MICROSOFT PROJECT P R E PA RED BY, B H UMI K A R A J ( U C 5 3 16 )
GUIDED BY, PROF. AJIT DESAI
Content 1.
How to open a New Project?
2.
Indent and Outdent
3.
Multi-Line Filters
4.
Text1, Text2, Text3 with Lookup Value
5.
Calendars
6.
Resource Levelling
7.
Resource Pool and Multiple Projects
8.
Earned Value
9.
Macros
10.
Switch Board
11.
Customizing Ribbons
12.
Important File Options
13.
Reports
INTRODUCTION From the main screen of MSP: •Task mode: Shows if it is auto schedule or manually scheduled.
•Task name:The name of task or description of the work to be done is to be entered her. •Duration: Time required for activity to be completed. •Start: Start date of the activity. •Finish: Shows the finish date of activity •Predecessor: If activity is dependent on some other activity, i.e: If some activity is required to be done before commencing the current activity than the activity to be done is called predecessor. e.g: CONCRETING is predecessor OF CURING . •Resource name: resource needed for activity is entered in resource name. •Add column: To add other than default column.
Click on Blank Project. Double click on Desktop Icon of Microsoft Project.
How to Open a New Project?
It will create a new project file.( TEMPLATE CAN ALSO BE CREATED TO MAKE THE WORK EASIER FOR FUTURE USE)
Click on Blank Project
This is how new project will look like
Clicking here will Select All Once Done with Writing Select all and then Auto Schedule
To Start with, Enter activities under the tab “Task Name”
When organizing the tasks for a project, you can group the tasks that share characteristics comes under the summary tasks. For example, Excavation , Backfilling etc. come under Earthwork.
Indent And Outdent
Hence, Earthwork becomes summary and Excavation, Backfilling etc. comes under substructure.
To group it under summary indent it. To make summary outdent it.
This becomes Summary
All the activities have been Indented
Outdent Task and Indent Task Tool
RELATIONSHIPS DEFINED •Predecessor has 4 types one can choose any one from that as per there need. •So, we can write predecessor in predecessor column accordingly:
•The typical format for writing this type of predecessor is:
FS
SS
ST
FF
DEFINING RELATIONSHIP ADDING LAG(+) AND LEAD(-)
Adding WBS:
ADDING NEW COLUMN AND CHOOSING WBS
HENCE WBS IS CREATED
With Project, we can filter our views so that we only see the critical tasks and other information that’s most important to us. There are three ways to filter the task: Predefined Filters
Multi-Line Filters
Custom Filters Auto Filters Here, we have used Custom Filters by selecting View Filters New Filter
DIFFERENTIATING TYPES OF FILTERS
2 line filter
5 and 4 line filter
Select Dropdown
Click On View Click on Critical
OUT PUT AFTER APPLYING ONE LINE FILTEROUT PUT AFTER APPLYING ONE LINE FILTER
Critical Filter used
OUT PUT AFTER APPLYING ONE LINE FILTER
Critical Task Showed
Multi- Line Filter
Select Dropdown
MULTILINE FILTER Click On View
Click on New Filter
Interactive Filter
Select Dropdown
INTERACTIVE FILTER Click On View
Click on New Filter
Name the Filter
Enter Values as this “Value:”? Enter type of Filter in field name
Click On Save
Select Dropdown
Click On View
Select Interactive Filter
Enter Required Name
Enter Required Cost
Enter Required Date
OUTPUT OF INTERACTIVE FILTER
Text1, Text2, Text3 with Lookup Value
Click on Add Column and Then Type Text 1
Select Text 1
Insert Name
Click on Rename
Click OK
Click on Lookup
Insert Name you want to allocate for Responsibility
Click Close
Click Ok
Insert Name
Name Entered
Default working days in projects is Monday-Friday and working hours are 8:00 to 17:00 hours.
Calendars
But through Projects we can modify it according to our requirements by clicking Project
Change working time.
Example1:Every Second Saturday Non-Working
Click On Project Click on Change Working Time
Enter Exemptions
Enter Dates
Click Details
Click here
Select Monthly
Select Second Click Ok
This shows every Saturday is non working
Example2:Every Fourth Saturday Working from 8:00 am to 13:30 pm
Click On Project Click on Change Working Time
Click Details Enter Exemptions
Enter Dates
Select Working
Select Monthly
Select Fourth Click Ok
This shows every Fourth Saturday is working from 8:00 to 13:30
Example 3:Public Holiday Non-Working
Click On Project Click on Change Working Time
Click Details Enter Public Holidays
Enter Dates
Select Non Working
Select Yearly
Select Date Click Ok
This shows it is non working now
This shows it is non working now
Resource Levelling
When working on too many assignments at the same time, we can resolve resource conflicts or overallocations by leveling the assignments. Leveling works by delaying tasks or splitting them so the resources that are assigned to those tasks are no longer overloaded.
Click Leveling
STEP :FILLING THE DETAILS IN TASK DETAIL FORMAT Options AS PROVIDED IN THE QUESTION. Select Resource
ADD TASK NAME IN THE BOX
ADD DURATION
SELECT THE DATES
Make Sure Box is checked
Click Level All
MS PROJECT
MONSOON SEMESTER
2
STEP ;ADD THE REQUIRED DATA IN THE GHANT CHART AS GIVEN IN THE QUESTION STEP: ADDING RESOURCES IN RESOURCE SHEET.
MS PROJECT
MONSOON SEMESTER
3
STEP:AFTER ALLOCATING THE RESOURCE THE RED SYMBOL SHOWS THE OVER ALLOCATION.
MS PROJECT
MONSOON SEMESTER
4
Going to the resource graph from view in the tool bar the below give graph is obtained THE GRAPH SHOWS OVERALLOCATED PART(NOT LEVELLED)
Select Resource Graph
LEVELLING Select View Click Other Views
Click Leveling Options
This overallocation shows that resources are not levelled
MS PROJECT
MONSOON SEMESTER
6
Click Leveling Options
Step: RESOURCE LEVELLING(LEVELLING WITHIN SLACK) Select Resource
Uncheck the box
Click Level All
The final output :RESOURCE GRAPH VIEW AFTER LEVELLING
NO overallocation shows that resources are levelled
This shows resource is levelled
Resource Leveling of Live Project
This shows resources are not levelled
Select View Click Resource Sheet
This shows that resources are not levelled
Increase Unit to Level the resource
This shows resources are levelled
Click Leveling Options Select Resource
Make Sure Box is unchecked
Click Level All
This shows resources are levelled
NO overallocation shows that resources are levelled
Resource Pool and Multiple Projects
If you assign the same people to several projects or use shared resources in your project, it helps to combine all the resource information into a single central file called a resource pool. To use this resource pool we have to keep the resource file open.
Select View Click Resource Sheet
Enter Resources
Save this File as Resource Pool. For Resource pool the corresponding file should be kept open. So keep this file open and open a new Project
Select Resource
Select Share Resources
Select Resource Pool
Save File as PRJ1.
Select this option
Click Ok
Enter Task and Auto Schedule it
Resources are added in Task Detail Form
Similar steps as PRJ1.
Select Project
Select Sub Project
Create a new Project and save it as MULTI_1
When all files are inserted, Insert PRJ1 , PRJ2 , PRJ3
Select Format
Select Format
Click on Bar
To add predecessor Enter path E:\CEPT\Microsoft Projects\PRJ1
Enter Name
Click OK
FINAL OUTCOME
Few functions of earned value: BCWS: Budgeted cost of work scheduled BCWP: Budgeted cost of work performed
Earned Value
ACWP: Actual cost of work performed CPI: Cost performance Index SPI: Schedule performance Index CPI=
𝐵𝐶𝑊𝑃 𝐴𝐶𝑊𝑃
If the ratio is less than 1, the project is over budgeted
SPI=(
𝐵𝐶𝑊𝑃 ) 𝐵𝐶𝑊𝑆
If the ratio is les than, the project is behind schedule
Click Set Baseline
Click on Project
Check this point
Select Entire Project
Click OK
Select View
Click Tables
Click More Tables
Click Earned Value Cost Indicators
Click Apply
Calculations of Earned Value
Using macros we may automate the task with a macro. It saves time automating simple, repetitive tasks.
Macros
We can run macros even with shortcut keys, enter a letter or key combination in the Shortcut key box. We can store it anywhere like as a Global file or in current project.
Example1:Showing Critical Task using Macros
Click on Macros
Select View Click on View Macro
Click Run
Select CriticalActivities Macro
After using Macros, only Critical Task displayed
Switch Board
Switchboard is form that allows us to navigate around our Access database. It is basically made of button that we click to open forms, reports or queries etc. It is the visual aid added to project.
Switch Board (Creating Switch board) Select View
Click on Macros
Click on Visual Basic
SELECT USER DEFINE FORM
SELECT COMMAND BUTTON FROM TOOL BOX
This Page opens up
This Dialogue box opens up
Draw Command Button
Click on Command button
Copy the code of macros: View > Macros > View Macros > Edit > Copy code
PRES RUN OR PRESS F5 COPY THE COMMAND HIGHLIGHTED IN RED BOX
THE BUTTON APPEARS ON THE SCREEN
This Dialogue box opens up. Hence Above is the Switch Created
Customizing Ribbons
This feature help us create our own tab by right clicking anywhere on tabs like view , project etc. and then customizing the ribbon.
Creating this helps better to the person working as he/she can add commands he/she wishes that are used frequently.
Click Customize the Ribbon
Right Click Here Click on New Tab
NAMING THE RIBBON AS “BHUMIKA RIBBON
Click Rename
NEW RIBBON APPEARS Customizing the ribbon : (Cont.…)
Important File Options
Click Options
For this Page Click on File
Make Following Changes
Assign Unit from Percentage to Decimal Click Schedule Auto Schedule to Manual Schedule
Fixed Unit to Fixed Duration Uncheck New Task are effort driven
Report
With Project, we can create and customize striking graphical reports of whatever project data we want, without having to rely on any other software. As we work on report, it changes hence no manual update required.
Click Report
Click Dashboard
Click Cost Overview for Cost Overview Report
Report generation: Example1: COST overview
Cost Overview Report Generated and Export it to PDF
Report generation: Example 2: Work overview
Report Generated
Report generation: Example 3: Cash flow
Thank You!
THANKYOU
