How To Create S-Curve by MS Project 131003

UEC-MSP-001 Rev.
: 00 / 05-09-2013
Author: Ong-Art S. Factory AVP 1
Sample of Visual in excel
Author: Ong-Art S. Factory AVP
Guide line
This article is to explain Project Management Concept as a quick reference through step by step guidance using MS Project 2013 The targeted audience is a beginner to the project management and experienced with MS Project in early version, such 2007 or 2010
Table of Contents
1. 2. 3. 4. 5. 6. 7. 8. 9. Start Project Plan the Tasks Assign resources Project Baseline set up Update progress Forecast Information Step by Step to S-Curve Step by Step Export Data to Excel (Visual Report) Close Project
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Step-1: Start Project

Prior to start the project planning, Project manager should be identified, who can set up a project plan in MS project 2013
1. Create a new Project File To create a new blank project in Project, click the file tab. Click new

2. Set project start date Go to Project tab. Click Project information

3. Define Project Calendar Go to Project tab. Click Change Working time

4. Save the Project file Go to Tab file, select save as with Project Name or Job Order running number
Step-2: Plan the Tasks

In the planning stage, we need to achieved projects goals. To do this, we have to identify the projects milestone, deliverables and tasks. This plan can be use work breakdown structure (WBS).

1. Enter Task Click View tab. In the Task View groups, click Gantt Chart. In the Task Name fields, enter tasks.
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2. Decide how you want to Schedule Task In Project 2013, we can schedule tasks manually or automatically. Select schedule method after enter a new tasks by clicking in the Task Mode column:Note: New Tasks manually set by default in Option Tab
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3. Outline Tasks Create task hierarchy including tasks and milestones under summary task, which can be represent phase or other work divisions. Click the Task tab. In the Schedule group select Indent or Outdent button Tip: if you created a summary task with duration, start or finish date, then the tasks that fall under the summary task will not be rolled up to this summary tasks.
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4. Enter Durations Click the Duration field for a task and enter a Duration. Two way to entering a duration: Mutually Schedule task A number or text like Tomorrow or Next after roll shell etc. Auto Schedule task Number only, 3d=3 Days, 0d=milestone, 6? is an estimate duration. Note: Both can selected in the Task Mode

5. Link Tasks to show relationships Click the Task tab, in the View Group click Gantt Chart. Select the tasks that you want to link then click the Link Tasks button in the Schedule group, or move a mouse to bar chart press and drack down to tasks that you want to link. To change the default Finish-to-Start (FS), double click the link line and change.
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Step-3: Assign Resources

Assignments are the associations between specific tasks and the resources needed to completed them. We can assign more than one resources to a tasks. We can assign work resources (People), material (pipe/shell etc.) and cost (THB) to tasks.
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1. Add Resources Click the Task Tab, in the Views dropdown to Project list select Resources Sheet. In the Resources Name filed, type the name of resources that well use in this project.
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2. Assign Resources to Tasks In the Resources Tab, Click Assign Resources the click resources name then click assign
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3. Enter the Work After assign a resources to the Tasks, work Hours spending hours automatically show in a Work. If PM on Tasks prefer control a Working hours, it can be change in in Work Field. Entering Work reflects real world scheduling. Go to Gantt Chart, right click on column then click Insert Columns type "WORK to select the Work Columns
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4. Know the Work After Assign a resources to Tasks, MS Tasks Type Project determine how to schedule the tasks based on the tasks type.(Manually tasks dont use task type) durations may change as we assign resources to tasks. How tasks types work Work, duration and unit are determined by formula:Work =Duration x Units
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In a
Fixed units tasks Fixed work tasks Fixed duration tasks
If we revised Work
Duration changes Duration changes Units change
If we revised Duration
Work changes Units change Work changes
If we revised units
Duration changes Duration changes Work changes
To set a default task type for the entire project, click the options. Go to Schedule group, in the default task type box shown fixed units as a default, we can change to Fixed Duration or Fixed Work To change the task type for an individual, go to tasks tab in properties group click information or to tasks name double click it will appear.

5. Identify factors We can use MS Project 2013 to help for effecting task understanding how changes one task can schedules effect the rest of the project. Click the task tab then in the Schedule group click Inspect Task. A pane opens on the left showing the factors that affect the scheduling of selected task. Or double click in tasks name.
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Step-4: Set the Project Baseline

Create a baseline or interim plan is to compare between plan and actual. Saving baseline plan enables to identify and solve discrepancy and plan more accurately for similar future projects.
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Step-4: Set the Project Base Line

1. Save the baseline plan After the plan is solidly in place for the finish date, budget and scope, we can submit a plan for approval. Once it has been approved, save the baseline plan. Click the Project tab, in Schedule group click Set Baseline
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2.View baseline data in Gantt Chart views
Name
Base Plan (Custom)
In Gantt chart view, move a mouse to gantt area, right click and select Bar Style.
Show for Task
Select Normal
Appearance
Select bar shave and color
Row
2 or 3
From
Baseline Start
To
Baseline finish
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3. View Baseline in a Table Go to View tab, in Data group click to Table and select Variance or insert columns with custom field.
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Step-5: Update Progress

Updating the progress is the only way to ensure it stays on tracks as work is performed. The focus at this point is on managing changes, updating the schedule, tracking progress and communicating project information. MS Project 2013 tracks 3 sets of date: Current, Baseline and Actual. When we set the baseline, current = baseline. when a task is 100% complete, current=actual.

1. Manage Change Managing changes involves modifying duration, date, dependencies, resource assignment or tasks based on requested changes or new information. Keep the current fields up to date and compare to baseline.
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2. Track actual Its the best to decide on a single method date and duration for tracking progress. We can enter percentage complete, actual start and finish dates, actual remaining durations or actual and remaining work. Click the Task tab, select the task that we want to enter actual progress. In the Schedule group select the amount of progress done on the tasks. Default: 0%, 25%, 50%, 75%, 100% Note: we can put a number direct to %Complete field

3. Track Actual Hours and Cost If we want to enter actual and remaining work hours or costs, use tracking table. Click View tab, in Data group point Table and select Tracking. Enter progress data in the Act. Work or Act. Cost field for the task. Program is determine if we put the actual start and actual finish or % Complete.
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Step-6: View Report Information

MS Project 2013 provide many ways of built in report, but for us we have to create a customize report by using S-Curve Reports.
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1. Select a View MS Project 2013 has old and new views to help you to see project information and report it to others. Click the View Tab, in either the Task Views group or Resources Views group, select the view you want to use. Therere many view but most usful ones include: Team planner View Timeline View Gantt Chart View Calendar View
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2. Customize a View Select the view you want to customize and then on the Format tab click the type of view element you want to change, such as the bar style on the Gantt Chart or gridlines and time scales of any views. Tips & Tricks, if you want to filter, sort or group tasks prior to printing, click the View tab and then in the Data group, click sort, Filter or Group options.
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3. Print a View or Set up the current view that we want it to Report look when printed. Click the File Tab and then click Print. A preview part of the view to see the actual size of the view as it will be printed.
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4. Generate a Report In Report tab has many report to view information of project but were intent to create the S-Curve by using MS Project as a tools, well focus on how to do it. Click the Report tab, go to View reports group, select Customer
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Step-7: Step by Step to S-Curve

In the field list (right hand) Select Category to Time.
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Then Select Field go to Work, click Actual Work and Cumulative Actual Work only.
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The Click on Baseline, click Baseline Cumulative Work, just only one.
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In chart area Right click to change chart type. Select Chart type to Combo.
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In the Change Chart Type dialog in Series Name choose All Cumulative (Actual & Baseline) Chart type to Line Type. Actual Work chart type to Clustered Column and Click Secondary Axis
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In Field List, in Tasks Tab look at Select Category, click Edit customize time from Days to Weeks and change format as you like.
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In design Tab, choose format color as you like. In Chart Layout select Layout No 5 to show Data
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Final as just Fonts size and others
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Step-8: Export Data to Excel

1. Visual Report Go to Report tab, select on Visual reports Export. Select template dialog show, go to Task Usage tab, move a mouse on Cash Flow Report template, then click Edit Template. In Visual Report-Field Picker is pop up, in Available Field, select Base line Cumulative Work and Cumulative Actual Work add to selected Fields.
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2. Analyze Data in In PivotTable Fields, select only Actual Pivot Table Work, Baseline Cumulative work and Cumulative Actual Work.
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3. Custom Charts In Pivot Tab Fields, select only Baseline in Excel Cumulative Work, Cumulative Actual Work and Actual Work. In Chart Area Right Click mouse select Combo chart, then All cumulative change type to Line only Actual Work to Clustter Column.
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Step-9: Close the Project

Just because your project is almost finished doesnt mean that your work is done. We still need to solve any final project detail and customer acceptance for final deliverables. Conduct a Lessons Learned session, recording information abount areas for improvement and best practices. Make any final update to project plan. Finally archive the project plan according to our organizations guideline.

1. Create a Final Report Click the Report tab, click Visual Reports to see project data as a Pivot Table report in Excel 2013 or Pivot Diagram view in Visio professional 2013 We can also view basic reports that dont require Excel or Visio. Click Report Tab many report category available to view depend on how we want to views.
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2. Save a Project as a Template After completing a project, we have to leverage what weve learned in the project by making it as a template for future projects. Click the File tab and Save As and then in the Save As Type box click Template.
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Thanks you
End
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UEC-MSP-001 Rev.

Sample of Visual in excel

Author: Ong-Art S. Factory AVP

Author: Ong-Art S. Factory AVP

Author: Ong-Art S. Factory AVP

Step-1: Start Project

Author: Ong-Art S. Factory AVP

Step-1: Start Project

Author: Ong-Art S. Factory AVP

Step-1: Start Project

Author: Ong-Art S. Factory AVP

Step-1: Start Project

Author: Ong-Art S. Factory AVP

Step-2: Plan the Tasks

Author: Ong-Art S. Factory AVP

Step-2: Plan the Tasks

Author: Ong-Art S. Factory AVP

Step-2: Plan the Tasks

Author: Ong-Art S. Factory AVP

Step-2: Plan the Tasks

Author: Ong-Art S. Factory AVP

Step-2: Plan the Tasks

Step-2: Plan the Tasks

Author: Ong-Art S. Factory AVP

Step-3: Assign Resources

Author: Ong-Art S. Factory AVP

Step-3: Assign Resources

Author: Ong-Art S. Factory AVP

Step-3: Assign Resources

Author: Ong-Art S. Factory AVP

Step-3: Assign Resources

Author: Ong-Art S. Factory AVP

Step-3: Assign Resources

Author: Ong-Art S. Factory AVP

Step-3: Assign Resources

Step-3: Assign Resources

Author: Ong-Art S. Factory AVP

Step-4: Set the Project Baseline

Author: Ong-Art S. Factory AVP

Step-4: Set the Project Base Line

Author: Ong-Art S. Factory AVP

Step-4: Set the Project Base Line

Author: Ong-Art S. Factory AVP

Step-4: Set the Project Base Line

Author: Ong-Art S. Factory AVP

Step-5: Update Progress

Step-5: Update Progress

Author: Ong-Art S. Factory AVP

Step-5: Update Progress

Step-5: Update Progress

Author: Ong-Art S. Factory AVP

Step-6: View Report Information

Author: Ong-Art S. Factory AVP

Step-6: View Report Information

Author: Ong-Art S. Factory AVP

Step-6: View Report Information

Author: Ong-Art S. Factory AVP

Step-6: View Report Information

Author: Ong-Art S. Factory AVP

Step-6: View Report Information

Author: Ong-Art S. Factory AVP

Step-7: Step by Step to S-Curve

Author: Ong-Art S. Factory AVP