Microsoft Project

Schedule Building Process

How to build a Schedule – The efficient/easy way

1. Scheduling Definition
2. Quick Links – Menu Bar
3. Look Ahead Filter
4. GNATT Chart
5. Tasks and WBS
6. Critical and non Critical tasks
7. Cheat Sheet – How to build a schedule
8. Cost Loading
 The process of breaking down ‘work’ into manageable tasks as per the available
resources within the available work area with advanced construction methods and
organizational constraints is scheduling.

 A schedule is the complete reflection of your thought process on the project as per
the scope. The way you want to approach, handle, overcome, coordinate and
complete all the milestones within the time frame and budget.
Setting up a baseline schedule
1. Scope – Remodel current office room – CPFC SRF
2. Review Drawings, understand architectural and structural modifications.
3. Defined Scope – Remove current furniture, ceiling, carpet and install new ones. Also install new partitions – Gypsum board.

Process:  L37 - Inspection – City

 L19 - Finishes - Parent
 Line 1 - Open a Blank MS project screen – Edit the project  L38 - Construction Clean up
 L20 - Install Ceiling Grid
name
 L21 - Install Gypsum Board  L39 - Punch Walk
 Line 2 – type - Construction
 L22 - Paint  L40 - Punch List – Corrections
 Line 3 – Add tasks as in the scope – Perform LOTO as needed
 L23 - Electrical – Second Fix  L41 - Inspection
 L4 - Abatement as needed  L24 - Mechanical Second Fix
 L42 - Certificate of Completion
 L5 - Install Barricades  L25 - Fire Alarm – Second Fix
 L43 - Issuance of substantial Completion
 L6 - Remove existing furniture  L26 - Install Lighting
 L44 - User Move-in
 L7 - Remove Ceiling Tiles  L27 - Install Doors
 L45 - Close Out
 L28 - Install Flooring
 L8 - Remove, Door and frames
 L29 - Install Casework
 L9 - Remove Flooring
 L30 - Paint – Final Fix
 L10 - Now – Add tasks for Rough –In - Parent
 L31 - Install Carpet
 L11 - Electrical Rough In
 L32 - Install Furniture
 L12 - Mechanical Rough In  L33 - Install Card Readers
 L13 - No Plumbing work  L34 - Above Ceiling Inspections
 L14 - Framing/Backing  L35 - Close Ceiling Tiles

 L15 - Install Door Frames  L36 - Inspection – Fire Marshall

 L16 - Fire Alarm Rough In

 L17 - DATA/IT Rough In

 L18 - Inspection – Framing + MEP

Task Connections -

To connect the defined tasks –

Step 1 – Select all the tasks from Line 3 to line 9, Click on the ‘Link tasks’ icon on the menu bar. – Please see the picture in page 6.

Step 2 – Select tasks from Line 11- Line 18 – Click on the ‘ link tasks’ on the menu bar.

Step 3 – Select Line 20 – Line 45 - Click on the ‘ link tasks’ on the menu bar.

 Once the connection is done – Make sure there are connections between wbs (work breakdown structure) – Demo – Rough in and Finishes.

 Ie – Connect – Line 9 and Line 11.

 Connect Line 18 and Line 20.

 The schedule is now connected. The schedule needs further adjustments:

 Enter durations for each tasks

 Adjust relationships/dependencies between tasks.

 Some tasks can start at the same time.

 Some tasks starts after its pre tasks finishes (by default the program is set up with Finish to stat relationship).

 Some tasks finishes with its predecessor tasks.

 Some tasks needs lag/lead – adjust as per the requirement.

 Then you will have a legitimate schedule – Please see that the tasks are connected – to ensure this key feature – please open the columns ‘predecessor and
successor’ and see they are tied.
Schedule Building
1. To Create a new project – Open
Micro Soft Project – New Page

2. Enter Project Name – Line 1

3. Enter Major Elements of the project

ie ‘work break down structure’

4. Select all major WBS elements and

click – In-dent icon on the menu bar.
(Right arrow in green – Task Menu)
add tasks to each wbs as needed.
(tasks are not shown)

5. To build a summary level schedule,

assign duration to each tasks.

6. In summary level schedule, wbs

becomes a task because we are not
tying any tasks to each summary
level information. (all under project
name)

7. Detailed : Enter tasks as per the

project requirement. Select task
then click on in-dent icon on the
menu bar.

8. For Ex: select line 4 – 7 and click on

‘in-dent’

Insert Task – short cut key - Option 1

(Option 2 : Right click – Insert;
Option 3: Position cursor in place – press insert key
on the key board)
 Link Tasks – select multiple tasks and click this icon (chain) to link
In-dent & Out-dent icons them with FS dependency (Finish-Start – Default)
MENU BAR
Summary
Bar

Status Bar –
Updated as of
Today

Project Name with PA number Work Break Down Structures (WBS) GANTT Chart

Legend
TASK
 SAVE

Work Break Down Structures

Tasks

Task Duration – always edit the default 1? To 1 is it is 1d

Start & Finish Dates

 Look Ahead Schedule in 4 clicks!
Click 1 – View Menu
Click 2 – Filter and select Date Range
Click 3 – Enter today’s date or select todays date with the drop down help – Click ‘ok’.
Click 4 – Enter 2/3/X week date – Click ‘ok’ - Enter 2 or 3 weeks dates to see all the upcoming tasks including in-progress tasks

Very Imp - Make sure you have the right tasks including in-progress tasks in your filter and it (tasks) makes sense to you!!!

NOTE: Please update the schedule before performing this filter. Add “Change Orders” as needed to fill the delay gap as necessary

Change Order : CPFC CO # 00 –With a CO

Reason

Status Date Rule:

1. Left of the bar – Completed
2. Right of the bar – In future
3. On the bar – In progress or
completed

Predecessors – Before the current task

Successors – After the current task

Baseline Dates – Contractual Dates

Current :‘Start’ and Finish’ Dynamic Dates

GANTT Chart – Graphical view – Entire

Right portion with bars
Look Ahead Schedule in 4 clicks!

Click 1 – View Menu

Click 2 – Filter and select Date Range
Click 3 – Enter today’s date or select todays date with the drop down help – Click ‘ok’.
Click 4 – Enter 2/3/X week date – Click ‘ok’ - Enter 2 or 3 weeks dates to see all the upcoming tasks including in-progress tasks

Very Imp - Make sure you have the right tasks including in-progress tasks in your filter and it (tasks) makes sense to you!!!
**Always adjust your tasks as per their occurrence. Drag and drop all 100% and stack them in order.
Look ahead will show your future tasks. You would not see any task with 100% progress (Reason – 100% done task in the past)

NOTE: Please update the schedule before performing this filter. Add “Change Orders” as needed to fill the delay gap as necessary
Print Schedule

Click 1 - File - Print

Click 2 - Select Printer – Adobe PDF for instance
Click 4 - Click – Page Set-up – Check Landscape, adjust to 85-90%, Paper size – Tabloid /A3 size
Click 5 - Click Margins – set 0.35 all sides. Check the radio button “Every Page”
Click 6 - Click Header – Click ‘Left’ – update project info as needed ; Click ‘center’ - Type Project Title, address and type of schedule,
Click ‘Right’ – update CM; PM and Super.
Click 7 - Click ‘Footer’ – Click - ‘Left’ - adjust as needed & then click Right to adjust pages/page number.
Click 8 - Click Legend – Adjust as needed – Recommended settings – Legend on : check every page radio button. Width = 5 in
Click 9 - View – Adjust as needed – then click “OK”

GNATT Chart Adjustment:

Click 1 - File – Print

Click 2 - Under Settings ‘click the drop down arrow to select the From & To dates”
Click 3 – Zoom In – Right hand bottom corner – Adjust by zooming in till the Gantt chart fits the page.
Cost Loading Process – Step By Step – Direct Loading
What you need –
Project estimation log
NOTE : This project has
been edited for training
purposes
To do:

Step 1 . Right Click

column menu – Insert
Baseline Cost Column

Step 2: Direct loading is

to enter cost allocated
to a specific task.

Step 3. Once done – set

baseline.

Step 4: Cost gets

updated automatically
as per the progress
percentage
Change Order Tracking : Just keep on adding the CO’s as they occur through out the progress. Do not overwrite
any BL cost but add to it as a sub task.

Line 58, 59 shows the variation that exceeds allocated amount for door installation
 Please make sure that you have a clear picture of the project before starting with a schedule.

 Please read the drawings thoroughly, and come up with the project driving activities (for ex: long lead).

 The driving tasks/activities/packages becomes critical for the project and defines the COSC date.

 Understand all the packages and calculate their lead time to start the task. Taylor the tasks in a sequence.

 For a smooth project flow, please prepare submittal ahead of the task as needed (Start task=Material at site)

 Prepare RFI’s if you are not clear on any of the drawings – RFI clears your way in achieving the ‘cosc’ dates.