project and change management
jymthi.co.pettt
using_ms_project.pptxUsing MS Project
Presentation to Accompany the MS Project Assignment During Week Three of IST7060
To Start
Open MS Project
Select a Blank Presentation
Open It
Have your Work Breakdown Structure (WBS) open as well
This is how the blank project will appear
Copy your detail from column A of your WBS ( copy of rows with data, not the entire column)
Now Paste your WBS into the Task Column
When that is done it will look similar to the example below
Find the Indent icon at the top (shown here)
Indent all but the name of your project (line 1)
It will now look like the example below
Now, indent the tasks below each deliverable until your project looks like this
Right hand mouse-click over the column labeled “Duration”, point to Insert Column, and add a column called “Work”
For each task, insert the number of hours of work and the number of days of duration required to complete it.
Remember…
Work indicates the time needed to actually do the task
Duration refers to the amount of time allocated for the work to be done
For eample, you may have a task that takes 16 hours, but, realizing that your team member has other work to do as well, you may allot 4 days duration to complete it
Caution!!!
Do not complete the columns labeled “Start” and “Finish”
Doing so sets up hard constraints within the software
Instead you will shown how to select a start date or finish date when the project file is complete
Also
Do not put hours and days in the deliverable or project name rows
These rows contain formulae that will sum up the work and duration for each task within a deliverable and for each deliverable for the entire project55
When done, your project will look like this
Notice
There are no dates for the tasks
That is because w have not sequenced them yet
That is the next task for you
Sequencing Tasks
We sequence tasks by determining, for each task, the task number that comes just before it
That task is called a predecessor
Task numbers are the line numbers in the software
In my example, task 3 is “Review outcomes from year one training”
In the Predecessor column, for tasks and tasks only, indicate any task that must come before it. You can have multiple tasks numbers separated by commas.
Some tasks happen first – they have no predecessor
Look at the example on the next slide
Here is the example of the project with predecessors indicatedc
Notice
The lines appearing in blue to the right
Look at the next slide and you will see a schedule sequence for the project
And Now for Resources and a Budget
In the upper left hand corner of the software is a tab indicated as the Gantt Chart
This pull down allows you to select views for the project
One of these is called the “Resource Sheet”
Select it
It will look like the next slide
This is where you will enter all of the resources for your project
For our purposes there are two kinds:
People (listed here as Work)
And
Things (listed here as Materials)
Go to the next slide to learn how to enter data here
Entering Resources
Enter data for People as follows:
| Column Name | What to enter |
| Resource Name | The name or type of resource (John, or Web Develop, for example |
| Type | Select Work |
| Max. | Indicates a full time employee; leave at that for class purposes |
| Std. Rate | Cost per hour for the person indicated |
| Ovt. | Cost per hour of overtime for the person indicated |
| Accrue | Leave as prorated |
| Base | Indicated calendar; use Standard |
Entering Resources
Enter data for Materials as follows:
| Column Name | What to enter |
| Resource Name | The type of resources (computer, software, etc.) |
| Type | Select Material |
| Max. | Indicates a full time employee; leave at that for class purposes |
| Std. Rate | Leave blank |
| Cost/Use | Indicate the cost per unit – for one time purschases, these will be selected just once in the project; for multiple uses (as with consumables |
Resource Sheet Example
Now we can add these resources to each task
This process will give us a budget
Go back to the Gantt Chart View (click on the Gantt Chart Icon in the upper left hand corner)
Assigning Resources to Tasks
Assign resources to tasks
Never to deliverables or to the project name
To do this, go to the column named “Resource Names”
Go down until you hit the first task
A pull down tab will appear when you click on the cell for that task
Pull it down and all of the resources you palaced on the resource sheet will appear
Select all that are appropriate for that task by clicking on the box next to it
Each task must have at least one person assigned
Go down until you hit the first task
A pull down tab will appear when you click on the cell for that task
Pull it down and all of the resources you placed on the resource sheet will appear
Select all that are appropriate for that task by clicking on the box next to it
Each task must have at least one person assigned
This is what the resource names column look like when complete
And now to select a start (or finish) date
Some projects must start on a certain date – they finish when the project is done
Other projects must finish on a certain date – they must start early enough to be done by that date
This is easy to do in MS Project
First go to the “Project” ribbon at the top of the software and select “Project Information”
Go to the next slide
This dialogue box appears
Under the tab named Schedule from:
Select either start or finish
One and only one of the two boxes above will highlight
Select the date
Click “OK”
And you are done!!
You now have a project plan with
A schedule
A budget
Resources
You can also see reports, have various additional views, etc.
