Eastwood Harris Books, Project Management Training Books and …eastwoodharris.com/DL/SS/160419_MSP2016_sample... · 2016. 5. 3. · Project In all versions of Microsoft Project a

Eastwood Harris Pty Ltd - Microsoft Project Training Material

Sample PowerPoint Slide Show Copyright Eastwood Harris Pty Ltd 1

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Welcome to theEastwood Harris Pty Ltd

Planning and Control Using Microsoft Project 2016

training course

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Administration Evacuation

Timings, meals and facilities

Mobile phones and emails

Introductions Your name

Your position or role

Experience in using scheduling software

What you wish to learn from this course

How you expect to use the software

Course attendance sheet.

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Course ObjectivesThis course objectives are teach:

The user interface and how to create projects,

Creating a schedule without resources,

Filters, Layouts, Grouping and Printing,

Baselines and updating an un-resourced project,

Creating and assigning resources,

Controlling projects with resources and costs,

Tools and utilities,

Successful completion of all the course workshops will confirm that the objectives have been met.

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Course ConductThe course consists of:

The instructor demonstrating the software using a combination of: A PowerPoint slide show and

Live software demonstrations,

Most chapters are then reinforced with student workshops working through a scenario of creating a small project planning the submission of a bid,

The book is for you to keep,

Ask any questions as the course progresses.

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Course AgendaDay 1 Modules1 Introduction2 Creating a Project Schedule3 Navigating and Setting the Options4 Creating Projects and Templates5 Defining Calendars6 Adding Tasks7 Organizing Tasks Using Outlining8 Formatting the Display9 Adding Task Dependencies10 Network Diagram View11 Constraints.



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Course AgendaDay 2 Modules12 Filters13 Tables and Grouping Tasks14 Views and Details15 Printing and Reports16 Tracking Progress17 Creating Resources and Costs18 Assigning Resources and Costs to Tasks19 Resource Optimization20 Updating Projects with Resources.

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Module 1 – IntroductionTopics: Purpose of the course Required Background Knowledge Purpose of Planning Project Planning Metrics Planning Cycle Levels of Planning Monitoring and Controlling a Project.

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1.1 - Purpose of the course

Provide a method for planning, scheduling and controlling projects,

Using Microsoft Office Project Professional 2013 or 2016 or Microsoft Office Project Standard 2013 or 2016,

In a single project environment,

Up to an intermediate level.

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1.2 - Required Background Knowledge The ability to use a personal computer and

understand the fundamentals of the operating system,

Experience using application software such as Microsoft Office, and

An understanding of how projects are managed, such as the processes that take place over the lifetime of a project.

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1.3 - Purpose of Planning The ultimate purpose of planning is to build a model

that allows you to predict which activities and resources are critical to the timely completion of the project,

Strategies may then be implemented to ensure that these activities and resources are managed properly, thus ensuring that the project will be delivered both On Time and Within Budget.

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Planning a project aims to: Identify the total scope,

Plan to deliver the scope,

Evaluate different project delivery methods,

Identify the deliverables under a logical breakdown of the project,

Identify and optimize the use of resources,

Evaluate if target dates may be met,

Identify risks and plan to minimize them,

Provide a baseline plan,

Assist in stakeholders’ communication,

Assist management to think ahead and make informed decisions.



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3.1 Starting Microsoft Project Professional and Standard The start-up screens are slightly different between

the two version because the Professional version has more functions, connects to a Microsoft Project Server and opens files from a server,

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3.1 Starting Microsoft Project Professional and Standard (cont) The Open Other Projects option takes you the

Open screen:

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3.1 Starting Microsoft Project Professional and Standard (cont) Once a new project has been created there are more

options available from the File menu:

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3.2 - Identify the Parts of the Project Screen

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3.3 - Customizing the Screen The toolbars will not be covered in detail in this

course as they operate the same way as all other Microsoft products,

The Ribbon Toolbar has Tabs along the top and Ribbon Groups, which are groups of Command Buttons, below the Ribbon Tabs,

Significant productivity improvements may be made by: Moving the Quick Access Toolbar below the Ribbon

Toolbar,

Ensuring that frequently used functions are made available on the Quick Access Toolbar,

Collapse (Minimize in MSP 2010) the Ribbon which hides the Ribbon Toolbar until required.

NOTE: You may download and import the Eastwood Harris Quick Access Toolbar to save formatting time. Page 54

3.4 - Microsoft Project Windows Multiple Windows may be created for each project,

The View, Window group commands manage multiple windows,

The picture below shows three views of the same project opened at the same time, with the Gantt Chart view on the left being split:



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5.4 - Assigning a Calendar to a Project In all versions of Microsoft Project a new blank

project is assigned the Standard calendar as the Project Calendar when the project file is created,

The Project Calendar is changed using the Project Information form by: Selecting Project, Properties group, Project

Information, and Selecting the alternative calendar from the Calendar:

drop-down box:

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5.5 - Calculation of Task Duration in Days Microsoft Project effectively records Task Durations in

hours and the value of the duration in days is calculated using the parameter entered in the Hours per day: field in the File, Options, Schedule tab:

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Calculation of Duration in Days The picture below shows:

Task 1 has the correct duration in days,

Task 2 shows a duration that is clearly misleading,

Task 4 and 5 display the duration in hours and are not misleading when the calendar column is also displayed,

Microsoft Project works best if all calendars have the same number of hours per day,

Ensure you understand this subject completely before changing the number of hours per day in any calendar.

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5.6 - Effect on Calendars when Saving to 2000 – 2003 Format When a project file is saved from Microsoft Project

2007 format or later to 2000 – 2003 format all the calendar notes are lost and each repeating nonwork period becomes an individual nonwork period without the note,

Before saving to 2000 – 2003 format:

After saving to 2000 – 2003 format:

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5.7 - Selecting Dates With the introduction of Microsoft

Project 2007 there was a slight loss of functionality in selecting dates by the removal of the drop-down box that allowed the selection of months and the ability to scroll by year,

A calendar form is displayed by clicking on a date cell with the mouse pointer: The month may be scrolled forward or

backward by clicking on the blue arrows,

A date is selected by clicking on it, and

When a date is selected a constraint will be set, without warning.

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Module 5 – Defining Calendars -SummaryTopics: Understanding Calendars Editing Calendars Creating a New Calendar Assigning a Calendar to a Project Calculation of Task Durations in Days Effect on 2010 and 2007 Calendars when

Saving to 2000 – 2003 Selecting Dates Workshop 3 Maintaining the Calendars.



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Module 10 – Network Diagram View - SummaryTopics:

Understanding the Network Diagram View

Adding and Deleting Tasks in the Network Diagram View

Adding, Editing and Deleting Dependencies

Formatting the Task Boxes

Formatting Individual Boxes

Formatting the Display and Relationship Lines

Early Date, Late Date and Float/Slack Calculations

Workshop 8 – Schedule Calculations.

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10.8 Workshop 8 – Schedule Calculations We want to look at the Network Diagram and practice

using this view and then do a simple manual exercise calculating Early Dates, Late Dates and Total Float,

To complete this workshops you will need to write in the boxes to calculate the Early Dates, Late Dates and calculate the Total Float,

Then go to the next page and check your answer.

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Module 11 – Constraints

Topics:

Understanding Constraints

Assigning Constraints

Deadline Date

Task Notes

Completed Schedule Check List

Workshop 9 – Constraints.

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Task Constraint Types

Constraints are used to impose logic on tasks that may not be realistically scheduled with logic links. This module will deal with the following constraints in detail:

Start No Earlier Than more commonly called an Early Start constraint and affects the tasks Early Start date,

Finish No Later Than more commonly called an Late Finish constraint and affects the tasks Late Start date,

These are the minimum number of constraints that are required to effectively schedule a project,There are many other types that may be used:

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Task Constraint TypesOther Constraint Types: As Soon As Possible. This is the default for a new

task. A task is scheduled to occur as soon as possible and does not have a Constraint Date,

As Late As Possible. A Task will be scheduled to occur as late as possible and does not have any particular Constraint Date. The Early and Late dates have the same date. A task with this constraint has no Total Float and delays the start of all the successor activities,

Start No Earlier Than. This constraint sets a date before which the task will not start,

Start No Later Than. This constraint sets a date after which the task will not start,

Must Start On. This constraint sets a date on which the task will start. Therefore the task has no float. The early start and the late start dates are set to be the same as the Constraint Date,

Continued…..

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Task Constraint Types continued

Other Constraint Types:

Must Finish On. This constraint sets a date on which the task will finish and therefore has no float. The early finish and the late finish dates are set to be the same as the Constraint Date,

Finish No Earlier Than. This sets a date before which the task will not finish,

Finish No Later Than. This sets a date after which the task will not finish,

Deadline Date. This is similar to applying a Finish No Later Than constraint. This offers the only opportunity of putting a second constraint on a task.



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16.2 Practical Methods of Recording Progress Normally a project is updated once a week,

fortnightly, or monthly,

As a guide, a project would typically be updated between 12 and 20 times in a project life cycle,

Progress is recorded on or near the Status Date, which is set in the Project Information form,

The following information is typically recorded for each task when updating a project: When complete the Actual Start and Actual Finish dates,

When in progress the Actual Start date, the Remaining Duration or the date when the task is expected to finish, and the percentage complete.

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16.3 Understanding Tracking Progress ConceptsThere are three stages of a task’s lifecycle:

Not Started – The Early Start and Early Finish dates are calculated from the Dependencies, Calendars, Constraintsand the Task Duration,

In-Progress – The task has an Actual Start but is not complete. The Early Finish is calculated from the Actual Start plus the Duration and the Actual Duration must be manually edited and is not calculated as in other software,

Note: Milestones may be in-progress in Microsoft Project but in reality they should either be Not Started or Complete,

Complete – The task is in the past, the Actual Start and Actual Finish dates have been entered into Microsoft Project, and they override the logic and constraints.

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16.4 - Updating the Schedule There are many methods available for updating tasks,

which you may explore in your own time and include: Move Project

Using Update Project

Update Tasks Form

Updating Tasks Using the Task Information Form

Updating Tasks Using the Task Details Form

Updating Tasks Using Columns

Reschedule Uncompleted Work To Start After

Updating Tasks Using Task, Schedule Functions

The workshop uses Tracking table columns to update tasks, so the instructor will later demonstrate how to update a schedule using columns by completing the workshop.

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Important Points –Completed Tasks A complete Milestone should have:

The Actual Start date, and

Then 100 % Complete entered

See Task 1 below.

Entering an Actual Start and then the Actual Finish date will convert the Milestone to a task, see Task 2 below:

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Important Points –In-Progress Tasks There is an in-built proportional link between

Duration, Actual Duration, Remaining Durationand % Complete,

It is not possible to unlink these fields and therefore not possible to enter the Remaining Duration independently of the % Complete,

The Physical % Complete may be used to show the progress of a task that is independent of the durations,

There are many methods of updating an in-progress task that you may explore in your own time.

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Important Points –In-Progress Tasks continuedThe workshop in this book uses the following method:

The Tracking table is applied and Status Date set,

The Actual Start is entered,

The Actual Duration should be entered so that progress is up to the Status Date, or use the Mark on Trackbutton,

Then the Remaining Duration may then be entered so the Finish date is correct and the Actual Duration will not change,

The % Complete will be calculated by Microsoft Project.



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20.8 Summary Tasks and Earned Value Actual Costs and Work may be summarized at any

level in the same way as Work and Costs,

The picture below is showing the Earned Value table and the costs have been summarized up to the Project Level,

Note: Check the way Microsoft Project calculates the Bid for Facility Extension task VAC:

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Summary Tasks and Earned Value (continued) The method that Microsoft Project uses to calculate

the Earned Value data is documented in the Help file and should be read carefully, as different versions of Microsoft calculate these fields differently,

Should different Earned Value calculations be required then Custom Data Fields should be considered as an alternative.

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Module 20 – Updating Projects with Resources - SummaryTopics:

Understanding Baseline Dates, Duration, Costs and Hours

Understanding the Status Date

Formatting the Status Date

Information Required to Update a Resourced Schedule

Updating Dates and Percentage Complete

Updating Resources

Additional Updating Functions

Splitting Tasks

Summary Tasks and Earned Value

Workshop 18 - Updating a Resourced Schedule.

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20.9 Workshop 18 - Updating a Resourced Schedule We need to update the tasks and resources,

The instructor will demonstrate this workshop first.

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Review Expectations

Complete Feedback Sheet and

Have we met your expectations?

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Thank you for attending

Documents

Eastwood Harris Books, Project Management Training Books and …eastwoodharris.com/DL/SS/160419_MSP2016_sample... · 2016. 5. 3. · Project In all versions of Microsoft Project a