MS Office Project Introduction Manual

Transcription

1 MS Office 2010 Project Introduction Manual

2 This page is blank for printing purposes

3 Table of Contents THEORY OF PROJECT MANAGEMENT... 1 UNDERSTANDING PROJECT MANAGEMENT... 1 MICROSOFT PROJECT LANGUAGE... 2 NON-CRITICAL TASKS... 2 CRITICAL TASKS... 2 CRITICAL PATH... 3 TERMINOLOGY... 4 GUIDE INFORMATION... 7 INTRODUCTION... 7 HOW TO USE THIS GUIDE... 7 OBJECTIVES... 7 INSTRUCTIONS... 7 THE PROJECT SCREEN... 8 PROJECT WINDOW COMPONENTS GROUPS TOOLBARS STATUS BAR TASK PANE USING THE QUICK ACCESS TOOLBAR ABOUT THE DEFAULT BUTTONS ADDING BUTTONS REMOVING BUTTONS ABOUT RIBBONS COMMAND TABS CONTEXTUAL TABS FURTHER BUTTON OPTIONS THE FILE TAB SAVE SAVE AS OPEN PRINT i -

4 Understanding Project Management BLANK PROJECT AVAILABLE TEMPLATES MICROSOFT OFFICE ONLINE (OFFICE.COM) RECENT FILES CLOSING MICROSOFT PROJECT SAVEANDSEND FILE TYPES INFO HELP IN FILE TAB HELP BUTTON THE AUTOCORRECT FEATURE ABOUT SMART TAGS AUTOCORRECT OPTIONS SMART TAG PASTE OPTIONS SMART TAG AUTO FIT OPTIONS SMART TAG AUTOMATIC LAYOUT OPTIONS SMART TAG WHAT IS MICROSOFT PROJECT? CHARTS FORMS SHEETS STARTING MICROSOFT PROJECT START MICROSOFT PROJECT MICROSOFT PROJECT - THE SCREEN ELEMENTS OF THE DEFAULT VIEW THE TRACKING GANTT VIEW MICROSOFT PROJECT RIBBON TABS THE FILE TAB THE TASK TAB THE RESOURCE TAB THE PROJECT TAB THE VIEW TAB THE ADD INS TAB THE CONTEXTUAL TABS Page ii

5 Understanding Project Management THE STAGES OF PROJECT MANAGEMENT MONITORING AND ADJUSTING MICROSOFT PROJECT - OPERATIONAL BASICS DEFINING THE PROJECT PROJECT CONSIDERATIONS COMPLETE THE PROJECT DEFINITION PROJECT PLANNING COMPLETE THE PROJECT PLAN BASIC PROJECT TASKS OPENINGA PROJECT VIEWING A PROJECT TO BEGIN WITH MICROSOFT PROJECT STARTING A NEW BLANK PROJECT SETTHE PROJECT START DATE ENTER PROJECT PROPERTIES THE CALENDAR CREATING A NEW BASE CALENDAR EDIT A CALENDAR ASSIGNING A CALENDAR TO A PROJECT SAVE THE NEW PROJECT FILE SAVING A PROJECT CONVERT PROJECT FILE TO 2010 FORMAT ENDING A PROJECT SESSION CLOSING A PROJECT EXIT PROJECT NEW FEATURE OPTION DEFINE AUTOMATIC OR MANUAL SCHEDULING ENTERING TASKS THE TASK ENTRY SHEET BASIC SHEET USAGE THE TASK INFORMATION FORM CREATE NEW TASKS TASK MODE OTHER METHODS OF ADDING TASKS Page iii

6 Understanding Project Management SETTING DURATIONS MILESTONES LINKINGTASKS METHODS OF LINKING DEFINING THE SUMMARY TASKS CREATE SUMMARY TASKS THE PLANNING WIZARD METHOD FOR SUMMARY TASK ENTRY MOUSE RESOURCES DEFINE THE RESOURCES REVIEWING AND NAVIGATING THE RESOURCE SHEET ADDING RESOURCES TO THE RESOURCE SHEET THE RESOURCE INFORMATION DIALOG PRACTICE ADDING RESOURCES VIEW RESOURCES THE RESOURCE SHEET THE RESOURCE GRAPH ALLOCATE/ASSIGN RESOURCES EDITING RESOURCE INFORMATION EDITING DATA ENTERED BY THE USER INSERTING AND DELETING RESOURCES WORKING WITH RESOURCES ON THE FLY UPDATING RESOURCE INFORMATION ON THE FLY OVER ALLOCATIONS RESOURCE LEVELLING PLANNED TIME SCALE (BASELINES) BASELINE SET AND CLEAR A BASELINE USING GANTT CHARTS GANTT CHART PRINCIPALS CHANGING THE SPLIT BETWEEN CHART AND TABLE TIME SCALE THE TIMELINE NEW FEATURE Page iv

7 Understanding Project Management VIEWING THE TIMELINE ZOOMING SHOWING TASK DETAILS ON THE TIMELINE COPY TIMELINE FORMAT THE TIMELINE CHANGING THE GANTT STYLE (QUICK STYLE GALLERY) ADDING LABELS TO YOUR GANTT EDITING TASKSWITH THE GANTT SHOWING THE CRITICAL PATH BASIC SORTING, FILTERING AND GROUPING QUICK FILTERS (AUTO FILTERS) USING THE RIBBON FILTER COMMANDS SORTING YOUR TASKS GROUPING WORKING WITH TABLES AND FILTERS TRACKING DEFINITIONS MARKING PROGRESS ON TASKS UPDATING TASK AND PROJECT DATA USE THE TRACKING GANTT SLIPPAGE FINDING SLACK EXAMINING THE COST FACTOR PRINT (BACKSTAGE) PAGE SETUP USING THE PREVIEW WINDOW OTHER PRINT OPTIONS REPORTS REPORTS SETUP REPORTSBYREPORT TYPE Page v

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9 Understanding Project Management This manual is the copyright of MTC Training Solutions Limited. A number of individual trainers have contributed to this product through "work for hire". The Copyright, Designs and Patents Act 1988 provides that if a copyrighted work is made by an employee in the course of that employment, the copyright is automatically owned by the employer." Theory of Project Management Understanding Project Management At the heart of every project management system is a SCHEDULING ALGORITHM. An ALGORITHM is a mathematical or logical equation that solves a complex problem by breaking down the problem into simple steps. When scheduling resources and parameters are entered into it, the scheduling algorithm produces a project schedule that would be impossible for you to produce manually. This Input/output model is displayed below. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-1: THE INPUT/OUTPUT MODEL In Microsoft Project, however complex your project may be, you can vary only information regarding tasks or resources. The information you provide is fed into the Black Box or algorithm, to provide you with a schedule in the form of a Gantt chart, Network Diagram Chart, or Resource Graph. In summary, the seven or eight parameters that you enter result in output that is a schedule displayed on various views and forms. MTC Training Solutions Limited Page 1

10 Understanding Project Management Microsoft Project Language The project management industry uses specific language and terminology. Some of these terms are illustrated below. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-2: CLARIFICATION OF TERMS Non-Critical Tasks In the illustration above, two tasks have a relationship. Task A is the PREDECESSOR TASK, and Task B is the SUCCESSOR TASK. Both of these tasks are considered to be NON-CRITICAL because they both have flexibility. Let s focus on Task A. EA marks the earliest possible time Task A can start. SS marks the scheduled start time for Task A. By default, all tasks are scheduled to start at the earliest possible time, unless you specify otherwise. In the example above, Task A is scheduled to start later and therefore has been delayed. SE marks the scheduled end time for Task A, and LE marks the latest possible time Task A can end. Both of these tasks have SLACK. (the amount of time a task can slip before it affects another task s dates or the project finish date.) FREE SLACK is the amount of time Task A can be delayed before affecting the start time of Task B, and TOTAL SLACK is the amount of time that Task A can be delayed before affecting the finish date of the project. The SUMMARY TASK summarizes Tasks A and B. Critical Tasks CRITICAL TASKS, not shown above, have no slack; therefore, delaying this type of task would mean delaying the project. MTC Training Solutions Limited Page 2

11 Understanding Project Management Critical Path A CRITICAL PATH is a series of critical tasks. All tasks on a critical path must be completed on time for the project to finish on time. If one task on a critical path is delayed, then the project is delayed. In Microsoft Project, a critical path is shown on the Gantt chart and the Network Diagram Chart in red. MTC Training Solutions Limited Page 3

12 Understanding Project Management Terminology Term Actual Usage ALAP ASAP Baseline Cost Variance Critical Path Earned Value Float (slack) Gantt chart Hammock Task Histogram Lag Lead Loading Usage A measure of the resource expended in completing or partially completing a task. Refers to a task that should be started As Late As Possible, using all the free-float time available. Used to indicate a task that should be started As Soon As Possible, taking into account the start date of the project and its predecessor tasks. The original project plan, including the time schedule and resource and cost allocations. The baseline is used for comparing projected values to actuals, and facilitates the tracking and analysing of a project s progress. A project tracking function recording the difference between the budgeted cost of the work performed and the actual cost. Values below the baseline show an overspend and positive values denote cost savings. The sequence of tasks or activities whose schedules and durations directly affect the date of overall project completion. This is a measure of a project s performance, and is calculated by multiplying a task s planned cost by the percentage of work completed. The amount of time by which a non-critical task can be delayed before it affects another task s schedule. A graphical representation of a project schedule showing each task as a bar, the length of which is proportional to its duration. Many project management packages use a spreadsheet section to the left of the Gantt chart to display additional information. A task whose duration is calculated based on the time span between its predecessor and successor activities. A bar chart that shows resource workloads over a time period. The amount of time between the finish of a predecessor task and the start of a successor task. The amount of time that a task is permitted to start before its predecessor is finished. A measurement of resource usage on a task per unit of time. Different methods of loading may be used depending on what s MTC Training Solutions Limited Page 4

13 Understanding Project Management available in your project management application and what s applicable for your particular project. Loading(back) Loading (contour) Loading(fixed) Loading(front) Loading(uniform) Milestone Negative float OBS codes Network Diagram Predecessor Project Management Resource Resource Levelling Resource Driven A loading pattern that allocates resource usage as late in the task as possible. The contour-loading pattern assesses which resources are left over after allocation to the critical tasks and spreads these resources among the remainder. When using fixed-loading algorithms, you specify the actual amount of resource allocated to the encompassing tasks. Front loading systems will attempt to allocate resources as early in the task as possible. This loading pattern allocates the resource usage on a by day basis in a task. This will usually be done without causing any one task to be over committed. A project event that represents a checkpoint, a major accomplishment or a measurable goal. Refers to an unscheduled delay before an actual task start time that must be recovered if the project is not to be delayed. Organisational Breakdown Structure codes are used to identify tasks by resource groups in a hierarchical format. OBS codes are often used to reflect departmental structure in a company or code of accounts, and can also be used for filtering tasks. Project Evaluation and Resource Tracking charts, also called network diagrams. Network Diagrams are a graphical depiction of task dependencies, and resemble flow charts. Dependencies are shown by connecting lines or arrows indicating the work flow. In dependency relationships, the predecessor is the task that must be started or completed first. Best defined as a body of knowledge, a set of principles, or techniques dealing with the planning and control of projects. Any person, group of people, item or equipment, service or material used in accomplishing a project task. The process of resolving resource conflicts. Most project management programs offer an automated resource levelling routine that delays tasks until the resources assigned to them are available. Task durations determined by the program and based on the number of an allocation of resources, rather than the time MTC Training Solutions Limited Page 5

14 Understanding Project Management available. Both individual tasks and entire projects can be resource-driven. Sub-project Successor WBS codes A group of activities which are treated as a single task in a master project schedule. Subprojects are a way of working with multiple projects that keep all the data in one file rather than in independent files. In a dependency relationship between two tasks, the successor is the task that must await the start or completion of the other. Work Breakdown Structure codes are used to identify tasks in a hierarchy. Many project management applications associate these codes with an outline structure. WBS codes can be used to filter the project schedule for tracking and reporting purposes. MTC Training Solutions Limited Page 6

15 Guide Information Guide Information Introduction Project 2010 is a powerful application that allows you to plan, resource, manage and report on a project no matter how large, it contains calculations, graphs. Project to web data and SharePoint information is available to be built in to the project file so that the project can be managed across continents via the internet or intranet allowing the use of a central pool of common resources to enable the project managers to efficiently interact and plan through project difficulties. How To Use This Guide This manual should be used as a point of reference following attendance of the introductory level Project 2010 training course. It covers all the topics taught and aims to act as a support aid for any tasks carried out by the user after the course. The manual is divided into sections, each section covering an aspect of the introductory course. The table of contents lists the page numbers of each section and the table of figures indicates the pages containing tables and diagrams. Objectives Sections begin with a list of objectives each with its own check box so that you can mark off those topics that you are familiar with following the training. Instructions Those who have already used a Project file before may not need to read explanations on what each command does, but would rather skip straight to the instructions to find out how to do it. Look out for the arrow icon which precedes a list of instructions. Keyboard Keys are referred to throughout the manual in the following way: ENTER Denotes the return or enter key, DELETE denotes the Delete key and so on. Where a command requires two keys to be pressed, the manual displays this as follows: CTRL + [P] this means press the letter p while holding down the Control key. Commands When a command is referred to in the manual, the following distinctions have been made: When Ribbon commands are referred to, the manual will refer you to the Ribbon E.G. Choose HOME from the Ribbons and then B for bold. MTC Training Solutions Limited Page 7

16 The Project Screen When dialog box options are referred to, the following style has been used for the text E.G. In the PAGE RANGE section of the PRINTdialog, click the CURRENT PAGE option Dialog box buttons are emboldened Click OK to close the PRINTdialog and launch the print. Notes Within each section, any items that need further explanation or Points for extra attention devoted to them are denoted by shading. For example: Project will not let you close a file that you have not already saved changes to without prompting you to save. Or Project will not let you close a file that you have not already saved changes to without prompting you to save. The Project Screen WINDOW BORDERThe box that surrounds the Project screen when it is not maximised is called the window border. When the mouse is over the border, the pointer changes from a single to a double-headed arrow clicking and dragging with this shape allows the window to be resized. TITLE BARThe coloured bar that appears at the top of the Project window. The title bar tells you which application you are using and if the document you are in is maximised, it will also contain the name of the document. If the Project window is not maximised, by positioning the mouse over the title bar and clicking and dragging, you can move the Project window to a new location on the screen. MAXIMISE BUTTONWhen working in a document, the Project screen contains two windows, an application window and a document window. You can maximise both windows to capitalise on the space you have on-screen. If you would like the window that your Project application is in to fill up the whole screen, click the outermost maximise button. You may find that the document you are in can still be bigger click the inner maximise button to fill the remaining space within the Project application window. MINIMISE BUTTONThis button is very useful if you need to temporarily switch from Project into another application without closing Project down completely. Click the minimise button to shrink Project to an icon on the task bar; you will then be able to view other icons and applications you may wish to Project. When you are finished and ready to continue, click the Project icon from the task bar to resume. The innermost minimise button will minimise the current document window. RESTORE BUTTONThis button only appears when a window is maximised. A maximised window has no border and you cannot see what is behind it. If you want to put the window back inside its border so that you can move and size it, click the restore button. MTC Training Solutions Limited Page 8

17 The Project Screen CLOSE BUTTONThis button is used to close a window. If you click the close button for a document window you close the document. The last button will close the Project application. DIALOG BOX LAUNCHER this button launches dialog boxes specific to the part of the ribbon you see them the category will be named such as FONT, CLIPBOARD, etc BACKSTAGE VIEW FILE RIBBON is the start of Project and has many important commands and option. Such as Project settings, opening, saving, printing and closing files. This will be looked into much further later in the manual. MTC Training Solutions Limited Page 9

18 The Project Screen Project Window Components Project 2010 appears as displayed below when a new Project file is created. There is a pane on the right called the Gantt chart which displays the graphical representation of your project and on the left a table which allows you to enter the information to build and plan your project, above these is a timeline giving you an quick view of how long your project will run and above that you have the ribbons giving you access to all of the commands in project. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-3: THE PROJECT WINDOW To Activate A Button On The Ribbon Mouse Dialog Box Click the left mouse button on the required tool. To open a dialog box use the DIALOG BOX LAUNCHER when the dialog box is open, make a choice from the various options and click OK in the dialog box. If you wish to change your mind and close the dialog box without making a choice then click on CANCEL. The dialog box will close without any choice being applied. If you would like help while the dialog box is open then click on the? In the top right hand corner this will bring up a help window that will display the relevant topics. MTC Training Solutions Limited Page 10

19 The Project Screen Dialogue Box Launcher MTC Training Solutions Limited Page 11

20 The Project Screen FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-4: A DIALOG BOX Groups Look at a group type on the ribbon such as font and in the bottom right hand corner of that group you may see a small box with an arrow, clicking this is the method to call up a dialogbox as mentioned. Within the group clicking on a drop down arrow will give access to a menu, any choice with three dots after it as in more tables is another way of opening a dialog box. Toolbars There are only two toolbars within the new version of Project 2010 there is the Quick Access toolbar seen here next to the FILE tab, and there is the mini toolbar Backstage View Customising menu for toolbar Quick Access Toolbar FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-5: QUICK ACCESS TOOLBAR Quick Access Toolbar By default there are only three buttons on the Quick Access toolbar but these can be edited and other regularly used buttons can be placed there. Using the drop down menu next to the Quick Access toolbar will allow the customisation of this toolbar adding your most often used commands. Mini Toolbar Whenever text is selected within Project a small formatting toolbar will appear above the highlighted text it will disappear if the mouse cursor is moved away from the toolbar and will reappear when the mouse cursor is moved over the highlighted text again. MTC Training Solutions Limited Page 12

21 The Project Screen FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-6: MINI TOOLBAR MTC Training Solutions Limited Page 13

22 Using the Quick Access Toolbar Status Bar The Status bar, across the bottom of the screen, displays different information at different times. To the right is an indicator, which will display which view you are currently in and there are quick options to see which views are available and to change the view you are in E.G.Gantt chart, resource sheet, team planner etc.. The Status bar information about the status of Project, if any particular lock keys are enabled on your keyboard, which view is currently active, and more. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-7: STATUS BAR Task Pane A task pane is a window that collects commonly used actions in one place. The task pane Generallyenables you to quickly create or modify a file, perform a search, or view the clipboard the task pane is not used as much in Project as the needs of the application are different. It is a Web-style area that you can either, dock along the right or left edge of the window or float anywhere on the screen. It displays information, commands and controls for choosing options. A task pane is displayed automatically when you perform certain tasks, for example when you choose Task Inspector from the TASK, Ribbon, to inspect your project for problems. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-8: TASK PANE SHOWING TASK INSPECTOR Using the Quick Access Toolbar MTC Training Solutions Limited Page 14

23 Using the Quick Access Toolbar In the previous lesson, we introduced the new layout changes to Project In this section, we will learn a little bit more about each part of the new interface and how it works. This lesson will focus on features and customization options available with the Quick Access toolbar, located in the upper left-hand corner of the screen: FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-9:QUICK ACCESS BUTTONS About The Default Buttons Access features three default commands in the Quick Access toolbar: Save Saves the most recent changes to the current database file. Undo The Undo command will revert most changes made in Project. For example, if you made a formatting change to a form that you were not happy with, click the Undo button to go back one command. Redo Sometimes you may go too far with the Undo Button this button allows you to redo what you have undone. Or redo the last action you performed. There is a small pull-down arrow beside the Undo button; click this to see a listing of the last few tasks that were performed. Click any task in the list to undo all commands to that point. Adding Buttons As you become more familiar with Project you might find it handy to have another command quickly available for use. Though the command tabs and ribbon significantly reduce the number of clicks it takes to do something, you might want to have a particular command always available. Project allows you to add the command to the Quick Access toolbar. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-10: ADD A COMMAND For example, some of us have difficulty with spelling. Fortunately, many programs (including Project) feature a spell checking feature. In Project 2010, the spell checking feature is located in the PROOFING section of the PROJECT command tab: MTC Training Solutions Limited Page 15

24 About Ribbons To Add This Command To The Quick Access Toolbar, Mouse Right-click the SPELLING command and click 'ADD TO QUICK ACCESS TOOLBAR:' The command (denoted by the small ABC icon) will be placed in the QUICK ACCESS toolbar: FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-11: RIGHT CLICK MENU FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-12: BUTTON ADDED Removing Buttons If you no longer use a certain command or your Quick Access toolbar is getting a bit too filled with icons, you can remove them easily at any time. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-13: RIGHT CLICK REMOVE To Remove A Button Mouse Right-click on any icon you no longer use and click REMOVE FROM QUICK ACCESS TOOLBAR: About Ribbons One of the biggest changes in Project 2010 is the removal of menus. Instead of having a list of menu commands to choose from (including a number of options that are greyed out and not Accessible), Project 2010 features a more intuitive control system of tabs. MTC Training Solutions Limited Page 16

25 About Ribbons Each tab contains a certain group of commands relevant only to the tab. The commands are listed in the ribbon. In the past, the Office package made use of menus that contained a listing of commands. At their core, the command tabs are essentially the same thing as menus but with a few big changes. For starters, the grouping of commands in tabs is much more intuitive. The commands listed under each tab are also the only commands that are applicable to your current view of the Project file. Project 2010 takes this one step further with the addition of contextual tabs. The tab labelled FORMATis a subset of the GANTT CHART TOOLS and appears only when you have selected view with the Gantt chart. These tabs will contain even more specific commands that can be used on a table being viewed and will only be visible when a table is being viewed. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-14: RIBBON AND TABS Consider the TASK ribbon tab that is selected in the diagram above. Beneath the tab is a listing of all commands that are performed most often on the currently selected object, contained in what Microsoft refers to as the ribbon : The ribbon was designed to allow access to all functionality of a tab at once. Also, the commands in the ribbon are only the commands that are available for use at the time. We will learn in this lesson how the ribbon works and some of the tools that are available. Command Tabs There are two main types of ribbons: general (or command) and contextual. The general ribbons (and corresponding tabs) are always visible when you are viewing a Project file in Project: Along the top of the window are the command tabs: FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-15: COMMAND TABS The command tabs listed here include many of the most common commands you will perform in Project. The Task ribbon contains the majority of the most common tasks relating to your project.to switch views, formatting, and informational tools for the tasks. If you want to make a new Project file, Save it or open an existing one, click the File tab and select what you wish to do. The views tab gives you control of the many ways you MTC Training Solutions Limited Page 17

26 About Ribbons may view your information in Project, Using tabs saves the need of remembering which menu to choose. Contextual Tabs FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-16: CONTEXTUAL TABS Contextual tabs appear only when a certain type of Project file object is selected (or brought into context). For example, if you are looking at a Gantt chart and wish to format it or adjust it in any way then use the GANTT CHART TOOLS, format tab: When using a command in the ribbon, simply click it with your mouse. The command will be performed, or the appropriate tool or dialog box will appear to help you perform the task. MTC Training Solutions Limited Page 18

27 The File Tab Further Button Options When using many of the buttons on a Ribbon further options will be found when using the Drop down arrows (figure 1-9) say on the GRIDLINES or FORMAT buttons. Further options will appear. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-17: FURTHER OPTIONS The File Tab The File Tab (Backstage) from this you can open and close files, modify the Project program options, and close Project; all by using the File Tab (Backstage). If you have used Project in the past, the File Tab (Backstage) is very similar in functionality to the File menu (Project 2003) in previous versions. Or the Office menu in office FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-18: THE FILE TAB Let s take a look at the commands in the File Tab (Backstage). Save MTC Training Solutions Limited Page 19

28 The File Tab Saves any modifications you have made to the current database object. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-19: SAVE AS DIALOG Save As Opens the save as window and allows you to save the currently open Project under another name. This is useful if you want to perform a major revision or update to a particular Project file. (Figure 1-23) Open Opens a dialog box allowing you to search your computer or network for a file. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-20: OPEN DIALOG MTC Training Solutions Limited Page 20

29 The File Tab Print FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-21: PRINT OPTIONS Clicking on the PRINT option in backstage offers a number of options When in Print it allows the viewing of the data in its future printed form to allow changes to be made prior to it being printed the data will appear a little like page layout in word PRINT sends any open object and its data directly to the printer. This can be a dangerous option to choose if you have not previously seen how the data will appear in printed form as this choice will give no options for allowing changes to layout or to where it will be printed it sends to the default printer PRINTER PROPERTIES opens the print dialog to allow the choosing of a printer and various other options such as the range of data to be printed. SETTINGS This section allows you to the range of data to be printed you may only want specific pages to be printed or a certain time period PAGE SETUP allows the page setup dialog to be opened so you can change page size margins etc. We will look deeper into printing at various stages within the manual. Blank Project At the Top of the window is a link to create a new Blank Project. Use this link to make your own Project from scratch. MTC Training Solutions Limited Page 21

30 The File Tab To Create New Blank Project Mouse Click Blank Project to choose to create a new empty project file. Click Create to create the file. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-22: CREATE NEW FILE Available Templates In the main part of the Project window are the accessible Template panes: Project has a number of templates built right into the program. To access those click on the sample templates. The different categories of templates are from office online and will show those templates you can download from the internet, simply click a category to see the available template files. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-23: AVAILABLE TEMPLATES MTC Training Solutions Limited Page 22

31 The File Tab To Create A File From A Template Mouse Select my templates. A dialog box will open. Select a previously downloaded or created template from the available choices. Click OK to create a new file based on that template. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-24: MY TEMPLATES DIALOG Microsoft Office Online (Office.Com) FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-25: OFFICE.COM TEMPLATES The bottom of the Project window is a special area that extracts content from Microsoft Office Online (a service provided over the Internet). Microsoft Office Online provides quick links to different templates, training material, and other downloads. It also provides links directly to Office Online where you can read about updates to Office 2010 as they become available. MTC Training Solutions Limited Page 23

32 The File Tab Recent Files The left-hand side of the window lists any recently opened Project files, just like the Old File menu (2003) or office menu (2007: Click one of the Project files to open the file. Or click on the recent link on the left to show even more of your recently used files. If you want to open a Project file stored somewhere else on your computer or on another network, using the pushpin to the right of the file will fix this files availability in the recent files list and it will not disappear when the list fills and pushes older used files from it. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-26: RECENT FILES Closing Microsoft Project When you have finished using Project, click either FILE Tab, EXIT PROJECT or click the program s close button in the upper-right hand side of the Project window. If you have any unsaved work still open, Project will allow you to save any changes you have made before the program shuts down. MTC Training Solutions Limited Page 24

33 The File Tab SaveAndSend FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-27: SAVE AND SEND Send As Attachment Save and send the current project as an attachment Sync With Task List Synchronise the current project with the task lists in outlook (providing you and your resources use outlook) Save to SharePoint Allows the publishing to websites using SharePoint services MTC Training Solutions Limited Page 25

34 The File Tab File Types Save the current project as a different kind of project file many options to allow your project to be as another type of file compatible with as many platforms as possible FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-28: DIFFERENT FILE TYPES Info This menu option gives you three choices: Project Server Accounts When connected to project server the option allows you to manage your accounts when connected update project information across your project infrastructure. Organise global Template Using the Organiser to manage your tables, forms, reports, calendars etc moving the opjects between templtes and open files to save having to reproduce the same object many times for many files. MTC Training Solutions Limited Page 26

35 Help ProjectInformation Following the link on the top right allows you to modify and view characteristics specific to your Project: Help In File Tab FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-29: HELP OPTIONS FROM FILE TAB The Help here allows you to check on the status of the Project product and check for updates it also gives you another point to connect with the help window as well as using the Help button. MTC Training Solutions Limited Page 27

36 Help Help Button The HELP button, located directly under the title bar on the far right, launches the Project help screen: FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-30: HELP WINDOW Click a topic to view help about that particular subject. Enter a piece of text in the search bar and search for help on that topic. As we explore more of the features and functionality of Project, we will discover how to use the rest of the interface. ToolTips If you are unsure what a certain command does, point to it, but do not click it after a quick moment a description will appear. This is true for most of the commands: FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-31: TOOLTIP MTC Training Solutions Limited Page 28

37 The AutoCorrect Feature The AutoCorrect Feature Microsoft Project 2010 provides the AutoCorrect feature that used to belong only to Word. AutoCorrect will assist you in entering and editing tasks. AutoCorrect automatically corrects mistyped words and expands abbreviations as you type. Project provides an extensive list of predefined typing corrections and abbreviations, and enables you to customize the list by adding your own. The AutoCorrect dialog box, as shown below, allows you to type an entry (the abbreviation or word that you want to replace) and a replacement (the text or graphic you want to use as a replacement). FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-32: THE AUTOCORRECT DIALOG To Enter An Autocorrect Entry: Mouse From the FILE tab, choose OPTIONS In the OPTIONS dialog choose PROOFING on the left and from the options on the right, choose AutoCorrect options a dialog will appear. Type the name of the entry in the REPLACE text box. Type the name of the replacement in the WITH text box. Choose ADD. Choose OK. MTC Training Solutions Limited Page 29

38 About Smart Tags About Smart Tags Smart Tags, first introduced in Microsoft Office XP, make it easier for you to complete some of the most common tasks in Project 2010 and provide you with more control over automatic features. You do not have to complete any additional steps to make the Smart Tags appear or disappear in Project. The Paste Options, AutoCorrect Options and AutoFit smart tags appear automatically to allow you to quickly choose actions and remain in place until you begin another action. For example, when you complete a paste operation, the Paste Options smart tag (below) remains in place alongside your text until you begin typing new text. A "smart tag" is a type of button in Microsoft Project 2010 that appears after certain actions, such as an automatic text correction or a copy-and-paste, have taken place. The button has a menu of options that help you control the result of the action. For instance, if Project automatically capitalizes the first letter of a word, but you want the word lowercased in this instance, you can click the "undo capitalization" option on the button menu to reverse the action. Project includes several of these smart tag buttons. They function similarly but their look can vary and each has a specific purpose. Autocorrect Options Smart Tag The AutoCorrect Options Smart Tag appears after an automatic correction or change, such as a lowercased letter that's changed to a capital or a network path that's converted to a hyperlink. The Smart Tag shows as a small, blue box when you rest the mouse pointer near text that was changed; it then becomes a button icon which, when you point to it and click it, displays a menu. If you don't want the correction, use the options on the menu to undo it; turn off this type of correction completely; or connect to the AutoCorrect dialog box to adjust settings. Paste Options Smart Tag The Paste Options Smart Tag gives you greater control and flexibility in choosing the format for a pasted item. The Smart Tag appears just below a pasted item, such as text, a table, or a slide, with options for formatting. For example, if you copy and paste a slide and insert it after a slide that uses a different design template, you can choose to retain the original design for the slide or let the pasted slide assume the design of the slide it now follows. Auto fit Options Smart Tag The AutoFit Options Smart Tag appears when Project resizes text you're typing to make it fit the current placeholder. If you don't want the text to be resized, you can select options on the Smart Tag menu to undo the resizing or to connect to the AutoCorrect MTC Training Solutions Limited Page 30

39 About Smart Tags dialog box to turn AutoFit settings off. Also, for single-column layouts, you can change to a two-column layout, start a new slide to accommodate the text, or split the text between two slides. Automatic Layout Options Smart Tag The Automatic Layout Options Smart Tag appears after you insert an item, such as a picture, diagram, chart, or table, that changes the initial layout of the slide. To accommodate the added item, Project will automatically adjust the slide layout. If you want, use the options to undo the automatic layout or turn it off completely. MTC Training Solutions Limited Page 31

40 What is Microsoft Project? What is Microsoft Project? Microsoft Project is a TOOL to help you to plan projects, manage and update project information, and communicate the status once the project is under way. The details of the project TASKS and associated RESOURCES are entered into the system as a new project. The system will then display the data in such a way that the relationships of the tasks and their time scales can clearly be seen and potential problem areas identified. Project data can be entered and/or viewed in a number of ways; the three principal formats are CHARTS, FORMS, and SHEETS. Charts Charts can be either Gantt Charts or Network Diagram Charts both of which are a diagrammatic representation of the project data. Chart views: Gantt chart Network Diagram Resource Graph FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-33: GANTT CHART MTC Training Solutions Limited Page 32

41 What is Microsoft Project? Forms Forms contain the data relevant to a single specific task or resource.these display as dialog boxes. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-34: A FORM (DIALOG) Form views: Task form Resource form Sheets Sheets are a table of all the Tasks or all the Resources that are part of the Project these appear in a spreadsheet manner. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-35: THE TASK SHEET MTC Training Solutions Limited Page 33

42 What is Microsoft Project? Sheet views: Task sheet Resource sheet The previous views can be displayed separately or in any combination of the two e.g. Combination view: Top half Bottom half Task Entry View Gantt chart Task form You can combine any two single-pane views on the screen to create a combination view. In a combination view, the information in the bottom relates only to the task or resources in the top view. The reason for having combination views is to make the job of entering and analysing information easier. MTC Training Solutions Limited Page 34

43 Starting Microsoft Project Starting Microsoft Project Start Microsoft Project To Start Microsoft Project Mouse Double-click on the Microsoft Project icon. Or Click the START button, select Programs, and select the PROJECT icon. The Programme will start and display an empty project. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-36: A NEW PROJECT MTC Training Solutions Limited Page 35

44 Starting Microsoft Project Microsoft Project - The Screen The Menus: Accessed by Clicking an option on the ribbon or right mouse click that possesses a down pointing arrow next to it Tool Bars: Timeline: Status Bar: Scroll Bars: Working Area: The Quick Access and Mini toolbars enable a speedy route to the most common commands, The Quick Access toolbar can be customised Length of Project at a glance At the bottom of the screen showing the current status and to change zoom and views. When using a mouse to scroll the views and to move the boundary between two views. Sheets and Gantt Views which can be resized. Elements Of The Default View The default Project view is the GANTT CHART view, (as displayed in figure 2-6). This view is used extensively in Microsoft Project. The Gantt Chart consists of a Gantt table and a Gantt bar chart. The divider bar separates the two and can be repositioned to display more of the table or more of the chart. The Gantt table consists of rows and columns. Just like on a spread sheet, the intersection of a row and a column is called a CELL. The Gantt bar chart graphically displays your schedule on a time line. MTC Training Solutions Limited Page 36

45 Starting Microsoft Project The STATUS BAR displays the current mode of operation and warning messages and indicates when special key control modes, such as Num Lock mode, are on it Also allows you to change View and zoom in and out on your project in the Gantt chart as already mentioned. Resizing at the join between the Gantt chart and the Table allows more columns to be seen and worked with. But less of the Gantt obviously. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-37: DEFAULT GANNT VIEW FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-38: RESIZED VIEW A view is the format of the way that project data is displayed on the screen and there are a considerable number of different permutations that can be used. MTC Training Solutions Limited Page 37

46 Starting Microsoft Project The Drop down arrow on theview BUTTONon the TASK tab or on the VIEW tab is the first place where the view that is required is selected. The basic selection is between a Chart, a Form, or a Sheet. Some of the options in this menu can provide a split view to show two different displays for the same Task or Resource. You can also use the View buttons, located on the bottom right of the Status Bar. As well as the standard views achieved with the View menu or View bar, you can select More Views to see more detailed and complex views and forms. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-39: THE VIEW MENU OPTIONS The table below describes some of the main views in Project. Calendar: Gantt Chart: Network Diagram Chart: Shows the view in the form of a calendar. A diagrammatic view of the Tasks and their time scale. This chart can also show the relationship between Tasks and the Critical Path. It usually shows the task entry form alongside the Gantt chart. Network Diagram is an acronym for Programme Evaluation Review Technique. This view represents each Task as a box with relevant information within it. The layout of the boxes MTC Training Solutions Limited Page 38

47 Starting Microsoft Project on the chart and the lines that link the boxes represent the structure of the project. Task Usage: Tracking Gantt: Resource Graph: Resource Sheet: Resource Usage: More Views: Table:(Entry): Reports: Toolbars: View Bar: Zoom: Team Planner The Task Usage view displays project tasks with their assigned resources grouped underneath them. The Tracking Gantt view displays two task bars, one on top of the other, for each task. The lower bar shows baseline start and finish dates, and the upper bar shows scheduled start and finish dates (or if the task has already started, meaning that the percentage complete is greater than zero, the upper bar shows the actual start and finish dates). A graphical representation of a single resource and its utilisation. A list of all the resources for the project. This is a view that shows the use in hours per day for each resource. Allows the showing of combination views as well as details of a single Task Changes the form alongside the Gantt chart. Takes you into Report Wizard. Allows you to change the Toolbar display. Activates the View bar, located vertically on the left of the screen. Changes the amount of information you can see on screen, from days to years. A new view in 2010 which allows you to reassign work amongst team members to more efficiently use their time. The Tracking Gantt View When you initially set up your project with tasks and dates, and then save the project with a baseline, the Tracking Gantt view displays those tasks as shown in the following example. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-40: TRACKING GANTT VIEW MTC Training Solutions Limited Page 39

48 Microsoft Project Ribbon Tabs The baseline bars and the scheduled or actual bars are synchronized. However, if the start date of task slips by, say, 2 days, the red scheduled bar will extend 2 days beyond the lower baseline bar. Because the tasks are linked, the slipping of task 2 will cause a ripple effect, making its successor tasks slip by 2 days as well. You Can Use The Tracking Gantt View To: See how tasks progress across time and evaluate the slippage of tasks. You can track progress by comparing baseline and scheduled or actual start and finish dates and by checking the completion percentage of each task. View tasks graphically while still having Project to detailed information about the tasks. Create a project by entering tasks and the amount of time each task will take. Establish sequential dependencies between tasks by linking them. When you link tasks, you can see how a change in the duration of one task affects the start and finish dates of other tasks and the project finish date. Assign personnel and other resources to tasks. Microsoft Project Ribbon Tabs The File Tab Covered in Previous section this contains all the commands to do with the project file: The Task Tab The Task Tab Contains all the commands pertinent to the tasks that make up you project some of the typical commands to be found there are: FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-41THE TASK TAB Command Function Section Link Tasks: Create links between tasks. Schedule Unlink Tasks: Break an existing link. Schedule Go To: Go to a task or resource. (Depends on view.) Editing Milestone Insert a Milestone task Insert MTC Training Solutions Limited Page 40

49 Microsoft Project Ribbon Tabs Tracking: Check the progress. Schedule The Resource Tab FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-42: THE RESOURCE TAB The Resource tab contains all the commands pertinent to working with resources such as levelling assignment of resources, addition of resources etc Command Function Section Assign Resources: Apply various filters to the tasks. Assignments Level Resources: Shows resource levelling information Level Resource Details Show the resource form details Properties The Project Tab FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-43: THE PROJECT TAB The main choices here are Change Working Time, project information, reports and Multiple Projects. Command Function Section Change Working Time: Format a new Calendar. Properties Reports Create and run reports Reports Links Between Projects: Set up sub projects and links. Properties The View Tab FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-44: THE VIEW TAB MTC Training Solutions Limited Page 41

50 Microsoft Project Ribbon Tabs The view Tab has the functionality to change views and manage aspects of your project with these new appearances. Command Function Section Team Planner Timeline Timescale: Task Usage Reassign unused team resources to specific tasks new to 2010 Add a timeline to your project to monitor how changes will affect the end date new to 2010 Allows you to set the displayed time at anything from years to minutes. See table of tasks vs. resources to monitor under or over allocation of work Resource views Split view Zoom Task views The Add Ins Tab This Tab shows third party installed programs and Microsoft add in programs that enhance integration and functionality of project. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-45: THE ADD-INS TAB The Contextual Tabs This changes dramatically when different views are selected. The following are the principal selections. For A Network Diagram The Choices Are: FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-46: NETWORK DIAGRAM TAB MTC Training Solutions Limited Page 42

51 Microsoft Project Ribbon Tabs Command Function Section Summary Tasks Show Summary tasks in your Diagram Show/Hide Box Styles: Changes the appearance of the Network Diagram boxes. Format Layout: Allows you to customise the way links are shown. Format Layout Now: Redraws to show changes made to links etc. Layout For The Gantt chart The Choices Are: FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-47: THE GANTT CHART TAB Command Function Section Text Styles: Opens a dialog used to change the font. Format Gantt Chart Style: Outline Number: Gridlines: Change the selected Gantt Bar style Show The Task outline number Allows you to display or hide Gridlines and change their appearance. Gantt Chart Style Show/hide Format Baseline: Change the baseline style on the Gantt Bar styles Critical Tasks Display or hide the critical path Bar styles Layout: Change the way the bars are displayed including links. Format MTC Training Solutions Limited Page 43

52 The Stages Of Project Management The Stages Of Project Management The process of project management is divided into specific stages which can be defined as follows: - Define the Project Plan the project Implementation Monitoring and Adjusting Evaluation DEFINITION OF THE WORD PROJECT: - A planned undertaking The skills of project management are gathered from a wide range of experiences. Consciously or sub consciously we all apply these skills in the daily administration of our work. Where a major undertaking has to be completed, these skills are not only brought into focus but must be applied in a much more structured format. We must take on the jargon and techniques of the Project Manager as well as become familiar with the "Tools of the trade". To review the skills those are relevant to project management The ability to define the Goal, Objective, Specifications and Limitations of a project. The ability to define the individual tasks in sufficient detail and sequence to meet the objective with the minimum of problems, and within the defined time scale. Task attributes should include some or all of the following Objectives Time constraints Milestones Task(s) on which this Task is Dependant Estimated Duration: - Task(s) that are dependent on this task (Optimistic estimate) Itemised task Budget (Pessimistic estimate) Resources required completing the Task. The ability to manage the progression of the tasks in terms of their resources, start times and finish times. The production of appropriate progress reports. As the complexities of these undertakings increase so the importance of discipline and structure increase and the Project Manager must look to the tools that can help which is where Microsoft Project comes into the picture. MTC Training Solutions Limited Page 44

53 The Stages Of Project Management Defining The Project. Setting out the Goal and the Objectives together with the Specification and Limitations within which the undertaking must be completed. Plan The Project Planning of all the activities, resources, and estimation of materials and time scales. Some of this planning may have to be done at an appropriate level for cost estimation before the project can be agreed. Once the decision to go ahead has been taken the skills of the Project Manager are used to define the details of the planning stage. When this has been completed and agreed it will become the "Plan" or the base line against which progress can be measured. Implementation A leap into the void! Notes: A poorly planned project will take three times longer than the original plan. A wellplanned project will only take twice as long. A project that will be completed without changes, on time and within budget has never been known in the past and will never happen in the future. Microsoft Project will help! Monitoring And Adjusting Recording Actual Progress Once the project is under way, the progress of each activity is recorded. This information can then be compared against the Plan and the differences highlighted. Revising The Schedule The process of minimising the effect of problems and delays on meeting project deadlines is achieved by adjusting and updating the Schedule to meet the changed circumstances. Evaluation. As the project progresses and when it has been completed the process of evaluation should be used to learn the lessons for the next time. Microsoft Project - Operational Basics Microsoft Project Has The Following Capabilities: 1 million tasks per project (depending on free RAM) 1 million resources per project Calendar dates from 1984 to 2049 Highlights MTC Training Solutions Limited Page 45

54 Defining the Project Gantt charts to show project schedules graphically on a time scale (with scaling from minutes to years). Network Diagrams to show task relationships. Outlining to group and arrange project tasks in hierarchical order. Filters to view selected information. Resource usage and Graph views and reports to quickly identify resource availability and costs. Split views to see any two screens simultaneously. Custom fields so you can track additional information unique to your project. Defining the Project Project Considerations This is the starting point for a new project. The following are the areas that must be completed: The Goal This is a short statement of what the project should achieve in the broadest terms. For example if the project is to build a new road to divert traffic away from a shopping centre the goal would be: - To make Project to the shopping centre easier for pedestrians and improve the shopping amenities for local residents. The Objectives The objectives can be more specific and there can be any number of them as required. To continue the example from above the following are examples: - To build a road for through traffic that does not use any existing residential areas. To design the road and the route to allow for the projected traffic flow for the next 20 years. The Specification This section will provide more detailed areas for the project, for example it may specify the broad sections of the project and at what points approvals are required before proceeding. There may be a section concerning where resources should come from. It may also specify the management team. The Limitations These are the restrictions that will affect the project, for example there may be a cost limit, there could be a set of regulations that must be adhered to, and time may be a vital factor. MTC Training Solutions Limited Page 46

55 Project Planning When these areas are clearly specified before the project starts there is a much greater chance of the project succeeding and major pitfalls being avoided. (In theory!) Complete The Project Definition As an exercise, define a project that can be planned in the next section and subsequently used in the following sections of the manual to try out the features of the package. Complete The Following Form Project Title: (File Name) Start Date: Goal: Objectives: Specification: Limitations: Project Planning This is where the experience and skill of the Project Manager must be used. At this point the project is broken down into a series of tasks and you must ensure you have all the necessary information for each task. The Project Manager must be confident that it will be possible to control the task as listed, if there is any doubt then the task should be broken down into a number of smaller tasks, each of which will be easier to control. When defining a task the following is a guide to the information required. The Title The Objective of the Task MTC Training Solutions Limited Page 47

56 Project Planning The time required to complete the task. (Give an optimistic and pessimistic estimate.) A note of any previous task or tasks those are associated with this task. The immediate subsequent tasks. The resource(s) that are required to complete the task. Any time constraints that apply. When all the tasks have been specified together with their resources, you have completed the major part of the planning of the project. The next stage is to examine the flow of the tasks and the utilisation of the resources. It may well be that some of the resources are over allocated and these problems must be resolved or noted. At this point it will be possible to SET THE PLAN, this will become the base line against which progress can be measured. MTC Training Solutions Limited Page 48

57 Project Planning Complete The Project Plan Complete The Following Table Number Task Name Duration Predecessors Resources MTC Training Solutions Limited Page 49

58 Basic Project Tasks Basic Project Tasks OpeningA Project To Open A Project File Mouse Select FILE tab, OPEN to open the OPEN dialog. Navigate to project file location and select project file Click OK to open the project file Viewing A Project There are various tools as mentioned to navigate and change the view of your project. Zoom Section controls Gantt and table Resize Handle Scroll Bars Resize Handle Views Zoom Slider FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-48: VIEW CONTROLS MTC Training Solutions Limited Page 50

59 To Begin with Microsoft Project To View Parts Of A Project Mouse Press [CTRL-HOME] and [ALT-HOME] to go to the start of the project. Use the SCROLL BARS to see the project progress. Use the mouse to resize the various windows with the resize double arrow. Move the mouse to the central vertical bar on the screen when it will change to a double line with a double-headed arrow Alter the TIME SCALE with VIEW tab, ZOOM section controls or the ZOOM slider on the right of the status bar. Click on the GANTT CHART Button on the task tab Select a view from the list, choose each of the top five and note the different screens. Select the GANTT CHART view to return to the original view. To Begin with Microsoft Project The first step is to enter general information about the project in the PROJECT INFORMATION box. Starting A New Blank Project The PROJECT INFOdialogbox illustrated below, records background information and allows you to enter scheduling information. The dialog box allows you to specify either the project start or finish date. If you enter a start date, the finish date will be automatically calculated. If you enter a finish date, the start date will be calculated. Note, however, that if you choose to enter a finish date, all tasks will be considered critical because they will all be scheduled as late as possible. If you do not enter a project start or finish date, Microsoft Project will automatically use the current date as the start date. The PROJECT INFOdialog box also allows you to specify the project calendar, as shown below. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-49: THE PROJECT INFO DIALOG BOX MTC Training Solutions Limited Page 51

60 To Begin with Microsoft Project Choosing the STATISTICS button opens the PROJECT STATISTICSdialog box, below. This dialog box displays information on project start and finish dates, duration, work, and cost. It also provides comparative statistics you can use to measure the progress of your project. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-50: THE PROJECT STATISTICS DIALOG BOX FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-51: CREATE A NEW PROJECT To Start A New Blank Project: Mouse Choose NEWfrom the FILE Tab, Select BLANK PROJECT, click CREATE. MTC Training Solutions Limited Page 52

61 To Begin with Microsoft Project A new project is created. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-52: A NEW PROJECT SetThe Project Start Date The first thing to do with your new blank project is to define the start date that your project will start. It may be days or months into the future. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-53: PROJECT START DATE MTC Training Solutions Limited Page 53

62 To Begin with Microsoft Project To Set The Project Start Date Mouse FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-54: PROJECT INFORMATION BUTTON In the PROPERTIES group of the PROJECT ribbon select PROJECT INFORMATION a dialog opens. The PROJECT INFORMATIONdialog box allows the selection of the start or end date of the Project. To view project STATISTICS, choose STATISTICS. Once you have viewed the necessary information, choose CLOSE to close the STATISTICS dialog. Click OK to close and set the start date of the project. Enter Project Properties You can enter descriptive information about your project in the PROPERTIESdialog box. This information will help you and others identify the source and purpose of your project. The PROPERTIESdialog box consists of five tabs, described in the table below. Tab General Summary Statistics Contents Custom Function Provides information about the project, including project name, file type and size, file location, dates and times of file creation, most recent modification, and most recent Project. Provides a description of the project, including title, subject, author, company name, manager, category, keywords, and comments. Provides information about project use, including date created; most recent modification, Project, and printing; person who last saved it; current revision number; total editing time; and summary. Contains schedule information, including project start and finish dates, duration, total work and cost, and percent complete. Allows you to enter project properties by which you can search and define links to actual values in your project. MTC Training Solutions Limited Page 54

63 To Begin with Microsoft Project FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-55: PROJECT INFORMATION To Access Project Properties Mouse Click the FILE tab select INFO. On the right side of the screen you will see the current property information for the project Click the PROJECT INFORMATION button to expand a small menu. (figure 3-5) Select ADVANCED PROPERTIES to open the PROPERTIES dialog as discussed From the various tabs edit or enter the information you wish. Click ok to enter the information and close the dialog. (figure 3-6) FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-56: PROJECT DIALOG MTC Training Solutions Limited Page 55

64 The Calendar The Calendar The Default Working Calendar is used by Microsoft Project to calculate all Timescales and Resource costs. It defaults to a working day of 8 hours with the working hours 0800 to 1200 and 1300 to FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-57: PROJECT CALENDAR (CHANGE WORKING TIME) You can create your own calendar with your own particular times. If this is not a standard 8-hour day you must remember to tell Microsoft Project what the standard day is. Each resource you add will be based on the calendar you select when you start your project. Depending on the nature of your project you may find that the base calendar and standard 8-hour day is satisfactory. A full day s work is considered as two shiftsone in the morning and one in the afternoon. You can use the From and To text boxes in the Working Time area to specify up to three shifts. Selecting Default restores selected days and working hours to their default settings. Resource calendars deal specifically with resourcesthat is, working hours, working days, and vacations on an individual basis. Resource calendars are created automatically when a resource is added to the pool. Users do not create resource calendars. It is up to the user to attach a resource to a specific base calendar. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-58: CHANGE WORKING TIME BUTTON MTC Training Solutions Limited Page 56

65 The Calendar To Access The Change Working Time Dialog Mouse Go to the PROPERTIES group on the PROJECT ribbon Click the CHANGE WORKING TIME button to open the CHANGE WORKING TIME dialog box.(figure 3-7) Creating A New Base Calendar When creating a new calendar, you have the option of creating a brand new calendar or of creating one based on an existing calendar, as indicated below: FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-59: CREATING A NEW BASE CALENDAR To Create A New Calendar Mouse Access the CHANGE WORKING TIME dialog Choose CREATE NEW CALENDAR. In the NAME text box, type the new calendar s name. Select either the CREATE NEW BASE CALENDAR or MAKE COPY OF calendar option button if the latter select a calendar to copy from the drop down box choices. Choose OK. MTC Training Solutions Limited Page 57

66 The Calendar Edit A Calendar In a calendar for the project you must define the working and non-working hours and days as these will affect the costing and the duration of the project. Please understand if your project runs 24 hours a day your workers will only maybe work 8 hours so a task taking a working project day will take a worker 3 days to complete increasing the cost etc. If your project day is running for 16 hours and you have two teams working shifts (at 8 hours a day) 1 days project work will entail the two teams working a day each. It is very important to ensure the entire project work calendar is set correctly especially weekend or holidays where the project cannot function. You must select days, weeks or the entire calendar to set the working hours and non-working times for the project NOT the workers. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-60: ADJUST PROJECT WORK TIMES To Adjust Working Times Mouse In the calendar, either select specific dates for which you want to make a change or select all days of the week by selecting the column headings. (figure 3-13) If required, select the desired month by clicking the up/down arrow on the vertical scroll bar of the calendar. On the tab WORK WEEKS select the default working time row and click on the DETAILS button a dialog will open(figure 3-14) FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-61: DEFAULT WORK WEEK MTC Training Solutions Limited Page 58

67 The Calendar Select the days your work week will include and change (if necessary) the working hours choose whether the days for the selected dates will be non working times. Click OK to enter the work times. Your project may run longer in the summer months and shorter during the winter months due to light, weather or absence of staff select the start and end dates that the time periods you selected in the previous step will run from and to. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-62: MULTIPLE TIME PERIODS Select another row and repeat the previous procedure for another block of time. On the exceptions tab (figure 3-10) select a row and click the DETAILS button and enter any exceptions to the rule (for example half day holidays. Or days when the project will run longer than normal due to site clearance etc) click ok to enter the exception. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-63: EXCEPTION DETAILS Choose OK Assigning A Calendar To A Project When you first create a Project and set the start date one of the first things to do is to assign a project calendar it is essential to do this before you start entering tasks and setting durations because if you do it afterwards then 1 project day assigned to a task could mean a completely different thing. MTC Training Solutions Limited Page 59

68 Save the New Project File To Assign A Calendar To A Project Mouse Open or create a blank project Create and edit your project calendar as previously described Open the PROJECT INFORMATION dialog box from the PROPERTIES group on PROJECT tab. In the CALENDAR drop down box select the previously created Project Calendar. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-64: ASSIGN A CALENDAR Set the Start or end date if necessary Click OK to finish assigning your Calendar Save the New Project File Saving A Project While you are working on your project, make sure that you save it to disk. It is good practice to save your project every fifteen minutes so that, if there is a power outage or power surge, you will lose only fifteen minutes of work at the most. For a new project that you have not yet saved, you can choose either SAVE or SAVE AS from the File Tab. However, the Save As dialog box will always appear because the project does not have a name. You can give your file a name with as many characters as you like, and Microsoft Project will automatically assign the three-character extension.mpp. Once you have named your document, the SAVE command automatically saves the project under its existing filename. The SAVE AS command can still be used if you want to give your project a new name, leaving the original file intact. MTC Training Solutions Limited Page 60

69 Save the New Project File You can also save (EXPORT) your project in formats that other programs can read. For example, you can export your project file with an.xls extension for use in an Excel spreadsheet, a.dbf extension for use in a FoxPro or dbase Project file, or an.mpx extension for use in other project management applications. To export a file, in the File Savedialog box, select the desired extension from the SAVE AS TYPE drop-down list, type the filename, and choose SAVE. To Save An Unnamed Project: Mouse Or Or From the File Tab (Backstage), choose SAVE AS. From the File Tab (Backstage), choose SAVE. On the Quick Access toolbar, click the SAVE button. If required, select the desired drive and/or folder in the navigation areas of the window If required, select a file type from the File type text box.(to save as an alternative file type or earlier version) In the FILE NAME text box, type the project (file) name. Choose SAVE. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-65: SAVE AS DIALOG MTC Training Solutions Limited Page 61

70 Save the New Project File To Save A Named Project: Mouse From the FILE Tab (Backstage), choose SAVE. OR On the Quick Access toolbar, click the SAVE button. To Save A Named Project As An Earlier Version: Mouse From the FILE Tab (Backstage), choose SAVE& SEND. From the displayed choices in the central window area under file types select SAVE PROJECT AS FILE. On the right a number of options appear select the version of project file you wish to save as. Click the SAVE AS button the SAVE AS dialog will open. Enter a file name, select a location Click SAVE to complete the save. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-66:SAVE AS EARLIER VERSION Convert Project File To 2010 Format If you have upgraded to 2010 to ensure the full compatibility with the new features in 2010 you must convert and update the file to the new 2010 version. MTC Training Solutions Limited Page 62

71 Save the New Project File To Convert A File To 2010 Mouse Open the project file created in an earlier version of Microsoft Project. Your file will be in COMPATIBILITY MODE which may not allow the saving of 2010 features. Go to the FILE tab SAVE command. A dialog will open warning you which version you may be saving in click YES to convert to 2010 project file type. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-67: CONVERT DIALOG Ending A Project Session At various intervals, you will need to close a project and work on other ones. Alternatively, when you are finished working in Project, you will need to close all your projects and exit out of Project altogether. Closing A Project Once you have finished working with an existing project, you will close it. When you do this, Project asks whether you need to save the changes. To Close A Project: From the FILE Tab (Backstage), choose CLOSE. Choose YES to save the changes. OR Choose NO to close the file without saving the changes. Exit Project Select FILE tab, CLOSE to close the existing project file. Select FILE tab, EXIT to close Microsoft project and the file that is currently open. You will be prompted to save changes to any open and unsaved project files. MTC Training Solutions Limited Page 63

72 2010 new feature option 2010 new feature option Define Automatic Or Manual Scheduling In 2010 there is a marked change in the way that Project calculates the tasks there is now an option that decides whether you may (By default) have automatic or manual scheduling for your task the full meaning will become clear later but to briefly explain. In earlier versions scheduling was automatic by default which meant that if you changed the assigned resources for a given task then the task duration would change if the effort of the resource was reduced then the duration would automatically lengthen. As you will see later there options will appear for each task to be set to manual or automatic scheduling as you enter the tasks. But we will look now at the default setting in case you wish to change it now for the future tasks. By default it is set to manual To Change The Default Scheduling Setting Mouse Go to the FILE tab and click OPTIONS In the OPTIONS window on the left go to SCHEDULE option About half way down is the option for how you wish tasks to be scheduled it says NEW TASKS CREATED.(figure 3-18) If you desire the default to be changed to automatic scheduling then click the drop down arrow and select the option from the list. Click OK to save and apply the setting. Remember every task as it is created will have the option to change back to manual or vice versa this is merely the default. MTC Training Solutions Limited Page 64

73 Entering Tasks FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-68: CHANGING TO AUTOMATIC SCHEDULE Entering Tasks This is the main activity in setting up a new project. The tasks which have been identified at the Design Stage must be entered.the system will hold task information in a task Project file, which we cannot access directly but is used by the system whenever we view task data. This is one of two Project files the system uses the other being the resourceproject file. It is important to understand that the system checks the data that it holds and where the data does not cross check then the system will generally update the Project file to make it right. It is important to keep an eye on this process; this will be discussed in a later section.as each entry is made the system will update the appropriate data and views to reflect the entries.the order of entry should be in the logical progression but this is not essential as it can be changed. Normal Task entry will be by using the standard Task Sheet. The Gantt View shows the Gantt Chart in the right part of the window with the Task Sheet in the left part. MTC Training Solutions Limited Page 65

74 Entering Tasks The Task Entry Sheet FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-69THE TASK ENTRY SHEET The Task entry sheet is a view of the tasks with information shown in the columns as follows: - ID: Information Task Name: Duration: Start: Finish: Predecessors: Resources: Add New Column The Task Identification number. This shows useful information icons The Name of the Task. The time the Task will take including the time units. This is the current Scheduled Start date for the Task. Not the Planned or Actual Start. The Scheduled Finish date. The ID numbers for the preceding Tasks that are linked to this Task. The names of the resources performing or used in the Task. New to 2010 a quick way to add new columns to your task entry sheet this column will appear on any table that you show MTC Training Solutions Limited Page 66

75 Entering Tasks Basic Sheet Usage Navigate Navigating the sheet is much the same as working in a excel spreadsheet enter your information within a cell and use the arrow keys to move left or right. Select Select columns or rows by clicking on the column or row label enabling you to format delete or drag to another location. Enter some information in the following fields to start building your project. IMPORTANT: Do NOT enter any dates at this time Task Name: Duration: The Name of the Task. The time the Task will take including the time units. As the entries are made, the Gantt Chart will automatically be updated to display the tasks. All tasks initially will run from the project start date, this is expected and no problem. To Enter Task Descriptions And Durations One Cell At A Time: In the TASK NAME column, select the first available cell and type the name of the task. Press TAB In the DURATION column, type the value of the duration. If the duration is anything other than days, type m for minutes, h for hours, or w for weeks. Press ENTER Press Left Arrow to return to the Task Name column and repeat steps 1 through 4 as required. To Enter Task Descriptions And Durations By Selecting A Range: Select the first cell (the numbered cell) of the desired range. Drag the mouse through the range of cells you want to include. In the first cell, type the desired information. Press TAB In the DURATION column, type the appropriate information. Repeat steps 4 and 5 as required. Note:Pressing SHIFT+TAB moves to the previous cell without deselecting the range. Clicking your mouse inside or outside the range will deselect the range. MTC Training Solutions Limited Page 67

76 Entering Tasks The Task Information Form FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-70: THE TASK INFORMATION FORM If using the Task Information FORM it will be possible to enter and/or view many other pieces of information that is not normally shown in the task entry table think of the information as hidden columns within the task entry sheet. To Open The Task Entry Form To View Existing Task Mouse Select a task in the task entry sheet. (click On Row label) Double click on the desired task to open the TASK INFORMATION form for that task. Or On the TASK tab in the PROPERTIES group select the INFORMATION button the dialog will open FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-71: TASK INFORMATION BUTTON MTC Training Solutions Limited Page 68

77 Entering Tasks To Create Tasks Using The Task Information Form Mouse Move to an empty row where you wish the task to appear in your task list. Click on the Information button in the properties section of the task ribbon. The dialog will appear. Enter the desired information. Click OK to create the task. Create New Tasks Creating new tasks in an existing project means inserting new rows within your project. It is better to enter all tasks you can think of in the most logical order before linking but is not essential it just ensures easier reading of your project. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-72: NEW TASK To Create A New Task Mouse Select the task BELOW where you wish your new task to be created for instance if you want a task after Plaster in the above diagram and before floorboards select floorboards. As the task will be pushed down when a new task is created. Click on the TASK button in the INSERT group to create a new task. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-73: NEW TASK BUTTON MTC Training Solutions Limited Page 69

78 Entering Tasks Enter the task name to create the Task it is not necessary to complete all the fields at entry time, as more information is added so the system will update the boxes. It is only necessary to enter the data that has been determined in the design stage. Task Mode The task mode is a new 2010 feature it allows us to specify whether we want Project to automatically calculate start and end date changes to our tasks as we adjust aspects of the project or whether we manually schedule our task changes ourselves. From experience although some tasks should have fixed dates (specific meetings and such) many of the tasks should be left to automatic scheduling FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-74: TASK MODE To Define Schedule Type Mouse Entering our tasks a new column should appear before the TASK NAME with a pushpin and a question mark called TASK MODE. All tasks are created undefined at first and may not appear in the Gantt chart Click in the cell in the TASK MODE column for a created task a drop down arrow will appear From the drop down options select MANUALLY SCHEDULED or AUTO SCHEDULED. The task has been set and should now appear on the Gantt chart. It can be changed at any time by changing the option. MTC Training Solutions Limited Page 70

79 Entering Tasks In the following picture tasks 1 and 2 are auto scheduled and task 3 and 4 are manually scheduled notice how they appear in the task mode column and on the Gantt Chart. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-75: DEFINED TASK MODE EXAMPLES Or Instead of using the task mode column you may use the ribbon Mouse Select a task On the TASK ribbon in the TASKS group choose a button to MANUALLY SCHEDULE or AUTOMATICALLY SCHEDULE your task. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-76: SCHEDULE BUTTONS Other Methods Of Adding Tasks As a general rule Tasks can be added in any view where the tasks are displayed. The most obvious methods in addition to using the normal Task Entry view are as follows: - In The Gantt Chart Or The Task Sheet An additional task can be added at the end of the list using the INSERT, NEW TASK command. Where additional information is required to be entered then this can be done by using the Task Information form which is opened by simply double-clicking a task in the task list. Using The Task Information Form It is possible to enter additional tasks using this form but it does not have all the possible entry points. The details of this form are included in the description of the Task Entry View above. MTC Training Solutions Limited Page 71

80 Entering Tasks Using The Network Diagram Chart Additional tasks can be placed within the chart by drawing a box and then entering the information within the fields. The relationship can be also be entered graphically by pointing to the Predecessor and dragging a line to the Successor. Where a relationship needs to be removed, a double click on it will display a box which has a delete button in it. Further time will be spent on this view later. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-77: LINK TASK WARNING Note: When you try to make a link that is not logical or possible, Project will warn you about this (see illustration below). MTC Training Solutions Limited Page 72

81 Entering Tasks Setting Durations If you are using Project 2010 and entering a manually scheduled task, you can enter a valid duration value, such as 1d or 2w, or you can enter text such as TBD or unknown. A manually scheduled task is considered a placeholder task until two of the three scheduling factors start date, finish date, and duration contain valid schedule information. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-78: ENTER DURATIONS As you enter durations bars will appear on your Gantt chart showing the duration in a graphical format. MANUALLY SCHEDULED TASK: This type of task can be placed anywhere in the schedule without Project rescheduling it; it does not move as related information about the task changes. To Enter Durations Keyboard Milestones Navigate to the duration column Enter a value and the suffix hrs, wks, d, mths, mins to define the duration type. The task duration will be reflected in the Gantt Chart. Zoom in or out to better see the durations in relationship to one another. A Milestone 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. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-79: A MILESTONE MTC Training Solutions Limited Page 73

82 LinkingTasks To Create A Milestone Mouse Enter a task name for an important marking point in your project (such as signing a contract, Handover of keys etc) If a task has duration of zero, it is identified as a milestone so enter the duration as zero. This will be reflected in the Gantt chart Or Select the task, Open thetask INFORMATION dialog Click the ADVANCED tab, and then select the MARK TASK AS MILESTONE check box. If you don't want the task to appear as a milestone, even if its duration is zero, clear the MARK TASK AS MILESTONE check box. Milestones can, and should be linked as any other task a milestone is an important point that would stop the whole project if it could not happen so they are key tasks for the project and always critical. LinkingTasks In order that the system is able to display the overall time aspects of the project, each Task must be defined in terms of the Tasks on which it is dependent and in turn those Tasks that are dependent on it. It is also possible to define in what way these dependencies exist. Link type Example Description Finish-tostart (FS) A B The dependent task (B) cannot begin until the task that it depends (A) on is complete. For example, if you have two tasks, "Dig foundation" and "Pour concrete," the "Pour concrete" task cannot begin until the "Dig foundation" task is complete. Start-tostart (SS) A B The dependent task (B) cannot begin until the task that it depends (A) on begins. The dependent task can begin anytime after the task that it depends on begins. The SS link type does not require that both tasks begin MTC Training Solutions Limited Page 74

83 LinkingTasks Link type Example Description simultaneously. For example, if you have two tasks, "Pour concrete" and "Level concrete," the "Level concrete" task cannot begin until the "Pour concrete" task begins. Finish-tofinish (FF) Start-tofinish (SF) B A B A The dependent task (B) cannot be completed until the task that it depends on (A) is completed. The dependent task can be completed anytime after the task that it depends on is completed. The FF link type does not require that both tasks be completed simultaneously. For example, if you have two tasks, "Add wiring" and "Inspect electrical," the "Inspect electrical" task cannot be completed until the "Add wiring" task is completed. The dependent task (B) cannot be completed until the task that it depends on (A) begins. The dependent task can be completed anytime after the task that it depends on begins. The SF link type does not require that the dependent task be completed concurrent with the beginning of the task on which it depends. For example, the roof trusses for your construction project are built offsite. Two of the tasks in your project are "Truss delivery" and "Assemble roof." The "Assemble roof" task cannot be completed until the "Truss delivery" task begins. Methods Of Linking There are two main methods for Linking tasks, using the buttons on the task ribbon and using the predecessors column on the task entry sheet. We will look at both. MTC Training Solutions Limited Page 75

84 LinkingTasks FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-80: LINK AND BREAK LINK BUTTONS To Link Using Ribbon Mouse Select two or more tasks as described earlier Click on the LINK button in the SCHEDULE section of the TASK ribbon. The tasks will become linked as described in the previous table using the default FINISH TO START link this can be edited as you will see in later sections. The tasks should appear on the Gantt chart linked To Link Using Predecessors Keyboard Navigate to the predecessors column for a successor task Enter the task number of the preceding task Enter FS, SS, FFSF following the task number as necessary because by default all tasks will have a FS type link (even though the FS does not show in the predecessors column.) If the task you are on depends on more than one task completing enter the task numbers separated by a comma The tasks should appear on the Gantt chart linked FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-81: LINKING USING PREDECESSORS To Break Links Mouse& Keyboard Select the task you wish to break the link for and click the BREAK LINK button in the SCHEDULE group of the TASK ribbon (figure 4-9) MTC Training Solutions Limited Page 76

85 Defining the Summary Tasks Or Delete the predecessors from the PREDECESSORS column The links will be broken Defining the Summary Tasks Microsoft Project provides the ability to structure the tasks by setting different levels of tasks and grouping tasks under a summary task. This can be useful where the project has a considerable number of tasks; management can be made easier by only viewing and reporting on the summary tasks. Indent the selection to the next lower level (Demote) Outdent the selection to the next higher level (Promote) Create Summary Tasks FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-82: PROJECT WITH SUMMARY TASKS To Create Summary Tasks Mouse Select ALL Subtasks below the BUILD HOUSE task and indent them using the INDENT button in the SCHEDULE group They all become subtasks of build house. Select all tasks between PREPARATION and BUILD FOUNDATIONS (not including) and using the INDENT button indent them further. Preparation and build foundations become summary tasks as well Create further summary tasks as in the diagram. MTC Training Solutions Limited Page 77

86 Defining the Summary Tasks This is a good manner in which to lay out your project using the + and buttons next to a summary task you may collapse or expand that group of tasks see picture below. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-83: COLLAPSING SUMMARY TASKS The Planning Wizard As a help tool the planning wizard will appear as needed to prompt you with things that may help you with your project it may be problems with links, removing or adding tasks, changing durations. The dialog below is here as a help information tool letting you know that there are easier ways to enter the same information for several tasks. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-84: THE PLANNING WIZARD DIALOG To Use The Wizard Mouse When the Wizard appears READ THE INFORMATION then decide whether you wish to continue receiving this message in the future by ticking the box (or not) click on the OK button. Select all the tasks you wish to enter the same information for. Open the TASK INFORMATION box from the PROPERTIES group Set the values that you wish to apply to the selected tasks and click OK MTC Training Solutions Limited Page 78

87 Defining the Summary Tasks 2010 Method For Summary Task Entry In 2010 a new tool has been added to enable the creation of summary tasks to be easier this creates a summary task wherever you wish it to appear. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-85: SUMMARY BUTTON ON TASK RIBBON FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-86: SUMMARY TASK CREATION (ONE SUBTASK) To Create A Summary Task 2010 Style Mouse Or Place your mouse cursor in the task sheet above where you wish the summary task to appear. On the TASK ribbon in the INSERT group click the SUMMARY button a summary task will appear the next task down will be indented all other tasks will remain at the same level. Enter the summary task name Indent any other tasks necessary below the new summary task. MTC Training Solutions Limited Page 79

88 Resources Before clicking the SUMMARY button select all tasks you wish to be subtasks of the new summary task. When the SUMMARY button is clicked all selected tasks are now indented and have become subtasks of the new summary task. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-87: MULTIPLE SUBTASKS AT ONE CLICK Resources The management of resources is a major feature of Microsoft Project. It is possible to see how each one is being used and determine the times when they are under or over utilised. The system can adjust the project to eliminate over allocation of a resource. We can think of resource data being stored in a Project file, which is the partner to the task Project file. The Microsoft Project system merges the data in the two Project files to provide the facilities that are available. There are a number of ways we can view the resources, as the following topics will show. Define The Resources When you build a large pool of resourcesfor example, 200 employeesthe best place to enter this information is in the Resource Sheet. If there are only a few resources working on the project, however, you might enter them on the fly using the Resource Assignment dialog box. Resource types There are only 2 types of resources -material- and work-. Material These are physical resources that you need to complete your project such as tables chairs, bricks and Mortar once they are bought they are used in the project there is no further cost accruing to them (unless they need maintenance which would be a separate resource) Work However, if the tables and chairs are rented they may become a work resource because they need regular payments on an hourly, daily, weekly basis as you pay for staff. All items or people you pay for on a regular basis would really be entered as work to enable the proper costing s to be carried out MTC Training Solutions Limited Page 80

89 Resources Reviewing And Navigating The Resource Sheet The Resource Sheet contains an array of required fields for entering resources. A Resource Sheet is illustrated below: FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-88:THE RESOURCE SHEET There are two separate stages in adding Resources to be managed by the system. They first must be entered in the RESOURCE SHEET to identify them as being available. Secondly the available resources are associated with the respective tasks. Adding Resources To The Resource Sheet You add resources to the Resource Sheet in rows. The columns identify the fields. The table below summarizes the information that you can store in the Resource Sheet. Field Resource Name Type Material Initials Group Max. Units Std. Rate Ovt. Cost Description The name given to a resource. It can be the name of an individual or a type of group. Whether material or work as previously described. If defined as a material enter a label here to describe the quantity type purchased E.G. with bricks you may buy them by the pallet not singly. The abbreviated name for the resource if a work resource A resource can be placed in a group, which can be used by a filter to show only group members, it is also possible to use the group name to view all members of the group together. The percentage (number) of resource units available. This is applicable only if using a type of resource. For example, you might have three technicians (300%), but you can have only one Emma Cheesman (100%)and if Emma is only able to devote half her work week to the project then she would become 50% The standard cost of the resource per hour, week, or month. The overtime cost of the resource per hour, week, or month. MTC Training Solutions Limited Page 81

90 Resources Field Cost/Use Accrue At Base Calendar Code Description A special cost of the resource every time it is used like a call out charge. This field identifies when the cost of the resource is added to the running total of the project. The options are at the "Start", at the "End" or "Prorated" which means updated at the end of each time unit as the resource is used. The base calendar to which you assign the resource. You can assign an alphanumeric code to each resource. The Code field can be used to associate an accounting code for use of the resource. This is an additional method of allocating the costs of the project as required. And use it for sorting, filtering, and reporting. To Add Resources To The Resource Sheet: Mouse From the VIEWbutton on the TASK ribbon, choose RESOURCE Sheet. In the RESOURCE NAME cell, type the Resource Name. Press TAB Enter the TYPE and Press TAB Enter the label in the material COLUMN if it is a material resource and continue across the row until you have entered all the information needed for the resource as described previously. Press ENTER this brings you to a new row Press HOME this brings you to the beginning of that row to start again for a new resource. Repeat steps 2 through 7 for each resource. MTC Training Solutions Limited Page 82

91 Resources The Resource Information Dialog Just like a task there are many fields hidden on the resource sheet and the opportunity for adding much more information for a resource using the resource information dialog. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-89:THE RESOURCE INFORMATION DIALOG To Access The Resource Information Dialog Mouse Double click on a desired resource the dialog will open for that resource. Or Select the resource you wish to open the dialog for Click on the information button in the properties group on the resource tab the dialog will open. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-90: THE PROPERTIES GROUP FOR RESOURCES There are four tabs in the resource information dialog the notes button in the properties group will open the same dialog but at the tab for notes the details button we will look at in a later section. MTC Training Solutions Limited Page 83

92 Resources A resource is DEFINED under the following headings:- ID: Name: Initials: Group: Max Units: The next items relate to calculating the cost of the resource. They can be defined by setting a cost level for a specific period or a cost for each time the resource is used. Std. Rate: Ovt. Rate: Cost/Use: Accrue At: Code: Practice Adding Resources Resource Name Type Material Label Initial Group Max. Units Std. Rate Ovt. Rate Cost /Use Sid Little (architect) Work SL Prof 100% 50.00/ hr /hr 0.00 Peter Plank (Planner) Work PP Prof 100% 28.00/ hr /hr 0.00 Eddie Large (Electrician) Work EL Trade 100% 45.00/ hr /hr 0.00 Paul Sink (Plumber) Work PS Trade 100% 50.00/ hr /hr Builders Work B Trade 600% 25.00/ hr /hr 0.00 Paula Painter Work PP Trade 100% 30.00/ hr /hr 0.00 (Decorator) Chris Chippie Work cc Trade 100% 40.00/ hr /hr 0.00 (carpenter) Bricks Material Pallet(S) B MTC Training Solutions Limited Page 84

93 View Resources Resource Name Type Material Label Initial Group Max. Units Std. Rate Ovt. Rate Cost /Use Timber Material 3m length(s) Pipes Material 3m length(s) T P Paint Material 5 ltr tin(s) P Select the RESOURCE SHEET from the VIEW button and enter the resources from the above table. All work resources are pro-rated and use the standard base calendar The Max units default value of 100% is very important equate this as if they have a 40 hr work week for example then they are devoting 100% of that time to this project. Entering the group of builders as 600% means that you have the availability of 6 builders use multiples of 100% to specify how many individuals you have it will help with costing and allocations. If someone can only apply half their time to the project then enter them at only 50% (meaning 20hrs) enter the percentage dependent on the amount of time they can devote to the project. View Resources As with Tasks there are a number of ways that the Resources can be seen in addition to viewing the Resource Sheet. The Resource Sheet Where it is necessary to view all the resources, this is best done in the top part of the screen or a single pane view. Selecting RESOURCESHEET from the VIEW pull down menu will show a complete list of the resources required by the tasks. A valuable feature in this view is that those resources that have been over allocated will be shown in a different colour so attention is drawn to the areas that need to be changed. (Figure 5-2) MTC Training Solutions Limited Page 85

94 View Resources One great value of this view is that it shows you when a resource is over-allocated. See below, where Chris is over-resourced. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-91: OVERALLOCATION ON RESOURCE SHEET FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-92: OVERALLOCATION ON TASK SHEET Viewing Over allocations If a work resource has an 8 hour work day and you assign them 2 different tasks on the same day each 8 hours long then it is obvious this person has twice the work than they can handle. It is not so obvious if they have several tasks each adding up to more than 8 hours but in both cases they are over allocated and those over allocations need to be addressed in both pictures above we can see how over allocations are indicated In 5-2 we see that Chris is over allocated and in 5-3 we see the tasks that he is over allocated for this is ok for a single resource but if there were several resources then we would not know who was over allocated to what The Resource Graph The best use of this view is in the lower pane with the resource sheet or the Gantt chart at the top although it can be seen separately. MTC Training Solutions Limited Page 86

95 View Resources If the resource sheet is at the top then it will show only the resource selected. If the Gantt is at the top then it will relate to whatever single resource was selected in the resource sheet but as you click on the tasks he is assigned to it will move to the selected task showing the time allocations. If shown alone then it will show for the last selected resource. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-93: OVERALLOCATIONS IN RESOURCE GRAPH/RESOURCE SHEET FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-94: OVERALLOCATIONS IN RESOURCE GRAPH/TASK SHEET MTC Training Solutions Limited Page 87

96 View Resources Allocate/Assign Resources There are a number of methods of allocating a resource to a task. The most direct method is to select a view in which a task can be selected and then call up the ASSIGN RESOURCES box using the ASSIGN RESOURCES button in the ASSIGNMENTS group on the RESOURCE tab. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-95: ASSIGN RESOURCES DIALOG In the ASSIGN RESOURCES box a list of the resources can be viewed and the required selection made.there are other views in which a resource can be allocated to a task and it does not matter which is used, the preference is up to of the user. To Assign Resources Mouse Select the GANTT CHART view from the VIEWbutton. Select the first task. Call up the ASSIGN RESOURCES box using the ASSIGN RESOURCES button in the ASSIGNMENTS group on the RESOURCE tab Select a resource you wish to assign and click the ASSIGN button. The resource is assigned Select another task and repeat to assign resources to different tasks For each task that needs resources allocated place the pointer on the task scroll down the list of resources and select as appropriate. If you wish to assign multiple resources to a task select them in the dialog using the CTRL key before clicking the ASSIGN button. MTC Training Solutions Limited Page 88

97 View Resources By default a resource is assigned at 100% which means that he will use all his available time on this task. If he has say two tasks running concurrently you may wish to assign him at 50% for each task. If you have a group of people say builders then you may want to use more than one of them on a job if they have been entered in the resource sheet at say 600% (meaning 6 builders) assign as many as you wish as multiples of 100% To Assign By Percentage Mouse Select the GANTT CHART view from the VIEWbutton. Call up the ASSIGN RESOURCES box using the ASSIGN RESOURCES button in the ASSIGNMENTS group on the RESOURCE tab Select a task in your project that needs say two or more builders for example. Select the builder s resource in the ASSIGN RESOURCES box. In the units box for that resource enter the number of individuals as multiples of 100% (6 builders = 600%) FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-96: ASSIGNING MULTIPLE INDIVIDUALS AND MATERIALS If you assign an individual to a task and then assign another individual to the same task the second operation seems like an edition to the project, and assigning another individual to the same task can cause the calculation machine in Project to do some strange things. Think of the old adage about: if it takes 1 man 2 days to dig a hole how many days would it take two men. Project calculates in this manner. So assigning a second individual two a task can cause one of two things to happen. The task could halve in duration The individuals could have their units set to 50% MTC Training Solutions Limited Page 89

98 Editing Resource Information So the best thing to do to avoid this problem is to assign these individuals at the same time. To Assign Multiple Resources At The Same Time Mouse Call up the ASSIGN RESOURCES box using the ASSIGN RESOURCES button in the ASSIGNMENTS group on the RESOURCE tab Select a task in your project that needs say two or more individual resources. Select the first resource in the ASSIGN RESOURCES box use the CTRL key then select all the resources necessary while you hold the key down. Click the ASSIGN button to assign them en masse. Editing Resource Information Once you enter resource information, you may need to modify it. In the real world, employees come and go, and as a result, project managers need to add and delete resources. Editing Data Entered By The User You edit resources in the entry box just as you edit fields in the Gantt Chart and the Network Diagram Chart. After you make your changes, click the ENTER button to accept changes, or click the CANCEL button to retain the original entry. To Edit Data Entered By The User: On the RESOURCE SHEET, select the cell to edit. Press F2 to activate the cell. Edit the information in the cell and press return to enter it. OR Double click the resource to open the RESOURCE INFORMATION dialog In the dialog edit what information is necessary. Click OK to enter the information and close the dialog Inserting And Deleting Resources You can add resources either at the end of the Resource Sheet or between existing resources. You can also delete unwanted resources from the Resource Sheet. To Insert A Resource Switch to the RESOURCE SHEET. Select a cell in the row above the one where you want to add a resource. MTC Training Solutions Limited Page 90

99 Editing Resource Information Press the [INSERT] key on your keyboard. The resource will appear in your list enter the relevant information. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-97: ADD RESOURCE MENU OR From the INSERTgroup, on the RESOURCE tab clickadd RESOURCES a menu will appear.(figure 5-8) From the choices make a selection of either WORK, MATERIAL or COST resource. The resource will appear in your list enter the relevant information. To Delete Resources Select a cell in the row of each resource you want to delete. Press [DELETE] Working With Resources On The Fly If the resource you want to add is not part of the resource pool, you can add that resource in the Resource Assignment dialog box. At the same time, you can assign the resource to tasks. You can add information about the resource later by using the Resource Sheet or the Resource Information dialog box. You can easily add resources while you are in the middle of assigning resources by using the Resource Assignment dialog box, and then continue to assign resources. If you realize that a resource is missing, you can simply add it at any time. MTC Training Solutions Limited Page 91

100 Editing Resource Information To Add Resources On The Fly: Mouse Call up the ASSIGN RESOURCES box using the ASSIGN RESOURCES button in the ASSIGNMENTS group on the RESOURCE tab In the ASSIGN RESOURCESdialog box, select a blank NAME cell at the end of the resource list. Type the name of the resource and press ENTER Updating Resource Information On The Fly Adding resources on the fly does not automatically allow you to update information about the resource. You either have to switch to the Resource Sheet to add or update information, or you have to open the Resource Information dialog box, as illustrated below. All the fields that are available on the Resource Sheet are also available in the Resource Information dialog box. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-98:UPDATE RESOURCE INFO To Update Resource Information On The Fly Mouse Call up the ASSIGN RESOURCES box using the ASSIGN RESOURCES button in the ASSIGNMENTS group on the RESOURCE tab In the ASSIGN RESOURCESdialog box, double-click the resource for which you want to add or update information the RESOURCE INFORMATION Dialog will open In the RESOURCE INFORMATION dialog box, make the necessary changes and click OK to save the changes. MTC Training Solutions Limited Page 92

101 Over allocations Over allocations As mentioned before resources that are have been assigned to many tasks to complete within their work week are classed as over allocated. And these over allocations have to be dealt with we will look at a couple of simple methods of dealing with over allocations at a later stage in the advanced manual we will look at more precise ways of dealing with them and assigning overtime. View the Resource Graph and where there is an over allocation, consider these methods of correcting them. Resource Levelling Levelling is the process of moving tasks in the time scale to redistribute the use of resources where they are over allocated. This may rearrange your tasks and lengthen the duration of your project. This process can be set to automatic whenever there is a resource over allocation or manually LEVELLING OPTIONS button in the LEVEL group on the RESOURCE tab. To Level One Resource Overallocated Mouse Go to the resource sheet to display your over allocations Click the LEVEL RESOURCE button in the LEVEL group on the RESOURCE tab. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-99: LEVEL RESOURCE DIALOG (SINGLE RESOURCE) The LEVEL RESOURCE dialog box will open Select a resource that is over allocated. Click the LEVEL NOW button the dialog will close and the resource will be levelled. MTC Training Solutions Limited Page 93

102 Over allocations Tasks will have rearranged so the resource is no longer over allocated. To Level All Over allocated Resources Mouse Go to the resource sheet to display your over allocations Click the LEVEL RESOURCE button in the LEVEL group on the RESOURCE tab. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-100: LEVEL RESOURCE DIALOG(MULTIPLE RESOURCES) The LEVEL RESOURCE dialog box will open Select all resources that are over allocated use your ctrl key to select other resources. Click the LEVEL NOW button the dialog will close and all the resources will be levelled. Tasks will have rearranged so the resources are no longer over allocated. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-101: LEVEL GROUP ON RESOURCE TAB Or Simply click on the LEVEL ALL button from the LEVEL group and all resources will be levelled. When a project involves levelling after a while certain things may change staff coming and going new resources assigned etc you may even have decided to use other methods to deal with your overallocations so uou may need to clear your levelling and deal with the overallocations differently some may even no longer apply. MTC Training Solutions Limited Page 94

103 Planned Time Scale (baselines) To Clear Levelling Mouse Simply click on the CLEAR LEVELLING button from the LEVEL group and all levelled tasks will returned to their former state if resource changes have taken place some resources may no longer be over allocated those that are you may deal with. All conflicts must be cleared before moving to the next step Planned Time Scale (baselines) When all the tasks and resources have been added and any resource problems cleared and provided the scheduled dates are acceptable, this marks the completion of the design and planning stage. All of the data entered into the project at this time can be considered as the base line for the project to be managed from and measured to. Microsoft Project will hold this data by using the TRACKING, SAVE BASELINEcommand from the TOOLS menu. From this point, as the tasks are completed and the data updated it will be possible to make comparisons with the plan and determine how late (or early!!!) the completion date will be and where the problems are occurring. This can be seen using the VIEW, MORE VIEWS, TRACKING GANTT. The Plan appears as grey bars under the Gantt bars. Baseline A baseline is a very useful tool when working with your Project it uses hidden columns to store information about the costs, and dates as your project stands at the moment for example you have a start date and end date as soon as the baseline is saved you will find that you will have a baseline start date and a baseline end date as well. The information is transposed from the original columns to the baseline columns as you save the baseline. As your project is implemented and inevitable changes and refinements take place you may use the tracking Gantt to compare the current state of play against the baseline (original values) this will show you which tasks are ahead of schedule and those that are behind schedule (slipping tasks) this enables you the opportunity to act on those tasks that may delay your project or/and raise costs. Set And Clear A Baseline You may save multiple baselines dependent on the length of your project a short project hardly needs more than one whereas a project spanning years may need reassessing MTC Training Solutions Limited Page 95

104 Planned Time Scale (baselines) every six months to a year. Some projects are unending and a regular baseline may need to be taken. To Save A Baseline Mouse Open your project Ensure all tasks have been entered, all durations and links set. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-102: SET BASELINE COMMAND Select the SET BASELINE button from the SCHEDULE group on the PROJECT ribbon Choose SET BASELINE from the options given a dialog will open. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-103: SET BASELINE DIALOG Click on the SET BASELINE radio button. Ensure the entire project radio button is selected. Click on the OKbutton The baseline is now set and as changes are made you will be able to monitor them using the tracking Gantt. To Clear A Baseline Mouse Open your project Ensure all tasks have been entered, all durations and links set. MTC Training Solutions Limited Page 96

105 Using Gantt Charts Select the SET BASELINE button from the SCHEDULE group on the PROJECT ribbon. (Figure 4-16) From the options displayed choose CLEAR BASELINE the CLEAR BASELINE dialog will open. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-104: CLEAR BASELINE DIALOG Ensure the correct baseline is selected and click o the baseline will be cleared. When further adjustments are made you may save the baseline again. Remember the baseline is meant to be the final version of the plan before implementation to allow you to monitor and effectively deal with the ensuing risks that may be realised in the implementation of the plan. It is also useful during the evaluation phase of the project to enable a better plan to be formulated for the next project. Using Gantt Charts Gantt Chart Principals The Gantt Chart is a horizontal bar chart that represents each task in the time scale of the project. Each task entered in the project will be shown. The Gantt Chart can be used to visually keep track of the tasks and also can be used to identify important points about each task. For example those tasks that together control the completion date are known as the critical Path and are shown differently to highlight that fact. Gantt Charts can be printed and therefore form the significant part of a regular report which shows the current progress, comparison with the original plan, and the new projected completion data. Some of these may well have been covered in earlier sections. Changing The Split Between Chart And Table When the Gantt Chart view or the Task Entry view is selected, the Gantt Chart area has part of a table on the left and the bars on the right. It is possible to move the dividing line between these two areas with the mouse pointer. When the pointer is on the dividing line it changes to two vertical lines with left and MTC Training Solutions Limited Page 97

106 Using Gantt Charts right arrows. If the left button is held down then the dividing line can be moved to the left or right as required. Time Scale The time scale on the chart can be change to many different settings based on the length of your project and which part of the project you wish to display on the screen. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-105: TIMESCALE AND ZOOM MENUS FROM THE ZOOM GROUP To Change Timescale For The Gantt Mouse Ensure you are in Gantt view Go to the VIEW ribbon, ZOOM group, ZOOM command. From the menu make a selection of zooming in or out Or Or Use the zoom slider on the bottom right of the status bar as previously discussed. Go to the VIEW ribbon, TIMESCALEdrop down box and select a timescale. Your timescale will adjust to the selection timescale Go to the VIEW ribbon, TIMESCALEdrop down box and select the TIMESCALE command a dialog will open. From the SIZE box choose a percentage to zoom into and click OK MTC Training Solutions Limited Page 98

107 The Timeline New feature Change the timescale from the drop down box to an appropriate measuring system again if necessary. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-106: THE TIMESCALE DIALOG Where the timescale dialog is chosen, the dialog box will provide the ability to change both the major and minor time scales and within each of these it will be possible to alter the units, the label, the alignment, and the count of the interval between the unit labels. The Timeline New feature Viewing The Timeline The Timeline is a new feature in Project 2010 it enables you to see at a glance where you currently are with your project with many options to view your tasks as part of the timeline itself. It shows the whole project and where you are at the moment as you complete tasks it will show the amount of the project completed. To View The Timeline Mouse To view the timeline go to the VIEW ribbon, SPLIT VIEW group and tick the TIMELINE check box. (un-ticking this will hide the timeline) FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-107: TIMELINE CHECKBOX MTC Training Solutions Limited Page 99

108 The Timeline New feature The timeline will appear beneath the ribbon and a new contextual ribbon will appear called FORMAT in the TIMELINE TOOLS.The timeline will contain a scroll bar beneath it to scroll left or right when zoomed in on any aspect of it. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-108: THE TIMELINE AND CONTEXTUAL RIBBON Resize the timeline area by moving your mouse to just below the scroll bar a double arrow will appear click and drag up or down to change the Timeline size. Zooming Zooming in and out on any part of the timeline is a useful thing to know when you have added tasks. To Zoom The Timeline Mouse Select the timeline by clicking on the timeline label to the far left of the timeline this changes the focus from any view you have displayed beneath it to the timeline. You can either Use the zoom slider on the bottom right of the status bar to zoom in or out of the timeline. Or Use the ZOOM control in the ZOOM group on the VIEW tab Showing Task Details On The Timeline The timeline can be used as another method of viewing tasks within your project to keep you up to date with what is happening with your project. We need to add them to the timeline but they can be removed just as easily. MTC Training Solutions Limited Page 100

109 The Timeline New feature FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-109: INSERT GROUP, TIMELINE TOOLS To Show/Hide Tasks On The Timeline Mouse Go the TIMELINE TOOLS, FORMAT tab, INSERT group and click on the EXISTING TASKS button a dialog will open. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-110: ADD EXISTING TASKS DIALOG From the dialog tick any tasks you wish to add to the timeline and un-tick those you do not wish to see. Click OK to apply the changes. MTC Training Solutions Limited Page 101

110 The Timeline New feature Zoom and scroll to view the tasks in the timeline. (notice the milestone) FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-111: TASKS IN TIMELINE Click on the DETAILED TIMELINE button in the SHOW/HIDE group to add or remove the details from the timeline and just show the tasks. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-112: DETAILS HIDDEN Copy Timeline Since the timeline could be useful for explanation or presentation purposes there is a facility to copy it and print or present it. To Copy Timeline Mouse Click on the COPY TIMELINE button on the far right of the FORMAT tab a menu will appear. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-113: COPY TIMELINE OPTIONS The options in the menu allow for the quality of copy for when you paste it in whatever document type you will use. Choosing full size and pasting it into word will allow the object to be pasted as a series of grouped drawing shapes and text boxes to allow further formatting before printing. MTC Training Solutions Limited Page 102

111 The Timeline New feature Format The Timeline There are various formatting options on the ribbon to change the appearance: Text styles This opens the font format dialog for in depth text formatting Font group This allows quick access to text formatting actions Show/Group Change the appearance of the date and show or hide various aspects of the timeline Changing The Gantt Style (Quick style Gallery) The Quick Style Gallery is new to 2010 and is a quick way of selecting bar colour styles not only for the Gantt but for the critical Path in the Gantt. It is very easy to use. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-114:GANTT QUICKSTYLE SELECTIONS To Use The Quick style Gallery Mouse Open your project to Gantt view Go to the contextualformat ribbon in the GANTT CHART TOOLS. In the GANTT CHART STYLE group use the drop down arrow to the bottom right of the style box a selection of styles appear. MTC Training Solutions Limited Page 103

112 The Timeline New feature Make a selection to apply it to your Gantt chart You may use this as often as you wish. To Further Format A Specific Bar Mouse Select a task in the Gantt chart view either on the chart itself or on the task entry sheet. Go to the contextualformat ribbon in the GANTT CHART TOOLS. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-115: FORMAT BAR OR BAR STYLES Click on the FORMAT button and select the BAR command a dialog will open. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-116:FORMAT GANTT BAR DIALOG From this dialog the bar can be further formatted, including its shape pattern and colour. Text may also be added we will see this in the next section. To Further Format All Aspects Of All The Bars In The Gantt Mouse Select the Gantt chart view. Go to the contextual FORMAT ribbon in the GANTT CHART TOOLS. MTC Training Solutions Limited Page 104

113 The Timeline New feature Click on the FORMAT button and select the BAR STYLES command a dialog will open. This dialog is used to maximise the information provided by the format of the bar on the Gantt Chart. The appearance of the existing bars can be changed and additional bars can be used. The full use of colour, shape and bar ending is also possible. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-117: BAR STYLES DIALOG Select a style in the top part of the box and in the bottom select the style you want for that kind of task. Set a start, middle and end style. Repeat or other bar types in the top most Boxes. Adding Labels To Your Gantt It is also possible to add text labels to your Gantt based on information in your project such as start dates, resource labels % complete etc. To Add Labels To Your Gantt Mouse Select the Gantt chart view. Go to the contextualformat ribbon in the GANTT CHART TOOLS. Click on the FORMAT button and select the BAR STYLES command a dialog will open. Ensure you have the correct bar type selected in the top part of the dialog such as TASK. In the bottom section of the dialog click on the TEXT tab MTC Training Solutions Limited Page 105

114 The Timeline New feature FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-118: LABELS TO BARS Choose where you would like your labels to appear and click in the box use the drop down arrow on the right to select from all the fields in the project what information you would like to appear. Click ok to apply the selection and close the dialog Try not to have too many labels on the Gantt as it can look untidy, use the FORMAT,BAR command to add labels to just one specific bar Editing TasksWith The Gantt One method of editing tasks is to change them on the Gantt Chart using the mouse and dragging the changes into place. To Mark %Complete Tasks With The Gantt Mouse Positioning the pointer at the beginning of a bar will change the pointer to anarrowand % sign The left mouse button is pressed and the symbol dragged to the right a box will appear showing the amount of "percentage complete" that has been added. This information will then be updated throughout the system. To Move A Task On The Gantt Mouse Place the pointer in the centre of the bar it will change to a four-way arrow pointer. The left button is held down it drag the bar to the left or right in time, When the mouse is released the changing dates options will be shown in a dialog box FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-119:PLANNING WIZARD DIALOG 2 MTC Training Solutions Limited Page 106

115 The Timeline New feature ClickOK, the files will be updated with the new information. To Change Duration On The Gantt The third possibility is that the duration of the task can be changed by changing the length of the bar. Mouse The pointer is positioned at the right end of the bar it will change into a right pointing arrow. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-120: ADJUSTING DURATION The left button is held down it is then possible to change the length of the bar and the respective change in duration is shown in a box. Release the mouse and the duration will be changed. Showing The Critical Path The critical path is a very important path it shows all the critical tasks (those that impact the end date of the project if they slip or are brought forward) It can be very useful to see it visually on the Gantt chart and to see which non-critical tasks are in your project. MTC Training Solutions Limited Page 107

116 The Timeline New feature Remember a non-critical task may become critical if it slips enough to affect other critical tasks. (Compare the Gantts in the next pictures one showing the critical path the other not, displaying how useful this feature is.) FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-121:NON CRITICAL TASKS To Show The Critical Path Mouse Go to the contextualformat ribbon in the GANTT CHART TOOLS. In the GANTT CHART STYLE group tick the box to allow critical tasks to be shown. Change the style of the critical tasks as described in the previous lesson if you wish. The Gantt should like the following picture. MTC Training Solutions Limited Page 108

117 The Timeline New feature MTC Training Solutions Limited Page 109

118 The Timeline New feature FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-122: GANTT SHOWING CRITICAL TASKS As you can see the red tasks display the critical path and the blue non-critical tasks have room to slide a little before impacting upon a critical task. MTC Training Solutions Limited Page 110

119 Basic sorting, Filtering and grouping Basic sorting, Filtering and grouping Quick Filters (Auto filters) A filter is used to screen out unwanted tasks for a particular view to identify a particular aspect of the current state of the project, for example the filter can be set to show the tasks that make up the Critical Path and hide the non-critical ones. There are several ways of creating and using filters we will use the simplest ones here. The more adventurous ones will be in the advanced manual. As with tables there are different filters for tasks and resources and depending on the current view the appropriate list of filters will be shown for the selection. To Apply Autofilters Mouse In the TASK ENTRY sheet move your mouse to the column label you wish to filter and click on the drop down arrow to the right of the column label a menu will appear. As you move your mouse down the menu commands other options may appear in a further menu (see picture) FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-123: FILTER OPTIONS MTC Training Solutions Limited Page 111

120 Basic sorting, Filtering and grouping Dependant on the column and the type of information the options will vary from column to column Make a selection from the displayed menu (disregard the lower part of the menu involving the fields and check boxes for now) The list will be filtered. Or When you have opened the menu move down to the checkboxes and only select the tasks you wish to see in the task list. To Clear Filters In the TASK ENTRY sheet move your mouse to the column label and click on the drop down arrow to make the menu appear. Move down the menu and click the CLEAR ALL FILTERS option to remove all applied filters to your data. Using The Ribbon Filter Commands There is another option for filtering on the view tab FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-124: FILTERS IN THE RIBBON MTC Training Solutions Limited Page 112

121 Basic sorting, Filtering and grouping To Filter From The Ribbon Mouse Click on the VIEW ribbon In the DATA group click on the drop down box on the middle right containing the text NO FILTER a menu will appear Make a selection to filter your data. Repeat and select NO FILTER to remove the applied filter. Sorting Your Tasks No less important is sorting your tasks by default they are sorted by their id number but you may wish them sorted by their start date. To Sort From The Autofilter Menu In the TASK ENTRY sheet move your mouse to the column label you wish to sort by (E.G. start date) and click on the drop down arrow to make the menu appear. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-125: SORT OPTIONS Choose the sort option you prefer. To Sort From The Ribbon Click on the VIEW ribbon In the DATA group click on the drop down box on the top left containing the text SORT a menu will appear Make a selection to sort your data. MTC Training Solutions Limited Page 113

122 Basic sorting, Filtering and grouping Repeat and select SORT BY to open the SORT dialog. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-126: THE SORT DIALOG By default you can see that sorting is by id select from the drop down box another field (column) to sort by you may sort by up to three levels as you can in excel, Do NOT tick the permanently renumber tasks unless you are still in the planning and intial stages of setting up your project as all tasks will then have a different ID and if the project is underway it will be very confusing when referring to ID numbers which task is which. Choose whether to sort ascending or descending When you have finished your options click ok to apply your sort To Set To Default Sort Mouse Grouping Open the SORT dialog from the DATA group Click the RESET button (This will clear all sorts and the primary sort will revert to ID) Click OK to apply the default sort order. Grouping is a useful way of organising your data prior to printing. It is also useful to see your project in a different light. For instance you could group by the stages of completion so it is easier to see at a glance which tasks are in what stage of progress, or you may wish to see the critical and non-critical tasks grouped or grouped by resource usage. We will look at only the basic grouping options here and cover them in more depth in the advanced manual. MTC Training Solutions Limited Page 114

123 Basic sorting, Filtering and grouping To Group Your Project Tasks Mouse In the DATA group on the FORMAT ribbon of the GANTT CHART TOOLS click on the drop down box on the bottom right containing the text NO GROUP a menu will appear FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-127: BASIC GROUP OPTIONS Choose an option you wish to group by. The grouping will be applied. To Remove Grouping Mouse In the DATA group on the FORMAT ribbon of the GANTT CHART TOOLS click on the drop down box on the bottom right containing the text of the group type that has been applied to access the menu From the menu choose either no group or clear group. MTC Training Solutions Limited Page 115

124 Basic sorting, Filtering and grouping The tasks will return to their original state. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-128: GROUPED BY CRITICAL AND NON-CRITICAL TASKS Grouping, sorting and filtering are useful tools to apply prior to printing your data. There are many more options that will be covered in the advanced manual. Working With Tables And Filters From the View menu, select More Views, Task Sheet. From the View, Table menu select and view the different tables From the View, Table, More Tables menu select Define Tables and press the Edit button. Try to make some changes to the table and then view the result. From the Tools, Filtered for menu select different filters and see how it changes the Table. Examine the Critical filter and try the Edit button to view how the filters are set up. Try making changes to the filter. MTC Training Solutions Limited Page 116

125 Tracking Tracking An important part of implementing your project is marking when tasks are in progress or complete this is an important part of monitoring your project because if a task has not started yet it should not have incurred any material or work costs. And project uses this to calculate the actual costs to your project and measures the progress of the work against your baseline that you saved earlier. Definitions Slippage: The amount of time that a task has been delayed from its original baseline plan. The slippage is the difference between the scheduled start or finish date for a task and the baseline start or finish date. Start date: The date when a task is scheduled to begin. This date is based on the duration, calendars, and constraints of predecessor and successor tasks. A task's start date is also based on its own calendars and constraints. Finish date: The date that a task is scheduled to be completed. This date is based on the task's start date, duration, calendars, predecessor dates, task dependencies, and constraints. Slack: The amount of time that a task can slip before it affects another task or the project's finish date. Free slack is how much a task can slip before it delays another task. Total slack is how much a task can slip before it delays the project. If you know where slack exists in your schedule, you can move tasks when certain phases of the schedule have no slack and other phases have too much. Slack values may also indicate a schedule inconsistency. For example, a negative slack value occurs when one task has a finish-to-start dependency with a successor task, but the successor task has a Must Start On constraint that is earlier than the end of the first task. Negative slack can also occur when a task is scheduled to finish after its deadline date. MTC Training Solutions Limited Page 117

126 Tracking Marking Progress On Tasks The first thing we need to do when tracking our project is to mark how much progress has been made on the tasks. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-129: THE SCHEDULE GROUP To Mark Progress On A Task Mouse Select a task in your task list (not a summary task) In the SCHEDULE group of the TASK ribbon select a percentage complete button to mark the task as that much complete. This should show on the Gantt chart. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-130: COMPLETION BAR IN GANTT If a task is marked as 100% then the task is marked as complete and a tick appears in the information column of the task entry sheet. To Use The Task Information Dialog MTC Training Solutions Limited Page 118

127 Tracking Mouse Another method of marking progress is to call up the task information dialog from the properties group of the task ribbon. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-131: PERCENTAGE COMPLETE IN TASK INFORMATION DIALOG Type a percentage complete in the PERCENT COMPLETE box and click OK to apply. Use this method if the percentage is not a standard figure on the ribbon Updating Task and Project Data As the project progresses it will be necessary to enter updated information to indicate the beginning and ending of tasks. There could also be many reasons why some elements of any task may change and to be an effective project management tool the system must be updated with these alterations. MICROSOFT PROJECT has a number of different ways to change data and the following explain the various methods. The system is dynamic in the sense that if a single element of a task is altered that has a bearing on other elements, the changes will be calculated and the other elements automatically updated. To Updatetasks Select the TASK Sheet from the VIEWbutton on the TASK tab. Update individual tasks by selecting the tasks and clicking on the drop down arrow next to the MARK ON TRACK button in the SCHEDULE group on the TASK ribbon From the menu shown select UPDATE TASKS.A dialog will appear FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-132: UPDATE TASKS BUTTON MTC Training Solutions Limited Page 119

128 Tracking From the dialog make the choices of how you want the task updated you may change dates, percentage complete, the name, duration etc FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-133: UPDATE TASK OPTIONS Click OK to apply the update to the task. To Updatethe project. Mouse Go to the PROJECT tab, STATUS group and click on the UPDATE PROJECT button a dialog will open. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-134: UPDATE PROJECT OPTIONS Either use the dialog to update complete work through a series of dates or if work has not been done reschedule uncompleted work to start after a specific date. Click ok to apply the update As you may have noticed this will work on specific selected tasks as well as the whole project MTC Training Solutions Limited Page 120

129 Tracking Use The Tracking Gantt If you have set a baseline for your project, you can see how tasks progress over time and see whether their start and finish dates are slipping. You can track progress by comparing baseline and scheduled or actual start and finish dates the TRACKING GANTT view displays two task bars, one on top of the other, for each task. The lower bar shows baseline start and finish dates, and the upper bar shows scheduled start and finish dates so that you can see the difference between your plan and the current schedule. In addition, on the GANTT CHART TOOLSFORMAT tab you can click BASELINE to display the chart baselines. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-135: THE TRACKING GANTT To Use The Tracking Gantt Mouse On the TASK tab, click the arrow on GANTT CHART, then select TRACKING GANTT. In the DATA group on the VIEW tab, click the arrow on TABLES, and then select VARIANCE. MTC Training Solutions Limited Page 121

130 Tracking FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-136: THE VARIANCE TABLE If the variance fields are not visible, adjust the view splitter for the Table/Ganttor press TAB to move through the fields to display them. Slippage You can also see whether the start and finish dates for task assignments are slipping, using the SLIPPING ASSIGNMENTS filter. This filter shows resources that are assigned to tasks that are not yet complete and that have been delayed from the finish date of the baseline. To use this filter, you must have saved a baseline plan. To Show Slippage Mouse On the VIEW tab, click RESOURCE USAGE. In the DATA group, in the FILTER list, select MORE FILTERS. In the MORE FILTERS list, next to FILTERS, select Resources. MTC Training Solutions Limited Page 122

131 Tracking In the list click SLIPPING ASSIGNMENTS. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-137: SLIPPING ASSIGNMENTS FILTER Or If you want to show only those assignments that are slipping, click APPLY. If you want to show all assignments with a coloured highlight on the slipping assignments, click HIGHLIGHT. Finding Slack The amount of slacking your schedule tells you how much you can delay tasks before other tasks or the project end date is affected. To Find Slack Mouse On the VIEW tab, in the TASK VIEWS group, click the arrow on GANTT CHART, select MORE VIEWS. The MORE VIEWS dialog appears. In the VIEWS LIST, click DETAIL GANTT, and then click APPLY. In the chart portion of the view, slack appears as thin bars to the right of tasks, with slack values adjoining the regular Gantt bars. On the VIEW tab, in the DATA group, click the arrow on TABLES, and then click SCHEDULE. Press TAB to move to the FREE SLACK and TOTAL SLACK fields if they are not visible or resize the Gantt/ sheet to show more of the sheet in the sheet portion of the view. MTC Training Solutions Limited Page 123

132 Tracking FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-138: DETAIL GANTT SHOWING SLACK FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-139: SCHEDULE TABLE SHOWING FREE SLACK MTC Training Solutions Limited Page 124

133 Tracking Examining the Cost Factor When all the tasks and their associated resources have been entered, it is possible to view the calculated costs of the project and there are several views that can be used. The first view is the Task Sheet together with the Cost Table (VIEW, TABLE, COST). FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-140: COST TABLE This view will list all the tasks as originally entered and the associated columns will contain the cost data in terms of the Planned (baseline) cost, the Actual cost and how much has been used so far. This table is very useful in identifying those tasks that are causing the greatest pressure on the total cost of the project. MTC Training Solutions Limited Page 125

134 Print (backstage) Print (backstage) All print options have now been put in one location to make it easier to handle printing within Project To access the entire tools visit the FILE tab (backstage view) PRINT option. Page Setup FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-141: PRINT OPTIONS (BACKSTAGE) Before printing it is advisable to check the Page Setup which is in the middle of the screen of the print options as a link. FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-142: PAGE SETUP DIALOG MTC Training Solutions Limited Page 126

135 Print (backstage) In the dialog box the following tabs can be selected: - Page: Margins: Header: Footer Legend: View: Choose orientation and scaling. Set the margins and borders. This box can hold a Header that will be printed on every page. This box can hold the footer for every page. This is for printing Gantt and Network Diagram views only Choose number of columns of task form etc. if appropriate. In the Header, Footer, and Legend, buttons are available to enter specific information. For example the following are available: These include date, time, page number and number of pages. The PAGE SIZE is available under the PRINTER,SETUP option. To Check The Settings For The Gantt Chart Mouse Ensure you are viewing the Gantt Chart. Pull down the FILE Tab (Backstage). Go to PRINT Select PAGE SETUP. Select LANDSCAPE in the Page box. Check the other settings and change any that are not correct. Click ok to close the dialog the Print Preview shows to the right of the backstage window. MTC Training Solutions Limited Page 127

136 Print (backstage) Using the preview window Use this to check the document will print correctly, FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-143: PREVIEW TOOL BUTTONS To use the preview Mouse Click on the image to zoom closer to a desired part of the document click again to Zoom out In the bottom right corner beneath the preview are buttons for manipulating the preview. The last three buttons are for viewing the preview as actual size, default preview size (whole page) or multiple pages. The other four arrow buttons are to enable you to scroll around the zoomed screen. MTC Training Solutions Limited Page 128

137 Print (backstage) Other Print options FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-144: THE PRINT OPTIONS Before printing you may wish to set some other options available To change settings Mouse In the PRINT section choose the number of copies you wish to print In the PRINTERsection choose the printer you wish to print to. The PRINTER PROPERTIES link opens the dialog to the printer to allow specific printer settings to be adjusted not discussed here Or In the SETTINGS section choose a date range that you may wish to print In the SETTINGS section choose a page range you would like to print When clicking the button that says PRINT ENTIRE PROJECT a menu appears offering even more print range options. MTC Training Solutions Limited Page 129

138 Print (backstage) FIGURE ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT.-145: PRINT RANGE OPTIONS After making a selection here ensure the page or date range has been set. The bottom three options are check boxes and allows the printing (or nonprinting) of aspects of your project. When all options have been set and the preview looks as you wish it to click the Print button to send your project to the printer. If the PAGE SETUP has been completed for the views that are to be printed then it is only necessary to bring the required view on to the screen and select the print command. The settings in PAGE SETUP will align all the necessary settings for the printer and then print the view in as many pages as it takes. MTC Training Solutions Limited Page 130