1. Microsoft Project Tutorial for Chapters 6 & 7
This Tutorial explains how to:
Reflect A Crashed Project in the Gantt Chart
Resource Loading
Create a Resource Calendar
Use MSP Auto Resource Leveling
Project 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

2. Reflecting 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.

3. Reflecting a Crashed Project in the Gantt Chart
*To do this (review):
Go to Tools
Select Change Working Time
In the Change Working Time Box:
Click on the Work Weeks Tab
Click Details
Select all seven days
Set days to specific Working Times
Set the whole week to an 8 hour shift
Press OK

4. Reflecting 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 automatically
The Finish Date of the Project and the Gantt Chart have updated accordingly:

5. Reflecting 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 days
The Finish Date of task a has updated automatically
The Finish Date of the Project and the Gantt Chart have updated accordingly:

6. Reflecting a Crashed Project in the Gantt Chart
The Gantt Chart will adjust automatically for all crashed adjustments (18-day & 16-day)

7. Resource Loading
First, Build your Gantt Chart to resemble figure 6-10, exclude resources for now.
Be sure to:
Mark “Scheduling Shoots” a summary task
Use the Gantt Chart Wizard to Show Finish dates of tasks & Milestones
Add WBS Codes

8. Now Create a Resource list
Resource Loading
Now Create a Resource list
Go to the View Bar
Select Resource Sheet
A chart will appear:

9. Creating a Resource list
Resource Loading
Creating a Resource list
First, enter in each individual Resource Name from the Action Plan (figure 6-10)
Assign Each individual Resource a Unique Initial
Transfer Standard & Overtime Rates from Table 6-5 to appropriate Resource, Table should resemble below:

10. Assigning a Resource to a Task
Resource Loading
Assigning a Resource to a Task
Refer back to Gantt View
Under WBS 2 (Scriptwriting), Go to Resource Names
There is now a drop down with Resource Names, select Scriptwriter

11. Assigning Multiple Resources to a Task
Resource Loading
Assigning Multiple Resources to a Task
Double click anywhere on the appropriate task row (propose shoots)
The Task Information Box will appear:
Select the Resources Tab

12. Assigning Multiple Resources to a Task
Resource Loading
Assigning Multiple Resources to a Task
Under Resource Name, add each Resource Needed
Then select OK

13. Resource Loading Assigning Multiple Resources to a Task
Under Resource Name, add each Resource Needed
Then select OK
The Gantt Table should now looks as follows:
* Task 11 shooting, should include the Editor, not scriptwriter(typo)

14. Creating a Resource Calendar
Resource Calendars
Creating a Resource Calendar
As 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 Tools
Select 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

15. Creating a Resource Calendar
Resource Calendars
Creating a Resource Calendar
The Scriptwriter works one hour later (6: 00 p.m.) and one extra day of the week (Saturday)
Select the Work Weeks Tab
With Default Line 1 selected, click details
Highlight all working days (Monday-Saturday)
Set Days to the Specific work times
Change to end at 6:00 p.m.
Click OK

16. Creating a Resource Calendar
Resource Calendars
Creating a Resource Calendar
A warning that the fixed-duration of tasks assigned to this resource will be changed. Click ok

17. Creating a Resource Calendar
Resource Calendars
Creating a Resource Calendar
The 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” Dropdown
Choose the Exceptions Tab
Enter in Vacation
Include Start and Finish Dates
Click OK

18. Creating a Resource Calendar
Resource Calendars
Creating a Resource Calendar
A warning that the fixed-duration of tasks assigned to this resource will be changed. Click ok

19. Creating a Resource Calendar
Resource Calendars
Creating a Resource Calendar
Create a calendar for the Editing Room
Under Working Weeks Tab
Set days Monday- Friday
Set Times from 9:30 a.m. – 3 p.m.
Select OK to the same
warning about changes in
duration

20. Creating a Resource Calendar
Resource Calendars
Creating a Resource Calendar
In the Gantt Chart View, we can see that the end date has been changed to 5/17 to accommodate for new resource calendars.

21. View the Resource Loading Chart
Resource Leveling
View the Resource Loading Chart
To view the Resource Loading Chart:
On the View bar click Resource Usage
Resource Loading Chart
Timescale can be adjusted just as the Gantt Chart was.
Resources in bold are over-allocated.

22. View Over-Allocated resources
Resource Leveling
View Over-Allocated resources
To view Resources that are over-allocated:
Click on the More Views button on the View Bar
Choose Resource Allocation
Select an over-allocated resource (Scriptwriter)

23. View Over-Allocated resources
Resource Leveling
View Over-Allocated resources
Filter for only Over allocated Resources
Go to Project, Filtered for:
Select Over allocated Resources

24. View Over-Allocated resources
Resource Leveling
View Over-Allocated resources
Viewing Over-allocated resources graphically:
Click on Resource Graph
Adjust the Timescale for the graph as we did with the Gantt chart

25. This will bring up the Resource Leveling Dialogue box
Leveling Resources
To Level Resources:
Go to Tools
Select Level Resources
This will bring up the Resource Leveling Dialogue box

26. Resource Leveling Leveling Resources To Level Resources:
Select Automatic Leveling Calculations
For this example, we want to Look for over-allocations on a Day by Day basis.
Level entire project
Level only within available slack

27. Resource 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.

28. Project 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 Plan
Set Baseline:
Tools
Tracking
Set Baseline
Set Baseline to Entire Project

29. Project Status Project Status & The Earned Value Report
Entering “Actuals” into our report to track project status
Select 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.

30. Project Status Project Status & The Earned Value Report
Viewing the Earned Value Report of a Project
Click on the upper left corner of the Task Sheet so the entire project is highlighted
Right Click
Select More Tables from the menu
Select Earned Value
Click Apply

31. Project Status Project Status & The Earned Value Report
Viewing the Earned Value Report of a Project
Your Earned Value Report can be given from your Project Status and will adjust according to the actuals you put it.

32. The Earned Value Report can also be exported to an Excel Graph
Project Status
The Earned Value Report can also be exported to an Excel Graph
Go to Report
Choose Visual Reports…
On the Visual Reports dialogue box
Select the Expected Value Over Time Report
Click View

33. Project Status
The auto-leveling and tracking options are an effective tool for Project Managers and should be explored further.