Program Management in Microsoft Project - Research Proposal Example

Program Management in Microsoft Project Executive Summery In this present technology based age all the businesses and organizations are making use of new technology based structures to effectively manage their businesses and corporations’ activities. And organizations carry out their business processes in the form of projects. In this scenario project management for organizational activities is one of the most important business concerns. Additionally, the successful management and projects tracking are essential to attain project objectives. In this scenario Microsoft Office Project offers superior tools to help us track as well as control project schedules, manage resources and finances. In this way we are capable to integrate Project tools with Microsoft Office applications. This report presents a detailed analysis of the MS Project management tool to recognize the purposes of the different functions of MS Project and how they can be applied by a project manager when they are developing (and using) a project plan. Introduction Kumar (2009) stated that Microsoft Office Project Standard provides us robust project management tools with the right combination of power, usability and flexibility; consequently we are able to control projects more professionally and successfully. We are able to stay informed and control project schedules, work and finances, keep project teams be more productive and aligned in the course of integration through popular Microsoft Office system. In addition, this system includes powerful guided planning, reporting and flexible tools (Kumar, 2009). Microsoft Office Project is a software system/application developed by Microsoft, which offers project management tools to handle projects. This system has a lot of different versions that permit users to communicate as well as present project information, recognize and control project finances and schedules. Microsoft Office Project is also used to arrange work and people to ensure that projects are finished on schedule (MPUG, 2009). This report will present a detailed analysis of the project management tool ‘MS Project’. This research will offer a detailed analysis of some important areas like that its functionalities, features and operational capabilities. 1- Terminology of Microsoft Project Microsoft Office Project contains the entire potentials regarding an effective project management. Also MS Office Project presents shared enterprise project management capabilities. Additionally, with this tool we are capable to improve the management and organization of our projects as well as people through the capabilities and scheduling power of Office Project Standard. In addition, simple development and processing of reports and communicating information are accessible in an assortment of formats from the requirements of stakeholders. Microsoft at initially acquired the planning software from another corporation and released it as its own edition in 1985. The majority of new version of the software is Microsoft Project. In 2009 Microsoft declared next edition of Microsoft Project that is a code-named "Project 14" and acknowledged as Project 2010 that it anticipates has first half of 2010. Microsoft Project permits the project manager to enter the activities of a project (as well recognize the WBS or work breakdown structure) and allocate workers (recognized as "resources") to those activities, in addition to cost information (Microsoft, 2010). 2- Creating a timeline project plan To attain success in a project we completely depend upon the planning. As Haughey (2009) stated that creating a project plan is the primary thing that we should need to perform when undertaking some kind of project. Additionally, frequently project planning is overlooked in favor of obtaining on through the work. Though, a lot of people fail to realize the value of a project plan in saving money, time as well as a lot of problems. In this scenario, MS Project facilitates us in getting efficiently plan operational ranging from small projects to huge-scale processes. In this way, we can make use of MS Project to plan timeline schedules, manage budgets, allocate resources as well as set practical expectations intended for our management, team and customers. In addition, it helps us simply track data as well as estimate such as budget versus actual cost, percent complete and earned value by employing a group of predefined metrics. As well tracking data, MNS Project facilitates us to track project performance at some point in the whole duration of the project. It as well facilitates us to accumulate project snapshots in baselines in addition to track project development. Moreover, for a rapid consideration of the project management procedure, MS Project offers an interactive Microsoft Project Guide with step-by-step assistance. As well, it offers intuitive toolbars and menus that facilitate us to learn project management basics (Haughey, 2009; Pyron, 2002). To plan a project and manage its time line we will create a list of tasks that need to be carried out for a project. Below I have outlined an example of such task. In planning an activity we need to add different information regarding the main resources for the project tasks. In this regard we will add amount of effort (that can be days or hours) needed to complete the job. Then we need to add resource that will be used to carry out the task. Once we have recognized the amount of effort intended for each task, then we can workout the effort needed for every deliverable as well as a precise delivery date. In this scenario MS Project offers the capability to update our deliverables section with more precise delivery dates. At this point in the timeline planning we are able to select and utilize a software package like that Microsoft Project to produce our project schedule. Otherwise utilize one of the many free templates obtainable. In this case we can input the entire tasks, deliverables, resources and the durations that will complete every task. A frequent problem discovered at this point is regarding the project that should have a compulsory delivery deadline from the sponsor that is not practical foundational upon our estimates. If we find out that this is the case we have to contact the sponsor immediately. However, in the MS project based timeline planning process we have options that we cab use in this situation for instance employ additional resources (or bigger cost), renegotiate the deadline (or project delay), minimize scope of the project (or less delivered) and utilize the project schedule to rationalize pursuing one of these alternatives (Haughey, 2009; Pyron, 2002) & (Kumar, 2009). 3- Managing resources using Microsoft Project According to Kennemer (2002) we are able to utilize MS Project to handle our resources as a result the organizations are able to attain its long-term objectives. An incorrect estimation of long-term capacity and workloads can result in unplanned recruitment, knowledge loss, quick lay-off cycles, low employee morale and higher overhead. In this scenario, MS Project offers visibility in timesheets, work transactions, in addition to resource capabilities. We can construct resource plans to organize the recruiting and outsourcing strategies with long-term business aims and objectives (Kennemer, 2002). Additionally, MS Project helps us assign resources to projects/activities and manage inconsistencies over allocated work easily. Thus, we can assign work to the whole team jointly instead of assigning work to individual resources. In this way, team members would be able to recognize their indication and individual assignments of the time taken beside the allocated assignment. However, to develop a project plan through MS Project, it is significant to cautiously define the on hand resources. In this scenario, Microsoft Project can facilitate us through visibly defining our project’s resources (Talbot, 2009). The image given below demonstrates the General Tab of the resource information dialog box. It holds the fundamental information regarding our resource. With Double-click on some resources in the Resource Sheet analysis of MS Project to call up the resource information dialog box. Here we are able to observe the Resource Sheet outlook by clicking the View | Resource Sheet menu item in Project as shown in image below: While entering resource data into Microsoft Project, there are numerous other resource groups to consider. In this scenario organizational resources demonstrate to those resources at the elimination of an organization and are able to be consequently employed in numerous projects. Local resources or non-enterprise resources are simply obtainable for utilize inside a specific project. In addition, generic resources are employed to identify specific skills that are necessary for a project when the precise details of the resource are still unidentified (Talbot, 2009). Here image given below has outlined the cost based resources of the project. Here we can view the different types of project resources and their allocation procedure: 4. Creating a resource driven project plan In effective project planning the management of project resources is a main aspect of project management. MS Project is capable to assist in the complex matters of organizing and handling resources by tracking their progress, outlining assignment issues as well as relating the entire this information to the general position of the project. In simple words, resources are able to be divided into 3 categories: material, work and cost. In case of a work resource that is anything or anyone that works on a job as well as is tracked from to time spent. However, a material resource guides to aspects that are consumed by a job. Additionally, the MS Project supposes that material resources are obtainable in limitless supplies. In the same way, cost resources refer to subsidiary costs that are not straightly connected with work as well as materials, like that expenses. However, when entering resource data into Microsoft Project, there are a number of other resource groups to consider. In addition, the local resources or non-enterprise resources are simply obtainable for utilization inside a specific project. Generic resources are utilized to recognize specific skills that are needed for a project when the specific particulars of the resource are still not known (Kennemer, 2002). Microsoft Project presents two techniques for inputting resource. Here the first method is about the data directly: this method involves entering data into resource information dialog box or resource sheet. The subsequent step is to allocate resources to a specific job. The advantage of this step is that it is probable to observe how long it will take to finish a job, how much it will cost as well as who is accountable for implementing that task. In addition, one resource is able to be allocated to a number of dissimilar tasks plus one task is able to be assigned numerous different resources. Microsoft Project is capable to estimate the period of a job foundational upon the accessibility of every resource. However, if extra resources are allocated to a particular job, Microsoft Project is able to compute how a great deal less time is necessary for job completion, which is acknowledged as effort-driven preparation and is the default option. In addition, there are instances where it is not suitable to make use of the effort-driven arrangement for a task. For instance, a meeting will take the similar amount of time to finish (only if it stays focused) in spite of the amount of individuals attending (Talbot, 2009). Below I have outlined the two procedures for the allocation of resources through the MS project based planning process. Way-1 Way-2 5. Using calendars to maximize resource availability Caulfield (2010) stated that it is important that we finish our project on time. However, to achieve that, we need to know when we should work on project jobs and when we should not. In this scenario, MS Project’ new version (after MS Project 2002) offers calendars and other information like that task dependencies (job dependencies: Additionally, an association among two linked jobs; connected through a dependency among their finish and start dates. In addition, there are four types of task dependencies: Start-to-start [SS], Finish-to-start [FS], Start-to-finish [SF] and Finish-to-finish [FF]), to decide when resources are obtainable to work as well as when tasks are able to be scheduled (Caulfield, 2010). In MS Project it is significant to be acquainted with how calendars are designed to make sure that our project is finished according to our planning schedule and achieve required objective. In this scenario, the MS Project employs calendars in combination with task dependencies to decide when resources are obtainable to work as well as when jobs can be scheduled. There are four kinds of calendars (microsoft-2, n.d.): Base calendars Project calendars Resource calendars Task calendars However, MS Project allows us adjust these calendars to identify the working days as well as hours intended for the whole project, for individual resources, for groups of resources as well as for tasks. Additionally, these calendars are not linked with the Calendar view that demonstrates the project schedule in a standard calendar format. In addition, the MS Project calendar describes the working and nonworking days and times intended for tasks and generally represent corporation’s routinely working hours. However, a project employs this calendar to plan tasks that do not have resources linked with them by default. Additionally, the project calendar identifies when project work can be done. In this scenario, the Project calendar identifies that all the days of a week are functioning/working days (microsoft-2, n.d.). Below given image shows the project calendar: 6. Program management using Microsoft Project With the passage of time, businesses are relying upon the strategic use of software/tools to obtain real-time visibility into the entire aspects of business operations, from the first floor to the top floor and its main reason is that an increasing number of manufacturers are turning to Microsoft portfolio and PPM or program management solutions. Additionally, a program management business strategy is able to facilitate our people to get control of projects as well as add value to our business. However, for manufacturers, that means obtaining our product to marketplace faster as well as more efficiently. Additionally, the Microsoft Project based program management solutions have the additional advantage of lesser total cost of ownership and greater easiness of use. In addition, if a corporation is looking for a simpler program management platform that will transit smoothly into its existing enterprise, as well as will be adopted quickly by its workers, then they should use Microsoft Project. In addition, the MS Project supports master projects as well as allows corporations save and publish to the business server. For instance, if we know we need more effort in launching a new business as well as there a number of projects will be connected with that effort. In this situation, it is for all time most excellent practice to have master project by inserting/adding those individual projects inside master. This will offer chance to provide complete visibility of program status by viewing the combine schedule view on master project. This characteristic is extremely helpful to Project Management Office as well as program managers (epmcentral, 2009)& (microsoft-3, 2010). 7. Base planning and tracking using Microsoft Project In Microsoft Project, we are able to allocate budget and cost resources to an account intended for project expenses connected to non-labor as well as non-material items like that resource travel and licensing cost. These cost and budget resources are allocated to the project at the project summary job level. In this way, they are applied to the whole project. Additionally, there is an important thing regarding these budget and cost resources that is, when they are allocated to a project, they do not have some impact on our project schedule. In Project, when we adjust a resource allocation to some tasks, then due dates and other task dependency associations also update. Thus, this is one of the most important selling points and effectiveness of the Microsoft Project that makes it a resource-driven scheduling system. Since, Microsoft Project works to manage our project schedule and resources. However, it is fairly limited when we require assessing the costs associated with our project. In this scenario, it definitely has the capability to track these costs; on the other hand it can not perform much beyond storing and displaying the data (Reynolds, 2009). 8. Reporting using Microsoft Project Microsoft Office Project approaches with more than 20 built-in reports that we are able to only preview, select and print. Additionally, these reports accumulate the majority commonly employed sets of information that are necessary to handle a project, control costs, coordinate resources, communicate progress and analyze potential problems. In addition, when we choose or generate a report, information is drawn from the chosen fields all through our project. That data and information are extracted in the report design, are also summarized or discrete appearance, relaying on the precise report. Moreover, we are able to produce an up-to-date report few minutes before the beginning of a meeting, and also the report immediately reflects the extremely newest transformations that we made or that team members have submitted (microsoft-4, 2010) & (Cheltenham, 2008.) & (knowledgehills, 2010). 9- Other Features of Microsoft Project MS Project 2007 offers a variety of features that help organizations get better control and visibility across all the projects. Additionally, it leads toward an enhanced business management, decision-making process and an enhanced alignment with business strategies. This, consequently, augments operational efficiency of corporations. MS Project helps out plan work as well as manages resources successfully. It as well allows well-organized communication and collaboration. As well, it facilitates to influence existing data and offer fast access to information. Here are the some of main features of the MS Project: (articlesbase, 2010) & (Rodriguez & Sereno, 2010) & (microsoft-5, 2010) & (Cheltenham, 2008.): Effective leveraging of existing data Additional project templates Efficient communication and collaboration Quick access to information Effective work planning Effective resource management Excel and outlook import Built-in online help Gantt charts, calendars, network diagrams, and task sheets Planning and tracking tools Multiple baselines Project information sharing Microsoft Office interface Interactive, Step-By-Step planning help/guide Conclusion A project is a temporary activity to achieve some specific goals. Additionally, organizations carry out business activities in form of projects. Thus, almost every organization engages in some kind of project management. However, this project management process can be supported through a software tool such as MS Project. In this research I have presented a detailed analysis of the MS project and its overall operational aspects. This research has outlined some important aspects and functionalities that are offered by this application. MS project is one of best project management applications/tools that offer enhanced services and facilities in effective project and business tasks management, resource allocation, team’s management and timeline tracking. In case of effective implementation and utilization of this application we can gain more effective business and corporate advantages regarding project management. Bibliography articlesbase, 2010. Features of Microsoft Project 2007. [Online] Available at: http://www.articlesbase.com/e-learning-articles/features-of-microsoft-project-2007-230001.html [Accessed 09 May 2010]. Caulfield, J., 2010. Effective Use of MS Project Calendars. 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