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Resources, Calendars, Project Duration, Baselining, Views and Filters

This document discusses key project planning concepts in Microsoft Project including project calendars, resource assignment, checking a plan's duration, baselining a plan, tracking actual dates and durations, and using views and filters. It provides instructions on setting up a project calendar, assigning resources to tasks, checking the overall project duration, saving project baselines for comparison, and entering actual start/finish dates. It also describes different views and filters that can be used to analyze the project schedule and track progress.

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junaid_256
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59 views

Resources, Calendars, Project Duration, Baselining, Views and Filters

This document discusses key project planning concepts in Microsoft Project including project calendars, resource assignment, checking a plan's duration, baselining a plan, tracking actual dates and durations, and using views and filters. It provides instructions on setting up a project calendar, assigning resources to tasks, checking the overall project duration, saving project baselines for comparison, and entering actual start/finish dates. It also describes different views and filters that can be used to analyze the project schedule and track progress.

Uploaded by

junaid_256
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
You are on page 1/ 36

Resources, Calendars, Project Duration,

Baselining, Views and Filters

By:
Muhammad Wasim Bhatti

1
SEQUENCE
1 Project Calendar

2 Resource Assignment

3 Checking Plan’s Duration

4 Baselining of Plan

5 Actual Dates and Actual Duration

6 Views and Filters

2
PROJECT CALENDAR

The project calendar defines the


general working and nonworking
time for tasks.
MS Project includes multiple
calendars, called base calendars,
any one of which serves as the
project calendar for a project plan.

3
PROJECT CALENDAR

Think of the project calendar as your


organization’s normal working hours.
 For example, this might be Monday
through Fridays, 9 A.M. through 6 P.M.,
with a one-hour lunch break each day.
On the Project tab, in the
Properties group, click Change
Working Time.
The Change Working Time dialog
box appears.

4
PROJECT CALENDAR

In the For calendar box, there are


three possible base calendars
included with Project.
 24 Hours Has no nonworking time
 Night Shift Covers a shift schedule of
Monday night through Saturday morning,
11 P.M. to 8 A.M., with a one-hour break
each day
 Standard The traditional working day,
Monday through Friday from 8 A.M. to 5
P.M., with a one-hour break each day
5
PROJECT CALENDAR

6
CREATING A NEW CALENDAR

Create a new Calendar for your


project by selecting one of base
calendars in Make a Copy of field.

7
DEFINING NONWORKING TIME

In the Name field on the


Exceptions tab in the lower portion
of the dialog box, type Eid
Holidays, and then specify Start
and Finish Dates.
The date is now scheduled as
nonworking time for the project.
In the dialog box, the date appears
underlined and color formatting is
applied to indicate an exception day.

8
CALENDAR OPTIONS

In Change Working Time, Click on


“Options…” button.
 Project Option dialog box appears.
Specify the specific information of
project calendar in Project Option
dialog box.

9
CALENDAR OPTIONS

10
CALENDAR OPTIONS
CHANGE DATE/TIME FORMAT

In Project Options dialog box,


Select General Tab.
Choose the desired Date/Time
Format for Start and Finish fields
of Task Sheet.
Default View can also be selected
from General Tab.

11
CALENDAR OPTIONS
CHANGE DATE/TIME FORMAT

12
CALENDAR OPTIONS
CALENDAR TYPE AND CURRENCY

In Project Options dialog box,


Select Display Tab.
Choose the desired Type of Calendar
from Calendar Type field.
Select the desired Currency from
Currency Field.
All of the costing of resources is
calculated according to the selected
currency type.

13
CALENDAR OPTIONS
CALENDAR TYPE AND CURRENCY

14
CALENDAR OPTIONS
SCHEDULE RELATED OPTIONS

In Project Options dialog box,


Select Schedule Tab.
Following settings can be changed;
 Starting day of Week
 Starting month of Fiscal year
 Default Start and End Time for a
working day
 Hours per day and per Week
 Days per month
15
CALENDAR OPTIONS
SCHEDULE RELATED OPTIONS

 Default Mode of new Tasks


 Default date of newly added tasks
 Default unit of duration
 Other settings

16
CALENDAR OPTIONS
SCHEDULE RELATED OPTIONS

17
RESOURCE ASSIGNMENT

Resources are the people and


equipment that do the work of the
project.
Project focuses on two aspects of
work resources:
 Availability of resources
 Costs
Availability determines when specific
resources can work on tasks and
how much work they can perform.
18
RESOURCE ASSIGNMENT

Costs refer to how much money will


be required to pay for those
resources.

19
RESOURCE ASSIGNMENT
PROJECT RESOURCES

On Resources Tab, in


Assignments group, click on
Assign Resources button.
A dialog box opens.
Create the list of project resources,
their percentage availability and
their cost.

20
RESOURCE ASSIGNMENT
PROJECT RESOURCES

21
RESOURCE ASSIGNMENT
RESOURCE ASSIGNMENT ON TASKS

Use Resource Names Column in


Task Sheet to specify names of
resources for specific tasks.
 Task Information dialog box can
also be used to specify resource
names for tasks.

22
RESOURCE CALENDAR

Resource specific calendar helps to


plan tasks according to the
availability of individual resources.
Project Calendar should be selected
as Base Calendar for resource level
calendars.

23
CHECKING PLAN’S DURATION
PROJECT INFORMATION DIALOG BOX

On the Project tab, in the


Properties group, click Project
Information.
The Project Information dialog
box appears.
Click on “Statistics…” button.
Project Statistics dialog box appears.

24
CHECKING PLAN’S DURATION
PROJECT INFORMATION DIALOG BOX

25
CHECKING PLAN’S DURATION
TIMELINE BAR

On the View tab, in the Split View


group, click on Timeline checkbox.
Timeline bar appears. We can see
the Start and Finish dates of
project.

26
CHECKING PLAN’S DURATION
PROJECT SUMMARY TASK

On the Format tab, in the


Show/Hide group, click on Project
Summary Task checkbox.
Project Summary Task appears in
task sheet. We can see complete
duration of project.

27
BASELINING OF PROJECT PLAN
A baseline is a collection of
important values in a project plan
such as the planned start dates,
finish dates, and duration of the
tasks.
When you save a baseline, MS
Project takes a “snapshot” of the
existing values and saves it in your
Project plan for future comparison.
The original plan is called the
baseline plan, or just the baseline.
28
BASELINING OF PROJECT PLAN
If original plan changes, then we
often establish 2nd and 3rd Baselines.
MS Project 2010 supports up to 11
Baselines of a Plan.
On Project Tab, in Schedule
Group, select Set Baseline button.
Set Baseline dialog opens.
Select the Baseline and choose
Entire Project radio button.

29
BASELINING OF PROJECT PLAN

30
ACTUAL DATES AND ACTUAL DURATION
Insert following columns in Task
Sheet form;
 Actual Start
 Actual Finish
 Actual Duration
Specify the actual dates to track the
progress of project.

31
DIFFERENT VIEWS AND FILTERS
On the View tab, in the Data group,
there are following important
options;
 Highlight
 Filter
 Group by
 Outline
Filtering can be done on individual
columns as well

32
REVIEW CHECKLIST
No Task should be Manually
Scheduled
 Verify through “Task Mode” column
The activities related to Change
Management Process should follow
the complete Procedure (all steps) of
Change Management Process.
No Task should exist without any
resource assigned to it.
No Task should exist without having
any Summary Task on it.
33
REVIEW CHECKLIST
No Task should exist with Zero Time
Duration (Except a Milestone).
A summary task should not be
linked to one of its sub-tasks.
 Summary task should not be successor
or predecessor of any of its own
subtasks.
 Doing so would create a circular
scheduling problem.

34
REVIEW CHECKLIST
A summary task should not be
linked to a task that is not its
subtask but it has link with any of its
subtasks.
An explicit calendar should have
been created for the project(s) and
should be applied on Tasks.

35
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