Tutorial de MS Project 2007 2º Parte

2008

Tutoriales Taller de Proyectos Microsoft Project 2007 (en inglés) 2º Parte Objectives: 1. To learn how to add the resources and cost into tasks. 2. To learn how to track the project. 3. To learn how to select and display a report.

Sociocultural Project http://sociocultural.mforos.com

ACE2090 Engineering Practice

Tutorial 2

ACE 2090 Engineering Practice Tutorial 2 – MS Project 2007 Part 2 Objectives: 1. To learn how to add the resources and cost into tasks. 2. To learn how to track the project. 3. To learn how to select and display a report.

Example Used in this tutorial: Please download the project named “ace2090_t2.mpp” from the course website.

Initial scheduled Durations: 24 days (What is the critical path?)

A.

Resources View → Resource Sheet I. Terms: Resources: People, equipment, and consumable items used to complete project tasks. Resource Name: Assign the name of the resource. You will see this name beside the Gantt chart bar. Resource Types: Work, Material, and Cost. - Work: (i) Human resource, like people in the company, consultants, freelancers … (ii) equipment which are charged on hourly or daily basis, like rented construction equipment. (Counted by time) - Material: The supplies or other consumable items that are used to complete tasks in a project, like computers, wires … (Counted by quantity) - Cost: It is a new function in Project 2007. It is the single expense of the project. (Counted by usage) Material Label: Indentify the quantity of the material that will be consumed. This field is only workable if the type is chosen as “Material”. Initials: Project will automatically generate it.

By CHAU Long Ho, Arthur (02/10/2007)

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Tutorial 2

Group: Identify whether the resource belongs to a particular department. Max. Units: Is a percentage that indicates the resource’s allocation in daily scheduled work time. Percentage Meaning 100% (default) Single Person – Full time (40 hrs / week) A team – Max. unit * 40 hrs / week Std. Rate: The amount shows how much cost is added to the project for each hour of work assigned for a material resource. Ovt. Rate: Set the overtime (OT) for a work resource. Cost/ Use: Set the charge of a material resource per use. Accrue. At: Specifies how the Project accounts for the timing of resource costs in the budget for the project. - Prorated (By default): Project adds in costs at the time when work is scheduled. - Start: Cost is paid before the work starts. - End: Cost is paid after the work ends. Base Calendar: Set the type of the calendar, standard (by default), 24 hours or night shift. Code: Identify the resources. II. Add Resources to project Type all the information in the Resource sheet. (From ID 9 – ID 11)

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ACE2090 Engineering Practice

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III. Change the working time 1. Define holidays for all people Step 1: Tools → Change Working Time Step 2: For Calendar: Standard (Project Calendar) Step 3: Select the dates in the calendar. Now select 4/10/2007 – 5/10/2007. Step 4: In the “Exception” tab, type “Company holiday” in the Name field. Step 5: Press “tab” and click “OK”.

2. Define working days for specific person Step 1: Tools → Change Working Time Step 2: For Calendar: Manager Step 3: In the “Work Weeks” tab, click “Details…” Step 4: Select “Monday”, “Wednesday” and “Friday” by holding the “Ctrl” key. Step 5: Select “Set days to nonworking time”. Then click OK.

IV. Assign the resources to tasks After you have filled in all the resources, you can assign them into the specific tasks. 1. Assigning the Work Resources Step 1: View → Gantt chart Step 2: Select the task “Program Design (Core)” then click the button (Assign Resources button) in the toolbar. Step 3: In the Resource Name field, choose “Junior Programmer Team A” and then click “Assign” button. Step 4: Change Units of “Junior Programmer Team A” to “300%”

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ACE2090 Engineering Practice

Tutorial 2

Now repeat Step 2 to 4 for the rest tasks according to the following table: Task Program Design (Core) Program Design (Interface) System Analysis Documentation Debugging Product Testing Approval

Resources Senior Programmer Team Junior Programmer Team B Senior Programmer Team System Analyst Senior Programmer Team Debugger Tester Manager

Units 50% 200% 50% 100% 100% 100% 400% 50%

Note: You can keep the Assign Resources box open while you work. Before resource assignment:

Original scheduled duration: 24 days After resource assignment:

New scheduled duration: 15.75 days (Why?)

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Tutorial 2

It is because Project recalculates the duration of the tasks. Effort-driven scheduling: If you apply more resources to a job, you can get it done more quickly. Equation: D = W / U, where D = Duration (the length of time between the Start and Finish of the task) W= Work (the number of person hours required to complete the task) U = Units (the resource’s assignment units for work on the task) 2. Assigning the Material Resource Step 1: Select the task then click the Task Resources Product Testing IC Wafer

button (Assign Resources) Units 1000 pcs 100 pcs

3. Assigning the Cost Resource Step 1: Select the task “Product Testing” then click the Step 2: Assign “Rental Fee”. Click “Close” to close the dialog box. Step 3: View → Task Usage Step 4: Double-click the cost resource “Rental Fee”. The Assignment Information dialog box opens. Step 5: In the General tab, type “HK$5000” in the cost field. Step 6: Click OK. Step 7: View → Gantt Chart

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button (Assign Resources).

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V. Review resource assignment information 1. View → Task Usage

2. View → Resource Usage

3. View → Resource Graph (to check with the work over-allocation)

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ACE2090 Engineering Practice

Tutorial 2

VI. Resource leveling Resource leveling removes an over allocation by either delaying a task to which the resource has been assigned or by splitting task. From our example, “Senior Programmer Team” is over allocated. Step 1: View → Resource Sheet and select “Senior Programmer Team” Step 2: Tools → Level Resources

Step 3: Keep all default parameters and click “Level Now”. Step 4: Click the “Selected resources” option, and then click OK.

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VII. Cost table View → Gantt Chart View → Table: Entry → Cost Enter the Fixed Cost as shown below:

Total Cost Baseline Variance Actual Remaining

(Work * Std. Rate) + (Ovt. Work * Ovt. Rate) + (Per/Use Cost) + Task Fixed Cost Total cost in baseline Total Cost – Baseline Cost (Actual Work * Std. Rate) + (Actual Ovt. Work * Ovt. Rate) + (Per/Use Cost) + Task Fixed Cost (Remaining Work * Std. Rate) + Remaining Ovt. Cost

VIII. Assign Overtime working Step 1: View → Task Usage Step 2: Insert → Column Step 3: Select “Overtime Work” in Field name, then click “OK”. Step 4: Select resource “System Analyst” under “System Analysis” task. Step 5: Enter 8 hrs in the Overtime Work field.

→ ↓

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B. Tracking Progress Baseline: The original project plan used to track progress on a project, which includes information about tasks, resources, and assignment. I.

Save Baseline Tools → Tracking → Set Baseline

Keep all the parameters unchanged, and then click OK. II.

Update Progress 1. Update Task Information Step 1: View → Gantt Chart Step 2: Double-click the task “Program Design (Core)”. Step 3: In the Task Information dialogue box, choose “General” tab. Step 4: Set Percent Complete to 20% 2. Update Resource Information Step 1: View → Resource Sheet Step 2: Change Std. rate of “Tester” to “HK$60”. 3. Update Task – Resource Information Step 1: View → Task Usage Step 2: Reduce the Overtime work of System Analyst to 4 hrs. 4. Update the working time Step 1: Tools → Change Working Time Step 2: For Calendar: Standard (Project Calendar) Step 3: Select the dates in the calendar. Now select 8/10/2007. Step 4: In the “Exception” tab, type “Company holiday” in the Name field. Step 5: Press “tab” and click “OK”.

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ACE2090 Engineering Practice

III.

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View Changes 1. Cost View → Gantt Chart View → Table → Cost

Note: (i) For the task Program Design (Core) Changes in Actual and Remaining cost (Due to Progress Change) (ii) For the task Product Testing Changes in Variance cost (Due to resource Std. Rate change) 2. Progress View → Tracking Gantt

l Red bars indicate the critical path! The red/ blue bars shift to the right due to adding the holiday and the change of the overtime work.

C. Slack and Critical Path I.

Critical Path Step 1: View → Gantt Chart Step 2: In the Gantt chart interface, right click and choose “Gantt Chart Wizard” Step 3: Press “Next”, then choose “Critical Path”, press “Next” for three times. Step 4: Press “Format it” and then press “Exit Wizard”.

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ACE2090 Engineering Practice

II.

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Slack Step 1: View → Gantt Chart Step 2: View → Table → Schedule

Free Slack: The amount of time a task can slip without delaying other tasks. Total Slack: The amount of time a task can slip without delaying the project finish date.

D. Reporting Report → Reports…

Reference: Lisa A. Bucki, “The Microsoft Office 2007 Survival Guide” -END-

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