How to use Microsoft Project? Basic Training to Help You during the BYI challenge

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1 How to use Microsoft Project? Basic Training to Help You during the BYI challenge

2 Table of Contents I. Main Concepts 1. Overview of Microsoft Project 2. Explanation of the main concepts II. How to : Create your project in Microsoft Project 2010 or in the Microsoft Project 2013 Preview 1. Start your project 2. Define the structure of your project 3. Define the timeline of your project 2

3 3 I. Main Concepts

4 Microsoft Project, a Project Management Tool Project management = planning, organizing, securing and managing resources to achieve specific project goals and objectives The Build your Island contest will help you to test your project management skills. The primary challenge of project management is to achieve all of the project goals and objectives while honoring the preconceived project constraints (scope, time, budget, ). To help Project Managers to better manage their projects, Microsoft has developed a specific tool : Microsoft Project 4

5 Microsoft Project Server 2010 Architecture Microsoft Project 2010 can be used locally on a computer or be integrated to a Server solution. During the Round 4 of the game you will use the cloud-based version of Microsoft Project : Project Web App. You can start learning to use Microsoft Project by downloading locally Microsoft Project 2010 or Microsoft Project 2013 Preview on your computer Project Web App 5

6 6 I. Main Concepts 1. Overview of Microsoft Project

7 Overview of Microsoft Project 2010 Tool bar View choice Table Gantt Chart Selected view View 7

8 Microsoft Project Preview 2013 As you can see in the following screenshot, it look basically the same, you will find the same familiar interface in the coming version. Beta-test it on 8

9 Toolbars Timescale and Help You can modify the Timescale by using Zoom in or Zoom out in the right bottom toolbar Zoom out Zoom in You also have access to a timescale button to have a complete view of your project 1 click on 9

10 I. Main Concepts 2. Explanation of the main concepts 10

11 Top-Down VS Bottom-up Approach In Theory Breakdown structures GANTT charts Project MODULE MODULE MODULE ORGANISATIONAL LOGIC TIME LOGIC 11

12 Top-Down VS Bottom-up Approach In Microsoft Project 12

13 3 different types of tasks Task = An activity that has a beginning and a duration Summary task = A task that summarizes the duration, work, and costs of a group of sub-tasks Milestone = A significant event in the project, usually the completion of a major deliverable. Milestone = A regular Task with duration = 0 Summary task 13 Task Milestone

14 14 II. How to Create your Project 1. Start your project

15 How to : Create a new Project On BYI website, upload and save the MS Project template: BYI II Modèle Planning Project 2010 _R3 if you are using Project 2010 Open MS Project 2010 or 2013 Go to File / New Choose Template and select the template you saved earlier Click on Save and choose the folder where you want to save it Ribbon: you only need to use the Tasks ribbon 15

16 16 II. How to Create your Project 2. Define the structure of your project

17 How To : Create a task Enter Task name into the «Task Name» column Use TAB to go to the next column, or click on the column you want to select. You can choose your task s duration, its start date and more! 17

18 How to : Insert/Delete a Task Right click on a row number Click on Insert Task or Delete task 18

19 How to : Cut/Paste Right click on a row number Click on Cut, Copy or Paste 19

20 How to : Organize your plan After creating the tasks, organize and add a structure to your project by outlining it. Create your tasks starting with the summary task Select all the subtasks In the ribbon, click on the Indent Button Your Project is organized with a summary task and sub-tasks 20

21 How to : Hide or show tasks You can show or hide tasks under a summary task For example, you may want to hide your subtasks to display only the top-level tasks You can show and hide subtasks by clicking the summary task's outline symbol Or you can also use the Outline Button in the View" tab of the ribbon 21

22 22 II. How to Create your Project 3. Define the timeline of your project

23 How to : Create a link between tasks Select two tasks (select them in the order you want them to be done) Click on the link button Your tasks are linked with a finish-to-start link Or you can also use the Predecessor column in the Table. Directly enter the line number of the predecessor. 23 Note : 4 different types of links are available in Microsoft Project. For the game, only the Finish-to-Start type should be used.

24 How to : Visualize the Critical Path, Slack and Late Tasks In the Format menu, check the Critical Tasks, Slack and Late Tasks boxes Then, see the tasks where you cannot be in late. 24

25 Now, you are ready to play!

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