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Project, Defined

Aprojectis an endeavor to accomplish a specific objective througha unique set of interrelated tasks and the effective utilization of

resources.

It has a well-defined objective stated in terms of scope, schedule, and

costs. Project s are born when a need is identified by the customer the

people or organization willing to provide funds to have the need

satisfied.

It is the people (project manager and project team), not the procedures

and techniques, that are critical to accomplishing the project objective.

Procedures and techniques are merely tools to help the people do their

jobs.

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Examples of Projects

Planning a wedding

Designing and implementing a computer system

Hosting a holiday party

Designing and producing a brochure

Executing an environmental clean-up of a contaminated site

Holding a high school reunion

Performing a series of surgeries on an accident victim

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Phases of the Project Life Cycle 1

The first phase involves the identification of a

need, problem, or opportunity.

The need and requirements are usually written by the customer into

a document called a request for proposal (RFP).

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Phases of the Project Life Cycle 3

The third phase is performing the project.

Different types of resources are utilized

Results in the accomplishment of the project objective

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The Project Management Process

The project management process means planning the work andthen working the plan. 7 steps of planning

1. Clearly define the project objective.

2. Divide and subdivide the project scope into major pieces3. Define the specific activities for each piece (work package)

4. Graphically portray the activities that need to be performed fro each workpackage in order to accomplish the project objectivein the form ofnetwork diagram.

5. Make a time estimate for how long it will take to complete each activity resources needed.

6. Make a cost estimate for each activity.

7. Calculate a project schedule and budget to determine whether the projectcan be completed within the required time, with the allotted founds, andwith the available resources.

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Project Control Process

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Work Breakdown Structure (WBS)

The second step is to determine whatactivities need to be performed.

A list of all the activities must be developed. The WBS is a hierarchical tree of end items tobe accomplished.

A work item is one small piece of the project.

Awork packageis the lowest-level item.

http://upload.wikimedia.org/wikipedia/commons/e/eb/Work_Breakdown_Structure_of_Aircraft_System.jpg

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http://upload.wikimedia.org/wikipedia/commons/e/eb/Work_Breakdown_Structure_of_Aircraft_System.jpghttp://upload.wikimedia.org/wikipedia/commons/e/eb/Work_Breakdown_Structure_of_Aircraft_System.jpg

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Microsoft Project WBS

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1. Start new project

Turn on the Project Guide

On the Toolsmenu, click Options, and then click the Interface

tab.

In the Project Guide settingssection, select the DisplayProject Guidecheck box.

Manually set up a new project

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ProjectProject Information

orViewTurn on project guide

http://office.microsoft.com/en-us/project/HA102639631033.aspx

http://office.microsoft.com/en-us/project/HA102639631033.aspxhttp://office.microsoft.com/en-us/project/HA102639631033.aspxhttp://office.microsoft.com/en-us/project/HA102639631033.aspxhttp://office.microsoft.com/en-us/project/HA102639631033.aspx

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Tools - Options

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2. Tasks

There are four major types of tasks:

1. Summary tasks - contain subtasks and their related

properties

2. Subtasks- are smaller tasks that are a part of a

summary task

3. Recurr ing tasks - are tasks that occur at regular

intervals

4. Milestones- are tasks that are set to zero duration

and are like interim goals in the project

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Add tasks

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Insert new task

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Outlining tasks

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ToolsOptions - check Show project summary task

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Predecessor

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Tasks can be linked in four ways

Finish-StartFS Predecessor finishes and the other

starts

Start-FinishS-F Task begins at the same time as its

predecessor

Finish-FinishF-F Both tasks finish at the same time

Start-StartS-S Start of the predecessor determines

when the other starts

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Constraints

Certain tasks need to be completed within a

certain date.

Intermediate deadlines may need to be

specified.

By assigning constraints to a task you can

account for scheduling problems.

There are about 8 types of constraints andthey come under the flexible or inflexible

category.

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3. Managing task

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Defining a Timeline

Find an optimistic value, D(o),

a pessimistic value, D(p) and

a realistic value, D(r) .

Then: Duration = ( D(o) + D(p) + 4 x D(r) ) / 6

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The importance of tracking progress

Techniques to manage projects effectively: Critical Path Management (CPM)and

Program Evaluation and Review Techniques (PERT).

They are similar and you will now often find the technique referred to as:CPM/PERT.

The technique involves using network models to trace the links betweentasks and to identify the tasks which are critical to meeting the deadlines.Once you've identified the critical path, any delay on any part of the criticalpath will cause a delay in the whole project.It is where managers must concentrate their efforts.

In MS Project, you use the Tracking Ganttdiagram to show the criticalpath in red and you can see the PERT diagram by looking at the Networkview.

http://www.profsr.com/msproject/msproj05.htmhttp://www.profsr.com/msproject/msproj05.htmhttp://www.profsr.com/msproject/msproj05.htmhttp://www.profsr.com/msproject/msproj05.htmhttp://www.profsr.com/msproject/msproj05.htmhttp://www.profsr.com/msproject/msproj05.htm

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Gantt Chart Viewcritical path

A Gantt chartis a type of bar chartthat illustrates a

project schedule.

Critical path: ViewMore views - Detail Gant

http://en.wikipedia.org/wiki/Bar_charthttp://en.wikipedia.org/wiki/Schedule_(project_management)http://en.wikipedia.org/wiki/Schedule_(project_management)http://en.wikipedia.org/wiki/Bar_chart

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PERT diagram - Network view

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Views

Views allow you to examine your project from

different angles based on what information you want

displayed at any given time.

You can use a combination of views in the same

window at the same time.

Project Views are categorized into two types:

Task Views (5 types)

Resource Views (3 types)

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Saving a baseline

Baseline plan: The original project plans used to

track progress on a project.

The baseline plan is a snapshot of your schedule at

the time that you save the baseline and includes

information about tasks, resources, and assignments.

You can set a baseline for your project, enabling you

to compare your progress with the original plan and

any additional baselines you set at milestonesthroughout your project.

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Saving a Baseline

ToolsTrackingSave Baseline

http://office.microsoft.com/home/video.aspx?assetid=ES102776241033&width=1024&height=768&startindex=0&CTT=11&Origin=HA102751251033&app=WINPROJ&ver=12

http://office.microsoft.com/home/video.aspx?assetid=ES102776241033&width=1024&height=768&startindex=0&CTT=11&Origin=HA102751251033&app=WINPROJ&ver=12http://office.microsoft.com/home/video.aspx?assetid=ES102776241033&width=1024&height=768&startindex=0&CTT=11&Origin=HA102751251033&app=WINPROJ&ver=12http://office.microsoft.com/home/video.aspx?assetid=ES102776241033&width=1024&height=768&startindex=0&CTT=11&Origin=HA102751251033&app=WINPROJ&ver=12http://office.microsoft.com/home/video.aspx?assetid=ES102776241033&width=1024&height=768&startindex=0&CTT=11&Origin=HA102751251033&app=WINPROJ&ver=12

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RESOURCES

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Fields in the Resource Sheet may be blank or contain different types of information

depending on the type of resource. For example, a work resource doesn't have a Materiallabel, and costs are calculated initially as dollars per hour. Material resources have a costper unitper pound, gallon, or pieceand the Material label field defines the units. Costresources receive a value only when you assign them to tasks.

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Use the Detail Gantt view to find

slack (float)

On the Viewmenu, click More Views.

In the Viewslist, click Detail Gantt, and then

click Apply. On the Viewmenu, point to Table, and then

click Schedule. In the chart portion of the

view, slack appears as thin bars to the right of

tasks, with slack values adjoining the regularGantt bars.

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To shorten a project schedule

Reduce duration of activities on critical path

More resources

Change their scope

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Create a budget for your project

Step 1: Create budget resources for your

project

Step 2: Assign the budget resources to the

project summary task

Step 3: Enter values for the budget resources

Step 4: Categorize resource costs according

to their budget type Step 5: Group resources to view how they

compare against the budget

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Step 1: Create budget resources for

your project

Create Budget-Travel and Budget-Labor on your resource

sheet

ViewResource Sheet

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Checkthe check

box forBudget

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Step 2: Assign the budget resources

to the project summary task

Gent chart viewToolsOptionsViewTabShow

project summary task(check box)

Task is added to the top of the project list. Select this task.

Click on Button Assign Resources Select the two budget resources you created earlier and

click Assign

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Step 3: Enter values for the budget

resources

ViewResource Usage view

Add Budget Cost and Budget Work fields (columns):

InsertColumnBudget Cost and Budget Work

Add values for travel and Labor cost

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Step 4: Categorize resource costs

according to their budget type

Create custom filed (column)

Open Resource Sheet view

ToolsCustomizeFields

Choose Resource text filed and rename: Budget Type

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Select OptionButton: Roll down unless

manually enteredAdd field to the resource sheet view: InsertcolumnchooseBudget Type column ( you can now identify your resources as laboror travel

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S G i h

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Step 5: Group resources to view how

they compare against the budget

Resource Usage view

ProjectGroup by: No GroupCustomize Group By -

Select the Budget Type field

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Viewing Project Cost Information

Right click the Select All button and click Cost

Or

ViewTable: EntryCost

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Reports

Cost Report: Reports - ReportsCostsCash Flow:

EditColumn list

Project Summary report: ReportsOverviewProject

Summary

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Resource Usage Report

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Current Activity Reports