Tasks can be added manually by typing them into the list Manually adding tasks put the project manager in control and is a good way to start

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1 Project Management is the discipline of planning, organizing, and managing resources to complete a specific goal. Microsoft Project is software that helps you. Start your project Open Project 2010 and click File > New The project will open in Gantt chart view, with a list on the left side and a timeline on the right. To define the start and end dates click Project tab > Project Information and complete the date fields. The Calendar will default at Standard unless you change it. Use the drop down arrow to select 24 hours or Night Shift (if you require these options) The next thing to do is add the tasks that need to be carried out. Type the tasks into the list, with start and duration dates added, the detail will appear on the Gantt chart Tasks can be added manually by typing them into the list Manually adding tasks put the project manager in control and is a good way to start Linking your tasks Linking creates relationships between tasks ie one task can only begin when another is complete, or two tasks can start together (a definition of the types of links can be found on page 6). Page 1 of 7

2 Highlight the tasks you wish to link and click link tasks In Gantt Chart View (Click View tab and Gantt chart) you can add Recurring tasks, click on Tasks > Recurring task> fill in the details, name of task, pattern of recurrence etc. To enter a lag or lead time, click on the task, use the Task tab and click Task Information, chose the Predecessors tab and enter a lead time with a (-) or lag time with a (+) To enter a deadline or constraint click on the Task Information button > Advanced > enter a deadline into the box and chose the constraint you want to use, and enter a date. Milestones look like this on the Gantt chart Deadlines look like this To link tasks together Linking tasks shows the relationships between them, for example one task may be dependent on another, one can t start before the other has completed You can unlink and spilt tasks by highlighting the tasks required and selecting from the icons Split task Link tasks or unlink tasks Page 2 of 7

3 You can change the type of link by double clicking the link and using the drop down to change it To enter a lead or lag time click the successor task and Task Information button click the Predecessors tab and enter a lead time with a minus signs or a lag time with a plus sign To Enter a task deadline or constraint click the task >click Task Information > Advanced Either enter a deadline or select from the list of constraints Creating subtasks Create an outline for your tasks by indenting and out denting them to create the summary tasks and subtasks, to do this Highlight the task and click Indent Task Adding Resources and Costs A resource includes anything that is used to complete a project. For example materials and equipment (bought and hired), people, your own employees and specialists, contractors and consultants. Click the Resource tab, from here you can Assign Resources; assign them to tasks and level resources that are overloaded. Make a list of the resource name cost and if you know how many units are required. The list will provide details of the resources and provide a running total Page 3 of 7

4 Open your project and click Resources tab, the following is revealed > View > click Team Planer You then add resources in the same way as you added tasks > click Add Resources To assign resources (from your list) to a task Right click on the task and select from the list of resources, the details of the resource assigned to that particular task appears on the Gantt chart Viewing the project - Different View options There are a number of views you can chose from, click the View tab you can scroll through. Page 4 of 7

5 Some of these views are self-explanatory, for example Calendar Others are more complex Resources sheet, usage, form and graph are for recording resources that you have added Tasks views allow you to view your resource list and usage Team planner allows you to measure resources against the timeline It is best to use the Gantt chart view when you first start as it is the most comprehensive. The Gantt chart view allows you to see the list of tasks, duration, start and finish times, milestones and summaries. Here is an example of a simple project Gantt chart showing a list of tasks, dates and links, summaries and milestones. Page 5 of 7

6 More details Different types of dependant tasks (for linking) LINK TYPE Finish-tostart (FS) Start-tostart (SS) Finish-tofinish (FF) Start-tofinish (SF) EXAMPLE DESCRIPTION The dependent task (B) cannot begin until the task that it depends on (A) 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 completed. The dependent task (B) cannot begin until the task that it depends on (A) begins. The dependent task can start at any time after the task that it depends on begins. The SS link type does not require that both tasks begin at the same time. For example, if you have two tasks, "Pour concrete" and "Level concrete," the "Level concrete" task cannot begin until the "Pour concrete" task begins. The dependent task (B) cannot be completed until the task that it depends on (A) is completed. The dependent task can be completed at any time after the task that it depends on is completed. The FF link type does not require that both tasks be completed at the same time. 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 at any time 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 off-site. 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. Page 6 of 7

7 More Details More options on the Task Tab Schedule section Here you can manually mark the percentage of completion Mark selected tasks so they are on schedule Inactive tasks (only tasks with no values can be inactivated) Tasks section Inspect lets you to see more detail and factors which may affect the task Move gives you options to move the task Mode allows change from manual to auto Further help? If you require more help or would like a tutorial please contact Lynn Eatherden Study Skills Service, Lower Ground Floor Kedleston Road library Tel: , Page 7 of 7

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