M.

PRANEETH KUMAR
(B-Tech, PGDM-IM,PMP, MCTS)
Welcome to MS Projects 2007 Session in ESCI Dt: 17
th
and 18
th
April
201!
A project is a finite endeavor - having specific start and completion dates - undertaken to create a unique
product or service which brings about beneficial change or added value.
Project management is becoming more and more of a priority with business. It is now recognized that the
skills required to manage operations are quite different from the skills required to manage projects. ven
e!cellent managers at the operational level will require some retraining when taking on a large project
What is project management?
It is the discipline of planning and organizing resources to bring about the successful completion of specific
goals while managing constraints of scope" costs and time.
"On time, on spec, on budget!"
Project management is the application of knowledge, skills, tools and techniques to
project activities to meet or exceed the needs and expectations of stakeholders
Topics to be discussed:
!" #ifferent fields in $%P &''(
&" %cheduling
)" *ritical tasks
+" *alendars
," -esource sheet
." -esource leveling
(" /aseline
0" Tracking
1" -eports
2
Q & A Session
#ifferent fields in $% projects &-
%cheduling :
Indicato
!ie"d
Ent# Ba
Ti$e Sca"e
Ent# Ta%"e
Gantt chat
'ind the critical path for the below activites
Acti"it# D$ration
Predecess
or
B &
M ' B
N ( B
) *& B
A & M,N
! + N,)
, - )
C ' )
. */ A
S */ !,A
R - ,,!
T & C,,
K 0 S,R,.
U 1 K,T
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'()* +,P% (' -I./%
.+*I.0 #P.#.1I%
1*I+I1A- PA+2
0A.++ 12A*+ 3I4A*#
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A *elationship establishes the dependency between any two tasks. +asks with dependency
relationships are linked. A task that must occur before another task is a predecessor task and that
which must occur later in the relationship is a successor task.
<inish =to%tart %tartto%tart


<inishto<inish %tartto<inish


-unning the ;antt *hart Wi>ard
W7-: /-35:#7W8 %T-?*T?-3
A5()+ 35% 1(#%
%++I.0 )P 3(*/ 5*A/#(3. %+*)1+)* 1(#%
W7-: /-35:#7W8 %T-?*T?-3
3ork 5reakdown %tructure is a hierarchal structure that is used to organize tasks for
reporting schedules and tracking costs. . 3ith Project" we can represent the work
breakdown structure by using I#6s or by assigning the 35% code to each task
Project 35% #efine 1odes
It is used to change the 35% format. It can be in number or in alphabets.
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1onstraints& *estriction set on the start or finishes date of a task. ,ou can specify that a task must start on
or finish no later than a particular date. 1onstraints can be fle!ible 7not tied to a specific date8 or infle!ible
7 tied to a specify date8.
+o get more information about a task with a date constraint" click the task " and then click +ask Information
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Activate the +ask Information form and select the Advanced +ab
T@pes 7f *onstraints
As late as possible
As soon as possible
'inish no earlier than
'inish no later than
$ust finish on
$ust %tart on
%tart no earlier than
%tart no later than
-ecurring Task
A recurring task is one that occurs repeatedly during the course of a p*oject.'or e!ample" you might define the
weekly status meeting as a reurring task
ntering a *eccuring +ask
(n the Insert $enu " click *ecurring +ask
In the +ask .ame bo!" type the task name
In the #uration bo!" type or select the duration of a single occurrences of the task
)nder *ecurrence Pattern " select eother daily" weekly" $onthly or yearly
%pecfiy the task frequency and select the check bo! ne!t to the day of the week that the task should occur
)nder *ange of recurrence" type a start date in the %tart bo!" and then click nd After or nd 5y
*5438#5-%
,ou can create and assign calendars to each project" resource and each activity. +hese calendars define
the available work hours in each calendar day. ,ou can also specify national holidays" your organization6s
holidays" project-specific work9 non-workdays" and resource vacation days. 1alendar assignments are used
for activity scheduling" tracking and resource leveling.
In $icrosoft Project" there are three 1alendar +emplates
%tandard 1alendar 7 #efault8
.ight %hift
:; 2ours calendar
To *reate *alendar, %elect tools, *hange Working Time
#efining 8ew *alendar
(n the +ools $enu" 1lick 1hange 3orking +ime
1lick 1reate .ew 1alendar
If you want to begin with a default calendar" click 1reate .ew 5ase 1alendar
If you want to create a new calendar based on e!isting calendar" click $ake a 1opy of and then click
the calendar name in the calendar bo!.
In the .ame bo!" type a name for your new base calendar.
1lick (/
(n the calendar " select the days you want to change
%tandard
:;-2ours
Working 9ours
If you plan to change the working hours from Project6s #efault " it is essential to set them up correctly"
ideally before entering any task data. +he settings can be updated in +ools" (ptions
3xceptions
+o specify a period for non default working time" click on the !ceptions tab" select any row and give a
field name" select the dates during which period you want the time to change. .ow click on the details
tab and modify the working time according to the new requirement.
Assigning 1alendar to Project
0o to Project" Project Information" select the calendar defined
#efining -esources 2 5ssigning
-esources
*esources are categorized into three types
3ork *esource& people and quipment *esources that perform work to accomplish a taks. 3ork *esources
consume time to accomplish a task
1ost *esources& 1ost resources provide a means of applying cost to a task by assigning a cost item 7 +ravelling <
$iscellaneous8 to the task.
$aterial *esource& %upplies or other consumable items are used to complete tasks in a project.
3ffort #riven
3hen you assign or remove resource from a task" $icrosoft Project :==> lengthens or shortens the duration of the
task based on the number of resources assigned to it" but it does not change the total work of the task" +his is called
3ffort #riven
3ffort #riven scheduling
+( view the effort driven setting for a task" click the +ask Information button on the toolbar
+he Advanced tab contains most of the information about how a task is being scheduled" including the effort driven
setting
+o turn effort driven scheduling off" clear the ffort #riven bo!
5ssigning -esources
+o change the currency &-
+ools ---- options--?iew --
$ultiple -esources 2 *osting
-esource 4evelling
-esource leveling is a project management technique used to e!amine unbalanced use of resources 7usually
people or equipment8 over time" and for resolving over-allocations .
*esource levelling is a way to fi! resource overallocation. 0enerally" resources are leveled in two ways&
5y delaying a task until the assigned resource has time to work on it.
5y splitting a task so that part of a task is done when planned and the rest of it is done later when the
assigned resource has time.
,ou can delay or split tasks yourself" or you can have $icrosoft (ffice Project :==@ do it for you" using the *esource
-eveling feature. In addition" there are other methods you can use to balance the resource workload. +he methods
you choose to reduce over allocations depend on the limitations of your project" including budget" resource
availability" finish date" and the amount of fle!ibility available for scheduling tasks.
)sing the Project resource leveling function is the quickest way to level your resources. 3hen Project levels your
resources" it goes through a series of decisions about each of the tasks in your schedule to determine whether they
can be delayed or split in order to alleviate the resource over allocations. +he following factors are e!amined to
determine which tasks should be delayed or split&
Available slack
+ask duration
+askAs constraints
+ask I#.
+ask priority
+ask dependencies.
%cheduling dates.
*esource information is also e!amined in the leveling process&
*esource availability as shown in the working time calendar
*esource availability as shown by ma!imum units
*esource assignment units on the task.
Tracking the Project Progress
Tools Tracking %et /aseline
%et /aseline
:. +racking 0antt
?iew -- +racking 0antt
@. %et the %tatus #ate
+ools -- +racking --- )pdate project
;. )pdate the Progress
B. nter the Actuals
(pen +racking %heet
C. *eview the Progress
arned ?alue $anagement
1olumns
D. Planned ?alue
:. Actual ?alue.
@. arned ?alue
;. %chedule ?ariance
B. 1ost ?ariance
-eport ;eneration
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$icrosoft Project has a number of built-in reports to help you monitor different items within your project. +he
dialog bo! below displays a few of the standard categories of report that $icrosoft Project has built into them.
,ou can also create your own custom reports to suit your needsE however" the most commonly needed
information is already available in the standard reports.
-eports -eports
+ypes (f *eports
*. +abular
-. ?isual
T5/?45- -3P7-T%

7ver view -eports
Project %ummar@ -eport It gives top level information about the project. It
summarizes duration" work" cost" task status and resource
status
Top level task It shows you task at highest level. (ne can view the start
and finish dates" F complete and the work required to
complete the task
*ritical task It shows status of task that are critical- those task which will
delay your project completion
$ilestone report It shows status of all milestones in a project. $ilestones are
task with G=H duration.
Working da@s report +his report base calendar information used for a project. It
shows calendar name and the working hours for each day
of week
*urrent 5ctivities -eport
?nstarted task report It gives list of task that have not started
Task starting soon 2ere project will ask you to specify : dates- starting date
and ending date. It will then display all the task between that
start or finish between these two dates
Task in progress It gives list of task that have started but not finished
*ompleted task It gives list of task that have been completed
%lipping task It gives list of task that have been rescheduled from their
original planned start date
*ost
*ash flow report It shows cost by each task for weekly time increment 7as
per week8
3arned value report It shows planned cost and actual cost utilization
/udget report +he budget cost report gives list of all tasks and shows
budgeted cost and actual cost 7amount utilized8 and its
variance
7ver budget task report +his report shows information about task that have
e!ceeded the assigned budget
7ver budget resource report +his report will show information of resources that have
e!ceeded the assigned budget
5ssignment
Who does what It gives list of resources and the task to which they are
assigned
Who does what when It gives daily break up of work to be done by each resource
Todo list It gives list of task assigned to a person on weekly basis
7verallocated resources It shows list of overallocated resources and its
corresponding task
Workload
Task usage report It gives list of task the corresponding resource assigned to it
along with work hours
-esource usage report It gives list of resources and the task to which they are
assigned
A6%?54 -3P7-T%
*eports -- ?isual
;raphicall@ the Project %chedule can be represented in Two Wa@s
!B 9istogram
&B *ash <low
*ontact :
'01(!'&&011
praneethkumarmandadiCgmailBcom