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1 Computer Training Centre University College Cork Project 2013

2 Table of Contents What's new in Project Manual scheduling... 1 Graphical Reports... 1 Trace task paths... 1 Easier view customization... 1 Add new columns quickly... 1 The zoom slider... 1 User-controlled scheduling... 1 Inactive tasks... 1 Top-down summary tasks... 2 Project version comparison... 2 Easier collaboration... 2 Enhanced copy and paste... 2 Backwards compatibility... 2 Microsoft Project Views... 3 The Gantt Chart... 3 The Timeline... 3 To switch views... 3 Getting Started... 4 Project Information... 4 Tasks... 5 To change from Manually to Auto Schedule... 5 To enter a task using the Gantt View... 5 To insert a new task in between existing tasks... 5 To delete a task... 6 To move a task... 6 To edit a task... 6 Task Notes... 7 To add a Note to a Task... 7 To print all notes in the project... 7 To delete a note... 7 Milestones... 8 Add a milestone... 8 Computer Training Centre, UCC i

3 Add a milestone with a duration... 8 Summary Task... 9 To create a Summary Task... 9 Tips when working with summary tasks... 9 Recurring Tasks To create a Recurring Task Linking Tasks To create a Link between Tasks To delete a Link between Tasks Task Dependency Inserting a Delay (Lag) between Linked Tasks Inserting an Overlap (Lead) between Linked Tasks Task Constraints Changing Task Constraints Constraint Types Constraint indicators Baselines Setting the Baseline Tracking Tasks Resources To Setup Resources Assigning Resources Calendars Project calendar Resource calendar Base calendars Create/Change working days for the project calendar Apply project calendar to a project To Create a Resource Calendar To assign a project calendar to a resource Use your updated project calendar in other projects Reports Compare two versions of a Project The Organizer Computer Training Centre, UCC ii

4 Change the Project Name Printing Prepare a view for printing Format the view Set print and page layout options Change Page Setup Computer Training Centre, UCC iii

5 What's new in Project 2013 Manual scheduling Since Project 2010 manual scheduling is the default setting for tasks. Changes to factors such as task dependencies and the project calendar no longer automatically adjust task dates when a task is manually scheduled. You can place a manually scheduled task placed anywhere in your schedule, and Project won't move it. Project managers who are accustomed to automatic scheduling with past versions of Project can turn the new manually scheduling feature off for specific tasks or the entire project. Graphical Reports With Project 2013, you can create crisp, colorful, professional reports without having to export your data to another program. Add pictures, charts, animation, links, and more everything you need to clearly and effectively share project status info with your stakeholders and team members Show off project data with a whole new set of customizable reports. Trace task paths With a complex project, your Gantt Chart can start to look like a tangled knot of bars and link lines. To help sort this out, you can highlight the link chain or task path for any task. When you click a task, all of its predecessor tasks show up in one color and all of its successor tasks show up in another color. Easier view customization Add new columns quickly Adding new columns to Project is greatly simplified. Simply click the Add New Column heading at the right end of the sheet portion of a view, and type or select the name of a column. An existing column can also be quickly renamed by clicking on its title and typing a different column name. The zoom slider Project 2013 lets you quickly zoom the time-phased part of a view using a zoom slider in the status bar. Simply move the slider to the right to move zoom on your schedule and to the left to zoom out (show longer intervals, such as weeks or months). User-controlled scheduling Project 2013 has several scheduling enhancements to improve your control over your schedule. You can also create initial task lists in Microsoft Excel or Word and paste them into Project without having to reformat them. Inactive tasks With Microsoft Project Professional 2013, you can make tasks inactive and still retain them in the project. Inactive tasks often have critical information (such as actuals and cost information) that can be valuable for archival purposes. Computer Training Centre, UCC Page 1

6 Top-down summary tasks Microsoft Project 2013 Project managers are no longer restricted to creating subtasks and then rolling them up into summary tasks. For Project 2013, you can create summary tasks first, and they can have dates that don't exactly match the roll-up dates of the subtasks. Project version comparison The compare versions feature in Project 2013 now includes Gantt bars and graphical images to help you more clearly see how one version of a project differs from another version. Easier collaboration Projects don't exist well in isolation from other people in your organization. Project has improved ways in which you can share project information. Enhanced copy and paste You wouldn't think that collaboration could increase through something as simple and ancient as copying and pasting Project information. With this new functionality, you can now copy and paste content to and from Office programs and Project 2013 and keep its formatting, outline levels, and column headers. Backwards compatibility Project 2013 is compatible with previous versions of Microsoft Project, however new features such as the enhanced reporting will be limited if you save as a lower version. Computer Training Centre, UCC Page 2

7 Microsoft Project Views There are many different ways of viewing project information. Each View provides a different focus on the project. The default screen at start-up is the Gantt Chart View. (this is set in File menu Options, General) The Gantt Chart This view consists of a table of task information beside a bar chart. Each task is represented by, one row in the table and one bar on the bar chart. This view may be used to enter task information and to establish task dependencies. This view displays each task as a box. The lines connecting the tasks indicate the relationship between the tasks. The Timeline A Timeline is displayed above the selected view. A timeline helps you report the big picture. It gives you a snapshot of key tasks and milestones. To switch views 1. Click on the View tab and select a command button from either the Task Views group or the Resource Views group. 2. Alternatively, you can right click on the current view name displayed on the left and select from the drop down menu of views displayed. Computer Training Centre, UCC Page 3

8 Getting Started When you open Microsoft Project initially you can create a new project from Blank Project or work using one of the many built in templates. After selecting Blank Project, MS Project opens a blank file in the Gantt Chart View Project Information By default, the start date for all new projects is the current date. Of course, you can change this to a different start time. You can also set the project to be scheduled from a finish date. 1. Click Project tab and click on the Project Information command. 2. In the Schedule from list, pick Project Start Date or Project Finish Date. 3. In the Start date or Finish date box, enter the date that you want to schedule from. Tip Schedule your project from a start time if you can. Even if you know the date by which a project must be complete, scheduling from a start date gives you the maximum amount of flexibility. Computer Training Centre, UCC Page 4

9 Tasks Tasks are the steps required to complete a project. Some tasks occur sequentially, while others can occur in parallel with one another. Note: the default scheduling for new tasks entered in Project 2013 is manual scheduling. (This can be changed File ->Options, Schedule) To change from Manually to Auto Schedule 1. Click on the Task tab 2. Within the Tasks group select either Manually Schedule or Auto Schedule buttons. The Task Mode is displayed to the left of the Task Name. It can also be changed from here. Alternatively, use the status bar To enter a task using the Gantt View 1. Under the Column Heading Task Name type in the name of the task and press enter. 2. Under the Column Heading Duration enter the length of time needed to complete the task. The default unit is d. The duration field contains a duration unit, such as: m minute h - hour d day ed elapsed day (includes non-working days) w - week mon month (note that 1 month equals 20 working days regardless of the various number of days for different months). 3. A bar is displayed on the right of the Gantt View. 4. To edit the entry simply click on the cell and then click again to edit. To insert a new task in between existing tasks 1. Select the row below where you want the task to appear. 2. Right click the mouse on the highlighted row and choose New Task. 3. A new task row is inserted directly above the highlighted row. Alternatively 1. Click on the Task tab 2. Within the Insert group click on Task command and select Task from the drop down options. Computer Training Centre, UCC Page 5

10 To delete a task 1. Click on the task to be deleted. 2. Right click the mouse on the highlighted row and choose Delete Task. To move a task 1. Highlight the row of the task to be moved. 2. Click on the row number and when the mouse pointer is an arrow head, drag the task to its new location. 3. Release the mouse and the task is dropped in its new row. Alternatively, use cut & paste To edit a task 1. Click on the task to be edited. 2. Single click twice to edit. Computer Training Centre, UCC Page 6

11 Task Notes Microsoft Project 2013 Task notes allow you to type useful information/explanatory text relevant to a specific task. To add a Note to a Task 1. Double click on the task you wish to add a note to (or right click and select Note...) 2. Click on the Notes Tab. The following dialogue box appears: 3. Type in your note and then click on OK. 4. When you add a note to a task a Notes indicator is displayed in the Indicators column. If you point the mouse to the Notes indicator the first part of the note appears. If you double-click the Notes indicator the full text of the note appears in the Task Information dialog box. To print all notes in the project 1. Click the File tab, click Print, and then click Page Setup. 2. Click the View tab and then select the Print notes check box. Notes are printed on the last page of the printout. To delete a note 1. Double-click the Notes indicator 2. Select the text in the Notes box, and then press Delete Computer Training Centre, UCC Page 7

12 Milestones In Project 2013 a milestone is a reference point marking a major event in a project and used to monitor the project's progress. Any task with zero duration is automatically displayed as a milestone; you can also mark any other task of any duration as a milestone. Add a milestone Before your project gets rolling, you will probably want to mark its major goals with milestones. The quickest way to create a milestone is to add a task with no duration to your project plan. 1. Ensure you are in the Gantt Chart view. 2. Type the milestone name in the first empty row or pick a task you want to turn into a milestone. 3. Type 0 in the Duration field, and then press Enter. 4. The milestone symbol is now part of your Gantt Chart. Add a milestone with a duration Sometimes a milestone takes time. For example, the approval process at the end of a phase might take a week, so that milestone would need to take place over time like a normal task. 1. Ensure you are in the Gantt Chart view. 2. Type the milestone name in the first empty row or pick a task you want to turn into a milestone. 3. Select the milestone, and then click Task. In the Properties group, click Task Information. (or just double click on the task and the Task Information box appears) 4. Click the Advanced tab, and then type the milestone duration in the Duration box. 5. Check Mark task as milestone, and then click OK. 6. On the Gantt Chart, the milestone symbol appears on the last day of the task. It doesn t appear as a bar, even though it has duration. Computer Training Centre, UCC Page 8

13 Summary Task Microsoft Project 2013 Summary Tasks are general headings with subordinate tasks (called subtasks) indented below them. A summary task is indicated by on the right of the Gantt Chart View. To create a Summary Task 1. Highlight the tasks below the task you wish to make a summary task 2. Click on the Task tab, then click on the Indent command within the Schedule group. The summary task now becomes a heading (in bold) and the duration is the total working time between the earliest start and the latest finish dates of its subtasks. 3. If you want to change a summary back to a standard task, highlight the tasks below the summary task and click on the Outdent command. Tips when working with summary tasks To create a high-level view of a project s phases, you can hide some or all of the subtasks. When you move or delete a summary task, Project moves or deletes all of its subtasks. Before you delete a summary task, outdent the subtasks you want to keep. You can change the duration of a summary task without changing each subtask. But be careful changing the duration of the summary task does not necessarily change the durations of the subtasks. Don t forget to link tasks after you make an outline. Subtasks and summary tasks create structure, but they don t create task dependencies. Avoid assigning resources to summary tasks. Assign them to the subtasks instead, or you might not be able to resolve over-allocations. Computer Training Centre, UCC Page 9

14 Recurring Tasks There may be tasks that repeat throughout a project. Depending on their nature, you can enter them as regular tasks or recurring tasks. If the task does not repeat at regular intervals, you enter it as you would any other task each time it occurs. If a task repeats at regular intervals, enter it as a recurring task. An indicator recurring tasks. is shown to identify To create a Recurring Task 1. In the Task Name column, select the row where you want the recurring task to appear. 2. From the Task tab, within the Insert group click on the Task command and choose Recurring Task 3. Enter the appropriate details in the Task Name: and the Duration: fields. 4. Select the correct Recurrence pattern. 5. Click on OK. Computer Training Centre, UCC Page 10

15 Linking Tasks A project is more than just a list of isolated tasks. Many tasks are related to each other. Linking tasks sets up, by default, a finish-to-start relationship between selected tasks. When one task finishes, the next task starts. To create a Link between Tasks 1. Highlight the tasks to be linked. For non-adjacent rows use the Ctrl key. 2. Click on the Task tab and click on the Link command in the Schedule group. Alternatively, click on the taskbar in the Gantt table, keep the mouse held down and drag over the task it is to be linked to, release the mouse. To delete a Link between Tasks 1. Highlight the linked tasks. For non-adjacent rows use the Ctrl key. 2. Click on the Task tab and click on the Unlink command in the Schedule group. Alternatively, double click on the link in the Gantt table, and click on Delete. Task Dependency This is the nature of the dependency between the linked tasks. There are 4 types of task dependency in MS Project: Type Example Description Finish-to-Start (FS) Task (B) cannot start until task (A) finishes. This is the most common type of dependency. Start-to-Start (SS) Task (B) cannot start until task (A) starts Finish-to- Finish (FF) Task (B) cannot finish until task (A) finishes. Start-to-Finish (SF) Task (B) cannot finish until task (A) starts. Computer Training Centre, UCC Page 11

16 Inserting a Delay (Lag) between Linked Tasks Microsoft Project 2013 Lag time is a delay between tasks that have a dependency. For example, if you need a two-day delay between the finish of one task and the start of another, you can establish a finish-to-start dependency and specify two days of lag time. You enter lag time as a positive value. 1. Double click on the link on the Gantt chart. The Task Dependency dialogue box is displayed: 2. Enter the lag value and click on OK Inserting an Overlap (Lead) between Linked Tasks Lead time is overlap between tasks that have a dependency. For example, if a task can start when its predecessor is half finished, you can specify a finish-to-start dependency with a lead time of 50% for the successor task. You enter lead time as a negative lag value. Predecessor: A task that must start or finish before another task can start or finish. Successor: A task that depends on the start or finish of a preceding task. Task Constraints Changing Task Constraints You may control the way in which Project calculates the start and finish dates for tasks by applying a constraint to a task. 1. Double click on the Task & then click on the Advanced Tab. 2. Click on the down arrow to the right of Constraint type: to select the appropriate type 3. Enter a constraint date if applicable. 4. Click on OK Computer Training Centre, UCC Page 12

17 Constraint Types As Soon As Possible As Late As Possible Finish No Earlier Than Finish No Later Than Must Finish On Must Start On Start No Earlier Than Start No Later Than This is the default for all new tasks. The task will start as soon as possible. Any slack time will be placed after the task The task will start as late as possible. Any slack time will be placed before the task. The task will not finish before the date specified by you. The task will finish before the date specified by you. A task will finish on the date specified by you. A task will start on the date specified by you. A task will not start before the date specified by you. A task will not start later the date specified by you Constraint indicators The task has an inflexible constraint; inflexible constraints include the following: Finish No Later Than (for projects scheduled from the start date). Must Start On (for all projects). The task has a moderately flexible constraint; moderately flexible constraints include the following: Finish No Earlier Than (for projects scheduled from the start date). Finish No Later Than (for projects scheduled from the finish date). Start No Earlier Than (for projects scheduled from the start date). Start No Later Than (for projects scheduled from the finish date). The task has not been scheduled or completed within the constraint's time frame. Computer Training Centre, UCC Page 13

18 Baselines Microsoft Project 2013 A baseline is the set of original start and finish dates, durations, work, and cost estimates that you save after you've completed and fine-tuned your project plan but before the project begins. It is the primary reference point against which you measure changes in your project. Once the plan is finalised and it goes live, you may want to update its progress. To aid you with this, a finalised copy of the plan is taken to use as a benchmark or comparison against the actual project dates. This copy is known as the BASELINE. You can set as many as 11 baselines in a single project. Do this to get frequent snapshots of where things stand. Setting the Baseline 1. Click on the Project Tab and click on the Set Baseline command from the schedule group and choose Set Baseline 2. The following dialogue box appears: 3. Ensure that Set Baseline and Entire Project are selected. 4. Click on OK. Note: Change from the Gantt Chart view to the Tracking Gantt to display the baseline. Computer Training Centre, UCC Page 14

19 Tracking Tasks 1. On the Gantt chart, click on a task then click the Task tab and within he Schedule group click the percentage complete you want to show. 2. Alternatively, use the Mark on Track command and select Update Tasks and you can enter the % Complete. 3. Another method of entering the Percent complete is by double-clicking on a task and entering the % complete value under the General Tab. Note: Tasks that are 100% complete will display a tick in the indicator column. Computer Training Centre, UCC Page 15

20 Resources Microsoft Project 2013 Resources are used when you want to indicate who or what is responsible for completing the tasks in your schedule. You can set up resources in your project and then assign them to tasks. The tasks are then scheduled according to resource work, assignment units, and resource calendars, providing for more accurate scheduling. Microsoft Project 2013 supports 3 types of resources: Work resources Cost resources Material resources include the people and equipment needed to complete the tasks in a project s plan. represent a financial cost associated with a task you need to account for in the plan. This information may be useful for future cost/budget reports. are consumables you use up as the project proceeds. e.g. a construction project might need to track steel or concrete as it is used. To Setup Resources 1. On the View tab, in the Resource Views group, click on Resource Sheet 2. Type a name for each resource in the Resource Name column. Project will assign one initial to the resource. Add more letters if you wish. Initials may be used in report layouts instead of names to save space. 3. Select the type of Resource in the Type column. 4. The Max. Units field defaults to 100%, indicating that the resource is available full-time to work on any tasks. 5. Resources can be assigned to a group; this may be useful for related resources for filtering and tracking at a later stage (e.g. group may be the name of the dept. that the resource is from). 6. Resource Costs may also be entered in this view. The following columns are used to enter various costs: Std Rate - enter the standard rate of a resource, which is the cost per unit of time. The default setting is hourly but you can also enter m for minute, d for day, w for week or y for year. It is entered using the following format. rate/unit e.g. A daily rate of 100 for a resource. 100/d Computer Training Centre, UCC Page 16

21 Ovt Rate - enter an overtime rate for a resource, to calculate costs if overtime work is assigned to the resource. Overtime is not automatically calculated for work above the number of hours set in the calendar (usually 40hours). If a resource is paid the same amount for both regular and overtime hours, the std. rate should also be entered in the Ovt. Rate field, or the overtime hours are calculated at the zero default rate. Cost/Use - this is a cost per use that is assigned to a resource. The cost per use is added one time for each unit of the resource assigned to any task. The per use cost is added to the sum of the standard rate and overtime rate charges to give a resource cost total. Accrue At - costs can be accrued at the beginning or end of a task, or prorated (default Assigning Resources 1. On the Resource tab, in the Assignments group, click on Assign Resources command. The Assign Resources dialogue box appears: 2. Click on the name of the resource you wish to assign to the task. 3. Click on Assign. To assign more than one resource to a task use the Ctrl key to select multiple resources. Alternatively, in the Column, Resource Names in the Gantt Chart View click on the down arrow and select an existing resource or simply type in the name to add a new resource Remember: the resources assigned and their % Max Units may affect the duration of a task. Changing the Task type can also impact the % Max Units of the resource or the duration of the task. Computer Training Centre, UCC Page 17

22 Calendars You can add or customize three types of calendars: Project calendar The default work schedule for all tasks in a project. Use this calendar to change standard work days and organization-wide holidays. Resource calendar The working times for each person (or object) who works on a project. By default, Project creates resource calendars based on the standard calendar. Use this calendar to change a single resource s schedule as well as vacation days. Learn more about entering vacation days. Base calendars The template for the project calendar, resource calendars, and task calendars. Project provides three base calendars: 24-Hours calendar Night Shift calendars The 24-Hours calendar reflects a schedule with continuous work, such as a mechanical process. The Night Shift calendar reflects a graveyard shift schedule of Monday night through Saturday morning, 11:00 P.M. to 8:00 A.M., with an hour off for break. The Standard calendar The Standard calendar is the default calendar for the project, and is the basis for resource calendars. This calendar reflects a traditional work schedule: Monday through Friday, 8:00 A.M. to 5:00 P.M., with an hour off for break. Create/Change working days for the project calendar Project assumes that most people work a standard week, Monday through Friday, 8 A.M. to 5 P.M. But you don t have to stick with that schedule 1. Click on Project Tab and click on the Change Working Time command. 2. Click on Create New Calendar button 3. The following is displayed: Computer Training Centre, UCC Page 18

23 4. Type in a name for the new project calendar in the box to the right of Name: 5. Ensure Make a copy of Standard calendar is selected and click on OK. Microsoft Project The new calendar name is now displayed in the For: box of the Change Working Time dialog box. 7. Under the Exceptions Tab type a name and then click on the Details... button. Here you can set days as Nonworking or edit the working hours for a specific day. It is also possible to set a recurrence pattern. 8. Make the required changes. Click on OK. Apply project calendar to a project 4. Click on Project Tab and click on the Project Information command. 5. Select the required Calendar from the drop down arrow to the right of Calendar. 6. Click on OK. Computer Training Centre, UCC Page 19

24 To Create a Resource Calendar 1. Ensure that your resources have been setup. 2. From the Change Working Time dialogue box 3. Click on the down arrow to the right of the box For calendar: and select the resource whose calendar you wish to change. 4. Make the required changes and click on OK. To assign a project calendar to a resource 1. Switch to the Resource Sheet View 2. Click in the row of the resource to be changed. In the column Base Calendar select the required calendar from the drop down list. Use your updated project calendar in other projects If you make the same changes to the calendar each time you create a new project, save some time by adding the calendar to the global file. See page 23 for more information Computer Training Centre, UCC Page 20

25 Reports Microsoft Project 2013 With Project 2013, you can create and customize striking graphical reports of whatever project data you want, without having to rely on any other software. As you work on the project, the reports change to reflect the latest info no manual updates required! 1. Click the Report tab. 2. In the View Reports group, click the type of report you want and then pick a specific report For example, to open the Project Overview report, click Report > Dashboards > Project Overview. Tip Use the Help function in Project to get a full listing of reports available. Computer Training Centre, UCC Page 21

26 Compare two versions of a Project Microsoft Project 2013 A comparison report is created to show you the differences between the two versions of a project, such as if new tasks were added. 1. Open the 2 files to be compared. 2. Click on the Report Tab and in the Project group click the Compare Projects button 3. Click on OK. A report is generated on the upper half of the screen and both files are displayed side by side on the lower half of the screen. This report can then be printed or saved as a new file. Note: There isn t a link created between the report and the two files that are being compared. i.e. if changes are later made to either file the changes are not reflected in the report. Computer Training Centre, UCC Page 22

27 The Organizer Microsoft Project 2013 The Organizer is a tool you can use to copy reports, calendars, resources and other elements to other projects, or to the Global template (Global.MPT). Copying an element to the Global template makes it available to all your projects. Copy elements directly to another project Example: The file Simple project plan has a customised Calendar called UCC that you would like to use for other project files. 1. Click File > Info and then click on the Organizer button. 2. From the Organizer dialogue box click on the Calendars Tab 3. From the calendars displayed on the right for the Simple Project plan file select the calendar UCC and then click on the <<Copy button. The UCC calendar is now stored on the Global. MPT file which means that it will be available in all other projects. If you want to copy Project elements from one project to another (but not to the Global template): 1. Open both projects (the source project containing the customized elements, and the destination project to which you want to copy them). 2. In the source project, click File > Organizer. 3. In the availability list, select the destination project. 4. Select the custom elements on the right side, and then click Copy to copy them to the destination project. Computer Training Centre, UCC Page 23

28 Change the Project Name When you first save your project, you set the project name or the project title. After that, you can change it at any time. Once you change it, the new name appears when you show the project summary task and in the legend when you print a view. 1. Click File > Info. 2. On the right, click Project Information and select Advanced Properties. 3. On the Summary tab, type the new name in the Title box. Computer Training Centre, UCC Page 24

29 Printing Printing a view or report in Project is very similar to printing in other Office programs. (Click File, Print and click on the Print button) But getting only the specific project information you want into your printout involves a little prep work before you hit the print button. Prepare a view for printing Format the view 1. Select the view you wish to print. 2. Change the view so it shows only the data you want to share. For example: Hide subtasks to show only top-level tasks. Sort tasks or dates to highlight specific info. Hide columns temporarily so they don t appear in the printout. Microsoft Project 2013 Set print and page layout options 1. Click File > Print. 2. Under Settings, choose how much of the project to print. You can print the whole thing or pick date and page ranges. 3. Set other printing options, like the number of copies, page orientation, and paper size. Change Page Setup 1. Click File > Print. 2. Click Page setup (just below the Settings section). Using the Tabs on the Page Setup box you can make many changes to the setup of a View. These include: Orient the page to portrait or landscape to optimise page fit without changing page size. Adjust the margins and add borders to improve the layout. You can include headers and footers on each printed page. Some views also include a legend of the types of Gantt bars on each printed page. You can add, remove, or change the headers, footers, and legends Scale a view or report to print more or less information on each page. Adjust paper size and page numbers. Computer Training Centre, UCC Page 25

30 Computer Training Centre, UCC Page 26 Microsoft Project 2013

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