Lecture 7 PMIS

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HEP 3104: PROJECT

MANAGEMENT INFORMATIONSYSTEMS

19th July 2012

Lecturer: Emma Longei

Email: [email protected]

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Lecture 7: Tracking

Budget

Reports


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BASIC FEATURES OF PROJECT MANAGEMENT

SOFTWARE

1. Creating work breakdown structures, Gantt charts, andnetwork diagrams

2. Integrating scope, time, and cost data WBS is a key tool for summarizing the scope of a project

Gantt chart summarizes the time or schedule for a project3. Setting a baseline and tracking progress Project management software allows you to assign cost and

other resources to tasks on the WBS, which are tied to theschedule.

This allows you to create a cost baseline and use earned valuemanagement to track project performance in terms of scope,time, and cost in an integrated fashion

4. Providing other advanced project management features

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Change Highlighting for Task and

Schedule Analysis

The Change Highlighting feature presents a nicereminder of the interrelatedness of many tasks in yourproject, it is only a temporary visual clue. As soon asyou save the project file or make another change, the

original change highlighting is removed and oftenreplaced with a new set of change data.

If you don't want to see changes appear in blue, youcan turn off Change Highlighting altogether. To do that,

follow these steps: Choose View.

Choose Hide Change Highlighting.

http://www.brighthubpm.com/software-reviews-tips/4559-project-2007-using-change-highlighting-for-task-and-schedule-analysis/

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TRACKING

Schedule

Budget

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Calendars

The standard Project 2007 calendar assumes

that working hours are Monday through

Friday, from 8:00 a.m. to 5:00 p.m., with an

hour for lunch from noon until 1:00 p.m.

You can create a different calendar to meet

your unique project requirements.

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Creating a New Calendar

To create a new base calendar using the Tasks

pane use the Tasks pane to create a new

calendar. Click Define general working times in

the Tasks pane. (If the Tasks pane does not

appear on your screen, click View on the

Menu bar, and then click Turn On Project

Guide to see the Project Guide Task pane).

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Creating a New Calendar


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To create a new base calendar using the Tools menu:

1. Access the Change Working Time dialog box. Click Toolson the Menubar, and then click Change Working Time.The Change Working Time dialog box opens.

2. Name the new base calendar. In the Change Working

Time dialog box, click Create New Calendar. The CreateNew Base Calendar dialog box opens. Click the Createnew base calendar radio button, type Project A+ as thename of the new calendar in the Name text box, andthen click OK. Click OK to close the Change Working

Time dialog box.

You can use this new calendar for the whole project, oryou can assign it to specific resources on the project.

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To assign the new calendar to the whole project:

1. Open the Project Information dialog box. ClickProject on the Menu bar, and then clickProject Information. The Project Information

dialog box opens.2. Select a new calendar. Click the Calendar list

arrow to display a list of available calendars.Select your new calendar named Project A+

from this list, and then click OK.

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To assign a specific calendar to a specific resource:

1. Assign a new calendar. Click View on the Menu bar, and

then click Resource Sheet. Type Adam in the ResourceName column, press Enter, and then select the wordAdam.

2. Select the calendar. Click the Base Calendar cell on theright part of the screen for Adam. If the Base Calendarcolumn is not visible, click the horizontal scroll bar toview more columns. Click the Base Calendar list arrowto display the options, and then select Project A+, asshown in Figure A-22.

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3. Block off vacation time. Double-click the resourcename Adam to display the Resource Informationdialog box, and then click the Change Working

Time button, located on the General tab in theResource Information dialog box.

You can block off vacation time for people byselecting the appropriate days on the calendar

and marking them as nonworking days. Click OKto accept your changes, and then click OK toclose the Resource Information dialog box.

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Entering Task Durations

You probably noticed that when you enter a

task, Project 2007 automatically assigns it a

duration of one day, followed by a question

mark. To change this default duration, type atasks estimated duration in the Duration

column or use the scroll box to select the

duration.

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If you are unsure of an estimate and want to

review it again later, enter a question mark

after it. For example, you could enter 8d? for a

task with an estimated duration of eight daysthat you want to review later.

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Entering Task Durations


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Duration Units

Duration unit symbols include:

d = days (default)

w = weeks

m = minutes

h = hours

mo or mon = months

ed = elapsed days

ew = elapsed weeks

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Elapsed time

You would use an elapsed duration for a tasklike Allow cement to dry. The cement will dryin exactly the same amount of time regardless

of whether it is a workday, a weekend, or aholiday. Projects default calendar does notassume that work is done on weekends.

Elapsed time includes weekends

Differentiate between 10d? 10ed 10d ==Estimated / Elapsed / Normal duration

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RULES WHEN ENTERING DURATIONS

Do not enter durations for summary tasks.Summary task durations are calculated

automatically based on the subtasks. Project

2007 will not allow you to enter or change the

duration of a summary task.

To mark a task as a milestone, enter 0 for the

duration. You can also mark tasks that have a

non-zero duration as milestones by checking theMark task as milestone option in the Task

Information dialog box on the Advanced tab.

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You can enter the exact start and finish datesfor activities instead of entering durations. To

enter start and finish dates, move the split bar

to the right to reveal the Start and Finishcolumns.

If you want task dates to adjust according to

any other task dates, do not enter exact startand finish dates. Instead, enter durations and

then establish dependencies to related tasks.

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RULES WHEN ENTERING DURATIONS


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Critical Path Analysis You can view the critical tasks by changing the

color of those items in the Gantt Chart view.Tasks on the critical path will automatically be redin the Network Diagram view. You can also viewcritical path information in the Schedule table or

by using the Critical Tasks report.1. Click Format on the Menu bar, and then click

Text Styles. The Text Styles dialog box opens.

2. Click the Item to Change list arrow, and then

select Critical Tasks. Click the Color list arrow,and then select Red. Click OK to accept thechanges to the text styles.

3. No red tasks means that the project has slack

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Entering Fixed Costs in the Cost Table

Click View on the Menu bar, point to Table:

Entry, and then click Cost. The Cost table

replaces the Entry table to the left of the

Gantt chart.

In the Fixed Cost column for Surveying, enter

20,000/-.

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Fixed Costs: Surveying

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Entering Resource Information

Enter basic information about each person

into the Resource Sheet and assign them to

tasks using the Entry table

This we have already done

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Assigning Resources to Tasks

Click the Gantt Chart view on the View bar

Widen the Task Name column and move the

split bar to reveal all of the entry table

columns, if needed.

Click in the Resource Names cell and select a

resource

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To assign several resources to a

task

Click the Assign Resources button on thetoolbar. (If the Assign Resources button is notvisible, click the Toolbar Options button on

the toolbar, and then click the AssignResources button. You can also press Alt+F10.)

You can select one resource at a time and clickAssign, or click on the first name, hold downthe Shift key, click on the last name to selectall of the names at once, and then click Assign.

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To assign resources using the split

window

Click Window on the Menu bar, and then click

Split. The Cost Table and Gantt Chart view is

displayed at the top of the screen and a

resource information table is displayed at thebottom of the screen

Right-click anywhere in the bottom window

and select Resource Cost.

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Removing the Effort driven option

Uncheck the Effort driven box in the lower

window so Project does not change task

durations based on resource entries for that

task.

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Resolving overallocations

One of the most difficult things to do whenplanning a project is resolving the inevitableoverallocation of resources. When assigning yourresources, you will likely assign too many hours of

work for a given period. For example, you might assign Steve to work

five hours on Task One and six hours on Task Twoon the same day, yet Steve only works an eight-

hour day. This is an obvious overallocation, sinceSteve has been scheduled to work three hoursmore than he is available.

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http://www.techrepublic.com/article/microsoft-project-tutorial-

assigning-resources/1031578


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Assign a few more costs and resources

.

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Setting a Baseline

Click Tools on the Menu bar, point to Tracking,and then click Set Baseline

Display the Tracking toolbar. Click View on theMenu bar, point to Toolbars, and then click

Tracking. Click View > Table: Entry > Tracking

A grey bar shows the baseline, a blue bar isactual progress, and tasks on the critical path

shown in red Percentages indicate progress/completion of

individual tasks

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Tracking task completion

Select a task or several tasks

Click the % Complete button on the Trackingtoolbar.

The columns with dates, durations, and costinformation should now contain data instead ofthe default values, such as NA or 0. The % Compcolumn should display 100%. Adjust columnwidths if needed.

Notice that the Gantt chart bars for those tasksnow have a blank line through them.

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Enter actual completion dates for Task

Select the task

Click the Update Tasks button on right side of

the Tracking toolbar next to the 100% button

Enter the Actual Start date and the Actual

Finish date. Click OK. Notice how the

information in the tracking sheet has changed.

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View the Tracking Gantt chart

Click View on the Menu bar, and then clickTracking Gantt. Alternatively, you can click theTracking Gantt button on the View Bar, if it isdisplayed.

Use the horizontal scroll bar in the Gantt chartwindow (move it to the left) to see symbols onthe Tracking Gantt chart.

To view the entire Gantt chart, right click on thedates at the top of the chart > select Zoom >select Entire Project

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Viewing the Tracking Gantt chart allows you to

easily see your schedule progress against the

baseline plan. After you have entered some

actuals, you can review earned valueinformation for the initiating tasks of this

project.

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VIEWING EARNED VALUE

MANAGEMENT

Earned value management is an importantproject management technique for measuringproject performance.

Click View on the Menu bar, point to Table:Entry, select More Tables, and double-clickEarned Value

Note that the date on your computer must beset later than the date of a completed task forthe data to calculate properly.

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Earned Value Abbreviations

EAC: Estimate at Completion

BAC: Budget at Completion

VAC : Variance at Completion

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Earned Value Report

Click Report on the Menu bar, and then click

Custom Reports, click Earned Value Report

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INTEGRATING PROJECT 2007 WITH

OTHER APPLICATIONS

Project 2007 provides many different tables,

views, reports, and formatting features to aid

in project communications, as have seen in

the previous sections.

One can insert hyperlinks within Project 2007

to other project documents, and use the copy

picture feature to insert Project 2007 screensinto other documents.

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Common Reports

Click on Reports > Reports

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Overview reports include:

Project Summary

Top-Level Tasks

Critical Tasks

Milestones

Working Days

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Current Activities reports include:

Unstarted Tasks

Tasks Starting Soon

Tasks In Progress

Completed Tasks

Should Have Started Tasks

Slipping Tasks

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Cost reports include:

Cash Flow

Budget

Overbudget Tasks

Overbudget Resources

Earned Value

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Assignments reports include:

Who Does What

Who Does What When

To-do List

Overallocated Resources

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Workload reports include:

Task Usage

Resource Usage

Custom allows you to customize and save your

own report formats.

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Visual Reports Baseline Cost Report

Baseline Work Report

Budget Cost Report

Budget Work Report

Cash Flow Report Earned Value Over Time Report

Resource Cost Summary Report

Resource Remaining Work Report

Resource Work Availability Report

Resource Work Summary Report

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Activity

Print the Critical Path Report

Print the report showing tasks starting in the

next 1 month (4 weeks)

Print your Project Budget

Print a to-do report for the Site Foreman

Print a report showing the allocation ofresources to tasks (Workload)

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Creating Hyperlinks to Other Files

A Project Manager may use their Project 2007file as a main source of information for manydifferent project documents.

Select the task in which you want to insert ahyperlink. Click Insert on the Menu bar, andthen click Hyperlink. Double-click the filenameof the hyperlink file. Double-click the file to be

linked to. A hyperlink should appear in theIndicator column.

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Missing Indicator Column

Right click Task Name Column

Select Insert Column

Select Indicators, and click OK

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Using the Copy Picture Feature

The Copy Picture feature helps you easily copyimages from Project 2007 into other applications,e.g. the Project Plan Document in Word.

You may need to remove some of the toolbars byselecting Tools from the Menu bar andunchecking them to get the entire image to showon your screen. Drag the split bar so the entire

Predecessors column is showing. Click in the TaskName column for task 0. Make sure you can seethe entire Gantt chart on your screen.

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Click Report on the Menu bar, and then click

Copy Picture to display the Copy Picture dialog

box. Keep the default settings. Click OK.

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Using the Copy Picture Feature


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Project Screen without predecessors

You can also post this screen in a Word Document, or in an

email


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Project Screen with predecessors


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10 insights to better master MS Project

1. MS Project is a databaseAll views and tables show the same data from different perspectives.

2. MS Project is a calculator

Everything is recalculated to minutes. And then shown in time units asper your configuration settings.

3. Start each project schedule by checking your basic configurationsettings

These include your default calendar, the calendar calculations,metadata, currency and time settings.

4. Let MS Project calculate

Let it calculate start and end times for you !5. MS Project is already programmed to be asap ;

Dont put constraints initially; if needed put them in when project isongoing.

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6. Use an outline code to discern your task levelsand WBS structure.

You can use the default one or your own.

7. Each of the input fields have 3 faces,personalities or characteristics

Input happens in duration | work | cost fieldsbut to be able to manage a project you need 3

versions of those fields: scheduled | baseline |actual different versions are shown in differentviews and tables.

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8. Set the timescales to weeks and month for easier management The default setting is by days and weeks in many cases a key to

mastering views and schedules is triggered off by zooming out thetime scale to weeks and months. This makes assessing overallocation (in weeks) much easier to handle too.

9. Think in work-terms as much as possible. Distinguish between work and hours. If you prefer work in man

days, do so, but then express duration in weeks. Work only existswhen resources are assigned, which triggers off the formula W = D* U . Have a good eye on the task type at all times.

10. Tracking a project = entering actuals

To track values, search for the appropriate actual field and enterthe data.


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Lecture 7 PMIS