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How to Establish S-Curve

by MS Project 2013

OS-MSP-001
OS-MSP-001
Rev.:
Rev.: 01
01 // 17-03-2016
17-03-2016
Author: Ong-Art Sanpinit Charter Engineer . 1037

Sample of Visual in excel

Author: Ong-Art Sanpinit Charter Engineer . 1037

Guide line

This article is to explain Project


Management Concept as a quick referenc
e through step by step guidance using MS
Project 2013
The targeted audience is a beginner to
the project management and experienced
with MS Project in early version, such 200
7 or 2010

Author: Ong-Art Sanpinit Charter Engineer . 1037

Table of Contents
Start Project
Plan the Tasks
Assign resources
Project Baseline set up
Update progress
Forecast Information
Step by Step to S-Curve
Step by Step Export Data to Excel (Visual
Report)
9. Close Project
1.
2.
3.
4.
5.
6.
7.
8.

Author: Ong-Art Sanpinit Charter Engineer . 1037

Step-1: Start Project

Prior to start the project planning, Project


manager should be identified, who can set
up a project plan in MS project 2013
1. Create a
new Project
File

To create a new blank project in


Project, click the file tab. Click new

Author: Ong-Art Sanpinit Charter Engineer . 1037

Step-1: Start Project


2. Set project
start date

Go to Project tab. Click Project


information

Author: Ong-Art Sanpinit Charter Engineer . 1037

Step-1: Start Project


3. Define
Project
Calendar

Go to Project tab. Click Change


Working time

Author: Ong-Art Sanpinit Charter Engineer . 1037

Step-1: Start Project


4. Save the
Project file

Go to Tab file, select save as with


Project Name or Job Order running
number

Author: Ong-Art Sanpinit Charter Engineer . 1037

Step-2: Plan the Tasks

In the planning stage, we need to


achieved projects goals. To do this, we ha
ve to identify the projects milestone, deli
verables and tasks.
This plan can be use work breakdown
structure (WBS).

Author: Ong-Art Sanpinit Charter Engineer . 1037

Step-2: Plan the Tasks


1. Enter Task

Click View tab. In the Task View


groups, click Gantt Chart. In the
Task Name fields, enter tasks.

Author: Ong-Art Sanpinit Charter Engineer . 1037

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Step-2: Plan the Tasks


2. Decide how In Project 2013, we can schedule
you want to
tasks manually or automatically.
Schedule Task Select schedule method after
enter a new tasks by clicking in
the Task Mode column:Note: New Tasks manually set by
default in Option Tab

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Step-2: Plan the Tasks


3. Outline
Tasks

Create task hierarchy including


tasks and milestones under
summary task, which can be
represent phase or other work
divisions.
Click the Task tab. In the Schedule
group select Indent or Outdent
button
Tip: if you created a summary
task with duration, start or
finish date, then the tasks that
fall under the summary task will
not be rolled up to this

Author: Ong-Art Sanpinit Charter Engineer . 1037

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Step-2: Plan the Tasks


4. Enter
Durations

Click the Duration field for a task


and enter a Duration. Two way to
entering a duration: Mutually Schedule task
A number or text like
Tomorrow or Next after
roll shell etc.
Auto Schedule task
Number only, 3d=3 Days,
0d=milestone, 6? is an
estimate duration.
Note: Both can selected in the Task
Mode

Author: Ong-Art Sanpinit Charter Engineer . 1037

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Step-2: Plan the Tasks


5. Link Tasks
to show
relationships

Click the Task tab, in the View


Group click Gantt Chart. Select the
tasks that you want to link then
click the Link Tasks button in the
Schedule group, or move a mouse
to bar chart press and drack down
to tasks that you want to link.
To change the default Finish-toStart (FS), double click the link line
and change.

Author: Ong-Art Sanpinit Charter Engineer . 1037

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Step-3: Assign Resources

Assignments are the associations between


specific tasks and the resources needed
to completed them. We can assign more t
han one resources to a tasks.
We can assign work resources (People),
material (pipe/shell etc.) and cost (THB) to
tasks.

Author: Ong-Art Sanpinit Charter Engineer . 1037

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Step-3: Assign Resources


1. Add
Resources to
Project

Click the Task Tab, in the Views


dropdown list select Resources
Sheet. In the Resources Name
filed, type the name of resources
that well use in this project.

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Step-3: Assign Resources


2. Assign
Resources to
Tasks

In the Resources Tab, Click Assign


Resources the click resources
name then click assign

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Step-3: Assign Resources


3. Enter the
Work Hours
spending on
Tasks

After assign a resources to the


Tasks, work hours automatically
show in a Work. If PM prefer
control a Working hours, it can be
change in in Work Field. Entering
Work reflects real world
scheduling.
Go to Gantt Chart, right click on
column then click Insert Columns
type "WORK to select the Work
Columns

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Step-3: Assign Resources


4. Know the
Work Tasks
Type

After Assign a resources to Tasks,


MS Project determine how to
schedule the tasks based on the
tasks type.(Manually tasks dont
use task type) durations may
change as we assign resources to
tasks.
How tasks types work
Work, duration and unit are
determined by formula:Work =Duration x Units

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Step-3: Assign Resources


In a

If we
revised
Work

If we
revised
Duration

If we
revised
units

Fixed units tasks Duration


changes

Work changes

Duration
changes

Fixed work tasks Duration


changes task
To set a default

Units change

Duration
changes
entire
project,

type for the


Fixedclick
duration
Units change
changes group,
Work changes
the options.
Go toWork
Schedule
in the
tasks
default task type box shown fixed units as a
default, we can change to Fixed Duration or
Fixed Work
To change the task type for an individual, go to
tasks tab in properties group click information
Author: Ong-Art Sanpinit Charter Engineer . 1037
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or to tasks name double click it will appear.

Step-3: Assign Resources


5. Identify
factors
effecting task
schedules

We can use MS Project 2013 to


help for understanding how
changes one task can effect the
rest of the project.
Click the task tab then in the
Schedule group click Inspect Task.
A pane opens on the left showing
the factors that affect the
scheduling of selected task.
Or double click in tasks name.

Author: Ong-Art Sanpinit Charter Engineer . 1037

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Step-4: Set the Project Baseline

Create a baseline or interim plan is to


compare between plan and actual.
Saving baseline plan enables to identify
and solve discrepancy and plan more accu
rately for similar future projects.

Author: Ong-Art Sanpinit Charter Engineer . 1037

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Step-4: Set the Project Base


Line
1. Save the
baseline plan

After the plan is solidly in place for


the finish date, budget and scope,
we can submit a plan for approval.
Once it has been approved, save
the baseline plan.
Click the Project tab, in Schedule
group click Set Baseline

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Step-4: Set the Project Base


Line

2.View
In Gantt chart view, move a mouse
baseline data to gantt area, right click and select
in Gantt Chart Bar Style.
views
Name
Appeara Show for
Row
From
To
nce
Base Plan
(Custom)

Select bar
shave and
color

Task
Select
Normal

Author: Ong-Art Sanpinit Charter Engineer . 1037

2 or 3

Baseline
Start

Baseline
finish

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Step-4: Set the Project Base


Line
3. View
Baseline in a
Table

Go to View tab, in Data group click


to Table and select Variance or
insert columns with custom field.

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Step-5: Update Progress

Updating the progress is the only way to


ensure it stays on tracks as work is perfor
med. The focus at this point is on managin
g changes, updating the schedule, trackin
g progress and communicating project inf
ormation.
MS Project 2013 tracks 3 sets of date:
Current, Baseline and Actual. When we set
the baseline, current = baseline. when a t
ask is 100% complete, current=actual.
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Step-5: Update Progress


1. Manage
Change

Managing changes involves


modifying duration, date,
dependencies, resource
assignment or tasks based on
requested changes or new
information.
Keep the current fields up to date
and compare to baseline.

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Step-5: Update Progress


2. Track actual Its the best to decide on a single
date and
method for tracking progress. We
duration
can enter percentage complete,
actual start and finish dates,
actual remaining durations or
actual and remaining work.
Click the Task tab, select the task
that we want to enter actual
progress. In the Schedule group
select the amount of progress
done on the tasks.
Default: 0%, 25%, 50%, 75%,
100%

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Step-5: Update Progress


3. Track Actual If we want to enter actual and
Hours and
remaining work hours or costs, use
Cost
tracking table.
Click View tab, in Data group point
Table and select Tracking.
Enter progress data in the Act.
Work or Act. Cost field for the task.
Program is determine if we put the
actual start and actual finish or %
Complete.

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Step-6: View Report Information

MS Project 2013 provide many ways of


built in report, but for us we have to creat
e a customize report by using S-Curve Rep
orts.

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Step-6: View Report Information


1. Select a
View

MS Project 2013 has old and new


views to help you to see project
information and report it to others.
Click the View Tab, in either the
Task Views group or Resources
Views group, select the view you
want to use. Therere many view
but most usful ones include: Team planner View
Timeline View
Gantt Chart View
Calendar View

Author: Ong-Art Sanpinit Charter Engineer . 1037

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Step-6: View Report Information


2. Customize
a View

Select the view you want to


customize and then on the Format
tab click the type of view element
you want to change, such as the
bar style on the Gantt Chart or
gridlines and time scales of any
views.
Tips & Tricks, if you want to filter,
sort or group tasks prior to
printing, click the View tab and
then in the Data group, click sort,
Filter or Group options.

Author: Ong-Art Sanpinit Charter Engineer . 1037

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Step-6: View Report Information


3. Print a View Set up the current view that we
or Report
want it to look when printed. Click
the File Tab and then click Print. A
preview part of the view to see the
actual size of the view as it will be
printed.

Author: Ong-Art Sanpinit Charter Engineer . 1037

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Step-6: View Report Information


4. Generate a
Report

In Report tab has many report to


view information of project but
were intent to create the S-Curve
by using MS Project as a tools,
well focus on how to do it.
Click the Report tab, go to View
reports group, select Customer

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Step-7: Step by Step to S-Curve


In the field list (right hand) Select
Category to Time.

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Step-7: Step by Step to S-Curve


Then Select Field go to Work, click Actual
Work and Cumulative Actual Work only.

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Step-7: Step by Step to S-Curve


The Click on Baseline, click Baseline
Cumulative Work, just only one.

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Step-7: Step by Step to S-Curve


In chart area Right click to change chart
type.
Select Chart type to Combo.

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Step-7: Step by Step to S-Curve


In the Change Chart Type dialog in Series
Name choose All Cumulative (Actual & Ba
seline) Chart type to Line Type.
Actual Work chart type to Clustered
Column and Click Secondary Axis

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Step-7: Step by Step to S-Curve

In Field List, in Tasks Tab look at Select


Category, click Edit customize time from D
ays to Weeks and change format as you li
ke.

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Step-7: Step by Step to S-Curve


In design Tab, choose format color as you
like.
In Chart Layout select Layout No 5 to
show Data

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Step-7: Step by Step to S-Curve


Final as just Fonts size and others

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Step-8: Export Data to Excel


1. Visual
Report

Go to Report tab, select on Visual


reports Export.
Select template dialog show, go to
Task Usage tab, move a mouse on
Cash Flow Report template, then
click Edit Template.
In Visual Report-Field Picker is pop
up, in Available Field, select Base
line Cumulative Work and
Cumulative Actual Work add to
selected Fields.

Author: Ong-Art Sanpinit Charter Engineer . 1037

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Step-8: Export Data to Excel


2. Analyze
Data in Pivot
Table

In PivotTable Fields, select only


Actual Work, Baseline Cumulative
work and Cumulative Actual Work.

Author: Ong-Art Sanpinit Charter Engineer . 1037

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Step-8: Export Data to Excel


3. Custom
Charts in
Excel

In Pivot Tab Fields, select only


Baseline Cumulative Work,
Cumulative Actual Work and Actual
Work.
In Chart Area Right Click mouse
select Combo chart, then All
cumulative change type to Line
only Actual Work to Clustter
Column.

Author: Ong-Art Sanpinit Charter Engineer . 1037

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Step-8: Export Data to Excel

Author: Ong-Art Sanpinit Charter Engineer . 1037

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Step-9: Close the Project


Just because your project is almost finished
doesnt mean that your work is done.
We still need to solve any final project detail
and customer acceptance for final deliverables.
Conduct a Lessons Learned session,
recording information about areas for improve
ment and best practices.
Make any final update to project plan.
Finally archive the project plan according to our
organizations guideline.
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Step-9: Close the Project


1. Create a
Final Report

Click the Report tab, click Visual


Reports to see project data as a
Pivot Table report in Excel 2013 or
Pivot Diagram view in Visio
professional 2013
We can also view basic reports
that dont require Excel or Visio.
Click Report Tab many report
category available to view depend
on how we want to views.

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Step-9: Close the Project


2. Save a
Project as a
Template

After completing a project, we


have to leverage what weve
learned in the project by making it
as a template for future projects.
Click the File tab and Save As and
then in the Save As Type box click
Template.

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Thanks you

End

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