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1 Microsoft Project Website:

2 Microsoft Project Microsoft Project assists in designing, implementing and managing a project schedule. A project can be defined as a group of linked tasks that have to be completed in a particular sequence and with a set of predefined resources. Project can also be used to track equipment and materials as well as performance against a budget. Additionally, there is the capability to generate a broad set of standard and custom views and reports. Project management can be very complicated and so Microsoft Project assists in designing the project and ensuring that all the tasks and resources work well together. Even if you have not been involved in project management before, on the completion of this course you will be able to put together and a schedule for a small-scale project. Toolbars... 3 Properties Window... 5 Tasks... 6 Inserting Tasks... 7 Recurring Tasks... 7 Editing a Task... 8 Summary Tasks, Tasks, Subtasks (Phases, Activities, Tasks, Subtasks)... 8 Task Duration... 9 Linking Tasks... 9 Moving a Task... 9 To link a series of tasks:... 9 Viewing the Gantt Chart Other Relationships Milestones Lag and Lead Time Resources Printing Saving your Project Backing up your Project

3 Toolbars Link Tasks Tasks are the backbone of your project and you link tasks to ensure the relationship between each task is correct. Using this button links tasks in a finish to start relationship. Unlink Tasks Sometimes you may need to break the link between certain tasks. Split Tasks Sometimes your tasks will need to be split to allow the work to be interrupted Task Info When you enter a task you have to enter information about it. This button takes you to that information for a particular selected task. Task Notes Task notes are similar to the task information sections but allow you write in freehand notes and attach picture files. This button takes you to the Notes for a particular task Task Resources Someone or something (a piece of equipment for example) must carry out each task, these are called resources. This button takes you to the Resource window for a particular task. Zoom in As the name suggests you use this button to see more of the detail in the window. Zoom out Use this button to see less of the window if you have already zoomed in. Go to selected task When you have selected a task this will take you to all the detail for the task you have chosen to examine. Copy picture This button allows you to save a copy of the screen as a GIF file, for use in other applications Gantt Chart Wizard The Gantt Chart Wizard steps you through formatting your Gantt chart so that it appears the way you want it to. Office Assistant The Office Assistant is an interactive helper that will take you to the correct help information after you have typed in your question. Since Project 98 is part of the MS Office suite of applications it will use the default Office Assistant that you have set up in Word or Excel, whether it is Power Pup, Clippit, The Genius or any of the others. 3

4 Promote and demote task When you are working with summary and sub tasks you use these buttons. Show or hide subtasks Use these buttons to collapse or expand the level of detail in a task view. These buttons behave in a similar way to the way Windows Explorer behaves. Show all subtasks The button behaves exactly as the name suggests. Autofilter The Autofilter button behaves like Autofilter in Microsoft Excel. Filter This lists the various filters that are available to you in the project view that you are working in. Some filters are only available under certain circumstances. The remaining formatting buttons The other buttons on the formatting toolbar are identical to those found in MS Word. They allow for formatting text. 4

5 Properties Window Before you can start working on your project, you need to provide some information. Click on Project and then Project Information The Project Information window will pop up. This is where you specify either the Start date or the Finish date of your project. To choose either date, click on the Schedule from: field and make your choice. Then, click on the appropriate field and choose the date from the pop up calendar. Note: If you do not choose a date, the project will be scheduled to start from today. Start Date End Date Schedule From Current Date Status Date Calendars Setting a start date only allows Project 98 to schedule forward and calculate an end date when all your task information is entered. Setting an end date only allows Project 98 to schedule backward and calculate the start date when all your task information is entered. Use this in conjunction with your choice of Start Date or End Date. Set the current date here so that Project 98 is able to track when your project should become live. Further into the project it will use the current date to track how far tasks have slipped or are overdue. You only need to change the status date if you are likely to use the Earned Value calculation sheets. If you are not, and for most cases this will be the case, leave the value set to N/A and the system will set the date to the one you have selected in the current date. If you have already set up a calendar (or various calendars) for your company you can pick one on which to base your project. If you do not already have a calendar you can create one later. 5

6 Tasks When Project is calculating the length of your project it will be using the information that you enter to do it. You decide how long each task is likely to take (your best guess) and then you assign resources to each task to get it done. First you would decide how the work is to be broken down. Next get all of the tasks down inside of MS Project. Then you can work on organizing and linking your tasks. You might want to put the administrative tasks in Project first and then the working tasks. Turn off Effort Driven Tasks and set task type to Fixed Duration: Effort Driven Tasks will effect the duration of a task. To simplify things, we will turn them off. Click on Tools and then Options Click o the Schedule tab Deselect the New tasks are effort driven check box Be sure to click the Save tab and set your project to automatically save after 10 minutes. After setting these options, click the Set as Default button so that each time you start Project, these settings will be saved. 6

7 Inserting Tasks To insert tasks, click in the field underneath the Task Name heading and begin typing. Press the ENTER key to add the next task. Start off with the administrative tasks first. Do not worry about the Duration field. You will see 1 day? appear as you type in new tasks. You ll change the duration later. Once the administrative tasks are listed, go ahead and enter all the regular tasks, the ones that will actually get the work done. Do not worry about the order in which tasks are entered the order can be easily changed later. Recurring Tasks Click on Insert and then Recurring Task Name the task Set the Recurrence pattern Choose an end date or number of occurrences After inserting a recurring task, the Task Name column will show one occurrence with a circle made of arrows (the symbol for a recurring task) and + to the right. Clicking the + expands to show each occurrence. 7

8 Editing a Task If you need to change the text for a task, you can do two single clicks (a very slow double click) or you can double click on the task, which will bring up the Task Properties window. Summary Tasks, Tasks, Subtasks (Phases, Activities, Tasks, Subtasks) As part of managing tasks you may want to group tasks under different categories. MS Project refers to these as Summary Tasks. Additionally, you may want to break down some tasks into smaller components. MS Project refers to these as Subtasks and allows up to 9 levels. To group a series of tasks: Create a summary task (a heading or label for the group) just above the first task you want to group (click in the information field and then press the Insert Key on the keyboard) Select (click and drag) the tasks you want to group Click the Indent button Summary Task Tasks 8

9 Task Duration Once you have input your tasks you can begin to estimate the duration of each task. This would be your best guess of the calendar time it will take to get the specific task done (not actual time worked). By default, the duration field shows 1 day? for each new task. To set the duration Click in the duration field Type in a number and press the Enter Key for Day(s) or: Type in For m Minute(s) h Hour(s) d Day(s) w Week(s) mo Month(s) Click the enter key to move down to the next row Linking Tasks Most projects cover an expanse of time with one task leading to the next task. After listing the project s tasks, start thinking about the logical sequence of those tasks and arrange them appropriately. Which tasks are related? In what order do they occur? Moving a Task To move a task, you will essentially cut and paste. Select the entire row of the task you want to move Cut the task (CTRL-X, Edit >Cut, or the Cut Button) Place your cursor inside the Information field of the task just below where you want this task to appear Paste (CTRL-V, Edit>Paste, or the Paste Button) To link a series of tasks: Select the tasks you want to link Click the Link Tasks button Your tasks are now linked in a Finish to Start relationship (you have to Finish one task before you Start the other one) 9

10 Viewing the Gantt Chart The Gantt chart section of the Project workspace shows items displayed by the month. Many of the shorter tasks appear as small blue squares. Very often, you will only see a small portion of the project at a time, having to scroll to see future months. Project allows you to change the view of the Gantt chart by compressing, thus showing you more of your tasks at one time; kind of a bigger overview. Double click on the name of any month in the Gantt chart The Timescale window appears You can change the Minor scale units to None to effectively zoom out of your Gantt chart. Minor Scale Weeks (default) No Minor Scale (overview) Other Relationships There are relationships in addition to the Finish to Start relationships mentioned above. Two of the most popular are Start to Start and Finish to Finish. Start to Start relationship: In this relationship the second task cannot begin until the first task has begun. Finish to Finish relationship: In this relationship the second task cannot finish until the first task has finished. Link your tasks Double click the blue arrow linking the two tasks Change the Type of relationship 10

11 For instance, if you are building a house a task might be to turn on the utilities. A subsequent task might be to test all the electrical outlets. You can t test the outlets until the electricity is turned on. However, instead of this being a Finish to Start relationship- consider the utilities to be more than just electricity (water and gas too). So, you begin the process of getting all of the utilities on, and then you can begin the process of testing each of the outlets while continuing to get the rest of the utilities on. Milestones A Milestone helps you to track your progress throughout a project. It is not a task in itself but you monitor the milestone completion date against your deadline, so set a milestone to indicate your target for each phase. Milestones occur at the end of a phase. Create a task Link to last task in phase Set the duration to 0 days Milestone Lag and Lead Time Lag time follows a task. It s the time you spend waiting for something to happen. You can represent this with a task (waiting) or you can use lag time. For instance, if you were building a house, you would have some lag time after the slab is poured while the concrete cures. To set a lag time between tasks, be sure to turn on the split view (Window > Split) This view shows two tasks (one and two) linked. Click on the latter task In the Lag column in the bottom split (it will read 0d) type in the amount of time you will wait before the next task can begin Click the OK button Now the second task (two) will not begin until 3days after the end of the first task (one) Lead-time defines overlap with a previous task. To put in a lead-time between tasks follow the procedure for lag time, but in the Lag column, put in a negative number. 11

12 Resources When you have set out your tasks in a logical sequence you are then ready to work out the resources that will complete each task. Resources can be people, pieces of equipment or an outside contractor. The easiest way to enter resources is in the Split window view. Click on Window Click Split You can adjust the height of the split by placing your mouse cursor on the horizontal line, clicking and dragging the line to the desired height Type in the person or thing that will do the task in the Resource field Click the OK button Adjust split here Removing a resource from a task is a bit more involved: Single click the task from which you want to remove a resource Click the Assign Resource button Single click the Resource you want to remove Click the Remove button 12

13 Printing Clicking File and Print from the Gantt view will print a Gantt chart with a legend at the bottom; from the Calendar view, a Calendar. Gantt Chart Calendar Click on View and Reports Double click the type of report Double click the subtype of report Preview and then print Saving your Project When you save your project you will be prompted with a screen that asks if you would like to save a baseline for your project. For now, save it without a baseline. Backing up your Project Be sure to backup your project on a drive on a drive in addition to your computer s hard drive. You can click File >Save as and choose an alternate location (floppy disk, zip drive, network drive), or you can copy and paste the file. Backing up your project could possibly save you from recreating your entire project from scratch. Backup at least every day that you make changes to your project. 13

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