Practical Exercises in Project Planning using MS-Project

PRACTICAL EXERCISES IN PROJECT PLANNING USING MS-PROJECT...............................................................................................1 ABOUT MICROSOFT PROJECT.............................................................................2 ABOUT THIS EXERCISE..........................................................................................2 GETTING STARTED WITH MS-PROJECT..............................................................3 TASK 1 THE BASICS............................................................................................7 TASK 2 PLANNING YOUR TRAVELROUTE COACH OPERATOR PROJECT 7 USEFUL STUDY RESOURCES...............................................................................7 APPENDIX NETWORK PLANNING ACTIVITY SHEET........................................8

Tim Ward Bolton Institute November 2001

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ABOUT MICROSOFT PROJECT Youll already have tried the basics of project planning, and may have attempted manually constructing Gantt charts, PERT and CPM networks, and determining things like earliest & latest start times, project duration and float. This is valid in terms of learning basic principles, but in practice youd soon get swamped if you tried to do this for real on a live project, which may have hundreds of interrelated activities. Project management on large projects still needs the decision-making input from experienced human brains with skill and judgement, but they rely on software to do the number-crunching and record-keeping for them. Microsoft Project (usually called MS-Project) is one of the most popular tools for project planning and management available today. It is powerful, relatively easy to use and offers good integration with other parts of the MS Office suite of tools. It offers facilities for defining networked activities, their durations and interdependencies, so that project durations may be calculated. Network diagrams and Gantt charts may also be easily created, and set as a baseline against which project may be measured as the job moves from planning stage to execution. Some argue that it is not the best tool for the job, but thanks to Microsofts commercial muscle it is almost certainly the commonest. ABOUT THIS EXERCISE This exercise has two objectives: To give you basic practice in using MS-Project, by planning simple projects that you are already familiar with; and To provide an introduction to MS-Project so that you may use it in anger to support your main assignment. There are 2 main tasks: 1. Using the examples in the Appendix to this document, use MS-Project to conduct basic tasks in project planning. The three examples are very similar to those you have already done manually in class. You dont have to do them all just enough to gain confidence with the software. Based on what you have done so far in manually planning your Travelroute coach operator project, use MS-Project to: construct a project plan, then produce a Gantt Chart and network diagram, and estimate the total project duration, taking account of resource constraints. This exercise is not concerned with monitoring or controlling the execution of a plan, only with formulating and communicating the plan. Read the package through once, then make a start on Tasks 1A to 1C before moving on to Task 2.

2.

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GETTING STARTED WITH MS-PROJECT This is not the Ultimate Guide to MS-Project rather, its the Idiots Starter Pack. These instructions are thus brief and cover the basics only how to get in, configure a new project, to save and get out. Starting the program Log in to an ACS machine with your normal ID Click through Start > Programs > Microsoft Office 2000 > Microsoft Project MS-Project should start up, with a blank Gantt chart view of a new project and a Help window. You can minimise the help window for now, but remember its there if you need it. Saving your work Many people leave this to the end. DONT! Do it immediately, saving your new (blank!) project to your network drive (M:) with a filename that you will recognise. Do it regularly, too your machine *will* crash at some time, and you dont want it to be after youve done an hours work since your last save. Even better, use Tools > Options > Save to configure the program to auto save every 10 minutes (or more frequently if youre paranoid). If you are prompted to save the project with a baseline, click Yes. For now, dont worry about what this means. Global settings Before getting into the detail of a particular project, its worth setting up the environment in which your project will be carried out. This environment consists of: Unit of measure time can be measured (by default) in one of several ways: seconds, minutes, hours, days, weeks, months, quarters, years, etc. Only one of these can be active at a time in MS-Project, (e.g. days), though any activity can have a different unit explicitly assigned to it (e.g. 10 hours on a day project). The working calendar working/non-working days, length of working day, etc., Available resources people, machinery, materials, etc.,

Heres how you do it Assigning the default time unit This affects how task durations and work content are entered. The normal default for duration is the day, and for work content is the hour. These are OK for most applications, but you can change them if its appropriate to a particular project. To change them: Follow Tools > Options > Schedule. In the Duration is entered in and Work is entered in boxes, select the time units you want. In the Default task type field, choose between Fixed units and Fixed duration. The latter will fix the duration of all activities and suck in resources accordingly, whereas the former will fix the work content and lengthen or shorten the duration according to the resources you allocate. Fixed duration is often a good default choice.

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If you want to make the new settings the default, click the Set as Default button, but note that this may affect ALL projects you create, not just tasks in the current one. Defining the working calendar There is a default Standard Calendar and display format for the Gantt chart view. I suggest you leave these alone for now, but you can explore them using Tools > Options > Calendar. Note that this is a global calendar that affects ALL resources normally. If you have resources that occasionally (or normally) differ from this, there are ways of making local changes that youll see later. Creating a pool of resources You dont have to do this for the simpler exercises, but you will almost certainly need to for the coach operator exercise. On the menu bar, click the Assign Resources icon. Youll get a table in which you can define the names of resources that you wish to be available. Simply type a name in the Name field, and use a new line for each different resource. If there is more than one unit of the resource, enter a number in the Units field, otherwise leave it blank and it will default to 1. Examples of resource names and units are people (John; Mary; Carlos; Rizwan) and equipment (Tractor unit, 60; Trailer, 90; Leyland Royal Tiger, 5; Wash station, 2). It can be helpful to do all you resource creations at the outset, but you can change the list at any time by clicking the Assign Resources icon. By default, all resources use the Standard Calendar created earlier. This sets Saturday and Sunday as non-working days. Some resources will either have different non-working days (e.g. drivers) or will be available all week (e.g. coaches, hotels). To change a resources working time, select it in the resource table and double-click. A window will open up to show the resources calendar. To change a specific DATE, point to the date you want and use the adjacent buttons to define it as default, non-working or non-default working time. To change a recurring DAY OF THE WEEK, point to that day in the column heading and do the same. Note that your day of the week actions will apply to that resource throughout the project and beyond. Creating activities (tasks) This is the easy bit as long as youve already made a paper list of tasks and durations. When you start MS-Project, by default youll see a blank Gantt chart. The first three columns (on the left) are headed Task ID, Description and Duration. Simply work down the second column, entering Task Descriptions and pressing the Down Arrow key () at the end of each entry. MS-Project will automatically insert Task IDs as you add them, and will suggest a default of 1 time unit (1 day by default) for each task. Accept this for now. When you have created your list of tasks, you can add the durations that you really want. Simply click in the Duration box for each task and specify its duration and time unit using the keyboard and mouse. Note that these durations are minima theyre what you think the activity will take if there is a resource available to do it. Creating a hierarchy of subtasks In a large project there may be hundreds of tasks. Creating these is tedious but unavoidable; displaying them is avoidable. Just like outlining a report in Word, or a presentation in

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PowerPoint, you can outline a projects tasks. There are several ways of doing this heres just one. First (outside of the software), write down your tasks, grouped under headings that describe their intended effect. These headings are called Workpackages. For example, the project Eat breakfast might consist of several workpackages, thus:
Eat breakfast Make coffee Make toast Consume breakfast

Tidy up (OK unlikely, but you get the idea!) These workpackages could then be expressed in detail as sets of subtasks, thus (on the next page):
Eat breakfast Make coffee Boil water Put coffee in cup Pour boiled water on to coffee in cup Add sugar & milk Find loaf Toast bread Scrape burnt bits off toast Butter toast Scoff toast Slurp coffee Wash cup Wash plate Wash spoon & knife

Make toast

Consume breakfast

Tidy up

To achieve this effect in MS-Project, enter all the tasks (in any order you like, but group them together under their workpackage headings) and then use the Indent function (the icon) to make the subtasks part of the workpackage by moving them to the right. Note how the task immediately above the indented one changes to work package (Summary task in MSProject-speak) with a bold font. When you indent a task, it becomes a subtask of the next unindented task above it, i.e. part of a workpackage. You can select multiple tasks (shift-click) before indenting. This indenting to form workpackages is extremely useful to control how projects are displayed. By expanding and collapsing a Workpackage, you can show or hide subtasks to show just the level of detail you want.

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To Outdent (i.e. to promote) a task, simply select the tasks entire row and click the Outdent icon ( ), or right-click and select Outdent.

Linking tasks Youll already be familiar with the concept of linkage or precedence that some activities need to finish before others can start (like putting on socks before putting on shoes before tying laces). In MS-Project these linkages are easily set up using the mouse. Once you have entered two activities and their durations, its easy to create the commonest type of linkage FS, or Finish-to-Start between them. Simply: With the left mouse button, select the earlier activity. Hold down the Control (or Ctrl) key Select the later activity and release the left mouse button and control key Click the Link tasks icon (it looks like a chain).

You should see the later activitys duration bar get pushed to the right, and its left end will align with the right end of the earlier one. An arrow will appear showing the link. The link tasks icon can be used at any time to edit the linkage characteristic. Within a workpackage Simply follow the above procedure. Between workpackages This is not normally good practice, unless the linkages are at the start or end of a workpackage. Often, if these links occur mid-package, its conventional to split the workpackages down further into before and after packages. You can then create normal FS linkages between the packages as normal. If you do need to create links between activities in different workpackages, expand both (or more) packages and create links as above between the activities concerned. Golden rule Never try to link workpackages themselves always expand both workpackages first and specify linkages between specific activities. Assigning resources to tasks Remember that you initially created a pool of resources? Nows the time to use them. To assign a resource to a task, simply select that task in the task list then click on the Assign Resources icon. Select one or more resources as necessary (e.g. Coach, Driver, Hotel) from the resource list that pops up. The name of the selected resource(s) will appear on the activitys bar on the Gantt chart. Changing the Gantt charts scale and other properties Often you may find that the display is inconveniently scaled the activities may be compressed into a single week or stretch over many months so that you cannot see the project clearly. This is easily corrected by double-clicking on the Gantt charts timescale.

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A window will open up, allowing you to change the scale (General > Size > enter a %age), and to change the major and minor scales in the timescale (years, months, days, etc.) Scheduling a project determining duration and other statistics By default, the Gantt chart shows what happens if there are infinite resources i.e. if two activities both simultaneously require the same resource, thats allowed. The duration shown will therefore be optimistic. In reality, this cant happen. To make it realistic, you have to schedule the project. The software here takes account of resource constraints, and if two activities crop up requiring the same resource at the same time (e.g. two coach trips both needing the same driver), one of them will get deferred until the resource is available. Ill let you work out how to do this scheduling, and how to resolve priority conflicts. TASK 1 THE BASICS Please refer to the Appendix for some exercises that are similar to those youve already done by hand. Do as many of them as you think you need to gain confidence before moving on to Task 2. TASK 2 PLANNING YOUR TRAVELROUTE COACH OPERATOR PROJECT When you have gained sufficient confidence on these simple exercises, move on to your Travelroute project plan. I assume that youve made a start on identifying what tasks Travelroute will need to carry out in order to conduct business. I suggest that you: Make a list of the activities, grouped into major tasks (e.g. Run Head Office, Run French operations, Run UK operations) and subtasks (e.g. Train office staff, Maintain coach fleet, Run June Scottish Highlands trip), with durations and resources required to perform each of them (e.g. Office manager, administrator, coach driver, coach (!), hotel room(s)). Think through the dependencies (links) between activities (look especially for independent, finish-start and start-start relationships). Using the Gantt chart view, use MS-Project to build the project plan by entering the details of each task. Indent them as necessary to maintain proper task-subtask hierarchy. Enter required links using drag & drop or tabular methods as appropriate. Schedule the plan, getting the software to calculate the project statistics you require (especially total project duration). Make sure you constrain the system to use only those resources that are actually available dont over-commit or assume infinite resource in order to achieve optimistic deadlines.

USEFUL STUDY RESOURCES MS-Projects built in Help facility, with its online tutorial; Web-based introductory tutorials at http://www.stylusinc.net/ms_project_tutorial/project_management.shtml

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APPENDIX NETWORK PLANNING ACTIVITY SHEET ** USE MS-PROJECT TO HELP YOU DO EACH OF THE FOLLOWING TASKS ** Create, name and save a new project file for each task. Task 1A Determine the Earliest Start Time (EST) for each activity A-E Task 1B From the data in Table 1 regarding the refurbishment of a small workshop: produce a Gantt Chart; B produce a Network diagram;
0

C
30

8 12 identify the Critical Path, and A D E determine the project duration and earliest date by 40 which the workshop can be 10 50 20 10 6 expected to begin operations. 25

Assume infinite resources (i.e. dont allocate any). Take all durations to be in weeks, and assume MS-Projects default working calendar. Use Network diagram view to verify the dependencies, and alter them if necessary.
Activity ID 1 2 3 4 5 6 7 8 9 10 11 12 13 Activity description Refurbish workshop (NB - Summary task/ workpackage) Recruit new staff Choose new basic equipment Choose new special equipment Draw new layout Train new staff Order new basic equipment Order new special equipment Make structural alterations Unpack and inspect equipment Install services Install and commission equipment Begin workshop operations Duration 6 2 4 3 10 2 8 8 2 4 6 0.1 Precedent(s) 2 3 4 5 7,8 9 10,11 ???

Table 1 - Activities in the "Refurbish Workshop " project

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Task 1C From the data in Table 2 concerning a small decorating project: produce a Gantt Chart; produce a Network diagram, and determine the minimum project duration, assuming two units of resource that you may allocate any way you wish. Assume durations to be in days (!), and use MS-Projects default calendar.
Activity ID*** 1 2 3 4 5 6 7 8 9 Description Decorate room (summary task / workpackage) Remove furnishings Fetch paint Fetch wallpaper Strip walls Paint ceiling and woodwork Hang wallpaper Replace furnishings Tidy up, relax and brag about DIY skills Duration 1 2 3 4 5 6 7 8 SS 3, 4 SS 2, 4** SS 2, 3** FS 2 FS 3 FS 4, FS 5 FS 6, FS 7 FS 8 Dependency* (ies) -

Table 2 - Activity data for the decorating project

* Key:

FS - Finish-to-Start: SS Start-to-Start: SF Start-to-Finish: FF Finish-to-Finish:

Activity can only start when predecessor has finished regardless of resource availability Activity and its predecessor may start simultaneously if resource is available Activity must finish before predecessor may start Activity must finish at the same time as its predecessor

Notes:

** It will probably be necessary to specify Activities 2 and 3 as both having SS dependencies on Activity 1. *** You may later wish to re-sequence your activities to give a better presentation layout on the Gantt chart view.

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