Microsoft Project 2016

Transcription

1 Microsoft Project 2016 Level 1 INFOCUS COURSEWARE Designed to fast-track you through the process of learning about computers and information technology, the In Focus range is a unique and innovative concept in learning. A quick reference summary of key procedures is provided at the bottom of each page together with handy tips and additional information. Each title in the In Focus series can be used as: a classroom workbook for instructor-led teaching and training; a self-study guide for self-paced learning; a tutorial guide for distance education programs; a resource collection of just-in-time support and information for help desk users and support staff; a handy, desk-side reference for computer users. This publication has been created using EngineRoom Desktop document management and publishing software developed by Watsonia Publishing. MICROSOFT PROJECT 2016 LEVEL 1 Product Code: INF1664 ISBN: Watsonia Publishing

2 MICROSOFT PROJECT 2016 LEVEL Copyright 2016 by Watsonia Software Pty Ltd (ABN ) Published by Watsonia Publishing 47 Greenaway Street Bulleen VIC 3105 Australia Phone: Fax: Web: info@watsoniapublishing.com Product Code: INF1664 ISBN: Build: 10/08/ Production Acknowledgments is produced with the assistance, hard work, advice and recommendations of a number of people including Alison Koster (authoring) and Cara Hemphill (testing and proofing). Trademark Acknowledgments All terms mentioned in this manual that are known to be trademarks or service marks have been appropriately acknowledged or capitalised. Watsonia Software cannot attest to the accuracy of this information. Use of a term in this manual should not be regarded as affecting the validity of any trademark or service mark. Screen Shots Microsoft. All rights reserved. Disclaimer Every effort has been made to provide accurate and complete information. However, Watsonia Software assumes no responsibility for any direct, indirect, incidental, or consequential damages arising from the use of information in this document. Data and case study examples are intended to be fictional. Any resemblance to real persons or companies is coincidental. Copyright Notice This publication is protected in accordance with the provisions of the Copyright Act. Apart from permissions expressed in the Copyright Act pertaining to copying for study, review, or research, no part of this publication may be reproduced in any form, or stored in a database or retrieval system, or transmitted or distributed in any form by any means, electronic, mechanical photocopying, recording, or otherwise without written permission from Watsonia Software Pty Ltd.

3 READ ME FIRST In case you're not familiar with the terminology, Read Me First is quite often the name given to a computer file that contains important information for people to know prior to using an application. This section contains some important information to help you use this book so we thought we'd start with a Read Me First section. What skills and knowledge you will acquire... What you'll need to know before beginning this course... The objectives of this guide The skills and knowledge acquired in this course are sufficient for the learner to be able to use Microsoft Project 2016 to create a new project, enter and work with tasks and resources, create a schedule, and print effective project information. This course assumes little or no knowledge of Microsoft Project However, it would be beneficial to have a general understanding of personal computers and the Windows operating system environment. Some knowledge of working with files and folders on a computer are necessary. At the completion of this course you should be able to: start Microsoft Project and identify how it works explain some of the key concepts associated with project management create a new project 1 file in Project enter tasks into a project file create relationships between tasks in a project add resources, including labour, materials and equipment to a project understand and 4 use resource assignment calculations assign resources to tasks using a number of different methods print various aspects of a project obtain help for Project whenever you need it What you get in a chapter... What you'll need to have before commencing this course... As you work through this guide Where to from here... Each chapter begins with a summary page listing the topics covered in that chapter. The chapter then consists of single-page topic sheets pertaining to the theme of the chapter. Many of the topics in this learning guide require you to open an existing file with data in it. These files can be downloaded free of charge from our website at Simply follow the student files link on the home page. You will need the product code for this course which is INF1664. It is strongly recommended that you close all open files, if any, prior to commencing each new chapter in this learning guide. Each chapter, where relevant, has its own set of exercise files and any from a previous chapter are no longer required. Have a look at the next page which explains how a topic page works, ensure that you have access to the exercise files (see above), and you're ready to make a start. Watsonia Publishing - i - Preface

4 WORKING WITH TOPIC SHEETS The majority of this book comprises single-page topic sheets. There are two types of topic sheets: task and reference. The layout of both is similar an overview at the top, detail in the centre and additional reference (optional) material at the bottom. Task sheets contain a Try This Yourself step-by-step exercise panel in the detail area as shown below Topic name General topic overview provides an introduction to the topic Try This Yourself (task-based topic sheets) is a detailed step-by-step practice exercise for you to work through. In Reference topic sheets this is usually replaced by a box with reference information. In Task topic sheets screen shots and graphics provide a visual clue as to what will happen when you work through the Try This Yourself practice exercise. In Reference topic sheets the screen shots and graphics are used to visually represent information and concepts. The For Your Reference (optional) element provides a quick summary of the steps required to perform a task. These usually only appear in task-based topic sheets. The Handy To Know (optional) element provides additional information such as alternative ways of accomplishing a task or further information providing handy tips. Watsonia Publishing - ii - Preface

5 CONTENTS Chapter 1 Getting To Know Project How Project 2016 Works... 2 Starting Project In Windows Understanding The Project Start Screen... 4 The Project 2016 Screen... 5 Project Operations... 6 Using The Ribbon... 7 Showing And Collapsing The Ribbon... 8 Understanding The Backstage... 9 The Project Work Area Working With Views Working With Split Screens Understanding Sheet Views Working With Tables Gantt Chart View Working With Gantt Charts Understanding The QAT Working With The QAT Working With Project Files Exiting From Project Chapter 2 Project Management Tasks And Resources The Importance Of Planning Understanding The Gantt Chart Computers And Project Management Chapter 3 Creating A New Project Steps In Creating A Project Understanding Your Project Creating A New Project File Calendar Options Changing Calendar Options Working With Calendars Modifying The Standard Calendar Entering Public Holidays Creating A New Resource Calendar Creating A New Task Calendar Setting Up Project Information Entering File Properties Chapter 4 Creating Tasks Understanding Tasks Understanding Scheduling Icons Case Study Tasks Reviewing The Project Entering Tasks Creating Summary Tasks Assignment Creating Summary Tasks Working In A Sheet View Working With Summary Tasks Working With Task Views Watsonia Publishing - iii - Contents

6 Examining Task Information Understanding Task Durations Entering Task Durations Checking Progress Entering Milestones Assigning A Calendar To A Task Chapter 5 Scheduling Understanding Task Dependencies Creating Dependencies Automatically Creating Dependencies In Task Entry Creating Dependencies In Task Information Creating Dependencies In A Sheet View Modifying A Schedule Using Dependencies Auto Scheduling Tasks Critical Path And Project Slack Viewing The Critical Path Examining Task Slack Understanding Lag Time Entering Lag Time Understanding Lead Time Entering Lead Time Inactivating A Task Chapter 6 Resourcing A Project Understanding Resources Entering Work Resources Entering Material Resources Entering Cost Resources Assigning Calendars To Resources Understanding Resource Availability Adjusting Resource Availability Changing The Unit Display Chapter 7 Resourcing Concepts Resource Assignment Calculations Task Types And Work Effort Creating A Simple Assignment Working With Fixed Unit Tasks Working With Fixed Duration Tasks Making Multiple Assignments Adding Additional Resources Adding More Of The Same Resource More Resources In Multiple Assignments Understanding Effort Driven Scheduling Working With Non Effort Driven Tasks Working With Effort Driven Tasks Resource Assignment Summary Chapter 8 Assigning Resources Simple Resource Assignments Assigning Part Time Resources Understanding Work Contouring Specifying Resource Usage Contouring Work Hours Assigning Specific Work Times Work Times For Multiple Assignments Watsonia Publishing - iv - Contents

7 Problem Assignments Assigning Resources In Task Information Assigning Resources In A Sheet Assigning Resources You Do Not Have The Case Study Resources Chapter 9 Printing Understanding Printing Previewing Before You Print Selecting A Printer Printing A Gantt Chart Printing Sheet Views Printing Tasks For Resources Printing Resources For Tasks Chapter 10 Getting Help Understanding How Help Works Using Tell Me Accessing The Help Window Navigating The Help Window Using Google To Get Help Printing A Help Topic Other Sources Of Assistance Watsonia Publishing - v - Contents

8 NOTES: Watsonia Publishing - vi - Contents

9 CHAPTER 1 GETTING TO KNOW PROJECT 2016 INFOCUS Microsoft Project is software specifically designed to assist you in managing and controlling projects. It is arguably one of the more difficult software products to learn, not only because you need to study how to use the software, but because you also need to know a little about project management theory. This chapter is an introduction to the basic operating concepts in Microsoft Project. In this session you will: gain an understanding of Microsoft Project's operating philosophy learn how to start Microsoft Project 2016 gain an understanding of the Project 2016 Start screen gain an understanding of the main Project screen elements gain an understanding of the operating process of Project learn how to use the ribbon learn how to show and collapse the ribbon gain an understanding of Backstage View in Project gain an understanding of the work area and project views learn how to change the view of your project learn how to split the project work area horizontally gain an understanding of sheet views in Project learn how to change the table in a Sheet view gain an understanding of the Gantt Chart view learn how to work with the Gantt Chart view gain an understanding of the Quick Access Toolbar learn how to add a command to the Quick Access Toolbar learn how to work with existing Project files learn how to exit from Project. Watsonia Publishing Page 1 Chapter 1 - Getting to Know Project 2016

10 HOW PROJECT 2016 WORKS Microsoft Project is a computer database that uses two main tables of data to keep track of your project. Project uses one table to store information about the tasks associated with your project and the other for resource information. By using the many views available in Project, you can display your project data from these tables in many different ways. Tasks Table The Tasks table is comprised of over 240 columns (or fields) which contain information about the tasks such as scheduled start, scheduled finish, name, duration, cost, and the like. Some of these fields require you to enter data, while others are calculated and filled by Project for you. ID Name Duration Start Finish Fixed Cost etc. 8 Erect fencing 3 days 9/7/ /7/2015 No $500 Resources Table This table contains over 200 fields (or columns) which contain information about the resources being used to complete the tasks in the project. ID Name Initials Group Max Units Standard Rate Overtime Rate etc. 3 Builder FG Contractor 4 $55.00/h $75.00/h The two tables are joined together by assigning resources to tasks. Views To help you view your data, Project adopts techniques used in spreadsheets, databases, and graphics packages. For example, you can view your task or resource table in sheets on the screen. Sheets are similar to spreadsheet programs where data is presented in rows and columns. In fact, many of the operations used in spreadsheets, such as widening columns, deleting data, selecting cells and the like are also found in Project. You can also view your data in forms. Forms are similar to a form view that is usually utilised in the data entry screen in database programs. Forms allow you to add or edit data, and you can usually cycle through the cards as you would in a normal database. If you wish to see your data graphically you can view it as a Gantt Chart or Network Diagram. In addition, there are a variety of other graphs available for displaying resources. Watsonia Publishing Page 2 Chapter 1 - Getting to Know Project 2016

11 STARTING PROJECT IN WINDOWS 10 To create a new project or edit an existing one, the first thing you must do is start Project. The first time you use Project you will need to open it from the taskbar Search the web and Windows bar or the All apps list in the Start menu. You can then choose to pin Project to the Start menu or the taskbar so that you can access it more quickly and easily the next time you use it. 1 Before you begin, ensure that your computer is switched on and the desktop is displayed If there is no Project icon in the taskbar at the bottom of the desktop, click on the Windows icon in the taskbar, as shown, to display the Start menu Click on All apps to display a list of all the apps on your computer Scroll down to the P section Project 2016 is listed here Click on Project 2016 to start Project Right-click on the Project icon in the taskbar to display a menu of options, as shown, then select Pin this program to taskbar You can now click on this icon to open Project from the desktop. This icon will remain in the taskbar unless you remove it Repeat step 5 to select Close window to close Project Click on the Project icon in the taskbar to open Project again 5 To add a Project icon to the desktop taskbar: 1. Display the Start menu, then click on All apps 2. Right-click on Project Select Pin to taskbar You can start Project by clicking in the taskbar Search bar, typing project, then clicking on Project in the list of search results. You can pin Project to the Start menu by displaying the All apps list, right-clicking on Project 2016 and selecting Pin to Start. Watsonia Publishing Page 3 Chapter 1 - Getting to Know Project 2016

12 UNDERSTANDING THE PROJECT START SCREEN Unless you start Project with a specific data file, Project 2016 will open with a start screen displayed. This is like a gateway into Project and from this initial screen you can choose what kind of workbook you want to work with. You can choose to work with a recent file, open an existing file, or even create a new file using the available templates. The Project 2016 Start Screen In Microsoft Project your data is stored in a computer file referred to as a workbook. The Project 2016 start screen is very helpful if you want to quickly access files you have worked on recently or create a new project file based on one of the available templates (including the default Blank project template). If you have already worked on projects, a list of recent files will display below Recent in the green pane to the left of the screen. If you haven t worked on any projects yet you can still open existing files by clicking on the link Open Other Projects located below Recent. This lets you open an existing project file from your computer or OneDrive. The main pane of the start screen displays available templates you can use to create a new project, and a search box you can use to search the internet for additional templates. Templates are simply layouts that have already been created which you can customise to suit your needs and then enter relevant data. If you want to start with a clean slate, you can choose the Blank project template you ll probably find this is the one you ll use most often. In the top right corner of the start screen you ll see information about the account you ve used to sign into Office as well as help, minimise, restore down or maximise and close tools. The start screen will only display when you launch the Project 2016 application directly that is, by clicking on a Project tile on the Start menu, clicking on the application in the All apps list or in a list of search results, or clicking on the taskbar icon if the application has been pinned to the desktop taskbar. Project 2016 can also be started in Windows 10 by double-clicking on a project file in File Explorer. When this occurs Project 2016 will start with the project screen and the start screen shown above will be bypassed. Watsonia Publishing Page 4 Chapter 1 - Getting to Know Project 2016

13 THE PROJECT 2016 SCREEN The Project screen will vary depending upon the view, table and filter that is currently active. However, you will need to become familiar with the basic components of the screen as shown below. Understanding the layout of the screen, and its components and terminology will help you in learning to use Project. Ribbon Active Pane Indicator Sheet View Gantt Chart Scheduling Mode Status Bar Quick View buttons Ribbon Active pane indicator Sheet view Scheduling mode Status bar Quick view buttons Gantt chart The ribbon displays the commands required to use Microsoft Project. It is made up of tabs (File, Task, Resource, etc.) which each contain groups of commands organised into logical order. The active pane indicator is a dark grey vertical bar that runs down the left side of a screen (or a view). In the example above, the active pane indicator is labelled Gantt Chart to indicate that the Gantt Chart is the active view. As seen above, you can have two different views displayed by splitting the screen; however, only one view will be active at a time. This is because functions such as the commands on the ribbon change depending on the view you are using. The indicator shows which view is currently active. Your project s tasks and resources can be seen as a table, which appears similar to spreadsheet. In Project this is referred to as a sheet view. Your project can be scheduled manually (the default) or automatically. This (very important) indicator tells you which mode is currently applicable. Watch this space it tells you what Project is currently doing. There are many ways to change the view of the screen. These four buttons provide quick access to the four most common views saving you the hassle of locating the commands to do this on the ribbon. From left to right, these views are Gantt Chart, Task Usage, Team Planner and Resource Chart. The Gantt Chart is the most popular view of a project. It shows your project s tasks as a series of timelines. It is the default view of Project when it is first started and will most likely be the one you use most. Watsonia Publishing Page 5 Chapter 1 - Getting to Know Project 2016

14 PROJECT OPERATIONS For a novice user the Project 2016 screen can seem intimidating. However, you ll soon see that it is made up of only three key areas. The data you type is placed in the work area. The data here can be manipulated and changed using commands on the ribbon. The data is saved in a project file which is controlled through commands on the Backstage. The Work Area The work area occupies the largest part of the screen and contains the data associated with your project. The key point to remember is that a project is made up of tasks and resources and the work area allows you to view your task and resource data in a number of different ways. The work area may show your data in a sheet view, a chart view like a Gantt chart, or both. The Ribbon When you need to do something with the data in the work area, such as format it, colour it, analyse it, move it, copy it, change the view of it and much more, you ll find all of the relevant commands on the ribbon. The ribbon has commands organised thematically using a series of tabs across the top. Commands on each tab are further organised into groups of related commands. For example, the Task tab contains commands that allow you to work with tasks, while the Resource tab contains commands for working with resources. These commands are organised into groups such as Schedule, Assignments, and so on. Backstage When you want to do something with the data in your work area, such as save it so that you can access it again later, print it, share it with a colleague, send it to your boss, apply protective security and so on, you will need to access the Backstage area of Project. The Backstage is accessed using the File tab on the ribbon. Rather than offering you commands on a ribbon, the Backstage occupies the entire screen and has a series of options down the left side. Here the Print option is active, displaying a preview of the work area and a series of print-related options on the right side of the Backstage. Watsonia Publishing Page 6 Chapter 1 - Getting to Know Project 2016

15 USING THE RIBBON The ribbon is the command centre for Project. It provides a series of commands organised into groups and placed on relevant tabs. Tabs are activated by clicking on their name to display the command groups. Commands are activated by clicking on a button, tool or gallery option. Everything you could possibly want to do in Project will be found somewhere on the ribbon. Before starting this exercise ensure that Project has started... Examine the various groups on the Task tab The group names appear at the bottom of the ribbon Click on the Resource tab The commands on this tab are used to work with resources. Many will not be available because there are no resources in the blank project on the screen Click on Resource Pool in the Assignments group to display a menu of options Select Share Resources to display the Share Resources dialog box Click on [Cancel] to close the dialog box without doing anything Click on the other tabs and spend some time examining the groups and commands they contain Click on the Task tab to display the commands and options for working with tasks To use the ribbon: 1. Click on a tab to display the commands 2. Click on a button to activate a command, display a gallery or display a dialog box Contextual tabs appear in the ribbon in specific circumstances. For example, if the Gantt Chart view is active, the Gantt Chart Tools: Format tab will appear. This provides quick access to all of the tools you may need to modify and work with the Gantt Chart. Watsonia Publishing Page 7 Chapter 1 - Getting to Know Project 2016

16 SHOWING AND COLLAPSING THE RIBBON The ribbon, valuable as it is, does tend to occupy a reasonable amount of space. You can minimise the ribbon so that only the tabs are visible. You can minimise the ribbon as a once-off operation, or have it remain constantly minimised and display full commands only briefly when a tab is clicked. Before starting this exercise ensure that Project has started... Click on the Project tab to display the Project commands Double-click on the Project tab to minimise the ribbon While the tabs stay visible, the rest of the commands are hidden... Click on the View tab to display the ribbon and see the commands for the View tab Click back in the work area of the project The ribbon will hide again it only becomes visible when you click on a tab Double-click on the Task tab to redisplay the ribbon permanently again To hide/display the ribbon: 1. Double-click on the active tab to hide the ribbon 2. Click on a tab to see the ribbon temporarily 3. Double-click on a tab to show the ribbon permanently You can use the keyboard shortcut + to show or hide the ribbon. You can hide the ribbon by clicking on the small grey arrow at the right end of the ribbon, and redisplay it permanently by clicking on the pin icon. Watsonia Publishing Page 8 Chapter 1 - Getting to Know Project 2016

17 UNDERSTANDING THE BACKSTAGE The ribbon lets you work on the content in a document so that you can add more content, format it, insert pictures into it, copy it, and much more. The Backstage view, which is accessed using the File tab, lets you do something with the content you create. You can save it for later use, print it on paper, send it via , and more by using the options found in the Backstage view. The Backstage View The File tab on the ribbon is not a normal tab as you can tell by the fact that it is coloured. Clicking on the File tab launches a mini-program within Project known as Backstage view. Backstage, as it s known for short, occupies the entire screen. At the left of the Backstage is a navigation pane which is made up of tabs. These tabs provide you with access to various operations such as printing, saving and sharing. They can also provide you with information about your project such as the file size. Clicking on one of these tabs brings up a range of options associated with that particular operation. The whole underlying purpose of the Backstage is to let you protect your data and share it with others, and to provide you with valuable information about your project. Depending on what type of project it is and what has been done to it, different information may display when the Info tab is selected. Backstage Tabs The Backstage tabs provide more options for working with a project: Info New Open Save Save As Save as Adobe PDF Print Share Export Close Account Options Provides status information about the current project and lets you manage versions and permissions. Lets you create a new project and provides access to a gallery of inbuilt templates as well as a range of online templates. Provides a list of recent projects as well as the option to search through your Computer, OneDrive or other place, to find what you are looking for. Saves your current project (if already saved to a location) or prompts you to save to a location. Allows you to name your project and save it to a location. Lets you save a project as an Adobe PDF file. Lets you print the current project and preview it. Lets you share your project with other people via , online presentation, blog or cloud (e.g. OneDrive). Allows you to export your project to a different application. Closes your current project. Contains product and user information. Presents you with a range of options which assist in the creation and editing of your project. Watsonia Publishing Page 9 Chapter 1 - Getting to Know Project 2016

18 THE PROJECT WORK AREA The main part of the Project screen is made up of the work area where your project data is displayed. Remember, Project is really just two tables of data tasks and resources. The work area shows you different aspects and sometimes combined views of this data. For example, you can view your tasks and the resources assigned to them. The View Tab The View tab on the ribbon provides you with access to the views for your project s data. Notice there are two different groups of views: Task Views and Resource Views. When you click on the arrow for one of the View commands you ll receive a menu of further views available to you. All of the menus feature the More Views command which displays the More Views dialog box. This dialog box lists all of the standard views available to you in Project. Built-In Project Views Project contains twenty-seven different built-in views. Seven of these views are available from the Task Views and Resource Views groups on the View tab, while the full twenty-seven are available from the More Views dialog box. Here s a list of the twenty-seven views the ones marked with a (T) or (R) are accessible directly from the View tab of the ribbon. Bar Rollup Multiple Baselines Gantt Task Details Form Calendar (T) Network Diagram (T) Task Entry Descriptive Network Diagram Relationship Diagram Task Form Detail Gantt Resource Allocation Task Name Form Gantt Chart (T) Resource Form Task Sheet Gantt with Timeline Resource Graph Task Usage (T) Levelling Gantt Resource Name Form Team Planner (R) Milestone Date Rollup Resource Sheet (R) Timeline Milestone Rollup Resource Usage (R) Tracking Gantt Watsonia Publishing Page 10 Chapter 1 - Getting to Know Project 2016

19 WORKING WITH VIEWS A view is the way the project and the data it contains is displayed. In order to work with your project successfully, you will need to learn how to operate and manipulate the many different views. The easiest way to change the view of your project is through the commands on the View tab or through the Quick Views buttons at the bottom right of the screen. Before starting this exercise ensure that Microsoft Project has started... Click on the View tab and spend a few moments studying the options in the Task Views and Resource Views groups Click on the top half of Task Usage in the Task Views group to display the work allocations on the screen Click on the top half of Calendar in the Task Views group to display the content on the screen as a calendar Click on Other Views in the Task Views group to display a menu of options, then select Task Form Click on the top half of Resource Sheet in the Resource Views group to display a spreadsheet-like view of the resources Click on the top half of Gantt Chart in the Task Views group to return to the Gantt Chart view 1 The commands on the ribbon grow or shrink in width depending on the size of the Project window when they ve shrunk down their names often don t appear. You may need to enlarge the window (if possible) to see the names properly. 2 There is an obvious lack of data presented on this screen! Don t worry too much at this stage about what the view is all about. All we are doing at the moment is examining the View commands to see how they work and what they offer. To display different views: Click on a command on the View tab, or Click on the arrow of a command and click on More Views to display a list of all available views The Gantt Chart, Task Usage, Team Planner and Resource Sheet views appear as buttons at the bottom right of the screen. Watsonia Publishing Page 11 Chapter 1 - Getting to Know Project 2016

20 WORKING WITH SPLIT SCREENS Sometimes in Project one view of your data is not enough. Therefore, Project allows you to split your screen horizontally into two views. For example, you might want to see tasks at the top and the resources they use at the bottom. One of these views is deemed to be the active view, as indicated by the Active Pane indicator. Before starting this exercise ensure that Microsoft Project has started... Click on the View tab and click on Details in the Split View group so it appears ticked The Task Form view is now displayed in the bottom half of the screen On the View tab, click on the drop arrow next to Details to see a list of available views Click on Resource Form to display this view in the lower area Click on Details in the Split View group so it appears unticked, to return to the Gantt Chart view Point to the split screen button at the bottom right of the screen The mouse pointer will change to a double-headed arrow Click and drag the button about one third of the way up the screen to create a custom split Double-click on the button (which now runs the full width of the screen) to return to a single view To display a split view: 1. Click on Details in the Split View group on the View tab 2. Optionally, click on the drop arrow for Details and choose the desired view The Timeline tick box in the Split View displays/hides a timeline that appears above a Gantt Chart. The timeline encompasses the whole project from start to end, and provides a useful way of quickly moving through the duration of a project. Watsonia Publishing Page 12 Chapter 1 - Getting to Know Project 2016

21 UNDERSTANDING SHEET VIEWS Sheet views of data are common in database and spreadsheet applications. Project also uses sheet views where data is presented in rows and columns. In Project there are dozens of columns (called fields) for tasks and similarly for resources. To make it easier to work with these fields, they have been organised into tables. The Tables command on the View tab provides access to the tables in Project. The menu presents a few of the more commonly used tables but all of the tables are obtained using the More Tables command. About Tables Since there are dozens of fields for both Tasks and Resources, Project organises these fields into specialised groupings called tables. For example, fields for tasks associated with costs are organised into a Cost table, fields that are commonly used for data entry are organised into an Entry table, and so on. Task Tables There are seventeen pre-defined tables for tasks as follows: Baseline Earned Value Export Summary Constraint Dates Earned Value Cost Indicators Hyperlink Tracking Cost Earned Value Schedule Indicators Rollup Table Usage Delay Entry Schedule Variance Work Resource Tables There are ten pre-defined tables for resources as follows: Cost Entry Material Resources Hyperlink Usage Earned Value Entry Work Resources Summary Work Entry Export Watsonia Publishing Page 13 Chapter 1 - Getting to Know Project 2016

22 WORKING WITH TABLES Project consists of two databases: tasks which contains over 240 columns of data, and resources which contains over 200 columns of data. Tables display information from these columns (or fields) into organised and logical groupings. Once a Sheet view has been chosen you can change the table of fields that are presented. Before starting this exercise ensure that Microsoft Project has started... Click on the View tab, click on Other Views in the Task Views group, then select Task Sheet to see tasks presented in a sheet view Click on Tables in the Data group, then select Cost to see Cost columns Click on Tables again, then select More Tables to display the More Tables dialog box Click on Delay, then click on [Apply] Click on the top half of Gantt Chart in the Task Views group to see the Gantt Chart view again together with the Entry table Click on Tables in the Data group, then select Cost to see the Cost table with the Gantt Chart view Click on Tables again, then select Entry The area to the left of the information icon shown above is known as the All Cells box. If you click on this all of the cells in the sheet will be selected. If you hover the mouse over this area the name of the current table and view will appear in a ToolTip. To change the tables in a sheet view: 1. On the View tab, click on Tables in the Data group, then select the desired table or select More Tables 2. If you are using the More Tables dialog box, click on the desired table, then click on [Apply] To quickly see the name of the current table view, move your mouse pointer to the All Cells box. This is located in the top left hand corner of the table, where the rows and columns intersect. A ToolTip will be displayed containing the table view name. Watsonia Publishing Page 14 Chapter 1 - Getting to Know Project 2016

23 GANTT CHART VIEW There is one view in Project that acts as a kind of home base, and that is the Gantt Chart view. This view contains all of the elements that are usually required to obtain a quick visual snapshot of a project. In the Gantt Chart view, the left side of the chart displays tasks in a sheet view while the right side of the view displays tasks in a timeline so that a quick visual overview can be obtained. Understanding the Gantt Chart View The Gantt Chart view is a split view of sorts rather than being split horizontally it is split vertically so that there is a sheet representation on the left and a timeline representation on the right. These views are overlapping. In its default mode the sheet shown on the left is the Task Entry table. This table has several columns, only some of which are visible on the screen. It is possible therefore to scroll this sheet view to see more columns that is why there is a scroll bar at the bottom of the sheet view. Similarly, the Gantt Chart on the right can be scrolled if the timescale goes beyond the physical limits of the screen. Again a scroll bar is displayed at the bottom of the chart to facilitate the scrolling operation. In addition to scrolling, the Gantt Chart on the right can also be zoomed in or out, thereby making it larger or smaller on the screen. Sheet view scroll bar Chart view scroll bar Zooming slider tool slide left to zoom out, slide right to zoom in Watsonia Publishing Page 15 Chapter 1 - Getting to Know Project 2016

24 WORKING WITH GANTT CHARTS The Gantt Chart view is used to display tasks and durations as bars plotted on a time scale. It provides an overview of the project, as well as the capacity to enter or edit task information. It is the default view in Project and the most common view. It also contains a few useful features for displaying your data. 1 Before starting this exercise ensure that Microsoft Project has started... Click on the right arrow of the horizontal scroll bar in the left pane to scroll the sheet view and see different columns Click on the left arrow until the first field is back in view Click on the right arrow of the horizontal scroll bar in the right pane and notice how the chart scrolls Point to the line that divides the table on the left from the chart on the right so the mouse pointer changes to a doubleheaded arrow, then click and drag to the right to see more of the sheet view Double-click on the vertical line to precisely align it to the nearest field 3 4 To work with a Gantt Chart: 1. Click on the horizontal scroll buttons in the left pane to scroll the sheet and the right pane to scroll the timeline 2. Drag the scroll bar on the right pane to a specific point in time Press + to jump to the first task. Press + to see the start of the Gantt bar for the selected task. Press to jump to the start of a task row. Press to jump to the end of a task row. Watsonia Publishing Page 16 Chapter 1 - Getting to Know Project 2016

25 UNDERSTANDING THE QAT The Quick Access Toolbar, also known as the QAT, is a small toolbar that appears at the top left corner of the Project window. It is designed to provide access to the command tools you use most frequently, such as Save. By default, the QAT also contains the Undo and Redo tools. You can add tools to the Quick Access Toolbar to make finding your favourite commands easier. The Quick Access Toolbar The Quick Access Toolbar is positioned at the top left corner of the Project screen. In its default state, it includes the Save tool, the Undo tool and the Repeat tool. The Save Tool The Undo Tool The Repeat Tool Customising the Quick Access Toolbar Appearing immediately to the right of the Quick Access Toolbar is the Customise Quick Access Toolbar tool. Clicking on this tool displays a list of commonly used commands that you can add to the toolbar. You can select the items that you want to add from the list by clicking on them. The ticks that appear to the left of the menu options show which options already appear on the QAT. You can also add commands to the Quick Access Toolbar by right clicking on a command in the ribbon and selecting Add to Quick Access Toolbar. Watsonia Publishing Page 17 Chapter 1 - Getting to Know Project 2016

26 WORKING WITH THE QAT The Quick Access Toolbar (QAT), which appears at the very top left hand corner of the screen, is a handy location to place commands from the ribbon that you use frequently. This is done by choosing the Add to Quick Access Toolbar option which appears when you right-click on the command when it is in the ribbon. The command appears as an icon in the QAT. 2 Before starting this exercise ensure that Microsoft Project has started... Click on the Project tab Right-click on Project Information in the Properties group to see a shortcut menu Click on Add to Quick Access Toolbar to display the command as a small icon on the QAT Click on Project Information on the QAT to display the Project Information dialog box just as it would if you d used the command on the ribbon Click on [Cancel] to close the dialog box without doing anything Right-click on Project Information on the QAT and click on Remove from Quick Access Toolbar to remove the icon 3 4 To display a command on the QAT: 1. Right-click on the command in the ribbon 2. Click on Add to Quick Access Toolbar Changes you make to the QAT are global in scope. This means that they stay in Project for every project you create. Watsonia Publishing Page 18 Chapter 1 - Getting to Know Project 2016

27 WORKING WITH PROJECT FILES Projects that you work on are normally contained in their own project files. A project file is created when a new project is saved for the first time. To open an existing project file that you or someone else has worked on before, to save changes you have made in a project, or to close a project file, you will need to access the Backstage commands. Before starting this exercise ensure that Microsoft Project has started and a blank project is displayed... Click on the File tab, then click on Open Click on This PC, then click on Browse to display the Open dialog box Navigate to the folder Course Files for Microsoft Project 2016, then doubleclick on the file called Sample Project.mpp Click on the File tab again, click on New, then click on Blank Project to create another new project Click on the View tab, then click on Switch Windows in the Window group to display a menu of open projects Select 3 Sample Project.mpp On the View tab, click on Arrange All in the Window group to see all open projects Three project files should be open at the moment. Sample Project.mpp which you just opened, a new project which you just created, and the blank project that has been open since the beginning of this session. To open an existing project file: 1. Click on the File tab, then click on Open 2. Choose the location where the file is stored (e.g. OneDrive, This PC, etc.), then click on Browse 3. Click on the file, then click on [Open] Any projects that have been opened and saved on your computer will appear in the Recent Projects listing. This provides an easier way of opening a previous file than searching through folders. By default, Project will display the last twenty-five projects that have been worked on. Watsonia Publishing Page 19 Chapter 1 - Getting to Know Project 2016

28 EXITING FROM PROJECT 2016 Although several methods exist for exiting from Project, the best is to close individual project files that are open. When you close the last project file that is open you will be returned to Project s start screen. You can exit from here using the close button on the window. If you attempt to close a changed project file that has not been saved you will be asked if you wish to save it. 1 Before starting this exercise ensure Microsoft Project has started... Click on the File tab, then click on Close If changes have been made while working with the project file and the file is unsaved you will be prompted to save the changes. Normally you would choose this option but as we have only been playing around we do not need to save anything If the save prompt has appeared, click on [No] Repeat the above steps until there are no more open project files and you have been returned to the start screen Click on the Close button at the top right corner of the window as shown to close Project To exit from Project 2016: 1. Click on the File, then click on Close to close each open project 2. Click on the Close button at the top right corner of the start window to close Project 2016 The keyboard shortcut for exiting Project is +. You can click on the Close button at the top right corner of the Project 2016 screen to close all project files and exit Project. Watsonia Publishing Page 20 Chapter 1 - Getting to Know Project 2016

29 CHAPTER 2 PROJECT MANAGEMENT INFOCUS This chapter is an introduction to the theoretical side of project management, especially as it applies to Microsoft Project. Project management is the process of planning, organising and managing tasks and resources to accomplish a defined objective, usually within the constraints of time, resources and cost. Each project is unique, and although two projects may appear the same, it is highly unlikely that they will be managed the same way. A project is a sequence of tasks that leads to a specific objective or accomplishment. A project is different from everyday routine events in that it usually originates when something non-standard must be achieved. For example, moving office, building a factory, implementing a new computer system, are all examples of non-routine events that could be defined as projects. A project usually is made up of one or more non-routine tasks that lead to a specific objective, has a start and finish date or time and is accomplished with a limited or measurable set of resources. In this session you will: gain an understanding of the two key elements of a project gain an understanding of the importance of planning a project gain an understanding of the Gantt chart gain an understanding of the strengths and weaknesses of Microsoft Project. Watsonia Publishing Page 21 Chapter 2 - Project Management

30 TASKS AND RESOURCES A project comprises a sequence of tasks that culminate in the completion of the project. These tasks may be dependent, in that some can only be started when their predecessors have been finished. Other tasks may be independent in that they can be completed simultaneously or without needing to wait until another task has been completed. Tasks The example below shows some possible tasks that might be listed in a typical project. For example, when building a house, you may need to seek council approval, prepare the site works, lay the slab, erect the walls, and so on. These are the tasks required to construct the house. The time taken to complete each task is called its duration. The project is completed when all of the tasks have been accomplished. Resources Tasks can only be accomplished if you have the necessary resources. Resources can take the form of people, money, equipment, facilities or supplies. The following diagram shows resources listed in a typical project. The duration of tasks may be affected by the number or resources that can be directed towards it. For example, it may take one painter three days to paint your house. Three painters however, may take only one day. This type of task is known as resource driven, because the number of resources influences the duration of the task. Other tasks are fixed in duration. For example, when building a house on a concrete slab you may need to wait five days for the concrete to cure before erecting the frame. No matter how many resources you provide, you will still need to wait the five days. Your project therefore, is made up of tasks and resources. Watsonia Publishing Page 22 Chapter 2 - Project Management

31 THE IMPORTANCE OF PLANNING Since a project is non-routine it can only be managed effectively with a plan. Planning is the most important step in project management as it formalises what you will do, how it will be done, and how long it will take. It is used to predict the outcome. When the plan has been produced you will have a schedule with which to work. It should detail tasks, timeframes and resources. The Project Plan Planning involves specifying: what you will do the tasks needed to complete the project when you will do it the duration required for the tasks how you will do it the resources required to undertake the tasks. The plan can be used as a baseline to measure actual performance. When the actual performance is compared to the baseline the variance can be examined to determine the extent and nature of corrective action required to ensure that targets are met. As a consequence, the schedule will change to reflect changing circumstances. While the plan remains fixed as a guideline, the schedule is constantly updated using actual data. Your project needs to be rescheduled regularly to reflect actual circumstances. Steps In Project Management The steps of project management therefore involve the: 1. formulation of a plan 2. creation of a schedule based on the plan 3. monitoring of actual circumstance and comparison against the plan 4. revision of the schedule based on actual circumstance. Watsonia Publishing Page 23 Chapter 2 - Project Management

32 UNDERSTANDING THE GANTT CHART One of the main tools used in project management is the Gantt chart. Most project management software packages use a technique known as critical path method (CPM) to help you visually track your project and understand the relationships that exist between project tasks. The critical path is displayed in Project using a Gantt chart. Gantt Chart and Critical Path CPM was originally developed by DuPont and Remington Rand in the 1950s to improve scheduling of projects. CPM requires you to define all of the tasks in a project that are critical to the project being completed on time. CPM then passes through these tasks to calculate scheduled start and finish dates for each task, and therefore also for the project as a whole. In CPM two calculations are made to the schedule. CPM first works forward through each task calculating respective start and end dates. CPM then passes backwards through the tasks from the latest finish dates. This allows it to calculate earliest and latest start and finish times. The time between these dates is known as the slack this is the amount of time a task can be delayed without delaying the overall project. The critical path is that sequence of tasks which represents the longest total time required to complete the project. The following diagram shows a Gantt Chart for CPM in Project. The Gantt chart uses horizontal bars to represent task duration across a period referred to as the timescale. Any tasks that are on the critical path appear with red horizontal bars, whilst those tasks that have slack time appear in blue. Project also uses the Gantt chart to display other important information. For example, you ll notice above that resources are also listed at the right of each of the bars in the chart. The percentage here indicates the number of resources required to complete the task. Project will also indicate how much of a task is completed by drawing a line through the bar. There is also a variation of the Gantt chart available in Microsoft Project known as the Tracking Gantt. This chart has the same information as the normal Gantt chart but also shows tasks that are slipping behind schedule. This is done by drawing two bars for each task. Watsonia Publishing Page 24 Chapter 2 - Project Management

33 COMPUTERS AND PROJECT MANAGEMENT The most time consuming aspect of project management is calculating the schedule. The schedule is based on the duration and dependencies of the tasks and the amount of resources at hand. If the second task in the project slips behind, subsequent tasks need to be rescheduled. This tedious job of calculating the critical path is best done by the computer. Computerised Project Information The advantages of using a computer: the schedule is created and revised quickly and accurately allowing you to make faster decisions to get the project back on track the total resource costs can be summed and calculated instantly printed output can be created uniformly, quickly and regularly project information can be presented on screen or in reports in a variety of ways you have access to what-if testing to try various scenarios to overcome potential problems. To use a computer system you will need to input: the tasks required to complete the project the task sequences and their interdependence the resources required special information such as working hours and fixed costs. As your project begins you will need to enter: actual start and completion dates actual costs. As the actual data is entered a computer can be used to: provide information showing variance to plan check and reschedule resources if necessary check budget expenditure look at alternatives to decide how to keep the schedule on track. The Pros and Cons of Microsoft Project Microsoft Project is extremely useful for project management for many reasons. It enables you to plan your project objectives, enter individual tasks and milestones, assign resources and track your progress, to name a few. However, there are several aspects of Microsoft Project that you need to consider carefully. The Pros Microsoft Project is a powerful tool for project management because you can: easily create plans and schedules and compare the two track progress and record actual information easily allocate resources work with different calendar timeframes for resources (this is useful for projects where labour works in various timeframes e.g. shiftwork) link data between other applications easily change presentations and views of your data filter out unwanted data and create custom views sort the data in various ways automate tedious and/or repetitive steps with macros. The Cons You need to consider carefully the following characteristics when using Microsoft Project: Microsoft Project does not easily lend itself to working with routine operations it is a project tool (remember a project is made up of non-routine tasks, and has a defined start and end date) Microsoft Project is more complex in operation than a spreadsheet or word processing package and therefore requires more initial learning The schedule needs to be monitored constantly as subtle changes to a task or resource can have a rippling effect through your scheduled dates. Watsonia Publishing Page 25 Chapter 2 - Project Management

34 NOTES: Watsonia Publishing Page 26 Chapter 2 - Project Management

35 CHAPTER 3 CREATING A NEW PROJECT INFOCUS The first step in using Project to manage the project you are working on is to create a new project file and set up some of the operational parameters. If it hasn t been done already you ll need to update Project s definition of a work day, and then specify the working times associated with your project and that of the resources available to you. In this session you will: gain an understanding of the requirements needed to create a new project file gain an understanding of the project case study learn how to create a new project file gain an understanding of how Project options control the way time is handled learn how to change the calendar options gain an understanding of calendars and how they are used learn how to adjust nonworking time in the Standard Calendar learn how to enter public holidays and leave periods into a calendar learn how to create a new resource calendar learn how to create a new task calendar learn how to specify project information and properly set up a project learn how to specify project summary information. Watsonia Publishing Page 27 Chapter 3 - Creating a New Project

36 STEPS IN CREATING A PROJECT Creating a new project file in Project is not as clear-cut as creating a new document in Microsoft Word or a new workbook in Microsoft Excel. There are a number of housekeeping jobs that need to be done before you even contemplate entering tasks and resources into a project file. Before You Begin Before you create a new project file in Project you should have a good understanding of what your project is about. For example, you will need to have established basic information such as when you want your project to start and when you want your project to finish so that Project can help you schedule critical tasks. You will also need to specify some basic definitions and assumptions such as the duration of a standard working day, the public holidays or other non-working periods during the anticipated project period, the normal working times of the resources required for the project, and any anomalies in working time that specific resources may have that differ to the standard working times. Once all of these things are clear in your head, you can start a new project file and enter this information so that Project will be set up to work through your project the way that you want. The Basic Steps For Creating A New Project File Generally, creating a new project requires these steps: determine an understanding of your project as detailed above create a new project file in Project set your own working times in the project file (or use the defaults) adjust the standard resource calendars in accordance with the working times of the resources enter project information that will be used in report headers and that will also determine the way in which the project will be tracked by Project. It doesn't matter in which order you tackle the steps involved in creating a new project. You can actually change these settings after you have started a project. However, changing assumptions midway through a project is sometimes the source of much anguish and frustration. You are better advised therefore to get all of your assumptions and settings defined before you start scheduling tasks in your project. Watsonia Publishing Page 28 Chapter 3 - Creating a New Project

37 UNDERSTANDING YOUR PROJECT The best way to learn how to create a new project is through a case study. In this courseware you are going to help manage the construction of a new state-of-the-art stadium called The Rostadium. The Rostadium is a footballoriented stadium built for the local community to conduct games in all codes of football. The Case Study The Rostadium is designed as a scaled-down version of some of the newer stadiums that have been built in recent times. It will feature a retractable roof, detachable turf, and removable goal posts and paraphernalia. The architect's proposed drawings are shown below for your reference. The retracting roof of the stadium should be able to open in stages. A cut-away section of the stadium showing the roof half-open is shown below. Key Construction Details Construction of The Rostadium is expected to commence on Monday May 6, The building should be ready for use within ten months and is budgeted at a total cost not exceeding $125 million. The stadium will be built with contract labour hired for the job but paid through the normal payroll system. Some specialised tasks, such as the laying of turf, the acoustics system, and the like, will be conducted by external contractors. The normal site working day will begin at 7:30 am and conclude at 3:30 pm with a half-hour break for lunch at 12:30 pm. This makes it a 7.5 hour working day. The normal working week is from Monday to Friday a total of 37.5 hours (5 x 7.5). This is the key information that you need to begin a new project. Watsonia Publishing Page 29 Chapter 3 - Creating a New Project

38 CREATING A NEW PROJECT FILE The new project you are about to begin will need to be stored in a new project file. A new project is created using the New option on the Backstage (accessed from the File tab). This command allows you to base your project file on a specific template which already has settings and information stored in it, or to base your project on a blank template. Before starting this exercise ensure that Microsoft Project has started... If the start screen is not in view, click on the File tab on the ribbon, then click on New to see the available templates Spend a few moments studying the new file options here Click on Blank Project to create a new project based on a blank and empty template Even though we haven t entered anything yet, it is a good idea to save the new project to create the file Click on the File tab, then click on Save Click on This PC, then click on Browse to display the Save As dialog box Type The Rostadium Project in the File name Navigate to the course files folder (most likely on your C: drive) Click on [Save] to save the project file Notice that the file name appears in the title bar of the Project window 1 6 To create a new blank project file: 1. Click on the File tab and click on New 2. Click on Blank Project Templates are project files with settings and information already in them. While they can save time it is generally a good idea to understand how to create a new file from scratch so that you can fully understand what actually happens in a file. Watsonia Publishing Page 30 Chapter 3 - Creating a New Project

39 CALENDAR OPTIONS As you will see later when you enter tasks, you can enter their durations in a number of different ways. For example, you can enter the duration in days, or weeks, or even months. For Project to be able to calculate appropriate dates around these durations it has to have a common set of rules to work to. These calendaring rules are set up in the calendar options. Project Options The way that Project behaves and works can be controlled through its options which are found in the Project Options dialog box. This dialog box can be found on the Backstage and is accessed from the File tab. Customising these options will vary from project to project, and you need to be aware of the more important ones. One of the most critical options that you will need to examine is the definition of a day and a week. Project calculates everything based on minutes. When you enter a duration for a task, Project internally converts that duration to minutes based on the definition of a day in the Options dialog box. For example, if the Options dialog box shows that there are 8 hours in a day, Project will internally convert a 1-day task to 480 minutes (that is, 8 hours x 60 minutes). If the Options dialog box shows that there are 10 hours in a day, Project will internally convert a 1-day task to 600 minutes. Default Start and End Times These are backup values for Project. Usually a task start time is determined by the finish time of the predecessor task. However, the Default start time is used only when you don t enter a specific start time or one is not calculated for you based on a predecessor. Similarly, the finish time of a task is automatically calculated for you based on the task s start date and time and its duration. If you specifically enter a finish date and don t enter a finish time the Default end time is used to calculate a finish time for the task. Don t worry if this sounds a bit hard to comprehend for the moment. Until you know otherwise you should ensure that the Default start time and the Default end time match the start and end times for a normal working day in your organisation. 24 hour versus 12 hour time settings Windows can be configured to show time in a 24 hour or 12 hour format. Project shows time based on how your Windows is configured. You can change the setting using the Clock, Language and Region settings in the Windows Control Panel. To display a 24 hour clock the Short Time style will need to be set to H:mm and the Long Time set to H:mm:ss. To display a 12 hour clock the Short Time style will need to be set to h:mm and the Long Time set to h:mm:ss (in lowercase letters). Fiscal Year Another trap to watch out for is the definition of a fiscal year. By default, as you can see from above, the fiscal year on a Gantt chart is shown in the American format, beginning in January and running through to December. Australia s fiscal year starts in July and continues on to June of the following year. If this will be an issue for your projects, you should adjust the Fiscal year starts in setting appropriate to your needs. Watsonia Publishing Page 31 Chapter 3 - Creating a New Project

40 Same File CHANGING CALENDAR OPTIONS The Calendar options affect the duration of the tasks. In the Options dialog box, the Schedule tab allows us to set our default start and finish times for tasks. We can also set which day the week starts on in our project and which month the fiscal year starts in. Most importantly, however, we can specify how many hours per day and week the project requires. Continue using the previous file you created earlier, or open the file Creating A New Project_1.mpp... Click on the File tab and click on Options to display the Project Options dialog box Click on the Schedule tab and study the Calendar options Click on the drop arrow for Default start time and click on 7:30 AM (or 07:30 for 24 hour settings) Click on the drop arrow for Default end time and click on 3:30 PM (or 15:30 for 24 hour settings) Press to jump to Hours per day and type 7.5 Press to jump to Hours per week and type 37.5 Click on [OK] to close the Options dialog box 2 6 To set default working time: 1. Click on the File tab, then click on Options 2. Click on the Schedule tab 3. Change the options as required 4. Click on [OK] The Options dialog box allows you to specify the number of days in a month. Since months are variable, Project needs to have your mathematical interpretation of how many days exist in a month in your business. Unless you specifically need to change this, it is recommended to leave it at 20 days. Watsonia Publishing Page 32 Chapter 3 - Creating a New Project

41 WORKING WITH CALENDARS Calendars are used in Project to define the working and non-working days of the resources and tasks in your project. While there can be several calendars simultaneously in use throughout your project there will at least be one standard calendar available as the default project calendar. This calendar should contain settings that reflect the basic working time of your organisation. Calendars and Working Time Having changed the settings in the Options dialog box, Project now assumes that a normal working day is 7.5 hours and that there are 37.5 hours in a working week. While we entered a Default start time and a Default end time, these don t really give Project a clue as to how a working day or indeed a working period is made up. For instance, are there lunch breaks, and if so, when? How do we specify days off such as public holidays, annual leave, and the like? And what happens if we have people such as shift workers who don t work the hours specified in the Options? To address these situations Project uses calendars which can be applied to the tasks and resources in your project. In a calendar you can define the working time (referred to as working weeks) for a resource as well as any exceptions for time off, holidays, and so on. Calendars are extremely important in Project and basically provide the guidelines for calculating how much work is required to complete tasks in your project. Project already has several calendars built into it which can, and should, be modified for the project you are working on. These are template calendars, known as base calendars, which can either be used as is, or modified or even cloned. The three calendars are: Standard which includes a typical (at least in America) working time scenario from Monday to Friday, starting at 8:00 am and finishing at 5:00 pm with lunch between 12 noon and 1:00 pm. Night shift which sets the working time from Monday to Friday, starting at 11:00 pm and concluding at 8:00 am, with lunch between 3:00 and 4:00 am. 24 Hours where work is scheduled 24 hours a day, 7 days a week. The Standard calendar is the one most commonly used and the one that will be used for our case study. Its hours should be adjusted to match those of the standard working time in our case study. Calendars are accessed from the Change Working Time dialog box. This dialog box displays a view of one month which shows working and non-working days. Normal daily working times are adjusted using the Work Weeks tab in the dialog box. The Exceptions tab is used for specifying things such as public holidays and non-routine non-working times and days. Watsonia Publishing Page 33 Chapter 3 - Creating a New Project

42 Same File MODIFYING THE STANDARD CALENDAR The Standard calendar, sometimes also known as the project calendar, is the one that will be assigned as the default calendar to any tasks or resources that are entered into the project. The working times in this calendar should be adjusted to match the normal working times of your organisation. This can be done using the Change Working Time command on the Project tab. Continue using the previous file with this exercise, or open the file Creating A New Project_2.mpp... Click on the Project tab, then click on Change Working Time in the Properties group to display the Change Working Time dialog box The Standard calendar will appear showing the current date as the default Click on the Work Weeks tab to see the hours set up for the working week Click on Default in Name, click on [Details] to display the Details dialog box Click on Monday, hold down and click on Friday to select the working days to change Click on Set day(s) to these specific working times Click in the times and adjust them as follows: 7:30 AM 12:30 PM 1:00 PM 3:30 PM Click on [OK] and notice how the times have now been updated Click on [OK] to close the Change Working Time dialog box 2 6 To modify the Standard calendar: 1. Click on the Project tab, then click on Change Working Time in the Properties group 2. Click on the Work Weeks tab 3. Click on Default and change the times as required The Default start time and Default end time in the Calendar options have no impact or bearing on the working times in the Standard calendar. You must always ensure that the working time in the Standard calendar matches those of your organisation. Watsonia Publishing Page 34 Chapter 3 - Creating a New Project

43 Same File ENTERING PUBLIC HOLIDAYS The Standard calendar, indeed any calendar, can be updated to take account of public holidays, holiday leave, and other forms of absence from the workplace that directly interfere with the scheduling of the project. Work weeks in the calendar are used to specify working and non-working times, while leave and holidays are entered as exceptions to these times. 2 Continue using the previous file with this exercise, or open the file Creating A New Project_3.mpp... Click on the Project tab, then click on Change Working Time in the Properties group to see the Change Working Time dialog box Click on the scroll arrow on the calendar part of the box until December 2019 appears in view, then click on Monday the 23 rd Click in Name in Exceptions and type End of year closure Click in Finish and click on the drop arrow to display a calendar Click on the arrow to the right of December 2019 until you can see January 2020, then click on the 6 th Click on [OK] 4 To enter public holidays in a calendar: 1. Display the Change Working Time dialog box 2. Enter the leave or holiday as an exception with a start and finish date The next time you open the Change Working Time dialog box and display the calendar, the dates entered as leave or holidays will be shaded out as non-working days. Watsonia Publishing Page 35 Chapter 3 - Creating a New Project

44 Same File CREATING A NEW RESOURCE CALENDAR Sometimes you may need to create a new resource calendar for a specific group of resources. This may be the case where projects use multiple types of resources. In our case study, some of the contract labour work a four-day week: Monday to Thursday. To ensure that they aren t scheduled to work on Fridays, we will create a new calendar which we will later assign to them. 2 Continue using the previous file with this exercise, or open the file Creating A New Project_4.mpp... Click on the Project tab, then click on Change Working Time in the Properties group to see the Change Working Time dialog box Click on [Create New Calendar] to display the Create New Base Calendar dialog box Type GBWU Award in Name, then click on [OK] You will now have cloned your standard calendar Click on the Work Weeks tab, then click on [Details] to display the Details for dialog box Click on Friday in Select day(s), then click on Set days to nonworking time Click on [OK] to return to the Change Working Time dialog box Friday now appears shaded as a non-working day Click on [OK] 3 To create a resource calendar: 1. Click on the Project tab, then click on Change Working Time in the Properties group 2. Click on [Create New Calendar] 3. Type a name for the new calendar, then click on [OK] By cloning a calendar, you are creating a new base (i.e. template) calendar. This template can be applied to as many resources and tasks as you like. When you make a change to the calendar the changes will be made to all of the resources and tasks that use the calendar. Watsonia Publishing Page 36 Chapter 3 - Creating a New Project

45 Same File CREATING A NEW TASK CALENDAR Normally tasks are scheduled based on the project calendar. To define unique or specific exceptions, such as a task that can occur only on a weekend (and weekends are set as nonworking time in the project calendar), you can create a task calendar setting weekends as working time then assign it to just that task while leaving the rest of the project using the normal project calendar. 6 Continue using the previous file with this exercise, or open the file Creating A New Project_5.mpp... Click on the Project tab, then click on Change Working Time in the Properties group to see the Change Working Time dialog box Click on [Create New Calendar] to display the Create New Base Calendar dialog box Type PA Installation in Name, then click on [OK] to create a clone of the standard calendar Click on the Work Weeks tab, then click on [Details] to display the Details for dialog box Select Monday Friday in Select day(s), then click on Set days to nonworking time Select both Saturday and Sunday, click on Set day(s) to these specific working times then set the times as shown Click on [OK] to return to the Change Working Time dialog box Only Saturdays and Sundays are working days Click on [OK] 7 To create a task calendar: 1. Click on the Project tab, then click on Change Working Time in the Properties group 2. Click on [Create New Calendar] 3. Type a name for the new calendar and click on [OK] You will need to create a task calendar when a task must happen during a certain time period. For example, if the servers need to be taken down, it is probably best to force that to happen during the evening or weekend rather than during peak working hours. Watsonia Publishing Page 37 Chapter 3 - Creating a New Project

46 Same File SETTING UP PROJECT INFORMATION Projects have a definite start and end date. This information can be entered into the Project Information dialog box which allows you to specify the basic operational parameters of your project, including start and end dates, the project calendar to use, and more. Probably the most important detail to enter here is the project start date from which all tasks will be scheduled. Continue using the previous file with this exercise, or open the file Creating A New Project_6.mpp... Click on the Project tab, then click on Project Information in the Properties group to display the Project Information dialog box Click on the drop arrow for Start date to display a calendar Change the date to Monday May 6, 2019 Click on the drop arrow next to Calendar to display a list of calendars that have been set up to be used Click on Standard to select this calendar Click on [Statistics] to view the project situation thus far Nothing has been entered yet so this will not have a lot of information to display Click on [Close] To set up project information: 1. Click on Project Information in the Properties group on the Project tab 2. Change the start date to the appropriate start date for your project 3. Ensure the correct project calendar is used Project is a calculation machine if you enter either a start date or an end date the other will be automatically calculated for you. We don t have any scheduled tasks at the moment so in our project the project finishes when it starts. Watsonia Publishing Page 38 Chapter 3 - Creating a New Project

47 Same File ENTERING FILE PROPERTIES All computer files on your computer have specific properties associated with them their name, location, author, etc. In most cases the relevant details are entered by the computer whilst the other details are ignored. In Project some of these properties find their way into reports and it is a good idea to at least set up some of the Summary properties of your project file. Continue using the previous file with this exercise, or open the file Creating A New Project_7.mpp... Click on the File tab, then click on Info to see the project details (aka Project Information) to the right Click on the small drop arrow next to Project Information to display a menu of options Click on Advanced Properties to display the Properties dialog box Ensure the Summary tab is selected, then change the Author to your name and enter the other details as shown Click on [OK] 2 4 To enter file properties for the project: 1. Click on the File tab, then click on Info 2. Click on the small drop arrow next to Project Information, then click on Advanced Properties File properties are not a really important part of Project. However, they can help to keep track of things if you include some basic information in them. Watsonia Publishing Page 39 Chapter 3 - Creating a New Project

48 NOTES: Watsonia Publishing Page 40 Chapter 3 - Creating a New Project

49 CHAPTER 4 CREATING TASKS INFOCUS A project normally consists of several tasks. Tasks are defined as activities required to complete your project. Tasks are entered in Project into rows and columns much the same as data is entered into a spreadsheet like Excel. In this session you will: gain an understanding of tasks and how they are created gain an understanding of the symbols and icons associated with tasks gain an understanding of the case study tasks learn how to review an existing project learn how to enter tasks into a project learn how to create summary tasks learn how to create additional summary tasks learn how to move around a task sheet learn how to manipulate summary tasks and outlining learn how to work with the various views of a task table learn how to work with tasks using the Task Information dialog box gain an understanding of task durations learn how to enter durations for a task learn how to check project progress and status learn how to enter task milestones learn how to assign a calendar to a task. Watsonia Publishing Page 41 Chapter 4 - Creating Tasks

50 UNDERSTANDING TASKS Tasks are the activities that make up your project. They form the very structure of your project and it is important that some thought and planning goes into their creation. Tasks are entered into a project file in a table-like way with each task entered into a separate row of its own. Tasks are automatically assigned an ID number which appears at the left of the table. Organising Tasks Tasks can be grouped into phases. Project allows you to display the phases as well as the tasks the phase headings are actually referred to as summary tasks. A summary task is created when the detail tasks below it are demoted in the hierarchy. The summary task is automatically calculated to start at the start date of its earliest subordinate and will finish at the end date of its latest subordinate. Project will also sum all project costs as well as calculate summary start and finish dates. Entering tasks can be done in two ways: top down, where specific summary tasks are worked out first, and then the detail tasks required to complete the summaries bottom up, where the tasks are worked out and then grouped according to specific summaries. You can elect to enter the tasks first, then the summaries, or you can enter the summaries then the tasks. When you have both summaries and tasks in a project, your project has a hierarchy. Project managers traditionally use a hierarchical organisation known as a work breakdown structure to identify major components of a project and then the detail required for each of those components. The most important aspect of managing a project is being organised. It is a good idea to have your task list well and truly determined before you enter it into Project. Scheduling Modes Tasks comprise of details such as duration, start date and finish date. In addition, tasks are related to one another and these relationships together with the durations and dates form the overall project schedule. In Project tasks can be either automatically scheduled, where Project takes care of assigning and adjusting start and finish times, or manually scheduled where you control when dates and times will be adjusted and calculated. Tasks can be switched between automatic and manual scheduling at any time. When a new project file is created the tasks are manually scheduled as a default. This is indicated in the status bar at the bottom left of the screen. Manual scheduling only became available in Microsoft Project Prior to this version projects were automatically scheduled. If you open a project in Microsoft Project 2016 that was created in a previous version, it will still remain automatically scheduled. Watsonia Publishing Page 42 Chapter 4 - Creating Tasks

51 UNDERSTANDING SCHEDULING ICONS As you enter tasks into a project file various icons and symbols appear indicating what is going on or where there are information shortfalls. These icons and symbols appear in the task mode column of a task sheet and in the Gantt Chart. The Gantt Chart view of Project is a good place to begin entering tasks. Icon/symbol Location Description Task Mode column Task Mode column Task Mode column Gantt Chart Gantt Chart Gantt Chart Gantt Chart A push pin indicates that the task is manually scheduled and that all of the information required for scheduling has been supplied. A push pin with a question mark indicates that the task is manually scheduled but that further information (such as a duration, start or end date) is still required. This icon indicates that the task is automatically scheduled. A coloured bar with end caps indicates that the task is manually scheduled and that all information has been provided for scheduling. A coloured bar with no caps indicates that the task is manually scheduled but that dates still need to be provided. An end cap indicates that the start date has been provided but that there is no start or end date. This icon indicates that the task is automatically scheduled. Watsonia Publishing Page 43 Chapter 4 - Creating Tasks

52 CASE STUDY TASKS In our case study, Scott Harris, the Project Manager at The Rostrum, has consulted with his project group and together they have determined that the construction of the new stadium should be broken into five phases. Each of the phases (known as summary tasks) and their respective tasks are shown in the table below. Phase Tasks Planning Create architectural plans Submit plans for approval Order materials Site Works Erect fencing Erect site buildings Clear and level site Prepare drainage infrastructure Prepare cabling infrastructure Building Construction Pour foundations Erect steelwork Erect walls Install roofing superstructure Install roof retracting mechanism Erect seating tiers Fit Out Fit all windows and doors Install electrical cabling Install electrical fittings and fixtures Install all plumbing Install plumbing fittings and fixtures Lay astro turf Erect handrails and fencing Paint rooms, fixtures, fittings, etc Install PA system Install video imaging equipment Fit out control room Commissioning Test roof mechanism Test PA system Test video imaging equipment Test control room equipment Obtain official occupancy certificates Obtain safety certification Official opening Watsonia Publishing Page 44 Chapter 4 - Creating Tasks

53 Open File REVIEWING THE PROJECT You are about to enter tasks into a newly created project file. Even though this project file is currently empty it still contains some basic project information that can be reviewed. Reviewing project information on a regular basis is a good way of ensuring that data is entered correctly. We ll have a look at the information now, and then again after the tasks are entered. Before starting this exercise you MUST open the file Tasks_1.mpp Notice how the Gantt Chart timeline in the project begins with the week that the project commences (May 6, 2019) in view Click on the Project tab, then click on Project Information in the Properties group to display the Project Information dialog box The start and finish dates here are identical because no scheduling has yet been done Click on [Statistics] to see the Project Statistics Click on [Close] to close the dialog box While we are here we ll ensure that manual scheduling is switched on Click on the current scheduling mode button at the bottom left of the screen Click on Manually Scheduled To manually schedule tasks: 1. Click on the current scheduling mode button at the bottom left of the screen 2. Click on Manually Scheduled It is recommended that you review your project statistics regularly. This is especially useful after entering task durations and dependencies. Watsonia Publishing Page 45 Chapter 4 - Creating Tasks

54 Same File ENTERING TASKS There are many ways to enter tasks into a project file. One of these is the Gantt Chart, which is the default view. In the Gantt Chart view the tasks are entered into the sheet view on the left of the screen. As you enter a task, a default duration of 1 day is automatically assigned to the task and a Gantt bar is drawn in the chart on the right of the screen. Continue using the previous file with this exercise, or open the file Tasks_1.mpp... 1 Click on the Task Name cell in the first line Type Create architectural plans, then press A manually scheduled task pin appears in the Task Mode column, with a question mark indicating that more information is required. Also, if the column has not been wide enough, word wrapping will occur, increasing the height of the row Type Submit plans for approval as the second task, then press Enter the remaining tasks as shown Hold down and press to return to the top left corner of the task list Order materials 4. Erect fencing 5. Erect site buildings 6. Clear and level site 7. Prepare drainage infrastructure 8. Prepare cabling infrastructure 9. Pour foundations 10. Erect steelwork 11. Erect wall 12. Install roofing superstructure 13. Install roof retracting mechanism 14. Erect seating tiers 15. Fit all windows and doors 16. Install electrical cabling 17. Install electrical fittings and fixtures 18. Install all plumbing 19. Install plumbing fittings and fixtures 20. Lay astro turf 21. Erect handrails and fencing 22. Paint rooms, fixtures, fittings, etc. 23. Install PA system 24. Install video imaging equipment 25. Fit out control room 26. Test roof mechanism 27. Test PA system 28. Test video imaging equipment 29. Test control room equipment 30. Obtain official occupancy certificates 31. Obtain safety certification 32. Official opening To enter tasks in Gantt Chart view: 1. Click in the first available task cell 2. Type the name of the task, then press When you enter a Task Name into the Gantt Chart view and press, nothing will appear in the Gantt Chart because you haven t entered the duration, start date or end date for the task. This information is required to draw a timeline. Watsonia Publishing Page 46 Chapter 4 - Creating Tasks

55 Same File CREATING SUMMARY TASKS Summary tasks are like headings that represent the phases in a project. They also summarise information. Summary tasks are general headings that have subordinate tasks. Subordinate tasks are indented to the right and provide a further level of detail for that part of the project. Summary tasks can be entered when tasks are first entered or at a subsequent stage. Continue using the previous file with this exercise, or open the file Tasks_2.mpp... Click on Create architectural plans, hold down the left mouse button and drag down to Order materials to select the three tasks Click on the Task tab, then click on Summary in the Insert group to insert a new summary task Type Planning as the name for the new summary task, then press Repeat the above steps and create the additional summary tasks as shown on the next page To create a summary task: 1. Select the sub-ordinate tasks 2. Click on the Task tab, then click on Summary in the Insert group 3. Type a name for the summary task and press Summary tasks appear as autoscheduled tasks. A summary task is calculated using the start date of the first task and the end date of the last task. As such they have to be automatically calculated based on their subordinates. Watsonia Publishing Page 47 Chapter 4 - Creating Tasks

56 ASSIGNMENT CREATING SUMMARY TASKS Using the steps outlined in the previous exercise, create the following summary tasks as shown. Take care when selecting the required subordinate tasks. You should check that you have selected the correct tasks. If you make a mistake, use the Undo tool on the Quick Access Toolbar to undo the mistake. Add Add Add Add Planning Create architectural plans Submit plans for approval Order materials Site Works Erect fencing Erect site buildings Clear and level site Prepare drainage infrastructure Prepare cabling infrastructure Building Construction Fit Out Pour foundations Erect steelwork Erect wall Install roofing superstructure Install roof retracting mechanism Erect seating tiers Fit all windows and doors Install electrical cabling Install electrical fittings and fixtures Install all plumbing Install plumbing fittings and fixtures Lay astro turf Erect handrails and fencing Paint rooms, fixtures, fittings, etc. Install PA system Install video imaging equipment Fit out control room Commissioning Test roof mechanism Test PA system Test video imaging equipment Test control room equipment Obtain official occupancy certificates Obtain safety certification Official opening Watsonia Publishing Page 48 Chapter 4 - Creating Tasks

57 Same File WORKING IN A SHEET VIEW A tasksheet displays your data in columns and rows. The columns to the left of the Gantt chart actually represent part of a sheet. As you scroll around and enter or change data you can sometimes get lost in a task or resource sheet. There are some basic keyboard keys that will help you to move about and, if necessary, re-orientate the project sheet so that you can get your bearings. Continue using the previous file with this exercise, or open the file Tasks_3.mpp... Hold down and press to return to the top left corner of the table Press to jump down one screen Press to jump up one screen Press to move right in the table to the last column in the current row Press to move left in the table to the first column in the current row To move about a sheet view: + takes you to the top left corner of the sheet + takes you to the bottom right corner of the sheet + moves the Gantt view to the first timeline bar, while + moves the Gantt view to the end of the last timeline bar. Watsonia Publishing Page 49 Chapter 4 - Creating Tasks

58 Same File WORKING WITH SUMMARY TASKS Summary tasks allow you to hide unnecessary detail. For example, you can collapse a project so that the detail tasks below the summary tasks are no longer visible. This is an excellent way of seeing a bird's eye view of your project. You can collapse and expand (display) all of the detail tasks, or just specific ones using the tools on the toolbar and the summary task headings. Continue using the previous file with this exercise, or open the file Tasks_3.mpp... Click on the View tab, then click on Outline in the Data group to display a menu of options Select Level 1 to see only the summary tasks Click on the white arrow next to Site Works to see the detail tasks On the View tab, click on Outline in the Data group, then select All Subtasks to see all of the tasks again To outline a project: 1. Click on the View tab, then click on Outline in the Data group 2. Select the desired option A white arrow to the left of a summary task indicates that it can be expanded. A black arrow indicates that the summary task can be collapsed. Watsonia Publishing Page 50 Chapter 4 - Creating Tasks

59 Same File WORKING WITH TASK VIEWS When using Project, it can be interesting to find out how much you can see even after entering only a little information. As mentioned before, Project is simply two database tables, one for tasks and the other for resources. Each of these tables contains many fields. To see these fields arranged thematically you can use one of the many table views available on the View tab. Continue using the previous file with this exercise, or open the file Tasks_3.mpp... Click on the View tab, click on Other Views in the Task Views group, then select Task Sheet to see the tasks in a sheet view On the View tab, click on Tables in the Data group, then select Schedule to see tasks with scheduled dates Click on Tables again, then select Cost to see the Costs table Use the Tables command to examine some of the other tables Click on the top half of Gantt Chart in the Task Views group to return to the Gantt Chart view 1 2 To work with table views: 1. Click on the View tab, click on Other Views in the Task Views group, then select Task Sheet 2. Click on Tables in the Data group, then select the desired table Until you add proper durations, relationships, or start and end dates, that Project will default to using the project s start date when you first begin entering tasks. Watsonia Publishing Page 51 Chapter 4 - Creating Tasks

60 Same File EXAMINING TASK INFORMATION Just as Project provides you with a Project Information dialog box to see key information about the overall project, there is also a separate Task Information dialog box that provides all of the information pertaining to a task in one easy location. This dialog box can be accessed using the Information command on the Task tab, or by double clicking on a task. Continue using the previous file with this exercise, or open the file Tasks_3.mpp... Click on Create architectural plans to select the task Click on the Task tab, then click on Information in the Properties group to display the Task Information dialog box This dialog box provides all of the relevant information available for a task Click on the various tabs on the dialog box and examine the options and settings that they contain Click on [OK] 2 To examine task information: 1. Click on a task to select it 2. Click on the Task tab, then click on Information in the Properties group The Task Information dialog box is often used to modify tasks in a project. It provides access to all of the fields of a task in one convenient location. Watsonia Publishing Page 52 Chapter 4 - Creating Tasks

61 UNDERSTANDING TASK DURATIONS To be able to create a project schedule you need to assign a duration to each of the tasks, specify how the tasks are inter-related or dependent upon one another and assign resources to complete the tasks. Once durations have been entered, Project has sufficient information to be able to calculate a critical path and determine the amount of slack in the tasks. Task Durations Once tasks have been entered (or as they are being entered), you can specify the appropriate duration for each task. Unless specified otherwise, the default scheduling (Manual Scheduling) as set in the Options dialog box is used. As manual scheduling requires you to enter the duration of your tasks manually, no duration will appear in the Duration cell next to your tasks. An exception to this is summary tasks, which will appear with a default duration of 1 day, as shown below on the left. Abbreviations and Units You can type the duration in minutes, days, hours, weeks, or months, and you can use a variety of abbreviations for these. For example, you can express a day as d, dy, or day, and a week as w, wk, or week. Minutes are normally entered as m, while months are entered as mo. Project internally converts the duration to hourly units as defined by the duration of a day and a week in the Options dialog box. If the Options dialog box states that a day comprises of 8 hours, and the base calendar says that the day starts at 7:30 am and finishes at 4:00 pm with a half hour lunch break, and you enter a task with a 10 hour duration, the task will be scheduled according to regular working hours. This task will be scheduled to start at 7:30 am and finish at 9:30 am the following day 8 hours on the first day (7:30 4:00), and 2 hours on the second day (7:30 9:30). Elapsed Duration You can also specify elapsed duration where the passing of a certain amount of time is important. Elapsed duration is based on 24 hours. For example, waiting for paint to dry is best measured as elapsed time, rather than the other type of duration, which is based on the hours in a working day. The following abbreviations can be used for durations. Unit Abbreviation Unit Abbreviation Minutes m Elapsed Minutes em Hours h Elapsed Hours eh Days d Elapsed Days ed Weeks w Elapsed Weeks ew Months mo Elapsed Months emo If you are scheduling down to the hour it helps to actually display hours in the start and end time of project tasks. The way dates and time are displayed can be changed in the Options dialog box. The Options dialog box is accessed from the Backstage (by clicking on the File tab) and clicking on Options. The date and time display settings are controlled using the Date Format option under Project View on the General tab of the Options dialog box. Watsonia Publishing Page 53 Chapter 4 - Creating Tasks

62 Same File ENTERING TASK DURATIONS Once tasks have been entered (or as they are being entered) you can enter the appropriate duration details for each task. Durations can also be entered with a? suffix. This indicates that the duration is a rough estimate. You can later change the duration to confirm the estimate. Continue using the previous file with this exercise, or open the file Tasks_3.mpp... Click in the Duration cell to the right of Create architectural plans, type 3w, then press Here we are setting the duration of this task to 3 weeks Type 1mo in Duration for Submit plans for approval, and 8d for Order materials Notice that the summary task has a duration derived from the task with the longest duration in this case 20 days (i.e. 1 month) Enter the remaining durations as shown Note: Do not enter the durations for the summary tasks as these are automatically calculated 2 Site Works Erect fencing Erect site buildings Clear and level site Prepare drainage infrastructure Prepare cabling infrastructure Building Construction Pour foundations Erect steelwork Erect wall Install roofing superstructure Install roof retracting mechanism Erect seating tiers 3 15 days 3 days 4 days 3 wks 1 wk 1 wk 60 days 4 days 3 mons 2 mons 2 wks 1 wk 3 wks Fit Out Fit all windows and doors Install electrical cabling Install electrical fittings and fixtures Install all plumbing Install plumbing fixtures and fittings Lay astro turf Erect handrails and fencing Paint rooms, fixtures, fittings, etc Install PA system Install video imaging equipment Fit out control room Commissioning Test roof mechanism Test PA system Test video imaging equipment Test control room equipment Obtain official occupancy certificates Obtain safety certification Official opening 20 days 2 wks 1 wk 2 wks 2 wks 1 wk 1 wk 2 wks 1 mon 2 days 3 days 1 wk 5 days 1 wk 2 days 2 days 1 wk 1 day 2 days 1 day To enter task durations: 1. Click in the duration cell of the task 2. Enter a duration value as a number together with the appropriate abbreviation (e.g. 4d for 4 days) 3. Press The durations of summary tasks (the ones in bold) are automatically calculated as you enter the durations for the subordinate tasks. Watsonia Publishing Page 54 Chapter 4 - Creating Tasks

63 Same File CHECKING PROGRESS Working with Project involves some repetitive actions. For example, you ll constantly be adding or modifying tasks and resource data where even the most trivial update can cause havoc with a project s schedule. It is therefore imperative that you check project progress and status on a regular basis. Our project now has durations let s see what has happened. Continue using the previous file with this exercise, or open the file Tasks_4.mpp... Click on the Project tab, then click on Project Information in the Properties group Click on [OK] to close the dialog box Let s have a look at the scheduling table to see what is happening Click on the View tab, then click on Other Views in the Task Views group and select Task Sheet On the View tab, click on Tables in the Data group and select Schedule On the View tab, click on the top half of Gantt Chart in the Task Views group to return to this view 1 Notice that our project is now scheduled to finish in July. There are still no relationships (or dependencies) between the tasks in the project. The finish date is therefore calculated from the task that has the greatest duration. 4 We still haven t definitely scheduled the tasks. However, given that the project should finish in late July, Project has attempted to calculate slack time for each task. To check the progress of a project: 1. Click on the View tab, then click on Other Views in the Task Views group and select Task Sheet 2. On the View tab, click on Tables in the Data group and select Schedule Slack time is that period in a task between the earliest date in which a task can start and the latest date in which the task can start. The period is slack, meaning that the task can begin anywhere between the earliest and latest start dates. Watsonia Publishing Page 55 Chapter 4 - Creating Tasks

64 Same File ENTERING MILESTONES Milestones are significant events that occur in your project. A milestone is entered like a normal task except that it is assigned a duration of zero. Milestones can be entered when you first create your project, or, as in our case, after you have entered your tasks. Milestones are handy to use as reference points in your project to identify key targets or goals that have been achieved. 1 no Continue using the previous file with this exercise, or open the file Tasks_4.mpp... Click on the Site Works summary task to select it Click on the Task tab, then click on Milestone in the Insert group to create a milestone in the project at the end of the Planning phase Type Planning Completed, then press Repeat the above steps and add milestones at the end of each of the project s remaining phases as shown Press +, then save the project Milestone Site Works Completed Building Construction Completed Fit Out Completed Commissioning Completed At End Of Site Works Building Construction Fit Out Commissioning To create a milestone in a project: 1. Click in the location for the milestone 2. Click on the Task tab, then click on Milestone in the Insert group 3. Type a name for the milestone, then press Milestones have zero duration because they are designed to highlight a particular point in the project. You can convert any existing duration into a milestone by changing its duration to zero. Watsonia Publishing Page 56 Chapter 4 - Creating Tasks

65 Open File ASSIGNING A CALENDAR TO A TASK By default, tasks are scheduled based on the project calendar. However, tasks can have their own calendars, if necessary, such as for those tasks that must be completed during non-working hours. To define unique or specific exceptions for working time and non-working time for an individual task, you can create a specific task calendar and then assign it to the task. Before starting this exercise you MUST open the file Tasks_5.mpp Click on the Install PA system task under Fit Out to select it This task must be completed on a weekend so we will assign the PA Installation task calendar that you created in the previous chapter as it has the appropriate working hours for the task Click on the Task tab, then click on Information in the Properties group to display the Task Information dialog box Click on the Advanced tab, then click on the Calendar drop arrow to display the project s calendars Select PA Installation, then click on [OK] to apply it An icon will be added to the Information column for the task Point to the icon to read the tip 3 Here you can see Project s three base calendars (24 Hours, Night Shift and Standard), our resource calendar (GBWU Award) and the task calendar (PA Installation). 5 To assign a calendar to a task: 1. Click on the task 2. On the Task tab, click on Information in the Properties group, then click on the Advanced tab 3. Select the desired calendar in Calendar When Project schedules a task which has had a task calendar applied, the working times in the task calendar override those in the project calendar. If resources are assigned, the task is scheduled based on the intersection of the working times of the task and resource calendar. Watsonia Publishing Page 57 Chapter 4 - Creating Tasks

66 NOTES: Watsonia Publishing Page 58 Chapter 4 - Creating Tasks

67 CHAPTER 5 SCHEDULING INFOCUS Tasks in a project are usually dependent on one another and happen in a specific order. Quite often, one task cannot begin until a previous task has been completed. In order for tasks to happen at the right time, you need to link dependent tasks and specify the type of dependency they have. This can be done by developing task relationships between predecessor tasks and successor tasks. Once you establish task relationships, your project plan will begin to look like a real schedule. Possible start dates and finish dates for individual tasks and phases will become available. In this session you will: gain an understanding of task dependencies learn how to automatically create Finish-to-Start dependencies learn how to create task relationships in Task Entry view learn how to create task dependencies using the Task Information dialog box learn how to create task dependencies in a sheet view learn how to manipulate the schedule using task dependencies learn how to switch the tasks to auto schedule mode gain an understanding of the Critical Path Method and project slack learn how to view the critical path learn how to examine the slack time available to noncritical tasks gain an understanding of lag time learn how to enter lag time gain an understanding of lead time learn how to enter lead time learn how to inactivate a task. Watsonia Publishing Page 59 Chapter 5 - Scheduling

68 UNDERSTANDING TASK DEPENDENCIES When you first enter tasks into a project they are not linked in any way. This is evident from the fact that they all start on the same day, and in the Gantt Chart, appear along the start date line. In the real world, tasks are inter-dependent, and most tasks in your project will relate to one another in some way. Project offers four different types of task dependencies. 1 Finish-to-Start relationships are those where a task cannot start until its predecessor has been finished. In reality, this is probably the most common, especially where resources are scarce. A typical example would be when constructing a house: you dig the trenches for the foundations, then pour concrete, then build the foundations all after one another. 2 Start-to-Start relationships are those where both tasks commence at the same time. For example, you might arrange the tiling of the kitchen at the same time as carpeting the lounge. 3 Finish-to-Finish relationships are those where both tasks finish at the same time. For example, you might want to install bathroom cabinets and have the task finish at the same time that you have organised to purchase the bathroom fittings. 4 Start-to-Finish relationships are those where the completion of one task is dependent on the start of another. Generally, this is used when you are scheduling a task to finish just in time to start a more important task. This is a little harder to comprehend, but a typical example would be dismantling a superseded piece of equipment in a factory. You do not want to start dismantling until the new equipment is fully operational. This type of relationship is often used when scheduling a task to finish just in time to start a more important task that it supports. Watsonia Publishing Page 60 Chapter 5 - Scheduling

69 Open File CREATING DEPENDENCIES AUTOMATICALLY The most common form of task dependency is a Finish-to-Start type where one task starts after its predecessor finishes. This type of dependency is also the easiest to create as Project actually has a command that automatically creates this relationship between tasks in the project that have been selected. Before starting this exercise you MUST open the file Scheduling_1.mpp Click on Create architectural plans, then hold down and click on Order materials to select the first three tasks Click on the Task tab, then click on Link the Selected Tasks (the chain icon) in the Schedule group to link the selected tasks Since the tasks are linked, Project has entered start and finish dates for the tasks and modified the timelines Click on Order materials, hold down and click on Planning Completed to select both tasks On the Task tab, click on Link the Selected Tasks in the Schedule group to link the selected tasks To automatically create a dependency: 1. Select the tasks you want to link 2. Click on the Task tab, then click on Link the Selected Tasks in the Schedule group The duration of summary tasks will change when you link tasks as Finish-to-Start. Summary tasks are automatically scheduled and their duration depends upon the total duration of their dependencies. Watsonia Publishing Page 61 Chapter 5 - Scheduling

70 Same File CREATING DEPENDENCIES IN TASK ENTRY Dependencies can be defined between tasks using a form view. Task Entry view is a good choice for entering dependencies as it is a split view which shows the Gantt Chart at the top and a task form at the bottom of the screen. You can see the relationships drawn graphically on the Gantt bars, and the details entered into a form. Forms are ideal for more complex dependencies. Continue using the previous file with this exercise, or open the file Scheduling_2.mpp... Click on the View tab, then click on Details in the Split View group so it appears ticked to see the task entry view Click on Planning Completed in the Task Name column of the Gantt Chart The details for this task appear in the task form Click below the current entry in the ID column in the Predecessor panel (right side) of the form Type 2 (which is the ID of Create architectural plans), then click on [OK] in the Task Form Repeat step 4 and add ID 3 to the predecessor list Repeat step 1 to deselect Details and return to a single view To create dependencies in a task form: 1. Click on the View tab, then click on Details in the Split View group 2. Click on the desired task 3. Enter the appropriate dependencies in the Predecessor column on the form Milestone tasks logically can only be completed when the tasks before it have been completed. Therefore, it is a good idea to enter all of a milestone s predecessors and the appropriate dependency type usually a Finish-to-Start (FS) for each. Watsonia Publishing Page 62 Chapter 5 - Scheduling

71 Same File CREATING DEPENDENCIES IN TASK INFORMATION The Task Information dialog box contains all of the information pertaining to a task in a project. It is made up of a number of tabs, one of which is the Predecessors tab which shows you the dependencies that exist for the task. This area of the dialog box also allows you to enter dependency information. Continue using the previous file with this exercise, or open the file Scheduling_3.mpp... Double-click on Erect fencing in the Task Name column to display the Task Information dialog box Click on the Predecessors tab Click in the ID column, type 5, then press to see the details Click on [OK] to record the entry and close the dialog box 1 3 To create dependencies using Task Information: 1. Double-click on the task 2. Click on the Predecessors tab, then enter the appropriate details When you type a number into the ID column in a Predecessors form, Project automatically assumes that you wish to create a Finish-to-Start dependency. You can change the type of dependency using the Type column in the form. Watsonia Publishing Page 63 Chapter 5 - Scheduling

72 Same File CREATING DEPENDENCIES IN A SHEET VIEW Creating dependencies in forms and dialog boxes is handy for complex dependency types. However, it can be tedious if you have lots of dependencies you wish to enter such as at the time you are setting up your schedule. The best way to quickly enter dependencies is in a sheet view where you can easily see task ID numbers and have access to the Predecessors column. Continue using the previous file with this exercise, or open the file Scheduling_4.mpp... Click on the View tab, then click on Other Views in the Task Views group and select Task Sheet On the View tab, click on Tables in the Data group and select Entry Click in the Predecessors cell for Erect site buildings, type 7, then press Repeat step 3 to enter the predecessor details for the remaining tasks as shown Press + to return to the first task 2 4 Site Works Erect fencing 5 Erect site buildings 7 Clear and level site 8 Prepare drainage infrastructure 9 Prepare cabling infrastructure 9 Site Works Completed 7,8,9,10,11 Building Construction Pour foundations 12 Erect steelwork 14 Erect wall 15 Install roofing superstructure 16 Install roof retracting mechanism 17 Erect seating tiers 18 Building Construction Completed 14,15,16,17,18,19 Fit Out Fit all windows and doors 20 Install electrical cabling 20 Install electrical fittings and fixtures 23 Install all plumbing 20 Install plumbing fittings and fixtures 25 Lay astro turf 20 Erect handrails and fencing 27 Paint rooms, fixtures, fittings, etc. 28 Install PA system 23 Install video imaging equipment 23 Fit out control room 29,30,31 Fit Out Completed 22,23,24,25,26,27,28,29,30,31,32 Commissioning Test roof mechanism 33 Test PA system 33 Test video imaging equipment 33 Test control room equipment 35,36,37 Obtain official occupancy certificates 38 Obtain safety certification 39 Official opening 40 Commissioning Completed 35,36,37,38,39,40,41 To create dependencies in a sheet view: 1. Display the Entry table in a Task Sheet view 2. Type relevant ID numbers in the Predecessors column in the table To create alternative relationships, you need to have a good grasp of the abbreviations that Project uses when defining relationships. The predecessor ID is followed by the dependency type e.g. Finish-to-Start (FS), Start-to-Start (SS), Finish-to-Finish (FF) and Start-to-Finish (SF). Watsonia Publishing Page 64 Chapter 5 - Scheduling

73 Same File MODIFYING A SCHEDULE USING DEPENDENCIES We've just been informed that the powers-that-be have decided to schedule the first football match at the stadium on Saturday May 9, As all of the relationships have been entered we can see what Project has calculated as a finish date. Now we can make whatever adjustments that may be necessary to bring the conclusion of the schedule back to an acceptable date. Continue using the previous file with this exercise, or open the file Scheduling_5.mpp... Click on the Project tab, then click on Project Information in the Properties group and notice that the project is currently scheduled to finish on Friday May 15, 2020 too late for the match on May 9 Click on [OK] to close the dialog box We should be able to finish the project earlier by modifying some of the dependencies. The seating tiers, for example, can be erected at the same time as the roof is installed Click on the Predecessors cell for Erect seating tiers under the Building Construction summary task Type 18SS, then press to make this task start at the same time the roof is installed We can also bring the timing of the handrail installation forward Click on the Predecessors cell for Erect handrails and fencing under the Fit Out summary task, type 20 and press To modify dependencies: 1. Click in the Predecessors cell of the relevant task 2. Adjust the value as appropriate by either typing a different task ID or changing the dependency type If tasks are manually scheduled, the overall project end date will not change. You can switch the project to auto-scheduling mode or use the Respect Links command on the Task tab to update the links between selected tasks. Watsonia Publishing Page 65 Chapter 5 - Scheduling

74 Same File AUTO SCHEDULING TASKS You can choose to have Project instantly recalculate a project s end date based on any changes and manipulations you make to the tasks by switching to auto scheduling, or maintain complete control over the task scheduling. Doing it all manually requires a high level of vigilance and organisation. In our case study we want Project to control the scheduling for us. 1 Continue using the previous file with this exercise, or open the file Scheduling_6.mpp... Point to the grey box where the task IDs meet the column headings, then click to select all of the tasks Click on the Task tab, then click on Auto Schedule in the Tasks group to auto schedule all of the selected tasks Click on any task to remove the selection highlighting Click on the Project tab, then click on Project Information in the Properties group Notice that the project is now scheduled to finish on Thursday April 30, 2020 Click on [OK] to close the dialog box Scroll to the bottom of the task list to view the start and end dates of the tasks 4 6 To auto schedule tasks: 1. Select the tasks to be auto scheduled 2. Click on the Task tab, then click on Auto Schedule in the Tasks group If you convert selected tasks to being auto scheduled, the overall project will still be in manual mode for new tasks. If you want to ensure that new tasks you add to the project are automatically scheduled too, you ll need to set the New Tasks button at the bottom left of the screen. Watsonia Publishing Page 66 Chapter 5 - Scheduling

75 CRITICAL PATH AND PROJECT SLACK Once all of the project tasks together with their durations and dependencies have been entered into a project it is possible to view the critical path. The critical path controls a project s finishing date because it represents the longest sequence of tasks in a project. Finding the critical path is essential for controlling the overall scheduling of a project. Critical Path Method The critical path is the series of tasks that will affect the project s end date if they are changed. For example, if you shorten the duration of one of these critical tasks on the path the project will finish earlier. Conversely if you lengthen the duration of a task, or if it is delayed in some way, then the finish date for the project will be later. The Critical Path Method (CPM) is a well-documented and common algorithm that calculates the critical path in a project. The critical path method is used to calculate the earliest and the latest that each task can start and finish without blowing out the project s end date. If a task s earliest and latest start dates and earliest and latest finish dates are the same, the task is said to be on the critical path because it has no free time available to it. Any change to the start or finish dates of these critical tasks will directly impact on the project s finish date. Slack Time The Critical Path Method (CPM) also identifies non-critical tasks. Non-critical tasks have slack time (sometimes known as float) meaning that there is some variation between the task s earliest and latest start dates and earliest and latest finish dates. In Project, a non-critical task can have two types of slack free slack and total slack. Slack can act like a buffer, allowing the task to slip a certain amount of time before it becomes critical, and causes a delay in the schedule. Free slack is the amount of slippage time before one task delays another, while total slack is the amount of time a task can slip before affecting the project completion date. The scheduled start and finish dates represent the dates that Project calculates during its forward pass through your tasks and the critical path, using the durations and dependencies that you supplied. Once the finish date of the path is established it is then used as the point at which Project commences its backward pass through the tasks to calculate slack. A Moving Target A critical path is not normally a static item it changes as you make adjustments to tasks and scheduling in your project. Furthermore, a task becomes non-critical once it has been completed as it obviously no longer can affect the outcome of the project. Watsonia Publishing Page 67 Chapter 5 - Scheduling

76 Same File VIEWING THE CRITICAL PATH The Gantt Chart view in Project can be used to display those tasks that are deemed to be on the critical path. The critical path is always there on the Gantt Chart but you must actually choose an appropriate formatting option for the critical path (and also the slack time) to be seen. Continue using the previous file with this exercise, or open the file Scheduling_7.mpp... Click on the Task tab, then click on Gantt Chart in the View group Press +, then + if necessary to move to the first to move to the top task 3 The task bar here now appears red Click on the Gantt Chart Tools: Format tab, then click on Critical Tasks in the Bar Styles group so it appears ticked All tasks on the critical path will now appear with red bars Click on Zoom Out (the minus icon) on the Zoom Slider in the status bar until you can see most of the bars on the screen Notice that many of the Fit Out bars are blue indicating that they are non-critical On the Gantt Chart Tools: Format tab, click on Slack in Bar Styles so it appears ticked to see slack lines in non-critical tasks 5 The slack lines are the darker blue lines below the normal task lines Click on the Zoom In on the Zoom Slider until you can see the days of the week Press + to return to the start bar of the project To view the critical path: 1. Click on the Gantt Chart Tools: Format tab 2. Click on Critical Tasks in Bar Styles so it appears ticked There are many options on the Gantt Chart Tools: Format tab for making certain aspects of your project stand out. However, Project traditionally displays critical tasks in red and non-critical tasks in blue. Watsonia Publishing Page 68 Chapter 5 - Scheduling

77 Same File EXAMINING TASK SLACK Viewing critical and non-critical tasks in the Gantt Chart is quite useful. However, using the Gantt Chart to determine the amount of slack in a non-critical task can be a bit tricky to do it just isn t accurate enough. If you really want to find out how much slack time a task has, it is best done by viewing the Schedule table on a task sheet view. Continue using the previous file with this exercise, or open the file Scheduling_8.mpp... Use + to move up to the first task Click on the View tab, then click on Other Views in the Task Views group and select Task Sheet On the View tab, click on Tables in the Data group and select Schedule to display the Schedule table There s not a lot of slack time at the top of the tasks because these are mostly on the critical path Scroll down until the Fit Out tasks are at the top of the screen To examine task slack: 1. Click on the View tab, then click on Other Views in the Task Views group and select Task Sheet 2. On the View tab, click on Tables in the Data group and select Schedule It s important to keep an eye on slack time as it can greatly help you reschedule tasks without impinging on the overall project s finish date. Watsonia Publishing Page 69 Chapter 5 - Scheduling

78 UNDERSTANDING LAG TIME Once you have established dependencies between tasks you may find it necessary to further delay the start of one of the tasks. Project provides four different types of task dependency offering you plenty of scoping. Any one of those dependency types can be further delayed using a lag time calculation. Lag Time Task relationships are often more complex than the four relationship types that we have seen thus far. Consider the situation of a house to be built on a concrete slab. The erection of walls cannot commence until the concrete has properly cured. The two tasks, pouring the slab and erecting the walls, constitute a definite finish-to-start relationship. However, the laying of the slab must be finished some five days before the frame can be erected so that the concrete can sufficiently cure. It would not be wise to factor this into the project, as time taken for the curing would also include any resource allocation such as cost of concrete workers. These workers are most likely working on another job while the slab for the house is curing. Project therefore allows you to delay the start of a task, even though there may be a finish-to-start relationship. This delay between the two tasks is called lag time. Lag times are represented numerically, either as a direct duration value or as a percentage. For example, waiting for the concrete to cure may take five days. This would be written as 5d in the lag field of the Erect walls task (because this is the task that lags behind its predecessor) and would appear in the Gantt Chart as shown below. There is only one problem with the scenario above. While we have entered a lag of 5d, Project has determined these as five work days. If you add all of the days, you'll notice that there is a lag of five work days and two weekend days. The concrete can cure over the weekend as it requires no resources to do so. In the scenario above we need to enter elapsed days. This would be written as 5ed rather than 5d. With this adjustment the lag will look as shown below. You can also enter lag as a percentage. The percentage is calculated as a percentage of the predecessor task. In the example below, a lag of 80% has been entered in the lag field of the Erect walls field the lag is calculated as 80% of the Pour Concrete duration. Watsonia Publishing Page 70 Chapter 5 - Scheduling

79 Same File ENTERING LAG TIME Lag time is the delay from the end of the predecessor to the beginning of the successor task. Lag time can be entered as a positive value, or as a percentage of the predecessor s duration. It can be entered in the Lag field in the Task Information dialog box. In our project, under construction guidelines we must wait 100 hours after pouring foundations before erecting anything. Continue using the previous file with this exercise, or open the file Scheduling_9.mpp... Click on the View tab, click on the top half of Gantt Chart in the Task Views group, then press + to return to the top task Scroll down until the Building Construction tasks appear at the top of the screen Click and drag the vertical bar between the sheet and the chart to the right until you can see the start and finish date columns Click on Pour foundations, click on the Task tab, then click on Scroll to Task in the Editing group until you can see the timeline for the task Double-click on Erect steelwork to display the Task Information dialog box, then click on the Predecessors tab Click on 0d in Lag, then type 100eh and press Click on [OK] to see the lag in the timeline To enter lag time for a task: 1. Double-click on the successor task, then display the Task Information dialog box and click on the Predecessors tab 2. Type the desired amount of lag into the Lag field in the dialog box You can enter lag time in a Task Form view. This form can be seen using the split screen view, or by accessing a Task Form using the Other Views command on the View tab. Watsonia Publishing Page 71 Chapter 5 - Scheduling

80 UNDERSTANDING LEAD TIME There may be times in your project when a predecessor doesn t have to be finished for the successor to start. In Project you can make tasks overlap. This overlap is known as lead time. Lead time is an overlap between tasks that have a dependency. You enter a lead time as a negative value in the Lag field for a task. Lead Time Lead time is the opposite of lag time. Whereas lag time delays the start of a successor task, lead time accelerates it. Lead is normally used where a task may be starting earlier than the task before it concludes. For example, consider the building of a house as a project. Normally, you would expect that the task of painting couldn t begin until the plasterwork has been finished. Therefore, you would set a finish-to-start relationship between the painting and the plastering tasks, as shown in the example below. However, in a larger house, the painters may be able to move in and paint one room while the plasterers are still working on another. Therefore, the painters may be able to start the painting task when the plasterers have completed 80% of their task (rather than when the plasterers have finished). In other words, the painters can start the painting task when the plasterers only have 20% of their work left to do. This is still classified as a finish-to-start relationship. However, there is a slight overlap between the two tasks. The time between when the second task begins and the first task ends is known as lead time. Lead time can be entered into a sheet or a form. It can be entered as a duration or as a percentage. Lead times, because of their overlapping nature, are preceded with a minus sign. For example, to represent the fact that painters can start work with a lead time of one day you can enter 1d. If this represents 20% of the task's total duration you can enter it as -20%. Watsonia Publishing Page 72 Chapter 5 - Scheduling

81 Same File ENTERING LEAD TIME Lead time is an overlap between tasks that have a dependency. By assigning lead time to a relationship, the successor gets a head start. Lead time can be entered as a negative number or a negative percentage. Lead time reduces elapsed time in the schedule and, when applied to critical tasks, can shorten the overall time of the project. 3 Continue using the previous file with this exercise, or open the file Scheduling_10.mpp... Click on Erect wall under the Building Construction summary task, then on the Task tab click on Scroll to Task in the Editing group In our case study we can actually start erecting walls when 90% of the steelwork is done Double-click on Erect wall to display the Task Information dialog box, then ensure the Predecessors tab is selected Click on 0d in Lag, then type -10% and press Click on [OK] Repeat the above steps to apply a lead time of -2d to the Paint rooms, fixtures, fittings, etc. task Click on the Project tab, then click on Project Information in the Properties group The project is now scheduled to finish on Wednesday 22/4/20 Click on [OK] to close the dialog box 4 5 Notice that the Erect wall task has now come forward 6 days. The calculation represents 10% of the duration for Erect steelwork, which is 3 months. The calculation is derived by finding the total hours for erecting steelwork (20 days per month x 3 months x 7.5 hours per day = 450 hours). 10% of the total hours divided by the hours per day determines the amount of lead time (10% x 450 hours = 45/7.5 = 6 days). You can also specify a precise amount for lead. To enter lead time for a task: 1. Double-click on the successor task, then click on the Predecessors tab of the Task Information dialog box 2. Type the desired amount of lead as a negative value into the Lag field You can enter lead time directly into the Task Sheet. Click in Predecessors for the successor task. You can enter the lead time at the end of the task ID for the allocated relationship. For example, Task 3 has a FS relationship with Task 2. To indicate a 2-day lead, the entry would appear as 2FS -2d. Watsonia Publishing Page 73 Chapter 5 - Scheduling

82 Same File INACTIVATING A TASK If you have an unnecessary task in your project you can mark it as inactive. Project retains an inactive task but strikes it out in the task sheet and Gantt chart. If any automatically scheduled tasks were dependent on the inactive task, Project ignores the inactive task when calculating the schedules and resource availability for other tasks within the project plan. Continue using the previous file with this exercise, or open the file Scheduling_11.mpp... Scroll to and click on Site Works, click on the Task tab, then click on Scroll To Task in the Editing group Let s inactivate the Erect fencing task Click on the Erect fencing task, then on the Task tab click on Inactivate in the Schedule group The task is now grey with a strikethrough and its task bar is hollow indicating that the task is inactive. Notice that the start dates for the following tasks have moved forward for example, the Erect site building task is now due to start when the Erect fencing task had been due to start. Let s reactivate the task Ensure that the inactive Erect fencing task is selected, then click on Inactivate in the Schedule group The task will revert to its original formatting showing that it is active again Leaving an inactive task in the schedule provides an opportunity to track and document what has happened. For example, you can add a note explaining why the task was removed, such as not having a budget that s sufficient for completing the task. To mark a task as inactive: 1. Click on the task 2. Click on the Task tab, then click on Inactivate in the Schedule group Note that the Inactivate feature is available in Project Professional only. If you know for certain that a specific task will never be used during the project, you can delete it. To do this, click on its task ID and press. If you change your mind, click on Undo immediately. Watsonia Publishing Page 74 Chapter 5 - Scheduling

83 CHAPTER 6 RESOURCING A PROJECT INFOCUS Resources are the people, equipment, facilities, costs and materials required to complete the tasks of your project. Project requires you to create a resource sheet which lists the resources required to perform the tasks of your project. You can enter resources on an individual name basis (e.g. John Smith) or as a consolidated group (e.g. carpenters). The method you use depends entirely upon the nature of your business and the scope of your project. These resources form what is referred to as a resource pool. In this session you will: gain an understanding of resources in Project learn how to enter Work resources into a project learn how to create material resources learn how to enter cost resources into a project learn how to assign calendars to resources gain an understanding of resource availability learn how to change resource availability learn how to change the display of resource units. Watsonia Publishing Page 75 Chapter 6 - Resourcing a Project

84 UNDERSTANDING RESOURCES Resources are the second main part of a project. While tasks identify the individual components and steps of a project, it is the resources that actually get the job done. In Project, resources can be anything required to perform tasks people, equipment, facilities, materials, and even costs. These are categorised into three main resource types: work, materials and costs. Resource Types To facilitate working with and tracking resources, Project requires you to categorise your resources into one of three types. Work Material Cost Work resources are those that are associated with time. People are work resources as they are tracked by the amount of time that they spend on a task. Similarly, equipment used in a project is also considered a work resource as it is tracked by time. Tracking by time allows availability to be ascertained and over-allocation of resources to be identified. It also allows costing to be tracked. Material resources are assigned by quantity as opposed to time. For example, you may need 100 tonnes of gravel for a driveway, 20 litres of paint for the walls, or 200 metres of carpet. Cost resources are ones that are purely based on costs without any time or quantity variables. Costs can be things such as travel costs to attend a meeting, costs associated with building permits, or end of project celebration costs. Units While Material types are measured by quantity (e.g. metre, litre, tonne, and so on) and Cost types are measured by a numeric value, Work types are a little trickier. It would be fair to assume that a numeric quantity value could be applied to a Work resource; for example, one mechanic, or two bulldozers. However, problems emerge when the Work resource is not fully available to your particular task or project. For example, what do you do with a Supervisor who might be spending half of the time on your project, and the other half on your colleague s project? The answer lies in nominating the units of a Work resource as a percentage rather than an integer value. In Project, when you set up a resource pool the default unit of measure for a Work resource is 100%. This means that you have one of these work resources available full-time to your project. If you have three carpenters, they would be entered as 300%. A half-time Supervisor would be entered as 50%. Naming Resources The most common type of resource used in projects is usually the Work type. These are the people and equipment used to complete the necessary tasks. Before resources can be assigned to the tasks in your project, you will need to create a resource pool this identifies the resources that will be available to undertake the tasks. When creating a resource pool you will need to decide how you want to name your resources. For example, will you be naming people using their names or their job titles? Do you use a generic name for your equipment (e.g. Dozer) or do you specifically identify a piece of equipment by its registration or serial number? The answer depends on the size, purpose, and nature of your project. Larger projects as a rule are probably best set up with either job titles or occupations (e.g. Mechanic, Welder, etc.). In our case study project we will be using occupational titles. Watsonia Publishing Page 76 Chapter 6 - Resourcing a Project

85 Open File ENTERING WORK RESOURCES By far the most common type of resource you ll be entering into a project will be Work resources. The Work type is used for labour and equipment. When you enter a Work resource you can provide information such as a name, the maximum units available to the project, and other optional information such as a group which can later be used for filtering resources. Before starting this exercise you MUST open the file Resources_1.mpp... Click on the View tab, then click on Resource Sheet in the Resource Views group to display the Resource Sheet view Click in the first Resource Name cell, type Architect, then press to move to the Type column 2 5 Notice that a number of default items have been entered for you in the row Click in the Initials cell, type Arc, then press move to Group Type Consultant in Group, then press move to Max to Ensure that Max shows 100%, press, then press to move to the first cell of the next line Repeat the above steps and enter the other resources as shown to 6 Name Initials Groups Max. Units Architect Arc Consultant 100% Draftsperson Dft Staff 200% Building Clerk BC Staff 100% Supervisor Sup Staff 100% Rigger Rig Wages 600% Boilermaker BM Wages 600% Welder Weld Wages 500% Carpenter Car Wages 800% Painter Ptr Wages 500% Labourer Lab Wages 1,000% Driver Drv Wages 300% No Barrier Fencing NBF Contractor 100% Rock Solid Concrete RSC Contractor 100% Listen Ear Audio LEA Contractor 100% In Focus Video IFV Contractor 100% Pure Grass Turf PGT Contractor 100% Building Inspector BI Government 100% High Jib Crane HJC Equipment 100% Grader Grd Equipment 200% Air Compressor AC Equipment 100% Utility Ute Equipment 200% To enter work resources into a project: 1. Click on the View tab, then click on Resource Sheet in the Resource Views group 2. Click in the first free Resource Name cell 3. Type a Name, Initials, Group and Max. Units for the resource, then press Normally when you enter work resources, you enter cost details as well. Watsonia Publishing Page 77 Chapter 6 - Resourcing a Project

86 Same File ENTERING MATERIAL RESOURCES Material resources in Project are resources that are consumed during the project. They could include: building supplies, paint, grass, aggregate used in road construction, cloth and so on. When a material resource is added to the pool you will need to change the Type field to Material, as opposed to Work, which is the default. Continue using the previous file with this exercise, or open the file Resources_2.mpp... Ensure that the Resource Sheet appears, scroll down and click in the first empty Resource Name cell Type Astro Turf, then press to move to Type Type M (for Material), then press to move to the Material column The Material column (not to be confused with the Type column) is used to indicate a unit of measure Type Square Metre, then press to move to Initials Type Grass, then press to move to Group Type Material, then press Repeat the above steps to add the material resources for Paint as shown To enter material resources into a project: 1. In a Resource Sheet view, click in the first free Resource Name cell 2. Type a Name and set the type to Material 3. Type Initials, Group and Material for the resource, then press Two fields in the Resource Sheet are not applicable to a Material resource. The Max field is used to indicate variable availability, and therefore does not apply to material resources. The other field is Base Calendar which is used only with work resources to indicate their availability. Watsonia Publishing Page 78 Chapter 6 - Resourcing a Project

87 Same File ENTERING COST RESOURCES The Cost resource type is used for ancillary costs in a project that are not linked to either time or to materials. In our case study, project building permits are required to be obtained so that the building phase can commence. In addition, the project manager is going to throw a celebratory party for the workers at the end of the project. These are both Cost type resources. Continue using the previous file with this exercise, or open the file Resources_3.mpp... Ensure that the Resource Sheet is displayed, then scroll down and click in the first empty Resource Name cell Type Building Permit, then press to move to Type Type C (for Cost), then press twice to move to the Initials column Type BPerm, then press tab to move to Group Type Cost, then press Repeat the above steps and add another cost resource for End of Project Party as shown To enter cost resources into a project: 1. In a Resource Sheet view, click in the first free Resource Name cell 2. Type a Name, then set the type to Cost 3. Type Initials and the Group for the resource, then press Even though ancillary costs are a Cost resource, no costs are ever entered into a Resource Sheet for these resources. The costs are entered when the resource is assigned to a task. Watsonia Publishing Page 79 Chapter 6 - Resourcing a Project

88 Same File ASSIGNING CALENDARS TO RESOURCES Project needs to know how much time your resources can work on a project. The daily commitment of your resources is controlled through the resource calendar. Ideally, your resources work the same hours as those defined in the standard calendar. However, part timers and casuals can make things difficult because they tend not to work standard hours. Continue using the previous file with this exercise, or open the file Resources_4.mpp... Ensure that the Resource Sheet is displayed, then press + to move to the top of the list We need to assign the special GBWU calendar to our contractors, since they work only a four day week Click on Standard in the Base Calendar for No Barrier Fencing, then click on the drop arrow that has appeared to see the available calendars Select GBWU Award, then press to record the change Press + to return to the first resource 2 3 To assign a calendar to a resource: 1. In a Resource Sheet view, click on the calendar in Base Calendar to see a list of calendars 2. Select the desired calendar from the drop list Unless you specifically assign a calendar to your resources, Project will use the standard calendar of the current project. Watsonia Publishing Page 80 Chapter 6 - Resourcing a Project

89 UNDERSTANDING RESOURCE AVAILABILITY As well as manipulating a resource s calendar, Project allows you to enter availability dates for a resource. This is useful to block out dates when the resource will not be available or where availability may change during the project. For example, you may have a resource that is available full time for the first week, but then available for only half of the time in the following week. Adjusting Resource Information The resource availability information can be entered on the General tab in the Resource Information dialog box (you will learn how to open this dialog box on the next page). In this example, the architect is available on a full-time basis (100%) until June 23 (inclusive). The architect will then be unavailable until July 7. However, on July 8 the architect is available on a full time basis again. In this example, a third line has been added. The architect is still available on a full-time basis (100%) until June 23 (inclusive). The architect will then still be unavailable until July 7. On July 8, until July 14, the architect will still be available on a full time basis again. From July 15, however, the architect will be available on a half-time basis (50%) only. In the Resource Information dialog box, on the General tab, NA appears in the Available From column. In this context, NA means not applicable. You should leave NA in the field to indicate that the architect is available from the Start Date or until the Finish Date of the project. Watsonia Publishing Page 81 Chapter 6 - Resourcing a Project

90 Same File ADJUSTING RESOURCE AVAILABILITY Each resource in your resource pool has a calendar assigned to it. If you don t do anything then the Standard calendar in your project will be automatically applied to a resource. However, once a calendar has been applied it can be modified either for all resources that use it, or for just one particular resource. We need to change some availability times for our Architect. Continue using the previous file with this exercise, or open the file Resources_5.mpp... Double-click on Architect under Resource Name to display the Resource Information dialog box Ensure the General tab is selected Under Resource Availability, click on NA in Available To, type 23/6/19, then click in Available From on the next line Type 8/7/19 and press This indicates that the architect will not be available between 24/6/2019 and 7/7/2019 Click on the Notes tab, click in the large white box and type: The architect will be attending World Architects Day festivities in Sao Paulo between June 24 and July 7. Click on [OK] and click on another resource to deselect the Architect resource Notice that a note icon now appears beside the Architect resource To change availability for a resource: 1. Double-click on the resource 2. Change the Resource Availability dates in the General tab 3. Click on [OK] Double-clicking on a note icon to the left of a resource in a Resource Sheet view will display the note. You can also point to the note icon to see the note in a tooltip. Watsonia Publishing Page 82 Chapter 6 - Resourcing a Project

91 Same File CHANGING THE UNIT DISPLAY Early versions of Project displayed the Max units for resources as integers rather than percentages. While percentages make more sense from a resource allocation and availability perspective, you can change the display so that Max units appears as numbers if that suits the project you are working on. Continue using the previous file with this exercise, or open the file Resources_6.mpp... Click on the File tab, click on Options to display the Project Options dialog box, then click on the Schedule tab Click on the drop arrow for Show assignment units as a, then select Decimal Click on [OK] to see the Max column now appear with numbers rather than percentages We ll change them back again for the case study Click on the File tab, click on Options, then click on the Schedule tab Click on the drop arrow for Show assignment units as a, then select Percentage Click on [OK] 2 3 To change the display of resource units: 1. Click on the File tab, click on Options to display the Project Options dialog box, then click on its Schedule tab 2. Click on the drop arrow for Show assignment units as a, then select an option The units are used to calculate the work effort required for a task. While it may not seem like it now, it is much easier to see the logic of the work calculation when units are expressed as percentages. We recommend leaving the units as percentages. Watsonia Publishing Page 83 Chapter 6 - Resourcing a Project

92 NOTES: Watsonia Publishing Page 84 Chapter 6 - Resourcing a Project

93 CHAPTER 7 RESOURCING CONCEPTS INFOCUS Project s primary purpose is to act as a scheduling tool you enter the tasks and resources, and a schedule is created for you which outlines appropriate start and end dates not only for the entire project but also for each task. You can elect not to use this powerful aspect of Project by leaving your project and its tasks in manual scheduling mode. However, it can be very useful to see what happens when tasks are delayed, or when you assign more resources to a task, or when a contractor can t start on the day required. All of these require that some or all of the tasks be auto-scheduled so that Project can apply its internal calculation methodologies to derive relevant scheduling outcomes. Once you auto-schedule tasks, start and end dates move around as you manipulate your resource assignments. Understanding the underlying methodologies, how they work, and what outcomes they will generate is fundamental to working with Project effectively. In this session you will: gain an understanding of how resource assignment calculations are made gain an understanding of the varying task types and work effort learn how to perform simple resource assignments learn how to work with fixed unit tasks learn how to work with fixed duration tasks learn how to make multiple assignments of resources in a Task Form learn how to add additional resources to a task and handle the consequences learn how to add more of the same resource to a task and work with the consequences learn how to add more of the same resource where multiple resource types exist gain an understanding of effort driven scheduling learn how to work with tasks that are not driven by effort learn how to work with effort driven tasks gain an understanding of the resource key points. Watsonia Publishing Page 85 Chapter 7 - Resourcing Concepts

94 RESOURCE ASSIGNMENT CALCULATIONS When tasks are auto-scheduled, their start and end dates can be manipulated both by the task duration and the assignment of predecessors. Once resources are assigned to tasks, other variables come into play which can affect their scheduling. Key amongst those variables are the number of resources (known as units) and the amount of work required by those resources. The Scheduling Triangle Auto-scheduled tasks are controlled using three factors duration, the number of resources, and the amount of work required by those resources. Generally, you start a project with tasks and then assign durations to those tasks. For example, you may want to paint the inside of your house which you assume will take a week to do. Let s say for the sake of this example that a week is made up of five working days, each eight hours long. So the duration of the task is one week (i.e. 40 hours). The task form for this example would look as below (changing the view to incorporate a task form will be explained later in this chapter). A painter has been hired to do the work. As soon as you assign the painter to the task, your task form will appear as follows: Important assumptions have been made here by Project based on what was just entered. Notice how the work field shows 40h. This has been calculated from the number of units (100%) multiplied by the duration (1w = 40 hours). In this example the formula used by Project for determining the amount of work required by the painter is: Work = units x duration (40 = 100% x 40) So, we have updated Project with the information that the task will take 1 week (i.e. 40 hours) and that it will take the painter 100% of his time to do it. Project in turn has determined from this that there is 40 hours of work required by this resource to complete the task. Once initial values are entered, the calculations can begin. But what happens if we hire two painters and assign them both to the task? In this scenario Project can either: or halve the duration (20h of duration = 40h of work / 2 units of painters) increase the work value to 80h (80h of work = 2 units of painters x 1w duration) By default Project will change the duration first. Therefore, if we assigned another painter to the task above, the duration would halve from 1 wk to 0.5 wks (i.e. 40h to 20h). Watsonia Publishing Page 86 Chapter 7 - Resourcing Concepts

95 TASK TYPES AND WORK EFFORT With auto-scheduled tasks the scheduling will update when one of the three resource variables duration, work, or units are changed. Project affords you a greater degree of control over what will be allowed to change through the use of task types. You can lock a task into being either one that is fixed duration, fixed unit, or fixed work. Task Types While Project needs all three aspects of an assignment duration, work, and units to perform the appropriate calculation, it can fill in the missing pieces should you leave one blank. Generally, you ll know the duration of a task and the resources you wish to assign to it. With this information Project can calculate the work and enter it for you. However, once you are more confident in your skills with Project, or if you want to specify the work yourself, you can manipulate the calculation methodology to get it to do what you want. At any point in time one of three points of the assignment triangle is fixed, effectively allowing the other two to be manipulated. As a default the Units are fixed because Project s default calculation bias leans towards changing durations first, then work, and finally units. You can, however, override this bias by fixing one of the other points. The consequences of this are outlined in the table below. Task Type Usage Impact Fixed Units This is the default setting. It means that Units will not be altered. Change duration and the work will adjust Change work or units and the duration will adjust Fixed Duration Use this setting if the duration must remain constant. Change units or duration and the work will adjust Change work and the units will remain unchanged Fixed Work Used when work is to remain constant. For example, when a specific amount of work has been quoted and will be charged for irrespective of resources used or duration. Change units and the duration will adjust Change duration and units will remain unchanged Resource Work While simple, single resource examples are fine and relatively easy to understand, it becomes more complex when several resources are involved. For example, let s say that erecting the framework of a house takes six weeks. This translates to 240 hours given an eight hour working day (6 x 40 hours per week). The work required for the following resources is: Resource Units Assigned Work Resource Duration Work Formula Carpenters 500% 1200h 240h 5 * 240 Labourers 800% 1920h 240h 8 * 240 Driver 100% 240h 240h 1 * 240 Supervisor 25% 60h 240h.25 * 240 All resources above have been assigned to work for the duration of the task (240 hours). The supervisor works one quarter of each day (during the entire task), while the other categories work the full day. As you can see, work should not be confused with duration work is the total number of hours required by the resource units to complete the task in the duration. So while carpenters will be taking 240 hours to complete the task, because there are 5 (500%) carpenters there is actually 1,200 hours of carpenter work effort required to complete the task within 240 hours. The total work required by all of the resources is known as the effort. A task can be effort driven where the total amount of work controls the scheduling. Watsonia Publishing Page 87 Chapter 7 - Resourcing Concepts

96 Open File CREATING A SIMPLE ASSIGNMENT The best way to see how the calculation of work effort is performed is to create a relatively simple assignment in a project. We will step out of the case study for the remainder of this chapter and apply the concepts to a simple project. One of the best ways to assign resources and to see what is going on is to use a split view incorporating a Task Form. Before starting this exercise you MUST open the file Assignment Concepts_1.mpp Click on the View tab, then click on Details in the Split View group so it appears ticked to display a Task Form in the lower part of the screen Click on Task Form name in the Active Pane Indicator to make the Task Form active Click on the Task Form Tools: Format tab, then click on Work in the Details group to see the Work settings in the form Click on Paint Building A in the Gantt Chart Click on the Resource tab, then click on Assign Resources in the Assignments group to display the Assign Resources dialog box Click on Supervisor, then click on [Assign] to assign this resource Click on [Close] to close the Assign Resources dialog box The Assign Resources dialog box allows you to assign resources to the task that is selected. Its other advantage is that it lets you see the resources available to your project. In this example we have assigned the Supervisor to the task. The task has a duration of 1 week, which in this project file is equivalent to 37.5 hours. That is why the Work column shows 37.5h. To assign a single resource to a task: 1. Display the appropriate view and select the task 2. Click on the Resource tab, then click on Assign Resources in the Assignments group 3. Click on the resource and click on [Assign] A split screen is made up of an upper and lower pane. The bar at the left of each pane is used to select the pane you want to work with. Commands on the ribbon sometimes change according to the pane and the view that is currently selected. Watsonia Publishing Page 88 Chapter 7 - Resourcing Concepts

97 Same File WORKING WITH FIXED UNIT TASKS As a default, new tasks entered into Project are created with the Fixed Units type classification. This means that once entered, if you change the duration the work hours will automatically update, or if you change the work hours, the duration will automatically update. Continue using the previous file with this exercise, or open the file Assignment Concepts_2.mpp... Spend a few moments studying the duration, the units, and the work In the Task Form, select 1 wk in Duration, type 2w, then click on [OK] Here we ve changed the duration. Let s alter the work hours this time to see what happens to the duration... Click on 75h in Work in the Task Form Type 56.25h, then click on [OK] Click on 56.25h in Work, type 37.5h, then click on [OK] to reset the values 2 Because the Task type is Fixed Units, the Units of resource has remained at 100%. The work however has doubled because the duration has changed to 2 weeks (100% x 37.5h x 2). 4 Since the Units are fixed at 100% and we have changed the work to 56.25h the only variable that can change is the duration. The duration has changed to 1.5 weeks (1 supervisor x 56.25h) When a task is Fixed Unit: If you change the Duration, the Work will automatically update If you change the Work, the Duration will automatically update If a task is set with a Fixed Unit task type, you can still adjust the number of units. When you do this, Project will make changes to the duration by default. Watsonia Publishing Page 89 Chapter 7 - Resourcing Concepts

98 Same File WORKING WITH FIXED DURATION TASKS There are some tasks that need their durations fixed. Fixed Duration type tasks are normally ones where the duration won't or can't change because the events that shape the task are outside of your control. Since the duration is fixed, changes made to these tasks don t normally interrupt the schedule. However, they often create problems of insufficient resources for the task. Continue using the previous file with this exercise, or open the file Assignment Concepts_3.mpp... Click on the drop arrow for Task type in the Task Form, select Fixed Duration, then click on [OK] Click on 100% in Units, type 200%, then click on [OK] 1 At first glance it appears as though things have worked. Units have increased, as have the work hours. However, a resource problem indicator has appeared next to the task name suggesting that we have an allocation problem Point to the red icon in the Gantt Chart and read the information provided Right-click on the indicator and select Fix in Task Inspector to display the Task Inspector panel on the left side of the screen Click on [Reduce Work] to restore the work back to 37.5h and the units to 100% Click on Close in the top right corner of the Task Inspector panel to close it 4 There is only 1 supervisor in the whole project. The message here indicates that we ve assigned 2 supervisors (200%) which obviously can t be done. Three solutions are offered to us. We can: 1. Increase the duration since work is now 75h the duration will need to be increased to 2 weeks. 2. Reduce the work it can be no more than 37.5h. 3. Assign another resource. You can click on any of these options and Project will make the necessary adjustments. When a task is Fixed Duration: If you change the Units, the Work will automatically update If you change the Work, the Units will not change When the Task Inspector is instructed to repair an over allocation of resources problem by reducing the work, the units will revert back to the available number of units. Watsonia Publishing Page 90 Chapter 7 - Resourcing Concepts

99 Open File MAKING MULTIPLE ASSIGNMENTS Planning is one of the most important aspects of working with Project. Often tasks will require more than one resource assignment. Careful planning should reveal to you what resources are required before you set up your project. If you know the resources that will be required, it is best to enter them directly into the Task Form in one operation. Before starting this exercise you MUST open the file Assignment Concepts_4.mpp... Click on Paint Building A in the Gantt Chart There are currently no assignments here Click in Resource Name in the form, then click on the drop arrow and select Supervisor The assignment still has to be recorded. This is done later after we ve added all of the resources Click directly below the Supervisor in Resource Name, then click on the drop arrow and select Painter Click in Units next to Painter, then type 300% This represents 3 painters working for the entire duration Click on [OK] to record all of the assignments Notice that there are 37.5h for supervisors, and 112.5h for the painters in work Tip: In this example, the effort is 150h (i.e hours). To make multiple assignments: 1. Click on the Resource Name drop arrow in a blank row in the Task Form, then select the desired resource 2. Once all of the resources have been listed click on [OK] When making multiple assignments, Project will record the total effort for the task only once the [OK] button is clicked. The effort is simply the sum of all of the work. Watsonia Publishing Page 91 Chapter 7 - Resourcing Concepts

100 Same File ADDING ADDITIONAL RESOURCES There will be times when you need to make adjustments to the current resource assignments of a task. This can escape the original planning phase and occur for all manner of reasons. Depending upon the type of task you are working with, this may have interesting implications for your schedule. When implications become apparent Project will provide you with options. 3 Continue using the previous file with this exercise, or open the file Assignment Concepts_5.mpp... Click on Paint Building B in the Gantt Chart Click on the Resource tab, then click on Assign Resources in the Assignments group Click on Supervisor, then click on [Assign] Let s see what happens when another resource is assigned Click on Painter in the Assign Resources dialog box, then click on [Assign] An error indicator appears at the top left of the task indicating that there are a couple of ways of handling this Click on the diamond to display a list of options Ensure Increase the amount of work but keep the same duration is selected to resolve the problem Close the Assign Resources dialog box 4 5 We want the supervisor and painter both to work 37.5h each and the duration to remain at 1 week. To assign additional resources to a task: 1. Click on the Resource tab and click on Assign Resources in the Assignments group 2. Click on the desired resource and click on [Assign] look out for error indicators When you add a second resource to a task, Project won t know whether you wish to keep the total effort at the original number of hours assigned to the first resource, or whether both resources are to work for the same number of hours thereby doubling the original total effort. Watsonia Publishing Page 92 Chapter 7 - Resourcing Concepts

101 Open File ADDING MORE OF THE SAME RESOURCE If you add or remove resources using the Resource Assignment dialog box, Project will try and help you overcome potential problems or scheduling issues by displaying a yellow diamond. When you click on the diamond, an action button with suggestions and strategies will display. This doesn t occur when you add resources by typing directly into the Task Form. 3 Before starting this exercise you MUST open the file Assignment Concepts_6.mpp Click on Paint Building A notice that it has 1 painter assigned to it Click on the Resource tab, then click on Assign Resources in the Assignments group Click on 100% under Units in the dialog box, type 200%, then press Because this is a Fixed Units task, the total work has remained at 37.5h and the duration has halved. But there is also the yellow diamond in the task name Point to the error indicator, then click on it to see available options The default in this case is fine Click on Change the duration but keep the amount of work the same to confirm that the right choice has been made Close the Assign Resources dialog box 4 5 Tip: If you had selected Change the amount of work but keep the duration the same at step 5, Project would have increased Work to 75h and kept Duration at 1 wk. To increase resources: 1. Click on the Resource tab, then click on Assign Resources in the Assignments group 2. Increase the current percentage shown for the resource, then press If you select Change the amount of work but keep the duration the same from the yellow diamond list of options, Project will increase the Work accordingly but keep the Duration the same. Watsonia Publishing Page 93 Chapter 7 - Resourcing Concepts

102 Same File MORE RESOURCES IN MULTIPLE ASSIGNMENTS Adding more resources to a task should normally reduce the duration of the task; however, Project has issues when you add more of one type of a resource where other resources are also present. It doesn t know whether you are trying to shorten the duration, or simply add more resources because more work for a resource is required. Continue using the previous file with this exercise, or open the file Assignment Concepts_7.mpp... Click on Paint Building B notice that it has 1 painter and 1 supervisor Click on the Resource tab, then click on Assign Resources in the Assignments group Click on 100% for Painter in the dialog box, type 200%, then press Nothing appears to have happened. Even though the duration and the work remain the same, Project has stored the information that there are now 2 painters working a total of 37.5h in other words they are job sharing doing only 18.75h each on the task Click on the error indicator for Paint Building B to see the available options Select Change the amount of work but keep the duration the same Close the Assign Resources dialog box When adding resources in multiple assignments: 1. Click on the Resource tab, click on Assign Resources in the Assignments group, then add the desired resources 2. Click on the yellow diamond for the task and select the best option for your project When you add an additional resource to a task (such as a second painter), Project retains the original Duration and Work, and simply splits the Work for the resource type between the total number of that resource (such as the two painters working only half time). Watsonia Publishing Page 94 Chapter 7 - Resourcing Concepts

103 UNDERSTANDING EFFORT DRIVEN SCHEDULING It is safe to assume that if you add another carpenter to a task that already has a carpenter, then the duration of the task should reduce given that the same amount of work is now handled by two carpenters. However, should the duration change if you add a labourer to that task? If the answer is yes, then you will need to consider changing the task to effort driven. Work Driven Scheduling In Project, the terms work and effort apply to two very different things. Work is a measurement of the time that it takes resources to complete what is required of them in a task. Work is usually measured in hours, and the resource in a task that has the most work (hours) is the one that normally controls how long the task will take (the duration). In the example above we have a carpenter who requires 40h to complete the task and a supervisor who requires 40h. The duration is determined by the longest amount of work, which in this case is 40h, and it is calculated at 1 week (assuming a 40 hour week). We ve now added another carpenter and also a labourer. Adding the carpenter resulted in no change to the amount of work however, each carpenter job shares and works only 20 hours. The duration hasn t changed because the supervisor had the greatest amount of work after the second carpenter was added. When we subsequently added a labourer, Project assumed that the labourer would work the duration of the task (40 hours). Effort Driven Scheduling Using the same example above we get a very different result when we convert the task to Effort driven before making the changes. When we convert the original task to effort driven, Project totals all of the work to derive an effort value. In the original schedule effort will be 80 hours (40h + 40h). If we now add another carpenter and then a labourer the work values appear as shown: Here the 80 hours of effort remain constant. Since the carpenters are both job sharing they are counted as 1 resource, not 2. Therefore, there are 3 resources counted here (1 job-sharing carpenter, 1 supervisor, and 1 labourer). Dividing the total effort (80 hours) by 3 provides work hours for each resource (26.67h), and since this is now the longest work value it controls the duration. Here all resources share the effort. Since the effort is fixed, the more resources, irrespective of type, we throw at the task the shorter the task takes to complete. Watsonia Publishing Page 95 Chapter 7 - Resourcing Concepts

104 Open File WORKING WITH NON EFFORT DRIVEN TASKS By default, new tasks are created as non-effort driven. In other words, the duration calculations are determined by the individual resource workloads as opposed to the total work (or effort) of the task. This allows you to freely assign additional resource types without impacting too much on the workloads of the other resources. Before starting this exercise you MUST open the file Assignment Concepts_8.mpp Click on Build the front walls notice that a carpenter and a labourer have been assigned to the task for 6 weeks Click on the Resource tab, then click on Assign Resources in the Assignments group Click on Electricians, then click on [Assign] Here the total hours of work have been increased from 480h to 720h but the duration remains intact Click on the error indicator in Build the front walls to see a list of available options Click on Increase the amount of work but keep the same duration to accept the default changes Close the Assign Resources dialog box To work with a non-effort driven task: 1. Ensure that the Effort driven setting in the Task Form is not ticked 2. Enter assignments as required The total work (the sum of all of the work required by the resources) is the same as the task effort. When tasks are not driven by effort the amount of total work can freely increase. Watsonia Publishing Page 96 Chapter 7 - Resourcing Concepts

105 Same File WORKING WITH EFFORT DRIVEN TASKS If assigning additional resources to a task will affect the duration, then the task should be marked as effort driven. This is done by ticking the Effort driven setting in a Task Form. When you mark a task as Effort driven the total work times of the task are summed to create an effort value which is then used to control the overall duration as the resources are updated. Continue using the previous file with this exercise, or open the file Assignment Concepts_9.mpp... Click on Build the back walls notice that a carpenter and a labourer have been assigned for 6 weeks 2 This now sets up a total effort of 480 hours (240h + 240h) Click on Effort driven in the Task Form so it appears ticked, then click on [OK] Click back on Build the back walls, click on the Resource tab, click on Assign Resources in the Assignments group, click on Electricians, then click on [Assign] The duration will decrease to 4 weeks because the 480 hours of effort is now being done by 3 resources rather than 2 meaning that each resource only needs to work 160 hours 4 Click on the error indicator in Build the front walls to see a list of available options Click on Reduce duration but keep the same amount of work to accept the default changes Close the Assign Resources dialog box 5 To make a task effort driven: 1. Click on Effort driven in the Task Form so it appears ticked 2. Click on [OK] Effort driven is really only relevant for tasks that have more than one resource assignment. With only one assignment duration is automatically recalculated when work or units change. Watsonia Publishing Page 97 Chapter 7 - Resourcing Concepts

106 RESOURCE ASSIGNMENT SUMMARY A lot of theory has been covered in this particular chapter relating to scheduling and the use of resources. Below is a summary of the key points. Much of what we ve addressed here will become more familiar and probably more logical as you work through your own projects. Resource Assignment Calculations Resource assignment calculations in Project are based on three elements duration, work, and resource units. In the equation, duration will be adjusted first where possible, then units, then work. The calculation can be algebraically re-defined as follows: Work = Duration x Units Duration = Work Units Units = Work Duration Work is normally shown in hours, and Units (the number of resources) as percentages. Task Types Tasks must be assigned one of three possible types Fixed Units, Fixed Duration, or Fixed Work. As a default a new task is created as Fixed Units. The type assigned to a task determines the scheduling calculation that will be performed by Project on the task. Symbols It can be easy to become frustrated with Project s scheduling methodologies. Watch for symbols such as the over-allocation symbol that appears in red in the information column on a task sheet, or the small triangle that indicates an Action Button is available to guide you through an issue. These symbols and icons can usually be clicked or right-clicked to reveal automated actions or inspectors that offer advice. Consider using the Assign Resources dialog box for entering resources, as this dialog box will trigger Action Buttons for you. Effort Driven Scheduling Effort driven scheduling is where the total work effort of a task remains fixed irrespective of how many resources you assign to the task. The total work effort is derived by adding together all of the work done by the resources. Since the total work remains fixed the duration of the task will be shortened when you add more resources and lengthened as you take them away. Effort driven scheduling is turned off by default in Project As a rule, if you have a task where the duration should reduce, the more resources (of any kind) that you assign to it, then it should be set up as an effort driven task. Adjust Your View When allocating resources to tasks, adjust the views of your project to provide as much information and easy access to features as possible. While you are beginning, we suggest splitting the screen so that a Gantt Chart appears at the top and a Task Form appears below. The Gantt Chart will allow you to see your tasks in a task sheet on the left, and as a timeline to the right the timeline is a great way to perceive scheduling changes. The Task Form at the bottom provides an easy way to adjust resource allocation details. You can use options on the Format tab to modify the settings in the Task Form. Watsonia Publishing Page 98 Chapter 7 - Resourcing Concepts

107 CHAPTER 8 ASSIGNING RESOURCES INFOCUS Once you have entered tasks and resources into a project, you can use the resources and assign them to the tasks. There are a number of benefits to assigning resources, particularly clarifying responsibility, knowing how long it will take to complete a task and knowing how much the task will cost. Project allows you to enter resources in a number of ways and using a number of techniques. For example, you can assign resources through a form view, a sheet view and even through a dialog box. The technique you use is determined largely by your own personal preferences. More than one resource can be assigned for any given task. However, as you will see, care needs to be exercised to ensure that you assign resources at the appropriate time and in the correct way, otherwise scheduling problems may ensue. You can also assign resources on a part-time basis, perhaps to share the same resource across more than one task. Project is also flexible enough to allow you to contour resource assignments. In this session you will: learn how to create simple assignments using a split view learn how to assign part time resources gain an understanding of contouring resource usage learn how to specify resource usage learn how to apply a default contour learn how to modify usage hours along an existing contour learn how to enter work times for several resources learn how to resolve resourcing problems learn how to assign resources using Task Information learn how to assign resources in a sheet learn how to assign resources that aren't in the pool gain an understanding of assigning resources in a wider range of tasks. Watsonia Publishing Page 99 Chapter 8 - Assigning Resources

108 Open File SIMPLE RESOURCE ASSIGNMENTS Split views where a Gantt Chart is displayed in the top pane and a task form in the lower pane are useful for making resource assignments. The lower pane allows you to display the resources used in a task. With this view you can see the immediate effect on a Gantt bar of assigning resources. Before starting this exercise you MUST open the file Assignment_1.mpp... Click on the View tab, then click on the top half of Gantt Chart in the Task Views group Click on Details in the Split View group to display a task form, then click and drag the bar dividing the Gantt chart and the task form up towards the top of the screen 3 The Task Form (at the bottom of the split view) here shows Units and Work. If your form is different to the one shown here, click in the form, click on the Gantt Chart Tools: Format tab, then click on Resources & Predecessors in the Details group. Click on the task name Create architectural plans in the Gantt Chart 6 Click on the Resource tab, then click on Assign Resources in the Assignments group to open the Assign Resources dialog box Click on Architect in the dialog box, then click on [Assign] to assign one architect Click in Units for Draftsperson in the dialog box, type 200%, then click on [Assign] Click on Create architectural plans in the Gantt Chart, then click on the yellow diamond action button to display a list of options One Architect working full-time for the 3 week duration will work hours (37.5 x 3). Two Draftspersons working full-time for the 3 week duration will work 225 hours (37.5 x 3 x 200%) Select Increase the amount of work but keep the same duration To create simple resource assignments: 1. Display a split view with a Gantt Chart in the top and a Task Form at the bottom 2. Display the Assign Resources dialog box (Resource tab > Assign Resources) 3. Assign the desired resources If you are happy with the result of the Work, Duration and Units after you ve made an assignment, you don t have to click on the yellow diamond action button to confirm what Project has done. Watsonia Publishing Page 100 Chapter 8 - Assigning Resources

109 Same File ASSIGNING PART TIME RESOURCES Not all resources will be required to work full-time on a task. Quite often you will need to assign a resource on a part-time basis. Assigning part-time involvement is done by specifying a percentage less than 100% in Units. For example, in the Create architectural plans task we need some part time work done by the clerk. 3 Continue using the previous file with this exercise, or open the file Assignment_2.mpp... Ensure that the Create architectural plans task is still selected in the Gantt Chart and that the Assign Resources dialog box is displayed Click on Units for Building Clerk in the Assign Resources dialog box Type 25%, then click on [Assign] Click on Create architectural plans in the Gantt Chart, then click on the error indicator to display a list of options Select Increase the amount of work but keep the same duration Click on [Close] to close the Assign Resources dialog box 4 The question really being asked here by Project is do you want to make the calculation based on effort? For example, if you opt to reduce the duration Microsoft Project will perform an effort-based calculation as follows: New Duration = (Existing hours / new number of resources) x Existing Duration Thus the new duration would be calculated at hours or 2.77 weeks, i.e. (112.5 / 3.25) x 3. To assign part-time resources: 1. Click on Units for the resource in the Assign Resources dialog box 2. Type a percentage that represents the part time component (e.g. 25%), then click on [Assign] It is recommended that you to click on an error indicator even if you intend on simply selecting the default, in order to clear it away and minimise clutter in your project. Watsonia Publishing Page 101 Chapter 8 - Assigning Resources

110 UNDERSTANDING WORK CONTOURING Each resource has a resource work pattern which is defined as the division of work by a resource over the duration of the task. Project allows you to shape the work amounts by adjusting the hours which have been assigned. You can apply work amounts by manually adjusting the hours or by applying one of the built-in contours. The Resource Work Pattern Project normally assigns a flat work pattern for resources over the duration of a task. This simply means that an equal number of hours per day are assigned over the duration of a task. If a plumber had to work for 20 hours over five days on a task, Project would calculate the resource work pattern as shown in the table. Resource Units M T W T F Total Plumber 50% 4h 4h 4h 4h 4h 20h Project allows you to assign a contour type to the task that the resource is working on. Contour refers to the shape the work would appear in if it were charted on a graph; for example, a flat work pattern as described above would display on a bar chart with all of the bars at the same height, as the same amount of work is being done each day. You can choose other contour types in order to specify that different amounts of work should be done each day. Project will then calculate the hours to assign daily based on the contour type. The contour types are shown in the following table. Icon Contour Type Description Back Loaded Front Loaded Double Peak Early Peak Late Peak Bell Turtle More hours toward end of task More hours toward front of task Two peaks in the middle of the task An early peak in the task A late peak in the task More hours toward the centre of the task A plateau of more hours toward the centre of the task The table below shows an example of the resource work pattern with a front loaded contour type assigned. Resource Units M T W T F M T W T F Total Plumber 50% 4h 4h 3h 3h 2h 1h 1h 1h 1h 0h 20h The useful thing about contouring is that you can edit the hours entered by Project and apportion them exactly as you need. Watsonia Publishing Page 102 Chapter 8 - Assigning Resources

111 Same File SPECIFYING RESOURCE USAGE In our case study, the architect is required to submit plans for approval. While the task duration is currently one month, the architect is only required for eight hours five hours at the start to complete and submit the plans, then three hours at the end to collect the permits and approvals. We ll use a front loaded contour to see whether this will help us. Continue using the previous file with this exercise, or open the file Assignment_3.mpp... Click on the Submit plans for approval task under the Planning summary task, click on the Task tab, then click on Scroll to Task in the Editing group to scroll the timeline to this task Click on the drop arrow for Task Type in the Task Form and select Fixed Duration, then click on [OK] Since permit approvals are largely out of our control and we know that it will take a month, we should fix its duration... Click in Resource Name, then click on the drop arrow and select Architect Click in Work, type 8h, then click on [OK] The Architect has only to complete some forms and take them to Council at the beginning of the task, then pick up the permits and approvals at the end of the task 2 4 To specify resource usage: 1. Select the task 2. Fix the duration of the task 3. Enter an assignment and change the Work to the total hours the resource will work It is important to fix the duration of most tasks that you wish to contour. If you don t, the duration will be probably changed by Project. Watsonia Publishing Page 103 Chapter 8 - Assigning Resources

112 Same File CONTOURING WORK HOURS If you want to contour a task in very precise measures you can by-pass automatic contouring and insert work hours directly into the Task Usage sheet. This can be done by editing the work amounts in the timesheet area or the Task Usage or Resource Usage view. 3 Continue using the previous file with this exercise, or open the file Assignment_4.mpp... Click on the Submit plans for approval task under the Planning summary task, click on the View tab, then click on the drop arrow for Details in the Split View group and select Task Usage If necessary, scroll the task timeline until you can see the work for the task Double-click on Architect in the Task Usage pane to display the Assignment Information dialog box Click on the drop arrow for Work contour and select Front Loaded, then click on [OK] Project will now attempt to load more work hours at the beginning of the task. A Front Loaded icon will appear next to the resource name in the Task Usage view... Click on the right scroll arrow of the timeline and notice how the hours gradually diminish 4 Notice the work hours have dropped from 8 hrs to 4.8 hrs. 5 The problem here is that Front Loading doesn't really reflect the way we want the hours to be. The Architect will spend 5 hours on the first day submitting the plans, then 3 hours on the last day collecting permits. We will therefore edit the values and adjust them to what we need. To apply a default work contour: 1. Double-click on a resource to display the Assignment Information dialog box 2. Click on the drop arrow for Work contour and select the desired contour 3. Click on [OK] As part of the contouring algorithm used in Project, the work hours will be recalculated so that the contouring can be accommodated. Watsonia Publishing Page 104 Chapter 8 - Assigning Resources

113 Same File ASSIGNING SPECIFIC WORK TIMES To take proper control of contouring you should enter your own times into the Task Usage sheet. Choosing a default contour from Project s options can provide you with a starting point from which you can insert hours as required. Using the contour shape as a guide, we ll now insert hours as we feel they should be carried out. Continue using the previous file with this exercise, or open the file Assignment_5.mpp... Ensure that Submit plans for approval under the Planning summary task is selected in the top pane In the Task Usage sheet in the lower right pane, click on 0.4h for Monday, May 27, type 5h as shown, then press to move to the next entry Repeat step 2 and change all of the dates from Tuesday, May 28, to Thursday June 20 to 0 Ensure that you are currently at 0.03h for Friday, 21 June, type 3h, then press To change specific work usage: 1. Display the Work Usage timeline 2. Type the desired hours into the relevant dates to achieve the work usage you need Watch how the Work hours change as you modify the usage hours. Ensure when you have finished that the adjusted usage hours equal the Work that you require to be done. Watsonia Publishing Page 105 Chapter 8 - Assigning Resources

114 Same File WORK TIMES FOR MULTIPLE ASSIGNMENTS Sometimes one resource on a task needs to work at the start and another towards the end. In our case study, the task of Ordering materials falls upon both the draftsperson and the building clerk. The draftsperson is required to create the original quantity specifications and the clerk is required to raise the orders based on these specifications. Continue using the previous file with this exercise, or open the file Assignment_6.mpp... Click on the Order materials task under the Planning summary task in the Gantt Chart, click on the View tab, then click on the drop arrow for Details in the Split View group and click on Task Form to display the Task Form in the lower pane In the Task Form, click on the drop arrow for Task type and select Fixed Duration, then click on [OK] Click in Resource Name and enter a Draftsperson for 48.75h of Work and a Building Clerk for 18.75h of Work click on [OK] when these have been entered Click on the View tab, then click on the drop arrow for Details and select Task Usage to see the usage again Enter the hours for the two resources as shown 3 5 Draftsperson Clerk Mon 24/6 7.5h 0h Tues 25/6 7.5h 0h Wed 26/6 7.5h 0h Thur 27/6 7.5h 0h Fri 28/6 7.5h 0h Mon 1/7 7.5h 3.75h Tues 2/7 3.75h 7.5h Wed 3/7 0h 7.5h To enter work times for several resources: 1. Fix the duration of the task and enter the Work hours for relevant resources 2. Change the view to Task Usage and enter the work hours on the timeline A material resource can also have its work amounts manually contoured. This will give a better indication of the distribution of the quantity of materials over the duration of the task. Watsonia Publishing Page 106 Chapter 8 - Assigning Resources

115 Same File PROBLEM ASSIGNMENTS When working with Project, it is easy to overlook some details while focusing on others, potentially causing problems later on. The fencing contractor in our case study uses labour who are members of the GBWU this union has negotiated that they don't work on Fridays. So, what happens when we assign this resource to a task which falls on a Friday? Continue using the previous file with this exercise, or open the file Assignment_7.mpp... Click on the View tab, then click on the drop arrow for Details in the Split View group and select Task Form In the Gantt Chart, scroll to and click on the Erect fencing task under the Site Works summary task In the Task Form, click in Resource Name, click on the drop arrow, select No Barrier Fencing, then click on [OK] Double-click on No Barrier Fencing to display the Task Information dialog box, click on the General tab, then click on [Change Working Time] to open the Change Working Time dialog box Click in Name in Exceptions, type Additional work day and change the Start and Finish days to 5 July 2019 Click on [Details] to see the Details dialog box, click on Working times and adjust the hours as shown Click on [OK] in all three open dialog boxes The task will now finish on Monday, 8 July 3 The Gantt bar now stretches over 4 working days, whilst the duration still shows 3. The contractor requires 3 days (3 x 7.5h = 22.5h) to complete the task. But since the contractor doesn t work on Fridays it will take an extra day to complete the task. 5 6 Here we re effectively adjusting the resource calendar so that the fencing contractor will work on a Friday but only Friday July 5, To change resource working time: 1. Double-click on the resource name, then click on [Change Working Time] 2. Make the necessary changes to the calendar and working time 3. Click on [OK] When a resource is created, one of the pre-existing calendars in the project is assigned to it. The calendar belonging to the resource becomes what is known as the resource calendar. Any changes made here remain only with the resource in which the change was made. Watsonia Publishing Page 107 Chapter 8 - Assigning Resources

116 Same File ASSIGNING RESOURCES IN TASK INFORMATION Project has an information dialog box each for tasks and resources. These boxes provide access to the various fields for either the task or the resource and present virtually a complete picture of each aspect of a project. You can also use a Task Information dialog box as a means of entering resource assignments. Continue using the previous file with this exercise, or open the file Assignment_8.mpp... Double-click on the Erect site buildings task under the Site Works summary task to display the Task Information dialog box, then click on the Resources tab Click in the blank cell beneath Resource Name, click on the drop arrow and select Supervisor, then click in the next line Click on the drop arrow and select Carpenter Click in Units and type 400% Click on the line beneath Carpenter, then click on the drop arrow and select Labourer Click in Units and type 800% Click on [OK] to record the assignments in the project 2 6 To assign resources using Task Information: 1. Double-click on the task, then click on the Resources tab 2. Select a resource from Resource Name 3. Type the appropriate amount of units 4. Click on [OK] The Assign Resources dialog box is handy for entering single resource assignments. However, each time you click [Assign] all of the scheduling is recalculated. With multiple assignments it is better to use the Task Information dialog box where the scheduling is updated only after [OK] is clicked. Watsonia Publishing Page 108 Chapter 8 - Assigning Resources

117 Same File ASSIGNING RESOURCES IN A SHEET If you are familiar with spreadsheets, you might find it easier to assign resources using the Task Sheet view. It can be a very quick way of assigning resources and provides a convenient way of seeing the assignments of more than one task at a time. Continue using the previous file with this exercise, or open the file Assignment_9.mpp... If a split view is displayed, double-click on the dividing line between the Gantt Chart and the Task Form to remove Task Form view, then change the view to a Task Sheet (View tab > Other Views > More Views > Task Sheet) with an Entry table (View tab > Tables > Entry) Point to the border between the Resource Names and Add New Column headings, then double-click to widen the Resource Names column Click in the Resource Names cell for Clear and level site, then click on the drop arrow to see the resource list Click on Driver, Grader, and Supervisor so they appear ticked, then press Click in the text until the edit cursor appears, edit the entries as shown, then press to complete the edits 5 To assign resources in a sheet: 1. Display a Task Sheet with an Entry table 2. Click in the Resource Name cell and click on the drop arrow 3. Click on all of the required resources and press You can choose to type the resource names into the cell rather than use the drop arrow and selection method. Watsonia Publishing Page 109 Chapter 8 - Assigning Resources

118 Same File ASSIGNING RESOURCES YOU DO NOT HAVE While we don t recommend it, there may be times when you need to add a new task and assign a resource that isn t in the pool. Microsoft Project allows you to add an unknown resource with a minimum of information so that you can continue assigning resources without needing to update the resource pool. Continue using the previous file with this exercise, or open the file Assignment_10.mpp... Click in the Resource Names cell for the Prepare drainage infrastructure task Type Supervisor [50%], Plumber [200%] and press Type Supervisor [50%], Electrician [300%] in the Prepare cabling infrastructure task and press Click on the View tab, then click on Resource Sheet in the Resource Views group Notice the new resources appear over-allocated Click in Max for Plumber, type 200% and press As soon as you press the bold red will disappear because there are enough resources in the pool to fulfil the commitment... Type 300% in Max for Electrician and press To assign resources you don t have: 1. Type the name of the resource into the appropriate location 2. Change to a Resource Sheet view 3. Update the units to at least match those required in the project The technique for adding resources that aren t in the pool works for any of the assignment methods. You simply type the name of the resource and the required units however, you ll need to update the resource details at a later time. Watsonia Publishing Page 110 Chapter 8 - Assigning Resources

119 THE CASE STUDY RESOURCES Resource assignment requires care and attention to detail and the best way to learn this is through practise. Our case tasks still require a great deal more resource assignment. Using whichever of the assignment methods and techniques you prefer assign the resources to the remaining tasks as shown below. Building Construction Pour foundations Rock Solid Concrete Erect steelwork Supervisor [50%], Rigger [600%], Boilermaker [600%], Welder [500%], Labourer [600%], Driver [200%], High Jib Crane, Utility Erect wall Supervisor [50%], Carpenter [700%], Labourer [400%], Driver, Grader, Air Compressor, Electrician [75%], Plumber [25%] Install roofing superstructure Supervisor [50%], Rigger [500%], Boilermaker [500%], Welder [300%], Labourer [500%], Driver [200%], High Jib Crane, Utility, Air Compressor, Plumber [50%] Install roof retracting mechanism Supervisor [50%], Welder, Boilermaker [200%], Rigger [200%], Electrician [200%], Driver, High Jib Crane Erect seating tiers Supervisor [50%], Carpenter [800%], Welder [200%], Boilermaker [200%], Labourer [500%], Driver, Utility, Air Compressor Fit Out Fit all windows and doors Carpenter [500%], Labourer [200%] Install electrical cabling Electrician [300%], Labourer [200%] Install electrical fittings and fixtures Electrician [300%] Install all plumbing Plumber [200%], Labourer [200%] Install plumbing fixtures and fittings Lay astro turf Plumber [200%] Pure Grass Turf Erect handrails and fencing Welder [400%], Boilermaker [200%] Paint rooms, fixtures, fittings, etc. Install PA system Install video imaging equipment Fit out control room Commissioning Painter [500%] Listen Ear Audio In Focus Video Electrician [200%], Listen Ear Audio, In Focus Video Test roof mechanism Test PA system Test video imaging equipment Test control room equipment Obtain official occupancy certificates Obtain safety certification Supervisor, Electrician [200%], Rigger Listen Ear Audio In Focus Video Supervisor, Listen Ear Audio [20%], In Focus Video [20%], Architect, Electrician [200%] Architect, Building Clerk, Supervisor Watsonia Publishing Page 111 Chapter 8 - Assigning Resources

120 NOTES: Watsonia Publishing Page 112 Chapter 8 - Assigning Resources

121 CHAPTER 9 PRINTING INFOCUS Project allows you to print what is currently on the screen. In Project you can move your project information from the screen to paper by either creating a report, or by printing the current view. The easiest method is to print the current view. You can print the contents of any view, except for a form view. To do this you need to spend some time setting up the view exactly as you want it to appear on paper. You need to choose the appropriate view, a relevant table if applicable, and appropriate filters and sort orders of the data. Fortunately, you can preview a print before committing it to paper and this is very strongly recommended. Previewing a view allows you to see how it will appear on paper and it can save reams of wasted paper. Form views however cannot be printed. If you have a split view, one pane can be printed at a time. However, if one pane is a form view this will not be printed. In this session you will: gain an understanding of printing in Project learn how to preview print jobs before actually printing them learn how to select a printer for printing learn how to print a Gantt chart learn how to print a sheet view learn how to print a list of tasks for a resource learn how to print a list of resources required for a task. Watsonia Publishing Page 113 Chapter 9 - Printing

122 UNDERSTANDING PRINTING Printing, in its simplest form, means producing a paper copy of what you have created on the computer screen. Early forms of printing required typesetting, printing presses and ink. These days printing only requires a printer which converts the electronic version into letters and other graphics on a page. Before you commit to printing to paper, there are a few things to consider. Resisting The Urge To Print These days printers are very cheap, easy to install and easy to use. While computers were supposed to reduce the amount of paper and introduce a paperless age, in reality they have made it easy to go through pages and pages of paper while we review and modify the data. If you take some time to think the following things through, you may well reduce the amount of paper and ink or toner that you go through, which will both save you money and reduce the impact on the environment. Draft Versus Final The first thing to consider is why you are printing. If you just want to review the layout and proof the numbers, there is a good case for printing only a draft copy of the data. This uses less ink and in some cases prints more quickly than a best-quality copy. If you have a colour printer, then you can often choose to print in greyscale, saving the more expensive colour ink for later. If it s the final copy that you want to print, then you should make sure you ve previewed the output so that you don t waste ink, time, paper and patience. When Printing Isn t Printing Traditionally, printing referred to creating a hard copy of the data, meaning a copy of the data on paper. These days, printing can also be used to create an electronic version of the data, known as a soft copy. For example, you can print to the Microsoft XPS Document Writer and create an XPS version of the file, or use the Export features to create a PDF (portable document file) version of the workbook. Knowing What To Print Before attempting to print from Project you need to be aware and understand exactly what you are printing. Do you want to print only a part of a project (such as all of the tasks within a summary task), the entire project, or maybe a list of all of the project s resources? As a default Project assumes that you wish to print everything in the current project, and that s what you ll get if you choose the simplest and easiest way to print in Project. Knowing Where To Print Even though it may appear like it, printing is not handled by Project, but rather through the operating system of your computer. With the operating system you install printers on your computer these printers may be sitting on the table next to your computer, or may even be a fair distance away in another room or on another floor and connected via your network. Once a printer has been installed on your computer it will become available for printing your Project data. One of the installed printers on your computer will be set up as the default printer. The default printer is the printer that appears in the Print dialog box when you access the printing operation. It s the printer that will be used unless you select another one. Knowing When To Print When you tell Project to print, it must somehow convert what appears on a screen into a logical, legible equivalent on paper. Naturally, if your data spans across dozens of rows or columns it won t print easily on one sheet of A4 paper. As a consequence, there will be breaks in the printing as it spans across several pieces of paper and these breaks may not necessarily occur where you want them. So before you print anything on paper it is a good idea to use Print Preview to see on the screen exactly how the data will print before you send it to the printer. Print Preview provides a way of seeing how the data will look when it s printed without actually printing it. You should always check Print Preview before sending any data to a printer. Watsonia Publishing Page 114 Chapter 9 - Printing

123 Open File PREVIEWING BEFORE YOU PRINT You would hope that what you see on your screen is what you get when you print out on paper and generally this is the case. But what happens if you have a large number of rows, or many columns, or wide columns? How will Project render this to paper? If you are not sure how your project data will print it is a good idea to preview the print data on the screen first. Before starting this exercise you MUST open the file Printing_1.mpp... Click on the File tab to display the Backstage view, then click on Print The Print options are displayed on the left and Print Preview on the right. Print Preview shows you how the worksheet data will appear when printed on paper Click on the Actual Size tool at the bottom-right to zoom in You can use the scroll bars if necessary to move around the page when zoomed in. Clicking on the Zoom to Page tool will zoom in and out Click on the One Page tool to zoom out Click on the Multiple Pages tool next to the Zoom to Page tool to display all of the pages in the project We won t actually print at this point so let s exit out Click on the Back arrow to close the preview and return to the worksheet 2 4 To preview before printing: 1. Click on the File tab 2. Click on Print to see a preview of your worksheet After you have previewed or printed you may notice dotted lines in your worksheet these lines are page boundaries that indicate where pages will break. Watsonia Publishing Page 115 Chapter 9 - Printing

124 Same File SELECTING A PRINTER When you perform any printing operation, Project must be told which printer to use. Unless you specify otherwise Project will use the Windows default printer or the last printer you specified while working in the current session of Project. Should you wish to use a different printer you can do so using the Printer drop list which allows you to choose from any printer installed in Windows. 2 Continue using the previous file with this exercise, or open the file Printing_1.mpp... Click on the File tab to open the Backstage view, then click on Print Click on the drop arrow under Printer to see a list of available printers Select the name of the printer that you wish to use, or click on the drop arrow under Printer again to close the list Ensure that the printer you have chosen is turned on, connected and ready to use it will say Ready underneath the printer when this is the case. You could print at this point, or return to your project, but we will continue the next exercise from here Click on the Back arrow to close the preview and return to the project 3 To select a specific printer: 1. Click on the File tab, then click on Print 2. Click on the drop arrow under Printer and select the desired printer The list of printers on your computer will differ from the one shown above. The list of printers will show all printers installed for use on your computer and could include the printer on your desk as well as the one connected via the network two floors below where you currently are. Watsonia Publishing Page 116 Chapter 9 - Printing

125 Same File PRINTING A GANTT CHART One of the more popular printouts is a Gantt chart. Before you print a Gantt chart, you will need to set it up and then preview it on the screen. When you preview a printout a page count will indicate the number of pages that will be printed. There are view buttons at the bottom right of the preview pane for seeing and zooming pages. Continue using the previous file with this exercise, or open the file Printing_1.mpp... Click on the View tab, then click on Gantt Chart in the Task Views group Click on the File tab, then click on Print to see the print settings and a preview Click on Multiple Pages at the bottom right of the preview to see all of the pages Point to any page and click once to zoom in on that page Let s print only those tasks for the first calendar month of the project Click on the date in To, type 28/5/19 and press to update the preview Ensure that your printer is ready to print, then click on [Print] If you do not wish to print, click on the Back arrow 2 3 To print a Gantt chart: 1. Display the Gantt Chart, click on the File tab, then click on Print 2. Specify the pages or dates you wish to print 3. Click on [Print] The page count indicator at the bottom of the print preview in the Backstage indicates which page you are currently viewing. Watsonia Publishing Page 117 Chapter 9 - Printing

126 Same File PRINTING SHEET VIEWS A sheet view printout is just as informative as a Gantt chart printout. Remember, there are a number of sheet views, each dictated by a particular table. When you print a sheet view it will appear on paper as it does on the screen. You can choose the appropriate table, then format it so that the correct data is available for the print out. Continue using the previous file with this exercise, or open the file Printing_1.mpp... Click on the View tab, then click on Other Views in the Task Views group and select Task Sheet Click on Tables in the Data group and select Cost Point between the column headings for Task Name and Fixed Cost, then double-click to perform a best fit Repeat step 3 for other columns that need fitting Click on the File tab, then click on Print to see a preview of the sheet Click on Print Specific Dates (below Settings on the left) and select Print Entire Project Click on Portrait Orientation and select Landscape Orientation Ensure that your printer is ready to print, and click on [Print] If you do not wish to print, click on the Back arrow 3 5 To print a sheet view: 1. Display the sheet in the project, ensuring all columns are visible 2. Click on the File tab, then click on Print 3. Specify the pages or dates you wish to print 4. Click on [Print] Prior to printing a sheet view, you can format, hide or even move columns so that just the correct amount of data is made available for the printout. Watsonia Publishing Page 118 Chapter 9 - Printing

127 Same File PRINTING TASKS FOR RESOURCES Once you have mastered the skills in printing you can concentrate on developing some useful printouts. One of these is a jobs list for your resources. This can be done using a combination view where the top pane shows the resources in the project, while the lower pane lists the tasks undertaken by the resource that is currently selected in the top pane. Continue using the previous file with this exercise, or open the file Printing_1.mpp... Click on the View tab, then click on Resource Sheet in the Resource Views group Click on Details in the Split Views group so it appears ticked, then click on the drop arrow for Details and select Task Sheet to see a task sheet in the lower pane Click on Supervisor in the top pane to see all of the tasks for this resource in the lower pane Click in the lower pane, then, on the View tab, click on Tables in the Data group and select Schedule Double-click between the column headings to re-size them where necessary Click on the File tab, then click on Print to see a preview of the tasks worked by the supervisor If you wish, print the listing 2 5 To print tasks for a resource: 1. Set up a split view with resources at the top and tasks at the bottom 2. Click on the desired resource in the top pane, then click in the lower pane 3. Click on the File tab, then click on Print Printing tasks for a resource produces a quick and rough task list. When you print the tasks using this technique there is no mention of the resource you are printing the tasks for. Project has reports that are more appropriate for more formal documents and printing. Watsonia Publishing Page 119 Chapter 9 - Printing

128 Same File PRINTING RESOURCES FOR TASKS Another useful printout is the opposite of the tasks for resources printout. In this printout you print a list of resources for a particular task. Again, a combination view set up with the correct sheet is required to create this printout. The top pane shows the tasks while the lower pane shows the required resources. Continue using the previous file with this exercise, or open the file Printing_1.mpp... Click in the top pane, click on the View tab, then click on Gantt Chart in the Task Views group Click on the Erect site buildings task On the View tab, ensure Details in the Split View group appears ticked, then click on the drop arrow for Details and select Resource Sheet to display a resource sheet in the lower pane Click in the lower pane, then on the View tab click on Tables in the Data group and select Cost Click on the File tab, then click on Print to see a preview of the resources required for the task If you wish, print the listing 4 5 To print resources required for a task: 1. Set up a split view with tasks at the top and resources at the bottom 2. Click on the desired task in the top pane, then click in the lower pane 3. Click on the File tab, then click on Print There s not a lot of choice in the way of resource tables. However, you can actually build your own custom tables to printing quick and dirty lists of resources required for a task. Watsonia Publishing Page 120 Chapter 9 - Printing

129 CHAPTER 10 GETTING HELP INFOCUS The interface in Project can be confusing and complex for newer users. As a result, there may be aspects that you don t quite understand or require assistance with. This is where Help comes in handy. In this session you will: gain an understanding of how Project Help works learn how to use Tell Me learn how to access the Help window learn how to navigate the Help window learn how to use Google to search for help learn how to print a help topic gain an understanding of alternative sources of help. Watsonia Publishing Page 121 Chapter 10 - Getting Help

130 UNDERSTANDING HOW HELP WORKS Office contains help facilities and options for you to use. The main access point for help is the Project Help window. This window appears when you press, point to some commands on the ribbon or click on the Help tool in certain dialog boxes Tip: Microsoft s help system tends to be dynamic as it is relatively easy for Microsoft to change or update its web-based content. As a result, your Project Help window may look a little different to the screen shown here. 4 Help tools Search box Top Categories Pin icon These tools are provided to make working with the Project Help window easier. They include Back and Forward buttons you can use to step through topics you ve researched and a Print button. You can quickly return to the Project Help home screen by clicking on Home. You can even magnify the text if it is too small by clicking on Use Large Text. You can use the search box to specify the information you wish to find. Simply type the topic name or term you require help with or information on and press. These are a list of commonly searched topics that may be related to the subject on which you wish to find information. When you click on the plus icon next to one of these, all help articles related to that general function or topic will appear listed. By clicking on the pin icon known as Keep Help on Top/Don t Keep Help on Top you can pin the Project Help window so that it stays open even while you are working on your worksheet. Once you have selected Keep Help on Top, the pin icon will change to Don t Keep Help on Top so you can easily turn off this feature again. Watsonia Publishing Page 122 Chapter 10 - Getting Help

131 Open File USING TELL ME The Tell Me feature available in Project is designed to provide users with fast and efficient access to help. If you can t find a tool you wish to use or you can t remember how to perform a task, you can type keywords or a phrase into the Tell me what you want to do box in the ribbon and Project will provide a list of suggestions. Before starting this exercise you MUST open the file Help_1.mpp... Click on the Create architectural plans task, then click on Tell me what you want to do in the ribbon Type insert to see a list of suggestions Select Insert Milestone to insert a new task milestone Click on Undo in the Quick Access Toolbar to undo the previous step Click on Tell me, type change, then point to Font Colour to see a menu of options Click anywhere on the screen to close the Tell Me options To use Tell Me: 1. Click in Tell me what you want to do 2. Type a keyword or phrase 3. Select an option Press + to activate the Tell me what you want to do box. Watsonia Publishing Page 123 Chapter 10 - Getting Help

132 ACCESSING THE HELP WINDOW The Project Help window can be accessed from three main places in Project. General help can be accessed by clicking in Tell me what you want to do in the top left corner of the Excel screen. Help for a specific dialog box can be accessed by clicking on Help in the dialog box, and commandspecific help can be accessed for some commands by pointing to the command and pressing. 2 Before starting this exercise you MUST ensure Project has started and a blank project is displayed... Press to display the Help window Click on Close to close the Project Help window, as shown Click in Tell me what you want to do, as shown Type insert milestone to display a menu of options Select Get Help on insert table to display the Help window You could click on a link to access relevant information Click on Close to close the Project Help window 3 5 To access the Project Help window: Click in Tell me what you want to do and select Get Help, or Open a dialog box and click on Help, or Press Specific Help isn t available for every command. However, if you point to a command a tooltip will appear including a description of the tool. Below this, if specific help is available, the text Tell me more will appear. Clicking on Tell me more will display the Help topics for that command. Watsonia Publishing Page 124 Chapter 10 - Getting Help

133 NAVIGATING THE HELP WINDOW The Project Help window has a series of buttons that you can use to navigate Help topics, such as the Forward and Back arrows which allow you to move backwards and forwards between screens you have visited. There is also the Home tool which allows you to return to the home screen without having to move back through your previous screens. Before starting this exercise you MUST ensure Project has started and a blank project is displayed... Press to display the Project Help window Under Top Categories, scroll to and click on Print, save, and export to display a list of articles as shown Click on Save a project file as PDF to open the article Click on Back, as shown, to return to the list of categories Click on Forward to return to the Save as PDF article Click on Home to return to the Project Help home screen Click in the Search, type levelling, then press to display articles related to functions Click on Level resource assignments to display this article Click on Close to exit the Project Help window To navigate within the Help window: Click on Back to return to the previous screen Click on Forward to return to the next screen Click on Home to return to the Project Help home screen You can increase the size of the text in the Project Help window by clicking on Use Large Text located immediately to the left of the search box. Simply click on Use Large Text again if you wish to return to the default font size. Watsonia Publishing Page 125 Chapter 10 - Getting Help

134 USING GOOGLE TO GET HELP If you re having difficulty with Project (or another product for that matter) or would like to find some quicker and easier ways of working with Project, you can rest assured that others have had similar concerns and have posted tips and possible solutions on the web. Using a popular search engine such as Google can easily put you in touch with a range of information from other users. 1 Before starting this exercise ensure your computer is connected to the internet... Open your web browser in the usual way and access the Google website ( Type level resources in project 2016 into the search box, then press After a few moments a whole range of suggested sites will appear. Since the web is dynamic and is constantly changing your results will most likely differ to what we have shown Scroll through and follow any links you find interesting Click on Close to close the browser window 2 To Google help for Project: 1. Open your web browser in the usual way and use it to access the Google website 2. Type search criteria into the search box, then press This type of help tends to be more eclectic than Project s direct help. Instead of an organised help system, by using a Google search you ll find plenty of help and support, but also opinions (both good and bad), commentary, observations, and a whole range of other information. Watsonia Publishing Page 126 Chapter 10 - Getting Help

135 PRINTING A HELP TOPIC When viewing help topics in Project, you may find information that you want to keep for future reference or that you want to pass on to someone else. In this situation, you may find it easier to print the help topic. The Print button is provided to make printing help topics easy. You can print one page, a selection or an entire topic. 4 Before starting this exercise you MUST ensure Project has started and a blank project is displayed... Press to display the Project Help window Type format text in the Search box, then press Click on Use the Format Painter Office Support to display the article Click on Print, as shown, to display the Print dialog box In this case the topic is only one page. However, there may be times when the topic is several pages long but you only wish to print the first page. In this case you would select Pages under Page Range and type 1 in the Pages option box so that only the first page will be printed Ensure the correct printer is selected, then click on [Print] The help information will be reformatted to fit your paper and then printed... Click on Close to exit the Project Help window 5 To print a help topic: 1. Display the help information in the Project Help window 2. Click on Print 3. Select the desired settings 4. Click on [Print] If you want to print only a section of a help page, select the required text using the mouse before clicking on Print. Then, in the Print dialog box, click on Selection and click on [Print]. Only the selected text will be printed. Watsonia Publishing Page 127 Chapter 10 - Getting Help

136 OTHER SOURCES OF ASSISTANCE Microsoft Office 2016 applications are extremely sophisticated. They allow you to perform everyday tasks with relative ease, but also have the power for very specialised and advanced functions. No matter how much you know, you ll still get stuck from time to time. Fortunately, there is a wealth of information out there for you to call upon. Friends And Colleagues Friends and colleagues can be valuable sources of information. If they have been using the software long enough, there is a fair chance that they will know a way around a problem or at least know where to find help. Reference Manuals There are hundreds of reference books available for software applications. These books can be found in the Computer section of most bookstores. They are reference books because they are too large and too technical to read from cover to cover. While they can be expensive, many people prefer to keep one or two by their computers for reference. They all have an extensive table of contents and index to make searching for topics relatively easy. Training Manuals Training manuals focus more on how to do things rather than provide a complete reference. They are usually written as a series and in sequence, e.g. Level 1, 2 and 3, or Module 1 and 2. Good training manuals provide step-by-step instructions and plenty of screen shots so that you can easily and quickly see where you are up to and what you should have done. Many are written to a particular curriculum or accreditation syllabus and can be used for examination preparation. For more information on our training manuals you can visit our website at Computer Magazines Computer magazines have undergone radical change in the last few years. In the past computer magazines were available as a printed monthly magazine that could be purchased from a newsstand. Today most magazines are available as an online magazine rather than a print magazine. The online magazines can be viewed on a computer, a tablet or even a smart-phone. Computer magazines provide the most up to date information because they are published so frequently. The only real downside to them is that you may not find specific information they are handy as a general learning tool. The other problem is that they are often full of advertising that you ll need to wade through to get to the information. Blogs and Personal Websites There are hundreds of blogs and personal websites dedicated to the various Office applications. If you do a general Google search for help you ll come across the more popular of these sites. You can also choose to subscribe to many of these bloggers and experts. You ll then receive regular updates from them regarding the product you are interested in. Watsonia Publishing Page 128 Chapter 10 - Getting Help

137 CONCLUDING REMARKS Congratulations! You have now completed. was designed to get you to the point where you can competently perform a variety of operations. We have tried to build up your skills and knowledge by having you work through specific tasks. The step-by-step approach will serve as a reference for you when you need to repeat a task. Where To From Here? The following is a little advice about what to do next: Spend some time playing with what you have learnt. You should reinforce the skills that you have acquired and use some of the application's commands. This will test just how much of the concepts and features have stuck! Don't try a big task just yet if you can avoid it small is a good way to start. Some aspects of the course may now be a little vague. Go over some of the points that you may be unclear about. Use the examples and exercises in these notes and have another go these step-by-step notes were designed to help you in the classroom and in the work place! Here are a few techniques and strategies that we've found handy for learning more about technology: read computer magazines there are often useful articles about specific techniques if you have the skills and facilities browse the internet, specifically the technical pages of the application that you have just learnt take an interest in what your work colleagues have done and how they did it we don't suggest that you plagiarise, but you can certainly learn from the techniques of others if your software came with a manual (which is rare nowadays) spend a bit of time each day reading a few pages. Then try the techniques out straight away over a period of time you'll learn a lot this way and of course, there are also more courses and books for you to work through. Hungry for More? We live in an ever-changing world where we all need to review and upgrade our skills. If you have received this course book on a training course, why not ask the tutor or trainer for other courses that may be of benefit to you. If you are attending a college ask for one of their brochures. Alternatively, if you ve enjoyed using this course book you can find others that cover a wide range of topics at our website Watsonia Publishing Page 129 Concluding Remarks