How to use MS Project for seamless planning
Microsoft Project is widely recognized for its comprehensive features that support detailed project planning, including scheduling, resource management, and budget tracking. However, it has a learning curve and may represent a significant cost, which could be a consideration for individuals or smaller organizations.
If you want a simpler and quicker solution, choose a particular MS Project alternative from this list. If you’re not baffled by difficulties, here is a detailed guide on how to make use of MS Project for effective project planning.
We also suggest familiarizing yourself with an overview of the fundamental features you’ll be using when you start working in the program.
1. Start with a new project
To kickstart project planning in Microsoft Project, begin by creating a project. Opt for “Blank project” for a fresh start and set your project’s start date in the “Project Information” dialog box.
Customize your project calendar to align with working days, hours, holidays, and exceptions. This step is vital for precise scheduling and resource allocation. MS Project includes base calendars for standard project times. Specialized calendars for projects, tasks, and resources derive from these base calendars but can be adjusted.
You can create exceptions in the “Exceptions” tab, specifying non-working periods with names, start, and end dates. This accommodates holidays, events, or unplanned non-working days.
Project calendars adapt to unique schedules, while task and resource calendars consider individual deadlines or availability, like vacations. These calendars combine to shape task scheduling, ensuring alignment with actual constraints and availability.
2. Add tasks to the list
In the task view, jot down all the tasks required to complete your project. The more detail you add, the better your plan will be. MS Project allows you to input various task specifics such as name, duration, start and end dates, predecessors, and resources needed.
Additionally, you may define task types (fixed duration, fixed work, or fixed units), task dependencies, and constraints. These details enhance accurate modeling of the project schedule, resources, and overall plan.
By grouping related tasks under summary tasks or dividing them into phases you will improve organization. These phases can be marked with project milestones by entering tasks with a duration of 0 days. Don’t forget about the possibility of establishing task hierarchy with the work breakdown structure.
3. Set up dependencies
Establish relationships between tasks by linking them. This shows how tasks depend on each other, which is critical for sequencing and scheduling. Different types of dependencies in MS Project will show different order of task completion. Be careful when choosing the right one.
4. Define the resources and assign them
In the “Resource sheet” view, you can list all the people, equipment, and materials needed for your project. To assign resources to tasks in MS Project, just use the “Task form” or “Assign resources” dialog box.
You can specify details such as the type of resource (human, material, or equipment), the units (how much of the resource is allocated to the task), and any specific cost information related to the resource usage. Careful resource allocation allows for detailed planning and tracking throughout the project lifecycle.
5. Assign costs
To assign costs to tasks, start by setting up costs for the associated resources. Navigate to the “Resource Sheet” and input cost details in the “Standard rate”, “Overtime rate”, and “Cost per use” columns for each resource. “Standard rate” applies to regular working hours, “Overtime rate” covers overtime, and “Cost per use” is a fixed cost per resource utilization.
Once resource costs are configured, assign resources to tasks using the “Task Information” dialog box. This automatically allocates costs based on resource rates and task duration. Additionally, you can directly assign fixed costs to tasks unrelated to specific resources.
For resources with variable rates or changes over time, refer to cost rate tables. Open the “Resource information” dialog box by double-clicking a resource in the “Resource sheet.” In the “Costs” tab, input different rates in the cost rate tables (A, B, C, etc.). When assigning resources to tasks, switch between these rate tables as needed.
6. Finalize the schedule
To prepare your schedule, use MS Project’s capability to identify the critical path with the longest sequence of tasks that dictates the project’s duration. This will help in prioritizing tasks and managing deadlines.
7. Lay the basis for tracking progress
MS Project lets you set a baseline to capture your project plan’s initial state. This is essential for comparing planned progression and real progress once the project starts.
To monitor project performance and identify any deviations from the plan, regularly update task progress, including start and finish dates, percentage complete, and actual work done.
Create custom views and dashboards. This will help to keep tabs on important project metrics and also complement the reporting feature of MS Project.
Conclusion
Planning is a crucial phase in the project lifecycle, shaping its outcome. Remember, it’s not a one-time effort but an ongoing process. Regular project reviews are essential to evaluate progress and tackle issues. Be ready to adapt your plan as the project unfolds, involving tasks like resource reassignment, rescheduling, and revising dependencies.
Microsoft Project, a robust tool, can greatly enhance project outcomes when used adeptly. Mastering its features is vital to unlock its full potential for effective project planning and management. Consider exploring MS Project tutorials or courses to broaden your expertise.
