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1. Effective Project Scheduling
Key Concepts for Schedule Foundation
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2. Speaker-Introduction
A practitioner of Analytics, Productivity,
Information Modelling, Enterprise
ProjectProgramPortfolio Management &
Execution Management.
Project Management Coach/ Trainer
focusing on MS Excel, MS Project and MS
EPM product to improve productivity of
management community. Jaiveer Singh (MBA,PMP)
Having 18 years work experience @ singhjaiveer
including 10 years in Project/Program &
Portfolio management roles for global
MNCs. http://www.slideshare.net/Jaiveer
www.singhjaiveer.blogspot.com
www.project-management-practice.blogspot.com
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3. A walk through of the session outline
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Photo by Tricky at flickr

4. Agenda
1. Key Concepts - 20 Min.
2. Q & A - 10 Min.
3. MS Project Demo - 20 Min.
4. Q & A - 10 Min.
Note: Participants can post questions using Chat option
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5. Key Concepts
Scheduling is Modelling
Static & Dynamic Scheduling
Progressive Elaboration
Time - Calendars (FY) Project Schedule
Working Time/ Days
Duration vs Work Measurement
WBS & Rolling Wave Planning
Task Types
Tasks Dependencies
Project Progress Rate & Project Status
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6. Scheduling or Multi Player Game
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7. Master or Assistant
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8. Scheduling is Modeling
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9. Static & Dynamic Scheduling
Original Schedule
Static Schedule
Baseline Schedule
Reference Schedule Actual task progress
impact successor
tasks
Vs
Second Schedule
Dynamic Schedule
Forecast Schedule
The dates are continually recalculated and
reforecast when you enter progress
information or make other changes.
The forecast schedule helps you identify
slippages relative to the original schedule.
Because this is a dynamic model, it also helps
you find ways to quickly reduce slippage.
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10. The Living Project Schedule
• Project planning isn’t
just an activity for
the start of the
project--the project
plan must be a living,
evolving document
that is updated and
changed on a regular
basis.
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11. Progressive Elaboration
– Moving From the Unknown to the Known
Progressive elaboration, is defined by PMBOK*as
“continuously improving and detailing a plan as more detailed and specific
information and more accurate estimates become available as the project
progresses, and thereby producing more accurate and complete plans that result
from the successive iterations of the planning process”.
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12. Understanding Time - Calendars
Gregorian/ Hizri/Thai
Buddhist Calendar
Year
Month 1 Month 12
Week 1 Week 2 Week 3 Week 4
Day 1 Day 7
Hour 1 Hour 24
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13. Project / Resource/ Tasks Calendars
Working Hours [8-5/ 9-6] Holidays
Consultants
Availability
Project
Offshore Team Calendar
Calendar
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14. Duration vs Work
How Big is Project: Work Size How Long Project Can Run: Duration
Time : Person Days, Person Week, Person Time : Days, Week, Months, Years
Months, Person Years
500 person months Duration : 10 months
25 person working for 20
months = 500 Person Months
50 Persons working for 10
months = 500 Person Months
Project
Work = Duration X
Dimensions
Resource Units
500 = 10 X 50
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15. WBS- Work Breakdown Structure
A detailed, well-defined WBS is created for immediate period of clarity, and
only milestones are highlighted for the rest of the project.
Level 1
Level 2
Level 3
Rolling Wave Planning – WBS Level
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16. Tasks Types
e.g. wet paint on cars may
Fixed Duration take 2-3 hours to dry
before next work can be
done on cars
Fixed Resources/ Efforts/
Fixed Unit Budget e.g. To move a long
table, you require 2 people
Fixed work size which is having
linear relationship to duration
Fixed Work and resources assigned for
execution
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17. Tasks Types
Fixed Work
Work = Duration X Resources (units)
50 Person Days = 5 Days X 10 Resources
Change in one unit, trigger re-computation of other factor
while base type column remains fixed
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18. Tasks Dependencies Concepts
Hard Dependency : Once Paint on walls is dry only
then next work can be done on walls, Another example
- Walls needs to be built first before roof can be made.
Soft Dependency : Once some programmer is
available, previous application defect can be fixed. It’s
about availability of resources.
Time Lag: Time difference between finish of task 1 and start of
task 2. Task 2 may have to wait post Task 1 completion.
Overlap: Time Period in which both tasks run in parallel. Some
tasks can be started 2-3 days before of previous tasks completion
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19. Tasks Dependencies Types
Dependencies are the relationships of the preceding tasks to the
succeeding tasks. Tasks may have multiple preceding tasks and multiple
succeeding tasks.
The most common dependency relationship is a finish-to-start
relationship.
Finish to Start
Build Columns/Walls
Build Roof
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20. Tasks Inter Dependencies
Finish to Start
Time Lag
Paint a car Polish the car
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21. Tasks Dependencies Types
10 s
Start to Start
Fill Car Fuel Tank
Change wheels
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22. Tasks Dependencies Types
Finish to Finish
Predecessor task
[FF] The successor task cannot finish
until the predecessor task finishes.
successor task
Start to Finish
Predecessor task
[SF] The successor task cannot finish
until the predecessor task starts.
successor task
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23. Project Baselines
Project Approved Timelines is referred as Project Baseline. Project actual
performance is measured against this (goal).
% Completion
120
100
94 97
100 88 91
78
80 68
58
60 48
38
40 33
28
23
18
20 7 9 11 13
3 5
0
Wk-1
Wk-2
Wk-3
Wk-4
Wk-5
Wk-6
Wk-7
Wk-8
Wk-9
Wk-10
Wk-11
Wk-12
Wk-13
Wk-14
Wk-15
Wk-16
Wk-17
Wk-18
Wk-19
Wk-20
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24. Project Progress Rate vs Status
Car Journey – Distance/ Speed/ Fuel
Distance : 300 KM, Speed : 50 KM Per hour, Mileage: 20 KM/ Liter
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25. © PM Clinic 25

26. Concepts Implementation in MS Project
Tools/ options [Configuration/ Product Setup]
Calendar/ Schedule/ View
Calendar Setup
Holidays/ Work Weeks
Project Information
Timescale [ Bottom/ Middle/ Top Tier]
Tasks (Duration & Work)
Tasks Type
Task Dependencies
Project Guide
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27. Select Project Calendar Type
Tools - > Options
- > View Tab
Define Calendar
Type to be used
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28. Setup Time Units & Working Time
Tools - > Options
- > View Tab
Define First day
of Week and First
Month of a Year
Define working
time
Define Time Units
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29. New Calendar Setup
Tools - > Change Working Time Setup Custom
Calendars
Define Work
Days in a Week
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30. Duration/Work Unit Setup
Tools - > Options
- > Schedule Tab
Duration Time
Unit
Default Work
Unit (person
hours/ days)
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31. Customize Time Scale
Format- > Time Scale
Select Time Unit
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32. Project Information
Project - > Project Information
Project Start
Date
Project Base
Calendar (Choose
Custom Calendars)
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33. Setup Default Task Type
Tools - > Options
- > Schedule Tab
Default Task
Type
Fixed Unit
Fixed Duration
Fixed Work
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34. Task Type relationship to work
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35. Tasks Dependencies Types
Double Click on any Task or Press Shift + F2
Click on Predecessors Tab
Impact tasks Task
work/duration of units Dependencies
re-computation when
any one of them is
modified
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36. Project Guide
View ->
Turn on Project Guide
Follow
recommended
project setup
guidelines
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37. Showing Project Status in Gantt Chart
Status
Date
[Friday]
Current
Date
[Monday]
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38. MPP Examples
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39. Next Webinar
• Project Multiple Baselines & Variances
• PERT Estimation
• Assignments
• Critical Path Analysis
• Updating Work Progress
• Project Status Reports (Weekly Progress)
• Project Status Reports (Milestone Variance)
• And many more ……
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40. Presentation copy available for download at
Presentation is available on http://slideshare.net/jaiveer
http:// project-management-practice.blogspot.com
@thepmclinic
http://www.facebook.com/pmclinic
Email: contactus@pm-clinic.com
askpmclinic@gmail.com
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