Presentation on theme: "Microsoft Project Tutorial for Chapters 6 & 7"— Presentation transcript:
1Microsoft Project Tutorial for Chapters 6 & 7 This Tutorial explains how to:Reflect A Crashed Project in the Gantt ChartResource LoadingCreate a Resource CalendarUse MSP Auto Resource LevelingProject Status and the Earned Value Report* Click on above link to skip to that Section*clicking on the light bulb will take you directly to the software tutorial for that lesson*clicking on Home will take you directly back to the first slide
2Reflecting a Crashed Project in the Gantt Chart The Gantt Chart for Table 6-1 reflects a change in working schedule to a 7-day work week.
3Reflecting a Crashed Project in the Gantt Chart *To do this (review):Go to ToolsSelect Change Working TimeIn the Change Working Time Box:Click on the Work Weeks TabClick DetailsSelect all seven daysSet days to specific Working TimesSet the whole week to an 8 hour shiftPress OK
4Reflecting a Crashed Project in the Gantt Chart To adjust the expediting of a project, simply change the duration of the Critical Task’s duration in the Gantt table (20-day solution)By Changing the duration of task a:The Finish Date of task a has updated automaticallyThe Finish Date of the Project and the Gantt Chart have updated accordingly:
5Reflecting a Crashed Project in the Gantt Chart Take the same approach to adjust the Project even further (19-day solution)After Changing task a, change task f’s duration to 8 daysThe Finish Date of task a has updated automaticallyThe Finish Date of the Project and the Gantt Chart have updated accordingly:
6Reflecting a Crashed Project in the Gantt Chart The Gantt Chart will adjust automatically for all crashed adjustments (18-day & 16-day)
7Resource LoadingFirst, Build your Gantt Chart to resemble figure 6-10, exclude resources for now.Be sure to:Mark “Scheduling Shoots” a summary taskUse the Gantt Chart Wizard to Show Finish dates of tasks & MilestonesAdd WBS Codes
8Now Create a Resource list Resource LoadingNow Create a Resource listGo to the View BarSelect Resource SheetA chart will appear:
9Creating a Resource list Resource LoadingCreating a Resource listFirst, enter in each individual Resource Name from the Action Plan (figure 6-10)Assign Each individual Resource a Unique InitialTransfer Standard & Overtime Rates from Table 6-5 to appropriate Resource, Table should resemble below:
10Assigning a Resource to a Task Resource LoadingAssigning a Resource to a TaskRefer back to Gantt ViewUnder WBS 2 (Scriptwriting), Go to Resource NamesThere is now a drop down with Resource Names, select Scriptwriter
11Assigning Multiple Resources to a Task Resource LoadingAssigning Multiple Resources to a TaskDouble click anywhere on the appropriate task row (propose shoots)The Task Information Box will appear:Select the Resources Tab
12Assigning Multiple Resources to a Task Resource LoadingAssigning Multiple Resources to a TaskUnder Resource Name, add each Resource NeededThen select OK
13Resource Loading Assigning Multiple Resources to a Task Under Resource Name, add each Resource NeededThen select OKThe Gantt Table should now looks as follows:* Task 11 shooting, should include the Editor, not scriptwriter(typo)
14Creating a Resource Calendar Resource CalendarsCreating a Resource CalendarAs mentioned in the text, some of the resources have a schedule that does not follow MSP’s Standard Calendar. We can create a resource Calendar for these Resources. (Refer to Table 6-4)Go to ToolsSelect Change Working Time…In the Change Working Time Box, under the For calendar dropdown, notice that each Resource Name has been added. First Select Scriptwriter
15Creating a Resource Calendar Resource CalendarsCreating a Resource CalendarThe Scriptwriter works one hour later (6: 00 p.m.) and one extra day of the week (Saturday)Select the Work Weeks TabWith Default Line 1 selected, click detailsHighlight all working days (Monday-Saturday)Set Days to the Specific work timesChange to end at 6:00 p.m.Click OK
16Creating a Resource Calendar Resource CalendarsCreating a Resource CalendarA warning that the fixed-duration of tasks assigned to this resource will be changed. Click ok
17Creating a Resource Calendar Resource CalendarsCreating a Resource CalendarThe Client works a standard schedule except for a vacation scheduled for March 13-March 26. Create a calendar for this Resource:Go to Tools, Select Change Working Time, and select Client from the “For Calendar” DropdownChoose the Exceptions TabEnter in VacationInclude Start and Finish DatesClick OK
18Creating a Resource Calendar Resource CalendarsCreating a Resource CalendarA warning that the fixed-duration of tasks assigned to this resource will be changed. Click ok
19Creating a Resource Calendar Resource CalendarsCreating a Resource CalendarCreate a calendar for the Editing RoomUnder Working Weeks TabSet days Monday- FridaySet Times from 9:30 a.m. – 3 p.m.Select OK to the samewarning about changes induration
20Creating a Resource Calendar Resource CalendarsCreating a Resource CalendarIn the Gantt Chart View, we can see that the end date has been changed to 5/17 to accommodate for new resource calendars.
21View the Resource Loading Chart Resource LevelingView the Resource Loading ChartTo view the Resource Loading Chart:On the View bar click Resource UsageResource Loading ChartTimescale can be adjusted just as the Gantt Chart was.Resources in bold are over-allocated.
22View Over-Allocated resources Resource LevelingView Over-Allocated resourcesTo view Resources that are over-allocated:Click on the More Views button on the View BarChoose Resource AllocationSelect an over-allocated resource (Scriptwriter)
23View Over-Allocated resources Resource LevelingView Over-Allocated resourcesFilter for only Over allocated ResourcesGo to Project, Filtered for:Select Over allocated Resources
24View Over-Allocated resources Resource LevelingView Over-Allocated resourcesViewing Over-allocated resources graphically:Click on Resource GraphAdjust the Timescale for the graph as we did with the Gantt chart
25This will bring up the Resource Leveling Dialogue box Leveling ResourcesTo Level Resources:Go to ToolsSelect Level ResourcesThis will bring up the Resource Leveling Dialogue box
26Resource Leveling Leveling Resources To Level Resources: Select Automatic Leveling CalculationsFor this example, we want to Look for over-allocations on a Day by Day basis.Level entire projectLevel only within available slack
27Resource Leveling Leveling Resources This particular project has been leveled for all tasks but individual tasks can also be leveled over the entire project or over a designated time span.
28Project Status Project Status & The Earned Value Report Entering Actuals into our report to track project status*Before Tracking a Project’s Status, save it, this will be your “Baseline” or snapshot or project PlanSet Baseline:ToolsTrackingSet BaselineSet Baseline to Entire Project
29Project Status Project Status & The Earned Value Report Entering “Actuals” into our report to track project statusSelect Tracking Gantt from View Bar:Insert the Actual & Baseline Start & Finish Columns if needed.Also insert Actual & Baseline Duration if needed.Plug in Actual Start & Finish Dates, Actual Duration, Cost, and Work should adjust accordingly.
30Project Status Project Status & The Earned Value Report Viewing the Earned Value Report of a ProjectClick on the upper left corner of the Task Sheet so the entire project is highlightedRight ClickSelect More Tables from the menuSelect Earned ValueClick Apply
31Project Status Project Status & The Earned Value Report Viewing the Earned Value Report of a ProjectYour Earned Value Report can be given from your Project Status and will adjust according to the actuals you put it.
32The Earned Value Report can also be exported to an Excel Graph Project StatusThe Earned Value Report can also be exported to an Excel GraphGo to ReportChoose Visual Reports…On the Visual Reports dialogue boxSelect the Expected Value Over Time ReportClick View
33Project StatusThe auto-leveling and tracking options are an effective tool for Project Managers and should be explored further.