Microsoft Project Presentation For Beginners
- 1. Microsoft Project Presentation By Corey Johnson 10/11/00
- 2. What is a Gantt Chart? • A Gantt Chart is a visual tool to help Plan, Manage, and Track a project or projects.
- 4. Planning a Project • Define Goals • Develop Tasks • Establish Timeframes • Resource Availability? • Organize
- 5. Managing and Tracking a Project • Track Progress – Are the tasks being completed on time? – Is one task holding up the whole project? • Manage Finances – Is the project going to stay within the budget?
- 6. Using MS Project • Define the Project • Build the Plan – Set a start date – Enter tasks/durations – Assign resources – Link tasks – Fine tune the plan
- 7. Using MS Project (cont’d) • Track and Manage – Set a baseline – Enter actuals – Adjust plan • Close Project
- 8. Defining the Project • The objective of the project should be defined by the person/group that is going to manage the project. • Tasks, start times, and deadlines should be clearly established.
- 9. Setting a Start Date • When opening a new Microsoft Project file, the user is automatically prompted for a start date. Setting an accurate start date will make future entries more convenient.
- 10. Entering Tasks and Durations • Tasks are entered in the “Task Name” column • Subtasks are created by indenting a task. • Durations may be entered in number of working days or start and finish dates may be used
- 12. Standard Markers • Normal Task – designates ordinary task duration • Summary Bar – designates the duration of a group of sub-tasks
- 13. Special Markers • Milestones – A reference point marking a major event in a project and used to monitor the project's progress – To create a milestone, Enter “0” in the duration field
- 14. Changing Marker Styles • Double-click on the Marker you want to change and format accordingly
- 15. Assigning Resources • A resource can be a single person, a piece of equipment, or it can represent a group, such as Plumbers • Information on resources include Availability, Costs, and Working Time • Resources are very important in accurate scheduling
- 16. Assigning Resources • To Assign a Resource: – Select the task to which you want to assign the resource – Click the Assign Resources button on the toolbar
- 17. Assigning Resources • If resources are not already set up, double click on the name box
- 18. Assigning Resources • Enter pertinent information and click OK.
- 19. Assigning Resources • When a resource has been selected, click Assign
- 20. Linking Tasks • Some tasks require that another task be completed before it can begin. These tasks must be linked. • Tasks and subtasks are linked by assigning Predecessors.
- 21. Linking Tasks • Predecessor – A task that must start or finish before another task can start or finish • Successor – A task that cannot start or finish until another task starts or finishes – A task becomes a successor when a row number is entered in the predecessor column
- 22. Linking Tasks
- 23. Fine Tune the Plan • When all resources have been assigned and appropriate tasks are linked, the original Gantt chart will be complete • Check to make sure tasks have been linked correctly and task durations are correct • The project is now ready to begin
- 24. Set a Baseline • A baseline compares your original plan for the project with the actual course of the project. • You can see which tasks started earlier or later than planned, exceeded their original budget, took longer than planned, and so on.
- 25. Set a Baseline • Create a baseline after you've polished it and just before you actually start work on the project • To track costs, be sure to enter cost information before you create the baseline • Updates can easily be made to the baseline if information is missing
- 26. Set a Baseline • The Baseline plan includes: – Tasks (start and finish dates, duration, work, cost, splits, timephased work, and timephased cost) – Resources (work, cost, timephased work, and timephased cost) – Assignments (start and finish dates, work, cost, timephased work, and timephased cost)
- 27. Set a Baseline • To set a baseline: – Point to Tracking on the Tools menu – Click Save Baseline
- 28. Entering Progress • Update actual start and finish dates for a task. – On the Tools menu, point to Tracking and then click Update Task – Under Actual, type Start and Finish dates
- 29. Entering Progress • Update progress on a task – Double-click on the task to be updated – Enter a percentage – On the Gantt chart, a progress bar appears in the task bar
- 30. Tracking Gantt Chart • Tracks the progress of the project • Shows what tasks are overdue and what has been completed on time • Click on the Tracking Gantt icon to view
- 32. Tracking Progress • Determining if tasks are starting and finishing according to plan: – In the Tracking Gantt, point to Table (View menu) and click Variance – Drag the Divider bar to the right to view variance. – Variance is shown in Days
- 33. Tracking Progress • Determine if tasks cost more or less than budgeted – In the Tracking Gantt, point to Table (View menu) and click Cost – Drag the Divider bar to the right to view Total Cost and Baseline fields
- 34. PERT Chart • Shows a flowchart of the project. • Each box represents a task in the project. • Connecting arrows show dependencies between tasks. • To view, click the PERT chart icon
- 35. Calendar View • Keeps tabs on when tasks occur. • Quickly see how long tasks take, when they start and finish, and how they occur in relation to other tasks. • To view, click the Calendar icon
- 36. Task Usage View • Work with task and resource information side by side. • Easily create useful reports about when a resource is scheduled to work on a task. • To view, click the Task Usage icon
- 37. Resource Graph View • See whether resources are overallocated, what capacity they're working at, and how much they cost in a timescale graph • To view, click the Resource Graph icon
- 38. More Views • Resource Sheet View – Easy way to review, add, edit data about resources • Resource Usage View – Work with resource and task information side by side
- 39. The Project is Now Complete !! • MS Project is a very powerful tool if it is used correctly • This program can save a lot of time for engineers who are interested in time, cost, etc. • Automatically keeps your project organized.
- 40. Thank you !! Please feel free to ask any questions