Microsoft Project Tutorial for Chapters 6 & 7

This Tutorial explains how to:

• Reflect A Crashed Project in the Gantt Chart• Resource Loading• Create a Resource Calendar• Use MSP Auto Resource Leveling• Project Status and the Earned Value Report* Click on above link to skip to that Section

*clicking on the light bulb will take you directly to the software tutorial for that lesson

*clicking on Home will take you directly back to the first slide

Reflecting a Crashed Project in the Gantt ChartThe Gantt Chart for Table 6-1 reflects a change in working schedule to

a 7-day work week.

Reflecting a Crashed Project in the Gantt Chart

*To do this (review): • Go to Tools• Select Change Working Time

In the Change Working Time Box:• Click on the Work Weeks Tab• Click Details• Select all seven days • Set days to specific Working

Times• Set the whole week to an 8

hour shift• Press OK

Reflecting a Crashed Project in the Gantt ChartTo adjust the expediting of a project, simply change the duration of

the Critical Task’s duration in the Gantt table (20-day solution)By Changing the duration of task a:• The Finish Date of task a has

updated automatically• The Finish Date of the Project

and the Gantt Chart have updated accordingly:

Reflecting a Crashed Project in the Gantt ChartTake the same approach to adjust the Project even further

(19-day solution)After Changing task a, change task f’s duration to 8 days• The Finish Date of task a has

updated automatically• The Finish Date of the Project

and the Gantt Chart have updated accordingly:

Reflecting a Crashed Project in the Gantt ChartThe Gantt Chart will adjust automatically for all crashed adjustments

(18-day & 16-day)

Resource Loading First, Build your Gantt Chart to resemble figure 6-10, exclude

resources for now.

Be sure to:• Mark “Scheduling Shoots” a summary task• Use the Gantt Chart Wizard to Show Finish dates of tasks &

Milestones• Add WBS Codes

Resource Loading

Now Create a Resource list

• Go to the View Bar• Select Resource Sheet

A chart will appear:

Resource Loading Creating a Resource list

• First, enter in each individual Resource Name from the Action Plan (figure 6-10) • Assign Each individual Resource a Unique Initial • Transfer Standard & Overtime Rates from Table 6-5 to appropriate

Resource, Table should resemble below:

Resource Loading Assigning a Resource to a Task

• Refer back to Gantt View• Under WBS 2 (Scriptwriting), Go to Resource Names• There is now a drop down with Resource Names, select Scriptwriter

Resource Loading Assigning Multiple Resources to a Task

• Double click anywhere on the appropriate task row (propose shoots) • The Task Information Box will appear:

• Select the Resources Tab

Resource Loading Assigning Multiple Resources to a Task

• Under Resource Name, add each Resource Needed• Then select OK

Resource Loading Assigning Multiple Resources to a Task

• Under Resource Name, add each Resource Needed• Then select OK

The Gantt Table should now looks as follows:

* Task 11 shooting, should include the Editor, not scriptwriter(typo)

Resource CalendarsCreating a Resource Calendar

As mentioned in the text, some of the resources have a schedule that does not follow MSP’s Standard Calendar. We can create a resource Calendar for these Resources. (Refer to Table 6-4) • Go to Tools• Select Change Working Time…

In the Change Working Time Box, under the For calendar dropdown, notice that each Resource Name has been added. First Select Scriptwriter

Resource CalendarsCreating a Resource Calendar

The Scriptwriter works one hour later (6: 00 p.m.) and one extra day of the week (Saturday)• Select the Work Weeks Tab • With Default Line 1 selected, click details

• Highlight all working days (Monday-Saturday)• Set Days to the Specific work

times • Change to end at 6:00 p.m.• Click OK

Resource CalendarsCreating a Resource Calendar

A warning that the fixed-duration of tasks assigned to this resource will be changed. Click ok

Resource CalendarsCreating a Resource Calendar

The Client works a standard schedule except for a vacation scheduled for March 13-March 26. Create a calendar for this Resource:• Go to Tools, Select Change Working Time, and select Client from

the “For Calendar” Dropdown

• Choose the Exceptions Tab • Enter in Vacation• Include Start and Finish Dates• Click OK

Resource CalendarsCreating a Resource Calendar

A warning that the fixed-duration of tasks assigned to this resource will be changed. Click ok

Resource CalendarsCreating a Resource Calendar

Create a calendar for the Editing Room • Under Working Weeks Tab• Set days Monday- Friday• Set Times from 9:30 a.m. – 3 p.m.• Select OK to the same

warning about changes in duration

Resource CalendarsCreating a Resource Calendar

In the Gantt Chart View, we can see that the end date has been changed to 5/17 to accommodate for new resource calendars.

Resource LevelingView the Resource Loading Chart

To view the Resource Loading Chart:• On the View bar click Resource Usage

Resource Loading Chart• Timescale can be

adjusted just as the Gantt Chart was.• Resources in bold are

over-allocated.

Resource LevelingView Over-Allocated resources

To view Resources that are over-allocated:• Click on the More Views button on the View Bar• Choose Resource Allocation• Select an over-allocated resource (Scriptwriter)

Resource LevelingView Over-Allocated resources

Filter for only Over allocated Resources• Go to Project, Filtered for:• Select Over allocated Resources

Resource LevelingView Over-Allocated resources

Viewing Over-allocated resources graphically: • Click on Resource Graph • Adjust the Timescale for the graph as we

did with the Gantt chart

Resource LevelingLeveling Resources

To Level Resources:• Go to Tools• Select Level Resources

This will bring up the Resource Leveling Dialogue

box

Resource LevelingLeveling Resources

To Level Resources:• Select Automatic

Leveling Calculations • For this example, we

want to Look for over-allocations on a Day by Day basis. • Level entire project • Level only within

available slack

Resource LevelingLeveling Resources

This particular project has been leveled for all tasks but individual tasks can also be leveled over the entire

project or over a designated time span.

Project StatusProject Status & The Earned Value Report

Entering Actuals into our report to track project status*Before Tracking a Project’s Status, save it, this will be your

“Baseline” or snapshot or project Plan

Set Baseline: • Tools • Tracking• Set Baseline• Set Baseline to Entire Project

Project StatusProject Status & The Earned Value Report

Entering “Actuals” into our report to track project status

Select Tracking Gantt from View Bar: • Insert the Actual & Baseline Start & Finish Columns

if needed. • Also insert Actual & Baseline Duration if needed.• Plug in Actual Start & Finish Dates, Actual Duration,

Cost, and Work should adjust accordingly.

Project StatusProject Status & The Earned Value Report

Viewing the Earned Value Report of a Project

Click on the upper left corner of the Task Sheet so the entire project is highlighted

• Right Click • Select More Tables from the menu• Select Earned Value• Click Apply

Project StatusProject Status & The Earned Value Report

Viewing the Earned Value Report of a Project

Your Earned Value Report can be given from your Project Status and will adjust according to the actuals

you put it.

Project StatusThe Earned Value Report can also be exported to an Excel Graph

• Go to Report• Choose Visual Reports…

On the Visual Reports dialogue box • Select the Expected Value

Over Time Report • Click View

Project Status

The auto-leveling and tracking options are an effective tool for Project Managers and should be explored

further.