Introduction to Project Planning & Scheduling Software Microsoft Project Prepared by; Emedya Murniwaty Samsudin emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 1

Introduction to Project Planning & Scheduling Software Course Objective a) To introduce Microsoft Project 2013/2016 as a planning tool in project management. b) To deliver basic knowledge and skills in preparing project planning and scheduling. c) To produce project document for baseline planning. Learning Outcome At the end of this course, students will be able to a)Understand the basic components in project planning which is the scope of work, time, risks and resources. b)Able to produce baseline file for project planning using Microsoft Project c)Able to produce visual report (S-curve financial and physical) for project reporting emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 2

Introduction to Project Planning & Scheduling Software Project Planning the process of identifying all the activities necessary to successfully complete the project. It is also the process of determining the workable work scheme to achieve project objectives. Project Scheduling a process to identify sequence of work or activities involve and determine realistic time for each activities with start time and finish time. emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 3

Introduction to Project Planning & Scheduling Software QUALITY Project Goal & Objectives RESOURCES COST TIME PLANMONITORC EVALUATE REVISE/CONTROL emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 4

Introduction to Project Planning & Scheduling Software Planning & Scheduling through project management Tools-Microsoft Project or Primavera Software Software assists in planning of a project, monitor the schedule and as a control & tracking tool for the assigned progress. Three (3) types of project planning & scheduling file:- 1.Baseline file (initial planning of a new project) 2.Tracking file (monitoring & control the baseline planning) 3.New baseline file/Schedule updating file (revised baseline) emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 5

Introduction to Project Planning & Scheduling Software 1.Open New File-set the Project Information (New project: Reset the Project Start Date according to Contract Start Date. 2.Set The Working Schedule (Working Time/Holidays) 3.Create the Working List according to WBS List 4.Indent and outdent sub-activities accordingly 5.Identify activities which requires different types of payment (initial cost, prorated, recurring cost, on completion) 6.WBS codes 7.Create The Relationship/Link (Predecessor Or Successor) for subtask. 8.Assign Durations (3 rd Party Job Create As Milestone, Duration=0) 9.Effort Driven Scheduling 10.Activity Duration Estimate 11.Assign fixed cost for sub-activities 12.Setting baseline project 13.Creating the financial S-Curve 14.Generating the Physical S-Curve Creating the Baseline File (General Steps) emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 6

BASIC CPM CPM (Critical Path Method) is the basis of scheduling. Contains 4 basic elements- the schedule, task (activity), milestone and relationships Task: period of time equal to or greater than 1 work unit with a start and finish date Milestone: event that either has a start or finish and has a zero duration Relationship: logically tie Tasks & Milestone to create a network Schedule: period of (day, week, month or year) emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 7

BASIC CPM A (2 days) B (2 days) C (1 day) D (3 days) E (6 days) emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 8

BASIC CPM-RELATIONSHIPS A B C D E TYPE 1: Finish-Start TYPE 2: Start-Start TYPE 3: Finish-Finish emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 9

BASIC CPM-LAG/LEAD ACTIVITY A B C D E -2 days + 1 day Lag +1 day: Activity E can start 1 day after Activity A started Lead +2 days: Activity D can start 2 days before Activity C start emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 10

BASIC CPM 2 methods can be use to represent The logic CPM diagram are: 1.Arrow Diagram Method (ADM) 2.Precedence Diagram Method (PDM) ADM is the most simpler method but PDM provides greater ease of use and understanding. ADM & PDM calculates the ES, LS, EF, LF and show the critical path over the network. All data later been use to plot the Gantt-chart showing the activity scheduling for the project. Both methods however utilizing forward pass & backward pass calculation in determining the earliest and late start/finish dates of an activity. ES LS Duration Activity ES LS EF LF EF LF ES LS LF EF TF A B D D Arrow Diagram Network Precedence Diagram Network emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 11

BASIC CPM Forward pass-1 st line in calculating the Critical Path. Working from left to right (determine the earliest day an activity can start/finish giving the “Early Dates” A B C D E Forward Pass emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 12

BASIC CPM Backward pass-1 st line in calculating the Critical Path. Working from left to right (determine the earliest day an activity can start/finish giving the “Early Dates” A B C D E Backward Pass emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 13

BASIC CPM Instruction: Draw the Arrow Diagram Network (ADM) and determine the total project duration for project given in table 1 using CPM: Table 1: Project XYZ ActivityDuration [day(s)]Predecessor A5- B8A C6A D9B E6B, C F3C G1D,E,F emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 14

APPLICATION OF MSP SOFTWARE STEP 1a: CREATING NEW PROJECT FILE File>New> Blank Project emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 15

APPLICATION OF MSP SOFTWARE STEP 1b: SETTING THE START DATE Project>Project Information>Select the start date (click OK). emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 16

APPLICATION OF MSP SOFTWARE STEP 2a: SET THE WORKING SCHEDULE Project>Change Working Time>Exception>List all approved public holidays for the project emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 17

APPLICATION OF MSP SOFTWARE STEP 2b: SET THE WORKING SCHEDULE Project>Change Working Time>Work Week>Details>Choose “Saturday” and Set Day(s) to specific working time>type the time in “clock” format>ok! Note: at this stage, your new project file is ready to be use based on the assigned working time! emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 18

APPLICATION OF MSP SOFTWARE STEP 3: CREATING THE WORKING LIST Work breakdown structure (WBS) is defines as “deliverable oriented hierarchical decomposition of the work to be execute by the project team”. Contains a list of activities need to be done in delivering a project. Activities are shown according to the correct WBS level. Visually defines the scope into manageable item that a project team can understand. Activity assign in WBS should have time & cost. WBS of a project can be shown in outline or graphical view, whilst the final list will be insert into the MSP software and indent/outdent accordingly based on its WBS level. emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 19

APPLICATION OF MSP SOFTWARE STEP 3 & 4: CREATING THE WORKING LIST List all activity in the Task Name column. Add “Project Title” as 1 st Id, “Project Start” as 2 nd Id, and “Project Finish” as the last Id. Indent/ outdent accordingly. Level 1 Level 2 Level 3 emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 20

APPLICATION OF MSP SOFTWARE STEP 5a: AUTO SCHEDULING Task>Highlight Task Mode Column>Auto schedule Note: auto schedule allows the software to automatically calculate the start, finish & duration values for the assigned task based on dependencies, constraints, calendar and other factors emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 21

APPLICATION OF MSP SOFTWARE STEP 5b: identifying activities with different types of payment (initial cost, prorated, recurring cost or on completion. Select Task>Task>recurring Skip this step for 1 st exercise. emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 22

APPLICATION OF MSP SOFTWARE STEP 6: Show the WBS codes Right Click at task>Insert column>scroll for WBS>enter Note: WBS will shows codes representing an activity level based ion the hierarchical structure of the activity emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 23

APPLICATION OF MSP SOFTWARE STEP 7: Creates the relationship/Link (predecessor or successor) for subtask Predecessor column> add sub task id no accordingly Link to the last sub activity Use semicolon ( ; OR, ) to separate between few predecessors Note: default relationship is Finish-Start (FS). If other relationship to be use, insert FF (finish-finish), SS (start-start), SF (start-finish) after the id no. For Example: 3SS, 2 FF etc. emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 24

APPLICATION OF MSP SOFTWARE STEP 8: Assigning duration Enter the assigned duration of each sub activity in the duration’s column emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 25

Assignment 1 emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 26 Draw the arrow diagram network (ADM) for the project given in Table 2, and perform the CPM calculation to determine the total project duration. Using the same data provided in Table 2, create your planning program using Microsoft Project Assume that this project is located in Johor Bahru and practicing 5-working day per week (Monday to Friday), determine the project finish date. Project start date is on 1/6/2018. ActivityIPADuration (days) A-2 BA6 CA10 DA4 EB7 FB,C5 GC,D3 HE,F5 IG,H2 Title: Assignment 1 Submission: Draw your ADM in one page and print your MSP result in a page. Submit on next class.

End of Week 1 MSP Class emedya murniwaty samsudin_msp2013 sem 2 session 2017/2018_sec 3 27