MICROSOFT PROJECT. Global Information Systems

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1 Global Information Systems MICROSOFT PROJECT This manual is not a complete discussion of project management, but you need to be familiar with some of the basic terms and concepts that are used in most project management software packages. By having covered these topics before you work with the software, it should make more sense once you encounter them later

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3 PROJECT MANAGEMENT BASICS... 1 LINKING TASKS... 1 TASK RELATIONSHIPS... 2 ADDING LAG/LEAD... 2 CRITICAL TASKS... 3 FLOAT TIME... 3 STARTING MS-PROJECT... 4 THE PROJECT SCREEN... 4 OPENING A PROJECT... 5 STARTING A NEW PROJECT... 5 ENTERING PROJECT SPECIFICATIONS... 5 SETTING UP CALENDARS... 5 CHANGING THE WORK SCHEDULE... 6 CHANGING CALENDAR OPTIONS... 6 SETTING PROJECT START OR FINISH DATE... 6 CUSTOMIZING THE GANTT CHART... 6 ENTERING TASKS... 7 ADDING NOTES... 7 CREATING MILESTONES... 7 INSERTING NEW TASKS... 7 DELETING TASKS... 7 MOVING TASKS... 8 SAVING THE PROJECT FILE... 8 WORKING WITH OUTLINES... 8 COLLAPSING THE OUTLINE... 8 EXPANDING THE OUTLINE... 8 ADDING RECURRING TASKS... 8 LINKING TASKS... 9 UNLINKING TASKS VIEWING THE PERT CHART CHECKING THE PROJECT STATUS WORKING WITH RESOURCES ASSIGNING/REMOVING RESOURCES REMOVING A RESOURCE PRINTING THE PROJECT CHANGING VIEWS MORE VIEWS CHANGING TABLES ANALYZING SLACK VIEWING SLACK IN THE GANTT VIEWING SLACK IN A TABLE PRINTING REPORTS ADDING TASK CONSTRAINTS ADDING LAG/LEAD TIME HANDLING SCHEDULING CONFLICTS SHORTENING CRITICAL TASKS ADDING MORE RESOURCES USING OVERTIME... 16

4 MANUALLY LEVELING RESOURCES AUTOMATICALLY LEVELING RESOURCES LEVELING OPTIONS SETTING THE BASELINE VIEWING THE BASELINE DATA DISPLAYING THE BASELINE TRACKING THE PROJECT CHANGING THE PROJECT STATUS DATE USING THE TRACKING TOOLBAR IDENTIFYING THE PROGRESS BAR MANUALLY UPDATING PROGRESS COMPLETING A TASK ENTERING CURRENT PROGRESS ENTERING ACTUAL/REMAINING DURATIONS USING THE TRACKING TABLE AUTOMATICALLY TRACKING ACTUALS Global Information Systems admin@gisuganda.com ii

5 PROJECT MANAGEMENT BASICS This manual is not a complete discussion of project management, but you need to be familiar with some of the basic terms and concepts that are used in most project management software packages. By having covered these topics before you work with the software, it should make more sense once you encounter them later. In simple (very simple) terms, project management is the concept of managing the tasks, time and resources required to achieve a given goal or objective within the constraints assigned. A definition of some basic terms: Tasks Time Resources are the steps or jobs or activities that have to be done in order to accomplish the goal of the project. refers to the time (or duration) required to complete a task. You need to determine how much time it will take to complete each task so that the program can schedule the tasks accordingly. include the people, materials, equipment and money and in some cases time needed to get the tasks completed. Constraints refer to the restrictions that have been placed on the project such as when it needs to be completed, how much you can spend, and the number of people available and so on. Once you know what the goal or objective of the project is, you need to break the project down into smaller jobs or as they are called in Project management - tasks. The exact number of tasks varies from project to project and from person to person. LINKING TASKS When you enter your tasks into the program, Project will schedule the tasks to start as soon as possible (ASAP), which means that they start immediately. Predecessor is a task that has other tasks depending on its completion or start. Successor is a task that depends on other tasks to have completed or started. Basically, the Predecessor controls when the Successor can start or finish. For example, if you plan on repainting a room and laying in a new carpet, you would probably want to paint the room first before you lay the new carpet. Painting the room is therefore a predecessor, while laying the new carpet is the successor. Some tasks may need several tasks to be completed before they can start. In that case they will have multiple predecessors: Or a task may have multiple successors: Global Information Systems admin@gisuganda.com 1

6 Most tasks will act as a predecessor as well as a successor to other tasks: TASK RELATIONSHIPS Basically, every task in a project should be linked in some way to another task. Setting a relationship between two tasks allows you to control how Project will re-schedule those tasks when changes are made to the schedule. There are four different types of relationships that you can have between two tasks: Finish-to-Start relationship: The predecessor (Task A) must be finished before the successor (Task B) can Start. If task A is delayed, so is task B. This is the most common type of relationship and is also the default in Project. Finish-to-Finish relationship: Both tasks finish at the same time. Task B cannot finish earlier since its finish time depends on when task A finishes. Start-to-Start relationship: Both tasks start at the same time. Task B's starting time depends on when task A starts and cannot start without A having started. Start-to-Finish relationship and is rarely used. Task A (predecessor.) controls when Task B (successor.) can finish. ADDING LAG/LEAD Not all relationships can use the standard formats discussed above. Sometimes you may wish to wait a certain amount of time after a task finishes or starts before the next one begins. This is where you can add Lag or Lead time between the relationships. Lag time is the amount of time that a successor lags behind the controlling date of the predecessor. The diagram below shows the starting date of task B lagging behind the finish date of task A: Global Information Systems admin@gisuganda.com 2

7 Lead time is the amount of time that a successor leads the controlling date of the predecessor. The diagram below shows the starting date of task B leading the finish date of task A: Task B will always be scheduled to start a certain amount of time before task A finishes. CRITICAL TASKS A critical task is a task that if delayed, delays the finish date of the entire project. Critical tasks usually have no margin for slippage. That definitely makes a task critical. Any task marked as critical needs to be watched very closely if the project is to be completed on time. Critical tasks weaving a path through your project are referred to as the Critical Path. FLOAT TIME Float or Slack time is the amount of time that a task can be delayed before it affects another task. There are two types of float time, free and total float. Free Float is the amount of time a task can be delayed before it affects any other task. Total Float is the total amount of time that you could delay a task without delaying a critical task, which means you will be delaying the project. Global Information Systems admin@gisuganda.com 3

8 STARTING MS-PROJECT Start Microsoft Project on your computer using whatever procedure is convenient on your computer (depending on how it was installed) THE PROJECT SCREEN For the most part, the MS Project screen has the same elements of most Windows applications. Across the top of the screen is the Title Bar. The name of the project currently open is displayed in this bar, as well as, the minimize, maximize/restore, and close buttons. Beneath the title bar is the Menu Bar where you will be accessing many of the commands. You can access the menu by pressing A and the underlined letter of the option you want. The Standard Toolbar displays a collection of buttons that provide quick access to the most commonly used commands within Project. Also at the bottom is the Formatting Toolbar. The Entry Bar is where you will actually be typing your information before you enter it into your project. The Status Bar (located along the bottom of your screen) displays various messages concerning the status of the project as well as the keyboard. The View Bar allows you to choose the view you want to work with. You can choose to display your project from a variety of views depending on what information needs to be displayed. The default view within Project is called the Gantt Chart. The Gantt chart will display your tasks in the form of a table (on the left) and a bar graph (on the right) along a time scale. Across the top of the Gantt chart is the Time Scale which shows how the chart is broken down into time periods. Global Information Systems admin@gisuganda.com 4

9 There is a Vertical Separator bar between the task table and the Gantt Chart which can be used to change the width of the Gantt chart or to display more columns of the task table. OPENING A PROJECT Click on the Open button (located on the standard toolbar). If you prefer accessing the menu: file, open... Project will display a list of existing projects in the Open window. Once you locate the file you wish to work with, double-click on its name. You can also highlight the file and click on. STARTING A NEW PROJECT Click on this button (located on the standard toolbar) to start a new project file. If you prefer to use the menu: file, new. A blank Gantt table and chart will be displayed. ENTERING PROJECT SPECIFICATIONS Before you start programming the project tasks, there is need to enter the project specifications. Most of these specifications will only be used within the project reports. Use the menu and select the following: file, Properties Project displays a dialog box with several tabs. Click on the Summary tab. Fill out any additional information you may have concerning the project (e.g. project title, project manager, etc.) and click on when you are done. SETTING UP CALENDARS When Microsoft Project is first shipped, it comes with a standard calendar file that is used to schedule your tasks. By default, Saturdays and Sundays are set as "Non-Working" days, and standard working hours are from 8:00 AM to 5:00 PM. To change the base calendar, you must access the following menu: tools, Change Working Time... Global Information Systems admin@gisuganda.com 5

10 A pull-down menu is available at the top of the dialog box to select different calendars if they are available. You also have the choice of creating a new calendar if you need to create different calendars for different shifts, companies or projects. CHANGING THE WORK SCHEDULE If your project will be managed on a different schedule than the default, or if you need to create a calendar for shift workers, you can easily change the hours worked each day. If all weekdays have the same schedule, highlight the weekdays by dragging your mouse across the top of the calendar. This will change every single weekday from now on. CHANGING CALENDAR OPTIONS In addition to setting the working and non-working days, you can further customize your working schedule by clicking on the button. This allows you to set such options as when your work week or fiscal year begins, how many hours per day/per week there are, and default starting and ending work times. Default start time Default end time Hours per day Hours per week Select the default starting time. Select the default ending time. Enter the default working hours/day. Enter the default working hours/week. SETTING PROJECT START OR FINISH DATE When a new project is started, there is need to specify the Project Start or Finish date before scheduling the tasks. To specify the dates, select Project Information from the Project menu. Start date Finish date Schedule from Current date Calendar Use this to define when the project is to start. Use this to define the finish date of the project. Determines whether to schedule from the start and calculate the finish date, or to schedule from the end and calculate the start date. Shows current date. Can be changed to see what project would look like on another date. Assigns a default calendar for the scheduling of tasks. This is also used as a base for resource calendars. Click on the down arrow ( ) to select the type of work calendar to use. Click on this button to obtain statistics for the project, such as duration, cost or work hours. CUSTOMIZING THE GANTT CHART The Gantt chart is used to display the tasks using graphic bars and lines. Not only does this display the length of the tasks visually, it also gives you an overview of when the tasks are to be scheduled. To customize the Gantt chart, you will use the Gantt Chart Wizard and follow the steps outlined below: Click on this button to access the Gantt Chart Wizard. Or select Gantt chart wizard from the Format menu. Global Information Systems admin@gisuganda.com 6

11 Since the first screen within the Gantt Chart Wizard is simply a welcome message, click on to immediately move on to the next step. Use this step to define what information should appear in the Gantt chart. If you select Critical Path as your option, all critical tasks will be displayed in red and non-critical tasks will be displayed in blue. This screen is used to select the information that should be displayed along each task bar. Keep in mind the more data you select, the more crowded (and unreadable) the chart becomes. Click on to move on to the next step. Make all necessary selections and then click on Finish, then Exit Wizard. ENTERING TASKS Type the task name and enter the duration. Simply type in the new task length, followed by an abbreviation indicating the time period. Duration can be entered in "Working Time" or in "Elapsed Time". Working Time refers to actual working time. Elapsed Time refers to actual calendar time which includes all non-working hours/days. You can use the following abbreviations to enter duration: Duration Working time Elapsed time Minutes m em Hours h eh Days d ed Weeks w ew Months mon emon ADDING NOTES There are times when you will want to add some notes for a particular task such as why you assigned a particular resource or some other information. When a note has been added to a task, a note indicator appears in the indicator column. To add a note to a task, follow these steps: While in the Gantt Chart view, select the task to which a note should be attached. Click on this button to access the Task Notes box: In the Notes section, enter your comments. CREATING MILESTONES Throughout the project you will probably want to place task markers to indicate important goals that have been reached. These tasks are referred to as Milestones and are used to monitor progress made. Milestones are created by adding tasks with duration of zero. INSERTING NEW TASKS Place the pointer on the row where the new task to be added should appear. Select New Task from the Insert menu. Project pushes the current task down and creates an empty row for the new task Enter the new task's name and other information as usual. DELETING TASKS Click on the task to be removed. Select Delete Task from the Edit menu. The task will be deleted from the schedule. Global Information Systems admin@gisuganda.com 7

12 MOVING TASKS Click on the task ID number of the task to be moved. The entire task row will be selected. Click on the task ID number again, but this time hold the [LEFT] mouse button down and drag the task up/down to where you want it. SAVING THE PROJECT FILE Use this button to save your file or click file, save then enter the name of the project file and click save button. WORKING WITH OUTLINES Larger tasks, called summary tasks, represent each new phase or level. Each summary task is broken down into smaller detail tasks, called subordinates or subtasks which are indented. To create an outline, simply enter the tasks or milestones in the order you want, and assign each task to a level by using the outline buttons located on the Formatting toolbar, as shown below. Use this button to indent a task to a lower level. Use this button to outdent a task to a higher level. This can be used to turn a subtask into a summary task. COLLAPSING THE OUTLINE Once the outline has been created, you can "hide" the different detail tasks for all or just part of the outline. Most Managers, for example, don't want to be involved in all the messy details - they just want to see a summary of what is going on with the project. To collapse a summary task, select the summary task(s) to be collapsed and use this button to hide the task(s). EXPANDING THE OUTLINE To expand a summary task, select the summary task(s) to be expanded and use this button to open the task(s). ADDING RECURRING TASKS Adding a recurring task is useful for scheduling tasks that occur repeatedly during a project. An example would be a weekly office meeting scheduled for each Friday. To add a recurring task, follow these steps: Highlight the task that should come after the recurring task. Access the following menu: insert recurring Task... The following dialog box will be displayed: Global Information Systems admin@gisuganda.com 8

13 Use Name to enter the name for the task. Enter the Duration of the task using the abbreviations used for standard task durations. You can also use the up/down arrows to increase/decrease the current setting. In the This occurs section, select when this task will occur. To the right of this box, you can define how often the task will occur (e.g., every week, every other month). The exact options depend on what you select in the previous section. Define the Length of period for which the task will repeat. By default, Project uses the start and finish dates of the project. Instead of specifying a time period, you might want to define the number of times For which the task will repeat. Once you have made your changes, click on. Project adds a summary task to your plan. This task actually represents each individual meeting. Notice the indicator representing the recurring task ( ). To see each individual meeting, click on the plus sign of the summary task, the subtasks will be revealed LINKING TASKS While creating your outline, you should have noticed that all of the tasks are scheduled to start immediately (ASAP), starting at either the current date or at the project start date. Some of your tasks will depend on others to be completed first before they can get started. Project needs to know this and you will therefore have to set up the Relationships between the tasks. To link two or more tasks together, you must select them from the outline. Although you can link summary tasks, you have more control over the relationships between individual tasks if you only link the detail tasks together. Once the tasks to be linked have been selected, click on the link tool located on the toolbar. By default, Project reschedules all the linked tasks in a Finish-to-Start relationship. As soon as one task is completed, the next one is scheduled to start. Global Information Systems admin@gisuganda.com 9

14 UNLINKING TASKS Select the two tasks that are to be unlinked. Click on the Unlink button located on the toolbar. VIEWING THE PERT CHART MS Project provides a special chart known as the PERT (Program Evaluation Review Technique) chart just for this purpose. This PERT chart displays your project as a series of boxes (tasks or nodes) with dependency lines connecting the individual tasks. To change to the PERT chart, you must change your View. pert Chart CHECKING THE PROJECT STATUS If you want to see what the current status of your project is as of now, you can review such items as the start/finish dates, project duration, total working hours and total cost. These items are summarized in the Project Statistics box. MENU: project project Information... Project displays the following dialog box: To see the Project status, click on. After you have reviewed the information, click on. WORKING WITH RESOURCES Resources refer to the people, equipment, materials, money and in some cases time required to get a task done. If you need something to get a task finished, you can usually consider that to be a resource. view Resource sheet The view will change to a table format which is divided into columns and rows. Each column represents a different field of information about the resource. Global Information Systems admin@gisuganda.com 10

15 The columns are explained below: ID Number: This acts as a record number and will be assigned to each resource as it is added to the project. Indicators: This column displays small icons representing miscellaneous information, such as whether a note or hyperlink has been assigned to this resource. Resource name: The name of the resource. You can use this field to identify a resource by their name (Ouma John), or by their title (Senior Programmer). Initials: An abbreviation for the resource name. Initials come in handy when assigning multiple resources to a task Group: Enter a group name to assign to this resource. This allows you to display cost and other information later by groups of resources. Max. Units: The total number of resource units available (shown as a percentage but can be changed to decimal). This number is used to calculate over-allocated resources. Std. Rate: The standard pay rate for regular, non-overtime work. Enter the amount followed by an abbreviation identifying the time period for the amount. The following abbreviations can be used: Abbreviation Meaning m Minutes h Hours d Days w Weeks mon Months y Years Ovt. Rate: The rate for overtime work. Enter the amount followed by an abbreviation identifying the time period for the amount. Cost/Use: A fixed rate that is charged each time you use this resource. Accrue At: Allows you to define when you must pay for that particular resource. Choose Start, End, or Prorated to indicate when to start calculating total actual costs. Start - You are charged for this resource as soon as the task begins. End - You don't get charged for this resource until the task is complete. Prorated - You get charged for the actual amount of work performed so far. Base Calendar: Use this section to assign an initial calendar to be used as a template or base for this resource. Code: This field can be used for any code you want. The most common use is to assign resources to cost codes so that you can budget these costs to a specific account. You can use this field to sort by cost codes, or to pull out all resources assigned a specific code. ASSIGNING/REMOVING RESOURCES Once the resources have been defined and their calendars have been adjusted, you can begin to assign the resources to tasks. Change your view to the Gantt Chart view. Global Information Systems admin@gisuganda.com 11

16 Select the task(s) to which you need to assign resources. Click on the Assign Resources tool. Select the resource(s) you want to assign to the task. Click on this button to add the selected resource(s) to the task. Project assigns the number of units. When finished, click on. You will see the names of the resources listed in the Resource Names column. REMOVING A RESOURCE If you need to remove a resource(s) from a task, follow the steps outlined below: Change your view to the Gantt Chart view Select the task(s) from which you need to remove resources. Click on Assign Resources tool. Checkmarks indicate currently assigned resources. Select the resource(s) you want to remove from the task. Click on this button to remove the selected resource(s) from the task. You will not be asked to confirm the deletion unless the resource has already performed some work. When finished, click on. PRINTING THE PROJECT As you begin working with the project, you will find that a printed copy will make reviewing your changes and schedule easier to do. While Project has many different reports and options for printing, you can easily print what you currently see on the screen. Click on the Print button located on the toolbar to immediately send the printout directly to the printer without making any changes to your print settings. To open the Print dialog box, access the following menu: file print... You can choose to print All pages or a range. You can also specify the number of copies and the quality of the printout. Use the Timescale section to limit the printout to a specific period. Global Information Systems admin@gisuganda.com 12

17 CHANGING VIEWS While working with your project, you may realize there is a lot of data to look at and analyze. However, not all of the data can be displayed in one single view. Project provides several views and options that allow you to review projects from various aspects. To change the project s view, select a "view" from the list shown in the following menu: view Some of the more common views are available immediately from the menu selections. These views include the Calendar, Gantt Chart, PERT Chart, Resource Graph, Resource Sheet, and Resource Usage. MORE VIEWS When you first select the "View" menu, you see a list of the different predefined views. There are, however, several more views that you can use that are not listed in the menu itself. These extra views are less used and are therefore hidden in a submenu. Accessing the menu: view, more Views... Project displays a dialog box listing different views along the left side of the box To select one of these views and use it, you must highlight the view you want and click on the CHANGING TABLES button to have Project apply this view to your project. Project has many data fields that can be displayed for each task/resource. Not all of the columns can be displayed at once on the screen. Microsoft has broken down many of the data columns into different groups, or as they call them, "Tables". Each table is designed to display a different set of data columns to be used in different situations. There are various tables available to you, but the one thing you need to remember is that before you can select a table, you must have either the "Task Sheet" or "Resource Sheet" view displayed. Menu: View Table:Entry Depending on which spreadsheet you have displayed, you will see a different list of default tables available. Select an appropriate table (that has the information you re interested in). Examples include: cost, schedule, tracking, variance, etc. in the Task table. While the Resource sheet has cost, summary, work, etc. ANALYZING SLACK As you begin to schedule your tasks, you will notice that some of tasks may be considered critical and some non-critical. Non-critical tasks can usually be delayed for a period of time before they interfere with the ending date of the project. This period of time is referred to as slack or float time for a task. There are two types of slack time that you can keep track of - free and total slack. Free slack time is the amount of slack time that can be used to delay a task without delaying any other task. Total slack time is the amount of slack time that can be used to delay a task without delaying a critical task, which if delayed, ends up delaying the entire project. VIEWING SLACK IN THE GANTT If you want to see the amount of float time available in the form of a graphics chart, you can use the Gantt chart to display the float along with the actual task bars. Global Information Systems admin@gisuganda.com 13

18 Accessing the menu: view, more Views... Select the Detail Gantt from the list of views. Click on. If you see any thin olive green colored lines trailing a task bar, that task has float. At the end of the float line, Project will display the number of slack days for that task. This view can be printed just as all the other views can. VIEWING SLACK IN A TABLE If you don't really need to see the float on the Gantt chart itself, or if you want an additional source for viewing slack, you will need to change tables. Using either the Gantt chart or the Task sheet, change tables: Menu: view, Table:Entry Schedule table. Select the For tasks that have slack, you can review the Late Start and Late Finish dates to see when the latest you could start or finish a task without affecting the project end date. PRINTING REPORTS Once you have your costs and other information entered and you wish to print a report, you can access some of the reports available for viewing project information. The simplest report is to change your view to show the data you wish to have printed (e.g., the cost table) and then click on the print tool located on the toolbar. In addition to printing the current view, Project provides pre-defined reports for printing. These reports allow you to print most of the information in the project using nicely formatted layouts. Select Reports from the Report... menu. The following dialog box appears: To view the available reports, click on the category of reports you want and click on. The report categories provided by Project are listed below: Overview: Show information over the entire project duration, including summary tasks, critical tasks, project milestones, cost and schedule information, and so on. Global Information Systems admin@gisuganda.com 14

19 Current Activities: These reports show what's going on now in the project. Items such as tasks started, in progress, completed or behind schedule are displayed in this type of report. Costs: Show current costs and budget information for the project. You can show tasks/resources overbudget as well as a weekly cost report. Assignments: These reports show assignment schedules for the entire project; specific resources; weekly assignments; and over-allocated resources. ADDING TASK CONSTRAINTS If your boss is like most bosses, you may have been told when a particular job is supposed to start or end. Or maybe you have some other constraint applied to a task that may cause the task to start or end at a specific time. Such constraints may be caused by resources not being available until a certain date, deliveries scheduled at certain times, rooms or equipment not available and other such problems. If you have such constraints, you can assign specific dates to control when the task starts or finishes. Task constraints are assigned through the Task Information box. Highlight the task(s) you wish to assign a constraint to and click on the Task Information tool. Once you access the Information box, Project displays a dialog box with several tabs of options. Click on the Advanced tab, as shown below: The constraint section is located on the left of the dialog box under the task's name: Use this section to define fixed starting or finishing dates for the current task. The default constraint assigned to your tasks is "As Soon As Possible". You can select one of the following eight constraints: As Soon As Possible, As Late As Possible Finish no Earlier Than, Finish no Later than Must Finish On, Must Start On, Start No Earlier Than, Start No Later Than ADDING LAG/LEAD TIME As you analyze your schedule, you may realize that some of your tasks do not necessarily have to start/finish at the same time or you may not have to wait until the predecessor is completely finished. To add a delay between two tasks or to overlap two tasks, you will add "lag" or "lead" time to the relationship between the two tasks. Global Information Systems admin@gisuganda.com 15

20 Lag/lead time can be entered in several ways. However, the easiest method is to access the Task Information form, as shown below: Highlight the successor task to assign lag/lead to and click on the Task Information tool. Select the Predecessors tab. When done, click on. HANDLING SCHEDULING CONFLICTS As you continue to revise your project plan and change your estimated durations for the tasks, you may run across other scheduling conflicts which indicate that you may not be able to finish certain tasks or even the project itself on time. In that case, you will need to be able to shorten your schedule somehow using one of several methods. You have already learned how to shorten a schedule by overlapping tasks using lag/lead time. Here are some methods that you may want/need to use instead: One method is to simply shorten task durations. If you need to finish the project sooner, make sure that you shorten critical tasks since they directly affect the project end date. Another method would be to add more resources to effort-driven critical tasks which will also shorten the duration of these tasks. Finally, you could add overtime to help shorten the duration. SHORTENING CRITICAL TASKS The easiest and fastest method of reducing the schedule is to simply revise your original time estimate by reducing the duration. ADDING MORE RESOURCES Although you can add more resources to shorten a critical path, you should be aware of several options which affect the amount of work and duration - depending on the number of resources added. USING OVERTIME Another method for reducing the schedule is to add overtime to resources. If you add overtime to the resource that is working the longest on the task, you will reduce the duration for that resource - which will reduce the duration for the task. The easiest way is to double-click on the Split Bar in the lower-right corner of your screen. Global Information Systems admin@gisuganda.com 16

21 By default, the Task Form shows the predecessors and resources in the lower section of the form. In order to see the Overtime information, you must Format the Task Form to show a different set of Details for the resources. Have the Task Form in the bottom pane and make the bottom pane active. Format, details Project will display a sub-menu listing the various detail information that can be displayed in the form: Select Resource work from the sub-menu. The bottom half of the Task Form will change to a different view: Add your overtime in the column provided for each resource. The overtime that you enter will be subtracted from the work amount. To calculate the task duration, the remaining work is divided by the number of resources, as shown below: Task Duration = (Work-Overtime)/Units IDENTIFYING RESOURCE CONFLICTS To identify a resource conflict, display the Resource Sheet: Click on this button to view the Resource Sheet. Any resources listed in red/bold are overallocated. You could also access the Resource Usage view: The chart (located to the right of the table) breaks down the hours worked by day (or whatever timescale is displayed). You can scroll through the timescale to find the date(s) where the resource has been overscheduled. MANUALLY LEVELING RESOURCES If a resource is over allocated, you have basically used that resource for more than its maximum level of available work. When you reduce the over allocated resource to its normal working level, you are leveling the resource. Manually leveling resources means that you must solve the conflict by adding additional resources, using overtime, allocating part of a resource s time to each task or even having to reschedule tasks. Global Information Systems admin@gisuganda.com 17

22 AUTOMATICALLY LEVELING RESOURCES Project offers an option to solve the resource conflict for you. It solves the conflict by delaying or splitting tasks until the resource becomes available. Project takes into account all of the scheduling information to decide which tasks to delay first. This means that a later task may be scheduled before an earlier task in order to resolve a conflict. LEVELING OPTIONS To change this setting and other options, access the menu and dialog box shown below: tools, Resource leveling... The following dialog box appears: Use the first section (shown below) to define when to level any over-allocations: Select Automatic to have Project automatically calculate and level resources as soon as they become overallocated. This may not be a good option to always have on since Project will immediately reschedule tasks when an over-allocation has occurred and you may not have caught the change. If you set leveling to Manual, you can decide when Project should look for and correct over-allocations. This allows you to review the schedule before and after any changes are made by Project. SETTING THE BASELINE Once the project has been planned, all scheduling/resource conflicts have been removed and the boss has signed off on the plan, you are ready to permanently record the project s schedule. Select Tools, Tracking, Select save Baseline... from the sub-menu. The following dialog box will be displayed: Global Information Systems admin@gisuganda.com 18

23 You can either save the initial baseline or an interim plan. Use the baseline to save the schedule before the project has begun. Use Interim plans (up to ten) to save historical schedules during the project. These can be useful for planning future projects more accurately that may be similar (or the same) to this one. (Many people don't worry about interim plans). Once you have selected the baseline option, select whether you wish to record the schedule for the entire project or only the selected tasks. If you have added some new tasks or made last minute changes, you might just choose to update the few selected tasks rather than the entire project. Once all selections are made, click on the button. The data will be copied from the current "Start/Finish" fields into the new fields labeled "Baseline Start/Finish". VIEWING THE BASELINE DATA Once the baseline has been saved, you can review the fields by displaying the table containing the baseline start and finish dates. These fields are displayed in the Variance table. Make sure you have a task sheet displayed (and selected) in either the top or bottom pane - if you are in a dual pane view. Switch to the Variance table view by accessing the following menu: View, Table:Entry, Choose the Variance table. The table columns will change and display the baseline start/finish dates along with the current scheduled start/finish dates. Until the project has started, the two dates will be the same. Use this table to compare your current schedule against the original plan (baseline) to see how far you are ahead or behind schedule, as shown in the sample below: A negative number indicates you are ahead of schedule while a positive number indicates you are behind schedule. Global Information Systems admin@gisuganda.com 19

24 DISPLAYING THE BASELINE Although the Variance table shows the baseline information, many people prefer to see the baseline displayed graphically as part of the Gantt chart. There will be two sets of bars for each task in the project. The grey/bottom bar represents the baseline (original plan) while the top bar represents the current schedule. Follow the steps Choose view, the more Views... Project displays a dialog box listing different views along the left side of the box. Select Tracking Gantt and then click on. The Gantt chart should look similar to the one shown below: Each task bar will have a gray shaded bar below it. This gray bar represents the baseline schedule. TRACKING THE PROJECT After you have saved the baseline, you have pretty much assumed that the project is ready to begin based on the current schedule. Once the project has actually started, you will need to be able to update the tasks as they are started/completed. This is referred to as tracking the project. You can update the project manually by entering when the task was actually started/finished, how much actual cost was incurred, how much actual work was performed, or by estimating the percentage of work completed. You can also let the program update all or parts of the fields for you. If everything is going according to schedule, you can let the program do most of the updating for you. CHANGING THE PROJECT STATUS DATE If you plan on updating automatically, keep in mind that when Project updates the percentage complete, work, and duration fields, it bases its calculations as of the Status Date. The status date is also used as the new start date for any rescheduled tasks. If the status date is later than the current date, Project uses the status date for updating. However, if the status date is earlier than the current date, Project uses the current date for updating. To change the current and/or status date used for updating the project, follow the steps outlined below: Œ Access the following menu: project, project Information... Change the Current date and/or Status date to be used for updating purposes. To always use the current date for updating, enter NA in the Status Date field. Ž When done, click on to save changes. Global Information Systems admin@gisuganda.com 20

25 USING THE TRACKING TOOLBAR As with many other features, Project provides a toolbar that is used for tracking your projects. This toolbar provides faster access to several options that are also contained within the menu. You can access the Tracking toolbar by Choosing view, toolbars and then select Tracking from the submenu. The following tools are available: This button provides easy access to the project statistics or status screen, as shown below: This tool updates all tasks or the selected tasks based on the current schedule. If everything has been going according to schedule, this a quick way of updating the project. You can also access this feature through the Tools Tracking Update Project menu. Click on this button to reschedule any remaining work for the selected task(s) to resume as of the status date. You can use this option if work has been interrupted and will resume at a later date. Use this tool to display a progress line on the Gantt chart for a specific date. Project draws a progress line connecting all in-progress tasks. This line chart points to the left for work that is behind schedule and points to the right for work that is ahead of schedule. These buttons provide quick updates for completion percentages. You can select several tasks at once and then click on one of these buttons to automatically assign the percentage of work completed. Click on this tool to quickly display the Update Tasks form. You could also access this feature through the Tools Tracking Update Tasks menu. This button provides access to the Workgroup toolbar which is used to send mail, routing slips, schedules and other workgroup activities. IDENTIFYING THE PROGRESS BAR Once updating has occurred, the Gantt chart will reflect progress by displaying a solid bar in the middle of the task bar. Global Information Systems admin@gisuganda.com 21

26 MANUALLY UPDATING PROGRESS Project provides several fields that are used for tracking actual progress which are located in the Update Tasks form. There are five types of actual data that you can use to update the progress of a task: actual start and finish dates, percentage complete, actual/remaining duration, actual/remaining work, and actual/remaining costs. You can enter any or all of the five fields. If you only enter a few of the fields, Project will calculate the rest. You can update the progress of your tasks by following the steps outlined below: Œ Highlight the task you wish to update. If you have several tasks to be updated with the same figures (e.g., all 100%), select all of the tasks to be updated. Accessing the menu: tools, Tracking Ž Select Update tasks... from the sub-menu. The following dialog box will be displayed: COMPLETING A TASK If a task started and finished on its originally scheduled finish date, simply type in 100% in the % Complete field. Project will calculate the finish date, actual duration and remaining duration for the task. If you only enter an Actual Finish date, Project assumes the task started on schedule and will calculate the rest of the fields for you. If the task did not start as scheduled but was completed according to schedule, enter the Actual Start and 100% Complete. If the task did not start or finish as scheduled, enter the Actual Start and Actual Finish dates. Project will calculate the remaining fields based on the actual start and finish dates. ENTERING CURRENT PROGRESS If a job started on time but is not yet finished, simply enter a % Complete amount and Project assumes the task started on schedule and calculates the rest of the fields. If the task did not start as scheduled and is not yet finished, enter the Actual Start and the current % Complete. Project will calculate the rest of the fields for the task. ENTERING ACTUAL/REMAINING DURATIONS If you do not know the percentage complete, you can enter the actual duration. Project assumes the task started on schedule and calculates the remaining duration, percentage complete, and the rest of the fields. If the task did not start as originally scheduled, enter the Actual Start and the Actual duration. If the task duration is longer or shorter than the original duration, enter the Actual duration and adjust the Remaining duration accordingly. Global Information Systems admin@gisuganda.com 22

27 USING THE TRACKING TABLE Although the Update Task form is a convenient way of updating the progress of a task, it can become tedious if you have to make many changes to several tasks. Some managers find it easier to update their progress information using a data sheet format. For this purpose, Project has a view available that is specifically designed for Tracking progress. AUTOMATICALLY TRACKING ACTUALS If everything is going according to schedule (when will this ever happen?), you can let the program update the project progress for you. If you have lots of tasks to update, but a few have not gone according to schedule, you can manually adjust those tasks and then use Project to update the rest of the project. This is known as managing by exception. To have Project automatically update your progress, follow the steps outlined below: Œ Set the date to use for updating the project. Access the following menu: tools, Tracking Ž Select Update project... from the sub-menu. The first section (labeled Update work as complete through) is the most common option to use since it will update your tasks to reflect the current progress based on the date shown. Set 0%-100% complete means that Project will mark your tasks between 0 and 100% complete, depending on how much of the task has been completed. This is the option you will use most. Set 0% or 100% complete only means that Project will mark tasks with 100% only if they are actually done. All other tasks will be marked as 0% complete, even if they have started. The second section (labeled Reschedule uncompleted work to start) is used for tasks that are not yet complete and need to be rescheduled at a later date. For example, if you have to stop working halfway through a task due to a conflict, you would need to reschedule the remaining work to begin at a later date. Project will calculate the task as being 50% complete. The task will be interrupted and the other 50% of the work will be rescheduled to resume on the date you enter in this box. The last section within this dialog box allows you to update the progress for either the Entire project or just the Selected tasks. Using the selections within the Update Project dialog box, make any changes necessary. When done, click on to save your changes and close the dialog box. Global Information Systems admin@gisuganda.com 23

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