April 1, 2023

MS Project Tutorial #6 – Critical path, Tracking progress, Cost resources, Fixed costs, Reports

hello in this video we'' re going to be taking a look at a few extra functions of MS Project that will be beneficial for you as you develop and keep your schedules so among the important things that we what works to do is to see the important course so to do that it'' s fast and simple when you'' ve set up your schedule and put in your dependences and so on click on the format tab and click on vital jobs and you'' ll see the ones in this sort of orange color are the is the critical path which concurs with the textbook as well so it'' s constant there so that'' s beneficial the next thing is tracking development in your in your schedule so for instance it'' s useful that as activities are completed they ' re marked as complete or'if they ' re in progress they can be marked that way also so let'' s state we ' re in a certain point in the in the project is early in the job and we'' ve finished the three day start the task we click this icon which is 100% that also attains the turning point so we can click that and for strategy the project let'' s state we are 50% done now it ' s very sort of helpful to use these icons because you know attempting to say that you are 50% done versus 55 point two percent is very tough so the zero 25 50 75 100 is a great guideline to get into so here we are and we can see a couple things take place there you discover that when we completed this one the initiate the task that job became non-critical it'' s due to the fact that it ' s done the vital path is only what ' s in front of us so the task planned the job which is 50 % total is still the orange color and is still for still therefore on the crucial course so this is rather a helpful thing to do now a bit more on costs let'' s return to the resource sheet for a moment and there is an extra type of expense which you'' ve noticed when you'' ve been getting in resources there are work resources material resources and cost resources and this is the one that we wish to discuss and it'' s for costs that don ' t fit in to the other two essentially lets say for instance and end the job event this would be proper to set up as a cost and the important things that'' s various here is'we don'' t allocate we put on ' t suggest the expense at this moment we do it we do it later on so I ' ll show you how to do that you do it when you assign it into your schedule so let'' s let ' s go to back to our Gantt chart and we would be sustaining this cost during the close the project task that makes good sense so we'' ll go there we will add it in and we will put in our estimated expense let ' s state we ' re budgeting three hundred dollars that then adds it there and suggests the dollar amount which is revealed right in the schedule so that'' s that last type of expense so one other type of cost simply for complete efficiency is what'' s called a fixed expense so we will really what I wish to do is to go to the cost table and we ' ll simply scroll up to the leading notification that our $300 that we previously put was contributed to the was added actually there and let'' s state that for the sake of argument that we want to that our job we'' re gon na add a consultant you know a management specialist who is gon na charge us ten thousand dollars and we desire that expense to prorate across the whole project timeframe well we'' ll just go into this fixed expense column include the $10, 000 there now when I push ENTER watch what occurs to the total expense it will increase by $10, 000 now fixed expenses can be included to either the total project which is what I did it can be gone into at a summary level or it can be contributed to a specific job so it depends upon where the cost is and how you want it to spread across the project speaking of that for any expense you can suggest whether the expense Pro rates throughout the period or if it'' s at the start or completion of the of the period so those are when you can enter to more fine-tuning the default is for prorating I'' m just gon na eliminate that repaired cost for now and take us back to our usual quantity so let'' s simply set ourselves back to entry for now the last thing I want to show you is reports that you can run there are numerous reports that are offered to you we'' re simply going to reveal you two one is the job overview and this provides you a sort of a photo of how the project'' s doing at seven percent total which'' s based upon the activities that I suggested were total in that previous actions so that we'' re indicated at 7 percent at a stage level starting is 100 percent preparation'' s 50 percent done absolutely no time on executing or closing and here'' s our approaching milestones any late jobs would be would be here so that'' s one report let'' s return and look at an expense report cash flows an intriguing report and this shows us the amount of costs that we'' ve sustained so far based upon our jobs that have actually been complete we have actually taken in simply over 4800 dollars and we have 51, 000 practically fifty-two thousand dollars left and this reveals it once again by stage and so on now this report isn'' t that helpful due to the fact that it'' s being revealed by quarter which is not that helpful so let'' s edit the time frame and switch it from quarters to weeks and now we can see that the expected circulation of expenses each week and we can see that it begins slow builds in the middle and then begins to drop off to the end which is typically the typical distribution of costs during a task so that'' s that ' s a summary of a couple of extra functions and that'' s the end of the video