I N FO RM A T I O N T EC H N O L O G Y S ERV I C ES M I C ROSOFT PROJ EC T T A S K M A N A GEM EN T LEARNING GUIDE

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1 I N FO RM A T I O N T EC H N O L O G Y S ERV I C ES M I C ROSOFT PROJ EC T T A S K M A N A GEM EN T LEARNING GUIDE

2 Workshop Information Information Technology Services is happy to provide you with this training opportunity. We hope you enjoy it and the time you invest in participating is valuable to your work here at Massey University. Learning Outcomes Microsoft Project 2010 is a project management software program which gives you a visual way to plan projects, manage resources and collaborate with your project team. It is designed to assist with developing a plan, assigning resources to tasks, tracking projects, managing the budget and analysing workloads. In this workshop you will: Define Project Settings. Enter and Link Tasks. Understand Summary Tasks Work with Constraints and Deadlines. Gain a basic understanding of resources. Track and Report on a Project Format Face to face workshop, duration approximately 3 hours. Additional Resources Getting Started with Project Office.com Online Training Webinar RZ aspx?CTT=5&origin=HA Help For further assistance please contact ITS Service Desk on extension Feedback After this workshop please complete our online ITS Training Feedback form. Your feedback is appreciated. Hearing from you about your training experience allows us to improve the relevance and quality of this training. A digital copy of this document is available online. ITS thanks you for considering the environment before printing. 2

3 Contents Workshop Information... 2 Introduction to Project Management... 4 Store and Display Data... 5 Keyboard Shortcuts... 7 View Project... 9 Define Project Settings Exercise 1: Setup a Project Enter Tasks & Milestones Exercise 2: Enter Tasks Enter Summary Tasks Exercise 3: Enter Summary Tasks Link Tasks Exercise 4: Link Tasks Constraints and Deadlines Exercise 5: Constraints and Deadlines Manual and Auto Scheduling Work Resources Understanding Duration, Work & Units Assign Resources to Tasks Exercise 6: Assign Resources to Tasks Split Tasks Track and Manage Project Exercise 7: Track and Manage Project Reports

4 Introduction to Project Management Using Microsoft Office Project 2010 for Windows Learning Outcomes Any project has four basic steps: 1. Define the objectives The objectives for the project need to be defined and agreed with all concerned before starting to plan the project. 2. Planning the project First it has to be decided what tasks need to be done. Then when and in what sequence the tasks need to be done in. Finally it needs to be decided who is going to do the tasks. 3. Managing the Project This involves tracking the progress of the project and adjusting the plan when necessary to meet the objectives. 4. Learning The history of each project can contribute to the more successful planning of subsequent events. Microsoft Project can help with Planning, Managing and Learning. Project cannot tell you what your objectives should be. Microsoft Project is designed to be used both for task and resource management. Launch Project Launch Microsoft Project now from the start menu. 4

5 Store and Display Data Using Microsoft Project 2010 for Windows Introduction Data is stored in three spreadsheets: Task Sheet Resource Sheet Assignment Sheet Data is displayed using: Views Timescale Tables Filter Grouping Indicator Note: This section is an introduction to the terminology. The functionality is explored in more detail in other topics. Task Sheet The Task Sheet stores all information on tasks. The information on each task is stored in one row. The sheet has columns storing data such as Task Duration, Start and Finish dates, dependencies on other tasks, progress on tasks, and so on. To enable you to customise the sheet to your own requirements there are columns where you can store other text or numeric data. Resource Sheet The Resource Sheet stores all information on resources. As with the task sheet you can customise the Resource Sheet to your own requirements. Assignment Sheet The Assignment Sheet records the assignment of resources to tasks. Views Views are different ways of displaying the information. By default task information is displayed as a Gantt Chart. However this information can also be displayed in a Calendar, Pert Chart or other view. Regardless of which view you are using, any data that you enter or change is held in the underlying sheet.

6 Views, continued The default View in Project is the Gantt Chart consisting of the Entry Table (6 columns from the Task Sheet) on the left, and the time scaled Gantt chart on the right. The vertical split in the screen can be dragged to the left or the right to expose more or less chart. At the bottom of the screen is the task form. To select a different view, in the View Command tab in the Task Views group select the arrow to the right of Other Views. The Views listed in the menu can also be accessed using the View Bar at the left of the screen. If the View Bar takes up too much space on your screen, right mouse click on it. From the short cut menu select View Bar. This reduces it to a thin bar with the name of the active view on it. To re-display the View Bar, right click on it and select View Bar. Timescale Clicking on the Zoom bar changes the timescale associated with a view. You can also change the timescale by clicking the View tab and in the Zoom group, click the drop down arrow to the right of Days and then select a timescale. Many views have a Timescale across the top of the view. The scale is easily varied to show more or less detail. Tables Tables are groups of related columns from a Sheet. For example the Table called Entry, displays only information that you need when you are entering tasks. The Cost table shows only columns you need when you are working with costs. Unlike charts, tables cannot be zoomed. Project does not provide the ability to zoom the entire document (as in Word or Excel). Filter A Filter allows you to display a group of tasks that meet specified criteria (by hiding all other tasks). For example if you want to work with just critical tasks, you apply a Filter which hides all tasks other than those that are critical. Grouping Grouping allows a project manager to view tasks in groups that they define and see rolled up totals. This is especially useful when combined with custom field outline codes. Indicator The Indicator column provides instant feedback on the status of your tasks. It is visible by default, in the Gantt and Resource Sheet views. 6

7 Keyboard Shortcuts Using Microsoft Project 2010 for Windows Introduction Many of the shortcut keys that work in Excel will also work in Project, including shortcuts for; tables, charts, copying and moving, and selecting multiple tasks. Table Shortcuts In a table to: Use these keystrokes Move one cell One screen down One screen up Beginning of current row End of current row Top left cell Bottom right cell Moves the sheet across the page Select entire Sheet Select entire Column Select entire Row Go to a Task and show start of Bar on Gantt Remove Filters show all tasks Print Save File Fill Down Find Insert a new task Delete a cell/task Arrow key Page Down Page Up Home End Ctrl + Home Ctrl + End Ctrl + Page Up/Page Down Ctrl + Shift + Space Ctrl + Space Shift + Space F5 F3 Ctrl + P Ctrl + S Ctrl D Ctrl + F Insert Delete 7

8 Chart Shortcuts In a chart to Use these keystrokes Move the Chart Alt + Arrow key Zoom out Ctrl + * Zoom in Ctrl + / Go to the start/end date of the project One window right Alt + Home/End Alt + Page Down Copying and Moving Tasks You can use any of the many Windows methods to Cut, Copy and Paste. Project has the same Auto Copy feature as in Excel (i.e. using the fill handle). Pasted tasks will adopt the indentation level of the paste to location and not keep the originating indent level (i.e. the pasted task(s) become subtasks). Selecting Multiple Tasks To select adjacent tasks, click the first task and then hold down the Shift key while you click on the last cell to be included in the selection. To select two or more non-adjacent tasks select the first one, then hold the Ctrl key down while you select the others. Copying a summary task will copy all the sub-tasks as well. 8

9 View Project Using Microsoft Project 2010 for Windows Introduction Over a projects lifetime you look at the project from many different perspectives, that is why Project has so many different views, including: Timeline View Gant Chart with Timeline View Details Pane Task and Resource Tab View Tab Timeline View This view allows you to see your entire project. On the View tab in the Split View group select the Timeline checkbox. Once you have entered tasks and linked them you can drag the blue timeline bar to scroll the Gantt Chart s timescale dates. You can also drag one end to change the date range that you see in the timescale. Gant Chart with TimeLine View This is a single pane view as it only contains only the Gantt Chart. The left pane contains a table of data and the right side contains the Gantt chart. To see two views at the same time, click the View tab and turn on the Timeline. 9

10 Details Pane Instead of the Timeline you can display the Details pane below the primary pane. Click the View tab and then turn on the Details checkbox. Task and Resource Tab In the View group click the down arrow next to Gantt Chart (Task tab) or the Team Planner (Resource tab) and choose the view that you want to display. If you choose Move Views you will be able to see all built in and custom views. View Tab The Task Views group has buttons for the Gantt Chart, Task Usage, Network Diagram, and Calendar. The Resource Views tab has buttons for Team Planner, Resource Usage and the Resource Sheet. The Team Planner makes it easy to assign resources to tasks. Change Views on the Status Bar You can click one of the icons to display the Gantt Chart, Task Usage, Team Planner or Resource Sheet. Active Pane View Note When both the primary and details pane are open, Project applies the view you choose to the active pane. 10

11 Define Project Settings Using Microsoft Project 2010 for Windows Introduction There are a number of settings in Project that should be defined before capturing tasks. These include: Project Start Date Default Calendar Settings Working Calendar Settings Scheduling the project from a start date or finish date Project Start Date Set the project s start date by following the steps below: 1 On the Project tab in the Properties group select Project Information. In the Project Information dialogue box select a date from the Start Date date-picker > click OK. 2 Calendar Settings A calendar is used to specify working and non-working time for a project, including holidays. There are two aspects of the calendar that need to be setup before tasks are scheduled: Setting Calendar defaults (options) Setting up the working Calendar 11

12 Default Calendar Settings Set the Calendar defaults by following the steps below: 1 On the File tab select Options. In the Project Options window select Schedule. Set the default scheduling options for your Project. Click OK to close the Project Options window. 2 In the Project tab in the Properties group click Project Information. In the Project Information dialogue box select a date from the Start Date date-picker > click OK. Caution It is recommended that project novices and intermediate users, use the standard calendars, with as few customisations as possible (Using Exceptions for non-working days is fine). Working Calendar Settings Follow the steps below to make changes to a calendar. 1 On the Project tab in the Properties group select Change Working Time. 12

13 Working Calendar Settings, continued In the Change Working Time window there are two tabs. Work Weeks and Exceptions: Work Weeks You can set up more than one work week if you work different schedules during different times of the year (e.g. summer/winter schedule). You can t create a work week and apply it to different time periods. The [Default] work week is specified in the Calendar options. It sets week days as Working days and weekends and Nonworking days. The Start and Finish has N/A which means that the work week applies to all dates. 2 To set up a new work week select the first blank Name cell and type a name. Then select the Start and Finish dates for the new workweek. The next step is to setup the workdays and times. With the name of the workweek selected click the Details button. Click OK. 13

14 Working Calendar Settings, continued 3 In the Details for A New Workweek dialogue box you can set the working and nonworking days by selecting the appropriate radio button. 1. To select adjacent days you can click and drag. 2. To select nonadjacent days, use Ctrl + click. 3. In the From and To fields, enter the start and finish times for your work day. 4. To delete a row drag across the From and To cells and then press delete. 5. To add a new row, click the first blank From cell and enter a new From and To time. 6. Click OK. Note Project will not accept overlapping times in different rows. 4 You use Exceptions mostly for non-working time. However some working time may have exceptions, such as Public Holidays or company holidays. If an exception lasts longer than a week then it must either be nonworking time, or all the days must have the same working time. 14

15 Exercise 1: Setup a Project Using Microsoft Project 2010 for Windows Introduction These steps should be done before entering tasks in your new project. Project Start Date Set the project s start date by following the steps below: 1 Create a blank new project and save it as Massey Network Install. 2 3 Set the project start date to 16 September 2013: On the Project tab in the Properties group, select Project Information. In the Project Information dialogue box select the drop down arrow to the right of Start Date and select 16 September 2013 from the calendar. Enter the following public holidays into the calendar by clicking on the Project tab in the Properties group and selecting Change Working Time. New Year s Day 1 January Day after New Year s 2 January Waitangi Day 6 February Good Friday 18 April Easter Monday 21 April ANZAC Day 25 April Queen s Birthday 2 June Labour Day 27 October Christmas Day 25 December Boxing Day 26 December

16 Enter Tasks & Milestones Using Microsoft Project 2010 for Windows Introduction In order to use MS Project each project has to be broken down into a number of tasks. A Milestone is a significant event in a Project. Tasks The default view is the Gantt Chart and this view is useful in order to enter in the basic Task information; Task Name and Duration. Task Names Should be descriptive without being too long and should be entered more or less in the sequence they will be started. Duration Should be entered as a best guess of how much time it will take to complete a task. By default each task is given a duration of 1 day. The duration can be changed immediately or later. A bar representing each task s duration will appear in the Gantt Chart. Duration can be entered as units of Minutes (m), Hours (h), Days (d), Weeks (w) and Months (mo). In the past Project always calculated when tasks started and finished based on the dependencies you created between tasks. If you wanted to fix a task s start or finish date, you could set a date constraint on the task. Project 2010 has two scheduling modes: Auto Scheduled Makes tasks work the way they always have, with Project calculating their start and finish dates automatically. Manually Scheduled Gives you control over task dates. You may want to use this mode if you don t have all the information you need to define a task. You can enter a task name and fill in the details as they become available later. You can leave the date and duration fields blank, you can fill in specific dates, or the duration, or you can even fill in a field with a note. You can also create manually scheduled summary tasks with a high level duration. When you create tasks for the work in that summary task, you can see if you have enough time. Whether you use auto or manual scheduling, the only thing you need to do to enter a task is to type in a task name. 16

17 Enter Tasks Enter tasks by following the steps below: Ensure that the Gantt Chart is the current view, and that the Table called Entry (View > Tables > Entry) is displayed. A task can however be entered using any table. 1 2 Enter Task Names more or less in the sequence they will be started. It is easy to change the sequence at any time. Type the task s name and press Enter. Project sets the Task mode to Manually Scheduled by default. 3 The pin to the left of the task name means that the task is manually scheduled. The question mark means that the task date or duration is incomplete. If you enter a duration and Start date, Project will calculate the Finish date. If you enter the Start and Finish date Project will calculate the Duration. Once both dates are completed the question mark (?) symbol will disappear. 4 To create a new auto scheduled task, type the task name. In the Task Mode cell click the down arrow and choose Auto Scheduled. Because the task is auto scheduled, it has to have duration, start and finish date. By default each task is given a duration of 1 day. The question mark indicates that this is an estimate. It sets the start date to the Projects start date and calculates the finish date for you. The taskbar for an auto scheduled task is blue instead of the teal colour used for manually scheduled tasks. Duration can be entered as units of Minutes (m), Hours (h), Days (d), Weeks (w) and Months (mo). 17

18 Milestones A Milestone is a key point in a project. It could be the completion of an important phase in a Project, or the achievement of a particular goal. A Milestone has zero duration and cannot have resources assigned to it. Enter Milestones Enter a Milestone by following the steps below: 1 First select the task that will appear after the Milestone. 2 On the Tasks tab in the Insert group select Milestone. 3 Type the name of the Milestone and press Enter. A Milestone is represented by a diamond in the Gantt chart. 18

19 Exercise 2: Enter Tasks Using Microsoft Project 2010 for Windows Introduction In this exercise we are going to set the scheduling options and enter some tasks. Auto-schedule Set Project options so that new tasks that are created are auto scheduled: 1 On the File tab, select Options. 2 In the Project Options dialogue box click Schedule. 3 In the Scheduling options for this project, click the arrow in the drop down to the right of New tasks created and select Auto Scheduled. 4 Click OK. Enter Tasks Enter the following tasks into the Gantt Chart view. No Task Name Duration 1 Finalise Design 2 weeks 2 Order Equipment 2 days 3 Hire Wiring Contractors 1 week 4 Receive Equipment 0 days 5 Pre-install Wiring 2 weeks 6 Install PCs 4 days 7 Connect Wiring to PCs 3 days 8 Test Individual PCs 2 days 9 Connect to Network 4 days 10 Network Tests 2 days 11 Acceptance 2 days 12 Opening Celebrations 1 day 19

20 Enter Additional Tasks Add the following tasks to those that were entered above. No Task Name Duration 1 After Install PC s add Install Printers 3 days. 2 After Test Individual PCs add Test Printers 1 day. 3 After Network Tests add Test Signoff 0 days 4 After Test Signoff add Contact Clients 1 day. Attach a Note Using the notes task icon on the Task tab, in the Properties group, attach a note to the task Order Equipment: Collate and place orders for multifunction devices and PC's. A Note icon will appear in the Indicator column. You can read the note by hovering the mouse pointer over the icon. 20

21 Enter Summary Tasks Using Microsoft Project 2010 for Windows Introduction A summary task organises a task into smaller sub-tasks. A Summary task gives a rolled up aggregate for subtasks. In this topic we will: Create a summary task Hide summary tasks Use a project summary task Use the outline numbering for Work Breakdown Structure Create a Summary Task Create a summary task by following the steps bellows: 1 Click the first blank row in the task table. 2 On the Task tab in the Insert group select Summary. You now have a Summary task, with one new sub-task. Type the name for the Summary Task. In the New Task cell type the name of the subtask. 3 Note You can also use the Summary Task for several existing subtasks. This will tell you if the time scheduled for a number of tasks is long enough. Project can keep track of the duration you give a summary task, and the total duration of all the subtasks, and show you whether the work fits in the time you have. 21

22 Create a Summary Task, continued To make several existing tasks subordinate to a new summary task, select the tasks in the task table by clicking and dragging the task number. 5 6 On the Task tab click Summary. Project inserts a summary task and makes the existing tasks one level lower in the outline. 7 Now you can type a name for the New Summary Task. Note: If the duration of the summary task is less than the aggregate duration of the subtasks, then the bar below the Summary task will display in red on the Gantt Chart. Note Taking any sub-task and out-denting it, transforms it into a summary task, and all the tasks below it and to the next summary task become sub tasks of the new summary task. Hide Summary Tasks To hide summary tasks: On the Gantt Chart Tools, Format tab in the Show/Hide group, un-tick the Summary Tasks check box. 22

23 Use a Project Summary Task This is a good tool for checking project-wide values like project duration, project finish, and project total cost. This is a top level summary task with a task ID of 0. On the Gantt Chart Tools, Format tab in the Show/Hide group, tick the Project Summary Task check box. Work Breakdown Structure The Work Breakdown Structure (WBS) codes identify each task s unique place in the outline structure of the project. They can be used for reporting schedules and tracking costs. On the Gantt Chart Tools > Format tab in the Show/Hide group, tick the Outline Number check box. 23

24 Exercise 3: Enter Summary Tasks Using Microsoft Project 2010 for Windows Introduction We are going to create summary tasks and learn how to promote and demote tasks. Exercise 1 2 Create a summary task called Planning for the two tasks Finalise Design and Order Equipment. Select the two tasks Finalise Design and Order Equipment. On the Task tab in the Insert group, select Summary. Rename the new summary task to Planning. Select the tasks: Hire Wiring Contractors Receive Equipment Pre-Install wiring Install PCs Install printers Now create a summary task called Preparation for all the tasks selected above. 3 Create a new task above the task Connect Wiring to PC s and call it Test. 4 5 Outdent Test so that it is not part of the Preparation summary group. On the Task tab, in the Schedule group click Outdent Task (alt + shift + left arrow). Select the tasks: Connect Wiring to PC s Test Individual PCs Test Printers Connect to Network Network Tests Test Signoff On the Task tab, in the Schedule group click Indent Task (alt + shift + right arrow). Test is now a summary task. 24

25 Exercise, continued 6 7 Select the tasks: Contact Clients Acceptance Opening Celebrations Create a summary task for the above selected tasks called Presentation to Clients. Display a Project summary task at the top of the project and identify each task with a hierarchical code: On the Format tab, in the Show/Hide group tick Project Summary Task and Outline Number. 25

26 Link Tasks Using Microsoft Project 2010 for Windows Introduction In Project a task s Start or Finish Date is often determined by the Start or Finish date of other tasks. A task link is about one task controlling the timing of the other. A predecessor task determines when a successor task starts or finishes. A successor task depends on the start or finish of a preceding task. After you ve decided the order of your tasks, you re ready to link related tasks as predecessor and successor tasks. Note FF and SS relationships (see below) are rare, and should be avoided by novices, as they can be difficult to understand. Often these relationships can be better represented by a conventional FS relationship, and a conventional FS relationship with lead or lag times. 26

27 Link by Selection Create a Finish Start (default) link by following the steps below: 1 2 If the two tasks are adjacent click and drag from the first (predecessor) task to the second (successor) task. If the two tasks are not adjacent select the first task and then type Ctrl + Click to select the second task. On the Task tab in the Schedule group select the Link Tasks icon. Note You can also click and drag tasks in the Gantt Chart to create a Finish Start link. To unlink tasks, first select them in the Task Entry table and then in the Schedule group select the UnLink Tasks button. Creating Nondefault Links To create links other than the standard Finish Start type follow the steps below: 1 Make sure you can see the Task Form in the details pane. On the View tab in the Split View group select the Details check box. Right click the Task Form and choose Predecessors & Successors. 2 27

28 Creating Nondefault Links, continued In the Entry Table select the predecessor task In the Task Form, click the Successor Name cell, click the down arrow, and choose a successor task. In the Type cell, click the down arrow and select the type of link that will be created. 6 Click OK. Creating Nondefault Links Using steps below. To use the Task Information dialogue box to create non-default links, follow the Task Information 1 Select the Successor task in the Task Entry table. 3 On the Task tab in the Properties group click Information. 4 On the Task tab in the Properties group click Information. In the Task Information dialogue box select the Predecessor tab. 5 28

29 Creating Nondefault Links Using Task Information, continued Click the down arrow to the right of the Task Name cell and select a Predecessor task from the list. 6 7 Click the down arrow to the right of the Type cell and select the type of link to create. 8 Click OK. Lag & Lead times To provide a delay between linked tasks, enter a Lag. To provide an overlap between tasks, enter a negative lag or Lead time. 1 Select the task for which there will be a lag. In the Task Form, in the Lag cell type the duration of the lag (e.g. 2d). 2 Note 3 Click OK. You can overlap tasks (lead time), by entering a negative value in the Lag field. 29

30 Exercise 4: Link Tasks Using Microsoft Project 2010 for Windows Introduction In Project a task s Start or Finish Date is often determined by the Start or Finish date of other tasks. A task link is about one task controlling the timing of the other. A predecessor task determines when a successor task starts or finishes. A successor task depends on the start or finish of a preceding task. After you ve decided the order of your tasks, you re ready to link related tasks as predecessor and successor tasks. Exercise Assume that you cannot order the equipment before you have finalised the design. Using the link icon on the toolbar, create a link between the tasks Finalise Design and Order Equipment. We cannot hire wiring contractors until the design has been finalised. Use the click and drag method on the Gantt Chart to link from the bar for Finalise Design to Hire Wiring Contractors. Our supplier has told us there is a 4 week delivery time on the equipment that we will be ordering. Link Order Equipment and Receive Equipment and enter a lag of 4ew (4 elapsed weeks). Link Receive Equipment and Pre-Install Wiring. Change the link type to Finish- Finish. For all the remaining tasks, create links and lags that you feel are appropriate. Remember that you can have more than one link to or from a task. 30

31 Constraints and Deadlines Using Microsoft Project 2010 for Windows Introduction You can use constraints to control the start or finish dates of important tasks. You can use manually scheduled tasks or date constraints to do this. If you use manually scheduled tasks you can set both the start and finish date. If you use a date constraint then you can either set the start or the finish date, but not both. The reason why you would use a date constraint in preference to a manually scheduled task is to create a partially flexible constraint. (e.g. a task can start any time after a specific date). Microsoft Project automatically assigns the As Soon As Possible constraint when you enter a task. In order to prevent from having to micro manage a Project, you should only set constraints when necessary. Constraints limit your schedules flexibility so it s best to use the most flexible types. These include As Soon As Possible, Start No Earlier Than, Finish No Later Than. These constraints allow resources to start working on a task as soon as they are available. Inflexible types include Must Start On, Must Finish On. If there is a scheduling conflict between a constraint and a task dependency, Project will schedule the task according to the constraint. Constraints may be imposed on a task start or finish date. Note Constraints may be added unintentionally by entering a start or finish date for a task, or by dragging the task on the Gantt chart. To remove a constraint reset it back to the default As Soon As Possible. Set a Date Constraint Set a date constraint by following the steps below: 1 Select the task you want to work on. 2 On the Task tab in the Properties group click Information. 3 In the Task Information dialogue box, click the Advanced tab. 31

32 Set a Date Constraint, continued Click the down arrow to the right of Constraint type and select it from the list. Some constraint types (e.g. Start no Earlier Than) will also require a constraint date. 4 Set a Date Constraint in Task Details Form Follow the steps below to set a date constraint in the task details form: On the View tab in the Split View group choose More Views from the Details dropdown list. 1 In the More Views dialog box, double-click Task Details Form and click Apply 2 32

33 Set a Date Constraint in Task Details Form, continued 3 In the Constraint box you can choose the constraint that you want Select the date for the constraint and then click OK. 4 Multiple Task Constraints Follow the steps below to set the constraints for multiple tasks: In the Entry table right click a column heading and choose Insert Column on the shortcut menu. 1 2 In the drop down list choose Constraint Type. You can start typing the name of the field and then choose it appears in the list. You can now go and set the constraint type for a task by selecting the down arrow in the Constraint Type cell. 3 33

34 Exercise 5: Constraints and Deadlines Using Microsoft Project 2010 for Windows Introduction In this exercise we look at adding and removing a constraint. Exercise The delivery company have informed us that it will only take 2 weeks to ship the equipment to us. Change the lag between Order Equipment and Receive Equipment from 4ew to 2ew. On the View tab in the Split View group, tick the Details check box and make sure Task Form is selected. In the Gantt Chart view click on the Receive Equipment task, In the task form change the lag for the predecessor task (Order Equipment) from 4ew to 2ew. Change the start date for the Receive Equipment task to 1 day later. Notice how the constraint symbol appears in the indicator field. Remove the constraint for Receive Equipment. Open the Task Details Form in the Split View, by selecting the View tab, and in the Split View group, clicking the down arrow on the far right of the Details check box. 4 From the drop down list select More Views and then the Task Details Form. 5 In the Gantt Chart view select the Receive Equipment task. 6 In the Task Details Form change the constraint type back to As Soon As Possible and click OK. 34

35 Manual and Auto Scheduling Using Microsoft Project 2010 for Windows Introduction A Project can have a combination of manual and auto scheduled task. Switch Scheduling Mode Follow the steps below to switch the scheduling mode: 1 The Entry, Schedule and Summary tables include a Task Mode column. To switch to one of these tables, right click the all cells box at the intersection of the column heading and task ID rows and choose the one you want. Note: You can add the Task Mode field to any table by right clicking a column heading and choosing Insert Column. Then start typing the field name Task Mode. Once it displays, select it to add to the table. 2 To change the Task mode for an existing task, click the task s, Task Mode cell, click the down arrow and select the mode that you want. To change the scheduling mode for all new tasks, on the File tab, choose Options and in the Project Options dialogue box select Schedule. Click the down arrow to the right of New tasks created and choose an option. 3 35

36 Switch Scheduling Mode, continued To change the scheduling mode for new tasks, in the status bar, click New Tasks and choose the scheduling mode

37 Work Resources Using Microsoft Project 2010 for Windows Introduction A work resource like a person or piece of equipment is limited by the time it s available. You can tell Project how much a resource is available and the resource s work schedule. The Resource Sheet is the best place to do this. Create a Resource Follow the steps below to add a work resource. Step 1 Click the View tab and in the Resource View group select Resource Sheet. 2 Click the first blank Resource Name cell and type the name of the resource. You can either type in a person s last name and then first name or a generic name such as the job description. You can t use commas or square brackets in the name. In the Initials field type in the persons first and last initials or an abbreviation of the job description. Initials will display in the Gantt Chart when the resource has been assigned to a task. The Group field can represent any type of category you want (e.g. department). You can use the group field to filter the task list to tasks performed by a specific group The Maximum Units field is where you tell Project what percentage of time the resource is available for the project. (e.g. if you only work 4 hours a day this can be set to 50%). You could also tell Project that this resource consists of 3 people by setting the Maximum Units to 300%. 37

38 Create a Resource, continued Note If you assign a resource without creating it first, Project will create a resource with default values for you. To turn off this option, in the File tab, select Options and then Advanced. Under General options for this project untick the box Automatically add new resources and tasks, and click OK. Enter Resource Information You can also enter or edit resource information in the Resource Information dialog box. Follow the steps below to open the Resource Information dialog box. 1 With the Resource Sheet open, click the Resource tab and in the Properties group select Information The Resource Information dialogue box displays. 2 38

39 Understanding Duration, Work & Units Using Microsoft Project 2010 for Windows Introduction To ensure that resource assignment is done correctly it s important to understand the relationship between Duration, Work and Units. Units is the percentage or decimal amount the assigned resource works on the task. Duration is expressed in terms of the working week. Work is the actual hours or days worked. Duration Duration = 80 hours = 40 hours 50% (if you only work 4 hours a day) Work Work = Duration x Units 2 days = 5 days x 40% Units Units = Work Duration.25 = 40 hours 160 hours The percentage of time the resource works on the task is 25%. Project Calculation Rules For resource assignment Project calculates duration first, then work and lastly units. Duration Work Units Project calculates Work you input Units you input Project calculates Work you input If blank, Project uses 100% or resource Max units Duration you input Project calculates Units you input Duration you input Project calculates If blank, Project uses 100% or resource Max units Duration you input Work you input Project calculates Duration you input Project calculates If blank, Project uses 100% or resource Max units 39

40 Assign Resources to Tasks Using Microsoft Project 2010 for Windows Introduction Microsoft Project allows you to manage resources through a range from very detailed to broad. How many resources you assign, their work schedule, and availability for your project all affect how long tasks take. Use any of the methods below to assign resources. If you know the resources that you want to assign, the Task Form at the bottom of the Gantt Chart is a good way to assign a resource In the Task Entry table, select the task that you want to assign the resource to. The task form then shows information for the task that s currently selected in the top pane view. 1 2 Click the first blank Resource Name cell. 3 4 Click the down arrow and from the dropdown list choose the resource that you want to assign. To use the resource s maximum units from the resource sheet, you can leave the units cell blank and click OK. 40

41 Exercise 6: Assign Resources to Tasks Using Microsoft Project 2010 for Windows Introduction In this exercise we will learn to add and assign resources to tasks. Exercise 1 Add the following resources by clicking the View tab, and in the Resource Views group, select the resource sheet. Sharon Tate Tod Jones Joe Smith Selwyn Teal Jacinta Merck 2 Assign Sharon Tate to the task Finalise Design. 3 In the Gantt Chart view, click the Finalise Design task. Click onto the Task Form at the bottom of the Split View and click the drop down arrow to the right of Resource Name. Select Sharon Tate from the drop down box. Click OK. 4 Assign Joe Smith to the Order Equipment task. 5 Assign Tod Jones to the tasks: Hire Wiring Contractors Install PCs. 6 Have Selwyn Teal assigned to Pre-install wiring. 7 Assign Joe Smith to three tasks: Connect wiring to PC s. Test Individual PC s Connect to Network. 8 Save the file. 41

42 Split Tasks Using Microsoft Project 2010 for Windows Introduction You can split tasks to indicate periods of time when work isn t being done. Splitting means that you break the task into pieces, and then you can schedule each piece separately. The task Pre-install Wiring might be stopped, if for example the installers ran out of wire. The task could then be split into two, to indicate that no work was being done. Note Splitting tasks could complicate management of your project. Novice users may find it easier to create two separate tasks (with slightly differing names) rather than splitting an existing task. To split the Pre-Install Wiring task follow the steps below. Split Task Split a task by following the steps below. On the Task tab in the Schedule group, click Split Task The cursor changes to a split pointer. Click onto the task where you want the split. Drag the split to where you want that part of the task to resume. 4 Project splits the taskbar in two and moves the second part. The dotted line between the two pieces showes the split. 42

43 Track and Manage Project Using Microsoft Project 2010 for Windows Introduction By regularly reviewing the status of your project you can make sure that it stays on track. Project views and reports help you evaluate your project status. The project Summary Task is an easy way to keep high-level status visible. Summary Task Follow the steps below to use the Summary Task view. 1 2 The project summary task shows up with a special task ID of 0. On the Format tab select the check box for Project Summary Task. The project summary task summarizes your entire project. You can see the duration of the project and the start and finish dates. 3 You can apply different tables and look at the values in the project summary task. On the View tab, click Tables and then choose Variance. 4 In the example below, the Finish Variance is 13 days. That means the project is going to finish 13 days later than planned. 5 In the example below, If you select the cost table, then the graphic below shows that the variance is -$3240 (under budget). 43

44 Project Information Another way of viewing status is in the Project Information dialogue box. Click the Project tab and then Project Information. In the Project Information dialogue box at the bottom, click Statistics. The Project Statistics dialogue box show the Current, Baseline, Actual and Remaining values for your project. You can also see the percentage of duration and work that is complete. Status Reports To view or print Reports in Project, follow the steps below. 1 On the Project tab in the Reports group click on Reports. 2 In the Reports dialogue box, double click Overview and then double-click Project Summary. 3 If variance values for Start, Finish and Duration are greater than 0, then the project may be behind schedule. Cost variances greater than zero mean the project is over budget. If the work variance is greater than zero the project could be behind schedule. 44

45 Status Reports, continued 4 5 Another way to see status for tasks is with status indicators. In the Gantt Chart view right click a column heading and select Insert Column. Then start typing Status Select Status Indicator from the list. A clock with a check mark shows tasks that are on time. If there are tasks that aren t finished but are running late, you will see a clock with an exclamation point inside a red diamond. To draw taskbars for a baseline, go to the Format tab, click Baseline and then choose the baseline that you want to see. 6 Format Gantt Chart To format the Gantt Chart, follow the steps below. 1 To see how much slack tasks have, turn on the Slack check box. A narrow black line sticking out from the right end of a taskbar shows how much a task can delay before it delays its successors. 2 Click the Slippage down arrow and then select a baseline to show slippage with narrow black lines, from the baseline start dates to the current, scheduled start date. The length of the Slippage line shows how far tasks have slipped from the baseline start date. 45

46 Exercise 7: Track and Manage Project Using Microsoft Project 2010 for Windows Introduction In this exercise we are going to learn how to update tasks. Exercise 1 Set a baseline for the project. On the Project tab in the Schedule group, select Set Baseline and then again Set Baseline. 2 View the Tracking Gantt chart (Task tab, View group and Tracking Gantt). Note The task bars now consist of a coloured bar representing the Schedule and a grey bar representing the Baseline. Because no updating has been done, the Baseline will exactly match the Schedule, and the % complete figure at the end of each bar on the chart will be zero Update Task 2 the Finalise Design task as 100% complete. Click onto the Finalise Design task in the Gantt Entry table. On the Task tab in the Schedule group click on the 100% button. Update Task 3 Order Equipment (scheduled to take 2 days) so that 1 day has been completed but that there are still 2 days to go. Select Task 2 Order Equipment on the Task tab in the Schedule group. Click the arrow next to Mark on Track and select Update Tasks. Enter Actual dur as 1d and Remaining Dur as 2d then click OK. Task 5 Hire Wiring Contractors actually started 2 working days before it was scheduled to start, and is 50% complete. Assume you have been away for a few days and when you return you are advised that everything that was scheduled to be done by today s date has been done. Select the whole sheet and click the Mark on Track icon, then again Mark on Track. Look at the result, and then click the Undo icon. 46

47 Reports Using Microsoft Project 2010 for Windows Introduction Text based reports are easy to run and are useful for producing a checklist of upcoming assignments, or send people a quick summary of where a project stands. Unlike visual reports, text reports show data in a specific way. If you want a different perspective you have to run a different report or create a custom report with the layout that you want. Visual reports let you change them on the fly because they use Excel PivotCharts and Visio Pivot Diagrams to look at data in different ways. Text Based Reports To run a text based report, follow the steps below. 1 On the Project tab in the Reports group click Reports. Then select the report category. 2 Finally select the report that you want. 3 47

48 Visual Report To run a visual report, follow the steps below. 1 On the Project tab in the Reports group click Visual Reports. 2 In the Visual Reports dialogue box, select the visual report that you want to run. You will be able to see a preview of how the report will look, as well as choose to view the data by day, week, month, quarter or year. Click on View to run the report. 48

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