Project Exercises

Project Scenario
During the course of this manual we will be creating and managing a project for the construction of a Bungee Jump at West Coast Waterland. We will be using the Checklist found at rear to guide us through this project. This checklist is intended as a guide only and you will need to customise it for your particular company and projects. You are the Project Manager for this project and the company that you work for is called Belly Flop Constructions Pty Ltd. The project is due to start on the first working day of next month and you have four months in which to complete the project. The budget that you have been allocated is $175,000. You standard working week is from Monday to Friday, 8.00am to 12.00noon and from 1.00pm to 5.00pm. The completed jump will be 50m tall with a four-person elevator on it.

Project Exercises

EXERCISE 1

Starting a New Project

1. 2.

Close any open projects. Create a new project file.

EXERCISE 2

Setting Project Options

1. 2.

Set the date format to display both the date and time. Check the options in the Calendar tab to ensure that they display:

Week Starts On Fiscal Year Starts In Default Start Time Default End Time Hours Per Day Hours Per Week Days Per Month

: : : : : : :

Monday January 8:00 17:00 8 40 20

3.

Click on the Ok button to close the Options dialog box.

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EXERCISE 3

Editing the Standard Calendar

1. 2.

Ensure that the Standard Calendar shows Mondays to Fridays to start at 8:00 go to 12:00, lunch until 1:00 and finish at 5:00. Set the standard calendar to have non working days for:

New Year's Day Australia Day Labour Day Good Friday Easter Monday

Anzac Day Foundation Day Queen's Birthday Christmas Day Boxing Day

Your facilitator will provide you with a list of the actual dates for the above.

3.

Close the dialog box.

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EXERCISE 4

Entering Project Details

1.

Using the above method enter the following details in the Summary tab. Title Author Manager Company Comments : : : : : Construction of Bungee Jump at West Coast Waterland Your name Your name Belly Flop Constructions Pty Ltd Project starts first working day of next month, needs to be completed within four months and at a budget of $175,000.

EXERCISE 5

Entering the Project Start Date

1. 2.

Set your project's Start Date to the first working day of next month or what your facilitator gives you. Ensure that Standard is displayed in the Calendar drop down box.

Project Exercises

EXERCISE 6

Saving Your Project

1.

Using the above method save your project under the My Documents directory and call it Bungee Jump.

EXERCISE 7

Entering Tasks

1.

Using the above method enter the following tasks: 1. 2. 3. 4. 5. 6. 7. 8. 9. Site survey Prepare plans Estimate project costs Prepare / submit loan documents Order supplies and equipment Prepare construction site Deliver materials to site Pour concrete bases for pylons Dig footings for pylons 15. Install winching equipment 16. Install pond plumbing 17. Fill pond 18. Fit rubber bungee 19. Final inspection 20. Test elevator system 21. Test pond pump 22. Test winch 23. Invite guests to the opening 24. Invite Premier to jump 25. Arrange catering 26. Arrange marquee hire 27. Gala Opening

10. Pour concrete in pond 11. Erect pylons 12. Erect launch platform 13. Install electrical wiring 14 Install elevator system

2.

Save your project.

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EXERCISE 8

Inserting Tasks

1.

Insert the following tasks: Dig well for pond insert before Pour Concrete in Pond Test electrical system insert before Test Elevator System Test Bungee insert before Invite Guests to the Opening Arrange Band insert before Gala Opening

2.

Save the project.

EXERCISE 9

Moving. Copying & Editing Tasks

1.

Move the following tasks: Pour concrete bases for pylons should be after Dig Footings for Pylons Final inspection should be after Test Bungee

2.

Copy the following task: Prepare / submit loan documents Paste it above Order Supplies and Equipment Edit the duplicated task so that the second Prepare / submit loan documents now reads Prepare / submit permit applications.

3. 4.

Edit the Invite Premier to jump task to read Invite Premier and Opposition Leader to jump. Save your project.

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EXERCISE 10

Check Project

1.

Check that your project is the same as the one shown below:

2.

Save your project.

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EXERCISE 11

Entering Task Durations

1. 2.

Enter the following durations. Save your project.

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EXERCISE 12

Creating Summary Tasks

1.

Insert the following tasks: o o o o o o Prepare paperwork before Site survey Prepare supplies and site before Order supplies and equipment Prepare foundations before Dig footings for pylons Construction before Erect pylons Testing and Inspection before Test electrical systems Opening before Invite guests to the opening

These will become the summary tasks so don't enter anything for the durations.

2. 3. 4.

Select Task ID 2 (Site Survey) through to Task ID 6 (Prepare / Submit permit applications) Click on the Indent Task button. Repeat steps 2 and 3 above for the following groups: o o o o o Task ID 8 through Task ID 10 Task ID 12 through Task ID 15 Task ID 17 through Task ID 24 Task ID 26 through Task ID 31 Task ID 33 through Task ID 38

5.

Save your project.

EXERCISE 13

Hiding & Displaying Subordinate tasks

1.

Hide and display subordinate tasks.

Project Exercises

EXERCISE 14

Creating A Project Summary Task And Display Outline Numbering

1. 2. 3.

Create a project summary task for your project. Display outline numbering in your project. Save your project.

EXERCISE 15

Entering Milestones

1.

Add the following milestones into your project: Paperwork completed before Prepare supplies and site Preparations finalised before Prepare foundations Foundations completed before Construction Construction completed before Testing and Inspections Testing and inspections completed before opening Project completed as the last task

2.

Save your project.

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EXERCISE 16

Creating Task Relationships Using Menu Buttons

1.

Create the following relationships

Predecessor Site survey Prepare plans Prepare plans Site survey

Successor Prepare plans Estimate project costs Prepare/submit loan documents Prepare/submit permit applications

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EXERCISE 17

Creating Task Relationships Using Drag and Drop

1.

Create the following relationships Predecessor Prepare/submit loan documents Prepare/submit loan documents Successor Order supplies and equipment Prepare construction site

EXERCISE 18

Creating Task Relationships Using the Task Information Dialog Box

1.

Create the following relationships Predecessor Order supplies and equipment Dig footings for pylons Successor Deliver materials to site Pour concrete bases for pylons

EXERCISE 19

Creating Task Relationships Using the Task Entry View

1.

Create the following relationship Predecessor Prepare construction site Successor Dig footings for pylons

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EXERCISE 20

Creating Task Relationships Using the Gantt Chart Predecessor column

1.

Check and create the following relationships

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EXERCISE 21

Changing Task Dependency Types using the Gantt Bar Chart

1. 2.

Change the relationship between Task ID 2 (Site Survey) and Task ID 3 (Prepare Plans) to a Start-to-Start relationship. Use the Undo button to set this relationship back to the Finish-to-Start relationship.

EXERCISE 22

Changing Task Relationship Types

1. 2.

Using the above method change the relationship between Task ID 2 (Site Survey) and Task ID 3 (Prepare Plans) to a Start-to-Start relationship. Use the Undo button to set this relationship back to the Finish-to-Start relationship.

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Project Exercises

EXERCISE 23

Unlinking Tasks

1. 2.

Unlink Task ID 2 (Site Survey) and Task ID 3 (Prepare Plans). Use the Undo button to set this back to a Finish to Start relationship.

EXERCISE 24

Adding Lead to a Relationship

1.

Create an overlap of 20% between Task ID 22 (Install electrical wiring) and Task ID 23 (Install elevator system).

EXERCISE 25

Adding Lag to a Relationship

1.

Add the following lags:

Predecessor Prepare / submit loan documents Prepare / submit loan documents Pour concrete bases for pylons Pour concrete in Pond

Successor Order supplies and equipment Prepare construction site

Lag 2 weeks 2 weeks

Erect pylons Install pond plumbing

1 week 3 days

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EXERCISE 26

Check Project

1.

Create new relationships if necessary. Check that your project is the same as the one shown below:

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EXERCISE 27

Adding a Constraint

1.

Using the above method, add a constraint so that the Gala Opening must start at 7pm on the last Friday of the fourth month from the beginning of the project (i.e. if you started your project in January, the Opening will be on the last Friday of April, etc). Check the Start and Finish Date for this task once you have applied the constraint. Are there any problems? What do you need to do to solve it? ____________________________________________________________________________

2.

Make the necessary changes to your project.

EXERCISE 28

Setting a Deadline

1.

Set a deadline for the Final inspection to occur on the day before the Gala Opening.

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EXERCISE 29

Entering Resources

1.

Enter the following resources into your project.

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EXERCISE 30

Editing Resource Calendars

1.

Edit the calendar for the Accountant giving the first week of the first month of the project off.

EXERCISE 31

Creating and Assigning a New Calendar

1. 2.

Create a Consultants Calendar where the hours on Friday are only from 7:30am to 12:00pm. Assign this calendar to all the Consultants.

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EXERCISE 32

Assigning Resources to Tasks

1.

Assign the following resources to the indicated tasks:

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EXERCISE 33

Removing Assigned Resources

1. 2.

Remove the Secretary from the Invite Premier and Opposition Leader to jump task. Use the Undo button to set this back.

EXERCISE 34

Replacing Assigned Resources

1.

Replace the Secretary with the Project Manager for the Invite Premier and Opposition Leader to jump task.

EXERCISE 35

Contouring Resource Availability

1.

Contour the availability of the Labourers to be 200% in the first month of the project and 300% for the rest.

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EXERCISE 36

Entering Variable Costs for Resources

1.

Enter the following costs and check that the Accrue at column is correct.

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Project Exercises

EXERCISE 37

Entering Fixed Costs for Resources

1.

Enter a fixed cost of $1,500 for Steve's Crane Hire on the Install winching equipment task.

EXERCISE 38

Entering Fixed Costs for Tasks

1.

Enter the following fixed costs for the tasks in your project:

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Project Exercises

EXERCISE 39

Viewing Project Statistics

1.

View the project statistics for your project.

EXERCISE 40

Using the Gantt Chart Wizard to Display the Critical Path.

1.

Use the Gantt Chart Wizard to display the critical path of your project.

EXERCISE 41

Formatting Selected Tasks

1.

Format the Gala Opening task so that it stands out.

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EXERCISE 42

Formatting Text Styles

1.

Format the following items: Critical path tasks Milestone tasks Summary tasks

2.

Save your project.

EXERCISE 43

Formatting Selected Bars

1. 2.

Format the bar for the Gala Opening task to stand out. Save your project.

EXERCISE 44

Formatting Bar Styles

1.

Format the following items: Milestone bars Summary bars Task bars show Resource Initials instead of Resource Names.

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EXERCISE 45

Formatting the Timescale

1.

Experiment with the various timescale formatting options.

EXERCISE 46

Applying a Simple Exclusion Filter

1. 2.

Filter your project so that only Critical Tasks are displayed. To remove the filter, choose All Tasks in the filter list.

EXERCISE 47

Applying an AutoFilter

1. 2.

Use the AutoFilter feature to filter for tasks with durations of 1 week. When you have finished turn the AutoFilter option off.

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EXERCISE 48

Applying A Highlight Filter

1. 2.

Use the Highlight filter feature to filter for tasks using a specific resource. When you have finished turn the Highlight filter off.

EXERCISE 49

Applying a Grouping

1. 2. 3.

Group your tasks by "Critical". Try some of the other groups. To remove the grouping, choose No Groups in the group list.

EXERCISE 50

Checking for Resource Overallocations

1.

Use the Resource Sheet to determine if there are any overallocated resources in your project.

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EXERCISE 51

Determining Why Resources Are Overallocated

1.

Determine which resources are overallocated and why.

Make a list of the overallocated resources and the reasons.

____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

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EXERCISE 52

Adding More Resources

1.

Solve the problem with the Riggers, Labourers and Trades Assistants. (Remember, we applied Resource Contouring to the Labourers you may need to take this off to solve the overallocation problems).

EXERCISE 53

Replacing Assigned Resources

1.

Replace the Project Manager on the Prepare / submit loan documents with the Architect.

EXERCISE 54

Change the Level of Effort

1.

Change the level of effort for the Secretary to 20% for each of the following tasks: Invite guests to the opening Arrange catering Arrange marquee hire Arrange band

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EXERCISE 55

Change Task Dependencies

1.

Link the following tasks Pour concrete bases for pylons (predecessor) to Pour concrete in pond (successor) In a Finish-to-Start relationship

EXERCISE 56

Saving a Baseline

1.

Create a baseline for your project.

EXERCISE 57

Display the Gantt Chart Baseline Table

1. 2.

Display the Gantt Chart - Baseline Table. When you have finished looking at this view, return the Gantt Chart to the Entry Table.

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EXERCISE 58

Display the Tracking Gantt Chart View

1. 2.

Display the Tracking Gantt Chart view. When you have finished looking at this view, return to the Gantt Chart view with the Entry table.

EXERCISE 59

Displaying and Using the Tracking Toolbar

1.

Display the Tracking Toolbar and update the following tasks to the percentage shown: Site survey 100% Prepare plans 75%

EXERCISE 60

Displaying and Using the Update Tasks Dialog Box

1.

Update the following tasks as indicated: Estimate project costs 100% complete Prepare / submit loan documents started one day late but is 100% complete Prepare / submit permit applications started one day early and is 100% complete Paperwork complete 100% complete Order supplies and equipment 50% complete, actual duration is 4d and remaining duration is 4d.

2.

Display the Project Information screen and check your results.

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Project Exercises

EXERCISE 61

Displaying and Using the Tracking Gantt Chart Tracking Table

1.

Update the following tasks as indicated: Order supplies and equipment 100% complete. Prepare supplies and site 100% complete Prepare foundations 100% complete

EXERCISE 62

Printing the Gantt Chart View

1.

Set up and print preview your Gantt Chart view.

EXERCISE 63

Printing a Pre-Defined Report

1. 2.

Print Preview the Project Summary report. Print Preview the Budget report.

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Project Exercises

CHECKLIST

FOR

USING MICROSOFT PROJECT

Note: This checklist is provided as a guide only. You will need to customise it to suit your particular working environment and projects. 1. 1.1 1.2 1.3 1.4 1.5 1.6 1.7 2. 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 2.10 2.11 3. 3.1 3.2 4. 4.1 Defining Phase Establish project parameters (goal, start/finish date, budget) Start a new project file (File, New) Check definition of day, week and month (Tools, Options, Calendar) Edit the standard calendar (Tools, Change Working Time) Enter project details (File, Properties) Enter project start or finish date (Project, Project Information) Save and name the project (File / Save) Planning Phase Enter tasks (Gantt Chart) Enter durations (Gantt Chart) Enter summary tasks and milestones (Gantt Chart) Link tasks (Gantt Chart) Enter constraints (Gantt Chart Task Information; Advanced Tab) Enter resources and associated costs (Resource Sheet) Create and assign / edit resource calendars (Resource Sheet) Assign resources to tasks (Task Entry View) Enter fixed costs (Gantt Chart Table: Cost) Review schedule deal with overallocations, budget constraints, deadlines Create baseline (Tools / Tracking / Save Baseline) Controlling Enter actual progress (Gantt Chart Tracking Toolbar) View progress against baseline (Tracking Gantt Chart) Closing Final Reports (Version 2003 or before View / Reports; Version 2007 Report / Reports)

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