USER MANUAL – MSP AND CCPM

1. Introduction

This is not a Knowledge Document on Critical Chain Project Management. For this purpose, a

number of Articles / White Papers/ Case Studies shall be made available.

This document is for the purpose of imparting necessary skills and competencies on the use of

MS Projects and a Standard CCPM Software Tool.

This document tries to explain the Navigational and Conceptual aspects of using the Software

Tools i.e. MS Projects and CCPM Software Tool.

This document shall undergo a number of Revisions before the same can be near perfect. Also,

as and when the next versions of Software Tools come out in the market, it shall be our

endeavor to fine tune/ change the content in line with the same. There may be some lag in this

based on the need at the end users level.

2. Working on MSP

2.1. Initial Navigation and Parameters Selection in MS Project

Selecting the Default View

• When MS Project is opened, by it opens based on the default view chosen. The

navigation for the same is Tools Main Menu => Options Menu => View Tab

• Select ProChain Data Entry that will be used for building the Base Line Network

• At a later point of time, you may choose the View convenient to you

• ProChain Data Entry View looks as below. Pl notice two columns for Duration

i.e. Focus Duration and Safe Duration

• Low-Risk Duration(Safe Duration) is the Duration that Project Teams envisage

first assuming that all risks may arise and hence, they need this Duration for

completing a Task

• Focus Duration is the Duration that the Task may take if everything goes well.

Statistically / Empirically /Psychologically it is postulated that the Teams tend to

come with Safe Durations which will have 80% confidence level i.e. 80% of the

time, they will be able to complete the Task

• Focus Duration corresponds to Aggressive But Possible (ABP) Duration. This

typically will have about 50% confidence level i.e. 50 % of the time, it is possible

to complete the Task

• Initially, when the Base Line Network is built, Focus Durations are filled up. All

calculations / scheduling is based on these Durations

• Once, Base Line Duration is frozen/ agree upon, here is the routine to be followed

o Copy the Base Line Duration column as well as WBS into an XL Sheet

o Remove the values from the Cells that correspond to the Summary Tasks

o Populate One more Column with Durations = ½ of Base Line Durations.

o Now, ½ of Base Line Durations are the Focus Durations � copy this Column

into the Focus Duration Column of MSP

o Base Line Durations are Safe Durations � copy this Column into the Low-

Risk Duration Column of MSP

Note: When ProChain inserts Buffers, it takes ½ of the Difference between

Low-Risk Duration and Focus Duration as the contribution from each Task

towards the Buffer for the Chains

Hiding and Unhiding of Columns and Adjusting the Size of the Columns

• Adjust the column lengths to your comfort level. Keep cursor on the Head Lines

row on the line separating two columns. Once you see crossed lines, hold the left

of the mouse. This will select the line and using the mouse, you can change the

width of the column as you like

• To hide a column: Keep the cursor on the column that you want to hide. You

will see a downward arrow. Left clicking will select the column (the whole

column font changes to black). Then right click and select Hide Column option

• To Unhide a column: (In fact, Inserting a Column is the only way to unhide a

Column). Select a Column as explained above and select ‘Insert Column’.

‘Column Definition’ screen shows up and select a Column that you want to be

inserted from the Combo Box (that has a number of entries). The selected

Column gets shifted to the right of the newly inserted column

To change the Name/ Rename the Column inserted:

o Select the Column (Cursor on the header Row). The Downward arrow can be

seen

o Right Click & see a number of Options

o Select Customize Fields Option

o Screen as below appears

o Select the Column to be renamed & press ‘Rename’ action button

o A small screen appears so that the new name can be entered & press OK in this

screen as well as the previous screen to ensure that the changes are saved

• In case of MSP does not show ID (Task Number) as the left most Column, select

Task Description column and Insert the Column as explained above by selecting

ID option from the ‘Column Definition’ screen

Saving the File

• After carrying out the above preliminary steps, immediate next step is to save the

File as below:

• Select File Main Menu � Save As option

• While you may give the Project Name as you like, it is always advisable to make

it with the Plant Name, Project Name and the date on which the Network is

being built e.g. ACC – Gagal – Shutdown 2012 – 21 Oct 12

• Each day you start working on the file, take a copy of the earlier File and Change

the name to reflect the date. This enables you to keep track of the progress on

Network Building

Selecting the Options (Parameters)

Next Step is to choose the Options w.r.t. Units of Task Durations , Calendar, Default

Start Time, Default End Time, Hours per day, Hours per week and no of days in a

month :

Next step is select the Options (similar to Systems Parameters) that are very vital

for building the Network

Selecting Default View (already explained in the beginning itself), Calendar

Type and Date Format

• Select Tools Main Menu => Options Menu

• Screen as below shows up with a number of Tabs

• By default, it may open in View Tab. Else, select View Tab

• Select the above three from the respective Combo Boxes

• In case of Date, better to choose MM/DD/YYYY HH:MM PM (in case the Project

execution goes round the clock i.e. 24X7 mode). In case of Capital Project that

may go on either One Shift or Two Shift basis, select MM/D/YYYY only

• Select currency as INR. As we are not tracking the cost, it is not important

• Other parameters can be left as the default ones i.e. as such no need to look into

the other parameters

Selecting Calendar

• Select Calendar Tab

• Select various parameters like week starts on (say, Sunday), Fiscal Year starts on

(say, Jan or April). As such, these have no known impact for our work

• Select default start time, end time for the day. This is important as MSP takes this

parameter for scheduling the Tasks

• Select Hours per day, Days per week and Days per month. Hours per day have

very high impact on the schedules. MSP takes this as the basis

• Days per week and Days per month may not have any known impact as the

Schedules are driven by the Calendar (that any way to be chosen for the Project)

• In case of Shutdown Projects, Default Start Time and Default End Time may be

12:00 AM, Hours per day - 24, Hours per week to 168 and days per month to 31

or 30 depending on the month in which the Shutdown is taking place. This has

no impact anywhere;

Selecting Units for Duration and Work

• Go to Tools � Options � Schedule Tab:

o Against Choose Assignment Units as a, select Decimal (this has impact

on how the resource nos. and resource loads will be displayed. If % is

selected, One No of resource will be shown as 100%. Difficult to

understand this. So, better choose Decimal )

o Against New Tasks, select ‘Start on Project Start Date’

o Choose units for Duration and Work as you like. (In the case of Shutdown

Projects, this must be Hours)

� Against Durations entered in, select ‘Hours’ or others as you plan

� Against Work is entered in, select ‘Hours’ or others as you plan

o Against Default Task Type, select ‘Fixed Units’. This has impact on the way

durations are arrived at based on the resources. (In Shutdown Projects, we want

to keep the Task Durations fixed and we want to take control of resources i.e. if

there is a possibility to fine tune Task Durations by increasing / reducing

resources, we want to do it ourselves rather than MSP doing something that we

cannot predict. In some cases, Task Types can be off with Fixed Work i.e.

Duration can change as resources are changed. Difficult to predict the results and

hence, it is always better to choose ‘Fixed Units’ type and take control)

o Other settings can be the normal default settings

•

Other Tab to be visited

• Then go to Calculation Tab: Choose Calculation Mode as ‘Automatic’ (by default,

this will be in Manual Mode) so that whenever changes are made MSP, schedules

them instantly. This may have to be done every time you open MSP because,

ProChain takes control of Scheduling Logic and hence, it sets the Default

Calculation Mode to ‘Manual’

• Alternatively, after making a few changes (i.e. addition of Tasks, Deletion of

Tasks, entering / modifying Durations etc., visit this Tab and press on the Action

Button ‘Calculate Now’ so that MSP incorporates all the changes and schedules

the Tasks

• Setting / Defining the Calendar: Go to Tools � Change Working Time

• Select any Standard Calendar and change the Working days/ times to your

requirements: Go to Tools � Change Working Time � Create New Calendar

(give the name as you want)

• Also, the existing can be modified to your requirements

• Then, go to Work Week Tab ���� Details. Select each of the days (Sunday,

Monday etc.) and change the Times as suitable to you. Use Radio Button against

Days to select the options to set the Working Times.

• After making changes click on OK and save the Project, unless which the changes

made will not be reflected in the Project.

• For Shutdown Projects, select 24 hour calendar (work goes on round the clock).

Default working time is 12:00 am to 12:00 am and no holidays as such.

2.2. Resource Definitions:

• Go to View ���� Resource Sheet and define the Resource Names. These can be

critical Individual Resources (names of people..), Skills (Welder, Fitter etc..),

Contract Resources (in the form of Gangs), Departmental Resources, some critical

equipment (like Crane..) or even some space if it is likely to be a constraint.

Ensure that the calendar is a 24 hour calendar for the Shutdown Jobs. Typically, a

resource can follow any calendar (may not be available all the 24 hours)

2.3. Project Network Building:

• Go to View ���� ProChain Data Entry and enter

Tasks - Descriptions

o The First Task as some sort of Global Summary task, typically

representing the name of the Project. For this Task, one need not enter the

Duration

o On hitting the Enter Key, cursor moves to the next line and MSP

automatically assigns a Task ID for this Task

o Enter the Next (2nd) Task Description & hit the Enter Key. Focus goes to

the next line/ Task. Get the Focus back to the Task. If this is executable

Task, then Right Indent the same. The very first Task entered

automatically becomes a Summary Task.

o If this (2nd) Task is also one level below Summary Task, Right Indent & hit

the Enter Key. Then enter the 3rd Task and Right Indent the same

o This is how the Tasks are to be entered while making a few Tasks

Summary Tasks so that it appears meaningful

o Note: Don’t Model too many Summary Tasks. Flow will be lost/ missed.

The same should be based on some logic e.g. pertaining to Equipment/

Work Area etc. If there are too many Tasks under an Equipment,

Summary Tasks can be Modeled One/ Two Levels below also

o The moment Task description is entered, MSP prompts the Duration with

some standard amount with a “?”. This indicates that one has not entered

the Durations. Enter appropriate Durations

Technological Dependencies

o As Task Descriptions and Durations are being entered, try to link the

Tasks for their Technological Dependencies. In MSP terminology, such

relations are termed as ‘Predecessors’ i.e. These are to be completed before

a Task can be started

o Ensure that all the Tasks, except the first Task has Predecessors entered

o Once a Predecessor is entered for a Task, MSP automatically links both for

their Successor relationship i.e. For the Predecessor Task, the other Task

becomes a Successor Task

o It is necessary to ensure that all the Tasks except the Last Task, have

Successors

Note: If a Task has no successor, ProChain assumes that this is one of

the terminal Tasks and creates a Project Buffer. This is not acceptable as

the Project should have ONLY ONE Project Buffer

Note: As Durations and Predecessors/ Successors are entered,

occasionally, visit the Options ���� Calculations Tab and press the action

button ‘Calculate Now’ with the Radio Button being in Manual. Then

only, MSP schedules and moves the Tasks as per their Durations and

Dependencies

Resources

o Against each of the Tasks, enter the Resources needed

o It is possible that more than one Skill/ Trade is needed to accomplish a

Task

o A representative template for entering Resources is W[2], F[3], R[1], H[5]

W – Welder; F – Fitter ; R – Rigger ; and H – Helper

o Please note the parenthesis used & also the comma to separate each of the

Resources

Note / Warning: Once resources are entered in the Resource column of the

ProChain Data Entry sheet, any change in the resources would bring in a

change in the duration. Ex: Consider a task with duration as 24 hours with

a single gang working on it. If you change the resources to 2 gangs, the

duration would reduce by half. Similarly if the resources are reduced,

duration would increase. Hence to handle such issues, the resources

entered should be deleted and then re-entered by which the duration

would remain the same.

• The general principle is that Focus Duration is always half of the Low Risk

Duration.

• Extra columns can be included to capture text for Task Manager, Department,

Executing Agency etc. that will be needed for various reports

2.4. Resource Load Leveling:

• Go to View ���� Resource Usage and see the requirements of Resources, task wise

and date wise. This gives a good insight into how many total hours are needed

across the Project Duration for all the resources. The same can be taken in an XL

sheet for further analysis and computations

• Go to View � Resource Graph to see the comparison of number of resources

available vis-à-vis required number. Look for over allocations and check if the

required number of resources can be provided. If so, go to Resource Sheet and

change the maximum number. Else, we need to Resource Load Leveling through

the System that will adjust the dates for the tasks so that no resources are over

allocated

2.5. Arriving at the Baseline Duration:

• To arrive at the Baseline Duration go to Tools�Options �Calculation �Calculate

Now

• Now, go to the Gantt Chart and check if the Project Duration is OK.

• Again, go to check the Resource Loads. Continue this iterative process

• If the duration is not OK, fine tuning of Task Durations, Maximum Resources,

Predecessors’ relationships are to be done and all the above processes to be

continued till an acceptable Project Duration is arrived at.

• The duration arrived at this stage can be called as the Base Line Duration.

3. ProChain Options:

3.1. Critical Chain Project Management (CCPM) Duration (i.e. arriving at the

ambitious target duration):

Follow the below steps to arrive at the CCPM Duration:

• Click on the Reschedule Button

• Enter the Status Date. The status date by default should be in future. It would be

the Project Start date if the Project Start date is in future.

Ex: If the Project Start date is from 1st May and the schedule is being prepared

on 26th April then, the Status date should be 1st May.

3.2. Buffer Report:

• In the Tool bar go to Prochain �Reports�Buffer Reports to launch the Report

that gives all the Chains, their Original Lengths, Original Buffer Lengths

• The Longest of the above Chains is the Critical Chain and this one defines the

Project Duration. This is the Ambitious Target that we want to achieve vis-à-vis

the Base Line Duration. Ambitious Target is about 20% - 25 % lower compared

to Base Line Duration (depending on whether Original Durations are restored

after cutting by 50% or not in case of the Critical Chain tasks).

3.3. Execution Phase:

Once both are completed, the Execution Monitoring System will have to be set

up for capturing Actual Start Date – Time, Status Date – Time and Actual Finish

Date – Time that will facilitate a number of Graphs and Measurements needed

for Monitoring and Controlling the Progress of the Project.

4. Some Tips in Modeling for Tasks and Predecessors

• Task Durations: Only that Duration of the Task that technologically depends on

the Predecessor (previous Task) should be taken into MS Projects. Durations for

Preparatory and Closing Activities should in general not be included in the Task

Durations. Else, Project Duration will come out to be much larger than what

experienced so far

• However, Resource requirements need to be taken care after Resource Allocation

i.e. some provision to be made for such. However, resource requirements for

such Preparatory and Closing Activities typically are only small fraction of the

Total Requirement and can be taken care by the approximations that occur in

reality.

• Chose the Predecessors strictly based on the Technological Requirements. Avoid

using Predecessors when there is no real dependency. Often, it had been found

that while Execution, the Predecessor relationships are violated.

• Resource requirements will be taken care by MSP and CCPM Tools while

resource loads leveling. Hence resource dependencies should not be taken as the

reason for defining Predecessor relationships

• Once Predecessors are entered, MSP automatically, defines Successor

relationships. So, never try to define Successor relationships.

• Choose Finish To Start as the Predecessors’ type.

• Get guided by the Flow of Work while building the Project Network.

• In general, a Task with Task Number should have a Predecessor whose Task

Number is lower than itself. While MSP can handle any relationships irrespective

of its Task Numbers, tracking for the work flow will be difficult if the

Predecessor relationships go up and down. When it cannot be avoided, this can

be allowed.

• Ensure that except the first Task, all the other Tasks have Predecessors defined.

• Also, ensure that except the last Task, all the other Tasks have successors

relationships (automatically define by MSP). When a successor is missing for a

Task, always link this Task as a Predecessor to some Task, based on

Technological Requirement. Never, try to provide the successor to that Task,

though there is nothing wrong in doing so, better avoid.

• Avoid extra / unnecessary Predecessor relationships. Even if these are made,

CCPM Tool prompts on these and through one of the Options, these can be

removed.

• Never try to overrule Predecessor relationships to bring down the Project

Duration. Ultimately, these will catch on during the execution!

• Through a number of iterations i.e. rationalizing the Task Durations and

Predecessor relationships, Base Line Project Duration needs to be arrived at.

Task Atomicity: What should be the size of a Task in a Network is the Task

Atomicity.

• There should be optimal number of Tasks in a Project Network, neither too small

nor too high.

• Task also should be somewhat measurable from progress point of view.

• Similar to a Project, it is necessary that a Task should have a well-defined Start

and End dates.

• Task Durations can be about 2 % of the Project duration; there can be exceptions.

• Overall number of Tasks should not be more than 300 – 400 (very large Projects

also have been managed with this range of Task numbers)

• Where a large number of short duration Tasks are involved (in case of E & I

Jobs), it is better to model them as Summary Tasks and track them outside the

System.

• Do not run the ProChain options until the Baseline is arrived at.

• Project Network is not a To Do List. This is meant to help complete the Project

within a target duration i.e. controlling is the key.

• Avoid using Milestones (tasks with zero duration).

• Avoid using any sort of Constraints for the Tasks (As Soon As Possible, Finish

No Earlier than etc.). CCPM drives As Late As Possible behaviour (i.e. prepare

well, Start As Late As Possible and finish soon)

• For each Task, these are to be defined.

• For a Task, there can be a need of multiple resources and also more than one no.

of the same resources.

• Keep the resource definitions as generic as possible i.e. Fitter, Welder, Mason etc.

• The above allows a good level of aggregation and hence a good resource loading.

• If the resource definitions are kept at Agency/ Contractor and also, Equipment

level, the leveling that can be achieved may not be very optimal.

• Equipment or Agency/ Contractor details can be captured as some extra columns

and resource requirements can be worked out against them (outside MSP /

CCPM tool and through XL Sheets).

• Begin with the maximum numbers for resources and arrive at the Base Line

Duration.

• Then, step by step, Rationalize the resource requirements as you go through

multiple iterations i.e. changing the maximum available numbers of resources

(without affecting the Base Line Duration arrived earlier) vis-à-vis the maximum

numbers needed day wise that can be viewed in Resource Graphs.

• If the resources are likely to be a constraint, Base Line may get affected.