Microsoft Project

Computer-aided Applications
in
Project Management
 1-Getting Started with MS Project
• It is very easy to create a 1. Understanding Project terminology
great looking Gantt chart with 2. Understanding how tasks and
Microsoft Project. resources relate
3. Navigating Microsoft Project
• In order to really utilize the
4. Understanding the Backstage view
power of MS Project you
5. Collapsing, pinning, and adding
should spend some time
commands to the ribbon
getting familiar with the user
6. Moving and customizing the Quick
interface. Access Toolbar
• Different views that Project 7. Changing views, tables, filters, and
uses to display information. groups
• Difference between project, 8. Inserting, hiding, moving, and
task, resource, and resizing a column
assignment information. 9. Saving a modified view
10. Displaying the Summary Task
1-Project Management Concepts
1.1-Understanding Project Terminology

A Project is
A temporary endeavor
undertaken to create a unique
product, Service, or result.
 Project Vs Process/Operation

Operation/Process Project

Repeating process One of a kind, temporary process

No clear beginning or ending Clear beginning and ending

Same output created each time

Output is unique
the work is performed

Everyone in work group performs

Requires multi-disciplined team
similar functions S A L E E M A H M A D
 1.1 – PM More Definitions
A project can be considered to be any series of
activities and tasks that
• Have a specific objective to be completed
• Within certain specifications (scope)
• Have defined start and end dates (schedule)
• Have funding limits (budget)
• Consume resources (equipment, people etc.)

S A L E E M A H M A D
1.1-Understanding Project Terminology
– A PROJECT is a temporary group activity designed
to produce a unique product, service, or result
(the outcome)
– The project plan is comprised of a set of TASKS. A
single task represents a single "thing" that needs
to be completed
– In order to complete the tasks, you will need one
or more RESOURCES
– An ASSIGNMENT is the allocation of a resource to
a task
1.2-Project Entities Relationship
Project,
Project contains four Task,
entities— Resource,
Assignments
1.2-Project, Program and Portfolio
 A project is a temporary endeavor undertaken by a
company or organization (such as the creation of a
new product, service, or result)
 A program is a group of projects that are similar or
related to one another, and which are often managed
and coordinated as a group instead of independently
 A portfolio is a group of different programs and/or
projects within the same organization, which may be
related or unrelated to one another
1.2-Project, Program and Portfolio
 Project Life Cycle
 A collection of generally sequential and sometimes
overlapping project phases. Phases name and number are
determined by:
 Management
 Nature of the project
 Control requirements
 Area of application
 Can be determined or shaped by the unique aspects of the
organization, industry or technology
 Can be documented by a methodology

S A L E E M A H M A D
 Project Life Cycle
1.Defining stage: Specifications of the project are defined; project objectives are
established; teams are formed; major responsibilities are assigned.
2.Planning stage: The level of effort increases, and plans are developed to
determine what the project will entail, when it will be scheduled, whom it will
benefit, what quality level should be maintained, and what the budget will be.
3.Executing stage: A major portion of the project work takes place—both
physical and mental. The physical product is produced (a bridge, a report, a
software program). Time, cost, and specification measures are used for
control. Is the project on schedule, on budget, and meeting specifications?
What are the forecasts of each of these measures? What revisions/changes
are necessary?
4.Closing stage: Closing includes three activities: delivering the project product
to the customer, redeploying project resources, and post-project review.
S A L E E M A H M A D
Project Life Cycle

S A L E E M A H M A D
 Project Manager
“Project Manager are special people
who will ensure project success”
 Responsible for implementing and completing the project
 Prepare preliminary budget and schedule
 Select people to serve the project team
 Know the client
 Ensure that proper facilities are available
 Ensure that supplies are available when needed
 Take care of routine deadlines
Project Manager Interpersonal Skills

S A L E E M A H M A D
 Project Manager
The Four Principles of Effective Project Managers
Effective project managers recognize four essential truths which are found in all projects.
These key project principles are:
• Principle 1: If you don't know where you're going, you probably won't get there.
• Application: Set an effective project objective, developed with the input of the client(s)
and project team members.
• Principle 2: If you fail to plan, you plan to fail.
• Application: Learn and use the available planning techniques developed by previous
project managers and thinkers about project management.
• Principle 3: If you catch problems early, they are easier to solve.
• Application: Proactively look for trouble, with an eye toward managing problems, rather
than being victimized by them.
• Principle 4: People and politics are the biggest variables in every project.
• Application: Remember to make time to focus attention on people issues, both internal
to the team and external.
 What is Project Management?

Project management is an organized set

of people, processes, and procedures
working together to provide on-time, on-
budget delivery of stated objectives with
high quality and satisfied sponsors.
 What is Project Management?
“PM is the ART and SCIENCE of Planning,
Organizing, Integrating, Directing, and Controlling
all committed resources – throughout the life of a
PROJECT – to achieve the predetermined
objectives of Scope, Quality, Time, Cost, and
Customer Satisfaction”
 Project Management Process Groups
A Project Management Process Group is a logical grouping
of project management processes to achieve specific
project objectives. Process Groups are independent of
project phases. management processes are grouped into
the following five Project Management Process Groups:
1. Initiating Process Group
2. Planning Process Group
3. Executing Process Group
4. Monitoring and Controlling Process Group
5. Closing Process Group
S A L E E M A H M A D
 Project Management Process Groups
1. Initiating Process Group. Those processes performed to define a new
project or a new phase of an existing project by obtaining authorization to
start the project or phase.
2. Planning Process Group. Those processes required to establish the scope
of the project, refine the objectives, and define the course of action
required to attain the objectives that the project was undertaken to
achieve.
3. Executing Process Group. Those processes performed to complete the
work defined in the project management plan to satisfy the project
requirements.
4. Monitoring and Controlling Process Group. Those processes required to
track, review, and regulate the progress and performance of the project;
identify any areas in which changes to the plan are required; and initiate
the corresponding changes. S A L E E M A H M A D

5. Closing Process Group. Those processes performed to formally complete

or close the project, phase, or contract.
S A L E E M A H M A D
1.3 – Getting Started with MS Project
 What is Project Management Software?

Project Management Software is software used by a

wide range of industries for project planning,
resource allocation and scheduling. It enables project
managers as well as entire teams to control their
budget, quality management and all documentation
exchanged throughout a project. This software also
serves as a platform for facilitating collaboration
among project stakeholders.
 Key Functionalities of PM Software
• Task lists – being able to assign and update the status of tasks so
that everyone in your team is on the same page is critical
• Schedules – many tools offer calendars, Gantt charts or milestone
tools that help you understand where a task fits into the project as
a whole and how much time there is to complete it.
• File sharing – being able to share and organize key project
documents eliminates time wasted searching for files
• Communication – this is critical in project management as a
smooth flow of communication means quick and easy problem
solving
• Reporting – this is important for all team members when it comes
to updating themselves on the project as a whole. However this is
also a huge plus for project managers who want to ensure that the
project is progressing and tasks are being carried out in a timely
manner
 Microsoft Project
Microsoft Project is a project
management software program, which is
designed to assist a project manager in
developing a plan, assigning resources to
tasks, tracking progress, managing the
budget, and analyzing workloads.
 MS Project
NOTE: Microsoft project expert isn’t a replacement
for the project manager.
Microsoft Project doesn’t ensure a successful project if
a person doesn’t understand project management.
However, Microsoft Project can assist a project
manager in becoming more effective.
1.3-Navigating Microsoft Project
 1.3-Navigating Microsoft Project
• The Quick Access Toolbar
– Provides single-click access to
your favorite commands
• The Timeline
– Shows a "bird's eye view" of the
key stages and tasks of the
project plan
• The Table Area
– Table area is split into rows and
columns, like a work- sheet
• The Chart Area
– Chart area displays a bar for each
task
• The Status Bar
– Displays the task mode for New
Tasks
 1.3-Navigating Microsoft Project
 Quick Access toolbar: The Quick Access toolbar, above and to the left
of the Ribbon, is onscreen at all times and in all views.
 File tab: The file tabs organize commands based on a particular type
of activity. For example, if you’re working with resources, you’ll likely
find the command or setting you want on the Resource tab.
 Ribbon: The Ribbon provides easy access to the most commonly
used tools and commands. When you change tabs, the available
tools on the Ribbon change.
 Group: A group is a set of related commands or choices on the
Ribbon. For example, to format text in a cell on the sheet, first find
the formatting information you need in the Font group on the Task
tab of the Ribbon.
 Timeline: The Timeline provides an overview of the entire project —
a graphical view of the project from start to finish. You have the
option of showing the Timeline or hiding it.
 1.3-Navigating Microsoft Project
• Sheet: Similar to a spreadsheet, the sheet displays the data in the
project. The default fields change depending on the file tab you’re
working in. You can customize the columns and fields in the sheet to
meet your needs.
• Chart: The chart is a graphical depiction of the information on the
sheet. Depending on the view or file tab you see, you might also see
a bar chart depicting the duration of a task or a resource histogram
showing resource usage.
• Status bar: The status bar, at the bottom of the Project window, has
information on views and zoom level on the right, and information
on how newly entered tasks are scheduled on the left.
 1.3-Navigating Microsoft Project
• The Ribbon next to Quick Access Toolbar is composed of
seven tabs 1) File, 2) Task, 3) Resource, 4) Report, 5)
Project, 6) View, and 7) Format

• Each of above mentioned tab contains a set of buttons and

commands that are relevant to the tab.
 1.4-The Backstage View
• Backstage view is a popular
concept introduced in
2010.
• All administrative activities
and settings with the “File”
are grouped together and
called as back stage view.
The administrative activities
include saving, printing,
sharing and so on
 1.5-Adding Commands to the Ribbon
• Project has too many
commands to fit them
all onto the default
Ribbons 1
• Add a command
1 Right-click the ribbon and
select Customize The 2
Ribbon.
2 Select the Tab name that
you want the Custom Group
to be part of.
3 Click New Group. 3
1.5-Adding Commands to the Ribbon
4 Select New Group (Custom) and click Rename.
5 Rename the custom group by overtyping your chosen group
name and click OK.

5
 1.5-Adding Commands to the Ribbon
6 Use the Choose 6 8
commands from the
option list to select
your category of
commands.
7 Select the command
to add to the ribbon.
8 Click Add.
9 Click OK.
10 The command now
appears on the ribbon 7 9 10
 1.5-Collapsing and pinning the ribbon
• The ribbon can be collapsed, Collapse Ribbon Pinning Ribbon
which provides more room
Click the Collapse Click the Pin The
for viewing the project. The Ribbon Ribbon icon
• When the ribbon is icon
collapsed, the tabs remain Right-click the Right-click the
displayed; clicking on a tab ribbon and select ribbon and clear
Collapse the Ribbon Collapse the Ribbon
temporarily displays the
ribbon, enabling you to Press Ctrl+F1 Press Ctrl+F1
select the commands.
• Pinning the ribbon back
provides immediate and full
access to the buttons and
commands.
 1.5-Collapsing and pinning the ribbon
• Collapse and pin the ribbon
1 Click the Collapse The
Ribbon icon on the right-hand
side of the ribbon.
2 The ribbon is hidden, and 1
the tab names are displayed. 2
3 Double-click the Task tab to
pin the ribbon.
4 The ribbon is displayed.

3
 1.6-Customizing the Quick Access Toolbar

• The Quick Access Toolbar provides single-click

access to commonly used commands and by 1
default shows the Save, Undo, and Redo
buttons

• Move the position of the Quick Access

Toolbar
1 Click the drop-down menu list at the right of
the Quick Access Toolbar.
2 Choose Show Below The Ribbon from the
menu.
3 Right click on Ribbon and select “Show 2
Quick Access Toolbox above the ribbon”

 
 1.6-Customizing the Quick Access Toolbar
• Add a command to the Quick 1 2
Access Toolbar 4
1 Click the drop-down menu list
at the right of the Quick Access
Toolbar.
2 Determine whether your
required command is available on
the menu. If it is, select it. If it
isn't, select the More Commands
menu option.
3 Select the command to add to
the Quick Access Toolbar.
4 Click Add.
5 Click OK.

3 5
 1.7-Views, Tables, Filters, and Groups
• Project provides many • Task-based views display information
that is relative to tasks, such as the task
ways to look at the name, duration, start date, finish date.
schedule, these built-in • Resource-based views display
ways are called views. information that is relative to
resources, such as the resource name,
• There are three basic the resource type, standard rate.
categories of views:- • Assignment-based views display
information that is relative to the
– Task
assignment, such as the task name, task
– Resource start date, task finish date, resource
– Assignment name, assignment start date,
assignment finish date, and so on.
Additionally, assignment-based views
provide a time phased view of the
scheduled work
 1.7-Views, Tables, Filters, and Groups
• A table appears to the left-hand side of the vertical splitter bar and
is comprised of a set of columns relating to the entity (task,
resource, or assignment). The table defines the columns displayed,
the column order, the column width, the cell alignment, and so on.
Project has many tables.
• A group (or grouping) is used to combine or rearrange tasks or
resources according to specific criteria—for example, active versus
inactive tasks, task duration, and so on.
• A filter is used to specify which tasks or resources should be
displayed or highlighted within a view—for example, the Critical
filter displays tasks that are on the critical path.
 1.7-Views, Tables, Filters, and Groups
• Selecting a different view
• Different views allow you to view different types of information, such
as task information, resource information, or assignment information.
• Switching between views is so common in Project that Microsoft
created a dedicated View tab, which not only provides easy access to
different views, but also provides access to other commands and
buttons that allow you to quickly change how you present the
information within a view.
 1.7-Views, Tables, Filters, and Groups
• Select a different view 2 1
1 Click the View tab.
2 Click the Resource Sheet
button.
3 Note that the view has
changed, as shown by the 3
view name.
4 Click the Gantt Chart button
to switch the view back to the
Gantt Chart view. 4
5 Note that the view has
changed, as shown by the
view name.
5
 1.7-Views, Tables, Filters, and Groups
• View Bar displays a graphical list of commonly used
views.
• When enabled, the View Bar is displayed on the left-
hand side of the window and provides a quick and easy
way to switch between views.
 1.7-Views, Tables, Filters, and Groups
• Display the View bar
and choose another
view
1 Right-click the view
name.
2 Choose View Bar from
the menu (it's the last 1
menu item).
3 Click a view within the
View Bar to switch to a
different view. 2

3
 1.7-Views, Tables, Filters, and Groups
• Selecting a Different Table
– Within each view, the table defines the columns that are
displayed for each row of information, such as the Task Name,
the Resource Name, and so on.
– It's quite common to switch between different tables in a view
—for example, within the Gantt Chart view you might want to
switch to the Tracking Table to update the progress on tasks
and then switch back to the entry table to review any changes
to scheduled start dates.
 1.7-Views, Tables, Filters, and Groups
• Display a different
table
1 Check that the view 1
displayed contains a
table.
2 Right-click the top
leftmost "cell" within
the table.
2
3 Select the desired
table from the menu.

3
 1.7-Views, Tables, Filters, and Groups
• Selecting a different Filter
– A complex plan might consist of several hundred tasks,
some times making it difficult to focus on a particular
subset of tasks you might be interested in.
– Project provides a way to filter out the tasks that you don't
want to see, leaving just those that you are interested in.
– For example, imagine that you are near completion of a
project and you want to see only the tasks that haven't
been completed. In such an instance you would select and
use the Incomplete Tasks filter.
 1.7-Views, Tables, Filters, and Groups
• Select the Incomplete
Tasks filter
1
1 Check that the view
displayed contains a table. 2 3
2 Click the View tab.
3 Click the Filter drop-down
list.
4 Select the Incomplete Tasks
filter. 4
1.7-Views, Tables, Filters, and Groups
• Selecting a different group
– It's possible to group tasks together within the table
based on common criteria—for example, you might want
to group all the completed tasks together.
– Grouping of data is most often used to quickly review a
set of disparate tasks that have a common criterion.
 1.7-Views, Tables, Filters, and Groups
• Select a different group
1 Check that the view
1
displayed contains a
table
2 3
2 Click the View tab.
3 Click the Group By
drop-down list.
4 Select the desired
Group By item.

4
1.8-Inserting/Hiding/Moving/Resizing Columns in
a Table
• It's often necessary to adjust 3
the default tables within 2
Project
• Inserting a column
1 Within the table, click the
column to the right of where you 1
want the inserted column to be
placed.
2 Click the Format tab.
4
3 Click the Insert Column button.
4 Select the column to insert by
typing in the name (if known) or
by scrolling through the list.
5 Press Enter.
1.8-Inserting/Hiding/Moving/Resizing Columns in
a Table
• There is often so much
information in a table that it
can be hard to focus on the
data that you need to in order
to solve a problem or to set up 1
a project schedule correctly.
• In Project a column cannot be
deleted or removed, only
temporarily hidden.
• Hide a column 2
1 Right-click the column heading
that you want to hide.
2 Choose Hide Column from the
menu.
1.8-Inserting/Hiding/Moving/Resizing Columns in
a Table
• Columns can be moved left or right
and resized. In a table with many
columns, moving a column to the left
ensures that is it generally visible,
especially when you're working on a 2
Gantt chart on a computer with a
small.
• Move a column
1 Left-click the column heading to highlight
the column. The Move Cursor icon is 1
displayed.
2 Left-click again on the highlighted
column, and drag the column to the
desired location (the location is shown
using the gray T indicator).
3 Drop the column when it is at the desired
location
3
1.8-Inserting/Hiding/Moving/Resizing Columns in
a Table
• Resizing the width of a column
often becomes necessary for
instance, when you are inserting a
column, the width of the inserted
column is set to the same width as
the column immediately to the
right of it. If your new column
displays a simple yes or no value, 1
the new column width is likely to
be too large.
• Resize a column
1 Move the cursor to the right-hand
column border so the cursor changes to
a vertical bar with twin arrows (the
column resize cursor). Left-click and drag
to resize.
 1.9-Saving a Modified View
• Any modifications that are 2 1
made to a view will be
automatically saved as part
of the project.
• To use modifications for all
the future projects save it
3
with a different name.
• Save a modified view
1 Click the View tab.
2 Click the drop-down menu
from Other Views.
3 Click the Save View option. 4 5
4 Type in the name for the
view.
5 Click OK.
1.10-Displaying the Project Summary Task
• The Project Summary Task displays summary
information for the whole project.
• The Project Summary Task is labeled as Task 0 and
summary project information is displayed in the table
and chart area.
 1.10-Displaying the Project Summary Task

• Display the Project Summary Task

1 In the Format tab, click Project Summary Task.
2 Review the Project Summary Task

2 1