CU-MBA-SEM-IV-Project Management

["\uf0b7 Cook, Matthew, and John P.T. Mo. 2018. \u201cA Systems Approach to Life Cycle Risk Prediction for Complex Engineering Projects.\u201d Cogent Engineering. March 26. 251 CU IDOL SELF LEARNING MATERIAL (SLM)","UNIT 13- PROJECT MANAGEMENT INFORMATION SYSTEMS \u2013 I STRUCTURE 13.0 Learning Objective 13.1 Introduction to Project MIS 13.2 Planning & Design of Project MIS 13.3 Conceptual Model of Project MIS 13.4 Implementation of Project MIS 13.5Scenarios & Case Studies 13.6Summary 13.7Keywords 13.8 Learning Activity 13.9 Unit End Questions 13.10 References 13.0 LEARNING OBJECTIVES: After studying this unit, you will be able to: \uf0b7 Understand what a PMIS is \uf0b7 Understand the categories of PMIS \uf0b7 Understand the objectives and functions of PMIS \uf0b7 Understanding planning and design of PMIS \uf0b7 Understand problems with existing PMIS \uf0b7 Understand how to develop a conceptual model for PMIS \uf0b7 Understand how PMIS can be implemented \uf0b7 Understand IT requirements for PMIS 252 CU IDOL SELF LEARNING MATERIAL (SLM)","13.1 INTRODUCTION TO PROJECT MANAGEMENT INFORMATION SYSTEMS PMIS can be described as a computer-based information technology software system, which is used by organizations to generate, store and manage project data in pursuit of optimal project performance. PMIS systems are usually made up of several different software packages which enable more efficient resource scheduling, information management and distribution, knowledge repositories and cost management systems. The PMBOK Guide states that, \u201cautomated gathering and reporting on key performance indicators (KPI) can be part of this system\u201d. Project management information systems (PMIS) usually acquired by organizations as software packages are meant to provide managers with the decision-making support needed in planning, organizing, and controlling projects. Project Management Information Systems can be defined as an integrated set of mutually supporting tools, processes and methods for managing project information. Applied in a consistent way to support the decision making and information needs of the project stakeholders. The PMBOK Guide provides the following categories and functions of PMIS: \uf0b7 Scheduling software \u2013 assists with planning mapping out project timelines by providing tasks with start and finish dates and provides the links between the tasks. These are commonly known as Gantt charts. The software greatly enhances the speed to create as well as update these charts. \uf0b7 Cost Control Software \u2013 assists with project cost control and includes spread sheets, statistical analysis and simulation tools which can make it easier to estimate costs and evaluate cost estimate alternatives. \uf0b7 Resource Management Software \u2013 assists to optimize resource utilization and highlight where resources are constrained, the software can help manage resource groups, track resource loading, record time sheets and associated resource costs. 253 CU IDOL SELF LEARNING MATERIAL (SLM)","\uf0b7 Information (document) Management \u2013 assists with project communication enabling stakeholders to source and share documents in a timely way. These systems can be in the form of specialized project information portals, web interfaces, collaborative work management tools and dashboards. Objectives of Project Management Information Systems The project information\/monitoring system would have to have the following objectives. \uf0b7 Record and report relevant information and the status of various components of the project in such a manner as to bring the most critical activities directly to the attention of concerned managers at appropriate level. \uf0b7 Highlight deviations from the plan, if any, in respect of every component of the project and also to indicate the effects of such, deviations on the overall status and completion of the project as a whole. \uf0b7 Form the basis of updating of project schedule wherever necessary. \uf0b7 Identify and report on critical areas which are relevant to different levels of management and to highlight the corrective action that needs to be taken. \uf0b7 Sift the information and report on an exception basis. In other words, emphasis is focused on those activities that are not going according the plan. \uf0b7 Provide a basis for the evaluation of the performance of the functions of various managers and departments by regular comparisons with budgets\/plans\/schedules. 13.2 PLANNING AND DESIGN OF PROJECT MANAGEMENT INFORMATION SYSTEMS Mere physical progress reporting and monitoring does not ensure timely completion of the project at the minimum cost. Along with monitoring on physical status, another parameter namely, value of work done and cost implication of delays in commissioning the project should also be monitored. For this purpose, the physical progress of each activity has to be converted into monetary terms, using unit rates established by apportioning the cost over all the activities. In designing project management information system, the following have to be spelt out clearly: 254 CU IDOL SELF LEARNING MATERIAL (SLM)","\uf0b7 The objective of each format or report in brief. \uf0b7 The distribution chart. \uf0b7 The periodicity of the reports. \uf0b7 The persons responsible for preparation of the reports. \uf0b7 The tinning of the reports. \uf0b7 The sources from which information has to be gathered in the preparation of reports. Current Problems with Project Information Systems Isolated systems; one of the consistent and recurring messages is that projects are creating and using systems that are too narrow in scope and limited to track project activities and not project outcomes. These systems are designed to manage the information needs of a specific project and as a result efforts from the country office to consolidate information from all these systems are almost impossible. Drowning on data and starving of information; some project systems focus too much on collecting, organizing and reporting data giving little time to critically analyze the information and make sound decisions. High expectations; people involved in the collection of data receive high expectations as to the value of the data requested from them, only to never see the information come back. In these cases information tends to flow in one direction. Low priorities in information management; project MIS is often relegated to outside consultants or given to staff with inadequate skills. It is often that these responsibilities are not well assigned and accountability becomes diffused. Technology myopia; expectations that technology will be the final solution has led to an inappropriate focus that resulted in spending more time in managing the technology than managing the information. Systems disconnected from the log frame; project MIS are developed but only respond to the immediate needs of the project, reporting on project activities without creating the 255 CU IDOL SELF LEARNING MATERIAL (SLM)","connections with the desired objectives; systems designed to monitor progress but do not show how this progress relates with what the project has set out to achieve. Reports for reporting sake; reports from projects are not connected with the decision process of the country office, reports stay at manager\u2019s desks and no relevant information is extracted from them. No standard MIS process; the lack of a standard process has led to the development of many systems each with its own processes, all disconnected from each other. 13.3 CONCEPTUAL MODEL OF PROJECT MANAGEMENT INFORMATION SYSTEMS As long as information systems in organizations are under development. Project management information systems prove their position as an effective tool for achieving project success. Many of characteristics of these systems are still unknown. Using PMIS to manage projects is not enough, but it is essential as it plays an important role in the success of the companies. Since human activities affect the results of information systems. So measuring the success of information systems and its impact on the success of the projects is a complex task. Project Management Institute found that, project management information systems are tools and techniques that are used to distribute all the information in projects. Project management information systems have changed considerably over the last decade. They no longer focus on scheduling and resource management alone. Instead, they have become comprehensive systems that support the entire life-cycle of projects, project programs, and project portfolios. In this context, project-oriented organizations are facing a new challenge: the design, implementation, and operation of project management information systems have become increasingly complex. This model shows the Components of a PMIS that defines the program and the projects: cost, time, scope and quality. It defines the team: people, organizations and their roles. It helps manage agreements: contracts, permits, approvals and commitments. It manages documents. It produces standard and custom reports. It presents vital signs on dashboards. It guides 256 CU IDOL SELF LEARNING MATERIAL (SLM)","collaboration and communicates best practices with policies, workflow diagrams and document management. The above model tries to meet the requirements outlined above by introducing a very fundamental data structure called Initiative. An initiative is a generalization of any form of action that has a defined start and end date and is undertaken to reach a goal. Therefore, an initiative may be a program, a project, a sub-project, a project phase, a work package, an activity or a task (indicated by the inheritance relationship between these classes). By using a generic data structure for these different types of objects, project management methods from, for example, risk, quality, resource or cost management can be implemented to be applicable to all of them by employing the class Initiative (requirement 3). Initiatives are characterized by a relatively large set of attributes covering scope, time, and risk management (other functional areas of project management like resource or cost management are covered by other data structures). Therefore the model meets requirements. 257 CU IDOL SELF LEARNING MATERIAL (SLM)","13.4 IMPLEMENTATION OF PMIS Once a project team determines its information requirements, it has to match them with the appropriate technology. As the amount of information increases, the efficiency in the use of a fixed technology solution decreases due to the time it takes to process, analyze and report the additional information. For example, a Level 2 system decreases in efficiency as the volume of information increases; this does not necessarily mean that a Level 3 is the ideal level all PIMS should seek quite the opposite, as a Level 3 proves inefficient when the volume of information is small. When a project is using a complex system to track small amounts of information, the effort to setup, manage, and use the system, and all its associated costs, make a Level 3 system less efficient compared with simpler solutions. The following is a description of the three levels of information systems complexity, and suggested management and software support: Level 1: Desktop Applications Level 1 implies few information-management requirements. The PIMS will rely on the use of computer desktop applications (like the MS Office Suite) to organize and store data and produce reports. At this level, the small volume of data requires a simple information technology setup: one or two computers to organize the information collected and produce the desired reports. Level 1 assumes the volume of information to be small. All the data comes in physical form and a computer is used to produce monthly reports. All information is stored in the computer and in physical files, while reports and other consolidated information is stored on a computer disc. Typical software includes MS Excel, MS Access, and MS Word. Level 2: Network Server Applications Level 2 occurs when the project has significant information-management requirements. The PIMS requires the use of more computers to manage centralized databases that contain most, if not all, of project information. These databases may not be totally integrated but fill the need to organize large amounts of data collected by the project and generate the required reports. The amount of data at this level is large and may come from different sources and 258 CU IDOL SELF LEARNING MATERIAL (SLM)","project locations. A central database may be used to consolidate data for reporting purposes. All data and reports are stored on computers connected to a local server. There is less of a need to store physical records. The database collects information and generates all required reports. This type of setup allows sharing of project information across the local network and a project team working from a single location. Level 3: Integrated Systems Level 3 occurs when the project has large and complex information-management requirements. The PIMS requires an integrated view of project data and information processes. It requires a network where all computers are connected and sharing data from a central system that stores project data and information. The integrated system may contain other types of project data, such as the budget, human resources, and external or secondary data. This situation is typical of large projects disseminated in many locations and in a location with the required connectivity to link all systems with the central database. The volume of data at Level 3 is quite large and requires dedicated resources to manage the technology. All data is stored in servers and accessed via the network or the Internet. Access to information is controlled by a central system and security features are implemented to protect the data. This setup is needed when the project team is dispersed and works from many locations. Information and Technology Requirements Determining the right level of PMIS depends entirely on the information requirements of the project. The list below can help project managers identify the information requirements to define and develop an information-technology solution for the PIMS. This step will help evaluate the complexity of the information the project will manage. \uf0b7 The requirements of information from the project\u2019s governance structure \uf0b7 The requirements of information from the various project stakeholders \uf0b7 The methods the project will use to collect and organize all the information \uf0b7 The frequency with which the project team needs to analyze and report the information to key stakeholders \uf0b7 The volume of information it needs to collect from beneficiaries \uf0b7 The types of visual reports required, such as graphs, tables, maps, etc. 259 CU IDOL SELF LEARNING MATERIAL (SLM)","\uf0b7 The types of access, security, and controls to manage, modify and update the information \uf0b7 The need to develop special reports in defined formats \uf0b7 The need for complex analysis of the information collected The next step is to evaluate the current Information Technology (IT) capacity of the project that will satisfy the information requirements. \uf0b7 Available funds for IT resources dedicated to the project \uf0b7 The current capacity of the project team to manage technology \uf0b7 The need for voice communications, e-mail, Internet, and other online systems \uf0b7 The number of staff members who will use computers during the project \uf0b7 The computer literacy of the project staff \uf0b7 The IT support required by the project Information Management System 13.5 SCENARIOS AND CASE STUDIES A PMIS will have different functions depending on the phase of the project. For example, during the initiation phase, a project manager will use a PMIS to help with coming up with a preliminary budget, including cost estimates and resources. A PMIS in conjunction with other tools can help with scheduling the project. In terms of approval, it helps define the scope of work, assists with preparing the bid and can be used when presenting the data to decision- makers. When planning, PMIS helps with detailing the scheduling, including task and critical path analysis. It supports cost management planning, including WBS analysis and integration of control processes. PMIS will also prove beneficial to the project manager when resource planning in terms of availability and level. It can also help establish a baseline for project scope, schedule and cost. Once the project has been executed, the PMIS is collecting, organizing and storing data as it comes in from the project team, which can then be compared to the baseline projections. The PMIS helps with cost and schedule forecasts to help if changes are required mid-project. Materials management, cost collect, performance measurement and, of course, reporting are all supported by PMIS. 260 CU IDOL SELF LEARNING MATERIAL (SLM)","Especially when closing out a project, PMIS is a great help. It helps review requirements to make sure the project has met all its goals and objectives. It also organizes all the information collected over the course of the project for performance review, productivity analysis, final reports and then keeps an archive with the historical data for future projects. Case Study Here, we look at the design process of an Information System for Project Management, whose main purpose is to manage investment projects throughout their life cycle. The system supports all the application process for incentive programs, as well as the documentation and procedures required, and helps to manage the project itself, when it is approved. This solution will thus contribute to the improvement of the performance of the Projects & Incentives\u2019 division of the consulting company, but can also be replicated by other companies that have similar needs. 13.6 SUMMARY \uf0b7 PMIS can be described as a computer-based information technology software system, which is used by organizations to generate, store and manage project data in pursuit of optimal project performance. \uf0b7 Project Management Information Systems can be defined as an integrated set of mutually supporting tools, processes and methods for managing project information. Applied in a consistent way to support the decision making and information needs of the project stakeholders. \uf0b7 As long as information systems in organizations are under development. Project management information systems prove their position as an effective tool for achieving project success. \uf0b7 Project management information systems have changed considerably over the last decade. They no longer focus on scheduling and resource management alone. Instead, they have become comprehensive systems that support the entire life-cycle of projects, project programs, and project portfolios. \uf0b7 An initiative is a generalization of any form of action that has a defined start and end date and is undertaken to reach a goal. Therefore, an initiative may be a program, a 261 CU IDOL SELF LEARNING MATERIAL (SLM)","project, a sub-project, a project phase, a work package, an activity or a task (indicated by the inheritance relationship between these classes). \uf0b7 Determining the right level of PMIS depends entirely on the information requirements of the project. \uf0b7 The PMIS helps with cost and schedule forecasts to help if changes are required mid- project. Materials management, cost collect, performance measurement and, of course, reporting are all supported by PMIS. 13.7 KEYWORDS \uf0b7 Information Systems- An information system is a formal, sociotechnical, organizational system designed to collect, process, store, and distribute information. \uf0b7 Project Management Information Systems (PMIS)- A project management information system is the logical organization of the information required for an organization to execute projects successfully. A PMIS is typically one or more software applications and a methodical process for collecting and using project information. \uf0b7 Conceptual Model- A conceptual model is a representation of a system. It consists of concepts used to help people know, understand, or simulate a subject the model represents. It is also a set of concepts. \uf0b7 IT Requirements\u2014IT requirements are the technical issues that must be considered to successfully complete a project. These can include aspects such as performance, reliability, and availability. 13.8 LEARNING ACTIVITY 1. What are the characteristics of a good PMIS? ___________________________________________________________________________ ___________________________________________________________________________ 2. What PMIS tools are used in organizations? ___________________________________________________________________________ ___________________________________________________________________________ 262 CU IDOL SELF LEARNING MATERIAL (SLM)","13.9 UNIT END QUESTIONS A. Descriptive Questions Short Questions 1. What are the most important functions of PMIS from the point of view of project managers? 2. Does the information provided by PMIS enable the project team to perform their task efficiently and effectively? 3. To what extent does PMIS contribute to the performance of project management methods? 4. Note on implementation of PMIS 5. State the objectives of PMIS Long Questions 1. Introduction to Project Management Information Systems 2. Planning and design of Project Management Information Systems 3. Conceptual Model of Project Management Information Systems 4. Implementation of PMIS 5. Scenarios and case studies B. Multiple Choice Questions 1. PMIS can be described as a computer-based information technology software system. a. True b. False 2. Which of the following is the function of PMIS? a. Cost control software b. Scheduling software c. Resource management software d. All of these 3. Which of the following needs to be spelt out clearly in PMIS? 263 a. The distribution chart. b. The periodicity of the reports. c. The persons responsible for preparation of the reports. CU IDOL SELF LEARNING MATERIAL (SLM)","d. All of these 4. The steps in PMIS will helps to evaluate a. The requirements of information from the project\u2019s governance structure b. The requirements of information from the various project stakeholders c. The methods the project will use to collect and organize all the information d. All of these 5. Level 1 implies few information-management requirements. a. True b. False Answers 1 \u2013 a, 2 \u2013 d, 3 \u2013 d, 4 \u2013 d, 5 - a 13.10 REFERENCES \uf0b7 Acharya, P. and Velichety, S. (2011). An integrated approach to software project management. International Journal of Business and Systems Research, 5(5), p.494. \uf0b7 Ahlemann, F., 2009. Towards a conceptual reference model for project management information systems. International Journal of Production Management, Volume 27, pp. 19-30. \uf0b7 Cani\u00ebls, M. and Bakens, R. (2012). The effects of Project Management Information Systems on decision making in a multi project environment. International Journal of Project Management, 30(2), pp.162-175. fernandes, r. (2016). Construction Practice and Information Technology Review Paper. [online] Academia.edu. Available at: http:\/\/www.academia.edu\/16820032\/Construction_Practice_and_Information_Techno logy_Review_Paper [Accessed 8 Nov. 2018]. \uf0b7 Kahura, M. (2013). The Role of Project Management Information Systems towards the Success of a Project: The Case of Construction Projects in Nairobi Kenya. International Journal of Academic Research in Business and Social Sciences, 3(9) \uf0b7 Slabbert, A. (2018). Tshwane paid R830m for a failed prepaid project. [online] Money web. Available at: https:\/\/www.moneyweb.co.za\/news\/south-africa\/tshwane- paid-r830m-for-a-failed-prepaid-project\/ [Accessed 10 Sep. 2018]. 264 CU IDOL SELF LEARNING MATERIAL (SLM)","\uf0b7 Tobias, O. (2015). Relationship between Human Characteristics and Adoption of Project Management Information System in Non-Governmental Organizations\u2019 Projects in Nakuru Town (Kenya). International Journal of Intelligent Information Systems, 4(1), p.16. 265 CU IDOL SELF LEARNING MATERIAL (SLM)","UNIT 14- PROJECT MANAGEMENT INFORMATION SYSTEMS \u2013 II STRUCTURE 14.0Learning Objective 14.1 Introduction 14.2Basics of MS Projects 14.3Creating Projects in MS Projects 14.4 Practical Project Planning & Tracking in MS Projects 14.5 MS Projects 2010 \u2013 Key Features 14.6 Case Studies 14.7 Summary 14.8 Keywords 14.9 Learning Activity 14.10 Unit End Questions 14.11 References 14.0 LEARNING OBJECTIVES: After studying this unit, you will be able to: \uf0b7 Understand what MS Project is about. \uf0b7 Get to know various features of MS Project \uf0b7 Understand how to create Projects in MS Project \uf0b7 Understand how to track projects in MS Project \uf0b7 Understand about working with views \uf0b7 Understand about working with Tables \uf0b7 Understand about GANTT chart view 266 CU IDOL SELF LEARNING MATERIAL (SLM)","\uf0b7 Understand about Project Files and how to work with them 14.1 INTRODUCTION Microsoft Project (MSP) is a project management software made for project managers so they can control their projects. Depending on your plan, Microsoft Project lets you plan projects, assign tasks, manage resources, make reports and more. It offers a full plate of services and was quick to dominate the project management software field when it was first introduced. Microsoft Project is part of the larger suite of Microsoft Office products, yet it is not packaged with other Office software, such as Word, Excel and Outlook. There are two editions available, the standard and professional versions. Both share a unique file format, called MPP. It was first commercially available in 1984. The first version for Windows was released in 1990. The next year, Microsoft created a Mac version of Project, but it was quickly discontinued and by 1994 was no longer being sold to the public. Currently, Microsoft Project isn\u2019t compatible with Mac computers, but there is a workaround if you need to run MS Project for Mac. Microsoft Project Features There are plenty of features that project managers and their teams need to manage their work better, and MSP has a number of them. However, to get a full picture, here is a list of all features available to customers who put up the big bucks. \uf0b7 Grid View: A project view that is used to plan and manage projects with a task list. \uf0b7 Board View: A visual kanban board view that helps with managing workflow and status. \uf0b7 Timeline View: The traditional Gantt chart used for scheduling tasks over a project timeline. 267 CU IDOL SELF LEARNING MATERIAL (SLM)","\uf0b7 Communication & Collaboration: Teams can work together on projects. \uf0b7 Co-authoring: Stakeholders and team members work together to edit and update task lists and schedules. \uf0b7 Reporting: Pre-built reports that can track progress, resources, programs and portfolios. \uf0b7 Roadmap: Track programs and project portfolios. \uf0b7 Timesheets: Collect project and non-project time for payroll and invoicing. \uf0b7 Resource Management: Manage resources by requesting and assigning tasks. 14.2 BASICS OF MS PROJECTS Microsoft Project is a project management software program developed and sold by Microsoft, which is designed to assist a project manager in developing a plan, assigning resources to tasks, tracking progress, managing the budget, and analyzing workloads. Project creates budgets based on assignment work and resource cost. As resources are assigned to the task and the program calculates the cost equal to the work times the rate, which rolls up to the task level and then to any summary tasks level and finally to the project level. Resource definitions (Labour, equipment and materials) can be shared between projects using a shared resource pond. Each resource can have its individual calendar, which defines what days and time is resource present. Resource rates are used to calculate resource assignment costs. Each resource can be assigned to multiple tasks in multiple projects and each task can be assigned numerous resources. The execution of the scheduled task work based on the resource availability as defined in the resource calendars. All resources can be defined in Work, Material and Cost. Therefore it cannot estimate how many finished products can be obtained with a given amount of raw materials. This makes Microsoft Project unsuitable for solving problems of available materials constrained production. The application creates critical path schedules, and critical chain and event chain methodology third-party plug-ins are also obtainable. Schedules can be resource leveled, and task networks are visualized in a Gantt chart. Additionally, Microsoft Project can identify divergent classes of the users. These different classes of users can have differing access levels to projects, views, and other data. 268 CU IDOL SELF LEARNING MATERIAL (SLM)","Customization of aspects in Microsoft Project such as calendars, views, tables, filters, and fields are stored in an enterprise global which is accessible by all users. Microsoft Project is really a computer database that uses two main tables of data to keep track of your project. Project uses one table to store information about the tasks of your project and the other for resource information. By using the many views available in Project, you can display your project data from these tables in many different ways. 14.3 CREATING PROJECTS IN MS PROJECTS When you start Project, its Start screen appears. Here you can quickly open a plan that was recently opened, open another plan, or create a new plan. The new plan can be empty or it can be based on a template or on another plan. 269 CU IDOL SELF LEARNING MATERIAL (SLM)","The Project Work Area The main part of the Microsoft Project screen is made up of the work area where your project data is displayed. Remember, Project is really just two tables of data \u2013 tasks and resources. The work area shows you different aspects and sometimes combined views of this data. For example you can view your tasks and the resources assigned to them. 14.4 PRACTICAL PROJECT PLANNING AND TRACKING IN MS PROJECTS Process to create a project title in Project 2010 is given below. Step 1 Click the Info tab on the File Tab. 270 CU IDOL SELF LEARNING MATERIAL (SLM)","Step 2 Select Advanced Properties from the Project Information drop-down list. Step 3 271 Enter the Title and Author which you want to give to your project. Click OK. CU IDOL SELF LEARNING MATERIAL (SLM)","14.5 MS PROJECTS 2010 KEY FEATURES Built-In Project Views Microsoft Project contains 27 Multiple Baselines Gantt Task Details Form different built-in views for Task Entry Task Form you. Seven of these views are Task Name Form Task Sheet available from the Task Views and Resource Views groupings on the View tab, while the full 27 are available from the More Views dialog box. Here\u2019s a list of the 27 views \u2013 the ones marked with a (T) or (R) are accessible directly from the View tab of the Ribbon. Bar Rollup Calendar (T) Network Diagram (T) Descriptive Network Relationship Diagram Diagram Detail Gantt Resource Allocation Gantt Chart (T) Resource Form 272 CU IDOL SELF LEARNING MATERIAL (SLM)","Gantt with Timeline Resource Graph Task Usage (T) Levelling Gantt Resource Name Form Team Planner (R) Milestone Date Rollup Resource Sheet (R) Timeline Milestone Rollup Resource Usage (R) Tracking Gantt Working with Views A view is the way we look at the project and the data it contains. In order to work with your project successfully, you will need to learn how to operate and manipulate the many different views. The main way to change the view of your project is through the commands on the View tab or through the Quick Views buttons at the bottom right of the screen. Understanding Sheet Views 273 CU IDOL SELF LEARNING MATERIAL (SLM)","Sheet views of data are common to database and spread sheet applications. Microsoft Project also uses sheet views where data is presented in rows and columns. In Project there are literally dozens of columns (called fields) for tasks and similarly for resources. To make it easier to work with these columns, oops fields, they have been organised into tables. The Tables command on the View tab provides access to the tables in Microsoft Project. The menu presents a few of the more commonly used tables but all of the tables are obtained using the More Tables command. About Tables 274 CU IDOL SELF LEARNING MATERIAL (SLM)","Since there are literally dozens of fields for both Tasks and Resources, Microsoft Project organises these in specialised groupings into tables. For example, fields for tasks associated with costs are organised into a Cost table, fields that are commonly used for data entry are organised into an Entry table, and so on. Task Tables There are 17 pre- Earned Value Export Summary defined tables for tasks as follows: Baseline Constraint Dates Earned Value Cost Hyperlink Tracking Indicators Cost Earned Value Rollup Table Usage Schedule Indicators Delay Entry Schedule Variance Work Working with Tables Microsoft Project consists of two databases: tasks which contain over 240 columns of data, and resources which contains over 200 columns of data. Tables display information from these columns (or fields) into organised and logical groupings. Once a Sheet view has been chosen you can change the table of fields that are presented 275 CU IDOL SELF LEARNING MATERIAL (SLM)","Gantt Chart View There is one view in Microsoft Project that acts kind of like home base \u2013 and that is the Gantt Chart view. This view contains all of the elements that are usually required to obtain a quick visual snapshot of a project. At the left the Gantt Chart view displays tasks in a sheet view. At the right the tasks are displayed in a timeline so that a quick visual overview can be obtained. Understanding the Gantt Chart View 276 CU IDOL SELF LEARNING MATERIAL (SLM)","The Gantt Chart view is a split view of sorts \u2013 rather than being split horizontally it is split vertically so that there is a sheet representation on the left and a timeline, or more visual, representation on the right. These views are overlapping. In its default mode the sheet shown on the left is the Task Entry table. This table has quite a number of columns, yet only a handful are seen on the screen. It is possible therefore to scroll this sheet view to see more columns \u2013 that is why there is a scroll bar at the bottom of the sheet view. Similarly the Gantt Chart on the right can be scrolled if the timescale goes out beyond the physical limits of the screen. Again a scroll bar is displayed at the bottom of the chart to facilitate the scrolling operation. In addition to scrolling, though, the Gantt Chart on the right can also be zoomed in or out, thereby making it larger or smaller on the screen. Working with project files 277 CU IDOL SELF LEARNING MATERIAL (SLM)","When you first start Microsoft Project it appears with a new, empty project. This allows you to enter details and create a new project. However, you will often want to work with a project that you have worked with before. To open an existing project file, to save changes you have made in a project, or to close a project file you will need to access the Backstage commands. 14.6 CASE STUDIES The Coal Authority is working to resolve the impacts of current and past mining activities in Britain. Its team provides expert advice and creative solutions to manage public safety and environmental issues associated with coal and metal mining. This includes land stability, tip management and mine water treatment. The Authority manages a complex project portfolio and is currently expanding its range of commercial products and services, whilst continuing to deliver its statutory duties in dealing with Britain\u2019s mining legacy. Having established a formal PMO function, the Authority wanted to further increase project management maturity, visibility and standardisation. Wellingtone was chosen as the facilitation partner to guide the design of a new methodology and support the implementation of Project. 14.7 SUMMARY \uf0b7 Microsoft Project (MSP) is a project management software made for project managers so they can control their projects. \uf0b7 Microsoft Project is a project management software program developed and sold by Microsoft, which is designed to assist a project manager in developing a plan, assigning resources to tasks, tracking progress, managing the budget, and analyzing workloads. 278 CU IDOL SELF LEARNING MATERIAL (SLM)","\uf0b7 The main part of the Microsoft Project screen is made up of the work area where your project data is displayed. Remember, Project is really just two tables of data \u2013 tasks and resources. \uf0b7 The main way to change the view of your project is through the commands on the View tab or through the Quick Views buttons at the bottom right of the screen. \uf0b7 The Tables command on the View tab provides access to the tables in Microsoft Project. The menu presents a few of the more commonly used tables but all of the tables are obtained using the More Tables command. \uf0b7 The Gantt Chart view is a split view of sorts \u2013 rather than being split horizontally it is split vertically so that there is a sheet representation on the left and a timeline, or more visual, representation on the right. \uf0b7 To open an existing project file, to save changes you have made in a project, or to close a project file you will need to access the Backstage commands. 14.8 KEYWORDS \uf0b7 MS Project- Microsoft Project is a project management software product, developed and sold by Microsoft. It is designed to assist a project manager in developing a schedule, assigning resources to tasks, tracking progress, managing the budget, and analyzing workloads. \uf0b7 Project Planning- Project planning is part of project management, which relates to the use of schedules such as Gantt charts to plan and subsequently report progress within the project environment. Project planning can be done manually or by the use of project management software \uf0b7 Project Scheduling- In project management, a schedule is a listing of a project's milestones, activities, and deliverables. Usually dependencies and resources are defined for each task, then start and finish dates are estimated from the resource allocation, budget, task duration, and scheduled events \uf0b7 Creating Projects- The first step in creating a project is creating a project definition (see Project Definition). This is where you define the data for your project. If you use a template, you create a complete project. \uf0b7 GANTT View- The Gantt Chart view is the most commonly used view in Project. It lists the tasks in your project, and illustrates their relationship to one another and 279 CU IDOL SELF LEARNING MATERIAL (SLM)","the schedule using Gantt bars. The Gantt Chart view is the default view for new projects. \uf0b7 Tables View- Project has predefined sets of columns (called tables) which display specific information. To apply a different table to a sheet view, click the View tab, click Tables, and then select the table you want to apply 14.9 LEARNING ACTIVITY 1. What are the main tasks in MS Projects? ___________________________________________________________________________ ___________________________________________________________________________ 2. What is a milestone in MS Projects? ___________________________________________________________________________ ___________________________________________________________________________ 14.10 UNIT END QUESTIONS A. Descriptive Questions Short Questions 1. What is the significance of GANTT view in MS Project? 2. What is a constraint in MS Projects? 3. What is the utility of work contouring in the software? Name the different types of contouring that are used in the MS Project. 4. State the features of MS Project 5. Steps to explain the creation of MS Projects Long Questions 1. How do you track the projects in MS Projects? 2. Discuss the Gantt Chart View in MS Projects 3. Explain the MS Projects 2010 key features 4. Explain the practical project planning & tracking in MS Projects 5. Note on MS Projects B. Multiple Choice Questions 1.Microsoft Project is really a computer database that uses _________ main tables of data to keep track of your project. 280 CU IDOL SELF LEARNING MATERIAL (SLM)","a. one b. two c. three d. four 2.____________ uses one table to store information about the tasks of your project and the other for resource information. a. Project b. MIS c. MS d. All of these 3.Enter the Title and Author which you want to give to your project is the step no. ________ a. One b. Two c. Three d. Four 4.Microsoft Project also uses _________ where data is presented in rows and columns. a. table b. sheet views c. column views d. row views 5. Columns are also called _______ a. sheets b. project grid c. fields d. tasks Answers 1 \u2013 b, 2\u2013a, 3\u2013c, 4\u2013b, 5 - c 281 CU IDOL SELF LEARNING MATERIAL (SLM)","14.11 REFERENCES \uf0b7 \\\"Microsoft Project 2010 Ribbon Guide\\\" (Silverlight animation). Microsoft Project Training. Microsoft. Retrieved January 20, 2013. \uf0b7 \\\"Steve Ballmer: Microsoft Office Project Conference 2007\\\". News Center. Microsoft. October 30, 2007. Retrieved January 20,2013. \uf0b7 \\\"Version Comparison (Microsoft Project Professional 2010, Microsoft Project Standard 2010)\\\" (PDF). \uf0b7 \\\"What's new in Project 2013\\\". Microsoft. Retrieved October 10,2013. 282 CU IDOL SELF LEARNING MATERIAL (SLM)"]