How to Create S Curve by MS Project 2013

1Author: Ong-Art Sanpinit Charter Engineer วฟก. 1037

OS-MSP-001Rev.: 01 / 17-03-2016

How to Establish S-Curve by MS Project 2013


Sample of Visual in excel


This article is to explain Project Management Concept as a quick reference 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 2007 or 2010

Guide line


1. Start Project2. Plan the Tasks3. Assign resources4. Project Baseline set up5. Update progress6. Forecast Information7. Step by Step to S-Curve8. Step by Step Export Data to Excel (Visual Report)9. Close Project

Table of Contents


Prior to start the project planning, Project manager should be identified, who can set up a project plan in MS project 2013

Step-1: Start Project

1. Create a new Project File

To create a new blank project in Project, click the file tab. Click new


2. Set project start date

Go to Project tab. Click Project information

Step-1: Start Project


Step-1: Start Project3. Define Project Calendar

Go to Project tab. Click Change Working time


Step-1: Start Project4. Save the Project file

Go to Tab file, select save as with Project Name or Job Order running number


In the planning stage, we need to achieved project’s goals. To do this, we have to identify the project’s milestone, deliverables and tasks.

This plan can be use work breakdown structure (WBS).

Step-2: Plan the Tasks


Step-2: Plan the Tasks1. Enter Task Click View tab. In the Task View groups,

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


Step-2: Plan the Tasks2. Decide how you want to Schedule Task

In Project 2013, we can schedule tasks manually or automatically. 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


Step-2: Plan the Tasks3. 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 summary 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

Step-2: Plan the Tasks


Step-2: Plan the Tasks5. 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-to-Start (FS), double click the link line and change.


Assignments are the associations between specific tasks and the resources needed to completed them. We can assign more than one resources to a tasks.

We can assign work resources (People), material (pipe/shell etc.) and cost (THB) to tasks.

Step-3: Assign Resources


Step-3: Assign Resources1. 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 we’ll use in this project.


2. Assign Resources to Tasks

In the Resources Tab, Click Assign Resources the click resources name then click assign

Step-3: Assign Resources


Step-3: Assign Resources3. 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


Step-3: Assign Resources4. 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 don’t use task type) durations may change as we assign resources to tasks.How tasks types workWork, duration and unit are determined by formula:-Work =Duration x Units


Step-3: Assign ResourcesIn a… If we revised

WorkIf we revised Duration

If we revised units

Fixed units tasks Duration changes Work changes Duration changesFixed work tasks Duration changes Units change Duration changesFixed duration tasks Units change Work changes Work changes

To set a default task type for the entire project, click the options. Go to Schedule group, in the 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 or to tasks name double click it will appear.


Step-3: Assign Resources5. 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.


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 accurately for similar future projects.

Step-4: Set the Project Baseline


Step-4: Set the Project Base Line1. 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


Step-4: Set the Project Base Line2.View baseline data in Gantt Chart views

In Gantt chart view, move a mouse to gantt area, right click and select Bar Style.

Name Appearance Show for Task

Row From To

Base Plan (Custom)

Select bar shave and color

Select Normal 2 or 3 Baseline Start Baseline finish


Step-4: Set the Project Base Line3. View Baseline in a Table

Go to View tab, in Data group click to Table and select Variance or insert columns with custom field.


Updating the progress is the only way to ensure it stays on tracks as work is performed. The focus at this point is on managing changes, updating the schedule, tracking progress and communicating project information.

MS Project 2013 tracks 3 sets of date: Current, Baseline and Actual. When we set the baseline, current = baseline. when a task is 100% complete, current=actual.

Step-5: Update Progress


Step-5: Update Progress1. 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.


Step-5: Update Progress2. Track actual date and duration

It’s the best to decide on a single method for tracking progress. We 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%Note: we can put a number direct to %Complete field


Step-5: Update Progress3. Track Actual Hours and Cost

If we want to enter actual and remaining work hours or costs, use 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.


MS Project 2013 provide many ways of built in report, but for us we have to create a customize report by using S-Curve Reports.

Step-6: View Report Information


Step-6: View Report Information1. 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. There’re many view but most usful ones include:-• Team planner View• Timeline View• Gantt Chart View• Calendar View


Step-6: View Report Information2. 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.


Step-6: View Report Information3. Print a View or Report

Set up the current view that we 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.


Step-6: View Report Information4. Generate a Report

In Report tab has many report to view information of project but we’re intent to create the S-Curve by using MS Project as a tools, we’ll focus on how to do it.Click the Report tab, go to View reports group, select Customer


Step-7: Step by Step to S-Curve In the field list (right hand) Select Category to Time.


Step-7: Step by Step to S-Curve Then Select Field go to Work, click Actual Work and

Cumulative Actual Work only.


Step-7: Step by Step to S-Curve The Click on Baseline, click Baseline Cumulative

Work, just only one.


Step-7: Step by Step to S-Curve In chart area Right click to change chart type. Select Chart type to Combo.


Step-7: Step by Step to S-Curve In the Change Chart Type dialog in Series Name

choose All Cumulative (Actual & Baseline) Chart type to Line Type.

Actual Work chart type to Clustered Column and Click Secondary Axis


Step-7: Step by Step to S-Curve In Field List, in Tasks Tab look at Select Category, click

Edit customize time from Days to Weeks and change format as you like.


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


Step-7: Step by Step to S-Curve Final as just Fonts size and others


Step-8: Export Data to Excel1. 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.


Step-8: Export Data to Excel2. Analyze Data in Pivot Table

In PivotTable Fields, select only Actual Work, Baseline Cumulative work and Cumulative Actual Work.


Step-8: Export Data to Excel3. 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.


Step-8: Export Data to Excel


Just because your project is almost finished doesn’t 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 improvement and best practices.

Make any final update to project plan. Finally archive the project plan according to our

organization’s guideline.

Step-9: Close the Project


Step-9: Close the Project1. 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 2013We can also view basic reports that don’t require Excel or Visio. Click Report Tab many report category available to view depend on how we want to views.


Step-9: Close the Project2. Save a Project as a Template

After completing a project, we have to leverage what we’ve 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.


Thanks you

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How to Create S Curve by MS Project 2013