1

Ms Project Refresher Course

Mark Joseph Agustin
Planning and Control Engineer
Overview 2

• Length of Course
• 2 Hours
• Pre-requisite
• Basic Skills in Ms Project Scheduling
• Background in Project Management
• Training Level
• Refresher
Course Outline 3

• Introduction
• Interface
• Getting familiar with MS Project Interface
• New Project
• Creating new project
• Defaults
• Setting Project Start Date
• Manually Scheduled vs Auto Scheduled
• Calendar
• Creating custom Calendar
• Activities
• Summary, Milestone, Task
Course Outline 4
• Assigning Relationship
• FS, SS, SF, FF
• Constraints
• Network Diagram
• PERT/CPM
Early Start/Finish
• Late Start/Finish
• Float/Slack
• Custom Fields
• Actual % Complete (2 decimal places)
• Planned % Complete
• Custom Filters
Course Outline 5
• Baseline
• Setting up Baseline
• Tracking
• Updating Progress
• Filters
• Printing
Introduction 6

• What is Ms Project?
• Microsoft Project is the world's most popular project management software
designed to assist project managers in developing schedules, assigning
resources to tasks, tracking progress, managing budgets and analysing
workloads.

“micromanage”
Network Diagram 7
• Ribbon >> View Tab >> Network Diagram
• PERT (Project Evaluation and Review Technique) / CPM (Critical Path Method)
• A tool used to schedule and organize tasks or activities in a project by putting them together in an activity
network form
• Use of a network of precedence diagram which clearly indicates which of the activities must be performed in
the sequence and which can be performed independently with each other.
• Used to determine the Critical Path by calculating Early Dates, Late Dates, and Float/Slack

• The forward pass calculates the early dates

• Early Start = Always Given
• Early Finish = ES + Duration – 1

• The backward pass calculates the late dates

• Late Finish = Early Finish if no deadline
• Late Start = LF – Duration + 1
• Total Project Duration = EF of last Activity
 Network Diagram 8
Activity B Activity D

ES = 11 EF = 18 ES = 19 EF = 25
Duration = 8 Float/Slack = Duration = 7 Float/Slack =
days 0 days 0
LS = 11 LF = 18 LS = 19 LF = 25

Activity A Activity F
Activity
ES = 5 EF = 10 ES = 26 EF = 30
Early Start Early Finish
Duration = 6 Float/Slack = Duration = 5 Float/Slack =
Duration Float/Slack
days 0 days 0
Late Start Late Finish
LS = 5 LF = 10 LS = 26 LF = 30

Activity C Activity E

ES = 11 EF = 14 ES = 15 EF = 23
Duration = 4 Float/Slack = Duration = 9 Float/Slack =
days 2 days 2
LS = 13 LF = 16 LS = 17 LF = 25
 Critical Path 9
Activity B Activity D

ES = 11 EF = 18 ES = 19 EF = 25
Duration = 8 Float/Slack = Duration = 7 Float/Slack =
days 0 days 0
LS = 11 LF = 18 LS = 19 LF = 25

Activity A Activity F
Activity
ES = 5 EF = 10 ES = 26 EF = 30
Early Start Early Finish
Duration = 6 Float/Slack = Duration = 5 Float/Slack =
Duration Float/Slack
days 0 days 0
Late Start Late Finish
LS = 5 LF = 10 LS = 26 LF = 30

Critical Path: A-B-D-F

 Exercise 1 10
Activity B Activity D

ES = EF = ES = EF =
Duration = 15 Float/Slack = Duration = 10 Float/Slack =
days days
LS = LF = LS = LF =

Activity A Activity F

ES = August EF =
• Compute for the Float/Slack ES = EF =
19, 2019 • Determine the Critical Patch Duration = 20 Float/Slack =
Duration = 10 Float/Slack = • Consider 6 Days Work Week days
days
LS = LF =
LS = LF =

Activity C Activity E

ES = EF = ES = EF =
Duration = 25 Float/Slack = Duration = 18 Float/Slack =
days days
LS = LF = LS = LF =
 Exercise 1 11
Activity B Activity D

ES = August EF = September ES = September EF = September

30, 2019 16, 2019 17, 2019 27, 2019
Duration = 15 Float/Slack = Duration = 10 Float/Slack =
days 18 days 18
LS = September LF = October LS = October LF = October
Activity A 20, 2019 07, 2019 08, 2019 18, 2019 Activity F

ES = August EF = August ES = October EF = November

19, 2019 29, 2019 19, 2019 11, 2019
Duration = 10 Float/Slack = Duration = 20 Float/Slack =
days 0 days 0
LS = August LF = August LS = October 19, LF = November
19, 2019 29, 2019 Activity C Activity E 2019 11, 2019

ES = August EF = September ES = September EF = October

30, 2019 27, 2019 28, 2019 18, 2019
Duration = 25 Float/Slack = Duration = 18 Float/Slack =
days 0 days 0
LS = August LF = September LS = September LF = October
30, 2019 27, 2019 28, 2019 18, 2019
Network Diagram 12
• Right Click >> Box Styles
MS Project Interface
Quick Access Toolbar Ribbon

13
Project Timeline

Column
Head

Project Table Gantt Chart

View Buttons and

Status Bar Divider Bar Zoom Slider
Ms Project Sequence 14

New Project Defaults Calendar Activities Relationship

Resources Baseline Track

Creating New Project 15

• 3 Ways to create new project

• Ribbon >> File Tab >> New >> Blank Project
• Quick Access Tool Bar >> New Icon
• Ctrl+N
Defaults 16

• Set your defaults

• Ribbon >> Project Tab >> Project Information
• Set Start Date to August 01, 2022
• Set Schedule From to Project Start Date
• Ribbon >> File Tab >> Options >> Schedule
• Set New Tasks created to Auto Scheduled
Calendar 17
• Customize your Calendars
• 2 Ways to customize calendar:
• Ribbon >> Project Tab >>
Change Working Time
• Gantt Chart (Timescale) >> Right
Click >> Change Working Time
• Create New Calendar >> Create
new base calendar
• Name: Refresher 6DWW
• 08:30AM – 05:30PM (with
12:00PM – 1:00PM lunch break)
Exercise 2 18
Activities 19

• Input your Activities

• Project Table >> Right Click at Column Head >> Insert Column >> choose
Task Calendar
Exercise 2 20
Relationship 21

• Assign Relationships
• 3 Ways to Assign Relationships
• Highlight Activities >> Ribbon >> Task Tab >> Link the Selected Tasks
• Add Predecessor Column
• Double Click Activity >> Predecessors Tab
• Project Table >> Right Click at Column Head >> Insert Column >> choose Predecessors
Exercise 3 22
Constraints 23
• Ribbon >> Task Tab >> Information >> Advanced Tab

• As Soon as Possible - Default

• As Late as Possible - consumes Total Float/Slack
• Finish no Earlier Than – Early Finish constraint
• Finish no Later Than – Late Finish constraint
• Must Finish On – Mandatory Finish
• Must Start On – Mandatory Start
• Start no Earlier than – Early Start constraint
• Start no Later than – Late Start constraint
Exercise 4 24
• It was observed that cost of Roofing materials will stay higher than its normal price until
February of 2023. Management instructs you that Roofing Works should not be done until the
end of January (check Roofing activity). Put a Start no Earlier than constraint on Roofing and
change the constraint date to March 01, 2023. Observe the changes.

• Client wants to move-in on December 23, 2022 just in time for Christmas Day and New Year’s.
Put a Finish no Later than constraint on Move-in and change the constraint date to December 23,
2022. Observe the changes.
Custom Fields 25

• Actual % Complete
• Project Table >> Right Click at Column Head >> Custom Fields
• Rename Text 1 to Actual % Complete
• Under Custom Attributes, edit the Formula
• format([Actual Duration]/[Duration]*100,"#.00") & "%"
• Click Ok
• Under Calculation for task and group summary rows, click Use
formula
• Click Ok
• Project Table >> Right Click at Column Head >> Insert Column >>
choose Actual % Complete
Custom Fields 26
• Planned % Complete
• Project Table >> Right Click at Column Head >> Custom Fields
• Rename Number 1 to Duration in Days
• Under Custom Attributes, edit the Formula
• Val(ProjDurConv([Baseline Duration],pjDays))
• Click Ok
• Under Calculation for task and group summary rows, click Roll Up: Sum
• Click Ok

• Rename Number 2 to Elapsed Days

• Under Custom Attributes, edit the Formula
• IIf(ProjDateDiff([Baseline Start],[Status
Date])/480>=Val(ProjDurConv([Baseline
Duration],pjDays)),Val(ProjDurConv([Baseline
Duration],pjDays)),IIf(DateDiff("d",[Baseline Start],[Status
Date])<=0,0,ProjDateDiff([Baseline Start],[Status Date])/480))
• Click Ok
• Under Calculation for task and group summary rows, click Roll Up: Sum
Custom Fields 27
• Rename Number 3 to Planned %
• Under Custom Attributes, edit the Formula
• [Number2]/[Number1]
• Click Ok
• Under Calculation for task and group summary rows, click Use formula
• Click Ok

• Rename Text 2 to Planned % Complete

• Under Custom Attributes, edit the Formula
• format([Number3]*100,"#.00") & "%"
• Click Ok
• Under Calculation for task and group summary rows, click Use formula
• Click Ok
• Project Table >> Right Click at Column Head >> Insert Column >> choose
Planned % Complete
Baseline 28

• Set your Baseline

• Ribbon >> Project Tab >> Set Baseline
>> Choose Set Baseline >> Ok
Tracking 29

• Track and monitor your progress

• Go to Ribbon >> Project Tab
• Change the Status Date to October 14, 2022 08:30 AM
• 3 Ways to Update Progress of your Activities:
• Ribbon >> Task Tab >> 0 % Complete, 25% Complete, 50% Complete, 100% Complete
• Ribbon >> View Tab >> Task Usage
• Add % Complete Column >> Input % >> Update Actual Start and Actual Finish

• Project Table >> Right Click at Column Head >> Insert Column
>> choose % Complete, Actual Start, and Actual Finish
Tracking 30

• Go to Ribbon >> Project Tab >> Update Project

• Select Reschedule uncompleted work to start after: October 14, 2022
Tracking 31
Exercise 6 32

• Change the Status Date to February 17, 2023 05:00 PM

• Go to Ribbon >> Project Tab >> Update Project
• Select Reschedule uncompleted work to start after: February 17, 2023
Exercise 6 33
Filters 34
• 2 Weeks Look Ahead
• Project Table >> Right Click at Column Head >> Custom Fields
• Rename Flag 1 to 2 Weeks Look Ahead
• Under Custom Attributes, edit the Formula
• IIf(([Start]<([Status Date]+14) And ([% Complete]<100)),"Yes","No")
• Click Ok
• Under Calculation for task and group summary rows, click Use formula
• Click Ok

• Ribbon >> View Tab >> Filter >> New Filter

Exercise 7 35
• Create a 45 Days Look Ahead Filter
Print Setup 36
• Gantt Chart >> Right Click >> Bar Styles
• Put “ * ” in front of legends that you do not want to see on your paper
• Show only Columns Indicators, Task Mode, Task Name, Duration, Baseline Start,
Baseline Finish, Start, Finish, Total Slack
• Rename Start to Forecasted Start, Finish to Forecasted Finish, and Total Slack
to Float
• Ribbon >> File Tab >> Print >> Page Setup
• Insert DCCD logo at the Legend (Left)
• Put “Prepared By: DCCD Engineering Corporation” at the Footer (Left)
• Put “Approved By:”
• Put “Conformed By:”
• Press Ok after editing
• Change Date to July 01, 2022 to June 30, 2023
Gantt Chart 37

• Set your Bar Styles

• Ribbon >> View Tab >> Gantt Chart >> Tracking Gantt
• Customize your Bars
• Gantt Chart >> Right Click >> Bar Styles
• Change the color of Baseline to Yellow
• Edit the shape of Task Progress and change the color
to Green

• Edit the shape and color of Summary

Exercise 8 38

• Customize your Bars

• Gantt Chart >> Right Click >> Bar Styles
• Edit the shape of Task and change the color to Blue

• Edit the shape and color of Critical and change the

color to Red
Exercise 9 39

• Customize your Time Scale

• Gantt Chart >> Right Click >> Timescale
Exercise 9 40

• Customize your Time Scale

• Gantt Chart >> Right Click >> Timescale
References 41
• https://www.projectsmart.co.uk/introduction-to-microsoft-projec
t.php

• https://niksprojects.com

• https://www.trainingconnection.com
-END-  [email protected]

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