Microsoft Project
About Microsoft Project
Now that you have finished your project management course, you need to know how to make a schedule for your project. There are many tools to do this. Microsoft Project is the world's most popular project management software developed and sold by Microsoft
The application is designed to assist project managers in developing plans, assigning resources to tasks, tracking progress, managing budgets and analysing workloads.
Microsoft Project creates critical path schedules, although a critical chain third-party add-ons is available from ProChain and Spherical Angle. Schedules can be resource levelled. The chain is visualised in a Gantt chart.
Resource definitions (people, equipment and materials) can be shared between projects using a shared resource pool. Each resource can have its own calendar which defines what days and shifts a resource is available. Resource rates are used to calculate resource assignment costs which are rolled up and summarised the resource level.
Each resource can be assigned to multiple tasks in multiple plans and each task can be assigned multiple resources. Microsoft Project schedules task work based on the resource availability as defined in the resource calendars. All resources can be defined in an enterprise resource pool.
Microsoft Project creates budgets based on assignment work and resource rates. As resources are assigned to tasks and assignment work estimated, Microsoft Project calculates the cost equals the work times the rate. This rolls up to the task level, then to any summary tasks and finally to the project level.
Microsoft Project has been extended with Microsoft Office Project Server and Microsoft Project Web Access. Project server stores Project data in a central database.
Project Web Access allows user to display and update this data over the Internet. Web Access allows authorised users to access a Project Server database across the Internet. Web Access includes timesheets, graphical analysis of resource workloads and administrative tools.
Microsoft recognises different classes of users. These different classes of users can have differing access levels to projects, views and other data.
Microsoft Office Project Standard 2007 gives you robust project management tools with the right blend of usability, power, and flexibility, so you can manage projects more efficiently and effectively. You can stay informed and control project work, schedules, and finances; keep project teams aligned; and be more productive through integration with familiar Microsoft Office system programs, powerful reporting, guided planning, and flexible tools.
Key reasons for using Office Project Standard 2007 include:[i]
1. Effectively manage and understand project schedules.
Set realistic expectations with project teams, management, and customers using Office Project Standard 2007 to build schedules, allocate resources, and manage budgets. Understand the schedule with features such as Task Drivers for tracing the source of issues, Multiple Level Undo for testing scenarios, and Visual Cell Highlighting for automatically shading the tasks affected by a change.
2. Get productive quickly.
The Project Guide, an interactive step-by-step planning aide, helps you quickly master the project management process. Customizable for different methodologies, this tool walks you through creating a project, assigning tasks and resources, tracking and analyzing data, and reporting results. Intuitive toolbars, menus, and other features enable you to quickly master project management fundamentals.
3. Leverage existing data.
Office Project Standard 2007 integrates smoothly with other Microsoft Office system programs. Build projects with a few keystrokes by converting existing task lists in Microsoft Office Excel and Microsoft Office Outlook into project plans. Resources can be added to projects from Microsoft Active Directory or from a Microsoft Exchange Server address book.
4. Build professional charts and diagrams.
Analyze and report Project data in professional reports and charts by using the Visual Reports engine, which generates templates for Visio diagrams and Excel charts based on Project data. You can share templates you build with other users. Or you can choose from a list of customizable, ready-to-use report templates.
5. Effectively communicate information.
Easily present information in various formats according to the needs of stakeholders. You can format and print one-page schedules or other reports. Use the Copy Picture to Office Wizard to smoothly export Project data into Microsoft Office Word for formal documents, Office Excel 2007 for custom charts or spreadsheets, or Microsoft Office PowerPoint for crisp presentations.
6. Gain greater control of resources and finances.
With Office Project Standard 2007, you can easily assign resources to tasks and adjust their assignments to resolve conflicts over allocations. Control finances by assigning budgets to projects and programs. Improve your cost estimates with Cost Resources.
7. Quickly access the information you need.
You can group Project data by any predefined or custom field. This saves you time by consolidating data so you can quickly locate and analyze specific information. Easily identify changes between different versions of a project—thus, efficiently tracking scope and schedule changes.
8. Track projects according to your needs.
A rich set of predefined or custom metrics helps you track data (percent complete, budget versus actual, earned value, and the like) relevant to your needs. You can track project performance over the project lifespan by saving project snapshots in up to 11 baselines.
9. Customize Office Project 2007 to your needs.
Tailor Office Project Standard 2007 specifically to your project. Choose custom display fields that integrate with your project schedule. Modify toolbars, formulas, graphical indicators, and reports. XML, Microsoft Visual Basic for Applications (VBA), and Component Object Model (COM) add-ins facilitate data sharing and creation of custom solutions.
10. Get Office Project 2007 assistance when you need it.
Office Project Standard 2007 provides a wealth of assistance to novice and experienced users. It includes a robust Help search engine, smart tags, and wizards. Further enhancements include online access (requires Internet connection) to training courses, templates, articles, and more.
[i] Microsoft
Course Outline
There will be a combination of lectures and lab exercises.
Module 1
§ Overview of Microsoft Project
§ How to use this tool
§ Practice exercises in scheduling a project
Module 2 Entering Tasks
§ Understand the importance of the WBS
§ Create and modify a MSP schedule
§ Understand the differences between summary tasks, detail tasks, milestones, recurring tasks, overhead tasks
§ Establish the right level of detail in WBS
§ Edit, copy and move tasks
§ Able to check the WBS using best practices
Module 3 Entering Estimates
§ Know how to generate estimates
§ Understand duration and work/effort estimates
§ Understand the formula D*U = W
§ Understand the rolling wave approach
Module 4 Entering Dependencies
§ Know what dependencies are
§ Understand the cause and effect
§ Be able to enter dependencies into MSP
§ Be able to choose the right dependencies
§ Understand lag and lead times
§ Display dependencies
Module 5 Entering Deadlines
§ Differentiate between constraints and deadlines
§ Know the different types of schedule constraints
§ Know when to use constraints and deadlines
§ Be able to choose the right type of constraints
§ Be able to enter constraints and deadlines
§ Be able to create a task calendar
§ Be able to use scheduling best practices
§ Be able to format and print the Gantt Chart view as well as other views
Module 6 Entering Resources
§ Know what resources are and when to add to the project schedule
§ Know the different types of resources
§ Be aware of important resource related fields
§ Be able to enter resources
§ Know how to use generic resources
§ Know how to create resources calendars
§ Know the cost management features of MSP
§ Know how to create a resource report
§ Become familiar with scheduling best practices
Module 7 Entering Assignments
§ Know what an assignment is
§ Understand full and part time assignments
§ Know the difference between Fixed Duration, Fixed Units and Fixed Work tasks
§ Know how to assign resources
§ Use Best Practices to assign resources
Module 8 – Optimization
Ø The Baseline
§ Definition and Use of a Baseline
§ Saving a Baseline
§ Saving Interim Plans
§ Multiple Baselines -- Why? When These Are Useful
§ Clearing a Baseline -- When and Why
§ Comparing the Baseline to Actual Data - Available Views and Reports
Ø Tracking Progress with the Percent of Completion Method
§ Overview of the Percentage Method
§ Using the Percentage Icons
§ Inserting the % Completion Column
§ What is % Work Complete, and How Does it Differ from % Complete
§ Physical % Complete, and How it Differs from % Complete and % Work Complete
§ Summary Tasks Build Averages as Individual Tasks are Tracked
§ Percentages Translate to Costs in the Statistics Box and in Reports
§ Moving Up the Accuracy Curve -- Add the Actual Start, Actual Finish, and Actual Work Columns
§ Still Greater Accuracy -- Track the Hours by Resource, and Remaining Hours, with the Split Screen
Ø Tracking Actual Hours with the Usage Views
§ Overview of the Actual Hours Method
§ Working in the Resource Usage and Task Usage Views
Ø Earned Value Concepts
§ The Background for Earned Value
§ Cost Variance and Schedule Variance
§ Performance Indexes
§ The Earned Value Data Fields in MS Project
Ø Progress Lines and Updating Tools
§ Adding Progress Lines to a Schedule
§ Using the "Update Tasks" Dialogue Box
§ Updating an Entire Project to a Status Date
Instructor
Michael Annamunthodo is a Senior Project Manager implementing technological and operational projects. He holds a B.Sc from the University of Guelph and is a certified Project Management Professional (PMP). He has consulted with some of North American’s major financial institutions, including American Express, The Royal Bank of Canada and Bank of Montreal.
He has recently conducted project management workshops for the Mongolian, Barbadian and Bahamian governments. Michael has a keen interest in promoting sustainable integration of technology in the class rooms in developing countries, and is currently managing a project to implement ICT into the secondary schools in Guyana.
Important Dates
May 16 Sat, 4pm-5:30pm – Free introductory lecture
May 23 Sat, 4pm-5:30pm - Free introductory lecture
May 27, Wed 7pm – 10 pm – Classes begin
July 15, Wed 7pm – 10 pm - Classes end