MS PROJECTS BASICS

OBJECTIVE
Project Management Overview MS Projects

PROJECT MANAGEMENT OVERVIEW

PROJECT AND PROJECT MANAGEMENT

PROJECT :
A temporary endeavor undertaken to create a unique product or service.

PROJECT MANAGEMENT : Project management is the application of knowledge, skills, tools, and techniques to project activities to meet the project requirements.

NEED FOR PROJECT MANAGEMENT

The primary Requirement of project management is to achieve all of the project goals and objectives while honoring the preconceived project constraints - scope, time, and budget The time constraint refers to the amount of time available to complete a project. The cost constraint refers to the budgeted amount available for the project. The scope constraint refers to what must be done to produce the project's end result.

PROJECT MANAGEMENT
Project management is accomplished through the appropriate application and integration of the 5 Process Groups & 9 Knowledge Areas.

5 Process Groups are: Initiating Planning Executing Monitoring and Controlling Closing

9 Knowledge Areas: Integration Management Scope Management Time Management Cost Management Quality Management Human Resource Management Communications Management Risk Management Procurement Management

PROJECT MANAGEMENT - SCOPE

Scope Management is covered under the following process groups Planning Process Group 1. Scope Planning 2. Scope Definition 3. Create WBS Monitoring & Controlling Process Group 1. Scope Verification 2. Scope Control

PROJECT MANAGEMENT - TIME

Time Management is covered under the following process groups Planning Process Group 1. Activity Definition 2. Activity Sequencing 3. Activity Resource Estimating 4. Activity Duration Estimating 5. Schedule Development Monitoring & Controlling Process Group 1. Scope Verification 2. Scope Control

MS PROJECT BASICS

MS PROJECT TOPICS
CREATING A PROJECT PLAN

TRACKING AND MONITORING

1. Getting Started
2. Calendars 3. Task Types 4. Project Information 5. WBS 6. Activity definition 7. Activity sequencing 8. Activity duration estimation 9. Project Baseline 10. Critical Path 11. Constraints

1. Planned % Complete
2. Project Plan Updation

CREATING A PROJECT PLAN IN MS PROJECTS

GETTING STARTED
Before making the Project Plans the following need to be taken care of:

1. Project Scope - What has to be included in the Project Plan 2. Project Deliverable or WBS How the scope can be broken down into more manageable parts 3. Project Calendar Defining the no of working Days and hours

during the entire project duration.

GETTING STARTED

STARTING MS PROJECTS

CALENDAR CREATING A NEW CALENDAR

CALENDAR CREATING A NEW CALENDAR

PROJECT INFORMATION

CREATE WORKBREAKDOWN STRUCTURE

ACTIVITY DEFINITION

ACTIVITY SEQUENCING
FINISH TO START Relationship between activities in which start of an a successor activity depends on the finish of the predecessor.

START TO START Relationship between activities in which start of an a successor activity depends on the start of the predecessor.

ACTIVITY SEQUENCING
FINISH TO FINISH Relationship between activities in which finish of an a successor activity depends on the finish of the predecessor.

START TO FINISH Relationship between activities in which a successor activity cannot complete until its predecessor starts.

ACTIVITY SEQUENCING

ACTIVITY DURATION ESTIMATION

PROJECT BASELINE

PROJECT BASELINE

CRITICAL PATH
Step1: Select Tracking Gantt from the view menu Step 2 : Format the time scale to see the entire tracking Gantt chart

CONSTRAINTS
Constraints are broadly classified as under

Flexible Constraints - They dont tie a task to a specific date - Flexible constraints in MS Projects are i. As soon as possible ii. As late as possible
Semi- Flexible constraints - They have a date associated with them but dont require the task to start or finish on the exact dates. -Semi Flexible constraints in MS Projects are i. Start no earlier than ii. Start no later than iii. Finish no earlier than iv. Finish no later than

CONSTRAINTS
Inflexible constraints -They tie the tasks start and finish date to a specific date - Inflexible constraints in MS Projects are i. Must Start on ii. Must finish on

TRACKING AND MONITORING THE PROJECT PLAN

STEPS TO BE FOLLOWED FOR PLAN UPDATION

COMPUTE PLANNED % COMPLETE UPDATE THE % COMPLETION OF INDIVIDUAL TASKS AND THE ACTUAL START AND FINISH DATES WHEREVER APPLICABLE AS ON THE DATA DATE

RESCHEDULE THE UNCOMPLETED WORK TO START AFTER THE DATA DATE

PLANNED % COMPLETE
The planned % complete is used for the S- Curve Depending upon the frequency of updation the data dates are finalized. The project is then updated on these data dates as shown below. Tools Tracking update Project

PLANNED % COMPLETE

PLANNED % COMPLETE
Planned % complete
120 100

80 60
40 20 0 Planned % complete

Planned % Complete
Data Date

3%

11%

24%

24%

24%

26%

29%

32%

39%

53% 53%

58%

68%

92%

100%

18-Aug 22-Aug 27-Aug 1-Sep 6-Sep 11-Sep 16-Sep 21-Sep 26-Sep 1-Oct 6-Oct 11-Oct 16-Oct 21-Oct 25-Oct

UPDATING THE PROJECT PLAN

Columns to be included: 1. Baseline Start 2. Baseline Finish 3.Actual Start 4 Actual Finish Update individual tasks ( % complete and actual start and finish dates) Example : Data date : 22 August Task : Basic Engineering % complete: 100% Actual Start: 19th August 11 Actual Finish: 22nd August 11 Reschedule uncompleted task from 23rd August 11

UPDATING THE PROJECT PLAN

UPDATING THE PROJECT PLAN

S CURVE PLANNED vs. ACTUAL

120
100 80

60
Planned % Complete 40 20 0 Actual % Complete

Actual % Complete Planned % Complete Data Date

0% 3% 18-Aug

8% 11% 24% 24% 1-Sep 24% 26% 29% 32% 39% 53% 53% 58% 68% 92% 100%

22-Aug 27-Aug

6-Sep 11-Sep 16-Sep 21-Sep 26-Sep 1-Oct 6-Oct 11-Oct 16-Oct 21-Oct 25-Oct

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