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MS Project Tutorial: Build, Track, Communicate

MS Project allows users to plan, track, and communicate projects. It helps build a project plan by inputting tasks, durations, dependencies, resources, and costs. Users can then track progress by updating task completion percentages or actual values. The tool publishes project information as an HTML page for communication. MS Project provides templates to guide setting up a project plan, tracking progress, and publishing results.

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mahdi_no2000
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91 views

MS Project Tutorial: Build, Track, Communicate

MS Project allows users to plan, track, and communicate projects. It helps build a project plan by inputting tasks, durations, dependencies, resources, and costs. Users can then track progress by updating task completion percentages or actual values. The tool publishes project information as an HTML page for communication. MS Project provides templates to guide setting up a project plan, tracking progress, and publishing results.

Uploaded by

mahdi_no2000
Copyright
© Attribution Non-Commercial (BY-NC)
Available Formats
Download as PDF, TXT or read online on Scribd
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MS Project Tutorial

Build, Track, Communicate


Project Management
Project management is the process of planning, organizing, and
managing tasks and resources to accomplish a defined objective
usually within limitations on time, resources, or cost.

Three Phases involved in it are


 Build the project plan
 Track and Manage the Project
 Communicate or Close the Project

The Trio
 Time
 The time required to complete the project.
 Money
 The Project budget, based on the cost of the resources
(people, equipment, materials)
 Scope
 The goals and tasks of the project and the amount of work
required to complete it.
Project Strategy
Before you can start taking help from MS Project you need to be clear on
your project strategy. By strategy it means the objective, assumptions,
limitations, scope.

So how does MS Project helps???

That’s what we care about. It stores details about the project, then uses
the information to calculate the project’s schedule and costs.

When building the Project Plan, we have to supply the following


information.

 Tasks
 Duration
 Task Dependencies
 Resources
 Costs

So lets build our project – plan.


MS Project Interface
MENUS

PROJECT
GUIDE

SIDE
GANTT
PANE
CHART

TASK INFORMATION
Create a New Project
New Project
 Click New .
 The New button or you could choose to go to File ->New
Cont…
 Click Project Information on the Project menu. Type or select a
start date or a finish date for your project, and then click OK. You
will have to select Schedule from.

 Click Save .
Cont…
 Save the File.

 File->Save or Save As

 In the File name box, type a


name for your project, and then
click Save

 On the File menu, click


Properties, and then click the
Summary tab.

 Enter any information you'd like


about your project, such as the
people who will manage it and
maintain the project file, the
project hyperlink and other
general project notes.

 Click OK.
Enter and Organize a Task List
 A typical project is a series of related tasks. A task represents an amount of work
with a clear deliverable; it should be short enough to track its progress regularly.
Tasks should generally be between one day and two weeks long.

 On the View menu, click Gantt Chart.

 In the Task Name field, type a task name, and then press TAB. Microsoft Project
enters an estimated duration of one day for the task followed by a question mark.
Cont…
 In the Duration field, type the amount of time each task will take in
months, weeks, days, hours, or minutes, not counting nonworking time.
You can use the following abbreviations:
 months = mo
 weeks = w
 days = d
 hours = h

 To show an estimate d duration, type a question mark after the duration.

 Press ENTER

 In the next rows, enter additional tasks needed for the project.
Relationship between Tasks
 One of the most reliable methods for scheduling tasks is to establish
relationships between them, that is, task dependencies. Task
dependencies reflect how later tasks, or successors, depend on the finish
or start of earlier tasks, or predecessors.

 There are four types of task dependencies.


 Finish to Start - Task B cannot start until Task A finishes.
 Start to Start - Task B cannot start until Task A starts.
 Start to Finish - Task B cannot finish until Task A starts.
 Finish to finish - Task B cannot finish until Task A finishes.

 Creating Links.
 On the View menu, click Gantt Chart.
 In the Task Name field, select two or more tasks to link in the order you want
them linked.
 Click Link Tasks .
 To change the task link, double-click the link line between the tasks you want to
change.

 In the Type box, select the task link you want, and then click OK.
 To unlink tasks, select the tasks you want to unlink in the Task Name field, and
then click Unlink Tasks
Resources
 Use the Microsoft Project Resource Sheet to
create a list of the people, equipment, and
materials that make up your team and carry
out project tasks.

 Create a Resource List.


 On the View menu, click Resource Sheet.
 On the View menu, point to Table, and
then click Entry.
 In the Resource Name field, type a
resource name.
 In the Type field, specify the resource
type: Work or Material.
Assigning Resources
 Assigning resources to tasks

 On the View menu, click Gantt Chart.

 In the Task Name field, click the task to


which you want to assign a resource,
and then click Assign Resources

 In the Name field, select the resource


you want to assign to the task and then
click Assign.

 To assign several different resources,


hold down CTRL and click the names of
the resources.

 Click close.
COSTS
 Microsoft Project allows you to assign rates to
work resources and material resources so you
can manage project costs accurately. You can
assign standard rates, overtime rates, or per-
use rates to resources.

 Assigning costs to resources


 On the View menu, click Resource Sheet.
 On the View menu, point to Table, and
then click Entry.
 In the Resource Name field, select a
resource or type a new resource name.
 In the Type field, click Work if the
resource is a person or machine, or
Material if the resource is a quantity of
consumable material or supplies (such as
cement).
 For a work resource, in the Std. Rate,
Ovt. Rate, or Cost/Use fields, type the
resource rates. For a material resource, in
the Material Label field, type a
measurement unit for the material
resource (such as ton), and in the Std.
Rate or Cost/Use fields, type a rate.
 Press ENTER.
Cont…
 See the cost of the resources or tasks
 To see resource costs, on the View
menu, click Resource Sheet. To see task
costs, on the View menu, click More
Views, and then click Task Sheet.
 On the View menu, point to Table, and
then click Cost.

 See the cost of the entire project


 On the Project menu, click Project
Information.
 Click Statistics.
 Under Cost in the Current row, view the
total planned cost of the project.
Save the Project
 After you've entered task, resource, and
cost information for your project, you can
save a snapshot, or baseline, of your
original plan.

 After the project is under way, you can


enter actual information and have
Microsoft Project help you compare that
data to the baseline.

 Creating a baseline
 On the Tools menu, point to
Tracking, and then click Save
Baseline
 Click Entire project to save a project
baseline.
 Click OK.

 Phase I is over.........!!! Congratulations


now you have your project plan ready.
Track the Progress
 When you manage a project, you need to
monitor the elements of the trio: time,
money, and scope. Adjusting one of these
elements affects the other two.

 After you've set up your project and work has


begun, you can keep track of actual start and
finish dates, task percent complete, or actual
work.

 The Tracking Setup wizard, which is part of


the Project Guide, can tailor a table in which
you can update task progress the way you
want.

 Track Progress using the wizard.


 On the Project Guide toolbar, click Track.
 In the side pane click Prepare to track
the progress of your project.
 Select you want to track manually
 Specify whether you want to track using
% Work Complete, Actual
 Work, or number of hours
 When done, click Save and Finish
Cont…
 Applying custom tracking.
 On the View menu, point to Table, and then click More Tables.
 Click Project Guide: Custom tracking table,
 Click Apply Views and Tables can be used to display the exact
information, for review.

 Update a tasks progress using %


 On the View menu, click Gantt Chart.
 In the Task Name field, click the task for which you want to
update
 progress.
 Click Task Information , and then click the General tab.
 In the Percent complete box, type a whole number between 0
and 100.
 Click OK.
Publish the Project
 Another exciting feature is
publishing it to the web without
any effort using the HTML
template.
 Publish as an HTML Page
 On the File menu, click Save As
Web Page.
 If necessary, type a name for the
exported file in the File name
box, and then click Save.
 Click Use existing map, and then
click Next.
 Select the name of the map you
want for the information you
want to publish in the Web page,
such as Top Level Tasks or Task
"Export Table" map.
 Click Finish.
References
 The major source of reference was the MS Project Tutorial
supplied by Microsoft.
 You can refer to Help for any further questions or clarifications
you might have.

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