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ITPM LAB

Jun 20, 2024, 21 min read

PROGRAM NO: 1

NAME OF THE EXPERIMENT: MS Project

AIM: Introduction to MS Project: Perform the following activities
A. start MS Project
B. create a Project Plan from template
C. switch to a different view
D. view a report
E. create a visual report

*A. start MS Project* Windows 7 − Click on Start menu, point to All Programs, click Microsoft Office, and then click
Project 2013.
Windows 8 − On the Start screen, tap or click Project 2013.
Windows 10 − Click on Start menu → All apps → Microsoft Office → Project 2013.

B. create a Project Plan from templatea
Open the MS project application and select the desired template. Microsoft project plan has been developed to help the project managers in their project
management chores. The Microsoft Project is an intelligent tool that has inbuilt features and is
embedded with various other software. Therefore, all the tasks and functions related to the project can be accessed and managed from one place. That is the beauty of the Microsoft project.

C. switch to a different view
Project provides different types of views that present project information by using different
formats and components, such as tables, filters, groups, and details. It is important to understand the difference between these properties.

To change or switch to different views click on the GRID, BOARD, TIMELINE views
adjacent to project title in the navigation pane.

D. view a report
With Project, you can create and customize striking graphical reports of whatever project data you want, without having to rely on any other software. As you work on the project, the reports change to reflect the latest info — no manual updates required! On the right-hand side click on the 3 dots in the navigation pane and click on export to excel. A report will be downloaded in the form of .xlx format which is your report.

E. create a visual report
In MS Project, you can also view specific project data as a visual report in Excel or Visio, if you have those programs installed. Select Reports, Visual Reports, select an Excel or Visio report for your project data, and click View. Excel builds a local Online Analytical Processing (OLAP) cube file and shows your data in an Excel PivotChart or Visio PivotDiagram. This is a legacy feature from MS Project 2010 and earlier.

PROGRAM NO: 2.

NAME OF THE EXPERIMENT: Task List in MS Project

AIM: Create Tasks List in MS Project and perform the following activities

A. Create a new project plan & start date
B. Set working & non-working time
C. Enter properties about a project plan
D. Enter new tasks in the project, set duration for each task & to create a
milestone task
E. Organizing tasks into phases
F. Link adjacent and non-adjacent tasks
G. Enter a task note
H. Enter a task hyperlink
I. Check a project plans duration and other statistics
J. Display projects entire duration in Gantt Chart View

A. Create a new project plan & start date

  • Click Project > Project Information.
  • In the Schedule from list, pick Project Start Date or Project Finish Date.
  • In the Start date or Finish date box, enter the date that you want to schedule from.

B. Set working & non-working time

When you are working with calendars in Project Professional, there are some different things that
you can do to accurately account for working and nonworking time in your organization. The
following sections provide examples for each kind of change and show you the steps that you
must follow to make each change.

While the specific days on the calendar may be accurately accounted for as working and
nonworking, there may be working days that use a different time schedule than the typical 8-hour
work day. You can adjust the working times for a specific working day so that work is accurately
scheduled on that day.

To change the working times for a working day:

  1. Click the date on the calendar for the working day that you want to adjust.
  2. On the Exceptions tab, type a name for the changed working day in the Name column,
    and then press Enter.
  3. Click the row that you added for the changed working day, and then click Details.
  4. Under Set working times for these exceptions, click Working times, and then set the
    working times for that day by adjusting the times in the From and To columns.
  5. If your organization observes these working times on a regular basis (for example, once a
    month or once a year), under Recurrence pattern, choose whether these times should
    recur Daily, Weekly, Monthly, or Yearly, and then set the following options:
    1. Daily Set the frequency for these working times. For example, every 10 days.
    2. Weekly Specify how often you want the working times to recur, and on what day
      of the week you want them to recur. For example, every two weeks on Saturday.
    3. Monthly Choose what day of the month and at what monthly frequency you want
      the working times to recur. For example, day 15 of every third month, or the third
      Saturday of every sixth month.
    4. Yearly Choose what day of the year you want the working times to recur. For
      example, August 21, or the third Saturday of July.
  6. In the Range of recurrence section, specify the period when you want the recurrence to
    take place, if appropriate.
    a. Start Choose the date when you want the recurrence pattern to begin.
    b. End after, if you want the recurrence to happen only a set number of
    times, choose End after, and then type the number of instances when the
    working times should occur.
    c. End by, if you want the recurrence to happen only during a certain time
    period, choose End by, and then choose when the recurrence should stop.
  7. Click OK.

C. Enter properties about a project plan

To change the files properties for a project within the application, click on File – Info – Project Information – File Properties.

You can change the name of the project by going to the File menu – Info – Project Information, and clicking on File Properties button from Project Information dialog. On the Summary tab, in the Project Name field, type the new name of the project and click OK.

After you changed the name of the project, you are able to see it in your file by going to the File menu – Options. In the “Options” dialog click on the “Advanced” tab and check the “Show Project Summary Task” checkbox and then click “OK”. In order to find the File Properties dialog, go to the File menu - Info - Project Information and select File Properties.

D. Enter new tasks in the project, set duration for each task & to create a milestone task

  1. Go to Project (project.microsoft.com) and select Timeline. Click + Add new task, and then type a task name.
  2. Hover over the task name and select the Open details icon.
  3. Type 0 in the Duration field, and then select Add dependency.
  4. The milestone symbol is now part of your timeline.

Enter tasks into phases

In Project, an indented task becomes a subtask of the task above it, which becomes a summary task. A summary task is made up of subtasks, and it shows their combined information.

To create a subtask or a summary task, indent a task below another one. In the Gantt Chart view, select the task you want to turn into a subtask, then click Task > Indent. The task you selected is now a subtask, and the task above it, that isn’t indented, is now a summary task. To show or hide all subtasks for all summary tasks in Project, in the View tab, click Outline in the Data section, and then click All Subtasks to show all the subtasks or click one of the Level options below it to show all the subtasks up to that level. To show and hide all subtasks for a single summary task, simple click the expand or collapse button to the left of the summary task name to show them or hide them respectively. Enter task note

  1. On the View tab, select a task, resource, or usage view.
  2. Do one of the following:
    ▪ To add a task note, select a task, and then in the Task tab, in the Properties
    group, choose Notes.
    ▪ To add a resource note, select a resource, and then in the Resources tab, in the
    Properties group, choose Notes. ▪ To add an assignment, note, select the assignment, which is listed below the resource or task in the usage view. On the Format tab, in the Assignments group, choose Notes.
  3. In the Notes box, type the content of the note, and then choose OK.
  4. To format the text, select it, and then choose Format Font, Align Left, Center, Align
    Right, or Bulleted List.
  5. To insert a picture, graphic, or file, choose Insert Object.
  6. On the File tab, choose Info.
  7. On the right side of the screen, choose Project Information, choose Advanced
    Properties, and then select the Summary tab.
  8. In the Comments box, type the content of the note, and then choose OK.

Text that you enter in the Comments box also appears as a note in the project summary task. Enter a task hyperlink

Hyperlinks are generally thought of as connections to a web page, but they can be used to connect
to any kind of file e.g. Word or Excel. MS Project allows you to create hyperlinks on tasks,
resources and assignments.

In the task view select the task and right click or use the shortcut Ctrl+K. In the menu select
Hyperlink. The Insert Hyperlink dialog box will open. This gives the option to link to an existing
file or web page, link to a place in the document, create a new document or link to an email
address. In the Text to display field enter the text that you want to appear to the viewer when the mouse is positioned over the hyperlink symbol. You can also enter a Screen tip which will also show on mouse hover

Select what you want to link to using the Link to: options. “Existing File or Web Page” and “Place
in This Document” are the most popular types of hyperlinks. There is more on linking to a “Place
in This Document” below. Link to: Existing File or Web Page will reveal your computer folder
structure in the Look in: area. You can also choose to navigate your Browsed Pages and Recent
Files. Selecting a file or web page will automatically populate the Address: field.

If you want to link to a URL (web page) which isn’t in browsed pages you can simply copy and
paste into Address: or you can use the “Browse the Web” button.

Click OK. The hyperlink indicator appears in the Indicators column. Double-click the hyperlink
symbol to open the hyperlinked file. Alternatively right-click the symbol, click hyperlink and
select Open Hyperlink.

Check and view other statistics

Same as the visual report click on the charts for the existent changes.

Ganttt chart view

Go to timeline view for the gantt chart view.

PROGRAM NO: 3.

NAME OF THE EXPERIMENT: Set-up Resources

AIM: Set-up Resources in MS Project and perform the following activities

A. Setup work (people and equipment) resources
B. Setup material resources
C. Setup cost resources
D. Enter work (people & material) resource pay rates
E. Make a onetime adjustment to an individual resources working time
F. Edit regular work week for an individual resource
G. Document resources with resource notes

A. Setup work (people and equipment) resources

There are two types of work resources in MS Project. One is people and the other one is
equipment.

People resources might be flexible in tasks they can perform (more than one jobs), however,
equipment resources tend to be more specialized. So be careful in assigning both the resources.

  1. On the View menu, Click Resource Sheet
  2. In the Resource Name field, enter the resource’s name
  3. In the Type field, click Work
  4. In the Max. Units field, type or click the maximum capacity of this resource to accomplish
    any work in terms of %
  5. Enter any other useful information related to your project
  6. Repeat step 2 through 5 for each resource.

Most people resources have a working day of not more than 8 - 12 hours, however, the equipment
resource might work round the clock. So be careful while setting their Max. Units.

B. Setup material resources

Material resources are consumable items that you use up as the project proceeds. For example, on
a software development project printer paper, writeable CDs etc. are material resources and on a
construction project, material resources might include nails, bricks, concrete etc.

  1. On the View menu, Click Resource Sheet
  2. In the Resource Name field, enter the material resource’s name
  3. In the Type field, click Material
  4. In the Material Label field, enter the unit of measure you want to use. For example, you
    might measure in rims (packet of papers) or CD Box (CDs) etc.
  5. In the Std. Rate field, enter the cost per unit of measure for this material resource
  6. Enter any other useful information related to your project
  7. Repeat step 2 through 6 for each resource.

C. Setup cost resources

A Cost Resource represents a financial cost associated with a task in a project. Such as travelling,
entertainment, training etc.

  1. On the View menu, click Resource Sheet
  2. In the Resource Name field, enter the cost resource’s name
  3. In the Type field, click Cost.

D. Enter work (People & material) resource pay rates

  1. On the View menu, click Resource Sheet
  2. In the Std. Rate field, enter the resource’s pay rate per standard pay period (such as hourly,
    weekly or monthly)
  3. If the resource should accumulate overtime pay, enter his/her overtime pay rate in the Ovt.
    Rate field.
  4. If the resource accumulates per-use cost, enter that amount in the Cost/Use field.
  5. In the Accrue At field, enter the method by which resource accrues cost
  6. Repeat step 2 through 5 for each resource.

E. Make one-time adjustment to an individual resources working time

  1. On the Tools menu, click Change Working Time
  2. In the For Calendar box, click the name of resource whose working time is required to
    be changed
  3. In the Name field on Exceptions tab, enter a descriptive name for non-working time such
    as Vacation
  4. In the Start and Finish fields, type or select the start and finish dates for the non-working
    time span.
  5. Click OK.

F. Edit the regular work week for an individual resource

  1. On the Tools menu, click Change Working Time
  2. In the For Calendar box, click the name of the resource whose working time has to be
    changed
  3. Click the Work Weeks tab in the Change Working Time dialog box
  4. Click [Default] or enter a new name and period, and then click Details
  5. Select the working time options you want for the work week and then click Ok.

G. Document resources with resource notes

  1. Switch to a resource view like Resource Sheet view
  2. Click the name of resource for which you want to make a note
  3. On the Project menu, click Resource Notes
  4. Type the note you want associated with this resource and then click OK.

PROGRAM NO: 4.

NAME OF THE EXPERIMENT: Assign Resources
AIM: Assign Resources to Tasks A. Assign resources to tasks B. Control how MS Project schedules the work on a task after assigning an additional resource C. Assign material resources to tasks D. Assign cost resources to tasks

A. Assign Resources to Tasks

  1. In the Gantt Chart, select the task.
  2. Choose Resource > Assign Resources.
  3. In the Assign Resources box, pick the resources to assign, and choose Assign.

For tasks where you need a lot of resources assigned, it’s best to make your assignments, and
make changes to those assignments, in the Task Information dialog box.

  1. With the task selected, choose Task > Properties > Information.
  2. On the Resources tab, you can assign a longer list of resources to the task, without
    running into that 256 character limit on the Resource Names column.

B. Control how MS Project schedules the work on a task after assigning an additional
resource
However, you can configure Project so that a manually scheduled task does not move when it is
linked to another task.

  1. Click File, click Options, and then click Schedule.
  2. Uncheck the Update manually scheduled tasks when editing links check box.
  3. To review or change the constraint on a task, right-click on the task, click Task
    Information, then click the Advanced tab. Constraint information is in the Constraint
    type and Constraint date boxes.
  4. If the constraint is anything other than ASAP or ALAP, the constraint type will display its
    associated graphical indicator in the Indicator column in any sheet view, such as the Gantt
    chart.
  5. To change a task type, double click the task name in the Gantt chart, then click the
    Advanced tab.

C. Assign material resources to tasks

  1. In the Gantt Chart, select the task.
  2. Choose Resource > Assign Resources.
  3. In the Assign Resources box, pick the resources to assign, and choose Assign.

D. Assign cost resources to tasks
Project calculates the costs for resources based on pay rates, per-use fees, fixed costs, or totals for cost resources (such as airfare or dining) that are assigned to tasks. choose View > Resource Sheet. If you don’t see the Entry table, click View > Tables > Entry. In the Resource Name field, type the person’s name, or select the name if that person is already
in the resource sheet. In the Type field, make sure that Work is shown. Microsoft Project automatically calculates the resource cost for that assignment.

PROGRAM NO: 5.

NAME OF THE EXPERIMENT: Formatting & Printing
AIM: Formatting & Printing Project Plan

A. Display the project summary tasks
B. Create a new view based on an existing view
C. Format Gantt Bars with the Gantt Chart Wizard
D. Draw a text box on a Gantt Chart
E. Format a category of text in a view
F. Format selected text in a view
G. Edit a report s header or footer

A. Display the project summary tasks

  1. On the View tab, in the Task Views group, click Gantt Chart.
  2. In the Gantt Chart toolbar, click Project Summary

B. Create a new view based on an existing view

  1. On the View tab, in the Views group, click More Views.
  2. In the Gantt Chart Views section, click the view you want to base your new view on.
  3. Click Copy.
  4. In the Copy View dialog box, type a name for your new view.
  5. Click OK.

C. Format Gantt Bars with the Gantt Chart Wizard

  1. On the View tab, in the Gantt Chart group, click Gantt Chart Wizard.
  2. In the Gantt Chart Wizard, follow the instructions to format your Gantt bars.

D. Draw a text box on a Gantt Chart

  1. On the View tab, in the Header/Footer group, click Text Box.
  2. Drag the mouse to draw the text box
  3. Type the text you want to appear in the text box.

E. Format a category of text in a view

  1. In the view, select the text you want to format.
  2. On the Format tab, in the Font group, change the font, size, color, and other formatting
    options.

F. Format selected text in a view

  1. In the view, select the text you want to format.
  2. On the Format tab, in the Text Styles group, click the style you want to apply.

G. Edit a report’s header or footer

  1. On the View tab, in the Header/Footer group, click Header/Footer.
  2. In the Header/Footer dialog box, type the text you want to appear in the header or footer.
  3. Click OK.

PROGRAM NO: 6.

NAME OF THE EXPERIMENT: Tracking Progress
AIM: Tracking Progress on different tasks in a planned project

A. Set current values in a schedule as a baseline
B. Display the Variance table in the Task Sheet view
C. Record project progress as scheduled
D. Record a task s completion percentage
E. Enter actual work values for tasks
F. Enter actual start and duration values for tasks

A. Set current values in a schedule as a baseline
To judge project performance properly, you will need to compare it with original plan. This original plan is called the Baseline Plan or just a baseline. A baseline is collection of important values in a project plan such as the planned start dates, finish dates, and cost of the tasks, resources and assignments. Save baseline before making the actual values.

  1. On the Tools menu, point to Tracking and then click Set Baseline
  2. Click OK.

B. Display variance table in the Task Sheet view

  1. On the View menu, click More Views
  2. In the Views Box, click Task Sheet, then click Apply
  3. On the View menu, point to Table: Entry and click Variance

C. Record project progress as scheduled The simplest approach to tracking progress is to report that actual work is proceeding (moving
ahead) exactly as planned.

  1. On the Tools menu, point to Tracking, and click Update Project
  2. In the Update Project dialog box, make sure Update Work as Complete Through
    option is selected
  3. In the adjacent date list type or select the date you want and then click Ok

D. Record a Tasks completion percentage

  1. On the View menu, point to Toolbars and then click Tracking
  2. Select the name of Task for which you want to record a percent complete
  3. Do one of the following:
    • To record a predefined percentage complete, click 0%, 25%, 50%, 75% or 100%
      complete button
    • To record some other percentage complete, click the Update Tasks button and the
      value you want in the Percent Complete field.

E. Enter actual work values for Tasks

  1. In a task view such as Task Sheet view, point to Table: Entry and then click Work
  2. In the Actual field, enter the actual hours of work and then press “ENTER”

F. Enter actual start and duration values for tasks

  1. Click the task for which you want to enter actual values
  2. On the Tools menu, point to Tracking, and then click Update Tasks
  3. In the Start field, in the Actual box on the left side of the Update Tasks dialog box, click
    or type the Start date you want
  4. In the Actual Dur field, type or click the duration value
  5. Click Ok

Gantt Chart

To create a Gantt chart for a software development project, we can customize a stacked bar chart. The project duration is eight months, and the tasks include:

  1. Requirement Analysis
  2. System Design
  3. Module Development
  4. Integration
  5. System Testing
  6. User Acceptance Testing (UAT)
  7. Bug Fixing
  8. Final Deployment
  9. Post-Deployment Support

Here is a sample Gantt chart:

  Month 1  |  Month 2  |  Month 3  |  Month 4  |  Month 5  |  Month 6  |  Month 7  |  Month 8
  ------------------------------------------------------------------------------------------------
  |        |        |        |        |        |        |        |        |
  |  RA    |  SD    |  MD    |  I    |  ST    |  UAT    |  BF    |  FD    |  PDS    |
  ------------------------------------------------------------------------------------------------

Here is a brief description of each task and its duration:

  1. Requirement Analysis (RA): 1 month

    • This task involves gathering and documenting the project requirements.

  2. System Design (SD): 1 month

    • This task involves designing the overall system architecture.

  3. Module Development (MD): 2 months

    • This task involves developing the individual modules of the system.

  4. Integration (I): 1 month

    • This task involves integrating the developed modules.

  5. System Testing (ST): 1 month

    • This task involves testing the system as a whole.

  6. User Acceptance Testing (UAT): 1 month

    • This task involves testing the system from the user’s perspective.

  7. Bug Fixing (BF): 1 month

    • This task involves fixing any bugs or errors found during testing.

  8. Final Deployment (FD): 1 month

    • This task involves deploying the system to the production environment.

  9. Post-Deployment Support (PDS): 1 month

    • This task involves providing support and maintenance after the system is deployed.

Here is the detailed Gantt chart:

  Month 1  |  Month 2  |  Month 3  |  Month 4  |  Month 5  |  Month 6  |  Month 7  |  Month 8
  ------------------------------------------------------------------------------------------------
  |        |        |        |        |        |        |        |        |
  |  RA (1) |  SD (1) |  MD (2) |  I (1)  |  ST (1) |  UAT (1) |  BF (1) |  FD (1) |  PDS (1) |
  ------------------------------------------------------------------------------------------------

This Gantt chart provides a visual representation of the project timeline, showing the duration of each task and the overall project duration of eight months.