Hands on Training on Microsoft Project 2010

HANDS ON TRAINING ON MICROSOFT PROJECT 2010 PREPARED BY: EMEDYA MURNIWATY SAMSUDIN SITI KHALIJAH YAMAN AHMAD HAKIMI MAT NOR

HANDS ON TRAINING ON MICROSOFT PROJECT 2010 Course Objective a) To introduce Microsoft Project 2010 as a planning tool in project management. b) To deliver basic knowledge and skills in preparing project planning and scheduling. c) To produce project document for baseline planning. Learning Outcome At the end of this course, students will be able to a) Understand the basic components in project planning which is the scope of work, time, risks and resources. b) Able to produce baseline file for project planning using Microsoft Project c) Able to produce visual report (S-curve financial and physical) for project reporting

INTRODUCTION What is project planning? • Project planning is the process of identifying all the activities necessary to successfully complete the project. It is also the process of determining the workable work scheme to achieve project objectives. What is project scheduling? • Project scheduling is a process to identify sequence of work or activities involve and determine realistic time for each activities with start time and finish time.

INTRODUCTION

REVISED/CONTROL

PROJECT GOAL

MONITOR

PLAN

QUALITY COST EVALUATE

PLANNING TOOL • Microsoft Project/Primavera-planning tools • Uses to do the planning and for project monitoring and control • Types of planning file: – baseline file (initial planning) – tracking file (Monitoring and control) – new baseline file/Schedule Updating (Revise program)

MSP 2010 FOR CONSTRUCTION Creating the Baseline File Steps  Open New File-set the Project Information (New project: Reset the Project Start Date according to Contract Start Date.  Set The Working Schedule (Working Time/Holidays)  Create the Working List according to WBS List  indent and out dent sub activities accordingly  Identify activities which requires different types of payment (initial cost, prorated, recurring cost, on completion)  WBS codes

 Create The Relationship/Link (Predecessor Or Successor) for subtask.  Assign Durations (3rd Party Job Create As Milestone, Duration=0)  Effort Driven Scheduling  Activity Duration Estimate

MSP 2010 FOR CONSTRUCTION  Assign fixed cost for sub activities  Set Project as Baseline File Creating the Financial S-Curve Creating the physical S-curve

Project Information • Project Title: Construction of Dream House at Parit Raja • Project Start Date: 1st March 2013 • Project Finish Date : 1st Sept 2013 • Project Duration: 6 months • Contract Sum: RM 200,000.00 • Working Calendar: Sunday is non-working day • Holiday: State and Federal

WBS List Bungalow in Parit Raja • Project Start • Preliminaries – Performance Bond/Insurance – Establish and Removal of Site Office – Progress Report

• •

Land Acquisition Earthwork – Site Clearing – Excavation , Backfilling and Leveling

•

Piling Work

•

Building Work – Structure  Sub Structure  Super Structure  Roof Trusses

• • •

- Architecture  Wall  Floor Finishes  Painting  Internal  external - M&E  Electrical Wiring Switches and Sockets Plumbing Piping Sanitary Fixtures Infrastructure - Road and drainage - TNB and Water Meter Supply Testing and Commissioning Project Finish

OPEN NEW PROJECT

File>New>Blank Project

SET THE START DATE

Project>Project Information>Select the Start Date (1/3/2013)>ok!

SET THE WORKING SECHEDULE 1. Exceptions (Public Holidays)

Project>Change Working Time>Exceptions> List all the agreed public holidays for project

SET THE WORKING SECHEDULE

Project>Change Working Time>Work Week>Details> Choose Saturday and Set Day(s) to specific working times> type the time using “clock” format>ok!

Create the WBS List

• Id no 1 (Project name) • Id no 2 (Project Startcritical milestone) • Final Id (Project Finishcritical milestone)

Task>Choose Task in Column>Indent/Outdent

Adjusting WBS Level

Task> Highlight Task Mode Column>Auto Schedule

• List all task and subtask (indent/outdent according to its level) • All authority and 3rd party job create as milestone (duration=0) • Set the task mode as auto schedule

WBS Level/System Coding • • • • • •

Insert Column>Scroll for WBS

WBS Level 1 (project name) WBS level 2 (activities) WBS level 3 (subactivities) WBS level 4 (Work Tasks) WBS level 5 (Sub Work Tasks) And So on..

Project Scope Planning I) Task/Activity  Individual work that defines a piece of work that is necessary to complete a project  Clearly define the work that needs to be accomplished  Has a START and FINISH date  Duration> “0 days”  Contains 4M (Money, Manpower, Material and Machinery)

Project Scope Planning II) Milestones  Special event/Major event/significant point in the project that the planner want/need to monitor.  Every project has at least 2 milestone (START & FINISH)  Duration = 0 days (takes no time and show as date only).  Use no resources (4M=0)

Project Scope Planning III) External Dependency Milestone  Task that have work but done by third parties  Contractors do not know the scope of this work and when the date of completion.  Should be shown in the work program of the main contractor for the purpose of the application of EOT.  Duration of work = “0 days”

Project Scope Planning/Milestones

• • •

•

Project Start (0 days) Land acquisition (0days) TNB and Water Meter Supply (0days) Project Finish (0days)

Recurring Task

Recurring Task is the task that occur at a fixed frequency and continuously

Highlight Task to recurrent>Task Ribbon>Scroll Task Symbol>Recurring Task

RECURRING TASK •

Choose frequency of the recurrent

Set the range in between the contract period (project start date)

Retype the task name

Decide duration allocated for the preparation of the document

•

Decide reporting date in the calendar

• Set the range in between the contract period (finish date)

Recurring is task that occur at a fixed frequency and continuously e.g: weekly staff meetings, quarterly reports or monthly budget review. Enables you to create the meeting task once and assign a frequency and timing to it.

RECURRING TASK

Activity Sequencing How to decide?    

Experience Method Statements Drawings Detail Bill of Quantity (BQ)

How to show the relationship/link for every task/activity?  Predecessor-Activity before  Successor-Activity after

4 Types of relationship in CPM Network  Finish to Start (FS)  Finish to Finish (FF)  Start to Finish (SF)  Start to Start (SS)

CREATING THE RELATIONSHIP

ASSIGN THE DURATION-Experience • •

Using Experience Parametric Estimation

D=Q/PR

ASSIGN THE DURATION-Parametric Estimation Resource Allocation

Quantity

Risk Consideration Duration Estimates

Earthwork

Earthwork team [1]

10,000m3

+10%

11 days

Structural Works

Structural Team [2]

2000m3

Testing +7 days

17 days

Architectural Works

Architectural Team [2]

3,000m2

Delivery + 5 days

20 days

M&E Works

M&E Team [2]

400nos

Procurement + 5 days

25 days

Building Works

Resource available (gang)

Production rate

Earthwork Team

[1]

1000m3/day/gang

Structure Team

[2]

100m3/day/gang

Architecture Team

[2]

100m2/day/gang

M&E Team

[2]

10nos/day/gang

Resource Planning

ASSIGN THE DURATION-PE

Value of Work Work Preliminaries Performance Bond/Insurance Establish and Removal of Site Office Progress Report Earthwork Piling Building Work

Value (RM) 10,000 10,000 3,000 10,000 12,000

Sub Structure Super Structure Roofing Architecture

25,000 30,000 7,000

Wall Floor Painting M&E Electrical Plumbing Road and Drainage Total

28,000 20,000 5,000 15,000 15,000 10,000 200,000

INSERTING THE COST

Payment Method, choose Start, Prorated or End

View>Table>Cost

Insert all cost to specific task in Fixed Cost Column

INSERTING THE COST

Total Cost Must Equal to Contract Sum

SET BASELINE FILE

Cost Calculated (Baseline) must equal to Total Cost

Project>Set Baseline>Set Baseline

Visual Reporting: S-Curve (Financial)

Project>Visual Report>Cash Flow Report>View

Visual Reporting: S-Curve (Financial)

MSP transfer data to Excel

Financial S-Curve Cash Flow Report Cost

Cumulative Cost

14000

250000

12000 200000

150000

Cost

8000

6000

100000

4000

50000 2000

0

0 Week Week 9 Week 10Week 11Week 12Week 13Week 14Week 15Week 16Week 17Week 18Week 19Week 20Week 21Week 22Week 23Week 24Week 25Week 26Week 27Week 28Week 29Week 30Week 31Week 32Week 33Week 34Week 35Week 36 37 Q1

Q2

Q3 2013

Cumulative Cost

10000

Visual Reporting: S-Curve (Physical) Set % Complete for id no 1 as 100%

View>Tasks>Tracking

Visual Reporting: S-Curve (Physical)

View>Task Usage>Detail Styles>insert the Percent Complete and Cumulative Percent Complete > ok!

data copied to excel and manually create the graph Add item

% complete cum % complete

0 1% 3% 3% 2% 4% 2% 2% 2% 3% 2% 2% 2% 2% 4% 5% 3% 2% 6% 5% 4% 5% 8% 5% 3% 5% 2% 6% 2%

1%

0 1% 4% 7% 9% 13% 15% 18% 20% 24% 26% 28% 31% 33% 37% 42% 45% 48% 53% 58% 62% 67% 75% 80% 83% 88% 91% 97% 99% 100%

Physical S-Curve 1.2

1

0.8

% complete

0.6

cum % complete 0.4

0.2

0 1

2

3

4

5

6

7

8

9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

Physical S-Curve Physical S-Curve 1.2

1

0.8

% complete

0.6

cum % complete

0.4

0.2

0 1

2

3

4

5

6

7

8

9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

Thank You End of Course