howtocreates-curvebymspproject

8/12/2019 howtocreates-curvebymspproject

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Author: Ong-Art S. Factory AVP

UEC-MSP-001

Rev.: 00 / 05-09-2013



2Author: Ong-Art S. Factory AVP

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 inearly version, such 2007 or 2010

Guide line




1. Start Project

2. Plan the Tasks

3. Assign resources

4. Project Baseline set up

5. Update progress6. Forecast Information

7. Step by Step to S-Curve

8. Step by Step Export Data to Excel (Visual Report)

9. Close Project

Table of Contents


http://slidepdf.com/reader/full/howtocreates-curvebymspproject 5/50 5Author: Ong-Art S. Factory AVP

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


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2. Set project

start date

Go to Project tab. Click Project information





3. Define Project

Calendar

Go to Project tab. Click Change Working

time




4. 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





1. Enter Task Click View tab. In the Task View groups,

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





2. Decide how

you want toSchedule Task

In Project 2013, we can schedule tasks

manually or automatically. Select schedulemethod after enter a new tasks by clicking

in the Task Mode column:-

Note: New Tasks manually set by default in

Option Tab





3. Outline Tasks Create task hierarchy including tasks and

milestones under summary task, which canbe 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 withduration, 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 aduration:-

Mutually Schedule task

A number or text like

“Tomorrow” or “Next after rollshell” etc.

Auto Schedule task

Number only, 3d=3 Days,

0d=milestone, 6? is an estimate

duration.

Note: Both can selected in the Task Mode






5. Link Tasks to

showrelationships

Click the Task tab, in the View Group click

Gantt Chart. Select the tasks that you wantto 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





1. Add Resources

to Project

Click the Task Tab, in the Views dropdown

list select Resources Sheet. In theResources Name filed, type the name of

resources that we’ll use in this project.




2. Assign

Resources toTasks

In the Resources Tab, Click Assign

Resources the click resources name thenclick assign






3. Enter the Work

Hours spendingon Tasks

After assign a resources to the Tasks, work

hours automatically show in a Work. If PMprefer 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 columnthen click Insert Columns type "WORK” to

select the Work Columns





4. Know the Work

Tasks Type

After Assign a resources to Tasks, MS

Project determine how to schedule thetasks 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





In a… If we revised

Work

If we revised

Duration

If we revised

unitsFixed units tasks Duration changes Work changes Duration changes

Fixed work tasks Duration changes Units change Duration changes

Fixed duration tasks Units change Work changes Work changes

To set a default task type for the entire project, click theoptions. 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 inproperties group click information or to tasks name double

click it will appear.





5. Identify factors

effecting taskschedules

We can use MS Project 2013 to help for

understanding how changes one task caneffect 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 thescheduling 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 Line

1. Save the

baseline plan

After the plan is solidly in place for the

finish date, budget and scope, we cansubmit a plan for approval.

Once it has been approved, save the

baseline plan.

Click the Project tab, in Schedule groupclick Set Baseline





2.View baseline

data in GanttChart 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





3. View Baseline

in a Table

Go to View tab, in Data group click to Table

and select Variance or insert columns withcustom field.




Updating the progress is the only way to ensure it

stays on tracks as work is performed. The focus atthis 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





2. Track actual

date and duration

It’s the best to decide on a single method

for tracking progress. We can enterpercentage complete, actual start and

finish dates, actual remaining durations or

actual and remaining work.

Click the Task tab, select the task that wewant 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





3. 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 isdetermine if we put the actual start and

actual finish or % Complete.

f




MS Project 2013 provide many ways of built in

report, but for us we have to create a customizereport by using S-Curve Reports.

Step-6: View Report Information

S 6 Vi I f i





1. Select a View MS Project 2013 has old and new views to

help you to see project information andreport 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 usfulones include:-

• Team planner View

• Timeline View

• Gantt Chart View

• Calendar View

S 6 Vi R I f i





2. Customize a

View

Select the view you want to customize and

then on the Format tab click the type ofview 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 orgroup tasks prior to printing, click the View

tab and then in the Data group, click sort,

Filter or Group options.

St 6 Vi R t I f ti





3. Print a View or

Report

Set up the current view that we want it to

look when printed. Click the File Tab andthen click Print. A preview part of the view

to see the actual size of the view as it will

be printed.

St 6 Vi R t I f ti





4. Generate a

Report

In Report tab has many report to view

information of project but we’re intent tocreate 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

St 7 St b St t S C




Step-7: Step by Step to S-Curve

In the field list (right hand) Select Category to Time.

St 7 St b St t S C





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.






In chart area Right click to change chart type.

Select Chart type to Combo.






In the Change Chart Type dialog in Series Name

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

Actual Work chart type to Clustered Column and

Click Secondary Axis






In Field List, in Tasks Tab look at Select Category, click

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






In design Tab, choose format color as you like.

In Chart Layout select Layout No 5 to show Data






Final as just Fonts size and others

Step-8: Export Data to Excel





1. 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.






2. Analyze Data in

Pivot Table

In PivotTable Fields, select only Actual

Work, Baseline Cumulative work andCumulative Actual Work.





Step 8: Export Data to Excel

3. Custom Charts

in Excel

In Pivot Tab Fields, select only Baseline

Cumulative Work, Cumulative Actual Workand 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

Step-9: Close the Project




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 abount areas for improvement and bestpractices.

Make any final update to project plan.

Finally archive the project plan according to ourorganization’s guideline.

Step 9: Close the Project






1. Create a Final

Report

Click the Report tab, click Visual Reports to

see project data as a Pivot Table report inExcel 2013 or Pivot Diagram view in Visio

professional 2013

We 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.






2. Save a Project

as a Template

After completing a project, we have to

leverage what we’ve learned in the projectby 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




Thanks you

End

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