Starting Microsoft Project

Lesson #0

Get to know Microsoft Project

Step - 1

Define The Project

Enter Duration

Enter Task

4 Set Project Start Date Build The Plan

1 5

Link Task

Assign Resource Close The Project

0
6

MS Project Environment
Track and Manage

Utilize Multiple Views 10

Print Plan (Report Style)

Steps to Analyze Project using Microsoft Project

Resolving Problem in the Schedule

Resource Leveling

Track Actual Work

Step - 2

Microsoft ProjectAn Overview

Microsoft Project is a specialized database that stores and presents thousands of pieces of data related to your project. Examples of such data include tasks, durations, links, resource names, calendars, assignments, costs, deadlines, and milestones. Examples of such calculated results include the start and finish dates of a task, the resource availability, the finish date of the entire project, and the total cost for a resource or for the project. You can then manipulate and display this calculated data in various views to analyze the planning and progress of your project. This information helps you make decisions vital to the projects success.

Step - 3

Microsoft Project 2003 Editions

With Microsoft Project 2003, you have a choice of two editions: Microsoft Office Project Standard 2003 and Microsoft Office Project Professional 2003. Microsoft Project Standard 2003 is the basic desktop edition of Microsoft Project. It no longer connects in any way to Microsoft Project Server 2003 and strictly stands alone.
Step - 4

Microsoft Project 2003 Editions

Microsoft Project Standard consists of all the essential features for individual project management, including the following: Task scheduling Resource management Tracking Reporting Customization Microsoft Project Professional 2003 provides everything that Microsoft Project Standard does. In addition, Microsoft Project Professional provides for team collaboration with a Web interface
Step - 5

The Advantages of using Project Management Software

1
Microsoft Project helps you develop a better plan.

Microsoft Project makes calculated projections easier and more reliable.

3 4

Microsoft Project helps you detect inconsistencies and problem in the plan Microsoft Project helps you communicate the plan to others
Microsoft Project helps you Track progress and detect potential difficulties

Step -- 6 6 Step

System Requirements (2000) :

75 Mhz Pentium or faster (or Compatible) Windows 9x, or NT Workstation 4.0 16 Mb RAM plus an Additional 8 Mb RAM for windows 9x 32 Mb RAM plus an Additional 8 Mb RAM for windows NT 100 to 200 Mb Hard disk space CD ROM Drive 8 speed (or Higher) VGA or Higher-Resolution monitor (SVGA Recommended) Mouse, Intellimouse or compatible pointing device. Multimedia computer for accessing sound and other multimedia effects. 9600 or Higher - Baud modem (56.600 recommended) Internet Explorer 4.0 (or later)

Step - 7

System Requirements (2003) :

Microsoft Windows XP or later or Windows 2000 Professional with Service Pack 3 or later. 266-MHz or higher Pentium-compatible CPU 64 megabytes (MB) RAM 8X CD-ROM drive or faster Microsoft Windowscompatible sound card and speakers Microsoft Internet Explorer 5.01 or later Microsoft Mouse or compatible pointing device

Step - 8

Starting Microsoft Project

Although Microsoft Project doesn't come with the Microsoft Office software, it is a member of the Microsoft Office family. Consequently, Project uses the standard Microsoft Office menu and toolbar structure and contains some of the familiar Microsoft Office tools.

Go to Start > Programs > Microsoft Project

Step - 9

Main Screen of Microsoft Project

The Gantt Chart view has two main sections: "Gantt Table" and "Gantt Chart." After you enter the task information, the Gantt Table, in the left pane, holds columns of information about your project, such as task name, duration, start date, and more.

The Gantt Chart, in the right pane, is a graphic representation that helps you see the timing and relationships among tasks.

Project always opens a new project schedule in the Gantt view. The view shows all the information about your project in a single snapshot.

Step - 10

Main Screen of Microsoft Project

Standard & Formatting Toolbar You can customize the bar to add any helpful tools of your choice. You can also remove the tools you use the least.

This is the Timescale.

This is the Fill Handle. It is the same as a cell in a table or in an Excel spreadsheet.

This is a Divider. It separates the Gantt Table and Gantt Chart.

The timescale along the top of the Gantt chart acts like a horizontal calendar. Think of it as a ruler against which you draw the tasks in your project.
However, instead of marking inches, this ruler marks off the hours, days, weeks, and months of your project.

Project offers different views in which you can see project information about timing relationships between tasks, resource allocations, and project progress. To see another view just click MORE VIEW for 24 built-in view

Step - 11

Customize Toolbars

To Show or hide the View Bar , go to : View > View Bar

You also can create your own toolbar by Customizing Toolbar Menu

Step - 12

Pulldown menus of Microsoft Project

File Menu.

Edit Menu.

Step - 13

Pulldown menus of Microsoft Project

View Menu.

Insert Menu.

Step - 14

Pulldown menus of Microsoft Project

Format Menu.

Tools Menu.

Step - 15

Pulldown menus of Microsoft Project

Project Menu.

Help Menu.

Step - 16

Pulldown menus of Microsoft Project

Help Menu.

Office Assistant is Microsoft's interactive help guide to Project.

Step - 17

Using Keyboard Command

Example of Keyboard commands for navigating views and windows

Step - 18

Go to the Next Lesson

10%

Step - 19

How to Start a New Project

Lesson #1

How to set Project start date

Step - 20

How to make a schedule Enter Duration

Define The Project

Enter Task

4 Set Project Start Date Build The Plan

1 5

Link Task

Assign Resource Close The Project

0
6

MS Project Environment
Track and Manage

Utilize Multiple Views 10

Print Plan (Report Style)

Steps to Analyze Project using Microsoft Project

Resolving Problem in the Schedule

Resource Leveling

Track Actual Work

Step -- 21 21 Step

How to Start a New Project

Project displays dialog box. the "New"

Under the "Project Templates" tab, you may select a template that suits your project.

To create a new project in Microsoft Project.

Go to File > New, or press Ctrl+N Step - 22

How to set Project Information

"Start date" sets the date you want the project to begin. All tasks will begin on the set date and stop at the "Finish date."

"Schedule From" allows you to choose whether you want to start the project from the deadline or from the start date.

"Current date" is based on your computer clock and calendar settings. If you want to, use a different date

The "Project Information" dialog box is the starting point for every project.

"Calendar" allows you to select the calendar on which you would like to base your schedule : standard calender, 24 hours, or Nightshift

Step - 23

Using Project Property Sheet

To show Property sheet , go to : General Tab provides statistics about the project file name, type, location and size as well as dates on which it wa created, last modified and last opened. Summary Tab supply descriptive information about the project and people associated with it.

File > Property

Statistics Tab Summarize your work on the project file or document.

Contents Tab display summary statistics about your project schedule

Step - 24

How to define Schedule Option

To customize the standard calendar to your own working schedule, go to :

Tools > Options. Step - 25

How to define Calender & Edit Option

Under the Schedule" tab, you can designate specific work hours per-day, day perweek and day per-month

Step - 26

How to define General & View Option

This table is used to change the date format and default view of microsoft project while starting a poject

Use spesific Currency symbol, such as Rp

Step - 27

How to modify & create Calender

To select days, click the first day, and press and hold down the Shift key, and click the last day you want to select.

To modify or create a new calendar, go to :

Tools > Change Working Time.

Click New to create calender for spesific resource

Step - 28

End of the Lesson

100%

Step - 29

Entering Activity Task

Lesson #2

How to Enter ActivityTask

Step - 30

How to make a schedule Enter Duration

Define The Project

Enter Task

4 Set Project Start Date Build The Plan

1 5

Link Task

Assign Resource Close The Project

0
6

MS Project Environment
Track and Manage

Utilize Multiple Views 10

Print Plan (Report Style)

Steps to Analyze Project using Microsoft Project

Resolving Problem in the Schedule

Resource Leveling

Track Actual Work

Step -- 31 31 Step

How to make WBS

Building Project

[Link] Preparation

2. Structure

3. Mech / Elect.

4. Finishing

2.1. Upperr Structure

2.2. Lower Structure

[Link]

2.2.2. 1st Basement

2.2.3. 2nd Basement

[Link]. Pile

[Link]. Pilecap

[Link]. Sloof

INFORMATION :

To make project Task, It is strongly recommended that you make a Work Breakdown Structure (WBS)

1. Name of Activities 2. Volume (unit) 3. Resource usage 4. Activity Cost 5. Activity Duration

Step - 32

How to Enter Task

To start building a project, enter the title of the major steps to reach your goal. You should input each title as you expect them to occur. After you enter the major tasks in your project, you can now add details by adding subordinate tasks, also known as subtasks

Click on a task name. Go to Insert > New Task. You may also add a new row by pressing the "Insert" button on your keyboard.

"Show" on the Formatting toolbar easily determines the level of detail you want to view in a project.

To copy the tasks, you must select them and go to : Edit > Copy Cell. Use "Paste" to place the selected tasks into another cell.

Step - 33

How to Outlinening Task

Click Indent on the Formatting toolbar to indent the subtask

You may expand or collapse any task that has a subtask by clicking on the "Plus" or "Minus" sign next to the task name.

Step - 34

How to Enter Milestone & Recurring Task

Milestones are tasks that usually have zero duration. It simply marks a noteworthy point in your project.

Project's recurring task feature enables you to create the Meeting task once and assign frequency and timing.

Step - 35

How to Attach Note

You may attach notes to individual tasks to remind you of certain parameters or details for the task. Double-click a task to open the "Task Information. and than Click the "Notes" tab.

The "Notes" tab provides simple word processing, such as tools for formatting your notes. A Note icon appears in the Indicator column of the Gantt table. You may move the mouse pointer over this icon to display the note.

Step - 36

How to save Project

To save a Project file, go to

File > Save or Save As ...

You may save your files as templates. A template file saves all the settings you made for a particular project.

Select General Option to show Password Dialog Box

The template feature is especially useful in project management because your new projects are often similar to the ones that precede or follow them.

Template files have an extension of *.mpt.

Step - 37

Go to the Next Lesson

20%

Step - 38

Entering Task Duration

Lesson #3

How to Enter Task Duration & Constraint

Step - 39

How to make a schedule Enter Duration

Define The Project

Enter Task

4 Set Project Start Date Build The Plan

1 5

Link Task

Assign Resource Close The Project

0
6

MS Project Environment
Track and Manage

Utilize Multiple Views 10

Print Plan (Report Style)

Steps to Analyze Project using Microsoft Project

Resolving Problem in the Schedule

Resource Leveling

Track Actual Work Step - 40

How to Estimate Duration

Project Time Management

Activity Scope Definition
1

Activity Sequencing
2

Activity Duration Estimating

3

Schedule Development
4

Deterministic Probabilistic ScheduleControl (Tunning)

5

Resource Leveling TCTO Analysis

Tracking Progress
Step - 41

Factors affecting duration estimating TOOLS & TECHNIQUES

INPUT

OUTPUT

Activity List Constraint Assumption Resource Reqd Resource Capability Historical Info.

Expert Judgement Analoques Estimating Simulation

Activity Duration Estimate

Materials Site Condition Tools & Equipment

Basic References & Personal Intuition Experience from the Last Project Try & Error to Match Requirement

Standard Manhours & Work Unit Productivity Constraint Status & Update Step - 42

Calculating productivity

Input Volume Duration Output productivity

Analisa G.41 : BOW
1 m3 Beton bertulang 1 PC : 2 PS : 3 Kr 6 0.3 1 0.1 Pekerja ... Mandor .. Tukang Batu . Kepala Tukang .

1 m3 1/6 m3

= 6 pekerja / hari = 1 pekerja / hari

No. 1 2 3

Activity Beton K-225 Beton K-225 Pembesian

Volume Units 300 300 3500 m3 m3 Kg

Productivity 20 m3/jam 0.17 m3/org/hari 50 kg/org/hari

Resources Usage Worker 50 5 Equip. 1 -

Duration 15 Jam 36 hari 14 hari

Step - 43

How to Set Deterministic duration

Deterministic

You can manualy enter task duration , or Double Clik the cell to display Task Information

If you're a visually oriented person, dragging task bars to change durations might be the best method for you.

Hold down and select date from Calender, if you want to start or finish on spesific date

by default, Project uses estimated durations for tasks when you type the duration into the Gantt table. You should have seen a question mark next to each duration.

Step - 44

How to Set Probabilistic duration

Probabilistic

Optimistic (a)

Most likely (m)

Pesimistic (b)

Time Expected field (Te)

Te = (a+4m+b) x (1/ 6) : Time Expected

S = (1/6)(b-a) : Standard Deviation
:

Z =

T(d) - Te

S Critical

Vte = S 2

Task Varians

Step - 45

How to use Task Information

Project uses the settings in the "Calendar" tab in "Options" to determine the number of days in a month. Type a new duration using the following abbreviations: m = minutes, h = hours, w = weeks, and mo = months.

When you establish a task's duration in the "Task Information" dialog box, place a check in the "Estimated" check box to make the duration approximate.

if you use the Start and Finish dates, Project only uses working days in the date range. If you enter a duration, Project calculates the beginning and end of the task. It also takes weekends and holidays into consideration. So these two methods may yield different results.

Step - 46

How to Configuring Timescale

Major Scale Label Minor Scale Label

In the "Timescale" dialog box, adjust the units you wish to display and how many to include.

After entering several tasks and task durations, you'll probably want to manipulate the timescale in the Gantt chart to view information.

Go to : Format > Timescale.

Step - 47

How to use Task Constraint & Deadline

Constraints affect the timing of a task in relation to the start or end of your project or to a specific date.

Setting a deadline in Project provides you with a visual reminder if you don't complete a task by the deadline you established.

Step - 48

Understanding the type of Constraints

Some task might be subject to deadlines from outside project : deadlines imposed by Customer, contractors, the Government or even international company policies.

Classification
As Soon As Possible As Late As Possible Start No Later T han Must Start On Start No Earlier T han Finish No Later T han Must Finish On

Status
Mark a task as not constrained Delays the task as long as possible, without holding up the finish of the project and without creating a conflict for any successor task that is constrained. T his task must start on or before the designated date T his task must start exactly on the designated date T his task cannot start until the designated date or later T his task must complete on or before the designated date T his task must finish exactly on the designated date

Step - 49

Go to the Next Lesson

30%

Step - 50

How to link Project

Lesson #4

How to Link Project Tasks

Step - 51

How to make a schedule Enter Duration

Define The Project

Enter Task

4 Set Project Start Date Build The Plan

1 5

Link Task

Assign Resource Close The Project

0
6

MS Project Environment
Track and Manage

Utilize Multiple Views 10

Print Plan (Report Style)

Steps to Analyze Project using Microsoft Project

Resolving Problem in the Schedule

Resource Leveling

Track Actual Work Step - 52

Schedulling Theory

Schedulling

Probabilistic

Deterministic

CPM

Non-CPM

PERT

Arrow Diagram

Time Scale Diagram

Precedence Diagram

Bar/Gantt Chart

Line Diagram

CPM : Critical Path Method

PERT : Program Evaluation Review Technique

Step - 53

Construction Method

Set 2nd Level Column & Roof

Set 1st Level Column & Beam

Set Pilecap

Land Clearing (Cut & Fill)

Original Land Contour

Set Sloof

Piling Installation

Step - 54

What Predecessors & Successor is ?

Activity which precede the current Activity is called Predecessor Activity which Followed the current Activity is called Successor

SUCCESOR PREDECESSOR Set 1st Floor Wall

START

Work Prep and build. Foundation

1st Floor Column and Beam Current Activity

Set 2nd Floor Column and Beam

Set 2nd Floor Roof

FINISH

Set 2nd Floor Wall

Set 1st Floor Stair

Step - 55

Avtivities Relationship (Precedence)

Linier Activity
C
B

Merge & Burst Activity

Burst Activity

ES

EF

Activity Name
A

d LS
C D

LF EF : Early Finish LF : Latest Finish

Merge Activity

ES : Early Start LS : Latest Start d : Duration

Step - 56

Forward Pass and Backward Pass Calculation 15

D 4

19

27

31 25
C 10

0
START

0
A 5

5
B 10

15

15

25
F 5

30

31
FINISH

15

15

25

26 25
G 6

31 31

31

15 ES
Task

21
E 6

EF 25

25

31

31

LS

LF

Total Slack

: LF - EF

Critical Task : ES = LS dan EF = LF

Total Slack : The amount of time that a task can be delayed without delaying successors task

Step - 57

Task Dependency & Lead-Lag

F S F

In the "Finish-to-Start" relationship, the successor task may not begin until the predecessor task is completed.

In the "Finish-to-Finish" dependency, the successor task cannot finish until the predecessor task finishes.

In a "Start-to-Start" relationship, the successor cannot begins until the predecessor begins.

Lag

Enter the Lag time to allow for overlap or delay.

S Lead

Enter the Lead time to allow early start

Step - 58

How to Order (Link) Tasks

To link a whole range of tasks and order them, select the range of tasks. Go to Edit > Link Tasks.

You can manually input task predecessors Lead & Lag

To order tasks, first, second, third, etc., double-click on a task.

Step - 59

Dependency Conflicts Warning

If a conflict exists, caused by multiple dependencies or a combination of dependencies and constraints , Project will give you this warning.

Step - 60

Resolve Relationship Conflicts

Change the conditions that make the successor task dates fixed Remove the relationship definition so that a successor relationship to the task in the message no longer exist

2
3

Change the conditions governing the finish date for the predecessor (the task named in the late date message) so that you can schedule the task to finish by the late date.

Step - 61

Go to the Next Lesson

40%

Step - 62

Assigning Resources

Lesson #5

How to Assign Resource & Cost

Step - 63

How to make a schedule Enter Duration

Define The Project

Enter Task

4 Set Project Start Date Build The Plan

1 5

Link Task

Assign Resource Close The Project

0
6

MS Project Environment
Track and Manage

Utilize Multiple Views 10

Print Plan (Report Style)

Steps to Analyze Project using Microsoft Project

Resolving Problem in the Schedule

Resource Leveling

Track Actual Work Step - 64

Assign Resource from WBS Information

Building Project

[Link] Preparation

2. Structure

3. Mech / Elect.

4. Finishing

2.1. Upperr Structure

2.2. Lower Structure

[Link]

2.2.2. 1st Basement

2.2.3. 2nd Basement

[Link]. Pile

[Link]. Pilecap

[Link]. Sloof

INFORMATION :

To make project Task, It is strongly recommended that you make a Work Breakdown Structure (WBS)

1. Name of Activities 2. Volume (unit) 3. Resource usage 4. Activity Cost 5. Activity Duration

Step - 65

How To Define & Assign Resource

Resources are the people, supplies, and equipment that enable you to complete the tasks in your project.

Step - 66

Entering Resource Sheet

Type Initials for the resource under the "Initials" column. Typically,a resource's name appears, but you may customize the view to display the initials. Project expresses in percent the amount of resources you have available for assignment

Type the name of the resource. For Manpower, you might want to type a person's name or a job description.

Assign resources to groups, if they share some common characteristics, such as "job function."

To define the type of resource, use the drop down type list and select whether it is a human or material resource. Project refers to human resources as "Work."

For material resources, specify the unit of measure. You may set up any label you want. You might use minutes for long distance, and miles or gallons for gasoline.

Step - 67

Entering Resource Sheet

'Accrue At' specifies how and when Microsoft Project charges resource costs to a task at the Standard or Overtime rates. 'Base Calendar' identifies the calendar that Project should use when scheduling the resource. Use 'Code' and abbreviations to assign any information to a resource.

The 'Standard Rate' (Std. Rate) is the rate you charge for regular work

The 'Overtime Rate' (Ovt. Rate) is the rate you charge for overtime work

The 'Cost/Use' column organizes the supply rate you charge at a one-time rate for a resource. Use this rate for costs that are charged on a per unit basis, rather than a time related basis.

Step - 68

Resource Information

In the "Resource Information ," use the General tab to add information about a resource such as e-mail or availability.

Double Clik the Resource to show Resource Information Dialog Box

Step - 69

Resources Information
The "Cost" tab allows you to specify the cost of a resource. If you are specifying a new rate as either an increase or decrease of an existing rate, you may specify the new rate as an increased or decreased percentage.

Use the "Working Time" tab to set the working dates or vacation days on the resource calendar.

Step - 70

Assigning Resource to Gantt Chart

A check on the left column will appear to indicate that the resource is assigned to the selected task.

Use Format > Bar Style To modify Information which want to display in gantt Bar

Step - 71

Assigning Fixed Information

Go to Window > Split to show the bottom pane in the Gantt chart.

Go to Window > Remove Split to close the bottom pane in the Gantt chart.

Type the fixed-resource cost in the 'Cost' field. When calculating the total cost of a task, the cost does not depend on the time a resource spends working on the task.

Step - 72

Assignment Information
To assign the correct resource "Cost Rate Table" to the task, go to View > Task Usage.

Task Usage view shows you the amount of time a resource is assigned to a particular task.

Step - 73

Assignment Information

Work Contour describe how resources are distributed across a time

Right-click and choose Assignment Information.

Step - 74

Work Contour Pattern

Bell Contour
120 100 100 80 80 60 40 20 20 0 1 120
100 100 75 50 25 10 15 25 50 50 50 75 50 25 15 10 50 25 100 100

Double Peak
120 100 100 100

100 80

80 60 50 25 50 25 25 50 50 25

40 10

40 20 10

40 20 0

10

10

Early Peak & Late Peak

100 80 60 40 20 0 1 2 3 4 5 6 7 8 9 10

Flat Contour
120 100 100 80 60 40 20 0 1 2 3 4 5 6 7 8 9 10 100 100 100 100 100 100 100 100 100

Step - 75

Go to the Next Lesson

50%

Step - 76

How to Utilize Multiple Views

Lesson #6

How to Utilize Multiple Views

Step - 77

How to make a schedule Enter Duration

Define The Project

Enter Task

4 Set Project Start Date Build The Plan

1 5

Link Task

Assign Resource Close The Project

0
6

MS Project Environment
Track and Manage

Utilize Multiple Views 10

Print Plan (Report Style)

Steps to Analyze Project using Microsoft Project

Resolving Problem in the Schedule

Resource Leveling

Track Actual Work Step - 78

Calender View

In Project, different types of views enable you to focus on different aspects of a project.

Calendar view is useful when entering a simple project and reviewing what needs to be done on a specific day

Step - 79

Network Diagram Layout

The Network Diagram view displays the general flow of work and the relationships between the tasks of your project

Specify how large or small you would like to view the diagram.

Step - 80

Customizing Network Diagram Box-styles

The shapes and colors represent different types of tasks. Critical tasks are red and have pointed sides, while non-critical tasks are blue and have squared sides.

The lines that flow between the nodes represent dependencies.

Go to : Format > Box Styles.

Step - 81

Task Usage View

"Detail Styles" supplies additional choices you may display in the Details section of the view

Task Usage focuses on how much work Resource has completed over time. You can also compare actual work and cost to budgeted work and cost.

Step - 82

Tracking Gantt View

The Tracking Gantt view is based on the Gantt Chart view. This view provides a great visual way to evaluate the progress of individual tasks and the project as a whole.

Work Summerize % Complete

Warning Indicator

Actual Duration Actual Work % Complete

This view compares baseline start and finish dates to scheduled start and finish dates, or to the percentage of the work that has already been completed.

Baseline Deadline

Step - 83

Resource Sheet & Graph View

The Resource Graph view shows how a particular resource is being used on a project

You can use the Resource Graph view to spot and correct resources that are inappropriately allocated.

Notice that the Resource Graph view shows information for one resource at a time.

Over Allocation Resource

Step - 84

More View (Detail Gantt)

The thin bar extending from the right edge of the second task shows slack time between the second and third tasks.

The Detail Gantt view shows a list of tasks and related information, and as well, a chart displaying slack time and slippage.

The thin bar that appears at the left edge of the second task represents slippage between the first task and the second task.

Step - 85

More View (Leveling Gantt)

Preleveled Task Leveled Task

The Leveling Gantt view focuses on task delays which is caused by Resource Leveling Process.

Split task

Task delay because of overallocated resource

Step - 86

More View (Relationship Diagram)

While working on a large project, this graphic view helps you to focus on one task and the tasks to which it is linked.

Relationship diagram is a special version of Network Diagram

Predecessors This view displays the current task in the center of the pane

Successors

Step - 87

Go to the Next Lesson

60%

Step - 88

Starting Microsoft Project

Lesson #7

Resolving problem in the schedule

Step - 89

How to make a schedule Enter Duration

Define The Project

Enter Task

4 Set Project Start Date Build The Plan

1 5

Link Task

Assign Resource Close The Project

0
6

MS Project Environment
Track and Manage

Utilize Multiple Views 10

Print Plan (Report Style)

Steps to Analyze Project using Microsoft Project

Resolving Problem in the Schedule

Resource Leveling

Track Actual Work Step - 90

Resolving Conflicts caused by Constraints

1 2
Change the conditions that make the successor task dates fixed Remove the relationship definition so that a successor relationship to the task in the message no longer exist

Change the conditions governing the finish date for the predecessor (the task named in the late date message) so that you can schedule the task to finish by the late date.

Step - 91

Shortening the Critical Path

1
Identifying the Critical Path.

Crashing the Schedule :

a b

Review with an intent to reduce task duration that are unnecessary long

Examine the predecessor and successor relationships and try to identify the relationship that can change from Finish to Start to one of the overlapping relationship (SS,FF, LeadLag schedule) Increase Resource Assignment for task that are not fixduration tasks.
Schedule Overtime to reduce the number of regular work hours that a task may take
Step - 92

c
d

Resolving Resource Allocations

1
Adding Resources (hire additional resources)

2 3

Scheduling Overtime for the Resources

Extending the working Calendar for the Resources

Substituting underused Resources for Overallocated Resources Delaying some tasks so that the work load requirement are leveled.

Step - 93

Strategy for Reducing Cost

1 2 3
4 5
Less Expensive resources that performs the same quality of work in the same amount of time Justify the Extra cost if the number of hours of work that complete task is more than reduces proportionally Assign tools or equipment to the task and thereby increase the efficiency of the labor so that reduce hours of work. Change the Construction Method Review a Value Engineering Analysis

Step - 94

Go to the Next Lesson

70%

Step - 95

Track and Manage Project

Lesson #8

Using Project to Track Actual Performance

Step - 96

How to make a schedule Enter Duration

Define The Project

Enter Task

4 Set Project Start Date Build The Plan

1 5

Link Task

Assign Resource Close The Project

0
6

MS Project Environment
Track and Manage

Utilize Multiple Views 10

Print Plan (Report Style)

Steps to Analyze Project using Microsoft Project

Resolving Problem in the Schedule

Resource Leveling

Track Actual Work Step - 97

Evolution of the Project Plan Schedule

Planning Stage
Save The Base-line (Current) Add Change to the plan (As Necessary)

Finalized Plan

Execution Stage
Compare Current to Planned

Update the plan to match Actual Progress

Step - 98

Capture the Baseline or Plan

Microsoft Project provides two ways to Capture the Baseline : The First is with a planning Wizard. The Second method of saving baseline is by using the Tools > Tracking > Save Baseline

This Command (Save Baseline) Copies currently calculated : Start-Finish date, Work and Cost data

Step - 99

Viewing & Correcting the Baseline

Choose : View > Tables > More Tables > Baseline

If you want to correct the entries for any task , or If you need to add task to the baseline because the task were not in the plan as Originally Conceived, select the task to be added or Correct to the baseline plan and use : Tools > Tracking > Save Baseline. Use option Selected Task on the baseline dialog boxes

To compare baseline Cost, Work and Start-Finish, use : View > Table > Cost or Work

Step - 100

Saving Interim Schedule

In long project , the project plan may change so dramatically over time that a new baseline is considered worthwihile Although you can keep as many as ten sets of date value for comparison purposes, you can maintain only one set of baseline duration, work and cost estimatesof the old baseline

SOLUTION : You can save copy of the project file under a different name, and then open originally named file again and continue setting a new baseline

Step - 101

Tracking Actual performance

2
After the project gets underway you may find that some task start of finish early or late, or that completing task longer or cost are more than expected. Therefore, you may need to adjust estimated duration for later tasks. Remaining % Comp Progress

Warning Indicator To see this table go to : View > Table > Tracking To see this table go to : View > More View ... > Tracking Gantt Baseline Deadline Milestone

Step - 102

Recording Actual & Remaining duration

% Comp.

Percentage Complete = Actual duration / Scheduled duration Remaining duration = Scheduled duration - Actual duration

Step - 103

Recording Actual Work

Use Right-Click to show this menu

It is Recommended that you check Task Type (Fix Unit , Fix Duration or Fix Work) , while recording progress using Task / Resource usage form

Step - 104

Updating Task
Project Statistic

Progress Line

% Comp.

Update Task

Updating becomes progressively more time consuming when dates, work amount, durations, and costs differ from the schedule.

Step - 105

Earned Value Analysis

EARNED VALUE ANALYSIS is a method for measuring project performance. It indicates how much of the budget should have been spent, in view of the amount of work done so far, and the baseline cost for the task, assignment, or resource. Earned value analysis uses three fundamental values for each task:

The Budgeted Cost of Work Scheduled (BCWS), which is the portion of the cost that is planned to be spent on a task between the task's start date and the status date.
The Actual Cost of Work Performanced (ACWP), which is the total actual cost incurred while performing work on a task during a given period. The Budgeted Cost of Work Performanced (BCWP), which is the percentage of the budget that should have been spent for a given percentage of work performed on a task.

Step - 106

Relationship among Earned Value Parameter

BCWS,BCWP & ACWP Relationship

18 16
Cum m ulative Cost (Million US$)

SV = BCWP - BCWS

14 12 10

Cost Var. (CV)

Schedule Variance (SV)

CV = BCWP - ACWP
8 6 4 2 0 Months From Start 1 0.75 0.75 0.75 2 1.6 1.4 1.6 3 2.8 2.4 2.7 4 4.7 4.3 5.1 5 7.4 6.6 7.8 6 10.1 8.9 10.9 7 12.8 11.1 13.6 8 14.4 12.7 15.4

ACWP BCWP BCWS

BCWS = Budget Cost Work Schedule ; BCWP = Budget Cost Work Performance ACWP = Actual Cost Work Performance

Step - 107

CPI and SPI Theory

CPI & SPI Relationship

1.300 1.200 1.100 1.000

Performance Above Plan

BCWP
CPI =

ACWP BCWP
SPI =

0.900 0.800 0.700 0.600 0.500 1 2 0.875 0.875 3 0.857 0.889 4 0.915 0.843 5 0.892 0.846 6 0.881 0.817

BCWS

Performance Below Plan

7 0.867 0.816 8 0.882 0.825

CPI 1.000 SPI 1.000

SPI > 1 : Project ahead of Schedule SPI < 1 : Project below of Schedule

CPI > 1 : Project below planned cost CPI < 1 : Project above planned cost

Step - 108

CPI and SPI Trend

Project ahead of Schedule and bellow planned Cost
2.5
2.5

Project behind of Schedule but below Planned Cost

1.5

1.5

0.5 1 2 3 4 5 6 7 8
0.5 1 2 3 4 5 6 7 8

Project ahead of Schedule and below planned Cost

2.5 1.5

Project ahead of Schedule and bellow planned Cost

1.5

0.5 1 2 3 4 5 6 7 8

0.5 1 2 3 4 5 6 7 8

: Schedule Performance Index (SPI) : Cost Performance Index (CPI)

Step - 109

Estimate the Outcomes of a Project

BCWS , BCWP and ACWP

EAC = Estimate (Budget) At Completion ($) BCWP CPI =

BAC = Budget At Completion ($)

ETC = Estimate Time Completion (Time) ATE = Actual Time Expended (Time) OD = Original Duration (Time)

ACWP

2
BCWP
SPI =

BCWS

EAC =

ACWP +

BAC - BCWP CPI

BAC OR EAC =
CPI

ETC =

ATE +

OD - (ATE x SPI)
SPI

OD

OR

ETC =

SPI

Step - 110

Case Study : How to Predict Project Cost & Time Completion Original Duration
T A SK ON E M1 5000 5000 1500 1500 M2 4500 5000 3300 3000 M3 100% 10.000 5000 3000 1200 1000 1700 4000 2100 1000 45% 3000 10% 1000 15% 2000 20% 2000 M4 M5 M6 M7

TW O

1500

12.000

T HR EE

500

2,500

F OU R

6,000

F IV E

2000

1000

6,000

SIX 3000 SEV EN 500 EIGHT 1500 T OT A L CUM M . 6 ,5 0 0 6 ,5 0 0 8 ,0 0 0 1 4 ,5 0 0 9 ,0 0 0 2 3 ,5 0 0 1 1 ,0 0 0 3 4 ,5 0 0 1 0 ,5 0 0 4 5 ,0 0 0 3 ,5 0 0 4 8 ,5 0 0 1500 2 ,0 0 0 5 0 ,5 0 0 3,000 1000 500 2,000 6000 9,000

BCWS Step - 111

Case Study : How to Predict Project Cost & Time Completion

ACTIVITY One Tw o Three Four Five Six Seven Eight ACWP 9,500 9,800 1,200 1,700 2,100 24,300 ACTUAL % COMPLETE 100% 45% 10% 15% 20% BUDGET COST 10,000 12,000 2,500 6,000 6,000 BCWP 10,000 5,400 250 900 1,200 17,750

CPI

BCWP 17.750 0.73 ACWP 24.300 BCWP 17.750 0.75 BCWS 23.500

EAC

BAC 50.550 69.178, CPI 0.73

SPI

ETC

OD 7 month 9.33 month SPI 0.75

Step - 112

How to export data & Plot Graph

To show Analyze toolbar go to : View > Toolbar > Analyze

Select the fields that you want to Export to Microsoft Excel

Step - 113

How to export data & Plot Graph

3
Specify the date range and unit would you like to use (week, month, year)

After you clik Export Data, Project will execute Microsoft Excel. The process need a few minute to creating graph.

Step - 114

Go to next Lesson

Go to the Next Lesson

80%

Step - 115

Resource Leveling Theory

Lesson #9

How to Leveling Resource

Step - 116

How to make a schedule Enter Duration

Define The Project

Enter Task

4 Set Project Start Date Build The Plan

1 5

Link Task

Assign Resource Close The Project

0
6

MS Project Environment
Track and Manage

Utilize Multiple Views 10

Print Plan (Report Style)

Steps to Analyze Project using Microsoft Project

Resolving Problem in the Schedule

Resource Leveling

Track Actual Work

Step - 117

Resource Overallocation

When leveling, only work resources (people and equipment) are leveled, not material resources.

Over Allocated Resources Use View > More view ... > Leveling Gantt

Available Resources.

Leveling reschedules by splitting tasks and by adding delay to tasks until the resources assigned to these tasks are no longer overloaded. Because of these changes to the tasks, leveling can extend the project's finish dates.

Step - 118

Leveling Phase #-1

0 2

IPD = Increase In Project Duration

A (2)
3 0 5 2 2 5 5 7 7 END 7 7

IPD = x > 0 , means Project duration will be increased IPD = x 0 , means there is no increasing in Project duration

B (2)
0 2 2 2

C (3)
5 5 5

D (2)

E (3)
4 7

Maximum Resource = 4 units Conflict Activity = A , B Project Time Completion = 7 day

LS 3 0 2 5 5 LF 5 2 5 7 7 S 3 0 0 0 2 RES. ASSIGN 2 4 2 1 1 3 3 3 6 2 4 6 2 4 2 2 2 1 1 5 5 5 1 1

AKTIVITAS A B C D E

D 2 2 3 2 3

ES 0 0 2 5 2

EF 2 2 5 7 5

EFmin = EFB = 2 dan LSmaks = LSA = 3 IPDAB = EFB - LSA = 2 - 3 = -1

Step - 119

Leveling Phase #-2

2 4

A (2)
3 0 2 2 5 5 5 7 7 END 7 7

B (2)
0 2 2 2

C (3)
5 5 5

D (2)

E (3)
4 7

Conflict Activity = A , E
AKTIVITAS A B C D E D 2 2 3 2 3 ES 2 0 2 5 2 EF 4 2 5 7 5 LS 3 0 2 5 4 LF 5 2 5 7 7 S 1 0 0 0 3 RES. ASSIGN 2 4 2 1 1 3 3 3 4 4 2 2 2 1 1 4 4 7 2 7 2 5 1 1

EFmin = EFA = 4 dan LSmaks = LSE = 4 IPDAB = EFA - LSE = 4 - 4 = 0

Step - 120

Leveling Phase #-3

A (2)
2 0 2 2 4 5 4 5

E (3)
7 7 7 END 7 7

B (2)
0 2 2

C (3)
5 5

D (2)

Conflict Activity = C , E
AKTIVITAS A B C D E D 2 2 3 2 3 ES 2 0 2 5 2 EF 4 2 5 7 5 LS 3 0 2 5 4 LF 5 2 5 7 7 S 1 0 0 0 3 RES. ASSIGN 2 4 2 1 1 3 4 4 2 2 2 1 3 1 3 4 4 4 2 4 2 5 4 4

EFmin = EFC,E = 5 dan LSmaks = LSE = 4 IPDAB = EFA - LSE = 5 - 4 = 1

IPD > 0 , Project duration will be increased

Step - 121

Leveling Phase #-4

A (2)
2 0 2 2 4 5 5 5

E (3)
8 7 8 END 8 8

B (2)
0 2 2

C (3)
5 6

D (2)

Maximum Resource = 4 units Conflict Activity = None Project Time Completion = 8 day
4 4 4 4 2 2 2 1 3 1 3 3 4 2 4 2 5 4 4 3

AKTIVITAS A B C D E

D 2 2 3 2 3

ES 2 0 2 5 5

EF 4 2 5 7 8

LS 3 0 2 6 5

LF 5 2 5 8 8

S 1 0 0 1 0

RES. ASSIGN 2 4 2 1 1

NO CONFLICTS ANYMORE

Step - 122

Resource Overallocated

Go to : Tools > Resource Leveling

Step - 123

Show the Leveling result

Preleveled Task Leveled Task

The Leveling Gantt view focuses on task delays which is caused by Resource Leveling Process.

Split task

Task delay because of overallocated resource

Step - 124

Time Cost Trade Off Analysis

TCTO Analysis

Project Cost :
Direct Cost : Wage, Material, Equipments, Sub Contractors Indirect Cost : Staff, Office Administration

Cost
Crash Cost

Total Cost Direct Indirect Cost

CC Normal Cost

CD

Crash Duration

Normal Duration

Time

Cost Slope

Crash Cost Nornal Cost Normal duration Crash duration

Step - 125

TCTO : Case Study

Activity A B C D E F G H Pred. A A B,C B,C F D,E Normal Duration 4 8 6 9 5 5 5 7 Crash Duration 3 6 4 7 2 4 5 6 Normal Cost 210 400 500 540 500 150 150 600 3050 Crash Cost Slope Cost 280 70/1 = 70 560 160/2 = 80 600 100/2 = 50 600 60/2 = 30 1100 600/3 = 200 240 90/1 = 90 150 750 150/1 =150

Dari data diatas, Buatlah Network CPM dan tentukan lintasan kritisnya, dan lakukan Crashing pada aktivitas dilintasan kritis dengan slope terendah.

70

1 A
4
0

2
4 4

4 4

4 6

D
9

13
15

15 15 15 15

150

H
7
22 22

4 4

15

0 0

0 0 2

50

15

E
5

200

22 22

B
8
10
8

10 10 10 10 10 10 12

20

G F
5
5
15 17

22

10

15 15 17 5 17

Lintasan Kritis : A,C,E,H Slope terendah : C (Kompresi dari 6 hari 5 hari) Biaya Kompresi : Rp 50,- (Biaya total Rp 3.100,-)

Step - 126

Iteration : #1,2
70 1 A
4
0

2
4

4 4

4 5

D
9

13 14 14

14 14 15 15

150

H
7
21 21

Iterasi : 1
21 21

4
0 0

4 4

50
5

0 0 1

14

E
5
9 9

200

B
8
9 8

9 9

19

G
9

21

9 11

F
5

5
14 16 14

14 16

16

Lintasan Kritis : A,C,E,H Slope terendah : C (Kompresi dari 5 hari 4 hari) Biaya Kompresi : Rp 50,- (Biaya total Rp 3.100,- + 50 = Rp 3.150,-)

70

1 A
4
0

2
4 4

4 4

4 4

30 D 2 13
9
13 13 13

13 13 13 13

150

H
7
20 20

Iterasi : 2
20

4 4

0
0

E
5
8 8

200

20

B
8
8 8

8 8

18

20

80

8 10

F
5

5
13 15

13 13 15 15

Lintasan Kritis : A,B, C, D , E,H Slope terendah : H (Kompresi dari 7 hari 6 hari) Biaya Kompresi : Rp 150,- (Biaya total Rp 3.150,-+ 150 = Rp 3.300,-)

Step - 127

Iteration : #3,4
70 1 A
4
0

2
4

4 4

4 4

D
9

13 13 13 13

13 13 13 13

H
6
19 19 19 19

Iterasi : 3

4
0 0

4 4

0 0 2

C
8 8 8 8 8 9

E
5

200

B
8
10 8

18

G F
5

19

5
13 14

13 13 14 14

Lintasan Kritis : A,B, C,D, E,H Slope terendah : A & B (Kompresi A dari 4 hari 3 hari), (Kompresi B dari 8 hari 7 hari) Biaya Kompresi : Rp 70,- + 80,- = 150 (Biaya total Rp 3.300,- + 150 = Rp 3.450,-)

30
2
3 3 4 4 3 3

D
9

2
13 13 12 12

12 12 12 12

150

A
0
0 0

3 3

H
6
18 18

Iterasi : 4
18
18

3 4

0 0 0

C
8 7 7

E
5

200

B
7
7 7

17

G F
5 5
12 13

18

80

7 8

12 12 13 13

Lintasan Kritis : A,B,C,D,E,H Slope terendah (Cut Off) : D & E (Kompresi D dari 9 hari 8 hari), (Kompresi E dari 5 hari 4 hari) Biaya Kompresi : Rp 30,- + 200,- (Biaya total Rp 3.450,- + 320 = 3.680,-)

Step - 128

Iteration #5,6
2
3
3 3 3

3
3

D 1 11
8
11 11 11

30

11
11 11 11

A
0 0

3
3

H
6
17

Iterasi : 5
17
17

3
0

0
0 0

C
7

E
4
7
7

200

17

B
7
7 7

17

G F
5 5
12 12 12

17

80

7 7

90

12 12

12

Lintasan Kritis : A,B,C,D,E,F, G,H Slope terendah (Cut off) : D,E,F (Kompresi D dari 8 hari 7 hari) (Kompresi E dari 4 hari 3 hari, Kompresi F dari 5 hari 4 hari) Biaya Kompresi : Rp 30,- + 200 + 90 = Rp 320,- (Biaya total Rp 3.680,- + 320 = Rp 4.000)
3 3 3

D
7

10 10 10 10

10 10 10 10

A
0 0 0

3 3

H
6
16 16 16 16

Iterasi : 6

3 3

3 4

0 0 0

C
7 7 7 7

E
3

200

B
7
7 7

16

G
3
7 7 7

16

80

F
4

5
15 17 11

11 11

11

Lintasan Kritis: A,B,C,D,E,F, G,H

Lintasan Kritis Jenuh ; A,D,H (Kompresi dihentikan karena sudah ada lintasan kritis yang Jenuh)

Step - 129

Time Cost Trade Off Graph

TCTO Graphics
7000 6000 5000 4000 3000 2000
Direct Cost Indirect Cost Tot al Cost 16 4000 2800 6800 17 3680 2975 6655 18 3450 3150 6600 19 3300 3325 6625 20 3150 3500 6650 21 3100 3675 6775 22 3050 3850 6900

Work/Time Compression
Total Crash Point Optimal Compression

Step - 130

Go to the Next Lesson

90%

Step - 131

How to Generate & Customize Report

Lesson #10

How to Generate Report

Step - 132

How to make a schedule Enter Duration

Define The Project

Enter Task

4 Set Project Start Date Build The Plan

1 5

Link Task

Assign Resource Close The Project

0
6

MS Project Environment
Track and Manage

Utilize Multiple Views 10

Print Plan (Report Style)

Steps to Analyze Project using Microsoft Project

Resolving Problem in the Schedule

Resource Leveling

Track Actual Work

Step - 133

How to Generate Report

Project contains various views that help you evaluate the progress of your project. Although you may print views, sometimes you need to present the information in a format that is not available in a view.

Go to: View > Reports.

Step - 134

Overview Report
This report presents summarized information about dates, duration, work, costs, task status, and resource status.
The Top-Level Tasks report shows the current summary of tasks at the highest level which are required to complete a task.

The Critical Tasks report shows the status of the tasks on the critical path of your project.

The Milestones report shows information about each milestone in your project.

The Working Days report shows the base calendar information for your project.

In 'Overview Report Project displays the options: Project Summary, Top-Level Tasks, Critical Tasks, Milestones, and Working Days.

Step - 135

Current Activities Report

Project includes tasks that start or finish between the two dates you specify.

The Unstarted Tasks report lists the tasks that have not yet started, sorted by scheduled start date.

The Tasks in Progress report lists tasks that have started but have not yet finished The Slipping Tasks report lists the tasks that have been rescheduled from their baseline start dates.

The Completed Tasks report lists tasks that have completed.

The Should Have Started Tasks report must supply a date by which tasks should have started.

With the Current Activities report, you may track the timing of your project.

Step - 136

Cost Report

The Cash Flow report is a tabular report that shows the costs for weekly time increments by task.

The Budget report lists all tasks and shows the budgeted costs, as well as the variance between budgeted and actual costs.

The Overbudget Tasks report shows cost, baseline, variance, and actual information about tasks that exceed their budgeted amounts. Reports on Cost display thumbnail sketches which represent the costs associated with your project The Overbudget Resources report displays resources whose costs are going to exceed baseline estimates, based on the current progress of the project.

The Earned Value report shows the status of each task's cost when you compare planned to actual costs : ACWP, BCWP, BCWS, CV, and SV

Step - 137

Assignment Report
The Who Does What report lists resources and the tasks to which they are assigned; the amount of work planned for each task; the planned start and finish dates; and any resource notes.

The Who Does What When report also lists resources and the tasks to which they are assigned.

The Assignments report produces reports on the resource assignments of your project.

The To-do List report shows the task ID number, duration, start and finish dates, predecessors, and a list of all of the resources assigned to each task

The Overallocated Resources report shows the overallocated resources. These are the tasks to which they are assigned and the total hours of work assigned.

Step - 138

Workload Report

The Task Usage report lists tasks and resources assigned to each task. It also displays the amount of work assigned to each resource in weekly time increments.

The Resource Usage report lists resources and the tasks to which they are assigned.

Step - 139

Customizing Report

Project contains some custom reports that you may print, or you may customize any of the standard reports.

Step - 140