Systemation Presents. Microsoft Project Version 1.5

Transcription

1 Systemation Presents Microsoft Project Version 1.5

2 2005 by Systemation. ALL RIGHTS RESERVED. No part of this book may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying or recording, or by any information storage or retrieval system, or otherwise, without written permission from Systemation. For permission or more information, please send requests to Systemation. All brand names, product names, and trademarks are owned by their respective companies and referred to herein for identification purposes only. For general information on other Systemation products and services, please contact us at , or visit our website at South Pontiac Way Denver, CO USA Telephone:

3 Table of Contents Introduction... 1 Introduction... 2 Planning... 3 Execution... 4 Control... 5 Closing... 6 Workshop Logistics... 7 Workshop Materials... 8 Getting the Most Out of the Workshop... 9 Exercise Introduction and Value Overview Introduction Structure Graphical User Interface Options Company Calendar Exercise Company Calendar Summary Interactive Extra Getting Started Introduction Templates Entering and Altering Task Information Exercise Getting Started Summary Interactive Extra Assigning Resources Introduction Resource Sheet... 59

4 Exercise Assigning Resources Summary Interactive Extra Sequencing Introduction Types of Logic Methods Exercise 5 Sequencing Summary Interactive Extra Scheduling Introduction Resource Calendar Activity Duration Estimates Constraints Deadlines Lags and Leads Timescale Zoom Exercise 6 Scheduling Summary Interactive Extra Budgeting Introduction Resource Costs Material Resources Exercise 7 Spend Plan Resource Spend Plan Summary Interactive Extra Validating the Schedule Introduction Tasks Milestones Constraints Task Type Exercise 8 Validating the Schedule Summary Interactive Extra Saving a Baseline Introduction Baseline Savings Gantt Chart Wizard Exercise 9 Saving a Baseline Summary Interactive Extra

5 Kick Off Meeting Introduction Standard Reports Exercise 10 Sharing Information Summary Interactive Extra Updating the Schedule Introduction As Scheduled Percent Complete Entering Actual Start and Actual Finish Dates and Duration Collecting Actual Effort Exercise 11 Updating the Schedule Summary Interactive Extra Time Variance Introduction Time Variance Milestone Reporting Columns with calculations Exercise 12 Time Variance Milestone Trend Report Summary Interactive Extra Introduction Project Summary Exercise 13 Cost Variance Summary Interactive Extra Closure Saving Templates Saving the Customized Items Summary Summary Summary Planning Section Execution Section Control Section Closing Section Appendices Reference Material Glossary Keyboard Commands Keyboard commands for accessing toolbars Keyboard commands for navigating views and windows Keyboard commands for opening, saving, and closing files Keyboard commands for outlining a project

6 Keyboard commands for selecting and editing in a dialog box Keyboard commands for selecting and editing in the entry bar Keyboard commands for selecting and editing in a sheet view Microsoft Project Specifications

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9 Module 1 1 Introduction Module 1 Introduction

10 2 Module 1 Introduction Introduction Welcome to Microsoft Project This Workshop will instruct participants on how they can use Microsoft Project to support their project management efforts. To accomplish the goal of the Workshop twelve topics within four process groups of the project management process (figure 1) will be covered. Planning Getting Started Assigning Resources Sequencing Scheduling Budgeting Validating the Schedule Saving a Baseline Execution Kick Off Meeting Updating the Schedule Control Time Variance Cost Variance Closing Creating a Template The Workshop begins with a brief overview of the structure and the basic set up of Microsoft Project.

11 Module 1 3 Introduction Planning Following the Introduction under the process group of Planning, the workshop will cover: Getting Started: Getting Started will include accessing templates, entering project information, entering project properties, how to add tasks, how to add milestones, and creating helpful notes to support an understanding of each task. Assigning Resources: In Assigning Resources all the necessary information to assign people to tasks in the project will be set up. Sequencing: Sequencing will cover how all of the tasks relate to each other. Scheduling: Scheduling will look at resource calendars, timescale, constraint, deadlines, and other factors that help determine when tasks can happen - allowing for the creation of a schedule cost to the project. Budgeting: In Budgeting a cost picture of the project will be created. Validating the Schedule: In Validating the Schedule reports will be used to critically analyze the schedule to ensure that project goals are accomplished. Saving a Baseline: Once the schedule has been validated the baseline will be saved. The baseline is critical for executing and controlling the project. A look at different approaches to viewing the schedule with regard to baseline and actual comparisons will be covered.

12 4 Module 1 Introduction Execution Moving into the Execution Process, communication with the team and keeping the schedule up to date will be covered in the following sections: Kick Off Meeting: In this section standard Microsoft Project reports, and creating custom reports will be reviewed. Updating the Schedule: With the work underway, a procedure for capturing the actual activity needs to be developed. In Updating the Schedule several options for updating the schedule will be reviewed.

13 Module 1 5 Introduction Control Controlling the project starts after the schedule has been updated with actual information. Time Variance: Time Variance reports will be used to discover the difference between what was planned and what is actually happening. Once differences have been discovered ways of compensating for these variances will be discussed. Cost Variance: In this section the goal is the same as the previous section, but rather than concentrating on time, the focus is on cost.

14 6 Module 1 Introduction Closing Saving a Template: In Saving a Template creating a template from a previous project will be reviewed. At the end of the Workshop there will be a quick review of the material covered. Before any of that however, some workshop logistics need to be established and some introductions made.

15 Module 1 7 Introduction Workshop Logistics Use the following table to record the logistics for this particular workshop. Facilitator: Facilitator Duration: Start/End Times: Lunch (approx.): Breaks: Facilities:

16 8 Module 1 Introduction Workshop Materials To support the Workshop each participant will receive the following: Workshop manual Case project documents and worksheets Appendices to the workshop manual Recommended Reading Glossary Index This material is intended to act as a guide while in the workshop and provide support after returning to the working environment. Some Conventions Text in this font is an instruction related to doing something in Microsoft Project. If the text is in the same font as above, but italicized as well then it is a file name. This should be obvious as a file extension will be included in the name. Often the text will have a few commands that are separated with a / indicating that a series of selections are being made.

17 Module 1 9 Introduction Getting the Most Out of the Workshop In order to get the most out of the workshop consider the following guidelines: Keep an open mind Respect the views of others Participate Ask questions at any time Put aside other work and problems Avoid outside interruptions Please avoid using cell phones and pagers in the classroom Have fun

18 10 Module 1 Introduction Exercise 1 Introduction and Value Overview If I am getting the most out of the workshop what am I getting? On the previous page we reviewed how to get the most out of the workshop. The question is why is that worth doing, and what do you want to accomplish with the knowledge? After introducing yourself, finish this sentence, A good understanding of Microsoft Project will enable me to

19 jdjdjdjdjdjdjd Overview

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21 Module 2 11 Overview Module 2 Overview

22 12 Module 2 Overview Introduction This section looks at the structure of Microsoft Project. Additionally, some set up of Microsoft Project will be done to support the organization and the project management effort.

23 Module 2 13 Overview Structure Microsoft Project stores data in fields, also called columns. The fields are identified as task fields or resource fields. Task Fields The following are the task fields in Microsoft Office Project 2003, several of these represent multiple fields (e.g. Cost1-10 are 10 fields for cost data). Actual Cost fields Actual Duration (task field) Actual Finish fields Actual Overtime Cost fields Actual Overtime Work fields Actual Start fields Actual Work fields ACWP fields Assignment Delay fields Assignment fields Assignment Units fields Baseline Cost fields Baseline Duration (task field) Baseline Finish fields Baseline Start fields Baseline Work fields Baseline1-10 Cost fields Baseline1-10 Duration (task fields) Baseline1-10 Finish fields Baseline1-10 Start fields Baseline1-10 Work fields BCWP fields BCWS fields Complete Through (task field) Confirmed fields Constraint Date (task field) Constraint Type (task field) Contact (task field) Cost fields Cost Rate Table fields Cost Variance fields Cost1-10 fields CPI fields Created (task field) Critical fields CV fields CV% fields Date1-10 fields Deadline (task field) Duration (task field) Duration Variance (task field) Duration1-10 fields EAC (task field) Early Finish (task field) Early Start (task field) Earned Value Method (task field) Effort Driven (task field) Enterprise Cost1-10 fields Enterprise Date1-30 fields Enterprise Duration1-10 fields Enterprise Flag1-20 fields Enterprise Number1-40 fields Enterprise Task Outline Code1-30 (task fields) Enterprise Text1-40 fields Estimated (task field) Expected Duration (task field) Expected Finish (task field) Expected Start (task field) External Task (task field) Finish (task field) Finish Slack (task field) Finish Variance fields Finish1-10 fields

24 14 Module 2 Overview Fixed Cost fields Flag1-20 fields Free Slack (task field) Group By Summary fields Hide Bar (task field) Hyperlink fields Hyperlink Address fields Hyperlink Href fields Hyperlink SubAddress fields ID fields Ignore Resource Calendar (task field) Indicators fields Late Finish (task field) Late Start (task field) Level Assignments (task field) Leveling Can Split (task field) Leveling Delay fields Linked Fields fields Marked (task field) Milestone (task field) Name fields Negative Slack (task field) Notes fields Number1-20 fields Objects fields Optimistic Duration (task field) Optimistic Finish (task field) Optimistic Start (task field) Outline Code1-10 fields Outline Level fields Outline Number (task field) Overallocated fields Overtime Cost fields Overtime Work fields Percent (%) Complete fields Percent (%) Work Complete fields Pessimistic Duration (task field) Pessimistic Finish (task field) Pessimistic Start (task field) Physical Percent (%) Complete (task field) Predecessors (task field) Preleveled Finish (task field) Preleveled Start (task field) Priority fields Project fields Recurring (task field) Regular Work fields Remaining Cost fields Remaining Duration (task field) Remaining Overtime Cost fields Remaining Overtime Work fields Remaining Work fields Resource Group fields Resource Initials fields Resource Names (task field) Resource Phonetics (task field) Resource Type (task field) Response Pending fields Resume (task field) Rollup (task field) SPI fields Start fields Start Slack (task field) Start Variance fields Start1-10 fields Status (task field) Status Indicator (task field) Stop (task field) Subproject File (task field) Subproject Read Only (task field) Successors (task field) Summary (task field) Summary Progress (task field) SV fields SV Percent (%) fields Task Calendar (task field) TCPI (task field) TeamStatus Pending fields Text Above (task field) Text1-30 fields Total Slack (task field) Type fields Unique ID fields Unique ID Predecessors (task field) Unique ID Successors (task field)

25 Module 2 15 Overview Update Needed fields VAC fields WBS fields WBS Predecessors (task field) WBS Successors (task field) Work Contour fields Work fields Work Variance fields Resource fields The following are the resource fields in Microsoft Office Project Accrue At (resource field) Actual Cost fields Actual Finish fields Actual Overtime Cost fields Actual Overtime Work fields Actual Start fields Actual Work fields ACWP fields Assignment Delay fields Assignment fields Assignment Units fields Available From (resource field) Available To (resource field) Base Calendar (resource field) Baseline Cost fields Baseline Finish fields Baseline Start fields Baseline Work fields Baseline1-10 Cost fields BCWP fields BCWS fields Can Level (resource field) Code (resource field) Confirmed fields Cost fields Cost Per Use (resource field) Cost Rate Table fields Cost Variance fields Cost1-10 fields CV fields Date1-10 fields Duration1-10 fields Address (resource field) Enterprise Base Calendar (resource field) Enterprise Cost1-10 fields Enterprise Date1-30 fields Enterprise Duration1-10 fields Enterprise Flag1-20 fields Enterprise Number1-40 fields Enterprise Required Values (resource field) Enterprise Required Values (resource field) Enterprise Resource Outline Code1-29 fields Enterprise Team Member (resource field) Enterprise Text1-40 fields Enterprise Unique ID (resource field) Finish (resource field) Finish1-10 fields Flag1-20 fields Generic (resource field) Group (resource field) Group By Summary fields Hyperlink fields Hyperlink Address fields Hyperlink Href fields Hyperlink SubAddress fields ID fields Inactive (resource field)

26 16 Module 2 Overview Indicators fields Initials (resource field) Leveling Delay fields Linked Fields fields Material Label (resource field) Max Units (resource field) Name fields Notes fields Number1-20 fields Objects fields Outline Code1-10 fields Overallocated fields Overtime Cost fields Overtime Rate (resource field) Overtime Work fields Peak fields Percent (%) Work Complete fields Phonetics (resource field) Project fields RBS fields Regular Work fields Remaining Cost fields Remaining Overtime Cost fields Remaining Overtime Work fields Remaining Work fields Response Pending fields Standard Rate (resource field) Start fields Start1-10 fields SV fields Task Summary Name fields TeamStatus Pending fields Text1-30 fields Type fields Unique ID fields Update Needed fields VAC fields Windows User Account (resource field) Work Contour fields Work fields Work Variance fields Workgroup (resource field)

27 Module 2 17 Overview Table Tables are created as a subset of the data as task or resource tables. Certain fields are arranged together for a purpose. For example the task entry table brings together task fields that could be useful for entering project data. View Since this dual table structure does not convey information in a useful way the interface for Microsoft Project is a view. A view is a subset of the available data (task, or resource) and could be a graph (e.g. resource graph), a chart (e.g. Gantt chart), a form (e.g. task form), a table (a selection of fields, task or resource), or a combination of these components that are grouped and filtered to the user s liking.

28 18 Module 2 Overview Graphical User Interface When first opened, Microsoft Project reveals the interface below (if you are reading you can follow along by opening Microsoft Project). Anyone who has used a Microsoft product will be familiar with the menu bar and the toolbars as they are like the rest of the Microsoft Office Suite of tools (some of the toolbar content is unique). For enhanced synergy with the Office Suite the Getting Started pane comes up when the software is opened. The pane includes Getting Started, Search, Help, and New Project. Getting Started has connections to office online and previously saved files available to be opened. Search performs searches in Microsoft Office Help, training, and templates. Help can connect to a great many locations for aid; many of the help connection are through the internet. New project connects to template or allows a new project to be generated from a blank project or a previous project. Closing the Getting Started pane initiates the opening of the project guide pane which offers hints on setting up starting with tasks, then resource followed by track and finally report. Each of these panes offers guidance on using the tool. An additional element of the interface is the view bar for quick changes between views. If the view bar is not visible click View / View Bar. The view is unique to Microsoft Project but is made up of fairly straightforward pieces. The table area is a grouping of fields, and the screen area can contain any of the elements listed below. The default view includes the Gantt chart in the screen area. Screen Options Calendar Resource Graph Task Form Gantt Chart Resource Name Form Task Name Form Network Diagram Resource Sheet Task Sheet Relationship Diagram Resource Usage Task Usage Resource Form Task Details Form

29 Module 2 19 Overview Menu Bar Toolbars Timescale Project Bar Gantt Chart Entry Bar Getting Started Table Pane Indicator View Bar A combination view creates a second, lower pane. The lower pane functions like a second view area, but is limited with regard to the information it can display. The lower pane only shows information with regard to the task (or resource) highlighted in the table above. An indicator bar (darker for active) shows which pane is active. To eliminate the lower pane in the current view select Window / Remove Split. To add the lower pane in the current view select Window / Split.

30 20 Module 2 Overview Adding the lower pane while using a task view makes the task form come up by default. Adding the lower pane while using a resource view makes the resource form come up by default.

31 Module 2 21 Overview Options As with most software there are a great many options to be set. Selecting Tools / Options brings up a dialogue box with eleven tabs; View, Schedule Save, General, Calculation, Interface, Edit, Spelling, Security, Calendar, and Collaboration. View Within the view tab a default view can be chosen from the views available, and the date and currency format can be modified. Adjustments can be made to various aspects of how the project interface appears, and how the project links to other projects. See the figure below for all the possible changes.

32 22 Module 2 Overview Schedule Details with regard to the scheduling functions can be adjusted through the schedule tab.

33 Module 2 23 Overview Save Under the save tab file locations and types can be set. There is also an auto save feature.

34 24 Module 2 Overview General The length of the recent file list and user name are some of the items that can be modified through the General tab. A default resource rate can be added, and the amount of help the user receives from the Planning Wizard can be set.

35 Module 2 25 Overview Calculation In order for Microsoft Project to provide the graphical representations and populate fields with data, calculations need to be done. The calculation options allow the user to decide if the calculating should be automatic, or manual

36 26 Module 2 Overview Interface The Interface tab is about using the project guide, and includes the ability to get indicator messages when changing certain fields.

37 Module 2 27 Overview Security and Spelling The options under the Spelling, and Security are very straight forward. The Spelling tab options are about which fields to check and how, and Security options set the macro security levels and offers the possibility of removing file properties when saving a file. Edit The Edit tab has basic options for editing and options for how time units, and hyperlinks appear.

38 28 Module 2 Overview Collaborate The Collaborate tab has options relating to the use of Microsoft Office Project Server. Calendar The options on the calendar tab allow changes to the day of the week the calendar starts on and the default start and end time for tasks. The number of hour per day and week can be modified as can the number of days per month. These options should reflect organizational norms or policies.

39 Module 2 29 Overview Company Calendar Separate from the calendar options a calendar specific to the organization can be set up and then used in all projects saving the step of creating the calendar each time. The official start and end to the day sets up boundaries in which to schedule the work that needs to be done. Once a company-specific calendar is created then each resource can use that to establish their personal calendar. Click on Tools / Change Working Time to open the calendar.

40 30 Module 2 Overview With the Change Working Time dialogue box open to create a new base calendar: 1. Click New to get the Create New Base Calendar Dialogue box 2. Type in a name for the calendar 3. Check the button Create new base calendar 4. Click OK Now that the Calendar exists the relevant information needs to be added. Right clicking on any day will allow changes to that day. Right clicking on a day of the week will allow changes to that day of the week going forward and looking back. Days can be marked as holidays by making them nonworking time, or the available hours can be modified. Highlight to change an individual day Highlight to change all Fridays Make the time nonworking time Modify the working hours The options button takes us to the calendar options as described previously. Note: The default times under options do not communicate with the calendar.

41 Module 2 31 Overview Exercise 2 Company Calendar Overview Having a standard calendar reflecting dates important to the organization at the start of each project saves a lot of potential rework. Objectives The purpose of this exercise is to: Practice creating a calendar for the organization Become familiar with Microsoft Project s user interface Materials On the following page you will find a memo outlining the significant dates for the organization. In the memo you will find a description of the company s standard hours and statutory holidays needed to create the calendar. Instructions 1. Read the Memo 2. Review the Calendar Information 3. Create the Calendar (Name the Calendar Our Company ) o Change the Standard times o Add the Holidays 4. Save the File as Calendar.mpp

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43 Module 2 33 Overview Summary This section covered: The basic structure of Microsoft Project How to create a calendar

44 34 Module 2 Overview Interactive Extra The next section starts with a look at the templates that come with Microsoft Project. Besides the templates that come with Microsoft Project there are may places to find more or get some guidance in creating a template. Finding a template is only part of using the template, an understanding of the methodology that supports using the template is needed to be effective. Rules need to be defined for using Microsoft Project and different organizations will develop different rules. Many sources exist for templates; enter the keywords Microsoft Project templates into any search engine and a great number of template examples can be found. Microsoft Office Online has many templates and other supporting information as well and getting to Microsoft Office Online is now built into the getting started task pane.

45 Module 2 35 Overview Once connected to Microsoft Office Online, searching project in the template section will yield many results.

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47 jdjdjdjdjdjdjd Time Variance

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49 Module Time Variance Module 12 Time Variance

50 Module Time Variance Introduction When focusing on the time side of the triangle, the goal is to delivery the product or service on time, by the deadline. This is often a side of the triangle that gets a lot of attention. This chapter will focus on the factors that are relevant to manage time and what information they reveal with regard to the time performance of the project. The section includes: What to report as time variance How to report time variance through custom fields Analyzing time variance

51 Module Time Variance Time Variance What should be reviewed to assess time variance? What is the most important element of time, or what variance is of the most concern? Customarily the most important time variance to be aware of is the baseline to schedule variance on the project completion milestone. What is next? Time means the focus is on dates. As task dates are an option, would it be meaningful to compare all the scheduled task dates to the baseline dates? For many tasks a variation may not be important. Most projects have many tasks so the reporting would be very long. Therefore it would not be meaningful to compare the scheduled and baseline dates for all the tasks. What about focusing on the critical path if the task level is not appropriate for reporting? First it does not decrease the reporting burden greatly over reporting by task, and secondly the critical path changes throughout project execution. Reporting on different groups of tasks weekly may raise more questions than it resolves. Time reporting should use an assessable time measure that is consistent, focused (not too many data points) and reflects the performance of the project.

52 Module Time Variance Milestone Reporting Using the project milestones to create reports gives focus and consistency to the reporting and keeps the amount of detail at an appropriate level. It is easy to identify milestones that are of interest to the stakeholders and add them into the report. For the Milestone report to be useful the following details need to be added: Milestone ID Milestone Name Baseline dates Scheduled dates Baseline and Schedule Variance Status When creating a table for the Milestone report, variance is not an option.

53 Module Time Variance Columns with calculations Since there is not a field with the information that is needed it must be created. Click on Insert / Column to bring up all the available columns. The number columns allow a number to be entered in the column as opposed to data, or currency.

54 Module Time Variance An equation needs to be defined to generate the variance information, so click on Tools / Customize / Fields to define what will be in the field. There are several options. Creating a formula will allow the generation of information for variance.

55 Module Time Variance Creating a formula is simple. All of the fields and functions can be selected from the drop-down menus. To calculate variance the Baseline Finish is subtracted from the (Scheduled) Finish. A negative variance would mean the milestone is ahead of schedule and a positive variance means a delay.

56 Module Time Variance Once the table is created the report can be formatted with the new table and the milestone filter that already exists.

57 Module Time Variance Exercise 12 Time Variance Overview Often projects feel as though they are running late and understanding how late does not occur until the deadlines have past. Updating the schedule will give a clear picture of how late a project might be before the deadlines are past giving the project team an opportunity to get back on schedule. Objectives The purpose of this exercise is to: Identify time variances after updating the schedule. Interpret the time variances to create reports. Materials The file from the previous exercise, NPDActual.mpp, has the first week of information entered. The Milestone Variance Reports developed in this module will be needed. On the following page the Milestone Trend Report has space to record the milestone variances for the first three weeks of the project. On the last page of the exercise are the work updates for Week 2 and Week 3. Instructions 1. Generate a copy of the Milestone Variance Report for Week 1 of the project (it should match the copy in the book). 2. Update the schedule for Week Create a Milestone Variance Report for Week Add the information in the Milestone Trend table. 5. Update the schedule for Week 3 6. Create a Milestone Report for Week Add the information in the Milestone Trend table. 8. Report on how the project is progressing. Tips and Tricks Remember to reschedule uncompleted work after each weekly update.

58 Module Time Variance Milestone Trend Report Milestones Variance Week 1 Week 2 Week 3 Project Start 0 Product Screening Stage Complete 4 Investigation Stage Complete 1 Development Stage Complete 3 Pilot Stage Complete 1 Project Complete 1 Project Update How is the project progressing?

59 Module Time Variance Week 2 Update Task Effort Resource Remaining 10 Jan 11 Jan 12 Jan 13 Jan 14 Jan Gather information required for go/no-go decision Karen Salandu Prepare product screening stage presentation Tom Morton Develop product investigation plan Philippa McConnell Tom Morton Evaluate the market Robert Brooks Remember to update the un-started work to the next period. Week 3 Update Task Effort Resource Remaining 17 Jan 18 Jan 19 Jan 20 Jan 21 Jan Prepare product screening stage presentation Tom Morton Present to review committee Tom Morton Philippa McConnell Remember to update the un-started work to the next period.

60 Module Time Variance Summary This section introduced factors with regard to reporting the time performance of the project including what to report and how. Also included was an analysis of the time variance.

61 Module Time Variance Interactive Extra Project Guide Reporting The reporting section of the project guide can be used to look at variances.

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65 Module Cost Variance Module 13 Cost Variance

66 Module Cost Variance Introduction The cost side of the picture is probably the least developed approach and often very important to senior members of organizations. Understanding the performance of cost, time, and scope will help us understand the project and enable the team to make decisions that are beneficial to the project. There are many ways of looking at cost data, but it takes a combination of views to come to the right conclusions.

67 Module Cost Variance Project Summary It is useful to start with the big picture and the Project Summary has the top level details. The Project Summary is an overview of the time, cost and scope measures. This report was developed for Microsoft Project and the only modification possible is the font. Time is represented as duration, cost is cost, and task status gives us some idea of the scope performance.

68 Module Cost Variance Other reports with regard to cost include the Cash Flow report, Budget, Overbudget Tasks, and Overbudget Resources. The Cash Flow report shows information with regard to weekly resource costs. The report reflects the cost field and as such does not contain any baseline information or comparisons. It does show which resources will be active in the upcoming weeks.

69 Module Cost Variance The Budget Report gives all the relevant cost information for the tasks. It includes Total Cost, Baseline Cost, Actual Cost, Remaining Cost, and Cost Variance. The report also totals all the columns, and sorts from highest cost to lowest.

70 Module Cost Variance The Overbudget Tasks report is a subset of the budget data and only focuses on tasks where the total cost has exceeded the baseline cost. As with the Budget report it includes Total Cost, Baseline Cost, Actual Cost, Remaining Cost, and Cost Variance. The report is sorted from the largest overbudget cost variance to the smallest.

71 Module Cost Variance The Overbudget Resources report is similar to the Overbudget Task report with a focus on the resources where the total cost has exceeded the baseline cost. As with the Budget report it includes Total Cost, Baseline Cost, Actual Cost, Remaining Cost, and Cost Variance. The report is sorted from the largest overbudget cost variance to the smallest.

72 Module Cost Variance Exercise 13 Cost Variance Overview Understanding the impact of costs on the project will support solid decision making. Neglecting to manage costs will make dealing with change very difficult. Objectives The purpose of this exercise is to: Use the information from Microsoft Project to determine if project costs are under control, and propose solutions if costs are out of control. Materials New Product Development Module 13.mpp. Use the file to generate Project Summary, Budget Report, Overbudget Tasks Report, Cash Flow Report, and Resource Information. Worksheets including tables to organize data, and space to provide solutions. Instructions 1. Open the file, and review the cost reports 2. Transfer report data to the tables 3. Identify the variance 4. Recommend solutions.

73 Module Cost Variance Project Summary Get Information from Project Summary Report Check One ( ) Duration (days) Work (hours) Cost ($) Tasks Actual Schedule % Complete Good Neutral Bad Total # Complete % Complete Budget Get information from Budget Report Underbudget Tasks Task ID Baseline Cost Actual Cost Variance Resource Overbudget Tasks Task ID Baseline Cost Actual Cost Variance Resource Total

74 Module Cost Variance Cash Flow What resources are busy in the next period?... How big is the cost variance and how would you bring the cost back under control? (Be specific including tasks and resources affected by the proposed solution)......

75 Module Cost Variance Summary In this module the challenge was to use information with regard to cost to understand what is happening with the project. Enough detail was needed to be uncovered to recommend solutions that would bring the project back under control.

76 Module Cost Variance Interactive Extra Since the last section was a little intense this extra is going to look at a fun way to monitor the project. When creating customized fields there is a choice of showing the data or using a graphic to display the information. Below the graphical display was used to give some information with regard to whether tasks are on budget, over budget, or under budget.