MS-Project 2003 Training Slides - DR Mohan

Microsoft Project 2003
Seminar
Dr. Raja Mohan
Step-by-Step
Step 1
Step 2
Step 3
Step 4
Step 5
Step 6
Step 7
Insert Project Start Date

ID 1: type project name Garage
ID 2: type Milestone Start
Customize Project Calendar
Customize Date Format & Layout Style
Insert Project Activities
Resource Pool List - Insert Resources in
Resource Sheet
Step 8
Step 9
Step 10
Insert Resource Rate & Cost of Use

Insert Resource Defined
Insert Duration Estimated
Step-by-Step
Step 11
Establish Task Dependencies
Step 12
Format network as Critical Path
Step 13
Format Text Style Critical Task as Red
Step 14
Review Project Schedule with Time Constraint &

Resource Constraint
Step 15
Resource Leveling Reallocate resources on

Activities with huge Float-time
Step 16
Resource Sheet Review Resources Available
Step 17
Submit Schedule for Approval.
Step 18
Once Approved, Baseline Schedule
Step 19
Look at Side-View Bar Tracking Gantt
Step 20
Look at Pert Chart at side-view bar
Proposal : Supervisory Development Programme
Step-by-Step
Step 21
WBS & Outline Code Insert WBS column
Step 22
Insert Outline Code 1
Step 23
Understanding Effort-Driven Scheduling
Step 24
Step 25
View Project Report

Use of Filter Tools
Step 26
Performance Reporting Project Tracking
Step 27
Update Project Report
Step 28
Tracking Table Record Planned %
Step 29
Tracking Table - Updating Activities Actual Start &

Finish & % Complete Record Actual %
Complete
Step 30
Check Planned % vs Actual Progress %
Step-by-Step
Step 31
View Variance Table
Step 32
View Project Report Earned Value Table
Step 33
Save Updated Schedule in a New File Name
Step 34
Step 35
Prepare Catch-up Programme

Dealing with Variation Order Instruction
Step 36
Q&A
Step-by-Step
I.D.
Additional Feature for Advance Level
Customizing Field Activity Duration Estimating
Analyze Cumulative Cost in Excel S-Curve
3
4
Pert - Duration Estimating

Customizing Field -Prepare Progress Claim
Capture MS Project View as Picture Graphic
Use Print Screen & Screen Capture
Saving Project Information as Web Page
Project Reporting Format JKR Standard
Prepare Extension of Time Logical Analysis

using Critical Path Analysis on MS Project
format
Getting Started
Create a New Project
Create a New Project

Step 1:
Fixed the
Project
Start Date
Step 2:
Click OK
Fixed Start Date on: 1st. March 2004
Step 1:
Fixed the
Project
Start Date on
1st. March 2004
Step 2:
Click OK
To view or change Project Start Date

Go to:
Project,
Project Information
Put Curser on the first cell

Then Type your project name
Type in Your Project Name
Project Name is Garage shown here
Create Project Calendar
Go to
Tools
Change Working Time
Tools
Change Working Time
Insert in the Non- Working Days for all the months

NOTE:
Default is Saturday & Sunday as Non- Working days
Step 2
Click here
Step 1
Click here
Example
Change Saturday as Working day

NOTE:
Step 1
Click here
Step 2
Click here
Change Saturday as Working day

NOTE:
Step 1
Click here
Step 3: Scroll Down

Step 2
Click here
To Change
all the Saturdays as Working days,
Click here, then Scroll down the months
(shown in Step 3)
Satisfied? Click OK .
Tools
Option
To change Calendar View
View
Go to:
1) Tools
2) Option
3) View
4) Date Format
Insert Project Task/ Activities
Garage Project
Milestone start
Milestone start
Next Step Row No.2:

Type in Milestone Start
(Project must have Milestone start & Finish)
Next Step Rows Below:

Type in all the activities defined
from the WBS
Key in all project activities (WBS list)
NOTE:
Project Phase or Product is also keyed in
Next Step: Indent all task of each product

Step 2: Then Click Indent Arrow
Step 1:
Highlight Activity 1,2, & 3
which belongs to Sub-Structure
Step 3
Repeat Step 1 & 2 for all Products
The Product is BOLD letters
Next Step: Indent Product Task

Step 5: Then Click Indent Arrow
Step 4
Highlight all rows
except Project Title (row 1)
Then Indent
It should look like this!!!!!
Resource Definition
Go to Resource Sheet
Resource sheet
Key in Resources Name

Roofer
Key in
1) Resource available
2) Standard rate
3) Overtime rate
Tools
Options
Change Resource unit

From % to Decimals
Tools
Option
Schedule
Decimal
To Sort Resource Alphabetically
Go to:
1. Project
2. Sort
3. By Name
Go back to Gantt Chart
Enter Planned Resources

Double-click cell.
Key-in resource name & units
Example: Carpenter[3]
Insert Task Duration
Next Step: key in Task Duration
Next Step: key in Task Duration
NOTE:
Milestone task is
Zero Duration
Next Step: Key in the Duration of each Task
DO NOT
key in Duration of Summary Task
(Project Products)
Establish Task Dependencies

(Logic)
Establishing Task Dependencies

1. Before entering task names, double-click to make sure
that you are not establishing task dependency links
automatically as you insert or move task names.
2. Allowing MS Project to automatically create
dependency links now can lead to problems later; you
could end up with unwanted links that are difficult to
find or time-consuming to remove.
3. To check the default, choose Tools-Options-schedule
tab; uncheck the box for Autolink inserted or moved
tasks.
Option
Uncheck box
Insert Task Dependencies

No relationship
2SS
4FS
3-Types of Relationships
FS= Finish-Start
SS = Start-Start
FF = Finish-Finish
Fill in all logic

for each tasks
Insert Task Dependencies
2SS
4FS
NOTE:
1) FS is the default logic
2) 2SS = Row 2-Start-Start
For this exercise,

Use the 3-types
of logic freely.
NOTE:
Milestone Finish has
3-Logics
If you have problem inserting

Predecessors,
GO TO:
1) Project
2) Task Information
Predecessors
Problem in inserting
Predecessors,
GO TO:
Project
Task Information
Predecessors
Then Insert: ID & Logic
Finish-Start
Task Row
Logic
Set Network Diagram as a

Critical Path Network
Format Schedule as a
Critical Path Network
1) Click this Wizard Icon
Formatting Critical Path
rt
ha
C
tt
an
G
W
d
ar
iz
1.
2.
3.
4.
5.
6.
Click on Gantt Chart wizard;

Then, click Next
Select dialog box Critical Path
Click Finish
Click Format it
Exit
Proposal : Wizard
Supervisory Development Programme
All Tasks shown in RED

are on the Critical Activities
Formatting Text Style

Critical Tasks
To format Text Style for Critical Tasks,

i.
ii.
Choose - Format- Text Style

Click the Task Radio button, select Critical
Tasks as the type
iii. Select Color Red
iv. You can also change the Font or Font size.
v. & click OK.
Critical Tasks
Color Red
Critical Task will be shown in Red Color
View the Schedule
Go to:
View, Table, Schedule
&
Look at the tasks with Slacks
Look at the Non-Critical Tasks
Look at Free Slack & Total Slack
Network Diagram is Complete

1. Once completed, SAVED the program
Without a baseline.
2. Submit program to your boss for approval
3. Then, upon approval, submit to client
(consultant).
4. If agreed, then Save as Baseline, and will
be used for performance reporting (monthly
progress report)
Save Project Without a Baseline
Approved, Save with a Baseline
Then, Click OK
Developing Custom WBS

For custom WBS codes,
choose Project-WBS-define Code
In the WBS Code Definition dialog box, enter
prefix (eg:SS; representing sub-structural works)
Use the drop-down arrow for level 1 to select
numbers; repeat for other levels.
Accept Any for length; period as separator. Check
these boxes to generate WBS Codes & verify
uniqueness.
Type SS
Select Any
Select Numbers
Insert Column - WBS
Choose Insert Column

In the Field Name dialog box,
choose WBS, click OK
Create Custom Outline Codes
For custom Outline Codes,

i.
ii.
Choose - Tools- Customize- Field

Click the Task Radio button, select Outline Code as the
type
iii. click Define Outline Code & complete the Code definition.
iv. Click the Edit Lookup Table button to create a list of
acceptable values.
v. For each task from a pick-list type a character code to
select. This example is for project phases.
vi. Type a description for the code.
vii. Insert the Outline Code-1 column into the Gantt Chart
Table.
viii. Using the drop-down arrow automatically provided for the
pick-list, choose the correct phase for the selected task.
Edit Lookup Table for Outline Code-1
Insert Column
Choose Outline Code-1
In the Field Name will be Outline Code-1

In the Title, Type: Project Phase
Insert Column Outline Code-1

Title: Project Phase
Using the Drop-down arrow,

Choose the correct Phase
Understanding Effort-Driven
Scheduling
In Project Management, a task is effortdriven if the task duration varies with the
number of resources assigned.
To see the effects of Effort-Driven Scheduling,

choose:
i. View More Views
ii. Select Task Entry
iii. Click Apply
View
More Views
Task Entry
Apply
Activity 1
Class Exercise: Understanding Effort-Driven Scheduling
Activity 1
Add an additional new resource & click OK
Effort-Driven Scheduling
Activity 1
Note original duration is 2 days
Enter OK
Insert 1 unit
It has changed to 1.86 days
Class Exercise 2:
Understanding Non- Effort-Driven Scheduling
Activity 3
Choose another task &

uncheck Effort-Driven Box
Add an additional resource & unit & click OK.
Non-Effort-Driven Scheduling
Activity 3
Note original is 4 days
Enter OK
New resources added; 1 unit
Non-Effort-Driven Scheduling
Note Duration remains unchanged.
Part 2
Project Reports
To view all the Critical Tasks on a Project
Filter for: All Task
Click: Critical
This shows all the Critical Tasks of the project
Return to Filter for: All Task
Project Report Documents
The following reports are to be submitted:

1. Gantt Chart (Entry table)
2. Critical Path Activities
3. Table: Schedule (indicating early & late
start/finish)
4. Activity Duration Estimates & Assumptions
5. Resource Table & Estimates (& Assumptions)
Part 3
Performance Reporting
Progress Tracking
Go to:
1. Tools
2. Tracking
3. Update project
4. Entire project
5. OK
Update Entire Project
Click OK
View Side Bar Tracking Gantt
See: Baseline bar & Task bars
Black Bar indicates the baseline
Progress Updating
Go to:
View, Table, Tracking
View
Table:Entry
Tracking
Tracking
Tracking Table
Look at the Project Planned %

Write down the % on a sheet of paper
Update all task

Start& Finish date.
Activity that have started,
but not finish,
state % completed
For this exercise,
Insert some delays
After updating,
Look at the Project Actual %
Write down the % on a sheet of paper
What is the Variance????
Ahead or Delay???
Save file in a different name
Save the report]

Go to File, save as,
& save it in a different name
Progress Updating
Go to:
View, Table, Variance
View, Table, Variance
Look at the Finish Variance

What is the delay????
Analyze the % delay & days of delay
Reporting Documents
1. View all the other Tables

2. View the Project Reports
Part 4
Variation Orders
Variation Order Instruction
Go back to:
View, Table, Entry
Entry
Look at Project Finish Date
Write down this date
Class Exercise: V.O. Works
1. You have receive an instruction from S.O. to

carry out an additional work (V.O.).
2. That V.O. activity can only start after Activity 4
had finish.
3. The successor for V.O. Activity is Activity 5
Note:
Activity 4 & Activity 5 refers to my slide only

As for your exercise, select an activity on the critical
path.
Click at Activity 5, then go Insert New Task
Insert
New Task
Go to:
Insert New Task
Look at the new empty row

then key-in new task V.O.1
Logic no. refers to

row above
V.O. 1
8
9
VO
o
y t i t.
t
i
v
cti elow
A
r ty b
o
s
s
vi
i
e
t
c
c
c
Su the a
is
Type in VO 1
Insert Logic
Look at Project Finish Date
Write down this date

What is the difference??
The Time-Effect of VO
1. The difference between the two dates

tells you the effect of the VO activity.
2. At such, you will be entitled for EOT
should any delay arises.
3. When that VO activity is completed,
and a delay is knowned, you need to
serve notice to S.O. on the delay.
To copy Microsoft Project Image to

Power Point Presentation Image
For Power Point Presentation

To copy graphic,
GO TO:
Camera Icon
Click: to GIF Image File
Click: OK
Q&A

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Microsoft Project 2003

Insert Project Start Date

Insert Resource Rate & Cost of Use

Establish Task Dependencies

Format network as Critical Path

Format Text Style Critical Task as Red

Review Project Schedule with Time Constraint &

Resource Leveling Reallocate resources on

Resource Sheet Review Resources Available

Submit Schedule for Approval.

Once Approved, Baseline Schedule

Look at Side-View Bar Tracking Gantt

Look at Pert Chart at side-view bar

Proposal : Supervisory Development Programme

WBS & Outline Code Insert WBS column

Insert Outline Code 1

Understanding Effort-Driven Scheduling

View Project Report

Performance Reporting Project Tracking

Update Project Report

Tracking Table Record Planned %

Tracking Table - Updating Activities Actual Start &

Check Planned % vs Actual Progress %

Proposal : Supervisory Development Programme

View Variance Table

View Project Report Earned Value Table

Save Updated Schedule in a New File Name

Prepare Catch-up Programme

Additional Feature for Advance Level

Customizing Field Activity Duration Estimating

Analyze Cumulative Cost in Excel S-Curve

Pert - Duration Estimating

Capture MS Project View as Picture Graphic

Use Print Screen & Screen Capture

Saving Project Information as Web Page

Project Reporting Format JKR Standard

Prepare Extension of Time Logical Analysis

Proposal : Supervisory Development Programme

Proposal : Supervisory Development Programme

Create a New Project

Proposal : Supervisory Development Programme

Create a New Project

Proposal : Supervisory Development Programme

Fixed Start Date on: 1st. March 2004

Proposal : Supervisory Development Programme

To view or change Project Start Date

Proposal : Supervisory Development Programme

Put Curser on the first cell

Proposal : Supervisory Development Programme

Type in Your Project Name

Project Name is Garage shown here

Proposal : Supervisory Development Programme

Create Project Calendar

Change Working Time

Proposal : Supervisory Development Programme

Proposal : Supervisory Development Programme

Insert in the Non- Working Days for all the months

Change Saturday as Working day

Proposal : Supervisory Development Programme

Change Saturday as Working day

Step 3: Scroll Down

Proposal : Supervisory Development Programme