ACE2090 Engineering Practice

Tutorial 2

ACE 2090 Engineering Practice Tutorial 2 MS Project 2007 Part 2

Objectives:
1. To learn how to add the resources and cost into tasks. 2. To learn how to track the project. 3. To learn how to select and display a report.

Example Used in this tutorial:

Please download the project named ace2090_t2.mpp from the course website.

Initial scheduled Durations: 24 days (What is the critical path?)

A.

Resources
View Resource Sheet I. Terms: Resources: People, equipment, and consumable items used to complete project tasks. Resource Name: Assign the name of the resource. You will see this name beside the Gantt chart bar. Resource Types: Work, Material, and Cost. - Work: (i) Human resource, like people in the company, consultants, freelancers (ii) equipment which are charged on hourly or daily basis, like rented construction equipment. (Counted by time) - Material: The supplies or other consumable items that are used to complete tasks in a project, like computers, wires (Counted by quantity) - Cost: It is a new function in Project 2007. It is the single expense of the project. (Counted by usage) Material Label: Indentify the quantity of the material that will be consumed. This field is only workable if the type is chosen as Material . Initials: Project will automatically generate it.

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Group: Identify whether the resource belongs to a particular department. Max. Units: Is a percentage that indicates the resource s allocation in daily scheduled work time. Percentage Meaning 100% (default) Single Person Full time (40 hrs / week) <100% Single Person Part time (Max. unit * 40 hrs / week) 100% > A team Max. unit * 40 hrs / week Std. Rate: The amount shows how much cost is added to the project for each hour of work assigned for a material resource. Ovt. Rate: Set the overtime (OT) for a work resource. Cost/ Use: Set the charge of a material resource per use. Accrue. At: Specifies how the Project accounts for the timing of resource costs in the budget for the project. - Prorated (By default): Project adds in costs at the time when work is scheduled. - Start: Cost is paid before the work starts. - End: Cost is paid after the work ends. Base Calendar: Set the type of the calendar, standard (by default), 24 hours or night shift. Code: Identify the resources. II. Add Resources to project Type all the information in the Resource sheet. (From ID 9 ID 11)

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III. Change the working time 1. Define holidays for all people Step 1: Tools Change Working Time Step 2: For Calendar: Standard (Project Calendar) Step 3: Select the dates in the calendar. Now select 4/10/2007 5/10/2007. Step 4: In the Exception tab, type Company holiday in the Name field. Step 5: Press tab and click OK .

2. Define working days for specific person Step 1: Tools Change Working Time Step 2: For Calendar: Manager Step 3: In the Work Weeks tab, click Details Step 4: Select Monday , Wednesday and Friday by holding the Ctrl key. Step 5: Select Set days to nonworking time . Then click OK.

IV. Assign the resources to tasks After you have filled in all the resources, you can assign them into the specific tasks. 1. Assigning the Work Resources Step 1: View Gantt chart Step 2: Select the task Program Design (Core) then click the button (Assign Resources button) in the toolbar. Step 3: In the Resource Name field, choose Junior Programmer Team A and then click Assign button. Step 4: Change Units of Junior Programmer Team A to 300%

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ACE2090 Engineering Practice Now repeat Step 2 to 4 for the rest tasks according to the following table: Task Program Design (Core) Program Design (Interface) System Analysis Documentation Debugging Product Testing Approval Resources Senior Programmer Team Junior Programmer Team B Senior Programmer Team System Analyst Senior Programmer Team Debugger Tester Manager Units 50% 200% 50% 100% 100% 100% 400% 50%

Tutorial 2

Note: You can keep the Assign Resources box open while you work. Before resource assignment:

Original scheduled duration: 24 days After resource assignment:

New scheduled duration: 15.75 days (Why?)

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It is because Project recalculates the duration of the tasks. Effort-driven scheduling: If you apply more resources to a job, you can get it done more quickly. Equation: D = W / U, where D = Duration (the length of time between the Start and Finish of the task) W= Work (the number of person hours required to complete the task) U = Units (the resource s assignment units for work on the task) 2. Assigning the Material Resource Step 1: Select the task then click the Task Resources Product Testing IC Wafer button (Assign Resources) Units 1000 pcs 100 pcs

3. Assigning the Cost Resource Step 1: Select the task Product Testing then click the Step 2: Assign Rental Fee . Click Close to close the dialog box. Step 3: View Task Usage Step 4: Double-click the cost resource Rental Fee . The Assignment Information dialog box opens. Step 5: In the General tab, type HK$5000 in the cost field. Step 6: Click OK. Step 7: View Gantt Chart button (Assign Resources).

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V. Review resource assignment information 1. View Task Usage

2. View

Resource Usage

3. View

Resource Graph (to check with the work over-allocation)

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VI. Resource leveling Resource leveling removes an over allocation by either delaying a task to which the resource has been assigned or by splitting task. From our example, Senior Programmer Team is over allocated. Step 1: View Resource Sheet and select Senior Programmer Team Step 2: Tools Level Resources

Step 3: Keep all default parameters and click Level Now . Step 4: Click the Selected resources option, and then click OK.

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VII. Cost table View Gantt Chart View Table: Entry Cost Enter the Fixed Cost as shown below:

Total Cost Baseline Variance Actual Remaining

(Work * Std. Rate) + (Ovt. Work * Ovt. Rate) + (Per/Use Cost) + Task Fixed Cost Total cost in baseline Total Cost Baseline Cost (Actual Work * Std. Rate) + (Actual Ovt. Work * Ovt. Rate) + (Per/Use Cost) + Task Fixed Cost (Remaining Work * Std. Rate) + Remaining Ovt. Cost

VIII. Assign Overtime working Step 1: View Task Usage Step 2: Insert Column Step 3: Select Overtime Work in Field name, then click OK . Step 4: Select resource System Analyst under System Analysis task. Step 5: Enter 8 hrs in the Overtime Work field.

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B. Tracking Progress
Baseline: The original project plan used to track progress on a project, which includes information about tasks, resources, and assignment. I. Save Baseline Tools Tracking

Set Baseline

Keep all the parameters unchanged, and then click OK. II. Update Progress 1. Update Task Information Step 1: View Gantt Chart Step 2: Double-click the task Program Design (Core) . Step 3: In the Task Information dialogue box, choose General tab. Step 4: Set Percent Complete to 20% 2. Update Resource Information Step 1: View Resource Sheet Step 2: Change Std. rate of Tester to HK$60 . 3. Update Task Resource Information Step 1: View Task Usage Step 2: Reduce the Overtime work of System Analyst to 4 hrs. 4. Update the working time Step 1: Tools Change Working Time Step 2: For Calendar: Standard (Project Calendar) Step 3: Select the dates in the calendar. Now select 8/10/2007. Step 4: In the Exception tab, type Company holiday in the Name field. Step 5: Press tab and click OK . By CHAU Long Ho, Arthur (02/10/2007) Page 9 of 11

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III.

View Changes 1. Cost View Gantt Chart View Table Cost

Note: (i) For the task Program Design (Core) Changes in Actual and Remaining cost (Due to Progress Change) (ii) For the task Product Testing Changes in Variance cost (Due to resource Std. Rate change) 2. Progress View Tracking Gantt

l Red bars indicate the critical path! The red/ blue bars shift to the right due to adding the holiday and the change of the overtime work.

C. Slack and Critical Path

I. Critical Path Step 1: View Gantt Chart Step 2: In the Gantt chart interface, right click and choose Gantt Chart Wizard Step 3: Press Next , then choose Critical Path , press Next for three times. Step 4: Press Format it and then press Exit Wizard .

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II.

Slack Step 1: View Step 2: View

Gantt Chart Table Schedule

Free Slack: The amount of time a task can slip without delaying other tasks. Total Slack: The amount of time a task can slip without delaying the project finish date.

D. Reporting
Report Reports

Reference: Lisa A. Bucki, The Microsoft Office 2007 Survival Guide -END-

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