Initial Settings

Before Starting Any Project We Must Do Initial Settings. Select Tools In The Main Menu
From The Popup Box Select Options. Options Popup Box Will Be Opened

In That View Tab Will Be Default Opened Here We Need To Change DATE FORMAT, If
You Click On The DATE FORMAT You Will Get Many Options Which Format Your
Company Prefers You To Select.

Then We Need To Change Currency Select Currency Options U Will Have Many Countries
Currency Format You Can Select Which Country Your Working U Have Selected
Appropriately.

Now I Am Selecting INR for Indian Project .Now U Can See Changes In the Symbol &
Placement.

Then Select General TAB

Here We Need To Do Two Changes The First One Is We Must Increase The Undo Level To
Max 99.

Why We Have To Increase The Undo Level Means In WORD Or EXCEL We Can Do
Unlimited Time Undo Options But Here In Ms Project We Can't Do Like That Because In Ms
Project We  Do Scheduling And Based On The Scheduling We Will Do The Project
Tracking & Controlling So We Have Some Restricting Inbuilt In This Software.

Then Default STD Rate Must Be In Rate / Day. Over Time Must Be In Rate / Day For
Construction Industry
But In The Other Industry They May Be In Calculating As Per Hourly Basis. Then Select
Calendar Tab
 We Need To Change Default Start Time   9 Am And Default End Time 6 Pm. In India We
Work For Six Day in A Week So We Must Change Hours per Week to 48 Hrs And We Need
To Change Days Per Month We Have An Issue Here Because Some Months We Have 31,
28, and 30 No Of Days In Month.

So We Take It as Per Month We Have 30 Days for All Months Default Sunday Is A Holiday
So Eliminate 4 Sundays

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So We Need To Calculate The Days Per Months As 26

Select Schedule Tab

we need to change in show assignment units , as some time it may be in percentage in

default in that case you need to changed it as decimal  then in the default task type change
it to fixed duration. Then click on save

CALENDAR

Now I have to do another setting before we start scheduling the project. We need to create
calendar if you ask me why? Reason is each construction / oil & game / IT project must
have separate calendar in Ms Project else your schedule will not work properly and it will
show some errors let see how we can create the calendar .now select Tool... In the popup
menu select CHANGE WORKING TIME.

CHANGE WORKING TIME pop up box will be opened in that u can see FOR CALENDAR
if you select you will have three default calendar Standard, Night Shift, 24 hours Calendar
In the standard Calendar we have 5 working days, then in the night shift calendar during
night work this calendar can be used and the last one is the 24 hrs calendar work will be
executed 24 hours continuously on shift basis.

If u wants u can use these calendars which will suit your project. Else we can create a
separate calendar for our project. In the right side corner you can see the CREATE NEW
CALENDAR tab by selecting it and another pop up box will be opened as Create a new
calendar.

Here we have two options select the create new base calendar: copy of the standard
calendar else Select Make copy of Standard, Nightshift or 24 hours Calendar

You can select any one...

So now I am selecting Create new base calendar and I am giving a name to the Mayflower
Project. Now you can see if you select For Calendar you can notice 4 calendars available
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including which our project Calendar is also available so we can select our Mayflower
Project Calendar 5 day’s calendar. But we need 6 Day’s Calendar.

So we need to change it to 6 days calendar for that see below the calendar u have two tabs
select workweek tabs then you see on the right hand side you have details tab select detail
tab. Another popup box will be opened as Details for "default"

Now on the left hand side we are able to see Monday, Tuesday till Sunday.
Now we have to select from Monday to Saturday. Then select the three radio button Set
days to these specific working times

then below we are able to enter the site working time. If you want u can keep the default
working time else you can change based on your Project condition. So now I am changing
working time as 9 am to 1 pm then 1 to 2 pm lunch break, then 2 to 6 pm work time then
click on ok

Now select the exceptions tab below the table will enable any project it will take 1 year to 3
to 4 years based on the project size and value.

So we need to enter the holiday list here so that in the calendar it will mention it as non
working day selecting a date in a calendar for exp August 15 is a holiday in India. so just
enter it as Holiday in the name section and select the start date and end date of the holiday
 in u will have next two year companies calendar with you so based on that list of days
mentioned in your company calendar those day must be added to the schedule. In this way
non working days must be added to that calendar then click on ok

We have created the calendar successfully.

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Then Select Project in the main menu and popup box will be opened to select Project
Information. The Project Information popup box will be opened.

Now we have enter the project start date, so in the start date we have selected the project
on date on which it going to be start then we don't know the finish date so just leave it then
select calendar and assign the calendar which we have created as project calendar
then click on ok

Now we have completed the settings. Now we are going to start scheduling the project
enter the task/Activity in the task name section and its duration.

Now you can see the activity dates have been automatically assigned, but these activities
start on the same date and you can see in the Gantt chart Activities are parallel to each
other.

For that we need to give instruction on which activity needs to start first then second activity
next third activity then final activity.

For example if u want to keep tea

1.In a vessel, add half cup of water.

2. Add one teaspoon of tea powder.
3. Add one teaspoon of sugar.
4. Let it boil for 3-4 minutes.
5. Then add half cup of milk.
6. Let it simmer for a few more minutes.
7. Strain & Pour into your cup.
8. Your simple tea is ready.

Here is the sequence if this sequence is not followed what will happen?

Tea will not be a tea

so we have to complete some activity  before starting another activity .that is called
Predecessors

so now we have 4 activities , activity A begin after completion only we can start the B activity

then C and finally D activity.

Now for A we don't have any predecessors

for b predecessors is A but we have to enter the activity A Serial no 1.

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Now u can see in the Gantt chart the activity A & B bar has been linked with an arrow head 

For C predecessors is B but we have to enter the activity B Serial no 2

Now u can see in the Gantt chart the activity B & C bar has been linked with an arrow head 
For D predecessors is C but we have to enter the activity C Serial no 3

Now u can see in the Gantt chart the activity C & D bar has been linked with an arrow head

So all the activity we have assigned the predecessor

 
Now we have complete a small project

this is called as Master Construction Program...In short form MCP

now we need to enter resources for these activities for entering resources select view in the
main menu down popup box  will be opened

now select Resource sheet  resource sheet will be opened and in the Resource sheet we
need to enter the resources

in the resource name field we need to send

resource name      Type      Max unit   std rate over rate

                       
resource  1         work            2             500      

resource  2         work            2             600

Material  1       Material          2             700

 

After entering the resources we need to assign those resources to the activities

for that select View in the main menu down popup box will be opened

Select Gantt chart view. Now select activity A by double clicking the task information box will
be opened now select Resources tab, in the task name field click and select the resources
name and units do this process of all other three task then click on ok then select View in
the main menu down popup box will be opened select resource graph

You can see Resource 1 & 2 then material 1 has been over allocated.

This will be indicated in red colour and we need to increase the resources for that we need
to select the resource sheet in view in the main menu.

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Now we are able to see all the three activities here are indicated in red colour, so we need
to increase the resource in the max unit’s field and increase the resource till it turns black in
colour. For the other two resources repeat the same procedure.

We have levelled the resources this procedure is called manual levelling

we also have another way for levelling called Auto Levelling.

For small project we can use auto levelling within 100 tasks

for big projects we cannot use auto levelling options because our total MCP will be
collapsed. So better use Manual levelling options.

Tracking

now we are going to track the project. Before we start tracking we must set the baseline
click on tools then tracking then set baseline then click ok .then in the Gantt Chart side, right
click on the Gantt chart pop up box will be opened, in the pop up box click on Gantt Chart
Wizard .Gantt chart wizard pop up box will be opened then click on Next , click on baseline
line, then click next , next then again next click exit wizard

After setting the baseline select the activity and go to tools then tracking then click on
update task enter the actual start and then enter project completion percentage and
then enter actual duration and remaining duration also. Then click on ok.

If the project doesn't have any delay in the schedule the activity will be finished on time.
A activity successfully finished then select the B activity its duration of 5 days, per day 20
percent of work must be completed. So that 5 days we can complete the activity

But as per site Condition on the third day we are about the update the project status
we came to know that activity completed only 20 percentage of work so if we want to
complete that task we need to 2 more days to complete the task

this activity we were not able to control, due to lack of labour, lack of material,
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 weather condition etc., because of this activity project completion date will be affected .
Because we have only fourth activities all these four activities are critical activities.

We know Critical activity must start on the specified start date and must finish on the
specified end date else the project completion date will be affected. Here we are in the
same case so we were not able to control the b activity. We have constraints that the project
must finish on time. So we need to capture those days work either deploying more labours,
work over time in morning and evening

so we planned the resources and materials well advance. Third activity C we completed the
activity with spare 1 days time. and then fourth  d activity also we finishes one spare day
time by working overtime and put extra labour and we finished the project on time

Then u can see a white box near task name and the task activity s no 1.then click on white
box.. pop up box will be opened in that scroll and get earned value u will move to earned
value table You can see EAC, BAC and VAC

For activity A Vac is zero, but for the B activity we have negative that me we have put extra
amount exceed the budget then in activity C & D we will have positive value it show the
work is completed under the budget and we have save the amount

Click on Reports u will find various reports which report format we need you can use. Else if
you want to customize reports as we like.