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engineer-civil:projectmanagement [2019/06/10 19:00]
jjensen [Q&A on Microsoft Project]
engineer-civil:projectmanagement [2020/08/05 01:16] (current)
jjensen [Microsoft Project Workflow - Setup and Update]
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     * Design -> Bid -> Build     * Design -> Bid -> Build
  
-==== Why use Microsoft ​Project ==== +===== A Good Project ​Manager ===== 
-  * Management ​Keep Team AlignedEveryone Knows What needs to be done +  * Takes ownership of the whole project 
-  * Control ​project ​work, schedules ​and costs +  * Is proactive not reactive 
-  * Track Progress ​of Project +  * Adequately plans the project 
 +  * Is Authoritative ​accustomed to exercising authoritypositive. Not Authoritarian which is complete obedience or subjection ​to authority as opposed to individual freedom 
 +  * Is Decisive 
 +  * Is a Good Communicator 
 +  * Manages by data and facts not uninformed optimism 
 +  * Leads by example 
 +  * has sound Judgement 
 +  * Is a Motivator 
 +  * Is Diplomatic 
 +  * Can Delegate 
 +==== Microsoft Project Workflow - Setup and Update ==== 
 +  * Phase 1 - Planning Project (50% done) 
 +    * List of tasks need to complete the project 
 +    * Link Task - this task needs to be completed before this task begins 
 +      * Task Sequence ​and dependencies 
 +    * Resourcing - define team members 
 +    * Plan the duration each task will take 
 +  * Phase 2 - Setup Project 
 +    * Enter Summary Tasks 
 +    * Enter Individual Tasks 
 +    * Link Tasks using Predecessors 
 +    * Add resources 
 +    * Plan the Duration (number ​of working days) 
 +    * Adjust start and finish dates, if necessary 
 +  * Phase 3 - add milestones (maybe recurring meetings but could be noise in the schedule) 
 +  * Phase 4 - Establish a baseline/​snapshot to compare against 
 +  * Phase 5 - Project ​Tracking / Update progress / Maintain Schedule 
 +    * View -> Tables -> LHTAC Tracking 
 +    * Enter Actual Start Dates 
 +    * Enter Actual Duration 
 +    * Enter Remain Duration (0 days if complete)
 ==== Q&A on Microsoft Project ==== ==== Q&A on Microsoft Project ====
   * How do I enter a project deadline?   * How do I enter a project deadline?
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   * Reference - Microsoft Project   * Reference - Microsoft Project
     * [[https://​support.office.com/​en-us/​article/​available-fields-reference-615a4563-1cc3-40f4-b66f-1b17e793a460#​ID0EAABAAA=Newer_versions|Available Fields Reference]]     * [[https://​support.office.com/​en-us/​article/​available-fields-reference-615a4563-1cc3-40f4-b66f-1b17e793a460#​ID0EAABAAA=Newer_versions|Available Fields Reference]]
 +===== CPM Schedule Guidelines - LHTAC =====
 +
 +=== Professional Services Agreement ===
 +  * Attachment No. 1L Consultant Agreement Specifications
 +  * G. Project Scheduling
 +    * Negotiated Agreements shall be accompanied by a CPM Schedule
 +    * Work tasks, Durations, Milestones, Dates, State/Local Review periods
 +    * Format of the schedule shall be agreed upon prior to signing the Agreement
 +    * Monthly CPM Schedule updates
 +    * Percent (%) complete on each task
 +    * Completion date
 +
 +=== Work Breakdown Schedule (WBS) Flowchart ===
 +  * Figure 3-1 of the ITD Roadway Design Manual
 +  * 12 ITD True Minimum Milestones
 +  * Milestones in Bold (0 days)
 +
 +=== Fixed Duration Scheduling (Preferred) ===
 +  * 'Fixed Units' is the default task type in Microsoft Project
 +  * But LHTAC prefers 'Fixed Duration'​ for all tasks
 +  * Duration is the number of working days to complete a task
 +  * Adding or reducing resources does not affect duration
 +  * Simplifies the number of scheduling combinations from 18 to 1
 +  * File -> Options -> Schedule -> Default Task Type -> Fixed Duration
 +  * {{engineer-civil:​projectmanagement:​options-fixed-duration.jpg?​500|Options -> Fixed Duration}}
 +
 +=== Effort-Driven Scheduling (Discouraged) ===
 +  * "​Effort-Driven"​ option assigns Units and Work to each Resource
 +  * LHTAC does not prefer advanced Effort-Driven option for Fixed Duration tasks
 +  * 18 scheduling combinations (Duration, Work, Units)
 +  * File -> Options -> Schedule -> New tasks are effort driven (default is unchecked)
 +  * {{engineer-civil-:​projectmanagement:​options-new-tasks-effort-driven.jpg?​500|Options -> uncheck New Tasks Effort Driven}}
 +
 +=== Manually Scheduled vs Auto Scheduled ===
 +  * '​Manually Scheduled'​ is the default for new tasks in MS Project (lower left corner)
 +  * Manually Scheduled tasks show light blue 'pin symbol'​ in Task Mode column
 +  * But Critical Path requires 'Auto Scheduling'​
 +  * Auto Scheduled tasks show blue '​rectangular symbol'​ under Task Mode column
 +  * File -> Options -> Schedule -> New Tasks Created -> Auto Scheduled
 +  * {{engineer-civil:​projectmanagement:​options-auto-scheduled.jpg?​500|Options -> Auto Scheduled}}
 +
 +=== Gantt Chart (Discouraged) ===
 +  * 'Gantt Chart' view is the default in MS Project
 +  * Default does NOT show Critical Path (in red)
 +  * View -> Task View -> Gantt Chart -> Gantt Chart
 +  * Format -> Bar Styles -> Critical Tasks (is unchecked by default)
 +
 +=== Tracking Gantt Chart (Preferred) ===
 +  * '​Tracking Gantt' view shows Critical Path (in red), but only 1 bar
 +  * After project baseline is set, Tracking Gantt will show 2 bars
 +  * Lower bar is gray Baseline Start/​Finish (to be approved by Administrator)
 +  * Upper bar is colored Actual Start/​Finish (and progress tracking)
 +  * View -> Task View -> Gantt Chart -> Tracking Gantt
 +  * Format -> Bar Styles -> Critical Tasks is checked by default
 +  * {{engineer-civil:​projectmanagement:​tracking-gantt-chart.jpg?​500|Tracking Gantt Chart}}
 +
 +=== Entry Table ===
 +  * A table is a set of columns to easily see different sets of data
 +  * Entry Table is the default in MS Project, and used to create your initial schedule
 +  * View -> Data -> Tables -> Entry Table (is checked by default)
 +  * Insert Summary Tasks for major phases (Concept Design, Preliminary Design, etc.)
 +  * Tasks -> Insert -> Summary
 +  * Then add individual tasks
 +  * Link tasks accordingly
 +  * Estimate Duration (number of working days)
 +  * Adjust Start and Finish dates, if necessary
 +
 +=== Create Custom Table (LHTAC Invoice) ===
 +  * MS Project allows you to customize any standard table or create a new table
 +  * View -> Data -> Tables -> More Tables
 +  * Select '​Entry'​ Table, then select Copy, and name it LHTAC Invoice
 +  * Customize the table by '​Hiding'​ and '​Adding'​ columns to only show
 +    * ID
 +    * Indicators
 +    * % Complete
 +    * Task Name
 +    * Duration
 +    * Baseline Start
 +    * Baseline Finish
 +    * Actual Start
 +    * Actual Finish
 +  * {{engineer-civil:​projectmanagement:​tables-lhtac-invoice.png?​500|LHTAC Invoice Table}}
 +  * Select the option Show in Menu -> select OK -> and Apply the table
 +  * {{engineer-civil:​projectmanagement:​create-custom-table-lhtac-invoice.jpg?​500|Create Custom Table (LHTAC Invoice)}}
 +
 +=== Create Custom Table (LHTAC Tracking) ===
 +  * Customize the standard Tracking Table
 +  * View -> Data -> Tables -> More Tables
 +  * Select '​Tracking'​ Table, and select Copy, and name it LHTAC Tracking
 +  * Customize the table by '​Deleting'​ or '​Inserting'​ rows to only show:
 +    * ID
 +    * Task Name
 +    * Actual Start
 +    * Actual Finish
 +    * % Complete
 +    * Actual Duration
 +    * Remaining Duration
 +  * {{engineer-civil:​projectmanagement:​tables-lhtac-tracking.png?​500|LHTAC Tracking Table}}
 +  * Select the option Show in Menu -> select OK -> and Apply the table
 +  * {{engineer-civil:​projectmanagement:​create-custom-table-lhtac-tracking.jpg?​500|Create Custom Table (LHTAC Tracking)}}
 +
 +==== LHTAC Project Tracking ====
 +
 +=== Beginning to Track the Project ===
 +  * 1) Set the project to '​forward planning'​ mode (tasks begin as soon as possible):
 +    * Project -> Properties -> Project Information -> Schedule from -> Project Start Date
 +    * {{engineer-civil:​projectmanagement:​schedule-projectstartdate.jpg?​500|Schedule -> Project Start Date}}
 +  * 2) Set the project baseline:
 +    * Get Administrator approval of CPM, then set Baseline for Entire project
 +    * Project -> Schedule -> Set Baseline -> Set Baseline -> For Entire project (checked)
 +    * Note, if a time extension is approved, then a new Baseline should be set
 +    * {{engineer-civil:​projectmanagement:​schedule-setbaseline.jpg|Schedule -> Set Baseline Snapshot}}
 +
 +=== Baseline Start and Baseline Finish ===
 +  * A baseline is a '​snapshot'​ of project data to compare your project at one point in time to a different point in time
 +  * Baseline Start is the planned start date for a task (new tasks are 0% complete)
 +  * Baseline Finish is the planned finish date for a task
 +
 +=== Actual Start and Actual Finish ===
 +  * Actual Start is the actual start date for a task
 +  * Actual Finish is the actual finish data for a task (100% Complete adds the check mark indicator)
 +  * Both show '​NA'​ until an actual date is entered for a task
 +
 +=== Three Rules for Tracking Your Project ===
 +  * Task started: Actual Start
 +  * Task in progress: Actual Duration, Remaining Duration (Project calculates % Complete)
 +  * Task completed: Actual Finish (MS Project calculated 100% Complete)
 +
 +=== Tracking Methods ===
 +  * 1) Percent Complete only (Discouraged)
 +    * Very simple to use, but does NOT accurately forecast your project schedule
 +    * Assumes Start dates are '​on-schedule'​ for your tasks
 +    * Click on a Task -> Task Information -> General -> Percent complete
 +  * 2) Actual Duration and Remaining Duration (Preferred)
 +    * Slightly more data entry, but accurately forecasts your project schedule
 +    * Accurately calculates % Complete
 +    * Actual Duration is number of actual working days spent on a task
 +    * Remaining Duration is number of remaining working days to complete a task
 +
 +=== LHTAC Tracking Table ===
 +  * LHTAC Tracking Table is used to track Actual Duration and Remaining Duration
 +  * View -> Data -> Tables -> Custom -> LHTAC Tracking
 +  * Entering Actual Duration, Remaining Duration, or % Complete field automatically recalculates the other fields, so enter a value in only one of these fields for a task
 +  * **First, enter Actual Start date of the task**
 +  * **Second**, enter Actual Duration spent on the task
 +    * Remaining Duration and % Complete are automatically calculated by MS Project
 +  * **Third**, adjust Remaining Duration (if necessary)
 +  * % Complete is automatically adjusted by MS Project
 +
 ===== Side Gigs with Microsoft Project ===== ===== Side Gigs with Microsoft Project =====
   * Project Options   * Project Options
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