Project Management Using Microsoft Project Plan - Basic

Project Management Using Microsoft Project Plan Basic V2.0 Project Management Using Microsoft Project Plan - Basic Version 2.0, February, 2011 Illume-Tech Solutions & Services COPYRIGHT 2011 ILLUME-TECH SOLUTIONS & SERVICES Phone: 91-80-23423069 URL: www.illume-tech.com Email: info@illume-tech.com

Project Management Using Microsoft Project Plan Basic V2.0 Copyright 2011 by Illume-Tech Solutions & Services Company This document is ITSS Restricted. All Trademarks acknowledged. No part of this document may be copied without the written permission from Illume-Tech Solutions & Services unless produced under the terms of license agreement with Illume-Tech Solutions & Services. All reasonable precautions have been taken in the preparation of this document, including both technical and non-technical proofing. ITSS and all staff assume no responsibility for any errors or omissions. No warranties are made, expressed or implied with regard to these notes. ITSS shall not be responsible for any direct, incidental or consequential damages arising from the use of any material contained in this document. If you find any errors in these modules, please inform ITSS. Whilst every effort is made to eradicate typing or technical mistakes, we apologize for any errors you may detect. All the courses are updated on regular basis, so your feedback is both valued by us and will help us to maintain the highest possible standards. This document may only be used under the terms of license agreement from ITSS. ITSS reserves the right to alter the licensing conditions at any time, without prior notice. Contact Information India / World-Wide Email - info@illume-tech.com Web - www.illume-tech.com COPYRIGHT 2011 ILLUME-TECH SOLUTIONS & SERVICES Phone: 91-80-23423069 URL: www.illume-tech.com Email: info@illume-tech.com

Project Management Using Microsoft Project Plan Basic V2.0 COPYRIGHT 2011 ILLUME-TECH SOLUTIONS & SERVICES Phone: 91-80-23423069 URL: www.illume-tech.com Email: info@illume-tech.com

Project Management Using Microsoft Project Plan Basic V2.0 Table of Contents Introduction to PM... 1 Project Plan... 37 2.1 Develop Work Breakdown Structure... 48 2.2 Prepare Estimates... 84 2.3 Develop Schedules... 116 Manage Project Progress... 139 Using MPP... 153 4.1 Setup Schedule... 158 4.2 Manage Task Data... 176 4.3 Create Dependency... 207 4.4 Assign Resources... 241 Refine your Project... 276 5.1 Navigate View... 278 5.2 Format View... 290 5.3 Format Report... 306 Track Project Progress... 317 6.1 Track Task Progress... 319 Quick Reference... 335 References... 360 Case Study - ARPIAP... 362 Keys for Project Management Using MPP - Basic... 364 COPYRIGHT 2011 ILLUME-TECH SOLUTIONS & SERVICES Phone: 91-80-23423069 URL: www.illume-tech.com Email: info@illume-tech.com

Project Management Using Microsoft Project Plan Basic V2.0 Project Management Using Microsoft Project Plan - Basic According to Microsoft Microsoft Office Project gives you robust project management tools with right blend of usability, power and flexibility, enabling you can manage projects efficiently. Statistics show project failures are for 3 main reasons. a) Poorly trained project managers b) Poor management (monitor/control) c) Miscommunication Microsoft Project can help you overcome two potential failures, poor management and miscommunication. MPP allows you to plan, monitor/control and oversee all phases of the project. You start of establishing calendar, and then create work breakdown structure of all tasks requiring tracking/monitoring and control. You assign timelines, constraints, deadlines, task relationship and finally resources. You can disallow any creeps in scope or control by continuously monitoring after baselining plan approved by sponsorer/customer. The baseline is compared with actual progress during project life. Microsoft project draws your attention to creeping tasks, helps to evaluate and respond appropriately. Finally, miscommunication can be avoided by integrating Microsoft Project with Microsoft Outlook and be in contact with all stakeholders team, PM, gender focal point, sponsorer/customer and vendor etc., thereby allowing better tracking, project management and communication. In summary MPP avoids you from project failures. Let us get onboard with one of most widely used project management tool around, Microsoft Project. The five parts of the Project Management Using MPP Basic are: Introduction Plan Manage Project Progress Using MPP Refine your Project Track Project Progress Introducing to Project Management Process Create and document a detailed description of the project tasks, task estimates, milestones, schedule, resource requirement, and risk strategies. Manages project progress, reduces uncertainty. Status data is collected, analyzed, variance is identified. Status & variance is reported, adaptive actions are identified and taken. Create a new schedule, then enter, modify & outline task data, create dependencies and assign resources to tasks. Create and understand views, format views and finally format and print reports. Baseline the project, track the project progress, record actual of tasks and finally analyze variance and take corresponding corrective actions. COPYRIGHT 2011 ILLUME-TECH SOLUTIONS & SERVICES Phone: 91-80-23423069 URL: www.illume-tech.com Email: info@illume-tech.com

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1.0 Introduction to Project Management 1.0 Introduction to PM 2.0 Plan Project 21 2.1 22 2.2 23 2.3 Prepare Estimates Develop WBS Develop Schedules 3.0 Manage Project Progress 4.0 Using MPP 41 4.1 42 4.2 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 2

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Module 1.0 - Define and Organize Project 9

Module 1.0 - Define and Organize Project Better Communications Responsive to client and environment Avoids ambiguity Clear and transparent Improved & better customer relationship Better Workload management Identify and correct problems at earlier dates Higher worker morale Experience better control Make quick decisions on conflicting project goals Sharp orientation towards result Higher interdepartmental coordination Better ROI Shorter development cycles High profit margin & low cost Higher quality & reliability 10

1.0 Introduction to Project Management Being Sensitive to Gender during Project Gender Sensitive Project Planning Gender Sensitive Project Activities Gender Sensitive Monitoring and Evaluation System 11

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Project Management In order to understand project management, one must begin with the definition of a project. A project can be series of activities and tasks that: Have specific objective to be completed within certain specifications Definite start and end dates Project financing limits Utilize resources (money, people, equipments) Project management on the other hand, involves project planning and project monitoring and includes such items as: Project Planning Definition of work requirements Definition of quantity and quality of work Definition of resources needed Project Monitoring Tracking progress Comparing actual outcome to planned outcome Analyze impact Making adjustments Successful project management can then be defined as having achieved the project objectives: Within time Within cost At the desired performance/technology level Utilizing the assigned resources effectively and efficiently Accepted by both women and men beneficiaries 13

Project Management (Contd) The potential benefits from project management are: Identification of functional responsibilities to ensure all activities are accounted Minimizing the need for continuous reporting Identification of time limits for scheduling Identification of methodology for trade-off analysis Measurement of accomplishment against plans Early identification of problems so that corrective action may follow Improved estimating capability for future planning Knowing when object cannot be met or will be exceeded The benefits cannot be achieved without overcoming the obstacles such as: Project complexity Men & Women Beneficiaries (Customer) special requirement and scope changes Organizational restructuring Project risks Changes in technology Forward planning and pricing Project management can mean different things to different people. Quite often, people misunderstand the concept because they have ongoing g projects within their company and feel that they are using project management to control these activities. In such a case the following might be considered an appropriate definition: Project management is the art of creating the illusion that any outcome is the result of a series of predetermined, deliberate acts when, in fact, it was dumb luck. 14

1.0 Introduction to Project Management 15

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Module 1.0 - Define and Organize Project 17

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Stakeholders Stakeholders are persons or organizations who are actively involved in the project or whose interests or whose interests may be positively or negatively affected by the performance or completion of the project. Stakeholders may also exert influence over the project, its deliverables, and the project team members. Project management team must identify both internal and external stakeholders in order to determine the project requirements and expectations of all parties involved. Further, the project manager must manage the influence of various stakeholders in relation to project requirement to ensure successful outcome. 20

Stakeholders (contd) The following are some of the project stakeholders: Men & Women Beneficiaries (Customers/Users) Are the one who use the product/service Sponsor A sponsor is the person or group who provide financial resources. Portfolio Managers/Portfolio review boards Responsible for high-level governance of a collection of projects or programs. Project Management Office Is organizational body for centralized and coordinated management of project under its domain. Project Managers Assigned to achieve project objectives. Project Team Carryout the work necessary for achieving project objective. Functional Manager Plays management role in administrative or functional area of business such as human resources, finance, accounting or procurement. Operations Management Plays management role in core business area such as research & development, design, manufacturing, provisioning, testing or maintenance. Sellers/business partners Also called vendors, suppliers or contractors. External companies providing components or services necessary for the project. 21

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Communication Typical literature definitions of effective communication include: An exchange of information An act or instance of transmitting information A verbal or written message A technique for expressing ideas effectively A process by which meanings are exchanged between individuals through common system of symbols Communications are classified as Verbal Non-Verbal 25

Communications is process by which information is exchanged. Communications can be Written formal Written informal Oral formal Oral informal (preferred by project managers) 26

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Qualities of Successful Project Manager Love their work - Embrace challenges Clear vision Ability to communicate the vision Strong team building skills - Setting positive tones Structure & alignment - Creating environment and direction Strong interpersonal skills - Listening to and leading their teams Discipline Completing each phase of the project properly Communication skills Knowing when and whom to communicate Qualities of Successful Project Manager in Development Projects Gender Sensitiveness Clear understanding of Gender Able to draw participation from both women and men Sensitive to gender specific needs of project beneficiaries 28

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Project managers or Organization divide projects into phases for better management control. Collectively these phases are called Project Life Cycle. Organizations define a specific set of life-cycles for use in their project. Transition from one-phase to another in a project life-cycle involves technical transfer or handoff. Deliverables of one phase are reviewed and approved for next phase to begin. Phases are sequential. Phase can also begin before the completion, review & approval of the previous phase. Assuming risk involved is acceptable Overlapping phases is example of schedule compression technique called Fast Tracking 35

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