Professional Documents
Culture Documents
Memo No (972)
by
Feb, 2009
Oct, 2010
Contents
Page
Page
Resources . . . . . . . . . 52
What are Resources . . . . . . . 52
Creating Resource List (Example) . . . . . 52
Working Time for Resources . . . . . . 53
Rates for Resources . . . . . . . 55
Resource Notes . . . . . . . 56
Assigning Resources (Example) . . . . . 57
View Information . . . . . . . 62
Gantt Chart View . . . . . . . 63
Calendar View . . . . . . . 64
Task Usage View . . . . . . . 66
Resource Graph View . . . . . . . 69
Resource Sheet View . . . . . . . 70
Resource Usage View . . . . . . . 71
Reports . . . . . . . . . 73
Overview Reports . . . . . . . 74
Current Activity Reports . . . . . . 75
Costs Reports . . . . . . . . 76
Workload Reports . . . . . . . 77
Assignment Reports . . . . . . . 77
Visual Reports . . . . . . . . 78
Case Studies . . . . . . . . 80
Case Study No 1 . . . . . . . 81
o Basic Data . . . . . . . 81
o Resources: Standard Rate & Overtime Rate . . . 82
o Working Steps . . . . . . . 83
Page
Unlink Tasks
Split Task
Task Information
Task Notes
Task Drivers
Assign Resources
Publish All Information
Group by
Zoom IN
Zoom Out
Go to Selected Task
Copy Picture
Microsoft Project Help
Hint:
o Try to check for Project Start Date & Project Finish Date
using 3 Tasks with duration=1d for each Task and make them
of sequential relationship…..
o Press OK.
Now,
8. Choose “Work Weeks” tab & Press “Details…” button, the “Details
for [Default]” window appears.
a. Highlight 7 of January
b. Click the “Calendar” tab, the window will looks like this:
Hint: This is the place where you can delete any Calendar except the “Standard”
one . . .
o Click OK.
Hint:
o “Tools/Options/Schedule”
o “File/Save”
o Note:
Protecting Files:
o “File/Save As‖ & ―Tools button / General Options…” as
shown:
o Assigning a password in the “Protection password” box safeguards the file from
being opened. Only someone with the assigned password can open the file that is
protected in this way.
o If you assign a “Write reservation password”, anyone can open the file without
a password, but as a read-only file (i.e., no one else can make changes to the file).
o If you check the “Read-only recommended” option, Project displays a message
recommending that anyone opening the file not make changes to it. However, this
choice does not prevent someone from making changes.
Hint: Both the “Protection password” and “Write reservation password” are case
sensitive.
Use the Project’s Feature that enables you to create the meeting
task, for example. Just once and assign a frequency and timing to
it
1. Because Project inserts tasks above the selected task, select the
task that you want to appear below the Recurring Task and
choose “Insert/Recurring Task” to open the “Recurring Task
Information” dialog box, as shown:
4.8
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3. Set the task duration in the “Duration‖ field. For example, does
the meeting run for two hours, or does a report take a day to write?
For a Daily Task, you have only one choice: whether you
want it to occur every day or only on scheduled workdays.
For example, to schedule a computer backup for every
day of the week—regardless of whether anyone is at
work—you can have the Task occur every day. (Ask your
IT department how to automate the process so that it occurs
even when nobody is at work.)
6. Set the “Range of recurrence”, the period during which the task
should recur by entering “Start‖ and “End after” or “End by‖
dates. If you need to repeat a test weekly for only one month of
your ten-month project, you can set “Start” and “End after” or
“End by” dates that designate a month of time.
Example:
We used to use a Class for two courses. Each course used to be held
for 3 days a week. For example, a class can be used for Windows
Training Program to be held on SUN, TUE, and THU for two
weeks & Word Training Program will be held at the same Class for
SAT, MON, and WED for two weeks also.
In summary:
Class 1:
Hint: Instead of writing the start date above, you can set the “Predecessor|
for the “Excel Program 1” task (which is the “Windows Program 6”
task. Repeat for the rest of Tasks…
Anyhow, this is not practical procedure….
Hint: Instead of writing the start date above, you can set the “Predecessor|
for the “Access Program 1” task (which is the “Windows Program
6” task. Repeat for the rest of Tasks…
Anyhow, this is not practical procedure….
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Task Notes:
Click OK.
Hint:
o You can display the Task Notes either in the Gantt Table
and/or Gantt Chart. To display Task Note in the Gantt Chart
Area, do the following:
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Deadline Field:
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Example:
Certain tasks in your project should finish by specific target
dates. However, you don't want these dates to actually affect
how Project schedules the tasks; you just want to be alerted if
the Tasks are not completed by these dates. Add the Deadline
field to the Entry Table of the “Gantt Chart” view (Right-
click/Insert Column…/Deadline), and set the deadline dates
for these Tasks.
Remarks:
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Adding Constraints:
Click OK. Notice how the “Print Brochure” tasks have been moved
in the “Gantt Chart” view.
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Editing Tasks:
Tasks can be edited through their “Task Information” dialog box
Click OK.
Deleting Tasks:
Highlight the Task(s) in the “Gantt Chart” view and Press the “Del”
key.
Moving Tasks:
Move the mouse-pointer over the “ID” number of the Task until the
mouse-pointer changes to the shape of a “Move Cursor”.
Click and hold the mouse button. Drag the mouse-pointer until the
“horizontal grey stripe” is above the row where the moved Task will
be.
Hint: Notice that the Tasks IDs will be changed so that they appear in
ascending order.
In the SS relationship, the Successor Task can not start until the
Predecessor Task starts. The Tasks can happen simultaneously, but
the Predecessor Task needs to have started in order for the Successor
Task to start.
In the FF relationship, the Successor Task can not finish until the
Predecessor Task finishes. For example; you finish installing
computers at the same time that you finish moving employees into the
building so that the employees can begin using the computers right
away.
Hint:
o “Window/Split”, or
Now, it is the time to create the Tasks Relationship in our example “New
Product Brochure” using the following information:
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Resources
Click in the 1st row of the “Resource Name” column. Type “Jane
Doe” and press “Return”.
In the above screen, you can change the “Base calendar” and you can
customize the Calendar from the “Exception” & Work Weeks” tabs.
Resource Notes:
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You use Resource Notes in much the same way as Task Notes.
Now, assign the following Tasks to “Jane Doe” using the “Resource
Names” column in the “Gantt Chart”.
Double-click on the “Do Mass Mail Out” Task to open its “Task
Information” dialog box. Assign Resources & Units as shown:
Views Information:
The Timescale at the top of the “Gantt Chart” is set to show weeks
(in the middle tier) and days (in the bottom tier) as the default.
Calendar View:
Notice that now both “Work” & “Cost” are listed in the “Task Usage
Chart”. The Cost is displayed in the table.
Click on the “Resource Graph” icon within the “View Bar”; or click
“View/Resource Graph”:
Note: If the Resources are not visible, use the scroll bar at the bottom
of the Graph Pane to navigate to the dates in which the Project fall.
Hint:
This View is very useful for viewing, entering, and editing Resource
Information. It contains detailed Resource Information in a
Worksheet Format.
This View is useful for seeing each Resource and the Tasks
assigned to that Resource.
Display the “Print Preview” window, the screen will now look
like this:
Note that “Print Preview” has its own Toolbar; so Use this
Toolbar & “File/Page Setup” to arrange for the desired
obtained report.
Reports:
Overview Reports:
Click “Overview…” report and then click “Select” button. You will
see the following “Overview Reports” window:
o Project Summary
o Top-Level Tasks
o Critical Tasks
o Milestones
o Working Days
o Unstarted Tasks
o Tasks Starting Soon
o Tasks In Progress
o Completed Tasks
o Should Have Started Tasks
o Slipping Tasks
This allows taking the data from within a MS-Project, formatting that
data, and then exporting that data to a different application as MS
Excel or MS Visio.
Notice that at the top of the dialog box, by default, templates are
shown that involve both ―MS Excel‖ & ―MS Visio‖.
Case Studies
Case Study No 1:
Basic Data:
No Task Predecessor Rel. OD Resources Max Material
Type (Day) (Work/ Units Cost
Equipment) (Expenses)
1 Introduction --- --- 1 Trainer 1 $200
Project Manager 1
CAD Operator 1
Facilitator 1
Computers 10
Data Show 1
2 MS Project Introduction FS 1 Trainer 1 $20
CAD Operator 1
Computers 10
Data Show 1
3 Data Entry MS Project FS 1 Trainer 1 $20
CAD Operator 1
Computers 10
Data Show 1
4 Logical MS Project FS 2 Trainer 1
Relations Data Entry SS CAD Operator 1
Computers 10
Data Show 1
5 Constraints Logical FS 1 Trainer 1 $20
Relations
CAD Operator 1
Computers 10
Data Show 1
6 Improvements Constraints FS 1 Trainer 1 $300
Project Manager 1
CAD Operator 1
Facilitator 1
Computers 10
Data Show 1
Working Steps:
2. Change the Start Date & Current Date of the Project to “1/1/2010”.
a. “Project/Project Information”
d. Press “Options”
f. Press OK
k. Press OK.
a. “Project/Project Information”
a. “View/Resource Sheet”
Hint:
9. Notice the Resource with red color. This means that there is an over-
allocation for this Resource.
Notice that the Project Finish Completion Date becomes 12 Jan 2010 and
the Project Duration becomes 7 Days.
To Enter Overtime:
5. Move to the top pane, and select the task to which you want to
assign overtime.
6. Move to the bottom pane and fill in the “Overtime Work” for the
appropriate Resource.
8. You can adjust the “top pane” of the “Gant Chart” so that you
can display the “Overtime Work” & “Overtime Cost” columns
as shown:
Background:
5. On the basis of monthly reports from the Project Site, you will
monitor the progress of Project Execution.
1. Project Calendar(s),
Tabular Schedules,
Bar Charts,
Now,
Holidays:
Working Steps:
b. “Project/Project Information”
iv. Press OK
a. “Project/Project Information”
c. Press OK.
g. Fill in and assign the Responsible for each Task in the Project.
a. “View/Resource Sheet”
Units of Measurements
―Tools/Options/Schedule‖
Duration is entered in: Days
Work is entered in: Days
Default Task Type: Fixed Duration
PROJECT’s RESOURCES
(Activities are sorted by ES and TF)
ID Act. ID
OD Label Units
Task Resource BQ
UOM
(Work)
01 STA2 Start 2nd floor activities 01 0.00 0.00
اىرجهيض ىثذء اىعَو
02 CO22C100 2nd floor form work columns 07 CARPENTR 6.00 42.00
أعَاه شذ اىْجاسج ىألعَذج ّجاس ٍسيح
03- CO22C200 2nd floor R.F.T columns 04 R.F.T TON 12.00 12.00
1 سص اىحذيذ ىألعَذج حذيذ ذسييح
03-2 CO22C200 2nd floor R.F.T columns 04 STEELMEN 3.00 12.00
سص اىحذيذ ىألعَذج حذاد ٍسيح
04-1 CO22C300 2nd floor cast in place concrete columns 03 CONC.MIX DAY 3.00 3.00
طة اىخشساّح اىَسيحح ىألعَذج اىخالطح اىخشساّيح
04-2 CO22C300 2nd floor cast in place concrete columns 03 CON.LABR 1.00 3.00
طة اىخشساّح اىَسيحح ىألعَذج طقٌ اىطثييح
04-3 CO22C300 2nd floor cast in place concrete columns 03 CEMENT TON 30.00 30.00
طة اىخشساّح اىَسيحح ىألعَذج األسَْد
04-4 CO22C300 2nd floor cast in place concrete columns 03 SAND CM 35.00 35.00
طة اىخشساّح اىَسيحح ىألعَذج اىشٍو
04-5 CO22C300 2nd floor cast in place concrete columns 03 GRAVEL CM 70.00 70.00
طة اىخشساّح اىَسيحح ىألعَذج اىضىط
05-1 CO22C400 2nd floor curing time for columns 05 WATERPRI CM 8.00 8.00
16-1 INP2 200 2nd floor TRATZO plastering 08 PLAS.MEN 3.00 24.00
ً عادج ٍا ينىُ في اىََشاخ5 سفو تأسذفاع ٍرخظض تياع
16-2 INP2 200 2nd floor TRATZO plastering 08 CEMENT TON 10.00 10.00
ً عادج ٍا ينىُ في اىََشاخ5 سفو تأسذفاع األسَْد
16-3 INP2 200 2nd floor TRATZO plastering 08 SAND CM 235.00 235.00
ً عادج ٍا ينىُ في اىََشاخ5 سفو تأسذفاع اىشٍو
16-4 INP2 200 2nd floor TRATZO plastering 08 GUYPSUM TON 1.00 1.00
ً عادج ٍا ينىُ في اىََشاخ5 سفو تأسذفاع جيثس
16-5 INP2 200 2nd floor TRATZO plastering 08 WHITECEN TON 3.00 3.00
ً عادج ٍا ينىُ في اىََشاخ5 سفو تأسذفاع أسْد أتيغ
17-1 SAN2 200 2nd floor potable water piping circuits 09 PLUMBER 3.00 27.00
سثامح- ذشمية ٍىاسيش اىششب سثاك
17-2 SAN2 200 2nd floor potable water piping circuits 09 IRON.PIP LM 190.00 190.00
سثامح- ذشمية ٍىاسيش اىششب ٍىاسيش حذيذ
18-1 ELE2 200 2nd floor electrical wires 14 0.00 0.00
أدخاه األسالك في اىَىاسيش اىنهشتيح
18-2 ELE2 200 2nd floor electrical wires 14 0.00 0.00
أدخاه األسالك في اىَىاسيش اىنهشتيح
19-1 FLO2 100 2nd floor mosaic tiles dim 40*40 cm 10 MOSAIC SM 1250.00 1250.00
ٌ س04*04 ذشمية تالط سيشاٍيل
19-2 FLO2 100 2nd floor mosaic tiles dim 40*40 cm 10 TILE.MEN 2.00 20.00
ٌ س04*04 ذشمية تالط ٍثيط
19-3 FLO2 100 2nd floor mosaic tiles dim 40*40 cm 10 SAND CM 50.00 50.00
ٌ س04*04 ذشمية تالط اىشٍو
19-4 FLO2 100 2nd floor mosaic tiles dim 40*40 cm 10 CEMENT TON 8.00 8.00
ٌ س04*04 ذشمية تالط األسَْد
20-1 ISO2 100 2nd floor bathrooms proofing 02 ISO.MEN 1.00 2.00
Working Steps:
a. “Project/Project Information”
c. Press OK.
―Tools/Options/Schedule‖
Duration is entered in: Days
Work is entered in: Days
Default Task Type: Fixed Duration
Uncheck New tasks are effort driven
f. Fill in and assign the responsibility value for each task in the
Project as shown:
Press “Lookup…” button to enter the different values for the Custom
Field as shown:
In the “Gantt Chart” View, insert a new column and choose “Type
of Work”.
Fill in as shown:
Press OK, the following Layout including only the requested Tasks
appears:
b. “View/Resource Sheet”
c. Fill in the Resources as shown:
Units of Measurements
Hint:
To choose the “Percentage” or “Number” field for the “Max Units” Field:
To have MS Project schedule a Task exactly the way you want it, you
need to know how these factors do that.
If you assign Resources, MS Project uses this formula as the basis for
all its scheduling.
Fixed-Units Tasks:
Fixed-Work Tasks:
Fixed-Duration Tasks:
For example, say you assign 2 Painter full-time to paint the walls in 4
days:
Later, you assign 2 more full-time Painters. MS Project set the units
for each Painter to %50 because 4 Painters need to work only half-
time to complete the walls in 4 days: How ! ! !
`
Effort-Driven Tasks:
Task Type: Fixed Units ّشاط راخ وحذاخ ثاترح ٍقادج تأىجهذ
Effort Driven: Checked
Task Duration Resource (Units) New Duration Work
A 10 1 10 10d
2 5 10d
5 2 10d
يَنِ ذقظيش ٍذج اىْشاط تأػافح وحذاخ ىيْشاط
Recommendation:
It is better to set Fixed-Duration & No Effort-Driven in the normal and
most common cases.
Budget
Task name D Resource Quantity
ID (Work)
1 Start 0
2 FormWork for Columns 7
Carpenter 42 days
3 RFT for Columns 4
R.F.T 12 Ton
Steel.Men 20 days
Cast-in-Place Concrete for
4 Columns 3
Cement 30 Ton
Conc.Labor 3 days
Conc.Mix 3 days
Gravel 70 CM
Sand 35 CM
5 Curing Time for Columns 5
Ord.Labor 5 days
Water.Price 8 CM
6 FormWork for Slab & Stairs 11
Carpenter 110 days
7 RFT for Slab & Stairs 7
R.F.T 26 Ton
Steel.Men 14 days
8 Cast-in-Place for Slab & Stairs 3
Cement 25 Ton
Conc.Labor 6 days
Conc.Mix 6 days
Gravel 58 CM
Sand 29 CM
Hint:
Hint:
o If the Resources are not visible, use the “Scroll Bar” at the bottom
of the “Graph Pane” to navigate to the Dates in which the Project
fall.
This View is useful for seeing each Resource and the Tasks assigned
to that Resource.
Hint:
Sometime, the Gant-Chart Pane did not coincide with the Project
Calendar.
We notice that the Program can not be able to make Leveling for
the specified resource. In this case, we have to increase the ―Max.
Units‖ or making changes to the Tasks Relationships. We notice
that by increasing the ―Max. Units‖ to 5 instead of 4 will resolved
the problem of over-allocation as shown:
Understanding Tracking:
A good Plan is only half way. How you execute that Plan is the Key.
Updating Form:
You may want to Create a Form for Participants to use for their
regular reports. These reports should provide the information that you
need to update your Project Plan in MS-Project. You may be able to
use one of the Reports in MS-Project (or customize one of the
Project’s Reports) to provide the necessary information.
o Choose:
ID
Name
Duration
Tracking Process:
First of all, Record the Start & Finish Date before tracking.
Now,
1. Setting BaseLine:
o Make a copy of “Case_2_5E --- Resource Assignment” and
call it “Case_2_6E Tracking”
2. Tracking Progress:
3. Status Date:
You can find the Project’s Status Date (Data Date) in the “Project
Information” dialog box.
If the Status Date is not set, Project uses the Current Date.
a. Progress Line:
o Click “Tools/Tracking/Progress Lines…”
b. Fill in the above window as shown above. That is, choose the
option shown. Note that “10-2-11” was the Status Date (Data
Date --- Date of calculation for remaining tasks…)
c. Press OK.
d. Now, notice the new Finish Date from the “Project
Information” as shown:
6. Reviewing Progress:
1. Group,
2. Filter,
7. Group:
Click “Project/Group by/More Groups…/New…”, the following
window appears:
8. Filter:
9. Views:
Example:
ID Task D Pred.
1 A1 5
2 A2 3 A1
3 A3 7 A2
ID Task D Pred.
1 B1 5
2 B2 3 B1
3 B3 7 B2
ID Task D Pred.
1 C1 5
2 C2 3 C1
3 C3 7 C2
o Now, open the 3 Projects at the same time to see the Task
IDs with their updating WBS Codes
Resource Sharing :
o With S1 Active:
―Tools/Resource Sharing/Share Resources…‖, the
―Share Resources‖ window appears.
Hint: in the same manner, you can share resources between all Projects.
References
1. CHELTENHAM Courseware
Microsoft Project 2007 Manual – Foundation Level
USA / Canada
Email: info@cheltenhamcourseware.com
Web: www.cheltenhamcourseware.com
2. Elaine Marmel,
Microsoft Office Project 2007 Bible_Hendoone
3. Abdalla ElDaoushy,
Projects Time Management & Controlling using
Project Management Software, Memo No (971),
Institute of National Planning, Cairo, Egypt
4. Abdalla ElDaoushy,
Projects Cost Management (Computer Software
Oriented), Memo No (973),
Institute of National Planning, Cairo, Egypt