Microsoft Project: Resource Scheduling for a High Rise Residential Project

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