MICROSOFT

PROJECT

SPECIAL THANK TO
PROF. AJIT DESAI FOR MENTORING ME GAJJAR ABHISHEK
Acknowledgements
It is my immense pleasure to acknowledge my sincere Prof. Ajit Desai, Faculty In-Charge for the course entitled Microsoft
Project , Faculty of Technology, CEPT University. I thank him for giving us this wonderful opportunity to learn in this field of
construction planning. I am highly indebted for his tremendous support and willingness to teach during the entire period of
this semester.
I would also like to thank my friends, seniors and batch mates who directly or indirectly helped us out and provided their
kind support and constant encouragement in each and every step of this learning process. The knowledge gained herein
will be helpful in the long run in our career.
About
• A project management software product, developed and sold by Microsoft.
• It is designed to assist a project manager in developing a schedule, assigning resources to tasks, tracking progress,
managing the budget, and analysing workloads.
Working with Microsoft Project
Opening a new project

• Go to search options, write “Microsoft Project”

• Click on Project
• To open a new project, click on “New Blank Project”.
 Click on Blank Project to open a new blank project.

Recently, opened files can be seen from here. This files can be quickly opened by
clicking on it. This list can be edited by right clicking on it.
 Quick
access
toolbar

Timeline view

Ribbons and
tabs

View
panel –
to Table containing data Graphical representation of
change of project project “Time schedule”
views

Few important components of Microsoft Project

Important components of Microsoft Project
• Task Mode
Indicates the project, whether it is auto scheduled or
manually scheduled
• Task Name
Indicate the task name or the activity description
that need to be done
• Duration
Tenure to complete the activity
• Start
Start date of activity
• Finish
Finish date of activity
• Predecessors
Dependency of an activity on other activity, if B can
be started after completion of A than A is the
predecessor for B
• Resource Names
Resources needed for completion of activity
• Add new column
To add other column than default columns
Data entry and scheduling of activity by Method 1

Add start date and finish Gantt Chat showing the activity
date manually is manually scheduled.

To schedule activity automatically

Click on Auto Schedule to auto
schedule your activity
Scheduling of activity by Method 2
File > Option > Schedule
NOTE:
There is keyboard shortcut to schedule the activities in Microsoft
Project
1) To change Manfully Scheduled Task to Auto-Schedule press
CTRL+SHIFT+A
2) To change Auto Scheduled Task to Manually-Schedule press
CTRL+SHIFT+M

To auto-schedule default new

activities, change Manually
scheduled > Auto Scheduled
Predecessor
There are four types of predecessor’s
1) Finish – to – Start (FS)
2) Finish – to – Finish (FF)
3) Start – to – Start (SS)
4) Start – to – Finish (SF)
TYPICAL FORMAT – (ID No.) (Type of Predecessor) + (Lag-time)

Enter the Task ID > Microsoft

Project will display the Task
Name

Select the type of predecessor

and than enter the Lag time
required/available
Gantt chart after adding of predecessors
The Gantt chart will be displayed you keep on adding predecessors
 Project Summary Task

Final outcome after turning on

Click on Format to add project Click on Project Summary Task to
Project Summary Task
summary task view total summary of project.
File options
File > Options > Display File > Options > Schedule

Currency can be changed from this Assignment unit should be in Decimal

dropdown
Moving Project (Changing project start date)
1) Moving Project by duration
Select entire project > Task > Move Task
2) Moving Project by changing the start date
Select entire project > Project > Move Project

Select the new

project start date
Calendars
Changing from every Saturday holiday to every alternate Saturday working
Project > Change working time

Working times

We don’t want
holiday on
specific day of
week and hence,
weekly is
selected and on
Saturday so it is
Add Description, start date and finish dates selected
Exception is
created on
every
alternative
Saturday

Only
alternate
Wednesday is
working
Holiday on a particular date
Project > Change working time

Change to
Nonworking
times

For holiday on
specific day, daily
is selected and
start date is
given

Date of holiday is
Add Description, start date and finish dates mentioned
 2nd October is
selected as a
Holiday

Result
Holiday on a particular date
Project > Change working time

Change to
Nonworking The last Saturday of every
times month is to be made half
working so select accordingly

For holiday on
half day on
specific day of
month,

Date of holiday is
Add Description, start date and finish dates mentioned
 Exception
made by us
on calendar

Result
Every Saturday working
Project > Change working time

Every Saturday is to be made

working hence the we have
to select Saturday

Half day on
specific day of
week i.e.:
Saturday

Add Description, start date and finish dates

 All Saturday is
working
Saturday

Result
Text with Lookup
Click on “Add new Column” > Text1 (from dropdown) > Right Click > Custom Fields
Rename > Enter new name “ Agency Name” > Lookup

Add concerned agency for responsibility

Result

Concerned agency for

responsibility can be
mentioned to task through
selecting them from
dropdown
 Adding Resource Sheet
To add resources in resource sheet
View > Resource Sheet

We can
name the
resource
here

Work: For resource like manpower. (per day or per hr.) add resources in resource sheet
Material: For material used in project. (m3 , m2 , meter and so on)
Cost: In cost we can directly write cost
After adding resources in resource sheet
Feeding Resources (from Task Detail Form)
Click on the drop down of Gantt Chart > More views > Task Detail Form > Apply

Check, Effort driven is turned off

Check, Task type is Fixed duration

From drop-down here you can add

resource in by task detail form in
project corresponding to activity and
also the unit of resource required

Basic view of Task Detail Form

Resource levelling
• When more resources are required than available resources than look at the non critical activities of the project and try to s hift the non critical activities within
float to solve the problem.
• If the problem of levelling with above concepts, then try to critical activity and solve the problem.
• If levelling is achieved with above step then look at the increase in duration, if the increase in duration is not significant then accept the solution.
• If the increase in duration is significant then increase the maximum resources gradually.
 Resource levelling
Click on the drop down of Gantt Chart after feeding resource sheet

This red
army
shows
that task
has Over
allocated
resource
To view Resource Graph : View > Other Views > Resource Graph

This are the

over-
allocated
resources
which need to
be levelled
 To level Resource : Resource > Levelling options

Select Skill to all to the dialog box when you click OK

To level within If some of the activities are levelled by using the option
available slack, level within available slack but some has still the red
select “Level army so to remove that over allocation we have to go
only within further
available slack”
 To level Resource : Resource > Levelling options

Select Skill to all to the dialog box when you click OK

De-select “Level only within available Some of the activities are levelled by increasing the
slack” and press OK, as the resource slack but some has still the red army so to remove that
can’t be levelled within available over allocation we have to decrease the resource
slack
To reduce Resource allocation : Click on the drop down of Gantt Chart > More views > Task Detail Form > Apply

Select the
over-
allocated
resource and
than reduce
the resource
requirement
No – red –army shows that resource are levelled still
we will check it in resource graph
To view Resource Graph : View > Other Views > Resource Graph

Levelled
Resource
Resource Pool
What is resource pool
• If you assign the same people to several projects or use shared resources in your project, it helps to combine all the resource information
into a single central file called a resource pool. The resource pool is also useful for identifying assignment conflicts and viewing time
allocation for each project.
• After you create a shared resource pool, the information for each shared project comes from this resource pool, and all information like
assignments, cost rates and availability are in this central location.

Adding Resource pool

1. Create Multiple Projects
2. Create a common resource pool
3. Open project to which resource pool is to added
Open project from where you want to share resource
Resource > Resource Pool > Share Resources…
Resource sheet before sharing resources

Resource sheet after sharing resources

Shared Resource
Multiple Projects
Create New Project > Project > Subproject
Macros
Ex.1 Critical Filter
View > Macros (Dropdown) > Record Macro

Change Name
accordingly
View > Filter (Dropdown) > Critical

Select critical
filter
View > Macros > Stop recording

Select to stop
recording
To Run Macros: View > Macros > View Macros Output

Click Run to run

macros
Ex.2 Group by

Change Name
accordingly
View > Group by (Dropdown) > Resource

Select Resource
filter
View > Macros > Stop recording

Select to stop
recording
To Run Macros: View > Macros > View Macros Output

Click Run to run

macros
Ex.3 Resource Levelling

Change Name
accordingly
 To level Resource : Resource > Levelling options

Select Skill to all to the dialog box when you click OK

De-select “Level only within available

slack” and press OK, as the resource
can’t be levelled within available
slack
To Run Macros: View > Macros > View Macros Output

Click Run to run

macros
Ex.4 Task Detail Form

Change Name
accordingly
Gantt Chart > More views > Task Detail Form > Apply

Select to stop
recording
To Run Macros: View > Macros > View Macros Output

Click Run to run

macros
Ex. 5 Writing name on Gantt chart

Change Name
accordingly
Select entire project > Format > Format > Bar > bar text

Select to stop
recording
To Run Macros: View > Macros > View Macros Output

Click Run to run

macros
Ex. 5 Earned value report

Change Name
accordingly
Report > Cost (dropdown) > Earned Value Report

Select to stop
recording
To Run Macros: View > Macros > View Macros Output

Click Run to run

macros
Switch Boards
View > Macros (dropdown) > Visual Basic

In Visual > Insert

> Userform
Drag and drop CommandButton into Userform
Copy code of macros: View > Macros > View > Macros > Edit > Copy code

Copy the
selected code
Paste code copied from macros: View > Macros > View > Macros > Edit > Copy code
 Click on CommandButton1 to see result
After adding code PRESS F5
Results
Switch Boards (Changing the Button name)
Right click > Properties > Captions > “CommandButton1” – “Critical” Result
Customizing the ribbon
File > Option > Customize Ribbon

Click on New Tab > Select “New

Tab(Column) > Rename
New Group > Rename > Change display name > select symbol accordingly
Change commands from “Popular Commands” – “Macros” > Add all commands to “Macros” (of Abhi’stab) > OK
Result – A new Ribbon
Earned Value
• Planned work during the project is denoted by PV, it is also denoted by BCWS (Budgeted cost of work scheduled)
• Earned value during the project is denoted by EV, it is also denoted as BCWP (Budgeted cost of work performed)
• Actual cost spent is denoted as ACWP (Actual cost of work performed )
• CPI (cost performance index)= BCWP/ACWP
• SPI (Schedule performance index ) = BCWP/BCWS

• If CPI < 1 then the project is over budget

• If CPI = 1 then the project is on budget
• If CPI > 1 then the project is under budget
• If SPI < 1 then the project is behind schedule
• If SPI = 1 then the project is on schedule
• If SPI > 1 then the project is ahead of schedule
View > Resource Sheet > Add resources File > Options > Schedule

Turn-off if turned-on Select Fixed Duration

Project > Set baseline (Dropdown) > Set baseline Project > Project Information

Make sure the dialog box looks like this Set Status date > Click OK
Click OK
View > Tables (Dropdown) > More tables

Earned Value Cost Indicators > Apply

Output
Add columns > Actual Cost & %Work Complete
Add new Column > Duration 1 > Right click > Custom Fields
Output
Report Generation
Report > Cost (dropdown) > Cash Flow Report > Dashboard (dropdown) > Cash Flow
Multiline filter
SINGLE LINE FILTER
View > Filter (dropdown) > Select “Critical”
Before After
TWO LINE FILTER
View > Filter (dropdown) > Select “New Filter”

Rename the filter

Insert responsibilities, test and values

View > Filter (dropdown) > Select “Two line”
Before After
THREE LINE FILTER
View > Filter (dropdown) > Select “New Filter”

Rename the filter

Insert responsibilities, test and values

View > Filter (dropdown) > Select “Three line”
Before After
Group By
BUILT_IN
View > GroupBy (dropdown) > Select “Critical”
CUSTOMIZED
View > GroupBy (dropdown) > Select “New Group By”

Result
Work Breakdown Structure
What is Work Breakdown Structure
• Work breakdown structure (WBS) codes are outline numbers that you can apply to tasks and edit to match the specific needs of your
business.
• Project automatically provides basic outline numbers for each task, but you can apply your own customized outline scheme to the project at
any time.
Work Breakdown Structure
Project > WBS > Define code

To add this column > Right click > Insert

column > edit name as “ WBS”