How to create PERT charts in Microsoft Project

One of the tools used by project managers for planning and controlling project tasks is the PERT (Program Evaluation and Review Technique) chart. Here’s a short manual on how to work with PERT charts in Microsoft Project.

The concept of a PERT charts

Program Evaluation and Review Technique, is a project management tool used to plan, schedule, and control large projects. It is particularly useful when the time needed to finish different tasks is uncertain. This technique involves identifying the specific tasks required to complete a project, estimating the shortest (optimistic), longest (pessimistic), and most likely durations for these tasks, and then calculating an average expected time for each task.

By analyzing these tasks and their relationships, PERT charts illustrate the sequence of tasks that determines the minimum project duration. This helps project managers understand which tasks are vital for the project deadline and which ones have flexibility in terms of timing. The technique is widely applied in various fields such as construction, research and development, and IT, offering a visual roadmap for complex projects and facilitating better time management and resource allocation.

While not every progressive alternative to MS Project can boast of this possibility, the project management tool of Microsoft allows users to create and manage PERT charts.

How to create a PERT chart in MS Project?

Put together all project details

Before you can create a PERT chart in Microsoft Project, you need to set up your project. Start by creating a WBS of your project and adding all tasks. You can do it by moving to the “Task Name” column in the Gantt Chart view.

The next important element for each task is duration. You can indicate it in days, weeks, or months. After all, establish task dependencies available in MS Project by linking tasks that are conditioned by the completion of other tasks. It’s as simple as selecting a task, then clicking on the “Task” tab, and using the “Link the selected tasks” button.

Switch to PERT chart view

Go to the “View” tab in Microsoft Project. In the “Task views” group, click on “Network Diagram”. This will switch your current view to a PERT chart, displaying your project tasks as a network of nodes.

Note that while MS Project is capable of generating network diagrams that visualize tasks and their dependencies, it does not directly support the creation of PERT charts. You can use MS Project to assist in creating a PERT chart by manually calculating the durations and then using those calculations to input durations for tasks within MS Project. That is why it is important to not skip the first step.

Customize a PERT chart

Microsoft Project allows you to customize the chart to better suit your project management needs.

For example, you can change the layout. All you have to do is right-click on any part of the chart and select “Layout…”. That way you will be able to change the appearance of the PERT chart. Particularly, adjust the spacing, alignment, and layout of nodes.

For an improved visualization, you can also format nodes. These include possibilities to change the shape, color, and border of the nodes that represent different types of tasks or task statuses. Just right-click on a node and select “Box Styles” to format individual tasks.

Analyze a PERT Chart

Since the main purpose of this chart is to assist in evaluation and estimation, this possibility is, for sure, the most important one. Once you set up the PERT chart for a project, you can analyze its timeline and identify critical paths.

A critical path is a flow of tasks that can affect the project’s completion time. These tasks cannot be delayed without affecting the project’s completion time. To find it, you have to calculate the earliest start time, latest start time, earliest finish time, and latest finish time for each task. These calculations begin from the start point of the project towards the end (forward pass) and then from the end to the start (backward pass).

Once you have a critical path clearly defined on a chart, it is easier to adjust the durations of certain tasks and shorten the project timeline.

Monitor and update

As your project progresses, you will need to update your PERT chart to reflect the current status of tasks. As far as tasks are completed, update their status in the Gantt Chart view. This will be automatically reflected in the PERT chart.

You can always go back and review the PERT chart to identify any potential delays or problems and adjust task durations and dependencies as needed to stay on track.

When do you need a PERT chart?

Do you have doubts if you have to use a PERT chart at all? Here is a list of cases when it can be particularly useful for your project:

1. If you work with projects with a high level of complexity and many interdependent tasks. The chart will help to identify the critical path and understand the impact of delays in any task on the overall deadline.

2. When time estimates are not clear. Following the technique’s guidelines, you can use three time estimates (optimistic, most likely, and pessimistic) for each task and calculate a weighted average as the expected time for task completion.

3. When projects have fixed deadlines, a PERT chart can be instrumental to ensure that the project stays on track. With the help of the critical path, project managers can allocate resources and adjust timelines to stick to these deadlines.

And what about the industries? Overall, it can be used in any field, but these three are the most common:

1. Research and Development projects. These projects often include exploratory tasks with uncertain outcomes and durations. In such cases, a PERT chart proves invaluable for planning and adapting schedules as the project unfolds and more information becomes accessible.
2. Engineering and Construction projects. Characterized by a series of tasks that must be executed in a specific order, these projects benefit from a PERT chart, aiding in the planning and coordination of tasks.
3. Event planning and Organizational change projects. Utilizing a PERT chart in these scenarios offers support in sequencing activities, resource allocation, and timeline management.

Conclusion

Using PERT charts in Microsoft Project is an effective way to plan, monitor, and control the various tasks involved in a project. By following the steps outlined in this guide, project managers can leverage the power of PERT charts to ensure that their projects are completed on time and within budget. Remember, the key to effective project management is not just in planning but also in regular monitoring and adjustment based on project progress.