earlier Finish No Later Than. You can apply this date constraint to control the latest date for a task to finish. For example, if a customer requires that proposals be submitted before a specific date, then you can schedule your proposal task to finish several days to leave time for mailing. If you schedule a project from the finish date, then Project uses this constraint type when you type a date in a task Finish field. Must Start On. This date constraint is completely inflexible. It specifies when a task starts, no ifs, or buts. Moreover the inflexibility of this date constraint overrides the task dependencies you set. Avoid using this type of constraint unless it s absolutely necessary. Must Finish On. The control freak on the finish date, this date constraint specifies the exact date when a task ends. It also overrides task dependencies, and is best left unused unless you absolutely must. 233

82 4.3 - Creating Dependencies by Setting Links Adding Constraint Start No Earlier Than 1. Double click the task 31 (Crop Selection), opens the Task Information dialog box. Select Advanced Tab. 2. In the Constraint Type drop down select Start No Earlier Than constraint t 3. In the Constraint Date choose 25 September Observe the Gantt chart for the change. 234

83 4.3 - Creating Dependencies by Setting Links Add/Modify Constraint 1. Add Columns Constraint Type & Constraint Date. 2. Pull the drop down in Constraint Type & Constraint Date and set appropriate values. 3. Observe the changes in Gantt Chart 235

84 4.3 - Creating Dependencies by Setting Links Set Deadline Reminders 1. Double-Click the task to open the Task Information dialog box 2. In the Task Information dialog box, select the Advanced tab. In the Deadline Tab click the arrow to display a calendar, and then chose the deadline date. Click OK 3. To see whether any tasks have missed their deadlines review the Indicators column for red diamonds with exclamation points inside. 236

85 4.3 - Creating Dependencies by Setting Links 237

86 4.3 - Creating Dependencies by Setting Links Lab 10 (Contd) Task ID Tasks Duration Predecessor 1 Project Start 2 Analyze Systems 3 Conduct Project Startup 3 days Project Start 4 Prepare Feasiility Analysis 15 days Conduct Project Startup 5 Prepare Financial Analysis 10 days Conduct Project Startup 6 Develop Marketing Strategy 15 days Conduct Project Startup 7 Develop Support Strategy 5 days Conduct Project Startup 8 Summarize Project Goals 1 day 9 Design System Prepare Feasiility Analysis, Prepare Financial Analysis, Develop Marketing Strategy, Develop Support Strategy 10 Determine Software Specs 20 days Summarize Project Goals 11 Determine Hardware Specs 15 days Summarize Project Goals 12 Design System 15 days Determine Software Specs, Determine Hardware Specs Determine Software Specs, 13 Document System 15 days (Finish-to-Finish) Design System 14 Develop Test Plan 5 days Design System, Document System 15 Specify Learning Products 20 days Document System 16 Develop Prototype 17 Build and/or Obtain Hardware 15 days Design System 18 Write Software 10 days Design System 19 Identify Test Users 2 days Develop Test Plan 20 Assemble Prototype 5 days Build and/or Obtain Hardware, Write Software 238

87 4.3 - Creating Dependencies by Setting Links Lab 10 (Contd) 21 Prepare Learning Products 10 days Specify Learning Products 22 Conduct Internal Test Assemble Prototype, Prepare 23 Install Prototype 2 days Learning Products 24 Perform Internal Test 30 days Install Prototype 25 Fix Internal Test Defects (Start-to-Start) Perform Internal Test, Delay the task 30 days by 5 days Identify Test Users, Perform Internal Test, Fix Internal Test 26 Assemble User Test Systems 15 days Defects 27 Prepare for Support 5 days Fix Internal Test Defects 28 Prototype Complete 0 days Fix Internal Test Defects 29 Conduct User Test 1 day? Assemble User Test Systems, 30 Install User Systems 6 days Prepare for Support 31 Perform User Tests 30 days Install User Systems 32 Fix User Test Defects (Start-to-Start) Perform User Tests, Delay the task by 5 30 days days 33 Update Learning Products 5 days Perform User Tests Perform User Tests, Fix User 34 Release System 2 days Test Defects Conduct Project (Finish-to-Start) Release System, Delay the task by Retrospective 3 days days 36 End (Finish-to-Finish) Conduct Project Retrospective 239

88 4.3 - Creating Dependencies by Setting Links 240

89 4.4 - Identifying & Assigning Resources 241

90 4.4 - Identifying & Assigning Resources 1.0 Introduction to PM 2.0 Plan Project Prepare Estimates Develop WBS Develop Schedules 3.0 Manage Project Progress 4.0 Using MPP Setup New Schedule Manage Task Data 4.3 Create Dependency 4.4 Assign Resource 5.0 Refine Your Project 5.1 Navigating g Views 5.2 Formatting Views 5.3 Formatting Reports 6.0 Track Progress 6.1 Track Task Progress 242

91 4.4 - Identifying & Assigning Resources 243

92 4.4 - Identifying & Assigning Resources 244

93 4.4 - Identifying & Assigning Resources Example of work resources are Work Resource Example Individual people identified by name Individual people identified by job title or function Groups of people who have common skills (when assigning such interchangeable resource, not concerned on individual as long as resource has right skills) Swetha Harish; Jon Ganio; Director, Project Manager, Vice President, Gender Focal Point Electricians, Carpenters, Plumber, Geologist etc. Equipment Video camera; 600- watt light 245

94 4.4 - Identifying & Assigning Resources Equipment resource don t need to be portable; a fixed location or piece of machinery, such as video editing studio, can also be considered equipment. Such as water pumping station, video editing studio, can also be considered equipment. 246

95 4.4 - Identifying & Assigning Resources Example of work resources are Work Resource Example Individual people identified by name Individual people identified by job title or function Groups of people who have common skills (when assigning such interchangeable resource, not concerned on individual as long as resource has right skills) Radhika Hegde; Jim Hance Director, Project Manager, Vice President, Gender Focal Point Electricians, Carpenters, Plumber, Geologist etc. Equipment Video camera; 600- watt light 247

96 4.4 - Identifying & Assigning Resources Identify People Resource for Agricultural Project Names Sex Initials Units Abhasra* Female AB 100% Alak Male AL 100% Malee * Female MA 100% Chairat Male CH 100% Chai Male CA 100% Maliwan* Female ML 100% Fah Male FA 100% Akkarat Male AK 100% Dok-Rak* Female DO 100% Chalermwan* Female CL 100% Badinton Male BA 100% Duangnet* Female DU 100% Mai* Female MI 100% Linh* Female LI 100% Electrician Team ET 200% 248

97 4.4 - Identifying & Assigning Resources Assign People Resource for Agricultural Project Work Resource Names Sex Crop Selection Abhasra* Female Land Selection, Calendar Definition Alak, Malee * Male, Female Land Preparation Chairat Male Sowing Chai Male Fertilization, Pest Management Maliwan* Female Input Management, Water Management Project Manager, Access to Credit Marketing Fah, Akkarat Dok-Rak* Chalermwan*, Badinton Male Female Female, Male Transportation Duangnet* Female Packaging Mai* Female Food Processing Linh* Female Electrician Electrician Team 249

98 4.4 - Identifying & Assigning Resources Setting up People Resources 1. On the View menu, Click Resource Sheet. You will use Resource Sheet view to help set up the initial list of resources for the Project Agriculture 2. In the Resource Sheet view, click the cell directly below the Resource Name column heading. 3. Type Abhasra and Press Enter, Project creates a new resource. 4. On the Next empty rows in the Resource Name column, enter all the names identified for Project Agriculture. 5. In the Resource Name field Type Electrician and Press Tab 6. In the Type field make sure Work is selected, then press Tab until you move to Max. Units field. The Max. Units field represent maximum capacity of a resource to accomplish a task. Project will alert you if you assign more tasks than he can accomplish at 100% maximum units, then it is over allocated. 250

99 4.4 - Identifying & Assigning Resources 7. In the Max. Unit field for the electrician, type or select 200% and press Enter. The resource named Electrician does not represent single person; instead it represents a category of interchangeable people called electricians. Because the Electrician resource has a Max. Units setting of 200%, you can plan on two electricians being available to work fulltime every workday. At this point in planning you need not know exactly who these resources are. You can still proceed for General Planning. 8. If some resource is available for 50% time, then you can change the Max. Units to 50%. 251

100 4.4 - Identifying & Assigning Resources Difference between Equipment & People Resource People Equipment Working Hours Max 12 hrs/day 24*7, 365 Days Tasks Performed Flexible Specialized 252

101 4.4 - Identifying & Assigning Resources Setting up Equipment Resources 1. In the Resource Sheet, click the next empty cell in the Resource Name column 2. On the Standard Tool Bar, click the Resource Information button. The Resource Information dialog box appears. 3. Click the General tab if it is not already displayed. In the upper portion of the General tab, you might recognize the fields you saw in resource sheet view. 4. In the Resource Name field, type Power House 5. In the Initials field, type PH 6. In the Type field, click Work 7. Click OK to close the Resource Information dialog box and return to the Resource sheet. The max units field shows 100% for this resource, you will need to change this percentage. 253

102 4.4 - Identifying & Assigning Resources 8. In the Max. Units field for the Power House, type or click the arrows until the value shown is 200% and Press Enter. This means that you plan to have two Power House available every workday. 9. Enter the following information about equipment resource directly in the Resource Sheet or in the Resource Information dialog box, whichever you prefer. In either case, make sure Work is selected in the Type field. Resource Name Max. Units Storage Room 100% Tractor 400% Sowing Machine 200% 254

103 4.4 - Identifying & Assigning Resources Material Resources Material Resource Name Units of Consumption Gas Gallon GA Fertilizers Quintal FR Pesticides Quintal PE Initials 255

104 4.4 - Identifying & Assigning Resources Setting up Material Resources 1. In the Resource Sheet, click the next empty cell in the Resource Name column 2. Type Pesticides and Press Enter 3. In the Type field, click the down arrow, Select Material and Press Enter 4. In the Material Label field, type Quintal and Press Enter. You will use Quintal as the unit of measure to track pesticides consumption during the project. 5. Repeat process 1 to 4 for all Material resources as shown in the table above. Note that you cannot enter a Max. Units value for material resource. Since material resource is a consumable item and not a person or piece of equipment that performs work, the Max. Units value doesn t apply. 256

105 4.4 - Identifying & Assigning Resources Cost Resources Cost Resource Name Training Travel Entertainment Initials TG TL EN 257

106 4.4 - Identifying & Assigning Resources Setting up Cost Resources 1. In the Resource Sheet, click the next empty cell in the Resource Name column 2. Type Travel and Press Enter 3. In the Type field, click the down arrow, Select Cost and Press Enter 4. Repeat process 1 to 3 for all Cost resources as shown in the table above. 258

107 4.4 - Identifying & Assigning Resources Resource Rates Material Resource Name Units of Consumption Gas Gallon 6 Cost Fertilizers Quintal 25 Pesticides Quintal 42 Resource Name Rates Storage Room 150/d Tractor 80/w Sowing Machine 15/d 259

108 4.4 - Identifying & Assigning Resources Rates for People Resource Work Resource Names Standard Rate Crop Selection Abhasra* 32 Land Selection, Calendar Malee *, Alak 28 Definition Land Preparation Chairat 100/d Sowing Chai 18 Fertilization, Pest Management Maliwan* 24 Input Management, Water Management Project Manager, Access to Credit Marketing Fah, Akkarat 26 Dok-Rak* 650/w Chalermwan*, Badinton Transportation Duangnet* /w Packaging Mai* 80/d Food Processing Linh* 30 Electrician Electrician Team 14 Power House 100/d 260

109 4.4 - Identifying & Assigning Resources Enter Resource Pay Rates 1. In the Resource Sheet, calculate the Std. Rate field for Abhasra. 2. Type 32 and Press Enter, Abhasra standard hourly rate of $32 appears in the Std. Rate Column. Note the default standard rate is hourly, so you did not need to specify cost per hour. 3. In the Std. Rate field for Chairat, enter 100d and Press Enter. Chairat s standard daily rate appears in Std. Rate column. 4. Enter the rates of all the resources and their standard pay rates as shown in previous pages. Note also you cannot enter a standard pay rate for the travel cost resource. You specify the cost when you assign the cost resource to a task. 261

110 4.4 - Identifying & Assigning Resources Define working time for Individual resource You can specify working time and nonworking times for Individual work resources. 1. On the Tools menu, click Change Working Time. The change working time dialog box appears. 2. In the For Calendar box, click Abhasra. Abhasra resource calendar appears in the change working time dialog box. Abhasra has informed that she will have to visit Agricultural Fair on 23 rd & 24 th March. 3. On the Exceptions tab in the Change Working Time dialog box, click in the first row directly below the Name column heading and type Abhasra attending agricultural fair. This description for the calendar exception is a handy reminder for you and others who may view project plan. 4. Click in the start field and type or select 23 rd March Click the finish field, type or select 24th March Press OK. Project will not schedule work for Abhasra on 23 &

111 4.4 - Identifying & Assigning Resources Define working time for Individual resource You can specify working time and nonworking times for Individual work resources. 1. On the Tools menu, click Change Working Time. The change working time dialog box appears. 2. In the For Calendar box, click Dok-Rak. Dok-Rak resource calendar appears in the change working time dialog box. Dok-Rak has informed that she does not work on Fridays. 3. Click Work Weeks Tab and Click Details. 4. Under Selected Day(s), select Monday through Thursday. 5. Click Set day(s) to these specific working times 6. In the lower To box, Click 5:00 PM and replace it with 7:00 PM, and then Press Enter. 7. Click Friday 263

112 4.4 - Identifying & Assigning Resources 8. Click Set days to non working time. Now Project can schedule work for Dok-Rak as late as 7:00pm. Every Monday through Thursaday, but will not schedule work for him on Fridays. 9. Click OK to close the Details Dialog box. Now you can see Fridays are marked as nonworking days for Dok-Rak. 10. Click OK to close the Change Working Time dialog box. 11. Similarly you can set up for all resources. 264

113 4.4 - Identifying & Assigning Resources Documenting Resources If a resource has flexible skills, recording this information can be handy in project. You can use resource notes to document skills, so can be utilized for multiple roles. 1. Double-Click resource Chariat. Open Resource Information dialog box. 2. Select Resource Notes Tab in Resource Information dialog box. 3. In the Notes box, type Chariat is also trained in Pest & Water Management. 4. Click OK. A Note icon appears in the Indicators column. 5. Point to the Note icon displays notes. Note: The note appears in a Screen Tip. For notes that are too long to appear in a Screen Tip, You can double-click the note icon to display the full text of the note. 265

114 4.4 - Identifying & Assigning Resources Assigning Resources 1. On the Tools menu, Click Assign Resources. The Assign Resource dialog box appears. (R/D Resource on Demand sets priority for resource assignment) 2. In the Task Name column, Click task 3, Crop Selection 3. In the Resource Name column in the Assign Resources dialog box, click Abhasra, and then click the Assign button. A cost value and check mark appears next to Abhasra. 4. On the Window menu, click Split, project splits the window into two panes as shown in Assign Resource 1 Page. In the upper plan is the Gantt Chart View and below is the Task form. Task Form is a handy way to see a task s duration, units and work values, you ll leave it displayed. Next assign two resources simultaneously to a task. 5. In the Task Name column, Click Task 4, Land Selection 6. In the Assign Resource Dialog Box, click Alak and then click Assign. The scroll down and select Malee and click Assign. 266

115 4.4 - Identifying & Assigning Resources 7. In the Assign Resource Dialog Box, click Alak and then click Assign. The scroll down and select Malee and click Assign. Check mark appear next to Alak & Malee names and their assignment costs are calculated. You can also see the resulting assignment information (Units & Work per resource) and the task s duration in the Task form as shown in Assign Resource 2 page. 267

116 4.4 - Identifying & Assigning Resources 268

117 4.4 - Identifying & Assigning Resources Resource Assignment 1. In the Resource Name column for Task Name Land Preparation, select resource Chairat from the drop down. 2. This assigns resource Chairat to the Task Name Land Preparation. 3. Continue Assigning Resource to all Tasks. 4. Assign Work Resource Tractor to Task Land Preparation 5. Assign Sowing Machine to Task Sowing 269

118 4.4 - Identifying & Assigning Resources Assign Material Resource to Tasks 1. In the Task Name Column, click the name of task, Pest Management. You plan to use 4 quintals of Pests. 2. In the Assign Resource dialog box, select the Units field for Pesticides. 3. Type or Select 4, and then press enter. Project assigns Pesticides of 4 quintals and calculates $168 ($4 x $42). 4. Type 4 quintals of Fertilizers to Task 12 Fertilization 5. Type100 Gallons of Gas to Task Land Preparation 6. Type 50 Gallons of Gas to Task Sowing Machine 270

119 4.4 - Identifying & Assigning Resources Assign Cost Resource to Tasks 1. In the Task Name Column, click the name of task, Food Processing. 2. In the Assign Resource dialog box, select the Training and click Assign 3. Then in the Cost field for Training, type Then in the Assign Resource dialog box, select Travel and click Assign 5. Then in the Cost column for Travel, type Then Close to close Assign Resource dialog box. 7. Click on Task 9 Input Management 8. In the Assign Resource dialog box, select the Entertainment and click Assign 9. Then in the Cost field for Entertainment, enter 250. Project assigns cost resource Entertainment to task Finally click Close to close Assign Resource dialog box. 271

120 4.4 - Identifying & Assigning Resources Display Task Cost 1. In the View bar or the View menu to switch to the Gantt Chart View 2. Choose View Table Entry Cost to switch to the Cost table view of the Gantt Chart. 3. This displays the total cost of the project and for each tasks. 272

121 4.4 - Identifying & Assigning Resources Display Task Cost 1. In the View bar or the View menu to switch to the Gantt Chart View 2. Choose View Task Usage to switch to the Task Usage view. 273

122 4.4 - Identifying & Assigning Resources 274

123 4.4 - Identifying & Assigning Resources 275

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