project planning using ms project

Project Planning Using MS Project Planning Using MS ProjectProject

Introduction and BackgroundIntroduction and Background

URBS 609 Project, Unit 1

Urban and Regional Studies Institute Urban and Regional Studies Institute 22

About This Training ModuleAbout This Training Module

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This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004


Training Module PreviewTraining Module Preview

• This module will provide:This module will provide:– Introduction to the background of MS ProjectIntroduction to the background of MS Project– Introduction to the Advantages of using MS Introduction to the Advantages of using MS

ProjectProject– Introduction to the Hazards of using MS ProjectIntroduction to the Hazards of using MS Project– Tips for using MS ProjectTips for using MS Project– Background material for project planningBackground material for project planning

• This module is constructed as the first of This module is constructed as the first of three blocks in a building block approachthree blocks in a building block approach


MS Project AssumptionsMS Project Assumptions

• The first assumption of The first assumption of anyany project planning project planning is that the project goal and tasks are definedis that the project goal and tasks are defined

• MS Project uses the same assumptions as MS Project uses the same assumptions as planning a project manually:planning a project manually:– All tasks have distinct begin and end pointsAll tasks have distinct begin and end points– All estimates can be mathematically derivedAll estimates can be mathematically derived– Tasks must be able to be arranged in a defined Tasks must be able to be arranged in a defined

sequence that produces a pre-defined resultsequence that produces a pre-defined result

• Like any Like any tooltool, MS Project , MS Project cannotcannot define the define the goal of a project, the user must do thatgoal of a project, the user must do that


The Basis of MS ProjectThe Basis of MS Project• MS Project is a strong tool that is built MS Project is a strong tool that is built

around the PERT and CPM basics around the PERT and CPM basics – (See PERT/CPM blocks of instruction to review the (See PERT/CPM blocks of instruction to review the

basics if these terms are unfamiliar)basics if these terms are unfamiliar)

• Based on same basic PERT calculations Based on same basic PERT calculations invented in 1958invented in 1958

• Based on same basic CPM calculations Based on same basic CPM calculations invented in 1958invented in 1958

• Incorporates use of a WBS (Task list) format Incorporates use of a WBS (Task list) format invented in the 1960sinvented in the 1960s


The Basis of MS ProjectThe Basis of MS Project

• A highly visual, yet checklist-intensive programA highly visual, yet checklist-intensive program– Balances Balances visual approachvisual approach (charts, graphs, etc) with (charts, graphs, etc) with

logical structured approachlogical structured approach (task and resources lists) (task and resources lists)• The most widely used PM program because:The most widely used PM program because:

– It is fairly generic in its approachIt is fairly generic in its approach– Highly automated once configured; requires Highly automated once configured; requires relativelyrelatively

low amount of user manipulationlow amount of user manipulation– Scalable – can be used for small to enormous projectsScalable – can be used for small to enormous projects– A cost-effective choice for casual usersA cost-effective choice for casual users

• Easy to use Easy to use corecore techniques techniques– Advanced techniques are complex, howeverAdvanced techniques are complex, however


MS Project StrengthsMS Project Strengths

• Good step-by-step tutorial for beginnersGood step-by-step tutorial for beginners• Good searchable keyword help functionGood searchable keyword help function• Based on data entry – once configured, user enters Based on data entry – once configured, user enters

data and Project automatically:data and Project automatically:– Computes all times and costsComputes all times and costs

• Optimistic, Pessimistic, Likely and PERT- expectedOptimistic, Pessimistic, Likely and PERT- expected– Identifies Critical Path, computes late & early start dates, Identifies Critical Path, computes late & early start dates,

slackslack– Computes % complete on a task and project levelComputes % complete on a task and project level– Identifies areas of over-tasking of resourcesIdentifies areas of over-tasking of resources– Draws a wide ranges of charts and graphs specific to the Draws a wide ranges of charts and graphs specific to the

projectproject– Creates a wide range of reports specific to the projectCreates a wide range of reports specific to the project

• VERY VERY customizable to meet individual user needscustomizable to meet individual user needs


MS Project StrengthsMS Project Strengths

• Based on configuration and data entered Based on configuration and data entered by the user, MS Project plots Gantt Chartsby the user, MS Project plots Gantt Charts

Sample MS Project Charts and Diagrams


MS Project StrengthsMS Project StrengthsSample MS Project Charts and Diagrams

• Based on configuration and data entered by Based on configuration and data entered by the user, MS Project plots Task Calendarsthe user, MS Project plots Task Calendars



• Based on configuration and data entered Based on configuration and data entered by by

the user, MS Project plots Network Diagramsthe user, MS Project plots Network Diagrams




the user, MS Project plots Resource Graphsthe user, MS Project plots Resource Graphs


MS Project StrengthsMS Project StrengthsSample MS Project Tables and Reports


the user, MS Project plots Tabular Datathe user, MS Project plots Tabular Data


MS Project Strengths MS Project Strengths

Sample MS Project Tables and Reports


the user, MS Project plots Tabular Tracking the user, MS Project plots Tabular Tracking DataData





the user, MS Project plots High Level the user, MS Project plots High Level Reports…Reports…




• … …to-do lists on a person by person basis…to-do lists on a person by person basis…




• … …lists of tasks that should have started lists of tasks that should have started but have not…but have not…




• … …lists of tasks that are scheduled to begin lists of tasks that are scheduled to begin soon…soon…




• … …lists of critical tasks (makes it easy to lists of critical tasks (makes it easy to identify tasks that become critical once a identify tasks that become critical once a project is crashed)…project is crashed)…




• and much, much moreand much, much more

• All charts, diagrams, and reports are All charts, diagrams, and reports are designed to help a manager organize and designed to help a manager organize and track a projecttrack a project

• All come in a standard configurationAll come in a standard configuration

• Most typically used informationMost typically used information

• Easiest to read format Easiest to read format

• AllAll are also customizable to show the most are also customizable to show the most meaningful data meaningful data



• Flexible and customizableFlexible and customizable• Designed to enhance communicationDesigned to enhance communication

– Between manager and workersBetween manager and workers– Between managers and stakeholderBetween managers and stakeholder– A good tool to manage expectationsA good tool to manage expectations

• Charts, diagrams, tables etc can be Charts, diagrams, tables etc can be saved in various formats for use:saved in various formats for use:– On the web, in print, electronicallyOn the web, in print, electronically


MS Project Weaknesses MS Project Weaknesses

• Makes it easy to lose touch with the Makes it easy to lose touch with the project – very automatedproject – very automated– Automates all calculationsAutomates all calculations

• Scheduled dates, costs projected dates, etcScheduled dates, costs projected dates, etc•Tracks when a resource is over-allocated but does Tracks when a resource is over-allocated but does

not provide a warning when it happensnot provide a warning when it happens•Conflicts are not intuitively displayedConflicts are not intuitively displayed

– Will “let” a project get over budget/over-timeWill “let” a project get over budget/over-time

• A tool that must be monitored when A tool that must be monitored when usedused


MS Project Weaknesses MS Project Weaknesses

• No Risk Assessment FunctionNo Risk Assessment Function– Does not calculate probability of completionDoes not calculate probability of completion

• A Key weakness – this info is always requestedA Key weakness – this info is always requested– A Manager must compute this manually/with ExcelA Manager must compute this manually/with Excel

– Crashing costs/times are not calculatedCrashing costs/times are not calculated• Must be computed on a task basis and then compared Must be computed on a task basis and then compared

to the baseline (or done manually)to the baseline (or done manually)• Assumes manual intervention by Project ManagerAssumes manual intervention by Project Manager

– Crash the project manually and save as a new baselineCrash the project manually and save as a new baseline

• Project is heavily influenced by the Earned Project is heavily influenced by the Earned Value method (EVM)– typical Risk Value method (EVM)– typical Risk Assessment is not a factor in EVMAssessment is not a factor in EVM


MS Project Benefits MS Project Benefits

Review

• Much less work for a user compared to Much less work for a user compared to manual/MS Excel project planningmanual/MS Excel project planning

• Does most of the required calculationsDoes most of the required calculations

• Wide range of graphs, charts, reportsWide range of graphs, charts, reports

• Very customizable, very flexibleVery customizable, very flexible

• Makes communicating project status Makes communicating project status easier – expectation managementeasier – expectation management


MS Project Hazards MS Project Hazards

Review

• Very Automated – easy to lose touchVery Automated – easy to lose touch

• No Risk Assessment functionNo Risk Assessment function– Must be done in MS Excel/manuallyMust be done in MS Excel/manually

• Based on PERT/CPM but also influenced by Based on PERT/CPM but also influenced by EVMEVM– Weighs by project/task costs, not just completionWeighs by project/task costs, not just completion– Does not consider intangible progress that is Does not consider intangible progress that is

common in Social Sciences projectscommon in Social Sciences projects• Knowledge as part of the process, not just the resultKnowledge as part of the process, not just the result

• Progress as part of the process not just task completionProgress as part of the process not just task completion


Tips for Using MS Project Tips for Using MS Project

• Know the project goal before beginningKnow the project goal before beginning

• Know the required tasks before beginningKnow the required tasks before beginning

• Identify resources before beginningIdentify resources before beginning

• Identify task relationships before beginningIdentify task relationships before beginning

• Refer to the tutorial as often as neededRefer to the tutorial as often as needed

• Refer to help section as often as neededRefer to help section as often as needed

• Keep the configuration as simple as possibleKeep the configuration as simple as possible

• Avoid losing touch with the projectAvoid losing touch with the project


MS Project MS Project Final Thoughts

• MS Project is only a toolMS Project is only a tool –it does not create or –it does not create or “own” the project – it reflects the data provided“own” the project – it reflects the data provided

• The simpler the configuration, the easier the The simpler the configuration, the easier the data will be to understand, for all involveddata will be to understand, for all involved

• If the plan doesn’t look right, it probably isn’tIf the plan doesn’t look right, it probably isn’t– Check resource and task assignments/relationshipsCheck resource and task assignments/relationships– Check constraints and dependenciesCheck constraints and dependencies– Look for what has changed in a plan and follow the Look for what has changed in a plan and follow the

clues - a small unintentional change can wreak havocclues - a small unintentional change can wreak havoc


Resources Used in This UnitResources Used in This Unit

• Dr. Anthony FilipovitchDr. Anthony Filipovitch• MS Project, by MS Project, by

Microsoft CorporationMicrosoft Corporation• MS Excel, by Microsoft MS Excel, by Microsoft

CorporationCorporation• PM Body of Knowledge PM Body of Knowledge

(PMBOK), Philadelphia: (PMBOK), Philadelphia: PMI, 2000PMI, 2000

• Project Project Management Management Institute (PMI) Institute (PMI) Resource CenterResource Center– Project ManagemenProject Managemen

t Institute Websitet Institute Website

http://www.pmi.org/

http://www.pmi.org/


You have completed

URBS 609 Project Unit 1

Please proceed to

URBS 609 Project Unit 2

This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004

project planning using ms project

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