Best Practices When Creating Project Schedule in Microsoft Project
Microsoft Project Schedule helps you create detailed schedules that outline tasks, deadlines, and resources and manage your project efficiently. Microsoft Project has many in-built functionalities that are either not well known, not often used, or not many users are sure how to use them.
In this article, our discussion is focused on some of the best practices required to get more done with Microsoft Project.
The sub-topics include:
1. What is Project Scheduling?
2. Project Scheduling Techniques
3. Examples of Project Scheduling Software
4. Benefits of Using Microsoft Project Scheduling
5. Best Practices When Using Microsoft Project Desktop
What is Project Scheduling?
Project Scheduling is a process of creating a project’s timetable from sequenced activities and milestones that have to be delivered under a given deadline based on the available resources assigned to each activity.
A Project Schedule is simply a plan or blueprint that organises tasks in sequential order, keeps track of their time, dependency and constraint, and lists out the resources to accomplish each task. Thus, as explained in What is Microsoft Project?, a Project Schedule allows a project manager to enter the tasks of a project (also known as the “Work Breakdown Structure” or WBS) and assign workers and materials (known as “resources“) to those tasks, as well as cost information.
Meanwhile, all tasks to be included in a Project Schedule should be obtained from a Work Breakdown Structure (WBS). This is because a Work Breakdown Structure involves breaking the project scope into smaller tasks that are more assignable and deliverable-oriented.
Also, the time component of each task may include any two of the following: start date, end date or duration. But not all three variables since the simple relationship amongst them does not suggest that.
i.e. DURATION = FINISH TIME – START TIME
Project Scheduling Techniques
The two popular project scheduling techniques are 1. Critical Path Method (CPM) and 2. Program Evaluation and Review Technique (PERT).
The Critical Path Method (CPM)
A critical path is defined as a group of tasks in sequential order that must be completed to ensure a project success. The Critical Path Method helps you determine the longest possible timeline for the project, as well as the shortest one. This technique is useful when there is little or no uncertainties in task duration and dependencies between tasks.
Program Evaluation and Review Technique (PERT)
In PERT, you can estimate different timelines for a project depending on the level of confidence. The three levels of confidence are Optimistic time, Most-likely time and Pessimistic time.
Examples of Project Scheduling Software
A project scheduling software is a tool that helps you stay organized, track progress, and meet deadlines. It helps make it all easier compared to using Excel worksheets. Come to think of it, how many Excel spreadsheets can you manage at one time? Thus, it is important to have a good knowledge of any project scheduling software.
There are many scheduling software options available including those listed below:
1 Microsoft Project Desktop
2 Microsoft Project Online
3 Microsoft Project for the Web
4 Primavera
5 Wrike
6 Zoho Project
7 Monograph
8 Team Project
The choice is yours to make.
Benefits of Using Microsoft Project Scheduling
Microsoft Project Scheduling helps you to create detailed schedules that outline tasks, deadlines, and resources and manage your project efficiently.
In addition, having a project schedule helps you know ahead of time exactly what should be delivered in what order.
Best Practices When Using Microsoft Project Desktop
1 Before setting a BASELINE, ensure that every Task has resources assigned to it.
2 It is a good idea to have a backup of your project baseline.
3 A milestone usually has a ZERO duration. Never assign a resource to a milestone.
4 Never enter a unit value greater than 100% for a human resource. You may enter more than 100% for a generic resource.
5 Ensure that every Task has Resource(s) assigned to it.
6 Do not assign RESOURCES to SUMMARY TASKS and MILESTONES.
7 Add DEADLINES to MILESTONES. Document your CONSTRAINTS and DEADLINES.
8 Make sure the whole TASKS have RESOURCES assigned to them otherwise they can never be completed.
9 Add a NOTE whenever you apply a CONSTRAINT to a task. This will help to easily identify any task that is accidentally constraint.
Microsoft Project Quiz Questions on Project Schedule
Author: Ana Arm
Estd. 2013