1. Microsoft Project Tutorial for Chapters 4 & 5 This Tutorial explains how to: Build a MSP Project Network Build a Probabilistic MSP Network Use the Calendar Tool and Options Manipulate The Gant Chart * 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

2. Building A Project Network in MSP Launch Microsoft Project Click on “New” Refer to Table 5-2 in Text (p.149)

3. Building A Project Network in MSP If a specific start date is given, we can enter it into MSP as well Click on Project, then Project Information Then select the start date that is given:

4. Building A Project Network in MSP Transfer information from action plan to Gantt Sheet Under the View option, make sure the “View Bar” option is checked Then select the Gantt Chart box:

5. Building A Project Network in MSP The MSP entry table looks similar to the action plan template * Be sure to save your New project both when you start it, and periodically as you make progress

6. Building A Project Network in MSP Plug the information from Table 5-2 into the Gantt Table The software automatically numbers each activity that is entered Predecessors are indicated by task ID #’s rather than their names Table 5-2 A Sample Problem for Finding the Critical Path and Critical Time ActivityDurationPredecessors a5- b4- c3a d4a e6a f4b, c g5d h6d, e i6f j4g, h

7. Building A Project Network in MSP The Task’s dates are adjusted accordingly Notice that the Gantt Chart is also constructing automatically

8. Building A Project Network in MSP To simplify things, add Start & Finish as milestones to make the network easier to understand Highlight the first task by clicking on the task # (1) Go to Insert, New Task. We now can add the Start Milestone to the top of the action plan Notice that the existing list of predecessors has updated accordingly

9. Building A Project Network in MSP To simplify things, add Start & Finish as milestones to make the network easier to understand In MSP, Milestones have a duration of 0 Task A & B will now have Start as a predecessor The last two activities, I & J, are predecessor's to Finish

10. Building A Project Network in MSP Once the action plan data is entered, MSP will automatically draw an AON PERT/CMP network To View: click on the Network Diagram box on the view bar To change the size of the viewed network screen: Click on View, Zoom & adjust accordingly

11. Building A Project Network in MSP Once the action plan data is entered, MSP will automatically draw an AON PERT/CMP network To see the entire network, choose “Entire Project” Your Network Should look similar:

12. Building A Project Network in MSP We can get rid of the crossing by simply dragging the nodes to their desired location. First, Right-Click on white background of Network Diagram Select “Layout” option Choose “Allow manual box positioning” and press ok

13. Building A Project Network in MSP We can get rid of the crossing by simply dragging the nodes to their desired location. Now MSP will allow us to grab and relocate the Nodes Click and Drag the C Node down to the bottom of the network and re-arrange as necceasy

14. Building A Project Network in MSP Before After

15. Building A Project Network in MSP MSP can show us the Free & Total Slack in our Project Go to View, then to More Views… Choose “Detailed Gantt,” and click apply Go to View, Table: and choose Schedule 1st 2nd 3rd

16. Building A Project Network in MSP MSP can show us the Free & Total Slack in our Project In the chart portion of the view, slack appears as thin bars to the right of tasks, with slack values adjoining the regular Gantt bars. The tasks in red are those which are critical.

17. Building A Project Network in MSP MSP can filter our Tasks to help Identify the Critical Path Go to Project Select Filtered For: Choose Critical

18. Building A Project Network in MSP MSP can filter our Tasks to help Identify the Critical Path Now MPS will only display the tasks that are along the Critical Path, to display all tasks again, simply re-filter for all tasks

19. Building A Project Network in MSP Summary Tasks can also be used to help organize a project: Using information from Table 3-5, a template for an LAN Installation project, we create our MSP action Plan on the Gantt Table

20. Building A Project Network in MSP Summary Tasks can also be used to help organize a project: In this Particular example, our Summary tasks are Phases I-IV Select all the tasks under Phase I Select the Indent option to indent all the Tasks under Phase I All the selected tasks will now appear under the summary task for Phase I Do the same for Phases II-IV

21. Building A Project Network in MSP Your Gantt table will display summary tasks, making the project more organized and the Gantt Chart more legible.

22. Building A Probabilistic Network in MSP To enter in the figures for the three-time duration estimates in Table 5-6: Go to “View” Choose “Toolbars” Check PERT Analysis The PERT Analysis toolbar will appear:

23. Building A Probabilistic Network in MSP To install the Analysis toolbar, manually turn off the COM add-ins used by the toolbar, and then turn them back on. On the View menu, point to Toolbars, and then click Customize. Click the Commands tab. In the Categories box, click All Commands. In the Commands box, click the ComAddInsDialog command and drag it to one of the toolbars currently displayed in the Project window. For example, click the ComAddInsDialog command and drag it to the end of the Standard toolbar. A line appears on the toolbar, indicating where the button for the command will be placed. Release the mouse button to add the ComAddInsDialog command to the toolbar. display the Analysis toolbar.

24. Building A Probabilistic Network in MSP Click Close on the Customize dialog box. Click COM Add-Ins on the toolbar where it was added. Clear the check boxes for the Adjust Dates, Copy Picture to Office, and PERT Analysis add-ins, and then click OK. Click COM Add-Ins again. Select the check boxes for the Adjust Dates, Copy Picture to Office, and PERT Analysis add-ins, and then click OK. On the View menu, point to Toolbars, and then click Analysis to display the Analysis toolbar.

25. Building A Probabilistic Network in MSP To enter in the figures for the three-time duration estimates in Table 5-6: To eliminate future problems, lets set the duration periods to a consistent value, in this case we will use weeks, since it is used most frequently. So entries with days must be converted to weeks. (5 day work week) i.e. 4 days = 4/5=.8 wks

26. Building A Probabilistic Network in MSP Go to Tools Select Options Click on Schedule Tab Select Weeks in the Duration is Entered in: dropdown Click ok * The schedule tab is where you modify the default settings for entering tasks.

27. Building A Probabilistic Network in MSP To enter in the figures for the three-time duration estimates in Table 5-6: Enter in action plan from Table 5-6 into Gantt Table Include Task Name & predecessors. Ignore Duration for now, these will be calculated Ignore Resource Names, we will learn this in a later lesson notice Duration is now in weeks… 1day/5days=.2wks

28. Building A Probabilistic Network in MSP To enter in the figures for the three-time duration estimates in Table 5-6: Once the action plan has been built, select the PERT Entry Sheet: The PERT Entry Sheet should appear:

29. Building A Probabilistic Network in MSP To enter in the figures for the three-time duration estimates in Table 5-6: Now Enter in the Values from Table 5-6 Optimistic = a Expected (normal) = m Pessimistic = b Remember to convert a, m, & b durations from days to weeks when necessary i.e. 2 days=.4 wks, or, 6 days = 1.2 wks

30. Building A Probabilistic Network in MSP Once the information from the 3X-duration table is entered into the Pert Entry Form: Select “Calculate PERT” from the PERT Toolbar Click Yes ( you may want to save the pre-existing project before doing this, as it will overwrite any previous entries in duration).

31. Building A Probabilistic Network in MSP After running the PERT Calculator, the est. Duration (Te) is available: *The estimated duration will also be visible in the Original Gantt View as well

32. Creating a Project Calendar MSP defaults to a Standard, or base, calendar because it serves at the basis for scheduling calculations This Standard Calendar assumes: Eight hour work day 5 work days in a week (40 hours) To View the Project Calendar: Simply click on the Calendar button on the view bar * Calendars can be created for Project Wide, Task, or Resource specific. (For this lesson, we will focus on Project Wide)

33. Creating a Project Calendar The Calendar will display your project from the start date specified

34. Creating a Project Calendar The Calendar’s display period options are easily modified To quickly change the schedules display period: Click on the buttons at the upper left side of the calendar The calendar can display one month or one week at a time, or.. Click Custom to choose a specific period of time

35. Creating a Project Calendar Creating a project specific calendar To create a project specific calendar: Go to Tools Select Change Working Time In the Change Working Time Dialogue Box: Select Create New Calendar *Make sure you are making changes for correct Calendar

36. Creating a Project Calendar Creating a project specific calendar Create New Base Calendar Box: Name your Project Calendar Make a copy of the Standard Calendar to keep its formatting, exceptions can be added. Click OK The Change Working Time box will now allow you to format it accordingly

37. Creating a Project Calendar Modifying Project Calendar Adding a Vacation Day: (hypothetical) Click on the day you wish to make an exception On the Exception tab, Input the Name, Start and end of the exception Click OK

38. Creating a Project Calendar Modifying Project Calendar Notice the Details button in the Change Working Time Box Here you can: Set non-working or working times for exceptions Set a Recurrence Pattern for exceptions Set Range of Recurrences for exceptions

39. Creating a Project Calendar Modifying Project Calendar You can also Modify the schedule for the work week: (hypothetical, get off @ 1 on Fridays) Choose the Work Weeks Tab (in the same Change Working Time box) Enter the Name, Start date, and End date (in this ex., Early Fridays will apply for the length of the project)

40. Creating a Project Calendar Modifying Project Calendar Click on Details Select the day (Friday) Choose Set day to these specific working times (for ex.=8 a.m. 1 pm) Click OK *In Work Weeks you can: Use default times for certain days Set certain days to non working time Set days to specific work times

41. Creating a Project Calendar Set modified calendar to project To apply project calendar to entire project: Go to Project Select Project Information In the Project Information box: Click on the Calendar dropdown Select the new Calendar Press OK

42. Creating a Project Calendar In The Calendar View you can now see Project has been applied to the modified (test) calendar. *Notice that May 5 th is no longer scheduled

43. Creating a Project Calendar The Gantt Table (action plan) has also been updated automatically (go to Gantt View):

44. Manipulating the Gantt Chart The Gantt Chart can be manipulated to display a variety of information Refer to Table 5-4

45. Manipulating the Gantt Chart To Create WBS Codes Highlight All tasks Go to Project Go to WBS Choose Define Code In the WBS Code Def. box: Select a Project Code Prefix (in this case none) Select Sequence (in this case Numbers Ordered) Check both options at bottom Click OK

46. Manipulating the Gantt Chart Display WBS Codes (MSP will not do this automatically) Highlight the Task Name column Right click on header (Task Name) Choose Insert Column Under Field Name, Choose WBS Click Best Fit Select Ok

47. Manipulating the Gantt Chart The WBS codes have now been assigned to the Tasks

48. Manipulating the Gantt Chart The Gantt Chart Wizard is used to format the Gantt Chart’s display options The Gantt Chart Wizard can be accessed by: Going to Format or Right-clicking on the Gantt Table Selecting Gantt Chart Wizard

49. Manipulating the Gantt Chart The Gantt Chart Wizard is used to format the Gantt Chart’s display options The Gantt Chart Wizard display will appear, here you can change the Gantt Chart to Display: Standard, Critical, and Baseline paths Resources, Dates, both or neither Option to link dependent tasks Customize Gant Chart Customize Task Information

50. Manipulating the Gantt Chart Modify the Gantt Chart to Display Task Names (Figure 5-23) In The Gantt Chart Wizard Click Next to begin customization For this example, Choose Standard and click Next Choose Custom Task Information and click Next On the “Left” drop down menu select Name and then Click next through options For this example, select No when asked to link dependent tasks Click Format It and Exit Wizard

51. Manipulating the Gantt Chart Modify the Gantt Chart’s display period The Gantt Table’s display Period ( as well as the Project Calendar) can be modified: Right Click on the Date Tier Select Timescale… In the Timescale Box: Select Months in the “Units” dropdown Select One tier in the “Show” dropdown Click OK

52. Manipulating the Gantt Chart The Gantt Chart should resemble Figure 5-23, with task names to the left of the Gantt bars

53. Manipulating the Gantt Chart Both the Gantt Table and the Gantt Chart Wizard can be manipulated to display a variety of information including: Critical paths Path Connections Slack EST, LST, EFT, and LFT Expected Durations Milestones Resources Requirements Progress and More A Project Manager can explore the display options in MSP to create a Gantt Table and Chart suitable to a particular project