ms project svcs productivity
TRANSCRIPT
![Page 1: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/1.jpg)
10/14/08 1
Taking the Blinders off MS Project
byEd Mahler [email protected]
President, Project Administration Institute
Taking the Blinders off MS Project
andThe case for 3rd Party Scheduling Services
Taking the Blinders off MS Project
![Page 2: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/2.jpg)
10/14/08 2
Contents Purpose The Schedule Basic building block of the schedule Enhancing MSP out of the box Customized fields Customizing the toolbar Execution Slippage, the ripple effect, and recovery Status summary, what changed Reporting via pdf Lessons learned The case for 3rd party scheduling service
References Benefits of 3rd party scheduling service
![Page 3: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/3.jpg)
10/14/08 3
Purpose
Planning - being able to see why the timing is what it is.
Execution - being able to see the effects of change and what can be done to stay on schedule.
This is not an MS Project class.
To illustrate how the MS Project schedule can be made more visible for
Contents
![Page 4: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/4.jpg)
10/14/08 4
Why so much interest in the schedule?
+ SME’s =
Sponsor
Schedule
’s vision
Project Manager
Cost
Tim
e
Scope
Project
Contents
Team/sponsor communicatio
n+ Contract
negotiation
=
![Page 5: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/5.jpg)
10/14/08 5
Why do we need a schedule/contract?
Sponsor Stakeholders
Will assume a schedule you may not like
Contents
Project team Project team’s managers Project office
So everyone agrees to what must be done by whom and when
![Page 6: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/6.jpg)
10/14/08 6
The Schedule
Contents
Must be visible so the parties understand what they are
agreeing to
![Page 7: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/7.jpg)
10/14/08 7
Task
Building block of the schedule
Contents
![Page 8: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/8.jpg)
10/14/08 8
Task/Resources
Successors
Duration
Predecessors
FS
Its attributes
Contents
![Page 9: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/9.jpg)
10/14/08 9
Task/Resources
Successors
PredecessorsFF
Its relationships
Contents
![Page 10: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/10.jpg)
10/14/08 10
Task/Resources
Successors
PredecessorsSS
Its relationships
Contents
![Page 11: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/11.jpg)
10/14/08 11
Task/Resources
Successors
Predecessors
Lag
Its relationships
Contents
![Page 12: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/12.jpg)
10/14/08 12
Task/Resources
Successors
Predecessors
Overlap
Its relationships
Contents
![Page 13: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/13.jpg)
10/14/08 13
Task/Resources
Successors
PredecessorsSF
Its relationships
Contents
![Page 14: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/14.jpg)
10/14/08 14
Task/Resources
Successors
External Dependenc
y
Its relationships
Contents
![Page 15: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/15.jpg)
10/14/08 15
Task/ResourcesDuration
Predecessors
Deliverables
Its relationships
Contents
![Page 16: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/16.jpg)
10/14/08 16
Understanding the schedule
Description (task name) How long it will take (duration)? Who will do it (resources)? What has to happen before this task can be done (predecessors)? What can’t happen until this task is done (successors)? External date constraints (constraint type and date)? – Must have
at least one! What are the project’s external deliverables (no successors)? –
Must have at least one! A picture of the schedule (Gantt diagram) – Nice to have If you want to be able to quantify and balance work load you need
to estimate how much of each resource’s time will be spent on the task?
Contents
For each task in the schedule what do you need to see?
![Page 17: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/17.jpg)
10/14/08 17
Where the schedule originates
An template created for the type of project being constructed
A prior plan for a similar project A list of tasks in text format that can be
copied into MS Project SME interviews An MS Project schedule for a project
that is already under wayContents
A schedule is constructed from any combination of the following
![Page 18: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/18.jpg)
10/14/08 18
MSP out of the box
Gantt diagram
The Gantt Chart view
Contents
![Page 19: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/19.jpg)
10/14/08 19
Gantt diagram
The Gantt Chart view
The Entry Table
The View menu
MSP out of the box
Contents
![Page 20: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/20.jpg)
10/14/08 20
The entry table
Gantt diagram
Task nameTask duration
Task start Task finish
Predecessors
Resources
The Gantt Chart view
Contents
all FS except this one is FF+
![Page 21: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/21.jpg)
10/14/08 21
The entry table
Indicator
Contents
![Page 22: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/22.jpg)
10/14/08 22
Indicator
Contents
The entry table
![Page 23: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/23.jpg)
10/14/08 23
Indicator
Contents
The entry table
![Page 24: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/24.jpg)
10/14/08 24
Summary tasks
Summary tasks
Overall durationEarliest
start Latest finish
Summary tasks
Contents
![Page 25: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/25.jpg)
10/14/08 25
Adding a project summary
Tools
Options
Contents
![Page 26: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/26.jpg)
10/14/08 26
View tab
Select Project Summary Task
OK
Adding a project summary
Contents
![Page 27: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/27.jpg)
10/14/08 27
The project summary is task 0
Project Duration
Project Start
Project Finish
Contents
![Page 28: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/28.jpg)
10/14/08 28
Tools
Options
Changing summaries from days to weeks
Contents
![Page 29: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/29.jpg)
10/14/08 29
Schedule tab Change “Duration
entered in” from days to weeks
OK
Changing summaries from days to weeks
Contents
![Page 30: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/30.jpg)
10/14/08 30
All summary durations now in
weeks
Changing summaries from days to weeks
Contents
![Page 31: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/31.jpg)
10/14/08 31
Description (task name) How long it will take (duration)? Who will do it (resources)? What has to happen before this task can be done
(predecessors)? A picture of the schedule (Gantt diagram) – Nice to have What can’t happen until this task is done (successors)? External date constraints (constraint type and date)? –
Must have at least one! What are the project’s external deliverables (no
successors)? – Must have at least one!
Contents
For each task in the schedule what do you need to see?
MSP out of the box
![Page 32: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/32.jpg)
10/14/08 32
Adding the Successors column
Right click the column heading
and Insert Column
Contents
![Page 33: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/33.jpg)
10/14/08 33
Select Successors from the pull
down
Adding the Successors column
Contents
![Page 34: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/34.jpg)
10/14/08 34
Added Successors column
To find missing successors click the filter
pull down and
Use a No Successors Filter to identify missing
successors
What can’t happen until this task is done?
Contents
![Page 35: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/35.jpg)
10/14/08 35
What can’t happen until this task is done?
Only lines with blank
Successor cells appear
but without the rest of the schedule can’t see where to
connect them
Contents
![Page 36: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/36.jpg)
10/14/08 36
Changing the filter to highlight tasks
By editing
the viewand turning on the Highlight
filter
Contents
![Page 37: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/37.jpg)
10/14/08 37
One can see the missing Successors in
the context of the whole schedule
Highlighted missing successors
No Successors Filter
Contents
![Page 38: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/38.jpg)
10/14/08 38
Add the missing
Successors
This missing successor is a
project deliverable
Adding missing successors
Contents
![Page 39: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/39.jpg)
10/14/08 39
Missing Predecessors
Use the No Predecessors Filter to
identify missing predecessors
What about missing predecessors
Contents
![Page 40: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/40.jpg)
10/14/08 40
Inserting constraint type and date columns
Contents
![Page 41: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/41.jpg)
10/14/08 41
And running the “Tasks w constraints” filter
Use the Tasks w Constraints Filter to
identify date constraints
with date constraints confirms
they are external dependencies
Missing Predecessors
Contents
![Page 42: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/42.jpg)
10/14/08 42
Description (task name) How long it will take (duration)? Who will do it (resources)? What has to happen before this task can be done
(predecessors)? A picture of the schedule (Gantt diagram) – Nice to have
Contents
For each task in the schedule what do you need to see?
MSP out of the box plus
What can’t happen until this task is done (successors)? External date constraints (constraint type and date)? –
Must have at least one! What are the project’s external deliverables (no
successors)? – Must have at least one!
![Page 43: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/43.jpg)
10/14/08 43
Inserting a column for notes
Indicator
Contents
Add the Notes
field
![Page 44: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/44.jpg)
10/14/08 44
Use tools/options to reduce column width req’ts
Reduce duration and date formats
Contents
![Page 45: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/45.jpg)
10/14/08 45
Now reduce column widths
Then reduce column widths
Contents
![Page 46: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/46.jpg)
10/14/08 46
Reduced column widths
and eliminate unneeded
column
and eliminate unneeded columns
Contents
![Page 47: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/47.jpg)
10/14/08 47
The team now has what they need to understand the schedule except.....
What should be under way or done
by 11/18?
Contents
![Page 48: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/48.jpg)
10/14/08 48
What should be under way or complete by 11/18?
Adding columns to indicate what
should be under way or done by a
status date
Contents
![Page 49: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/49.jpg)
10/14/08 49
Defining customized fields
Right click on the column
heading Select
Contents
![Page 50: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/50.jpg)
10/14/08 50
The logic behind the field
Select
Rename the field
Create a formula for
the field
Select the graphic to display for each value
of the formula
Contents
![Page 51: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/51.jpg)
10/14/08 51
As of Sunday 11/18 status
date
What should be under way or complete by now?
Contents
![Page 52: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/52.jpg)
10/14/08 52
1 task should be executing, starting 11/1,
finishing 12/12
What should be under way or complete by now?
This project is under way
Total to do count
Contents
![Page 53: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/53.jpg)
10/14/08 53
Making the Gantt more informative
Project start date line
Status date line
Slack or float
Contents
![Page 54: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/54.jpg)
10/14/08 54
Saving the baseline plan
Gray bars are the baseline plan
Contents
![Page 55: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/55.jpg)
10/14/08 55
Customizing the toolbar – menu shortcuts
Views
Tables
Filters
Project Informatio
n Baselining and un
Baselining the plan
Baselining and un
Baselining a task
Task on schedule button
Contents
![Page 56: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/56.jpg)
10/14/08 56
Customizing the toolbar – macro buttons
Open, link, and unlink the common resource DB
Highlight the predecessor chain to a
task
Prefix the external dependencies and
deliverables
Contents
![Page 57: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/57.jpg)
10/14/08 57
The team reviews the initial schedule and to do’s and determines changes if any
The PM and PA revise the schedule The team reviews the revised schedule
and determines changes if any When no further changes are required the
project is executing and tracking begins For a large project tracking may begin for
near term activities while the later activities are still under construction.
Planning iterations
Contents
![Page 58: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/58.jpg)
10/14/08 58
Execution
Contents
Contractual parties must have visibility into what’s happening so
they can agree to the changes
![Page 59: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/59.jpg)
10/14/08 59
Execution visibility
The next status date is in 2 weeks, Sunday, 12/2
A view of the to do’s for 12/2 is provided for team to focus on over the next 2 wks
The PM and PA meet for the 12/2 status update
Contents
In the following example the initial plan for status date 11/18 is approved by the team and tracking begins
![Page 60: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/60.jpg)
10/14/08 60
1 To Do as of 11/18
Initial Plan table
Contents
Status update for 12/2
![Page 61: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/61.jpg)
10/14/08 61Contents
The Status Report table
Status Report table
To do & to do count columns
Reschedule & reschedule count columns
Baseline finish
Finish variance
![Page 62: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/62.jpg)
10/14/08 62
Change the Status Date
from 11/18
Contents
Changing the Status date
Project information button
![Page 63: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/63.jpg)
10/14/08 63Contents
to 12/2
OK
to 2 weeks later
![Page 64: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/64.jpg)
10/14/08 64
3 to do’s are flagged
Red balls indicate the tasks are on the critical
path
Contents
12/2 to do’s
![Page 65: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/65.jpg)
10/14/08 65
Status reporting recommendation PM’s are better at estimating when a task will
finish than what % complete it is
Contents
If a “to do” is on schedule for the planned completion date
Tell MS Project its on schedule, MS Project calculates the % complete for it to be on
schedule for this status date, and The to do flag disappears
![Page 66: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/66.jpg)
10/14/08 66
the to do flag disappears
Contents
MS Project is told that task 2 is on schedule
MSP calculates the task is 92% complete as of 12/2
![Page 67: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/67.jpg)
10/14/08 67
Task 5 now 6 weeks, is going to
9 weeks
Contents
MS Project is told that task 5 needs 3 more wks
![Page 68: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/68.jpg)
10/14/08 68
Slippage and the ripple effect
If the task is not on schedule The PM supplies the new duration or completion date Arrows appear in the Reschedule column indicating
the direction finish dates moved The Finish Variance column shows how much the
finish dates moved from Last Finish We accept the new schedule by telling MS Project the
task is on schedule for the new finish date MS Project calculates the % complete for it to be on
schedule for the new date and the to do flag disappears
Contents
PM’s are better at estimating when a task will finish than what % complete it is
![Page 69: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/69.jpg)
10/14/08 69
Arrows indicate
which tasks moved from
baseline
Finish Variance
indicates how much each
task moved
Task 17 moved into the future and is no longer a to
do
21 tasks have changed their finish
dates
Contents
Stretching task 5 to 9 weeks and the ripple effect
Vertical arrows are on the critical path Gantt
bars illustrat
e changes from
baseline
![Page 70: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/70.jpg)
10/14/08 70
MSP calculates task 5 is 51% complete
The Gantt bar shows progress to the status
date
Project finish date slipped from 3/6 to 3/27, 3 weeks
Contents
MSP is told task 5 is on schedule for new date
The to do ball disappears
to do’s goes to 0
![Page 71: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/71.jpg)
10/14/08 71
Switch to the Planning table
Contents
Recovering from slippage – step 1
Changes to critical path (blue) tasks will affect the project end
date
Turn on the Critical Path filter
Objective: Deliverable finish variance back to
0
Reduce task 23 from 2 wks to 1
wk
![Page 72: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/72.jpg)
10/14/08 72
Reduce task 23 from 2 wks to 1
wk
Contents
Recovering from slippage – step 2
Deliverable finish variance goes from 3 wks to 2 wks
![Page 73: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/73.jpg)
10/14/08 73
TC production, task 6, can be reduced to 1 week
duration
Contents
Rerun the Critical Path filter after each
change
Recovering from slippage – step 3
![Page 74: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/74.jpg)
10/14/08 74
Reducing task 6 to 1 week took it off the
critical path
Contents
but didn’t change the deliverable finish
variance
Recovering from slippage – step 4
![Page 75: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/75.jpg)
10/14/08 75
Another candidate for reduction is Procurement,
task 21
Contents
PM reduces it from 5 weeks to
3
Recovering from slippage – step 5
![Page 76: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/76.jpg)
10/14/08 76
Procurement is now off the critical
path
Contents
Recovering from slippage – step 6
Reduce Samples from 4 weeks to
3
but Samples, task 7, is back on the critical path
and deliverable finish variance is down to 1 week
![Page 77: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/77.jpg)
10/14/08 77
Samples is now off the critical path
Contents
but project finish variance is still 1 week
Recovering from slippage – step 7
The PM reduces Issue beverage docs, task 15, from
5 weeks to 4
![Page 78: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/78.jpg)
10/14/08 78
Note that almost everything is now back on
the critical path.
Contents
Recovering from slippage – step 8
Deliverable finish variance is back to
0Original
schedule is restored
Reducing, task 15 from 5 weeks to 4
![Page 79: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/79.jpg)
10/14/08 79
Switch to the Status table
Status summary – what changed?
Duration change filter
Changes from
baseline
6 duration changes
(blue highlights)
Project duration change
Contents
![Page 80: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/80.jpg)
10/14/08 80
Status summary – what changed?
16 finish variences
(blue arrows)
Project 15% completeStatus summary
notes
Remaining project to
do’s
Project finish variance
Contents
![Page 81: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/81.jpg)
10/14/08 81
Reporting via pdf Project Reports
Status summary for the team For marketing with Gantt diagram For marketing without Gantt diagram For project team with Gantt diagram For project team without Gantt diagram For those who only like pictures Portfolio management summary
Contents
![Page 82: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/82.jpg)
10/14/08 82
Status summary to team – what changed?
Finish variance & duration change filter
Status as of date
Contents
![Page 83: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/83.jpg)
10/14/08 83
Basic report for marketing
Contents
DurationWho
Start
Finish
![Page 84: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/84.jpg)
10/14/08 84
For marketing
people that don’t like Gantt
charts
Contents
![Page 85: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/85.jpg)
10/14/08 85
More detail for project
team
Contents
PredecessorsSuccesso
rsConstrai
nt
![Page 86: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/86.jpg)
10/14/08 86
For project teams that don’t like
Gantt charts
Contents
![Page 87: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/87.jpg)
10/14/08 87
Milestone Gantt
Contents
For those who only
like pictures
![Page 88: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/88.jpg)
10/14/08 88
Portfolio management DB
Contents
Project namecontact date
status update notes
risks
PM
PM’s Mgr
deliverable target date status
code
![Page 89: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/89.jpg)
10/14/08 89Contents
Portfolio management DB
next status update %
completeWks to next updateMtg date for next
updateWk of this status update
![Page 90: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/90.jpg)
10/14/08 90Contents
Portfolio management DB
Number of tasks in the schedule
Number of days deliverable movedTo do’s for next
update
Number of rescheduled tasks
![Page 91: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/91.jpg)
10/14/08 91
Lessons Learned
Managing the critical path Increasing the duration of a single task on the
critical path will delay the project finish date It may be necessary to reduce the duration of
multiple tasks to improve the project finish date Every change to the schedule may produce a
new critical path. Its possible to take the blinders off MS Project so
that everyone can understand the project schedule
Contents
Even a small project can contain complex relationships
![Page 92: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/92.jpg)
10/14/08 92
The case for 3rd Party Scheduling Services
byEd Mahler [email protected]
President, Project Administration Institute
Contents
![Page 93: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/93.jpg)
10/14/08 93
Two kinds of companies
Contents
Companies that do projects as their primary source of revenue, i.e. construction, engineering, defense, architecture
Companies that sell products and services as their primary source of revenue and only do projects for themselves
If they don’t do project management efficiently they are out of business
Use a scheduling service. PM’s rarely touch the project management tool
If they don’t do project management efficiently they still survive on their products and services
Managers rarely recognize the skills and effort required to build and maintain project schedules
Managers believe they are saving money by not using a scheduling service
Why don’t companies that do projects as their primary source of revenue save money by not using a scheduling service
![Page 94: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/94.jpg)
10/14/08 94
What is a scheduling service? Translates the activities that must
be done into a schedule/contract Maintains schedule currency as the
project proceeds Provides reports needed for
coordination
Contents
![Page 95: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/95.jpg)
10/14/08 95
Can service all projects or only major initiatives
Can be in house, usually in a PO, or external contractor
What is a scheduling service?
Contents
Performed by a specialist who works with the tool full time and gets really good at it
![Page 96: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/96.jpg)
10/14/08 96
• Project manager and Project Administrator skills complement each other.
Aptitudes
Project Manager
Scheduler
Compu
lsive
Doer
Lead
erMot
ivato
rPo
litica
lCo
mmunica
tor Goo
d w
tools
Multita
skin
gOrg
anize
rAdm
inistr
ato
rPlann
erObs
essiv
e
Contents
![Page 97: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/97.jpg)
10/14/08 97Contents
![Page 98: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/98.jpg)
10/14/08 98
In many industries, such as engineering and construction; the development and maintenance of the project schedule is the responsibility of a full time scheduler or team of schedulers, depending on the size of the project.
Wikipedia
Contents
![Page 99: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/99.jpg)
10/14/08 99
The project management bible
![Page 100: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/100.jpg)
10/14/08 100
Kerzner on scheduling
Contents
![Page 101: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/101.jpg)
10/14/08 101
Benefits of a scheduling service over PM’s doing their own
Daily backups prevent project data lossContents
1)
2)3)
4)5)
6)
7)8)9)
Money saved on Microsoft Project tool training and product licensesNew PM’s are productive soonerPlanning, tracking, and reporting are consistent in format, terminology, and quality across the organization’s projects. PM standards training and policing is eliminated
Administers formal tracking process to ensure plan currency, helps the PM manage changeMaintains a common resource DB ensuring consistent resource naming across projects and enables cross project resource loading analysisProvides portfolio rollup reporting for managementProvides one stop reporting source for interested partiesMaintains the organization’s project history
Reduces the ability of the PM to hide slippage until its too late
10)
![Page 102: MS Project Svcs Productivity](https://reader036.vdocuments.net/reader036/viewer/2022062905/55496997b4c905d8558b4c99/html5/thumbnails/102.jpg)
10/14/08 102
Taking the Blinders off MS Project
byEd Mahler [email protected]
President, Project Administration Institute
Taking the Blinders off MS Project
andThe case for 3rd Party Scheduling Services