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URBS 609 Project, Unit 1

Project Planning Using MS


Project
Introduction and Background

About 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

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Training Module Preview


This module will provide:
Introduction to the background of MS Project
Introduction to the Advantages of using MS
Project
Introduction to the Hazards of using MS Project
Tips for using MS Project
Background material for project planning

This module is constructed as the first of

three blocks in a building block approach


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MS Project Assumptions
The first assumption of any project planning

is that the project goal and tasks are defined


MS Project uses the same assumptions as
planning a project manually:

All tasks have distinct begin and end points


All estimates can be mathematically derived
Tasks must be able to be arranged in a defined
sequence that produces a pre-defined result

Like any tool, MS Project cannot define the


goal of a project, the user must do that
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The Basis of MS Project


MS Project is a strong tool that is built
around the PERT and CPM basics

(See PERT/CPM blocks of instruction to review the


basics if these terms are unfamiliar)

Based on same basic PERT calculations

invented in 1958
Based on same basic CPM calculations
invented in 1958
Incorporates use of a WBS (Task list) format
invented in the 1960s
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The Basis of MS Project


A highly visual, yet checklist-intensive program

Balances visual approach (charts, graphs, etc) with


logical structured approach (task and resources lists)

The most widely used PM program because:

It is fairly generic in its approach


Highly automated once configured; requires relatively
low amount of user manipulation
Scalable can be used for small to enormous projects
A cost-effective choice for casual users

Easy to use core techniques

Advanced techniques are complex, however

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MS Project Strengths

Good step-by-step tutorial for beginners


Good searchable keyword help function
Based on data entry once configured, user enters data
and Project automatically:
Computes all times and costs

Optimistic, Pessimistic, Likely and PERT- expected

Identifies Critical Path, computes late & early start dates, slack
Computes % complete on a task and project level
Identifies areas of over-tasking of resources
Draws a wide ranges of charts and graphs specific to the project
Creates a wide range of reports specific to the project

VERY customizable to meet individual user needs

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MS Project Strengths
Sample MS Project Charts and Diagrams

Based on configuration and data entered by


the user, MS Project plots Gantt Charts

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MS Project Strengths
Sample MS Project Charts and Diagrams

Based on configuration and data entered by


the user, MS Project plots Task Calendars

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MS Project Strengths
Sample MS Project Charts and Diagrams

Based on configuration and data entered

by
the user, MS Project plots Network Diagrams

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MS Project Strengths
Sample MS Project Charts and Diagrams

Based on configuration and data entered


by
the user, MS Project plots Resource Graphs

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MS Project Strengths
Sample MS Project Tables and Reports

Based on configuration and data entered


by
the user, MS Project plots Tabular Data

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MS Project Strengths
Sample MS Project Tables and Reports

Based on configuration and data entered


by
the user, MS Project plots Tabular Tracking
Data

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MS Project Strengths
Sample MS Project Tables and Reports

Based on configuration and data entered


by
the user, MS Project plots High Level
Reports

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MS Project Strengths
Sample MS Project Tables and Reports

to-do lists on a person by person basis

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MS Project Strengths
Sample MS Project Tables and Reports

lists of tasks that should have started


but have not

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MS Project Strengths
Sample MS Project Tables and Reports

lists of tasks that are scheduled to begin


soon

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MS Project Strengths
Sample MS Project Tables and Reports

lists of critical tasks (makes it easy to


identify tasks that become critical once a
project is crashed)

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MS Project Strengths
Sample MS Project Tables and Reports

and much, much more


All charts, diagrams, and reports are

designed to help a manager organize and


track a project
All come in a standard configuration
Most typically used information
Easiest to read format
All are also customizable to show the most
meaningful data
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MS Project Strengths
Flexible and customizable
Designed to enhance communication

Between manager and workers


Between managers and stakeholder
A good tool to manage expectations

Charts, diagrams, tables etc can be


saved in various formats for use:
On the web, in print, electronically
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MS Project Weaknesses
Makes it easy to lose touch with the
project very automated

Automates all calculations


Scheduled dates, costs projected dates, etc
Tracks when a resource is over-allocated but does
not provide a warning when it happens
Conflicts are not intuitively displayed

Will let a project get over budget/over-time

A tool that must be monitored when


used

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MS Project Weaknesses
No Risk Assessment Function

Does not calculate probability of completion


A Key weakness this info is always requested
A Manager must compute this manually/with Excel

Crashing costs/times are not calculated


Must be computed on a task basis and then compared
to the baseline (or done manually)
Assumes manual intervention by Project Manager

Crash the project manually and save as a new baseline

Project is heavily influenced by the Earned


Value method (EVM) typical Risk
Assessment is not a factor in EVM
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MS Project Benefits
Review

Much less work for a user compared to


manual/MS Excel project planning
Does most of the required calculations
Wide range of graphs, charts, reports
Very customizable, very flexible
Makes communicating project status
easier expectation management
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MS Project Hazards
Review

Very Automated easy to lose touch


No Risk Assessment function
Must be done in MS Excel/manually

Based on PERT/CPM but also influenced by


EVM

Weighs by project/task costs, not just completion


Does not consider intangible progress that is
common in Social Sciences projects
Knowledge as part of the process, not just the result
Progress as part of the process not just task completion
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Tips for Using MS Project


Know the project goal before beginning
Know the required tasks before beginning
Identify resources before beginning
Identify task relationships before beginning
Refer to the tutorial as often as needed
Refer to help section as often as needed
Keep the configuration as simple as possible
Avoid losing touch with the project
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MS Project
Final Thoughts

MS Project is only a tool it does not create or

own the project it reflects the data provided


The simpler the configuration, the easier the
data will be to understand, for all involved
If the plan doesnt look right, it probably isnt
Check resource and task assignments/relationships
Check constraints and dependencies
Look for what has changed in a plan and follow the
clues - a small unintentional change can wreak havoc

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Resources Used in This Unit


Dr. Anthony Filipovitch
MS Project, by

Microsoft Corporation
MS Excel, by Microsoft
Corporation
PM Body of Knowledge
(PMBOK), Philadelphia:
PMI, 2000

Project

Management
Institute (PMI)
Resource Center
Project Management
Institute Website

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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

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