MS Project by Faculty of Management and Economics

Guide to using Microsoft Office Project 2007

Project Professional 2007

Starting Project 2007 To Start Project 2007: Click the Start button on the taskbar, point to All Programs, point to Microsoft Office, and then click Microsoft Office Project 2007.

To use the Project Guide: 1. Open the Project guide. Click Tasks list arrow and you may notice the various options listed. 2. Set the project start date. Click Define the project. Click the date list arrow on the pop-up calendar to select a date. 3. Close the project guide. Click the Close button.

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In addition to using the Project Guide window, you can access other information to help you learn how to use Project 2007 under the Help menu.

At the end of the lab work, you will be able: • • • •

To use a project management software To set up a simple project plan To compare actual project data to project plan To produce project reports

Demo Project: Developing a new AIS How to set up project Project start date List of tasks

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Duration Organizing and outlining Schedule the tasks (linking) Tasks/Activities Predecessor task Successor task Main task Sub task Lead time Lag time Milestone 4 types of tasks relationships Finish-to-Start (Default) Start-to-Start Finish-to-Finish Start-to-Finish Cost Accrual Methods Prorated (default) Start End Types of Costs Variable costs (default) Fixed costs Calendar Standard calendar (default) Resource calendar Resource Scheduling Resource-driven (default) Fixed duration Creating a New Project File A.

Enter Project Start Date, the date as TODAY. 1. Go to Project Menu 2. Select Project Information 3. In the Start Data box, type……….. 4. Click OK button

B. Save the file as Billing_System_Project Save the file on selected folder (D drive) or even on your USB storage devices. Developing a Work Breakdown Structure (WBS)

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The details of the billing system project are listed below: ID 1 2 3 4 5 6 7 8 9 10 11 12 13 14

Task ANALYSIS Determine problems & feasibility study Prepare proposal report Gather facts Investigate system Develop solutions Prepare analysis report DESIGN General design Detailed design CONSTRUCTION Programming Test prototypes Prepare final documentation

Duration (Summary Task) 5d 5d 7d 10d 10d 5d (Summary Tasks) 10d 10d (Summary Task) 20d 5d 15d

C. Enter Tasks 1.In the Task Name field, type the task name 2. Press Enter 3. Repeat for other Tasks D. Enter Duration 1. In the Duration field, type the duration 2. Press Enter 3. Repeat for other tasks E.

Insert Milestone Insert the task begin before “determine problems & feasibility study” to indicate the beginning of the project. 1. Go to task…. 2. Click the Insert menu 3. Click New Task 4. Type the Task Name 5. In the Duration field, type 0. (Notice that the original Task 2 Now becomes Task3 and so on. Diamond symbols will appear in the Gantt chart for begin and End.)

Do you think this is correct? Why? To create a new recurring task: 1. Insert a recurring task above Task: Investigate System. Click Investigate system, click Insert on the Menu then click Recurring Task. 2. Type Status Report, 1h in duration 3. Select Weekly and make sure 1 is entered in the Recur every

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4. Select appropriate dates G.

Organize Tasks and Outlining Summary Task Sub Tasks 1. Select the tasks (subtask) below the one that is to the Summary Task. 2. Click Indent button. Show outline numbers. 1. Click Tools and then Options 2. Click View tab, check Show outline number 3. Click Ok

Link Tasks Link the tasks using default relationship i.e FS 1. Select all tasks 2. Click the Link Task button

I. (Note: For H(i)-H(v), as and when you modify, view the Gantt Chart Note: Fill in the Table below as you do H(i)-H(v) Relationship ANALYSIS

DESIGN

CONSTRUCTION

Completion Date of project

SS FF SF Lag Lead H(i) H(ii) H(iii)

Modify Task Relationship – “Investigate System” Change to SS Investigate System will start at the same time as Gather Facts Change to FF Investigate System will finish at the same time as Gather Facts Change to SF

How to change: 1. In the Gantt Table, double click the task to display Task Information dialog box 2. Click the Predecessor tab 3. Click the TYPE cell 4. Click the down arrow key in the entry bar 5. Select the type (Remember to change to default i.e. FS before proceeding to H (iv)

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H(v)

H(iv) Modify Task Relationship –“Investigate System” Lag time 4 days 1. In the Gantt Table, double click the task to display Task Information dialog box 2. Click the Predecessor tab 3. Click the LAG cell 4. Enter duration Lead Time 5 days (lag time with a minus sign means lead time) 1. In the Gantt Table, double click the task to display Task Information dialog box 2. Click the Predecessor tab 3. Click the LAG cell 4. Click the down arrow key until -5.

(Make sure you set the task relationship to default and the lag must be 0 before proceeding to other lessons)

Create a resource list Create a resource list for these people who will work on the Billing System Project. They are: Analyst Designer Programmer 1. Click ASSIGN RESOURCES button to display ASSIGN RESOURCES dialog box 2. Enter the name in the Name field 3. Choose Close button

Assign Resources Assign analyst to task 3, 4, 5, 6, 7, 8, 15 Assign designer to task 10,11 and 14 Assign programmer to task 13 and 14 1. 2. 3. 4. 5. 6.

L. Analyst Designer

Select the tasks Click the Assign Resources button to display dialog box. Select resources that you want to assign to the task(s) Choose ASSIGN button Repeat Close

Assign Costs: Variable Cost – Prorated Standard Rate RM100/hr RM150/hr

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Overtime Rate RM200/hr RM250/hr

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1. 2. 3. 4. 5. 6. M.

Click the Assign Resource Button Display Resource Information dialog box Click the Cost tab Enter the rates OK Repeat and close To change $ to RM 1. Tools 2. Options 3. View tab 4. Change $ to RM in the symbol box 5. OK

Assign Cost: Fixed Cost â&#x20AC;&#x201C; End Programmer RM8,000 for programming Programmer RM2,000 for test prototypes 1. Click View menu 2. Click Table:Entry > Cost 3. Type the cost in the Fixed Cost Field 4. Then go to FIXED COST ACCRUAL field and click the down arrow key and select END (Before proceeding to N, select Table:Cost > Entry)

Create New Base Calendar By default, the project tasks are scheduled by the standard project calendar 1. 2. 3. 4. 5. 6.

Go to Tools menu Select Change Working Time Click the New button to display Create New Base Calendar dialog box Click the Create New Base Calendar button In the Name box, type Billing System Project Calendar Click OK then close

Assign Resources to New Base Calendar Assign Analyst and Designer to the Billing System Project Calendar 1. Go to View menu 2. Choose Resource Sheet 3. Select Resource 4. Click the Resource Information button and get Resource Information dialog box 5. Click Working Time tab 6. In the Base Calendar box, click down arrow key and select Billing System Project Calendar 7. OK 8. Repeat for the next resource (Switch back to Gantt Chart before proceeding to P) Change the Working Hours (for Billing System Project Calendar) 1. Go to Tools menu 2. Select Change Working Time

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3. Click Friday Column in For Selected Dates, click working time 4. Change the time- assuming analyst and designer work for 2 hours (3-5) for the afternoon instead of four hours. 5. OK R.

Effort Driven (Additional Resource) 1. Double click Task 10 “General Design” to display dialog box. 2. Click Resources tab 3. Select the Units cell, Change to 200%, then OK.

Fixed Duration (Additional Resource) 1. Double click Task 13 to display dialog box 2. Click Advanced 3. At Task Type box, select Fixed Duration 4. Clear the Effort-Driven 5. Click OK Then 1. Double click Task 13 to display dialog box. 2. Click Resources tab 3. Select the Units cell 4. Change to 200% 5. Click OK (Before proceeding to T, change back to 100% for task 13) T.

View Work Hours for a task Go to View menu Choose Table:Entry > Work

Create a Baseline 1. Go to Tools menu 2. Choose Tracking 3. Choose Save Baseline 4. OK 5. Go to File and Save

Change the Current Date 1. Go to Project menu 2. Choose Project Information 3. In the Current Date box, change to………….. 4. Click OK button (To display Tracking Toolbar) 5. With the right mouse button, click a toolbar to display the Toolbar Shortcut menu 6. Choose Tracking Update Schedule 1. Click the Task Name column heading to select all the tasks in the project 2. On the tracking toolbar, click the Update As Scheduled button (The tasks are updated and progress bars appear inside the Gantt Bars)

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Update a Task In Progress When Tasks are not completed as scheduled, you need to enter their actual progress Supposedly Task 11 “ Detailed Design” is only 50% complete (note:firstly make sure the task 11 is 100% complete) 1. Select the task 2. Go to 50% button on Tracking Toolbar and click

Compare Baseline vs Actual Data MS Project provides many ways for you to compare your current schedule and actual data to the baseline. Example: 1. Go to View menu 2. Click Tracking Gantt

To Add Notes Say you want to put some notes to Task 9 Click Task Notes button Type: “Both specification needed” OK

AA.

Reports Go to View menu then click Reports MS Project provides six categories of reports from which you can choose.

MS Project has a number of pre-defined reports based on six principal types which can be used directly, changed as required. Alternatively, completely new reports can be created. The system is picture driven and simple to use. Access is from the Report button. A dialog box appears in which the following type of report can be chosen:

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Overview:

Summarizes the most significant project information, including numbers of tasks and resources, task and schedule status, costs, start and finish dates, and so on.

Current Activities:

Displays information about top-level tasks for the entire project. Includes summary tasks and task notes.

Costs:

Shows critical tasks for the entire project. Includes summary and successor tasks and task notes. Shows project milestones. Includes summary tasks and task notes. Shows working and nonworking times for resources for the entire project duration. Use an existing report to create a new one.

Assignments: Workload: Custom:

After selecting one of the above you then choose Select and a second box will appear that will have a number of pre-defined options depending on the base of the report. BB.

Using Gantt Chart Wizard to Enhance Projectâ&#x20AC;&#x2122;s Appearance 1. Click GANTT CHART WIZARD on the standard toolbar 2. Click NEXT button 3. Click OTHER button and click down arrow key to display the list of Gantt Chart formats 4. Select STNDARD STYLE 2 from the list and click the NEXT button 5. Click the NEXT button to accept the default setting 6. Click the NEXT button to accept the default setting to show links between dependent tasks 7. Click the FORMAT IT button

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8. Click the EXIT WIZARD button CC.

Change the Gantt Chart Header 1. Go to VIEW menu 2. Click the Header and Footer, to display Page Setup-Gantt Chart 3. Click the HEADER tab if it not active 4. In the ALIGNMENT area, click the LEFT tab 5. Select PROJECT TITLE 6. Click ADD button 7. Click PRINT PREVIEW button

DD.

Change the Gantt Chart Footer 1. Go to VIEW menu 2. Click the Header and Footer, to display Page Setup-Gantt Chart 3. Click the FOOTER tab 4. In the ALIGNMENT area, click the LEFT tab 5. Click PAGE NUMBER button 6. Click PRINT PREVIEW button

EE.

Change the Legend 1. Go to VIEW menu 2. Click the Header and Footer, to display Page Setup-Gantt Chart 3. Click the LEGENT tab 4. In the ALIGNMENT area, click the LEFT tab 5. Select PROJECT START DATE 6. Click ADD button 7. Click PROJECT CURRENT DATE button 8. Click PRINT PREVIEW button

FF.

Print Summary Report 1. Go to VIEW menu 2. Click REPORT (with Overview selected) 3. Click SELECT button 4. Choose TOP-LEVEL TASKS 5. Click SELECT button 6. Click PRINT and OK

Project 2007 Filters Project 2007 uses an underlying relational database to filter, sort, store and display information. To explore Project 2007 filters: 1. Apply a filter to see only milestone tasks. From the Table: Entry view in the Billing_System_Project file, click the Toolbar Options button on the toolbar, and click the Filter list arrow as shown below.

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2. Show summary tasks. Click the Filter list arrow, scroll down until you see Summary Tasks, and then click Summary Tasks. Now only the summary tasks appear in the WBS. Experiment with other outline levels and filters. 3. Close the file. When finish reviewing the Billing_System_Project file, click Close from the File menu or click Close button. Click No for save changes dialog box. 4. Exit Project 2007. Select Exit from the File menu or click the Close button for Project 2007.

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