{"id":605,"date":"2022-03-25T18:18:57","date_gmt":"2022-03-25T18:18:57","guid":{"rendered":"https:\/\/pressbooks.ulib.csuohio.edu\/project-management-navigating-the-complexity\/?post_type=chapter&p=605"},"modified":"2022-08-26T23:56:09","modified_gmt":"2022-08-26T23:56:09","slug":"8-7-microsoft-project-tutorial","status":"publish","type":"chapter","link":"https:\/\/pressbooks.ulib.csuohio.edu\/project-management-navigating-the-complexity\/chapter\/8-7-microsoft-project-tutorial\/","title":{"rendered":"8.7 Microsoft Project Tutorial"},"content":{"raw":"For the MS Project tutorial, let\u2019s continue with our example of m-commerce project. Let\u2019s focus on \u201c1. Scope\u201d. The WBS for the scope stage is in Table 8.4. This table also includes the duration, start and finish dates, and predecessors.\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n
Table 8.4: WBS for the Scope of the M-Commerce Project<\/caption>\r\n
WBS<\/td>\r\nTask Name<\/td>\r\nDuration<\/td>\r\nStart<\/td>\r\nFinish<\/td>\r\nPredecessors<\/td>\r\n<\/tr>\r\n
1<\/strong><\/td>\r\nScope<\/strong><\/td>\r\n35 days<\/strong><\/td>\r\nMon 5\/2\/22<\/strong><\/td>\r\nMon 6\/20\/22<\/strong><\/td>\r\n<\/td>\r\n<\/tr>\r\n
1.1<\/td>\r\n\u00a0 \u00a0Clarify project purpose and determine project scope.<\/td>\r\n5 days<\/td>\r\nMon 5\/2\/22<\/td>\r\nFri 5\/6\/22<\/td>\r\n<\/td>\r\n<\/tr>\r\n
1.2<\/td>\r\n\u00a0 \u00a0Secure project sponsorship<\/td>\r\n1 day<\/td>\r\nMon 5\/9\/22<\/td>\r\nMon 5\/9\/22<\/td>\r\n2<\/td>\r\n<\/tr>\r\n
1.3<\/strong><\/td>\r\n\u00a0 \u00a0Preparation of project charter<\/strong><\/td>\r\n22 days<\/strong><\/td>\r\nTue 5\/10\/22<\/strong><\/td>\r\nWed 6\/8\/22<\/strong><\/td>\r\n<\/td>\r\n<\/tr>\r\n
1.3.1<\/td>\r\n\u00a0 \u00a0 \u00a0 \u00a0 Develop high-level scope<\/td>\r\n4 days<\/td>\r\nTue 5\/10\/22<\/td>\r\nFri 5\/13\/22<\/td>\r\n3<\/td>\r\n<\/tr>\r\n
1.3.2<\/td>\r\n\u00a0 \u00a0 \u00a0 \u00a0 Identify overall project risks<\/td>\r\n5 days<\/td>\r\nMon 5\/16\/22<\/td>\r\nFri 5\/20\/22<\/td>\r\n5<\/td>\r\n<\/tr>\r\n
1.3.3<\/td>\r\n\u00a0 \u00a0 \u00a0 \u00a0 Develop high-level schedule<\/td>\r\n6 days<\/td>\r\nMon 5\/16\/22<\/td>\r\nMon 5\/23\/22<\/td>\r\n5<\/td>\r\n<\/tr>\r\n
1.3.4<\/td>\r\n\u00a0 \u00a0 \u00a0 \u00a0 Identify main resources and develop a high-level budget<\/td>\r\n2 days<\/td>\r\nTue 5\/24\/22<\/td>\r\nWed 5\/25\/22<\/td>\r\n7<\/td>\r\n<\/tr>\r\n
1.3.5<\/td>\r\n\u00a0 \u00a0 \u00a0 \u00a0 Identify key stakeholders and project team member roles<\/td>\r\n8 days<\/td>\r\nMon 5\/23\/22<\/td>\r\nWed 6\/1\/22<\/td>\r\n5,6<\/td>\r\n<\/tr>\r\n
1.3.6<\/td>\r\n\u00a0 \u00a0 \u00a0 \u00a0 Develop project approval requirements and project exit\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 criteria<\/td>\r\n5 days<\/td>\r\nThu 6\/2\/22<\/td>\r\nWed 6\/8\/22<\/td>\r\n5,6,7,8,9<\/td>\r\n<\/tr>\r\n
1.4<\/td>\r\n\u00a0 Approval of project charter by the sponsor<\/td>\r\n2 days<\/td>\r\nTue 6\/9\/22<\/td>\r\nFri 6\/10\/22<\/td>\r\n10<\/td>\r\n<\/tr>\r\n
1.5<\/td>\r\n\u00a0 Secure core resources<\/td>\r\n5 days<\/td>\r\nMon 6\/13\/22<\/td>\r\nFri 6\/17\/22<\/td>\r\n11<\/td>\r\n<\/tr>\r\n
1.6<\/td>\r\n\u00a0 Initiation stage complete<\/td>\r\n0 days<\/td>\r\nMon 6\/20\/22<\/td>\r\nMon 6\/20\/22<\/td>\r\n12<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\nLet\u2019s identify the resources that we can use for the scope. We should enter them in the Resource Sheet after we click \u201cResource Sheet\u201d in the dropdown menu (Figure 8.9).\r\n\r\n[caption id=\"attachment_710\" align=\"aligncenter\" width=\"364\"]\"Dropdown Figure 8.9: Dropdown Menu for the Resource Sheet[\/caption]\r\n\r\nIn the Resource Sheet window, we can type the resources. There are three types of resources in MS Project:\r\n
    \r\n \t
  1. Work: Work resources are people and equipment. They have a standard rate per hour.<\/li>\r\n \t
  2. Material: Material resources are consumable supplies. They have a unit of measurement such as tones, boxes, and cubic yards.<\/li>\r\n \t
  3. Cost: Cost resources are independent costs we want to associate with a task such as a plane ticket.<\/li>\r\n<\/ol>\r\nLet\u2019s type all the resources as seen in Figure 8.10. In this chapter, we won\u2019t write standard rates, overtime rates, and cost\/use. We will detail them in Chapter 9. We are only typing the human resources in this tutorial. Therefore, they are classified as \u201cWork\u201d type. We keep \u201cMax\u201d (Maximum units) 100% as they work full-time.\r\n\r\n[caption id=\"attachment_711\" align=\"aligncenter\" width=\"624\"]\"Resources Figure 8.10: Resources in Resource Sheet[\/caption]\r\n\r\nAfter we type the resources, we can assign them to their tasks in the Gantt Chart window on the dropdown menu (Figure 8.9).\r\n\r\n[caption id=\"attachment_712\" align=\"aligncenter\" width=\"304\"]\"Assigning Figure 8.11: Assigning the Resources in the Tasks on Dropdown Menu[\/caption]\r\n\r\nAfter we assign all the resources to their relevant tasks, we can see the information below as in Figure 8.12.\r\n\r\n[caption id=\"attachment_713\" align=\"aligncenter\" width=\"624\"]\"The Figure 8.12: Assigning the Resources in the Tasks[\/caption]\r\n\r\nThe Gantt chart which is on the right side of the window would be as in Figure 8.13. The MS Project illustrates the Gantt chart with bars and the resources assigned to each task to the right of each task bar. As explained in Chapter 7, the red bar displays a critical path, and the blue bar displays a non-critical path.\r\n\r\n[caption id=\"attachment_714\" align=\"aligncenter\" width=\"624\"]\"Gantt Figure 8.13: Gantt Chart for the Scope[\/caption]\r\n\r\nAs can be seen in Figures 8.12 and 8.13, there are three red people indicators in the first column. This is a warning for overallocated resources. We can investigate more to understand which resources are overallocated. On the dropdown menu in Figure 8.9, we can select \u201cResource Graph\u201d. Figure 8.14 shows us that Systems Analyst 1 is overallocated on three days, which is more than 100%.\r\n\r\n[caption id=\"attachment_715\" align=\"aligncenter\" width=\"626\"]\"Resource Figure 8.14: Resource Graph Displaying Overallocated Resources[\/caption]\r\n\r\nWe can implement resource leveling for these three activities. On the \u201cResource\u201d tab, we can select \u201cLevel Resource\u201d or \u201cLevel All\u201d (Figure 8.15). Leveling options can also be modified. For this tutorial, we are not changing the options.\r\n\r\n[caption id=\"attachment_716\" align=\"aligncenter\" width=\"580\"]\"Resource Figure 8.15: Resource Tab[\/caption]\r\n\r\nWhen we click \u201cLevel All\u201d, MS Project levels the resources in these three activities with resource overallocation (Figure 8.16). Therefore, our resource overallocation is resolved. The duration of 1.3 was 22 days before resource leveling. After the leveling, it is 25 days. Therefore, there is a 3-day slippage as we are using the same resources, and aren\u2019t allocating new resources. However, the total duration of \u201c1. Scope\u201d didn\u2019t change, and stayed at 35 days after leveling.\r\n\r\n[caption id=\"attachment_717\" align=\"aligncenter\" width=\"923\"]\"After Figure 8.16: Schedule before and after Resource Leveling[\/caption]\r\n\r\n[caption id=\"attachment_718\" align=\"aligncenter\" width=\"967\"]\"After Figure 8.17: Gantt Chart before and after Resource Leveling[\/caption]\r\n\r\nBut we now experience a schedule slippage as seen in Figures 8.16 and 8.17. Besides, 1.3.6 and the following activities are affected. 1.3.6 has an underlined text for the Finish Date, which means that there is a scheduling problem. After resource leveling, it is common to experience schedule problems in the following activities. To solve the scheduling problem in 1.3.6 and the following activities, we can click \u201cRespect Links\u201d for 1.3.6 and all the following activities. Besides, MS Project gives some options when we right-click on an underlined date as seen in Figure 8.18. When we right-clicked on the underlined finish date (Mon 6\/13\/22) of 1.3.6, it gave us the options \u201cFix in Task Inspector\u201d, \u201cRespect Links\u201d, and \u201cSwitch to Auto Scheduled\u201d.\r\n\r\n[caption id=\"attachment_719\" align=\"aligncenter\" width=\"278\"]\"Microsoft Figure 8.18: Solving Scheduling Problems[\/caption]\r\n\r\nAfter all the scheduling problems are corrected, the total duration of Scope goes up to 39 days from 35 days (Figure 8.19).\r\n\r\n[caption id=\"attachment_720\" align=\"aligncenter\" width=\"626\"]\"The Figure 8.18: Solving Scheduling Problems[\/caption]","rendered":"

    For the MS Project tutorial, let\u2019s continue with our example of m-commerce project. Let\u2019s focus on \u201c1. Scope\u201d. The WBS for the scope stage is in Table 8.4. This table also includes the duration, start and finish dates, and predecessors.<\/p>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
    Table 8.4: WBS for the Scope of the M-Commerce Project<\/caption>\n
    WBS<\/td>\nTask Name<\/td>\nDuration<\/td>\nStart<\/td>\nFinish<\/td>\nPredecessors<\/td>\n<\/tr>\n
    1<\/strong><\/td>\nScope<\/strong><\/td>\n35 days<\/strong><\/td>\nMon 5\/2\/22<\/strong><\/td>\nMon 6\/20\/22<\/strong><\/td>\n<\/td>\n<\/tr>\n
    1.1<\/td>\n\u00a0 \u00a0Clarify project purpose and determine project scope.<\/td>\n5 days<\/td>\nMon 5\/2\/22<\/td>\nFri 5\/6\/22<\/td>\n<\/td>\n<\/tr>\n
    1.2<\/td>\n\u00a0 \u00a0Secure project sponsorship<\/td>\n1 day<\/td>\nMon 5\/9\/22<\/td>\nMon 5\/9\/22<\/td>\n2<\/td>\n<\/tr>\n
    1.3<\/strong><\/td>\n\u00a0 \u00a0Preparation of project charter<\/strong><\/td>\n22 days<\/strong><\/td>\nTue 5\/10\/22<\/strong><\/td>\nWed 6\/8\/22<\/strong><\/td>\n<\/td>\n<\/tr>\n
    1.3.1<\/td>\n\u00a0 \u00a0 \u00a0 \u00a0 Develop high-level scope<\/td>\n4 days<\/td>\nTue 5\/10\/22<\/td>\nFri 5\/13\/22<\/td>\n3<\/td>\n<\/tr>\n
    1.3.2<\/td>\n\u00a0 \u00a0 \u00a0 \u00a0 Identify overall project risks<\/td>\n5 days<\/td>\nMon 5\/16\/22<\/td>\nFri 5\/20\/22<\/td>\n5<\/td>\n<\/tr>\n
    1.3.3<\/td>\n\u00a0 \u00a0 \u00a0 \u00a0 Develop high-level schedule<\/td>\n6 days<\/td>\nMon 5\/16\/22<\/td>\nMon 5\/23\/22<\/td>\n5<\/td>\n<\/tr>\n
    1.3.4<\/td>\n\u00a0 \u00a0 \u00a0 \u00a0 Identify main resources and develop a high-level budget<\/td>\n2 days<\/td>\nTue 5\/24\/22<\/td>\nWed 5\/25\/22<\/td>\n7<\/td>\n<\/tr>\n
    1.3.5<\/td>\n\u00a0 \u00a0 \u00a0 \u00a0 Identify key stakeholders and project team member roles<\/td>\n8 days<\/td>\nMon 5\/23\/22<\/td>\nWed 6\/1\/22<\/td>\n5,6<\/td>\n<\/tr>\n
    1.3.6<\/td>\n\u00a0 \u00a0 \u00a0 \u00a0 Develop project approval requirements and project exit\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 criteria<\/td>\n5 days<\/td>\nThu 6\/2\/22<\/td>\nWed 6\/8\/22<\/td>\n5,6,7,8,9<\/td>\n<\/tr>\n
    1.4<\/td>\n\u00a0 Approval of project charter by the sponsor<\/td>\n2 days<\/td>\nTue 6\/9\/22<\/td>\nFri 6\/10\/22<\/td>\n10<\/td>\n<\/tr>\n
    1.5<\/td>\n\u00a0 Secure core resources<\/td>\n5 days<\/td>\nMon 6\/13\/22<\/td>\nFri 6\/17\/22<\/td>\n11<\/td>\n<\/tr>\n
    1.6<\/td>\n\u00a0 Initiation stage complete<\/td>\n0 days<\/td>\nMon 6\/20\/22<\/td>\nMon 6\/20\/22<\/td>\n12<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Let\u2019s identify the resources that we can use for the scope. We should enter them in the Resource Sheet after we click \u201cResource Sheet\u201d in the dropdown menu (Figure 8.9).<\/p>\n

    \"Dropdown
    Figure 8.9: Dropdown Menu for the Resource Sheet<\/figcaption><\/figure>\n

    In the Resource Sheet window, we can type the resources. There are three types of resources in MS Project:<\/p>\n

      \n
    1. Work: Work resources are people and equipment. They have a standard rate per hour.<\/li>\n
    2. Material: Material resources are consumable supplies. They have a unit of measurement such as tones, boxes, and cubic yards.<\/li>\n
    3. Cost: Cost resources are independent costs we want to associate with a task such as a plane ticket.<\/li>\n<\/ol>\n

      Let\u2019s type all the resources as seen in Figure 8.10. In this chapter, we won\u2019t write standard rates, overtime rates, and cost\/use. We will detail them in Chapter 9. We are only typing the human resources in this tutorial. Therefore, they are classified as \u201cWork\u201d type. We keep \u201cMax\u201d (Maximum units) 100% as they work full-time.<\/p>\n

      \"Resources
      Figure 8.10: Resources in Resource Sheet<\/figcaption><\/figure>\n

      After we type the resources, we can assign them to their tasks in the Gantt Chart window on the dropdown menu (Figure 8.9).<\/p>\n

      \"Assigning
      Figure 8.11: Assigning the Resources in the Tasks on Dropdown Menu<\/figcaption><\/figure>\n

      After we assign all the resources to their relevant tasks, we can see the information below as in Figure 8.12.<\/p>\n

      \"The
      Figure 8.12: Assigning the Resources in the Tasks<\/figcaption><\/figure>\n

      The Gantt chart which is on the right side of the window would be as in Figure 8.13. The MS Project illustrates the Gantt chart with bars and the resources assigned to each task to the right of each task bar. As explained in Chapter 7, the red bar displays a critical path, and the blue bar displays a non-critical path.<\/p>\n

      \"Gantt
      Figure 8.13: Gantt Chart for the Scope<\/figcaption><\/figure>\n

      As can be seen in Figures 8.12 and 8.13, there are three red people indicators in the first column. This is a warning for overallocated resources. We can investigate more to understand which resources are overallocated. On the dropdown menu in Figure 8.9, we can select \u201cResource Graph\u201d. Figure 8.14 shows us that Systems Analyst 1 is overallocated on three days, which is more than 100%.<\/p>\n

      \"Resource
      Figure 8.14: Resource Graph Displaying Overallocated Resources<\/figcaption><\/figure>\n

      We can implement resource leveling for these three activities. On the \u201cResource\u201d tab, we can select \u201cLevel Resource\u201d or \u201cLevel All\u201d (Figure 8.15). Leveling options can also be modified. For this tutorial, we are not changing the options.<\/p>\n

      \"Resource
      Figure 8.15: Resource Tab<\/figcaption><\/figure>\n

      When we click \u201cLevel All\u201d, MS Project levels the resources in these three activities with resource overallocation (Figure 8.16). Therefore, our resource overallocation is resolved. The duration of 1.3 was 22 days before resource leveling. After the leveling, it is 25 days. Therefore, there is a 3-day slippage as we are using the same resources, and aren\u2019t allocating new resources. However, the total duration of \u201c1. Scope\u201d didn\u2019t change, and stayed at 35 days after leveling.<\/p>\n

      \"After
      Figure 8.16: Schedule before and after Resource Leveling<\/figcaption><\/figure>\n
      \"After
      Figure 8.17: Gantt Chart before and after Resource Leveling<\/figcaption><\/figure>\n

      But we now experience a schedule slippage as seen in Figures 8.16 and 8.17. Besides, 1.3.6 and the following activities are affected. 1.3.6 has an underlined text for the Finish Date, which means that there is a scheduling problem. After resource leveling, it is common to experience schedule problems in the following activities. To solve the scheduling problem in 1.3.6 and the following activities, we can click \u201cRespect Links\u201d for 1.3.6 and all the following activities. Besides, MS Project gives some options when we right-click on an underlined date as seen in Figure 8.18. When we right-clicked on the underlined finish date (Mon 6\/13\/22) of 1.3.6, it gave us the options \u201cFix in Task Inspector\u201d, \u201cRespect Links\u201d, and \u201cSwitch to Auto Scheduled\u201d.<\/p>\n

      \"Microsoft
      Figure 8.18: Solving Scheduling Problems<\/figcaption><\/figure>\n

      After all the scheduling problems are corrected, the total duration of Scope goes up to 39 days from 35 days (Figure 8.19).<\/p>\n

      \"The
      Figure 8.18: Solving Scheduling Problems<\/figcaption><\/figure>\n","protected":false},"author":3,"menu_order":8,"template":"","meta":{"pb_show_title":"on","pb_short_title":"","pb_subtitle":"","pb_authors":[],"pb_section_license":""},"chapter-type":[],"contributor":[],"license":[],"class_list":["post-605","chapter","type-chapter","status-publish","hentry"],"part":588,"_links":{"self":[{"href":"https:\/\/pressbooks.ulib.csuohio.edu\/project-management-navigating-the-complexity\/wp-json\/pressbooks\/v2\/chapters\/605","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/pressbooks.ulib.csuohio.edu\/project-management-navigating-the-complexity\/wp-json\/pressbooks\/v2\/chapters"}],"about":[{"href":"https:\/\/pressbooks.ulib.csuohio.edu\/project-management-navigating-the-complexity\/wp-json\/wp\/v2\/types\/chapter"}],"author":[{"embeddable":true,"href":"https:\/\/pressbooks.ulib.csuohio.edu\/project-management-navigating-the-complexity\/wp-json\/wp\/v2\/users\/3"}],"version-history":[{"count":10,"href":"https:\/\/pressbooks.ulib.csuohio.edu\/project-management-navigating-the-complexity\/wp-json\/pressbooks\/v2\/chapters\/605\/revisions"}],"predecessor-version":[{"id":1335,"href":"https:\/\/pressbooks.ulib.csuohio.edu\/project-management-navigating-the-complexity\/wp-json\/pressbooks\/v2\/chapters\/605\/revisions\/1335"}],"part":[{"href":"https:\/\/pressbooks.ulib.csuohio.edu\/project-management-navigating-the-complexity\/wp-json\/pressbooks\/v2\/parts\/588"}],"metadata":[{"href":"https:\/\/pressbooks.ulib.csuohio.edu\/project-management-navigating-the-complexity\/wp-json\/pressbooks\/v2\/chapters\/605\/metadata\/"}],"wp:attachment":[{"href":"https:\/\/pressbooks.ulib.csuohio.edu\/project-management-navigating-the-complexity\/wp-json\/wp\/v2\/media?parent=605"}],"wp:term":[{"taxonomy":"chapter-type","embeddable":true,"href":"https:\/\/pressbooks.ulib.csuohio.edu\/project-management-navigating-the-complexity\/wp-json\/pressbooks\/v2\/chapter-type?post=605"},{"taxonomy":"contributor","embeddable":true,"href":"https:\/\/pressbooks.ulib.csuohio.edu\/project-management-navigating-the-complexity\/wp-json\/wp\/v2\/contributor?post=605"},{"taxonomy":"license","embeddable":true,"href":"https:\/\/pressbooks.ulib.csuohio.edu\/project-management-navigating-the-complexity\/wp-json\/wp\/v2\/license?post=605"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}