Microsoft Project 2013 Training

Transcription

1 Microsoft Project 2013 Training Project Tasks Tables Charts Forms Resources Tables Charts Forms Task Ribbon > Properties Grouping > Display Task Details * This allows you to view the Task Form pane so you can easily see what the predecessors, successors, resources, etc. of a task are. Display Task Details View Ribbon > Data Grouping -> Table -> xxx * Can change to Entry, Cost, etc Select Table Page 1 of 9

2 Task Ribbon > View Grouping -> xxx * Can change to task view such as Gantt or resource view such as Resource Sheet Select View Scroll To Task Feature Select task in table then click the Scroll to Task button to bring task into view in chart Task Ribbon > Editing Grouping > Scroll to Task 3 pitfalls of MS Project 1. When entering tasks... Do not manually enter in the Start date and Finish date into Gantt table unless you absolutely need to force the task to occur on those dates. This will put constraints on every other task. It will create a SNET (start no earlier than) constraint. Instead put in duration. 2. When assigning resources, add all resources to the task FIRST before clicking OK and having the WORK allocated across the resources. If a task requires more than 1 resource to be completed within a specific duration, you need to assign all resources first or else the total work duration will be divided by the number of resources assigned. 3. When tracking, need to use Actual Start and Actual Finish fields to track actual task values (but after Baseline has been created). Do not edit the regular Start and Finish field or you will lose the ability to monitor the progress of the project against it's original plan. 4 stages of project mgt define - typically a meeting, discuss who resources are, etc. 2. planning - entering tasks and resources into project 3. mgt phase (after it's launched) - tracking project 4. close - typically a meeting Page 2 of 9

3 Sample project... RESOURCES IT -1 facilities - 1 painters - 2 carpet guys - 2 TASKS Remove Computers - 2 days using 1 person Remove Tables - 1 day using 1 person Remove Hangings -.5 days using 1 person Tearing Up Carpet - 4 hours using 2 people Painting - 2 days using 2 people Laying New Carpet - 1 day using 2 people Restore Tables days Project Ribbon -> Properties Grouping > Change Working Time * define calendar (typically Standard) * add holidays Change Working Time Feature Page 3 of 9

4 File Ribbon (Backstage) > Info -> Organizer * click on Calendar tab * copy from right panel to left panel (from my *.mpp to global.mpt) * this allows you to save the holidays that you defined in your *.mpp to the permanent template Project Ribbon-> Properties Grouping > Project Information * to change start date of project Project Information feature File Ribbon (Backstage) -> Options -> View tab * change date format if you need to see specific time of day for tasks File Ribbon (Backstage) -> Options -> Calendar tab * define hours per day, hours per week, days per month Milestones Should Have Duration = 0 create Start milestone and Finish milestone to make project chart cleaner to view Page 4 of 9

5 Task Ribbon > Insert Grouping > Summary Task * Highlight the Tasks and Select Summary Task Task Summary Feature Format Ribbon -> Show/Hide Grouping -> Project Summary Task * enable the Show Project Summary Task option to get one master project task to appear in table and chart Check this Option Format Ribbon -> Show/Hide Grouping -> Outline Number * enable the Show Outline Number option to see numbers like 1, 1.1, 2, etc. in table Check this Option Gantt - focus on resources (you can see names next to each of the tasks), by default DOES NOT show critical path (tasks are blue), by default DOES NOT show baseline Tracking Gantt - focuses on tracking/% complete, DOES show critical path (tasks in red), DOES show baseline,... blue tasks have slack b/c they aren't critical Detail Gantt - focuses on slack and slippage, can help determine if it makes sense to ask resource to work OT or whether tasks can be juggled Baseline - It's important to set this in a completed project plan. This allows you to track any slippage, etc. You can create separate baselines (partial baselines) if other parts of the project are still in flux. Tasks have predecessors and successors. Predecessor is a "controlling" task. Successor is a "dependent" task. Finish to Start - Predecessor to a successor (A is a predecessor to B) (THIS IS THE DEFAULT. ALL Page 5 of 9

6 DEPENDENCIES IMPLY "FS" WHEN NONE SPECIFIED.) Start to Start - two tasks align at start time (ENTER PREDECESSOR AS "3SS" WHEN FORCING START-TO-START.) Start to Finish - Successor to a predecessor (B is a successor to A) (semantic only... same as Finish to Start except you're identifying that the predecessor has a successor instead of identifying that the successor has a predecessor) Finish to Finish - two tasks align at finish time (e.g. cooking project where 3 tasks need to end at the same time) Lag and Lead Lag and Lead are entered via Task Information Dialogbox -> Predecessors tab. Lag - delay that occurs between successor task and predecessor task -- affects predecessor task end time; sometimes lag can occur outside of working hours (e.g. Let Paint Dry); lag is entered in the Predecessor tab of a task and is entered as a positive value; can be entered as working time, elapsed time, or percentage; DOES NOT IMPACT RESOURCE COST Lead - overlap between tasks (e.g. when 75% done removing computers you can begin removing tables) -- affects current task start time; lead is entered in the Predecessor tab of a task and is entered as a negative value (it's a "negative lag"); can be entered as working time, elapsed time, or percentage; DOES NOT IMPACT RESOURCE COST 3FS-25% means task is successor to task 3 and can begin when task 3 has 25% remaining 8FS+4 ehrs means task is successor to task 8 and must wait until task 8 is 100% done plus an additional 4 elapsed hours have completed working time m = minutes h = hours d = days w = weeks mo = months elapsed time (this time is not held to working hours) em = elapsed minutes eh = elapsed hours ed = elapsed days NEVER NEVER NEVER enter Start Date or End Date when creating a task. Instead, enter duration!!! Otherwise it will add constraints. (actually, this is a best practice, not a requirement) Page 6 of 9

7 Constraints Constraints are added via Task Information Dialog box -> Advanced tab. Constraints are removed by changing the Constraint Type value to "As Soon As Possible". Constraint with "blue dot" in calendar is flexible. - SNET (start no earlier than) - FNET (finish no earlier than) Constraint with "red dot" in calendar is non-flexible. (You will receive message when late) - MSO (must start on) - MFO (must finish on) - SNLT (start no later than) - FNLT (finish no later than) Deadlines Deadlines are added via Task Information Dialogbox -> Advanced tab. Constraints lock you in; you can try to juggle other tasks in order to meet the constraint. Deadlines are flexible. You are allowed to exceed deadline; you are given a warning when you run past them. 4 things that can affect Critical Path (viewed via Tracking Gantt) Predecessor (adding, removing, changing) 2. Dependency (changing FS, SS, SF, or FF) 3. Constraints (adding, removing, changing) 4. Deadlines (adding, removing, changing) Resources... Task Ribbon > View Grouping-> Resource Sheet resource types: Work - anything that needs to be allocated/reserved and cannot be double booked Material - an expendable item Cost - cost/amount Note: When you create a new resource, it automatically creates a new calendar just or that person. So you can add vacation time to that person's calendar. Page 7 of 9

8 Effort Driven - the more effort put in the less time it takes; Calculation: Duration * Units (resources) = Work; Work / Units = Duration Task Ribbon > Properties Grouping > Display Task Details Task Form perform right mouse and select Resources & Predecessors If someone is overallocated and the resource needs to be leveled, there are 6 options to fix it: 1. Change dependency or change predecessor to prevent tasks from happening at same time 2. Assign different resource 3. Assign as overtime 4. similarly, change calendar to reflect this resource's day as being longer and make another day shorter... this is comparable to giving comp time 5. suck it up and take a delay... if task has slack this is okay... if task does not have slack then it may impact project 6. split task Task Ribbon > View Grouping-> More Views -> Resource Allocation * This is one of the best ways to identify over allocation * Use one of the 6 options above to deal with it Select View 6 things to do before creating baseline: 1. enter all tasks 2. link tasks (predecessors, successors) 3. enter all resources 4. assign all resources (including materials) 5. fix overallocation 6. enter costs Page 8 of 9

9 Baseline... Project Ribbon-> Schedule Grouping -> Set Baseline Select Set Baseline There are 3 start fields: - Current is a projection and may change if other tasks are completed earlier or later than planned - Baseline is fixed date based on original (baseline) plan - Actual is real date when task was reported as started View Ribbon-> Data Grouping -> Tables > Tracking * Here's where you enter actual start, actual finish, or completion % values Select Table: Tracking Create Custom Table View Ribbon-> Data Grouping > Tables -> More Tables * can create copy of Entry and add new columns to make a better table view to suit your needs (name it "my working table") * may want to add columns % Complete, Actual Start, Actual Finish to the new table * then save and show on menu * you may want to use this table to enter actual start, actual finish, or completion % values Can use Filter option in toolbar to filter on Incomplete Tasks Can use Filter option in toolbar to filter on Using Resource and limit to a specific resource Select Filters Page 9 of 9