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A Guide To Working with MS Project

Booklet 3

Prepared for: ENT 6A6 Project Management for

Enterprise

By Dr. Sylvie Studente

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CONTENTS Reopening a Project File ………………...…………………....………………………. 03 Recording the Final Baseline ...………...…………………....………………………. 03 Resaving the Baseline ……………………...……...………………………..………….. 03 Entering Actual Project Progress ……...………………………...…………….……. 04 Updating Tasks To-Date as Complete …...……...………………………..………….. 04 Recording Individual Task Progress …...……..……………….…………..………….. 05 Viewing the Tracking Gantt …...…………………………..………………..………….. 06 Viewing Variance Tables ………….....……………………………………………...… 07 Viewing Task Variance …….…………………..………….………………..………….. 07 Viewing Cost Variance ………………………….………………………………...…….. 08 Applying Filters ………………...……………………………..……….………..……… 09 Filtering Late Tasks ……………………..….……………………………………….……. 10 Creating Project Reports ……………………….…..…….……………….………….. 11 The Project Overview Report …………………..………….………………..………….. 11

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Recording Actual Project Progress in MS-Project Reopening a Project File To reopen a project file:

➢ Click on the “File” menu ➢ Select “Open” ➢ Select the file you want to open in MS Project

Recording the Final Baseline Remember that the baseline is a record of our original planned project against which actual progress can be compared. A baseline records information relating to our schedule and costs. When using the baseline to record actual progress we can measure our project performance in terms of; task start and finish times and task costs. This allows the project manager to identity any deviations from the project plan and take corrective action where necessary. To make sure you have saved the final Baseline:

➢ Click on the “Project” tab ➢ Click the arrow underneath the “Set Baseline” icon ➢ From the drop down menu select “Set Baseline”

➢ The ”Set Baseline” Dialogue box then appears ➢ Select “Set Baseline” for the “Entire Project” ➢ Click “Ok”

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➢ The Baseline is now saved ➢ Save the project file by selecting the “File” tab and then “Save”

Entering Actual Project Progress In recording the actual project progress, we can track tasks up to the current date as completed. We can also record project tasks as partially completed. The software will then use the tracked progress to calculate the current project spent and schedule. From this, the software relays how much of the budget is remaining, and how much time is remaining on the project. Updating Tasks To-Date as Complete To track tasks up to the current date as complete:

➢ Click on the “Project” tab ➢ Select “Update Project” ➢ The Update Project dialogue box then appears ➢ Select “Update work as complete through” and specify today’s date ➢ Select “set 0 – 100% complete” ➢ In the “For” option select “Entire Project” ➢ Click “ok”

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In the Gantt view, the blue ticks in the task information column indicate that the tasks are recorded as completed 100%.

However, this is not realistic for most projects. Instead it may be more appropriate to record the progress for individual tasks so that partially completed tasks can be recorded. Recording Individual Task Progress Firstly, ensure you are in Gantt view (Select the “View” menu and click on the Gantt Chart icon to the left of the screen)

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Then to record individual task progress:

➢ Click on the name of the Task you want to update the progress for ➢ Select the “Task” tab ➢ In the “Schedule” are select the percentage of completion you want to apply ➢ Percentage of completion are recorded as; 0%, 25%, 50%, 75% and 100%

Viewing the Tracking Gantt The Tracking Gantt can be used to visually track the project progress. To view the Tracking Gantt take the following steps:

➢ Click the “View” tab ➢ Select the drop-down arrow underneath the “Gantt Chart” icon ➢ Select Tracking Gantt ➢ The Tracking Gantt is then displayed

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Viewing Variance Tables Once we start to record the project’s progress, we can check the variance to assist with Monitoring and Controlling the Project. The key Variance information of concern to the Project Manager is Task Variance and Cost Variance. Viewing Task Variance We can use MS-Project to view task variance (i.e. when tasks start or finish earlier or later than planned). To view “Task Variance”:

➢ Ensure you are in Gantt View ➢ Click the “View” tab ➢ Click the drop-down arrow underneath “Tables” ➢ Select the “Variance” option

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➢ The Task Variance Table will then be displayed. The Task variance table allows us to compare;

- The baseline start date and actual start date for a task - The baseline finish date and actual finish date for a task - The “Variance” (difference) between the baseline start and actual start - The “Variance” (difference) between the baseline finish and actual finish

Viewing Cost Variance We can use MS-Project to view cost variance (i.e. the difference between our baseline costs and actual costs). To view “Cost Variance”:

➢ Click the “View” tab ➢ Click the drop-down arrow underneath “Tables” ➢ Select the “Cost” option

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➢ The Cost Variance Table will then be displayed.

Applying Filters We can apply filters to project data to allow us to view/focus on a sub-set of the project data. For example, we can apply a filter to view information regarding:

- Active tasks - Completed tasks - Critical tasks - Incomplete tasks - Late tasks

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Late Tasks To apply a filter to project data;

➢ Select the “View” tab ➢ Click the drop-down arrow next to “Filter” ➢ In this example I have selected “Late Tasks”

The filter will then be applied

In the above example the filtered data shows the project tasks that are late. For each task the software shows:

- The percentage of task completion - The actual duration - The remaining duration - The actual cost of the task - The number of actual work hours undertaken

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To remove the filter, take the following steps:

➢ Select the “View” tab ➢ Click the drop-down arrow next to “Filter” ➢ Select “No Filter”

Creating Project Reports There are several project reports the software can produce based on the project data entered. These reports are useful for reporting the project status. To create a project report, take the following steps:

➢ Select the “Report” tab ➢ Click the drop-down arrow under “dashboards” ➢ In this example I selected “Project Overview”

The Project Overview Report The project overview report shows:

- The percentage of project completion - Milestone tasks due - The percentage of completion for individual project phases - A list of tasks that are running late

The reports can be printed for discussion in project team meetings and milestone review points.

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