Microsoft Project (MS Project) is a project management software developed by Microsoft. This software is designed to assist project managers, teams, and organisations in planning, tracking, and managing projects. MS Project allows you to create different projects, allocate resources, create timelines, track tasks, and report progress, making it particularly beneficial for managing complex projects by offering multiple views to gain a holistic understanding of the project.Microsoft Project is included in Office 365 but is not packaged with other Office software like Word, Excel, and Outlook. Different editions of Microsoft Project are available, each with a unique file format.
Project management software like Microsoft Project has been available for quite some time. Because staff members are accustomed to using other Microsoft products, it was undoubtedly an error of judgment. It’s utilised for resource management, timekeeping, timetable creation, and project planning. Project management professionals may benefit from its features, including Gantt charts, Kanban boards, and project calendars.
Microsoft Project offers multiple views for project managers, and teams, though its platform is not nearly as collaborative. It offers these views in the following:
- Grid View A project view that is used to plan and manage projects with a task list.
- Board View A visual Kanban board view that helps with managing workflow and status.
- Timeline View The traditional Gantt Chart is used for scheduling tasks over a project timeline.
MS Project is a versatile platform that is utilised for a variety of projects across several industries. It can be applied to a broad range of domains, including software creation, managing events, big building endeavours, and business operations. After being released in 1984, Microsoft Project is among the most popular project management software worldwide, encompassing 66% of the software market.
The Course of Project Management Tools in MS Project
What is Project Management?
Applying knowledge, abilities, tools, and procedures to project activities to fulfil specific objectives is referred to as project management. To put it another way, it is the procedure of organising, arranging, and carrying out the actions required to transform a notion into an end product.
The Relationship of MS Project and Project Management
While project management is an umbrella term that covers project planning, execution, monitoring, and closing, MS Project is a powerful project management tool that facilitates these activities. While PM is a more comprehensive discipline that covers all processes and related tactics, MS Project is software that helps plan, track, and manage projects more effectively. The practice of project management has its roots in the engineering and defence industries, and Microsoft Project has been frequently applied in those sectors since its release.
Use of Microsoft Project Online for Applications
Planning and Scheduling - defining tasks, establishing dependencies, and establishing dates are made possible by the construction of thorough project plans and schedules using Microsoft Project Online. Project Online serves as an alternative to the desktop version for Mac users, offering a fully online collaboration environment and additional features.
Allocation and Management of Resources - to ensure optimal utilisation and minimise overallocation, project managers can effectively distribute resources, including staff, equipment, and materials.
Progress Tracking and Reporting - this enables real-time tracking of the progress of a project using customisable dashboards and reports to monitor key performance indicators and make precise data-driven decisions.
Communicative Collaboration - boosting teamwork among teammates by providing an integrated platform for document sharing, updates, or problem-solving.
Risk Management - MS Project facilitates the recognition of potential risks and the establishment of backup plans to reduce their impact on project outcomes with capabilities like risk evaluation and mitigation techniques.
Importance of MS Project:
Standardisation - a regulated structure for project planning and execution is provided by MS Project, ensuring uniformity and compliance with best procedures.
Integration - enhancing interoperability and data exchange, the product interfaces effortlessly with third-party tools and other applications from Microsoft Office, including Excel and SharePoint.
Professional Development - on the job market, competence with MS Project is highly regarded. Certification proves one’s familiarity with project management concepts and software applications.
Strategic Alignment - MS Project aids in prioritising tasks and efficiently managing resources, maximising return on investments, by synchronising project objectives with organisational goals.
Risk Mitigation - MS Project assists businesses in anticipating obstacles and minimising possible delays through preemptive risk mitigation and scenario assessment, thereby guaranteeing the accomplishment of the project.
Pros and Cons of MS Project for Probate Applications:
Pros
- All-Encompassing Attributes - with its broad set of capabilities, which includes the management of resources and work schedules, Microsoft Project fits the bill for a wide range of project sorts.
- Integration with Microsoft Ecosystem - workflows related to project management are facilitated by effortless integration with additional products from Microsoft which involve Teams, Excel, and Outlook.
- Built on Microsoft Power Platform - Project for the web is built on the Microsoft Power Platform, enhancing its integration with other Microsoft tools and facilitating remote work for teams.
- Robust Reporting - with its comprehensive reporting features, project managers might track advancements while reaching informed choices.
- Customisation - to satisfy their particular project needs, users may modify product views, plans, and statistics.
- Scalability - initiatives of all sorts, from modest startup efforts to large enterprise-level businesses, can be administered with the help of Microsoft Project.
Cons
- Steep Learning Curve - it may require a little while and effort for those new to it to fully comprehend every feature of the software due to its level of complexity.
- Cost - as individuals or small teams, Microsoft Project might be costly contingent upon the version being used and the licence arrangement.
- Limited Collaboration Features - its collaborative capabilities might not be as strong as those of specialised project management platforms as well even though it connects to Microsoft Teams for collaboration.
- Compatibility Issues - accessing project files with individuals who have not got Microsoft Project installed may cause issues with compatibility.
- Resource Intensive - in older systems or with less powerful hardware, Microsoft Project may not operate as smoothly.
Using MS Project for Project Planning Online:
Start with a new project
To initiate project planning in Microsoft Project, you need to initially create a project. Select “Blank project” to begin anew, then enter the start date of your project in the “Project Information” dialogue box. Sign in with your Microsoft account to access additional features and better integration with other Microsoft products.
Understanding how to apply for probate is crucial when dealing with estate management. The process involves various methods, including applying by post and online, and knowing the costs and forms required.
Make sure that your project calendar represents the working days, hours, vacations, and exceptions. Precise scheduling and resource allocation are contingent upon this stage. Base calendars for typical assignments are provided in MS Project. Applying online for probate is often faster than paper applications, and specific criteria and steps must be followed.
These foundation calendars serve as a foundation for customisable specialised agendas for tasks, projects, and supplies. On the “Exceptions” page, you can make exceptions that define non-working periods with start and end dates and names. This makes way for unscheduled weekends or vacations and events. HMCTS phone lines are closed on Saturdays, Sundays, and bank holidays, so plan accordingly.
While task and resource calendars take individual deadlines or availability—such as vacations—into account, project calendars adjust to specific schedules. Together, these calendars help to determine how tasks are scheduled, making sure that it takes availability and real limits into account. If you need help with applying online, contact the relevant parties for assistance.
Add tasks to the list
Include all the tasks you need to complete to accomplish your project in the task view. Your plan will work better if you include more details. You can enter several job details in MS Project, like the name, duration, start and end dates, predecessors, and resources required. Ensure you have the death certificate, as it is necessary for transferring money, applying for probate, and informing organisations.
Task dependency issues, constraints, and kinds (fixed duration, fixed work, or fixed units) can also be specified. An accurate model of the project schedule, resources, and overall plan is improved by these small details. Valuing the estate and organising the payment of inheritance tax are essential steps in the probate application process.
Structure can be simplified by grouping related jobs under summarised tasks or breaking them down into phases. Project objectives can be used to indicate these phases by entering tasks with a zero-day duration. Remember that you can use the structure of work breakdowns to create a task cascade. Send the original will, death certificate, and inheritance tax forms to the Probate Registry as part of the process.
Set up dependencies
Bind the jobs together to create connections among them. Ordering and scheduling depend on the mutual dependence of tasks, which is demonstrated below. Within Microsoft Project, the order in which tasks are completed differs depending on the kind of interdependence. Picking the best one requires prudence. If the deceased owned land or property, consider seeking legal advice.
Define the resources and assign them
You may itemise all the personnel, tools, and supplies required for your project in the “Resource sheet” view. In MS Project, simply utilise the “Task form” or “Assign resources” dialogue box to distribute resources to tasks.
Details like the specific type of resource (people, materials, or equipment), the units (the amount of the resource allotted to the task), and any particular pricing data the resource utilisation can all be specified. During a project, comprehensive planning and monitoring are made possible via the sensible distribution of resources. If the property has a mortgage, contact the mortgage company to understand payment responsibilities.
Assign costs
Establishing costs for the related resources is the first step towards allocating costs to jobs. Go to the “Resource Sheet” and enter the cost information for each resource in the “Standard rate,” “Overtime rate,” and “Cost per use” columns. “Overtime rate” covers overtime, “Standard rate” covers ordinary working hours, and “Cost per use” is a fixed cost per resource utilisation.
Utilising the “Task Information” dialogue box, allocate resources to tasks after resource charges have been set. This allocates expenses automatically according to task time and resource pricing. Furthermore, fixed charges can be directly assigned to jobs that do not require particular resources. Online applications for probate can be set up, evidence sent, progress checked, and fees paid using the MyHMCTS online service.
Consult cost rate tables for resources whose charges are variable or fluctuate over time. Double-clicking on a resource in the “Resource sheet” will open the “Resource information” dialogue box. In the “Costs” tab, enter various rates in the cost rate tables (A, B, C, etc.). As resources are assigned to tasks, alternate between these rate tables as necessary. When applying for probate, ensure you have the original will and other necessary documents.
Finalise the schedule
Use MS Project’s ability to find the critical path—the longest sequence of tasks that determines the project’s duration—to create your timetable. This will support managing deadlines and setting priorities for work.
Lay the basis for tracking progress
With MS Project, you can establish a baseline to record the beginning status of your project plan. This is necessary to compare projected development with actual project progress after it begins. Update task progress, including start and conclusion dates, % complete, and actual work done, regularly to track project performance and spot deviations from the plan.
Make unique dashboards and views. In addition to enhancing MS Project’s reporting functionality, this will assist in monitoring critical project metrics. Contact the Courts and Tribunals Service Centre (CTSC) for paper applications and processing times.
Conclusion
The project’s outcome is shaped at the critical planning phase. Recall that this is a continual process rather than a one-time effort. To assess progress and resolve problems, regular project reviews are crucial. As the project progresses, be prepared to make adjustments to your plan, such as rescheduling, switching up resources, and updating dependencies. The College of Contract Management understands the importance of well management project management, and can help you elevate your skills to that of a successful professional.