1. Microsoft Project 98 Tutorial1 Microsoft Project 98 Presented By: Ipsita B. Chowdhury

2. Microsoft Project 98 Tutorial2 Agenda What is Microsoft Project 98? Purpose Features Concepts of Project Management Installation Usage Summary

3. Microsoft Project 98 Tutorial3 What is Microsoft Project 98? An easy, powerful, flexible Project Management tool for managing tasks, resources, and costs efficiently

4. Microsoft Project 98 Tutorial4 Purpose Gives full control of the projects Helps in scheduling and tracking all activities so one can stay on top of their progress Helps in communicating schedule information, in delegating tasks, in getting status updates, and in reporting project details Reduces the time spent in managing projects

5. Microsoft Project 98 Tutorial5 Features 1.Sets up the project plan quickly 2.Manages the people and/or equipment who do the work 3.Keeps control of your budget 4.Gives quick access to the right information 5.Gives hints about underlying issues 6.Displays the project plan the way you want 7.Makes reporting and printing easy 8.Maintains schedule effectively 9.Manages multiple projects robustly 10.Coordinates your project with anyone anywhere 11.Works with Microsoft Office Programs 12.Assists while you work

6. Microsoft Project 98 Tutorial6 What is Project Management? Keeping scope, schedule, and resources in balance – Scope : Range of tasks to accomplish project goals – Schedule : Indicates the time and sequence of each task and also the project duration – Resources : People and/or Equipment that perform/facilitate project tasks

7. Microsoft Project 98 Tutorial7

8. 8 Steps for Project Management

9. Microsoft Project 98 Tutorial9 Project Definition Define the project scope –What goals to accomplish? –Which major tasks and how many tasks required? Determine the resources –People and/or equipment? Determine the schedule’s limits –How much time to complete the project? –What are the project’s milestones and deadlines?

10. Microsoft Project 98 Tutorial10 Project Plan The project plan is the heart of the project management Project plan helps in identifying and correcting problems such as: overloaded resources, tasks that threaten to bust one’s budget, and scheduling conflicts that can push out the project deadline –Identify all the project tasks and delegate them –Get work and time estimates for the tasks –Determine task dependencies –Enter task and project constraints

11. Microsoft Project 98 Tutorial11 How Microsoft project helps in creating Project Plan? Schedules each task and calculates the project finish date Calculates the time required to complete each task Balances scope, resources, and time and shows where they’re out of balance

12. Microsoft Project 98 Tutorial12 Tracking the project Track project progress, comparing actual data to original estimates Review resource, scope, and schedule factors to balance priorities Identify the problems that could knock the project off schedule Analyze resource requirements to check nobody is overloaded Make midstream changes to achieve project goals sooner

13. Microsoft Project 98 Tutorial13 How Microsoft project helps in tracking the Project plan? Displays both original estimates — such as the length of a task — and the actual data Calculates and displays the difference between original estimates and actual data. Simplifies the process for updating the plan with actual data. Calculates the effect of updates on the schedule.

14. Microsoft Project 98 Tutorial14 Project Close When all the project goals have been achieved and all the criteria have been met signaling the project’s end, close the project –Compare the original plan to the actual course of project events –Analyze problems and identify areas for future improvement –Archive the project file

15. Microsoft Project 98 Tutorial15 How Microsoft project helps in closing Project? Saves a copy of the original plan to help identify problem areas. Stores notes about tasks and resources, which can be referred to when analyzing problems and performance. Supplies project information needed to document findings.

16. Microsoft Project 98 Tutorial16 Installation of Microsoft Project 98 Go to CD-ROM drive. Double-Click on SETUP executable. Click on Continue on the welcome page. In the next screen enter arbitrary values for your name and the name of the organization. In the next screen, click O.K to confirm what you entered in the previous screen. In the next screen, enter the 11-digit CD-key located on the back of the CD case and click OK. In the next screen, you will be shown the Product ID number. In the next screen, you will be asked for the destination folder. The default folder c:\Program files\Microsoft Office should be O.K. The next screen will ask for the type of installation; choose Typical installation. The installation will then proceed and finally you will be asked to click O.K when the installation is done.

17. Microsoft Project 98 Tutorial17 Start a new Project File To start a new Project File: 1.Click New 2.Enter a start or finish date

18. Microsoft Project 98 Tutorial18 Enter Project information and schedule To enter information regarding the new project: 1.On the File menu, click Properties 2.On the Summary tab, enter the information for the project such as the Project Title, Manager’s name, and other important notes

19. Microsoft Project 98 Tutorial19 Enter Project Goals, Scope, and Assumptions These elements define a project and help to determine its success Goals : The specific results you want your project to accomplish are your project’s goals. They define your project’s purpose. Scope : The combination of all project goals plus the work required to accomplish those goals represent the scope of project. Assumptions : The guesses made about the relevant factors which affect the duration and cost of specific tasks and of the whole project as a whole. To enter project goals, scope, and assumptions: 1.On the File menu, click Properties. 2.Click the Summary tab. 3.In the Comments box, type your project goals, scope, and assumptions.

20. Microsoft Project 98 Tutorial20 Enter Tasks and their Duration A task should represent a significant amount of work with a clear deliverable, but still be short enough to track its progress regularly and identify problems early To enter Tasks and their duration: 1.On the View Bar, click Gantt Chart 2.In the Task Name field, type a task name (Use a verb and a noun to name tasks) 3.Click or press ENTER. 4.In the Duration field, type the amount of time in minutes, hours, days or weeks. 5.To add information about the task, in the Task Name field, select the task, and then click Task Notes. Type in the Notes box.

21. Microsoft Project 98 Tutorial21 Enter a recurring Task Recurring tasks are useful for repetitive tasks that occur at regular intervals, such as weekly meetings To enter a recurring task: 1.In the Task Name field, select the row above which you want to insert the recurring task 2.On the Insert menu, click Recurring Task 3.In the Name box, type the task name 4.In the Duration box, type the duration of a single occurrence of the task

22. Microsoft Project 98 Tutorial22 Split a Task When a task needs to be interrupted temporarily to work on another task, it can be split and resumed later To split a task into segments: 1.Click Split Task 2.Move the pointer over the task bar to be split

23. Microsoft Project 98 Tutorial23 Rearrange the Task List As a Task List is created, some tasks would need to be rearranged and large tasks would need to be broken into smaller tasks. Tasks can be added, deleted, and moved. To rearrange the Task List: 1.In the ID field, select the task you want to copy, move, or delete by clicking the task ID number 2.To move the task, click Cut 3.To copy the task click Copy 4.To delete a task press Delete 5.To add a task between existing tasks, click New Task on the Insert menu.

24. Microsoft Project 98 Tutorial24 Enter a Milestone A milestone is a task used to identify significant events in the schedule, such as the completion of a major phase. These are interim goals to track the project progress To enter a milestone: 1.In the Duration field of the task needed to change, type 0days. 2.Click or press ENTER. 3.Without changing the duration, a task can be marked as a milestone by Clicking Task Information, then the Advanced tab, and then selecting the Mark task as milestone check box.

25. Microsoft Project 98 Tutorial25 Structure tasks into a logical outline Task List needs to be put in a hierarchical structure which means logically ordering and grouping the related tasks. Some task summarize the work of smaller tasks and are called summary tasks and tasks underneath them are called subtasks To indent or outdent a task 1.In the Task Name field, select the task you want to indent or outdent 2.Click Indent to indent the task or click Outdent to outdent the task. 3.To indent/outdent a task with the mouse, position the pointer over the first letter of the task name. when the pointer changes to a two-way arrow, drag right to indent the task or drag left to outdent the task. 4.To undo outlining, outdent all subtasks

26. Microsoft Project 98 Tutorial26 Show or hide subtasks To show/hide subtasks: 1.In the Task name field, select the summary task containing the subtasks to be shown or hidden 2.Click Show Subtasks to show the subtasks or click Hide Subtasks to hide the subtasks 3.To show all subtasks, click Show All Subtasks 4.To hide all subtasks, select the entire spreadsheet by clicking the ID column heading and click Hide Subtasks

27. Microsoft Project 98 Tutorial27 Sequence the tasks Some tasks may need to finish before a successor task and others may depend on the start of a predecessor task. To sequence the tasks in an Finish-to-Start dependency: 1.In the Task Name field, select two or more tasks you want to link. 2.Click Link Tasks To change a task-link: 1.Double-click the link line of the tasks you want to change. 2.In the Type box, click the task link you want. To remove a task-link: 1.In the Task Name field, select the tasks you want to unlink. 2.Click UnLink Tasks The task will be rescheduled based on any other dependencies.

28. Microsoft Project 98 Tutorial28 Overlap tasks or add lag time between tasks To overlap tasks or add lag time: 1.In the Task Name filed, select the task you want, then click Task Information 2.Click the Predecessors tab 3.In the Lag field, type the lead time/lag time, as a duration or as a percentage. 4.Type lead time as a +ve number and lag time as a negative number

29. Microsoft Project 98 Tutorial29 Start or Finish tasks on specific dates To add an inflexible constraint to a date: 1.In the Task Name filed, select the task you want, then click Task Information. 2.Click the Advanced tab. 3.In the Type box, click a constraint type. To check a constraint 1.On the View menu, point to Table, and then click More Tables. 2.In the Tables list, click Constraint Dates. 3.Click Apply. To prevent getting involved in messy scheduling conflicts: 1.On the Tools menu, click Options. 2.Click the General tab. 3.Under PlanningWizard, select the Advice about errors check box.

30. Microsoft Project 98 Tutorial30 Assign Resources To track the costs and amount of work done by the people and equipment assigned to the tasks. To assign resources: 1.In the Task Name field, select the task to assign a resource, then click Assign Resources 2.In the Name field, select the resources to assign to the task or click Address to select a resource from your e-mail address book

31. Microsoft Project 98 Tutorial31 Create a resource list A resource list includes the names of the resources and the maximum number of units as a percentage of each resource’s availability. To create a resource list: 1.On the View Bar, click Resource Sheet 2.On the View menu, point to Table, and then click Entry. 3.In the Resource Name field, type a resource name. 4.If you want to designate a resource group, type a name in the Group field. 5.If necessary, type the number of resource units available for this resource in the Max. Units field, as a percentage. 6.To assign additional resources, click Assign Resources, and then type a resource name in the Name field.

32. Microsoft Project 98 Tutorial32 Create a Working Times calendar for a Group of Resources To set a work schedule: 1.On the Tools menu, click Change Working Time 2.Click Nonworking time for days off and Working time for hours worked 3.To change the entire calendar, select all weekdays To assign resources to a working times calendar 1.On the View Bar, click Resource Sheet. 2.In the Base Calendar field of each resource you want to assign to a calendar, select the same base calendar.

33. Microsoft Project 98 Tutorial33 View assignments to tasks To see which tasks the resources are assigned: 1.On the View bar, click Resource Usage 2.To see work and cost, from the View menu, select Tables, then click the required table to see in the Resource Usage view 3.In the Resource Name field, review the resource assignments

34. Microsoft Project 98 Tutorial34 Save Baseline A baseline is an original project plan used to track progress during a project which includes task start and finish dates and resource and cost information and make any necessary corrections. To save a baseline of project’s information: 1.On the Tools menu, point to Tracking, then click Save Baseline. 2.Click Entire Project or Selected Tasks to add new tasks to an existing baseline To turn a PlanningWizard on/off: 1.On the Tools menu, click Options, and then click the General tab. 2.To turn on the PlanningWizard, select the Advice from PlanningWizard check box. To turn off the PlanningWizard, clear the Advice from PlanningWizard check box.

35. Microsoft Project 98 Tutorial35 Save an interim plan An interim plan is a set of task start and finish that can be saved at certain stages of the project Up to 10 interim plans can be saved to compare with the baseline plan to monitor project slippage or progress To save an interim plan: 1.In the Copy box, click the plan name to be saved 2.In the Intro box, click the name to which the plan has to be saved 3.Click Entire project or Selected tasks to save the portion of the schedule you want

36. Microsoft Project 98 Tutorial36 Compare actual task information to the baseline Variances are differences between baseline and scheduled task and resource information Variances alert you to the areas of the project that are not going as planned Variances need to be identified as soon as possible to adjust task dependencies, reassign resources, or delete some tasks to meet the deadlines To identify variances: –On the View Bar, click Tracking Gantt –On the View menu, point to Table, then click Variance –Drag the divide bar to the right to view the variance fields

37. Microsoft Project 98 Tutorial37 Summary Identify all the project tasks and delegate them Get work and time estimates for the tasks Determine task dependencies Enter task and project constraints Track project progress, comparing actual data to original estimates Review resource, scope, and schedule factors to balance priorities Identify the problems that could knock the project off schedule Analyze resource requirements to check nobody is overloaded Make midstream changes to achieve project goals sooner Compare the original plan to the actual course of project events Analyze problems and identify areas for future improvement Archive the project file