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3: Week Project Costs and Reducing Duration - iLab This exercise will demonstrate how to enter resources and assign the resources to tasks. Later in the assignment, you will be presented with a scenario in which you will have to shorten the project schedule by analyzing the situation as the PM and deciding the tasks for which to allocate more resources. iLAB OVERVIEW Project Overview As the Project Manager for ACME Landscaping & Construction, you are continuing to move through your project. In the last couple of weeks, you Entered and Scheduled your tasks. This week you are going to Assign the tasks to resources. Next week, you will use the results to perform resource scheduling in the project. Below is a project timeline for the seven weeks. Notice we will concentrate on the tasks for Week 3. View Transcript Here Week 3: Project Costs and Reducing Duration - iLab Week 3 Lab Overview Hey, its our Project Manager you are becoming a pro at this MS Project work! Are you ready for the iLab this week? We start our iLab this week by using the results of Week 2s assignment. You should make sure to use the posted starting file for Week 3, which you will find in the Doc Sharing. Once you have it open in MS Project, we are going to spend this week working on assigning resources to the tasks. Then, based on a change of requirements in your project, we need to go through a crashing activity on the project. ACME Company has resources they have provided for this project. As part of your assignment, you will be given a resource chart which includes the resource, their skills, the number of resources available to the project, and their Percent of Allocation to the project. Lets talk about this for a minute. On a project, we will have specific individuals. As a project manager at this time, however, we just need to identify the skilled position needed. For example, we may need three full time plumbers for two weeks on our project. This means that we need 3 x 100% or 300% (which translates to 40 hours per week x 3 or 120 hours of plumber resource per week). This could be four physical resources if you had 2x100% and 2x50%. The math still adds up to the 300% needed. Lets say we cant get 300% per week, then our timeline will change. We had identified 300% for two weeks, which is 240 hours of work. If we get 2x100%, then we have 80 hours per week, so in two weeks we only have 160 hours and are 80 hours short. This means it will take us three weeks to complete the work, and not two weeks as planned. Now that we are more familiar with Resources in MS Project, lets start working on our MS Project plan. Follow the steps below to complete this week's iLab. iLAB STEPS STEP 1: Watch the video The detailed steps and instruction on this week's iLab are in Steps 2-3. Before we do that, let's watch a video for an MS Project tutorial on concepts in this week's iLab. eek W 3iLabTutorial Thistutorialguidesyouthroughthestepsneededforthisweek'siLabassignment.Clickheretoviewatranscriptofthetutorial. Week 3: Project Costs and Reducing Duration - iLab If you prefer, open Microsoft Project and practice by following along. Once you finish the assignment using the written instructions, answer the practice questions below in Step 4. When you feel confident about answering the questions, you need to enter your answers in the Homework ES tab to receive points. STEP 2: Download the Week 3 MS Project File from Doc Sharing Click here for written instructions Assignment: Download the Instructor_ACME_2.mpp file from the MS Project Exercises view in Doc Sharing. 1. Select the Microsoft Project Exercises from the view. 2. Click the GO button. The screen will refresh with a new listing. 3. Click the link Instructor_ACME_2.mpp . Week 3: Project Costs and Reducing Duration - iLab A new window will come up. 4. Click the Save button. Week 3: Project Costs and Reducing Duration - iLab Remember to specify the location of the file. STEP 3: Detailed Steps and Written Instructions Week 3: Project Costs and Reducing Duration - iLab 3a - Enter All Project Resources Complete this exercise, save the Microsoft Project file, then continue to step 3b. Click here for written instructions Assignment: This exercise will cover how to enter Resources. 1. Start Microsoft Project. 2. Open the Instructor_ACME_2.mpp file 3. Go to the View menu, then select Resource Sheet Another screen will come up. 4. Enter the Resources as indicated in the table below. These resources are the personnel that have been assigned to the ACME Construction Project team. Important: To show that there is more than one resource of any position, in the Max Unit field multiply the number of personnel by 100 to get the total percentage of availability for this resource. Note that you should not change any other field in the Resource Sheet other than what is specified in the table below. RESOURCES Week 3: Project Costs and Reducing Duration - iLab Celebration Party None 15. 16. Finally, return to the Resource Sheet view to check whether we assigned any resources more work than they are able to do for this project. We refer to these resources as "overallocated," and they display in red on the Resource Sheet view. (Another helpful screen is the Resource Usage view, which shows the tasks assigned to each resource.) Hint: you will have one overallocated resource! IMPORTANT! 17. Save your MS Project file as LastName_ACME_3a.mpp. You will not turn in this file, but you will want to keep this version in order to answer questions on the Homework ES! Our project is really coming together now. We see that after completing this activity, our end date is on track with the project timeline requirements. We did pretty well! Its time schedule to a meeting with our customer and review the plan. 3b - Crashing Begin with the MS Project file you finished in 3a and complete the following exercise. When you are finished, save the Microsoft Project file, then upload your file to this week's Dropbox. Click here for written instructions Assignment: This exercise will cover Project Crashing. IMPORTANT FIRST STEP! Take your open MS Project file (LastName_ACME_3a.mpp) and "Save As" LastName_ACME_3b.mpp. This will allow you to have two separate files for answering the Homework ES questions. Your 3a file is "before crashing" while your 3b file will show the results of the crashing we are about to perform. Oftentimes, the project manager is confronted with having to reduce the scheduled completion time of a project in order to meet a deadline. Project duration often can be reduced by assigning more resources to project activities on the critical path. This is called crashing. Remember: Tasks on the critical path have no slack! Let's look at an example of how this would work with our own project, so that you understand the concepts. Here is the scenario: As we are meeting with the customer, there is a change in the project deliverable commitment and we have to CRASH our project to address it. The customer's executive management struck a deal with the television company that now requires two television platforms to be in place. Lets update our Project task to reflect the additional request. Task prior to update: Week 3: Project Costs and Reducing Duration - iLab 11 Task after update: 11 1.3.1 TV Platforms 6w 1.3.1 TV Platforms 3w Tue 3/21/06 Tue 3/21/06 Mon 5/1/06 This change makes the task TV Platforms a duration of six weeks, which then misses the end date. The U.S. Open date moves from 6/7/06 to 6/28/06 when we add the three weeks. Since this is not acceptable, as the PM, you take this information back to your company management and discuss options. We cant change our end date, so we have to add additional resources to solve this problem. The company management pulls resources from other projects to be available to resolve this problem. It is important that we dont use ALL of the resources, but instead just what we need to get this timeline requirement addressed. You can assume that you will not have an ordering delay and that enough equipment for the second tower will be delivered as scheduled. Activity Additional Resources that you can add to the project, if needed Target Duration TV Platforms Electrician [400%], Builder [400%] 3w Now that you have the information you need, how would you handle this challenge as the PM, and which additional personnel assignments would you choose to complete the project within the defined duration? Steps: 1. Determine resources needed to install a tower within three weeks based on the assumption that to complete the tower we need (2x100% Electrician + 2x100% Builder) x 3 weeks = 600% Electrician + 600% Builder Total Effort 2. Select the Gantt Chart View. 3. Select the TV Platforms task 4. Change the DURATION to 6w. 5. Right click on the task TV Platforms. Week 3: Project Costs and Reducing Duration - iLab 6. Click on Task Information. 7. Click on the Advanced tab. 8. Change the task type to Fixed Units. 9. Click the Effort Driven box so that a check mark appears there and click OK. 10. Navigate to the Resource Sheet to add the new resources. Include (new) as part of the name to distinguish from the existing project resources. Resource Available Allocation Electrician 1 (new) 100% Builder 1 (new) 100% Electrician 2 (new) 100% Builder 2 (new) 100% Electrician 3 (new) 100% Builder 3 (new) 100% Electrician 4 (new) 100% Builder 4 (new) 100% 11. 12. Select the Gantt Chart View. Apply the Split View again. 13. Select the TV Platforms task 14. ApplyresourcesfromthepoolbelowtomeettherequirementofthetwoTVplatformswithinthreeweeks,whereitrequires400% Electricianresourcesperweekand400%Builderresourcesperweek.Eachtimeyouaddanewresource,clickOK.Youwill seethechangesindurationseachtimeyouaddadditionalresources.Startbyadding1newbuilder,thenclickOK,thenaddbuilder2, Week 3: Project Costs and Reducing Duration - iLab thenclickOK,etc.Addresourcesuntilyoureachadurationof3weeks. HINT!YouwillNOTneedtoenterallofthebelowresources!Inordertoreachtherequiredallocationyouwillneedtoadd2builders and2electricians.Thiswillsatisfytherequirementtoadjustthedurationto3weeks. Resource Available Allocation Electrician (existing - DO NOT ADD!) 200% Builder (existing - DO NOT ADD!) 200% Electrician 1 (new) 100% Builder 1 (new) 100% Electrician 2 (new) 100% Builder 2 (new) 100% Electrician 3 (new) 100% Builder 3 (new) 100% Electrician 4 (new) 100% Builder 4 (new) 100% 1. Once the resource allocation is set up for the TV Platforms task, you will have a three-week Duration and a Total allocation of 400% Electrician and 400% Builderper week. This equates to 1200% for each of the Electrician and the Builder over a three-week period--> 400% x 3 weeks = 1200%) 2. PerformaSaveorSaveAsonyourfile,makingsureitisnotoverwritingyourfirstfile. NameitLastName_ACME_3b.mpp Wehaveaccomplishedalotthisweekinourproject.Afteryousaveit,takeabreakuntilnextweek.Makesuretouploadyourproject tothedropbox.Seeyounextweek! Week 3: Project Costs and Reducing Duration - iLab STEP 4: Practice Questions and Homework ES Finally, click below to answer the Practice Questions. These questions are here to help you answer the timed Homework ES questions, which will be graded. When you are ready, go to the Homework ES page to enter your answers. See Syllabus/Due Dates for Assignments & Exams for due date information. Once you access the Homework ES page, you will have 45 minutes to enter your answers. ... View Full Document

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