IT Project Management Individual Assignment
IT Project Management
version 1.0
Diploma in Information Technology
Copyright © 2020 by Singapore Institute of Management Pte Ltd. All rights reserved.
Lesson 10: Use of Microsoft Project
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Learning objectives
Demonstrate how to use Microsoft Project to track IT projects a company is working on.
Guide to using Microsoft Office Project to assist in performing project management functions.
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10.1 What is Microsoft Project
Microsoft Project is a Project Management software developed by Microsoft to assist project managers in their work.
It has functionalities such as scheduling management, resource management, progress tracking, budget management, and analysing workloads.
Comes in two editions, Standard and Professional
File format is .mpp
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10.2 History of Microsoft Project
Software first released in 1984 for MS-DOS.
Initially used as an internal tool to aid in the management of multiple software projects within the company
A Windows and Macintosh version was released in the 1990’s
Latest version for Windows is Microsoft Office Project 2019
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10.3 How MS Project relates to PM processes
MS Project can support in 13 processes across the different knowledge areas indicated in bold.
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10.3 How MS Project relates to PM processes
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10.4 User Interface
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10.4 User Interface
| Section | Name |
| 1 | Project Filename |
| 2 | Quick Access Toolbar |
| 3 | Window Sizing Buttons |
| 4 | Ribbon tabs, groups, and buttons |
| 5 | Timeline View |
| 6 | View Bar |
| 7 | Current Table/Tasks View |
| 8 | Current Timescale/Gantt View |
| 9 | Divider |
| 10 | Status Bar |
| 11 | View Buttons |
| 12 | Zoom Slider |
2. Quick Access toolbar – can be customized 3. Window sizing buttons – Top will resize MS Project Application. The bottom will resize the current Project file. 4. Ribbon tabs, groups, and buttons – The ribbon has many tabs. Each tab has many groups that are made up of buttons and drop-down lists that are related to each other. 5. Timeline view – default view comes with the Timeline view. 6. View bar – displays the name of the current view. 7. Current table – displays the columns of the currently defined table. 8. Current timescale – can be either time-phased work or Gantt chart 9. Divider separating the current table and the timescale (Gantt chart). It can be moved to expand either the table or the time-phased chart. 10. Status Bar – Located on the bottom left corner of the window, it lets us know the status of the project file such as ready or calculating. It also lets us know if our tasks are being manually or automatically scheduled. 11. View buttons – quickly change views 12. Zoom slider – located on the bottom right of the window, it is used to adjust the timescale to zoom in and out.
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10.5 Basic Navigation
Create a new Project
Project Information
Calendar
Views
Task Views
Resource View
Tasks, Summary, Milestone
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10.5.1 Create a New Project
[File > New > Blank Project]
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10.5.2 Project Information
[Project > Project Information]
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10.5.3 Calendar
[Project > Change Working Time]
Saturday & Sunday for standard calendar are considered non-working days.
Exception days includes public holiday.
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10.5.4 Views
[View]
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Task
Creating a new specific work to perform
Summary
Collection of tasks
Milestone
Reference point of a major event in the project
10.5.5 Task, Summary, Milestone
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10.6 Basic Functionalities
Case Study
Creating a Task
Successors and Predecessors
Milestones
Critical Path
Adding Resource
Adding Cost
Updating Completion Status
Reports
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10.6.1 Case Study
Company XYZ is a brick and mortar store selling electronics products. With the introduction of Covid-19 pandemic, the sales of company has been affected.
Company XYZ is exploring moving its products online to increase sales. To do so, the technology team proposes setting up an E-commerce site.
The site should include basic user login, backend portal to manage products and the ability to checkout using online payment methods
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10.6.1 Creating a Task List from WBS
E-Commerce Project
User Management Module
Products Module
Payment Module
Create new User
4 days
Forgotten Password
3 days
Add new Product
5 days
Insert Image to Product
3 days
Integrate payment gateway
10 days
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10.6.2 Creating a Task List
| Code | Tasks | Duration |
| 1 | User Management Module | |
| 1.1 | - Create New User | 4 days |
| 1.2 | - Forgotten Password | 3 days |
| 2 | Products Module | |
| 2.1 | - Add new Product | 5 days |
| 2.2 | - Insert Image to Product | 3 days |
| 3 | Payment Module | |
| 3.1 | - Integrate Payment Gateway | 10 days |
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10.6.2 Creating a Task List
Create the tasks in Microsoft Project using the WBS.
Conditions
Start Date to be 2nd August 2021
Set all to be automatic scheduling tasks
Constraint type – As soon as possible
All silo tasks. No predecessors.
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10.6.2 Creating a Task List
[Double click on Task]
Summary Task Information
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10.6.2 Creating a Task List
Notice how the tasks are all executed in silo. That is usually not the case for project management because some tasks cannot start prior to the completion of previous task (predecessors).
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10.6.3 Successors and Predecessors
[Continue from case study] The technology team has came up with new requirements. Some tasks needs to be completed prior to development indicated in the predecessors column. The values of the predecessors are referring to the WBS code.
| Code | Tasks | Duration | Predecessors |
| 1 | User Management Module | ||
| 1.1 | - Create New User | 4 days | |
| 1.2 | - Forgotten Password | 3 days | 1.1 |
| 2 | Products Module | ||
| 2.1 | - Add new Product | 5 days | 1.2 |
| 2.2 | - Insert Image to Product | 3 days | 2.1 |
| 3 | Payment Module | ||
| 3.1 | - Integrate Payment Gateway | 10 days |
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10.6.3 Successors and Predecessors
After inclusion of predecessors
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10.6.4 Milestones
Add a demo milestone after each module is developed. Demo date should be set on the last day of the module’s last task
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10.6.4 Milestones
Add a demo milestone after each module is developed.
Constraint to finish no earlier than the finished date of the latest task for the module
Milestones denoted by a diamond symbol in Gantt chart.
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10.6.5 Constraint Type
| Constraint | Description |
| As Late As Possible (ALAP) | The task starts as late as it can without delaying other tasks. This is the default constraint when you schedule from the project finish date. |
| As Soon As Possible (ASAP) | The task starts as soon as possible. This is the default constraint when you schedule from the project start date. |
| Start No Earlier Than (SNET) | The task starts on or after a specific date. |
| Finish No Earlier Than (FNET) | The task finishes on or after a specific date. |
| Start No Later Than (SNLT) | The task starts on or before a specific date. |
| Finish No Later Than (FNLT) | The task finishes on or before a specific date. |
| Must Finish On (MFO) | The task finishes on a specific date. |
| Must Start On (MSO) | The task starts on a specific date. |
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10.6.6 Critical Path
[Format > Check Critical Tasks]
All critical tasks will be highlighted red
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10.6.7 Adding Resources
Add the resources into the Project.
| Code | Tasks | Duration | Predecessors | Resource |
| 1 | User Management Module | |||
| 1.1 | - Create New User | 4 days | Marcus | |
| 1.2 | - Forgotten Password | 3 days | 1.1 | Marcus |
| 2 | Products Module | |||
| 2.1 | - Add new Product | 5 days | 1.2 | Joel |
| 2.2 | - Insert Image to Product | 3 days | 2.1 | Ken |
| 3 | Payment Module | |||
| 3.1 | - Integrate Payment Gateway | 10 days | Dorothy |
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[Resource > Assign Resources]
Multiple resources could be assigned to each task
10.6.7 Adding Resources
Select Resource and Click on “Assign”
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10.6.7 Adding Resources
After inclusion of Resource
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10.6.8 Adding Cost
[View > Resource Sheet]
Add the costings to the respective resources
| Resource | Cost |
| Marcus | $200/day |
| Joel | $20/hr |
| Dorothy | $250/day |
| Ken | $50/hr |
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10.6.8 Adding Cost
Options to bill resource includes:
After completion of task
Before completion of task
Prorated
Task 1.1: 3 days * $200 = $600
Task 1.2: 4 days * $200 = $800
Total Cost: $600 + $800 = $1,400
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10.6.9 Completion
Updating the completion percentage of a task
[View > Task Form]
Select the task, update the % Complete field
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10.6.10 Reports
Updating the completion percentage of a task
[Project > Reports]
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Questions?
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