MICROSOFT PROJECT 2010

Two Days Training Workshop

Conducted By

iECLAT, Mumbai

What is a project?
ProjectAtemporaryendeavorundertakentocreateauniqueproduct,service
orresult
How Temporary?
Has a finite duration with a definite beginning and an end
Ceases when objectives have been met
Team disbands on project completion
How Unique?
Produced as a result of the project is different in some way or the other

Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
2010
Ver1.0,
MS Project
2010,
Ver1.0Jun
Jan 2011
2011

Confidential

Slide: 2 of 30

Examples of Project
Buildingconstruction
Roadconstruction
Shutdownproject
Weddingceremony
Movingofficetoanewlocation
etc.

Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 Jan

Confidential

Slide: 3 of 30

Using a Project Selection

Matrix
Financialreturn

Effectonemployees/alignmentwithcorporate
culture
Technicaladvancementorinnovation
Marketvalue/share
Publicperception
Alignmentwith/advancementofcorporate
planning

Conducted by
Conducted
by
Software Technology
Group
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 4 of 30

Triple Constraint Theorem

Evaluate the competing demands of Scope, Time, Cost

and their impact on Quality ensuring
12/09/15
Customer satisfaction
Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
2010
Ver1.0,
MS Project
2010,
Ver1.0Jun
May 2011
2011

Confidential

Slide: 5 of 30

What is a Project
Management?
Project ManagementThe application of Knowledge,
Skills, Tool & Techniques, to
project activities in order to meet
the Project objectivities

Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
2010
Ver1.0,
MS Project
2007,
Ver1.0Jun
May 2011
2010

Confidential

Slide: 6 of 30

What is a Project
Management?

KnowledgeThroughsubjectsandexperience
SkillsLeadership,communication,motivation,
negotiation,problemsolving,Budgetingetc.
ToolsandtechniquesEquipments,concepts
andsoftware.E.g.lathe,excavator,AutoCAD,MS
OfficeProjectetc.

Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2010
2011
MS Project2010
2007,Ver1.0,
Ver1.0 May

Confidential

Slide: 7 of 30

Activity Definition
Decomposingtheworkpackagefurtherinto
TasksandActivities

Decomposetheworkonlyuptothelevelyouwouldliketotrackit

Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
2010
Ver1.0,
MS Project
2010,
Ver1.0Jun
May 2011
2011

Confidential

Slide: 8 of 30

Activity Sequencing
Identifyingthetaskrelationshipsandsupplying
therightsequence
DependencyTypes:
MandatoryHardLogic
DiscretionarySoftLogic
External

Conducted by
Conducted by
Software Technology Group
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
2010
Ver1.0,
MS Project
2010,
Ver1.0Jun
May 2011
2011

Confidential

Slide: 9 of 30

Task Relationships
There exists four types of Task relationships

FS:FinishtoStart

SF:StarttoFinish
SS:StarttoStart
FF:FinishtoFinish

Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
2010
Ver1.0,
MS Project
2007,
Ver1.0Jun
May 2011
2010

Confidential

Slide: 10 of 30

Duration Estimation
PERT- ProgramEvaluationReviewTechnique
Threepointanalysis:
Pessimistic
Optimistic
MostLikely
Pert=(P+O+4M)/6
Standarddeviation=(P-O)/6

Conducted by
Conducted by
Software Technology
Group
iECLAT,
Mumbai
Conducte

Two Days Training Workshop on

MS-Project
2010
Ver1.0,
MS Project
2010,
Ver1.0Jun
May 2011
2011

Confidential

Slide: 11 of 30

Bar charts and activity

networks

Graphicalnotationsusedtoillustratethe
projectschedule.
Showprojectbreakdownintotasks.Tasks
shouldnotbetoosmall.Theyshouldtake
aboutaweekortwo.
Activitychartsshowtaskdependenciesand
thecriticalpath.
Barchartsshowscheduleagainstcalendar
time.

Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 12 of 30

Task durations and

Activity
Duration (days)
Dependencies
dependencies
T1

T2

15

T3

15

T4

10

T5

10

T2, T4 (M2)

T6

T1, T2 (M3)

T7

20

T1 (M1)

T8

25

T4 (M5)

T9

15

T3, T6 (M4)

T10

15

T5, T7 (M7)

T11

T9 (M6)

T12

10

T11 (M8)

Conducted by
iECLAT, Mumbai

T1 (M1)

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 13 of 30

Activity network
14/7/03

15 days

M1

T3

8 days

T9

T1

25/7/03

4/7/03
start

15 days

5 days

4/8/03

T6

M4

M3

25/8/03
M6
7 days

20 days

15 days

T7

T2
25/7/03

10 days

M2

T4

T11

10 days
T5

5/9/03

11/8/03
M7

T10

18/7/03

M8

15 days

10 days
T12

M5
25 days

Finish

T8
19/9/03

Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 14 of 30

Activity timeline
4/7

11/7

18/7

25/7

1/8

8/8

15/8

22/8

29/8

5/9

12/9

19/9

Start
T4
T1
T2
M1
T7
T3
M5
T8
M3
M2
T6
T5
M4
T9
M7
T10
M6
T11
M8
T12
Finish

Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 15 of 30

Staff allocation
4/7
Fred

11/7 18/7 25/7

1/8

8/8

15/8 22/8 29/8

5/9

12/9 19/9

T4
T8

T11
T12

Jane

T1
T3
T9

Anne

T2
T6

Jim
Mary

Conducted by
iECLAT, Mumbai

T10

T7
T5

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 16 of 30

Critical Path Method

Aprojectschedulingtechniquethatdeterminesthe
earliestpossibleprojectcompletiondateorduration
Techniquestoarrivetoacriticalpath:
Forward

pass :Arrivetoafinishdatecalculating
fromastart
Backward

fromanend

Conducted by
iECLAT, Mumbai

pass :Arrivetoastartdatecalculating

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 17 of 30

Critical Path Facts

A critical path is typically the longest path in
the network diagram
Activities on the critical path has zero float
Critical path may change during the course of
the project
There is definitely one critical path in the
project
There can be multiple critical paths in the
project
More are the critical
Two Days Training
Workshop
on
paths,
more
is the
Conducted by
iECLAT, Mumbai

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 18 of 30

Resource Estimation
Identifyingwhatresourceswillberequiredintheproject,at
whattimeandinwhatquantity
Defineresourceattributes
Resourcetype(work,material)
Resourcecalendar(workingtime,leaves)
Resourcecostratetables(ifapplicable)
Resourcegroup(s)
Work Resource

Example

Individualpeopleidentifiedbyname

Ravinder;Himanshuetc.

Individualpeopleidentifiedbyjobtitleor
function

Director;cameraoperator
etc.

Groupsofpeoplewhohavecommonskills

Electricians;carpentersetc.

Equipment

Camera;600-wattlightetc.

Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 19 of 30

Schedule Development
Arriving to a final project schedule,
with a schedule base line and a cost
baseline, considering all constraints
& assumptions.

Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 20 of 30

Project Monitoring
Monitoring the overall project
progress, ensuring it is as per the
approved plan so that there is
little or no variance, influencing
the factors impacting the project
to change, and taking preventive
or corrective action as needed.
Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 21 of 30

Project Variance
Difference between baseline and the actual
work done or cost incurred is the Project
variance
Positive (+) schedule variance implies project a
head of schedule
Negative (-) schedule variance implies project
behind schedule
Positive (+) cost variance implies project under
budget
Negative (-) cost variance implies project over
budget
Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 22 of 30

MS project Features
Comprehensiveplanningandmonitoringtoolforprojects
Encompassesprojecttimemanagementcompletely
Helpmanageprojectcostspeople,material,machinecost
Allowsmultiplebaseliningandmeasurementofprojectperformanceaccordingly
Generatesvariousreportsasdeemeddesirableduringthecourseoftheproject
Facilitatesperformingvariouswhatifscenarios
Allowscustomization
IntegrationwithMSofficeapplication
Ithascomethrualongway
MSproject98>MSprojectstandard/professional2000>MSprojectstandard/
professional2003>MSprojectstandard/professional2007(BETA)>MSproject
standard/professional2010

Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 23 of 30

Key
definitions
Task : Anactivityatthelowestlevel.Actualworkdonehere,resource,duration,
cost,workisestimatedattasklevel.
Summary task:Ataskthathasmorethanonetasksunderit.Workdoneatthe
tasklevel,andresource,duration,workestimatemadeatthetasklevelrollsupto
summarytasklevel.
Unit: Numberorresource(s)assignedagainstatask,dependingupontheirlevel
ofallocation.
Work:Totaleffortrequiredforatask(unitxduration).
Duration: Differencebetweenthefinishdateandthestartdate.
Effort:Amountoftimeinvestedbytheresourceinperformingandactivityis
consideredtobedirectlyproportionaltotheworkcompleted.
Calendar:Definingtheworkingtime,markingweeklyoffs,holidaysetc.
Schedulingcalculationsarebasedprimarilyonthecalendars.
Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 24 of 30

About Tasks

Entering tasks:Tasksareenteredintheentryarea,preferablysequential,without
anyblankrowinbetween.
Task Outlining: TasksareoutlinedtocreateaWBSusingtheIndent&outdent
buttons.
Entering Duration:Durationsareenteredatsub-tasklevelandcanbeenteredin
Minutes,Hours,days,weeksandmonths.
Split Tasks: Ataskcanbesplit,ifworkisdistributed.
Recurring Tasks:Anactivitythatre-occursduringtheprojectatregularintervals
canalsobescheduledintheplan.
SORT, Filter, Group Tasks: Taskscanbesorted,filteredorgrouped,depending
upontherequirement,withoutdisturbingtheactualWBS.
Task information:Doubleclickingonanytaskspopsupawindowwhichisthe
Taskinformationbox.AlsoknownastheWBSdictionary.
Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 25 of 30

ABOUT TASKS
TasktypesDependingonthenatureofactivitiestaskscanbeofthree
types
1.FixedUnits(EffortDriven/Non-EffortDriven)Default
2.FixedWork(EffortDriven/Non-EffortDriven)
3.FixedDuration

Projectusesaschedulingformulatocalculatethedifferentelementsofaproject
schedule:Duration=Work/ResourceUnits.
Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 26 of 30

About Tasks
Task Constraints-Dependinguponthenatureofactivities,taskcanbe
constrainedduetosomedependenciesandmayneedtobescheduled
accordingly.Thereareeighttypesoftaskconstraints:
1.Flexible
AsLateAsPossible
AsSoonAsPossibleDefault
2. Semi-Flexible
FinishNoEarlierThan
FinishNoLaterThan
StartNoEarlierThan
StartNoLaterThan
3. In-Flexible
MustFinishOn
MustStartOn

Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 27 of 30

About Calendars
MultipleCalendarscanbecreated,dependingupontherequirement.Base
calendarsavailableareinfollowingforms:
Standard
NightShift
24Hours
Calendarscanbeappliedto:Project
Resources
Tasks
Time Scale
Task get scheduled according to Project calendars. By default. Later the tasks calendar takes
precedence and then the resource calendar takes precedence.

Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 28 of 30

About Resources
EnteringResourcesResourcesareenteredintheresourcesheet.Theycanbe
eitherGenericorActual
ApplyingattributesResourceattributesaappliedfromtheresourceinformation
dialogbox.Attributeslikegroup,work/material,units,cost,calendaretc
AssigningResourcesResourcesareassignedfromtheentrysheet.
ResourcelevelingDependinguponthetasksschedules,resourceallocation,
resourcesmayrequireleveling.TherearemultiplewaystolevelResources
automatic,manual,settingworkcontours,increasingmaxunitsetc.,asfeasible.

Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 29 of 30

LET US
NOW HAVE SOME
CASE STUDY TO
IMPLEMENT
Conducted by
iECLAT, Mumbai

Two Days Training Workshop on

MS-Project
Jun2011
2011
MS Project2010
2010,Ver1.0,
Ver1.0 May

Confidential

Slide: 30 of 30