Project Management- MS Project 2007 Basics
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Rafiq
PROJECT MANAGEMENT- MS PROJECT 2007 BASICS
PROJECT MANAGEMENT OVERVIEW
What is a project? A project is a temporary or permanently endeavor undertaken to achieve particular goals and objectives. What is project management? Project management is the use of skills and knowledge to successfully plan, manage and complete a project. Project management skills are industry independent. Who are stakeholders? Stakeholders are individuals and organizations actively involved in the project, who are affected by the outcome of the project and who may have influence over the project. They include:
Project team
Clients/Customers Executive sponsor Public agencies
CONSTRAINTS
Projects are constrained by three factors: time, budget and quality. For each project, only one factor can be controlled and set as a priority; one factor will be ignored; and the third factor will fall in the middle with some aspects of it being controlled and some not.
CONSTRAINTS OF A PROJECT
PHASES OF PROJECT
The following are the phases in a project: Initiation Planning Implementation (Execution and Control) Controlling Evaluation (Closure)
PROJECT PLAN – DIFFERENT VIEWS
Microsoft Office Project 2007 has many different views to show tasks, resources, and assignments.
VIEWS PURPOSE OF THE VIEW
Gantt Chart
Tracking Gantt Calendar Task Sheet Resource Sheet Task Usage Resource Usage
View task list and a visual representation of the task over time
Monitor progress on tasks and compare to a Baseline See tasks on a visual calendar. Able to filter by resource and print a calendar for an individual resource or resource group. View and edit information about tasks Resource Sheet View and edit information about resources
View and edit hours resources are assigned to
View and edit hours resources are assigned to work on tasks. The view is arranged by resource.
BASIC RULES FOR PROJECT 2007
Basic Rules of MS Project 2007 Put in a start date Select / design a calendar Create tasks Create resources Assign resources Set the base line Begin tracking your project
VIEWING A PROJECT FILE
Objective: To view a project in different views. Setup: The file called Marketing Contest is open. Scenario: The project management team at Creative Commercials Marketing uses Microsoft Office Project 2007 to create, monitor and implement the project plans. You have newly joined the team as project lead. You need to know the various formats available for viewing information. You have been asked to look at the file and view information related to tasks and resources. Solution: Open the creative commercials project in MS-Project and then click the view menu. A. On the View menu, choose Calendar to display task information on a visual calendar. b. On the View menu, choose Tracking Gantt to display progress on tasks. C. On the View menu, choose Resource Usage to show the hours that resources are assigned to work on tasks.
PROJECT CALENDAR
Objective: To set a project start date, create a project calendar that contains specific work schedule information for Creative Commercials and apply the calendar to your project and Gantt chart view. Setup: Microsoft Office Project 2007 is open. Scenario: The Human Resources department has issues a list of company holidays for 2008. As project manager, you want to ensure that Project considers these company holidays. when scheduling tasks in your project. Additionally, you want to start a project file for a marketing contest with a start date of May 1, 2008. Holiday List @ Creative Commercials
May 26, 2008 (Memorial Day) July 4, 2008 (Independence Day) September 1, 2008 (Labor Day) November 27 & 28, 2008 (Thanksgiving holiday and day after) December 25, 2008 (Christmas Day) January 1, 2009 (New Year’s Day)
CREATING CUSTOM CALENDAR
Create a new project calendar. a. Choose Tools, Change Working Time. b.Click Create New Calendar to create a copy of the Standard calendar. C. In the Name text box, type Creative Commercials. (It will be easier to find your custom items if you type their names in all caps.) d. Click OK.
CALENDAR
ADDING TASKS
A task is an individual work item that defines a piece of work that is necessary to complete a project. All tasks contain a task name and an estimated duration to complete the task. Project assigns “1 day?” as the default duration, with the question mark indicating an estimate. Real time Business Scenario: Objective: To add tasks to create the high-level view of tasks for the Creative Commercial company’s marketing contest. Setup: MS Project 2007 standard is already installed Scenario: Mills Marketing is launching a new marketing contest to help promote loyalty to its brand and brand awareness by asking customers to write a story about their experience featuring the Creative Commercials Marketing brand icon, the Yummy Muffin.
TASKS FOR MARKETING CONTEST
Finalize rules and regulations Hire ad agency Marketing projects Roll out contest Gather contest entries Choose finalists Select winner Winner announcement
TASK SHEET (ADDED TASKS)
ADDING TASK DURATIONS
Duration is the length of time it will take to complete a task. Duration is measured in days by default, but you can enter other letters to change the measurement for one task. Duration is measured in: m minutes h Hours d Days w Weeks mon Months To change the default task duration measurement: 1. Choose Tools, Options. 2. Click on the Schedule tab. 3. Click on the drop-down list next to durations to change the to a different duration measurement such as weeks, months or years.
ADDING TASK DURATIONS
Objective: To enter the durations for the Marketing Contest project tasks. Setup: Marketing Contest file is open. If not, open Enter Durations project plan. Scenario: You have entered the tasks for the Marketing Contest project and are now ready to enter the duration to show how long each task will take to accomplish. DURATIONS FOR THE MARKETING CONTEST PROJECT TASKS
Finalize rules and regulations Hire ad agency Marketing projects Roll out contest Gather contest entries 5 days 10 days 15 days 5 days 25 days
Choose finalists
Select winner Winner Announcement
3 days
10 days 0 days
GRANT CHART VIEW
ADDING RESOURCES
Resources are the people and equipment needed to accomplish your project tasks. In order to be able to assign tasks to them, you need to create the resources in your project plan file. Work resources: By default, resources are work resources, meaning that they consume time to accomplish the task. Material resources : Material resources are goods that your project will consume, such as sheetrock for a construction project. They have a cost associated with them, but have no calendar and are not assigned overtime rates. Project 2007 adds two additional resource types: cost resources and budget resources. Cost resources: Cost resources are miscellaneous expenses that do not vary from task to task and do not change by the amount of work performed on the task, such as airfare. Budget resources : Budget resources are the work, material and cost resource types applied at the project level by applying them to the project summary task.
ENTERING RESOURCES TO PROJECT
Objective: To add resources for the Creative Commercials Marketing Contest plan. Setup: open Add Resources file. Scenario: As project manager, you have developed a team to produce the marketing contest. You need to enter the team in the project plan so that you can assign resources to tasks and complete the plan. RESOURCES FOR Type MARKETING CONTEST PROJECT TASKS THE Resource Name Group Std. Rate
Project manager
Marketing manager Human Resources rep Customer Relations manager Marketing staff
Work
Work
Work
Work
Marketing
Marketing
HR
$100/h
$100/h
$100/h
$100/h
Customer Relations Marketing
Work
$100/h
Customer Relations staff
Work
Customer Relations
$100/h
Web designer
Work
External
$150/h
RESOURCE SHEET
MANAGING TASKS IN A PROJECT PLAN
After you have created your tasks, entered the durations, including any milestone tasks, and entered the resources for your project, it is time to create an outline view of the tasks, show a project summary task, link tasks. You can also apply constraints and deadlines. OUTLINING TASKS: Creating an outline view of your tasks, also called a Work Breakdown Structure, allows you to view tasks at the summary and details levels. Additionally, as your project goes on and earlier phases have finished, you can close up the detail level tasks to be able to focus attention on the current tasks in your project plan.
PROJECT SUMMARY OPTIONS
PROJECT SUMMARY
Objective: To outline tasks and display a project summary task for the Creative Commercials Marketing Contest plan. Setup: The MS Project is open. Scenario: As project manager, you have thought of some detail level tasks needed to produce the marketing contest. You need to demote the detail tasks to create a Work Breakdown Structure and show a project summary task for the entire project.
PROJECT MANAGEMENT- MS PROJECT 2007 BASICS
PROJECT MANAGEMENT OVERVIEW
What is a project? A project is a temporary or permanently endeavor undertaken to achieve particular goals and objectives. What is project management? Project management is the use of skills and knowledge to successfully plan, manage and complete a project. Project management skills are industry independent. Who are stakeholders? Stakeholders are individuals and organizations actively involved in the project, who are affected by the outcome of the project and who may have influence over the project. They include:
Project team
Clients/Customers Executive sponsor Public agencies
CONSTRAINTS
Projects are constrained by three factors: time, budget and quality. For each project, only one factor can be controlled and set as a priority; one factor will be ignored; and the third factor will fall in the middle with some aspects of it being controlled and some not.
CONSTRAINTS OF A PROJECT
PHASES OF PROJECT
The following are the phases in a project: Initiation Planning Implementation (Execution and Control) Controlling Evaluation (Closure)
PROJECT PLAN – DIFFERENT VIEWS
Microsoft Office Project 2007 has many different views to show tasks, resources, and assignments.
VIEWS PURPOSE OF THE VIEW
Gantt Chart
Tracking Gantt Calendar Task Sheet Resource Sheet Task Usage Resource Usage
View task list and a visual representation of the task over time
Monitor progress on tasks and compare to a Baseline See tasks on a visual calendar. Able to filter by resource and print a calendar for an individual resource or resource group. View and edit information about tasks Resource Sheet View and edit information about resources
View and edit hours resources are assigned to
View and edit hours resources are assigned to work on tasks. The view is arranged by resource.
BASIC RULES FOR PROJECT 2007
Basic Rules of MS Project 2007 Put in a start date Select / design a calendar Create tasks Create resources Assign resources Set the base line Begin tracking your project
VIEWING A PROJECT FILE
Objective: To view a project in different views. Setup: The file called Marketing Contest is open. Scenario: The project management team at Creative Commercials Marketing uses Microsoft Office Project 2007 to create, monitor and implement the project plans. You have newly joined the team as project lead. You need to know the various formats available for viewing information. You have been asked to look at the file and view information related to tasks and resources. Solution: Open the creative commercials project in MS-Project and then click the view menu. A. On the View menu, choose Calendar to display task information on a visual calendar. b. On the View menu, choose Tracking Gantt to display progress on tasks. C. On the View menu, choose Resource Usage to show the hours that resources are assigned to work on tasks.
PROJECT CALENDAR
Objective: To set a project start date, create a project calendar that contains specific work schedule information for Creative Commercials and apply the calendar to your project and Gantt chart view. Setup: Microsoft Office Project 2007 is open. Scenario: The Human Resources department has issues a list of company holidays for 2008. As project manager, you want to ensure that Project considers these company holidays. when scheduling tasks in your project. Additionally, you want to start a project file for a marketing contest with a start date of May 1, 2008. Holiday List @ Creative Commercials
May 26, 2008 (Memorial Day) July 4, 2008 (Independence Day) September 1, 2008 (Labor Day) November 27 & 28, 2008 (Thanksgiving holiday and day after) December 25, 2008 (Christmas Day) January 1, 2009 (New Year’s Day)
CREATING CUSTOM CALENDAR
Create a new project calendar. a. Choose Tools, Change Working Time. b.Click Create New Calendar to create a copy of the Standard calendar. C. In the Name text box, type Creative Commercials. (It will be easier to find your custom items if you type their names in all caps.) d. Click OK.
CALENDAR
ADDING TASKS
A task is an individual work item that defines a piece of work that is necessary to complete a project. All tasks contain a task name and an estimated duration to complete the task. Project assigns “1 day?” as the default duration, with the question mark indicating an estimate. Real time Business Scenario: Objective: To add tasks to create the high-level view of tasks for the Creative Commercial company’s marketing contest. Setup: MS Project 2007 standard is already installed Scenario: Mills Marketing is launching a new marketing contest to help promote loyalty to its brand and brand awareness by asking customers to write a story about their experience featuring the Creative Commercials Marketing brand icon, the Yummy Muffin.
TASKS FOR MARKETING CONTEST
Finalize rules and regulations Hire ad agency Marketing projects Roll out contest Gather contest entries Choose finalists Select winner Winner announcement
TASK SHEET (ADDED TASKS)
ADDING TASK DURATIONS
Duration is the length of time it will take to complete a task. Duration is measured in days by default, but you can enter other letters to change the measurement for one task. Duration is measured in: m minutes h Hours d Days w Weeks mon Months To change the default task duration measurement: 1. Choose Tools, Options. 2. Click on the Schedule tab. 3. Click on the drop-down list next to durations to change the to a different duration measurement such as weeks, months or years.
ADDING TASK DURATIONS
Objective: To enter the durations for the Marketing Contest project tasks. Setup: Marketing Contest file is open. If not, open Enter Durations project plan. Scenario: You have entered the tasks for the Marketing Contest project and are now ready to enter the duration to show how long each task will take to accomplish. DURATIONS FOR THE MARKETING CONTEST PROJECT TASKS
Finalize rules and regulations Hire ad agency Marketing projects Roll out contest Gather contest entries 5 days 10 days 15 days 5 days 25 days
Choose finalists
Select winner Winner Announcement
3 days
10 days 0 days
GRANT CHART VIEW
ADDING RESOURCES
Resources are the people and equipment needed to accomplish your project tasks. In order to be able to assign tasks to them, you need to create the resources in your project plan file. Work resources: By default, resources are work resources, meaning that they consume time to accomplish the task. Material resources : Material resources are goods that your project will consume, such as sheetrock for a construction project. They have a cost associated with them, but have no calendar and are not assigned overtime rates. Project 2007 adds two additional resource types: cost resources and budget resources. Cost resources: Cost resources are miscellaneous expenses that do not vary from task to task and do not change by the amount of work performed on the task, such as airfare. Budget resources : Budget resources are the work, material and cost resource types applied at the project level by applying them to the project summary task.
ENTERING RESOURCES TO PROJECT
Objective: To add resources for the Creative Commercials Marketing Contest plan. Setup: open Add Resources file. Scenario: As project manager, you have developed a team to produce the marketing contest. You need to enter the team in the project plan so that you can assign resources to tasks and complete the plan. RESOURCES FOR Type MARKETING CONTEST PROJECT TASKS THE Resource Name Group Std. Rate
Project manager
Marketing manager Human Resources rep Customer Relations manager Marketing staff
Work
Work
Work
Work
Marketing
Marketing
HR
$100/h
$100/h
$100/h
$100/h
Customer Relations Marketing
Work
$100/h
Customer Relations staff
Work
Customer Relations
$100/h
Web designer
Work
External
$150/h
RESOURCE SHEET
MANAGING TASKS IN A PROJECT PLAN
After you have created your tasks, entered the durations, including any milestone tasks, and entered the resources for your project, it is time to create an outline view of the tasks, show a project summary task, link tasks. You can also apply constraints and deadlines. OUTLINING TASKS: Creating an outline view of your tasks, also called a Work Breakdown Structure, allows you to view tasks at the summary and details levels. Additionally, as your project goes on and earlier phases have finished, you can close up the detail level tasks to be able to focus attention on the current tasks in your project plan.
PROJECT SUMMARY OPTIONS
PROJECT SUMMARY
Objective: To outline tasks and display a project summary task for the Creative Commercials Marketing Contest plan. Setup: The MS Project is open. Scenario: As project manager, you have thought of some detail level tasks needed to produce the marketing contest. You need to demote the detail tasks to create a Work Breakdown Structure and show a project summary task for the entire project.
