MICROSOFT PROJECT 2002(XP) AND 2003 LEVEL 1

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1 MICROSOFT PROJECT 2002(XP) AND 2003 LEVEL 1

2 Welcome! Thank you for choosing WWP as your learning and development provider. We hope that your programme today will be a stimulating, informative and rewarding experience. Our highly skilled training consultants combine practical experience, dynamic teaching styles and tried and tested delivery methods, to ensure that you will enjoy learning new skills, which you can confidently apply in your working environment. It is our goal to inspire curiosity and develop the knowledge, skills and creativity of each individual to deliver improved performance in the workplace, and we hope that the benefits you will gain from your programme today will inspire you with enthusiasm and encourage you to keep coming back to WWP. To continue your learning and development with WWP, we have three key areas of specialism, each of which has its own comprehensive brochure Professional Development, IT Skills and Project, Programme and Risk Management. If you would like to receive a copy of any of our brochures, please contact us on or by on info@wwp.co.uk. Alternatively, you can visit our website to view our full range of learning and development programmes and services. We always appreciate client feedback so that we can continue to maintain and improve our quality standards. I would welcome any comments or suggestions you would like to make regarding the service you received from WWP via my personal at susan.foran@wwp.co.uk. Susan Foran Chief Executive WWP Training Limited

3 Microsoft Project 2002(XP) 03 Level 1 Contents CONTENTS Note: Unless otherwise indicated, screenshots in this booklet show Microsoft Project 2002(XP). There are, however, minimal or no differences between these and Microsoft Project PREFACE - PROJECT MANAGEMENT BASICS... 7 Project Management basics... 8 Project Definition Techniques... 9 Project Planning Techniques Resource Management LESSON 1 - MICROSOFT PROJECT OVERVIEW Introduction Starting Microsoft Project Using the Interface Displaying/Hiding Toolbars Using the Task Pane Using the Project Guide LESSON 2 - STARTING A PROJECT Specifying a Project Start Date Changing the Working Hours Adding a Nonworking Day Saving a Project Closing a Project Opening an Existing Project Exiting Microsoft Project LESSON 3 - WORKING WITH TASKS Working with Tasks Working with Durations Entering Tasks Editing Tasks Entering a Milestone Task LESSON 4 - EDITING AND SCHEDULING TASKS Linking Tasks Unlinking Tasks Changing Task Relationships Inserting a Task WWP Training Limited Page 3

4 Contents Microsoft Project 2002(XP) 03 Level 1 Deleting a Task Moving a Task Applying Lag and Lead Time Applying a Constraint Entering a Start or Finish Date Setting a Deadline Date LESSON 5 - OUTLINING TASKS Outlining Tasks Indenting and Outdenting Tasks Collapsing and Expanding an Outline Linking Summary Tasks Adding Outline Numbering Creating a Project Summary Task Entering a Recurring Task Viewing and Hiding Recurring Tasks Editing Recurring Tasks LESSON 6 - WORKING WITH RESOURCES Using Resources Creating a Work Resource Creating a Material Resource Assigning a Work Resource to a Task Assigning Various Resources to a Task Assigning a Material Resource to a Task Removing a Resource Assignment Changing the Task Type Contouring a Work Assignment LESSON 7 - ADJUSTING RESOURCES Addressing Resource Overallocation Resolving Conflicts by Increasing Units Levelling a Resource Specifying Leveling Timeframes Changing the Leveling Order Leveling by Entering a Delay Amount Splitting a Task Changing Leveling to Automatic Setting Task Level Priority Page 4 WWP Training Limited

5 Microsoft Project 2002(XP) 03 Level 1 Contents LESSON 8 - IMPLEMENTING A PROJECT Working with Baselines Using Baseline Tables Saving a Project Baseline Saving a Task Baseline Clearing a Baseline Entering the Percent Complete INDEX WWP Training Limited Page 5

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7 PREFACE - PROJECT MANAGEMENT BASICS In this lesson, you will learn: What is a project? How projects are managed To recognize project management tools

8 Preface - Project Management Basics Microsoft Project 2002(XP) 03 Level 1 PROJECT MANAGEMENT BASICS What is a project? The term project is very heavily used nowadays but despite continual usage its meaning is often not clearly understood. A project is a unique set of co-ordinated activities with definite starting and finishing points, undertaken by an individual or organisation to meet specific objectives within schedule, cost and performances parameters. (BSI 6079) A project must have a clearly defined start and finish date; if there is no finish date then you are probably managing an ongoing initiative, not a project. Another important point to note is that a project must have an objective. If there is no objective there is no project. However, objectives are only the expression of the underlying business needs, and it is therefore vitally important to set the correct objectives, and to be prepared to change these to suit the changing needs of the business. Commercial factors influence business needs and are helpful in establishing the right direction and defining the goal posts for the project. Unless everyone understands the business needs, and how the project fits into the organisation s overall strategy, it will be difficult to translate the need into clear project plans. In many cases, the manager s attention becomes so closely focused on the product, or on the technology, that changes in the business needs are neglected. This may lead to successful completion of an expensive project that the business no longer wants. What is Project Management? Project management is the discipline of ensuring that the project objectives are achieved within the given deadline, constraints and so on. It includes: Project Planning Project Control Quality Management Team Leadership Project management involves Definition, Planning, Execution, and Closing a project. In order to achieve a successful outcome, it is critical that you complete all four phases. When you define a project, you state the overall objective, describe the desired outcome, and explain the scope of the project. Planning a project involves identifying tasks and estimating the amount of time needed to perform each one. In addition, you need to list available resources and the costs associated with each one during the planning of a project. Once you have identified the Page 8 WWP Training Limited

9 Microsoft Project 2002(XP) 03 Level 1 Preface Project Management Basics tasks, resources, and costs, you can create a schedule. You can schedule tasks based on factors such as resource availability, time limitations, and the relationships between tasks. Managing the execution of a project means monitoring the progress of the project by making adjustments when necessary and communicating progress. The initial plan, called the baseline, can be compared to actual events. The project manager can evaluate the project for potential problems and prepare to offset any negative consequences. The project manager must continually ask questions such as: What delays have occurred? What can be done to minimize their effect on the project s goals? Are the resources completing the tasks in the allotted time? Are the costs within the budget? All projects change as they evolve over time. Analysing your data prepares you to make informed decisions when changing the plan becomes necessary. Communicating the progress of the plan is important to management and to the project team assigned to perform the tasks of the project. In many situations, weekly progress or monthly status meetings are held, where problems are discussed and reports are reviewed. When you close a project, you mark all the tasks complete. A completed project can be very helpful in planning future projects. You can use the entire project or particular tasks as the basis for planning a new project. PROJECT DEFINITION TECHNIQUES One way to look at a project is using a Work Breakdown Structure (WBS). This organises the project as a hierarchy as in a family tree, or an organisation structure. This method allows the project to be broken into convenient work packages on which the detailed plan is based. Examples of Work Breakdown Structures are: Time based For example, Phase I, Phase II and Phase III may be further broken down as Phase IA, Phase IB, Phase IC and so on. Work package based Looking at a Vehicle Design Project, the WBS could be: Chassis, engine, gearbox, transmission, and so on; which is broken down further as: Chassis (frame, suspension, axles, and so on); which in turn may be further broken down as: Suspension (shock absorbers, springs, lever arms, and so on). Process based WWP Training Limited Page 9

10 Preface - Project Management Basics Microsoft Project 2002(XP) 03 Level 1 If the above scope was not limited to design but to the vehicle from conception to the consumer, the work breakdown structure may be: Market Research, Prototype Design, Prototype Build, Prototype Test, Production Design, Manufacture, Marketing, Sales, Support, and so on. Organisation or resource based The WBS could also reflect the organisation structure if this is how the work is to be planned and controlled. Hence a typical discipline based project may be broken down as: Civil Engineering, Mechanical, Electrical, or Sales, Marketing, Production, Quality, and so on. Location based On projects that may be developed or completed in distinct locations, the location of the work may be a convenient way to reference its part within the overall project. For example: London, Birmingham, Manchester or Zone A, Zone B, Zone C or typically, Floor 1, Floor 2, Floor 3 on a multi-storey building project. As can be seen from the above, there are no rules or preferences as to which WBS may suit a project best. This will largely be determined by the natural structure of the project, the timescale, and the anticipated method of control. The important principle is that the WBS structure should be consistent and logical with a clear and natural hierarchy and therefore will become the backbone of the project. This structure can be built into the project plan as Headings or Summary tasks. The detailed activities or tasks can be planned in to flesh out the project. It is good practise to place Milestones at the start and end of each phase or group of tasks and use the milestones to control the start of subsequent groups of tasks. Project Summary Summary Heading (Phase I) Summary Heading (Phase II) Summary Heading (Phase III) Summary Heading (Phase IV) Summary Heading (1.1) Summary Heading (1.2) Summary Heading (1.3) Task (1.1.1) Task (1.1.2) Task (1.1.3) A Work Breakdown Structure Page 10 WWP Training Limited

11 Microsoft Project 2002(XP) 03 Level 1 Preface Project Management Basics PROJECT PLANNING TECHNIQUES Today s project management software is a result of three major forces: the Gantt chart, the Critical Path Method (CPM), and the Project Evaluation Review Technique (PERT). The Gantt chart was initially called a bar chart, but the name was later changed to Gantt after its creator, Henri Gantt. This chart graphically represents the duration of tasks across a timescale, showing the start and finish dates. If you want to illustrate the length of time a project or an individual task will take, you use the Gantt chart. CPM is a scheduling system created by the Dupont Corporation. It is the foundation of all modern project management software. CPM calculates the duration of a project based on the duration and relationships of each task. Tasks are defined as critical or non-critical. Tasks on the critical path (critical tasks) determine the completion date of the project. Critical tasks must be completed on time or the project will be delayed. Non-critical tasks have slack time, which means there is flexibility in the finish time of the task. A delay in a non-critical task will not cause a delay in the project. As changes to the project are made, however, non-critical tasks could become critical. PERT was developed by Lockheed in conjunction with the US Navy and used on the Polaris Missile Project. This scheduling system originally calculated expected durations. The MS Project Network Diagram view (previously called a PERT chart) graphically displays task relationships, showing you which tasks are dependent upon the completion of other tasks. Both the above techniques are described as Network Planning Techniques and are used to establish the minimum time necessary to complete a project. The calculations to be performed are relatively simple and can be carried out manually. However a computer can perform the calculations far more conveniently and quickly and can take account of complicating factors such as the availability of resources and non-working time. In order to find the minimum time necessary to complete a project, it is necessary to identify the sequence of tasks with the greatest combined duration. This sequence of tasks is known as the critical path, and therefore network analysis is often called Critical Path Analysis (CPA) or the Critical Path Method (CPM). There may be more than one critical path through a network. Tasks on the critical path are only critical in the sense of time. The result of delaying any task on the critical path will be to delay all subsequent critical tasks, thus increasing the total duration of the project. Often project success is based on completing on time and therefore critical tasks act as a focus to what is important. To calculate the critical path for a project it is necessary to: Break the project down into its constituent tasks Link the tasks together in a logical sequence Estimate the duration of each task Total the duration of each path through the network of tasks Identify the resultant critical tasks which have no spare time WWP Training Limited Page 11

12 Preface - Project Management Basics Microsoft Project 2002(XP) 03 Level 1 Quantify the spare time, or slack, available to tasks on other paths Precedence Networks (Network Diagram or PERT Chart) A network is a diagrammatic representation of the tasks and dependencies within a project. The earliest type of network diagram was called an Activity on Arrow network and each task was depicted as an arrow on the diagram. This technique, although still used, is less popular than the Precedence network method, which is easier to understand. In the precedence network each task is drawn as a box or rectangle. The logical link or dependency between two successive tasks is shown as a line with an arrow, drawn from left to right. Task B Task E Task A Task C Task F Task D Types of Dependency Precedence Network Example Most links between tasks are of the Finish-to-Start type. That is to say, for the later task (Successor) to start it must wait for the earlier task (Predecessor) to finish. Even then, it may be necessary to wait before the later task can start, if there is a lag (duration for the dependency) between the tasks. For example, you cannot unit test a programme until you have written it, so this is a Finish-to-Start dependency. A B Finish-to-Start Dependency Example A Start-to-Start dependency means that the later task (Successor) can start once the earlier task (Predecessor) has started. A Finish-to-Finish dependency means that the later task (Successor) cannot finish until the earlier task (Predecessor) has finished. It there is a delay between linked tasks it is called, a lag. This is then defined as the minimum necessary lapse of time between the start or finish of the earlier task and the start or finish of the later task. Lags in MS Project can also be expressed as a percentage of the Predecessor s duration. Page 12 WWP Training Limited

13 Microsoft Project 2002(XP) 03 Level 1 Preface Project Management Basics There is a fourth type of dependency called a Start-to-Finish but this is rarely used in practise. A Predecessor SS 1-day lag A B SS 1-day lag B Successor Start-to-Start Example (with 1 day lag) A Predecessor FF 1-day lag A B FF 1-day lag B Successor Critical Path Analysis Finish-to-Finish Example (with 1 day lag) Critical path analysis is the process of calculating the earliest and latest dates at which each task may occur. The calculation takes place in two parts. The forward pass calculates the earliest start and finish dates for each task, and therefore indicates the total time in which the project may be completed by working As Soon As Possible. The backward pass works backward from the newly found project end date; it calculates the latest start and finish dates for each task, ie. working As Late As Possible Critical tasks are those that are found to have identical early and late start and finish dates. Critical path analysis is a straightforward calculation to perform. It can be done manually, but is usually done by computer. Early project planning packages ran special batch programs to time analyse the project data. Modern computer programs like Project can reanalyse the entire project every time data is entered or updated on the screen. It may however be better to only perform critical path analysis (Calculate) on request for larger projects, and this option is catered for. WWP Training Limited Page 13

14 Preface - Project Management Basics Microsoft Project 2002(XP) 03 Level Task B Task E Task A Task C Task F Task D Early Start (ES) Duration Late Start (LS) Name Early Finish (EF) Total Slack Late Finish (LF) Critical Path Analysis Example As we have said, critical tasks cannot be delayed without affecting all subsequent tasks and thus the end date of the project. However, the majority of tasks are not usually critical. Their start can be delayed to an extent without causing an overall delay in the project. Evidently, they cannot be indefinitely delayed without having an adverse effect on project completion. It is therefore important to know what constitutes an acceptable delay for these tasks. Project calls this Total Slack. The slack is the total time available for a task, less the time required (the estimated duration). This can easily be calculated, as it is equal to the difference between the early and late dates calculated during the forward and backward passes, i.e. LS ES or LF EF. The term Free Slack is used to describe the amount of time by which a non-critical task can slip without affecting any other task. Date Constraints These are dates that are imposed due to external considerations. Typically, a project must be completed by a given date (Finish No Later Than), or we must cater for the availability of a key resource, and start using it as soon as it becomes available (Must Start On or Start No Earlier Than constraint). Imposing finish dates can lead to a situation where it is impossible to schedule tasks to finish before the must finish date. They then become hypercritical, and the slack is calculated as a negative value. The amount of negative slack is the duration by which critical tasks must then be reduced to achieve the imposed finish date. Page 14 WWP Training Limited

15 Microsoft Project 2002(XP) 03 Level 1 Preface Project Management Basics SLACK As Soon As Possible DELAY As Late As Possible (ALAP) DATE Constrained (Start No Earlier Than) DATE Constrained (Must Start On) Gantt Chart ~ Constraints Example Gantt Charts The Gantt Chart is possibly the simplest picture of the tasks that make up a project. In fact, many people plan their work using a Gantt Chart without realising what it is. The Gantt Chart is simply a horizontal bar chart showing some or all of the tasks that make up a project. The horizontal axis shows elapsed time, often defined as calendar days, weeks or months. The vertical axis shows a sequence of tasks, usually but not necessarily, in order of start date. The left-hand end of each bar drawn shows the start of the task, the right-hand end shows the task finish, and the length of the bar indicates the duration of the task. By default Project schedules all tasks between their early start and early finish dates as it uses the As Soon As Possible constraint. Notice that the tables simply use the terms Start and Finish to reflect the position the task is scheduled. Therefore by changing a task to As Late As Possible the Gantt bar is moved later and the start and finish dates change, providing of course that you change a task that has slack. The default Project Gantt Chart does not show the critical tasks or slack, but this can easily be added with the help of the Gantt Chart Wizard. Traditional Gantt Charts did not show the links or dependency between Gantt bar (shown on Network diagram) however, MS Project uses a linked Gantt chart by default. (Link can be formatted to not display as well) Task A Task B Task C Task D Task E Task F Critical Non-critical Slack WWP Training Limited Page 15

16 Preface - Project Management Basics Microsoft Project 2002(XP) 03 Level 1 RESOURCE MANAGEMENT There are many reasons why a time schedule can prove to be unrealistic, but the most common is that tasks that are scheduled to run in parallel cannot in fact happen simultaneously. Often the reason for such problems is that there are not enough resources to carry out all the tasks, which could be in progress at any one time. The term resource is typically used to represent anything required to perform an activity other than time and money. This encompasses reusable resources, such as people and equipment, as well as consumable resources such as materials. There are four main stages involved in dealing with resources. Define the resources availability and costs Resource Allocation (or Assignments) Resource Aggregation Optimisation The first step to allocating resources on a project is to define which resources, and what amount of these resources, are required to complete each task. Resource Allocation Deciding the amount of resources could be based on feedback from time sheets or work measurement data (if it is available). Typically the estimate is based upon your experience, although where possible it is useful to get input from the people who will actually be doing the work. This helps develop a commitment to the plan. Two key rules should be applied at this stage: Assume an ideal world Do not use excessive detail Assuming an ideal world may not come naturally, however, what you must do in your initial estimates is look at each activity in isolation and indicate who you would prefer to do this activity and how much effort would be required. When the plan is complete and analysed you find that you do not live in an ideal world and there are conflicts, which need to be resolved. Excessive detail in resource allocation is a common cause of disillusionment with project plans. If you include tasks which are only one or two hours long then reviewing and updating these tasks will need to occur on a daily basis. The overhead in maintaining the plan then becomes a significant part of your day. The key is to clearly identify the level of details appropriate to your project. With Project, you can use flexible scheduling techniques to determine how long tasks will take to complete and to model how resources work on tasks. The default option is Effort Driven scheduling which simply means that as you add additional resources the work estimate, i.e. total hours, will not change but the duration will shorten. Page 16 WWP Training Limited

17 Microsoft Project 2002(XP) 03 Level 1 Preface Project Management Basics Project uses the following calculation when working with resources Duration x No. of Resources (units) x Hrs/day = Work There are other options including selections for Fixed Units, Fixed Work or Fixed Duration, which act in combination with the Effort Driven option. Also, you should consider whether the assignment is contoured. (e.g. More effort is put in at the beginning and less towards the end) or at a constant flat rate. Avoid entering excessive amounts of detail; remember the objective is to improve the quality and accuracy of your plan. A pragmatic approach would be to enter the most important or scarce resources first, and if necessary resolve any conflicts that occur. The other resources can then be added to the plan if required, in the knowledge that the real resource issues have already been resolved. Resource Aggregation Having allocated resources to tasks, and time-analysed the project, we can calculate the total demand for each resource with tasks scheduled As Soon As Possible. A visual way to doing this is to draw a Resource Graph (resource histogram), underneath the Gantt Chart. Resource Aggregation In the above example, if we consider the allocation of a resource (labourer, bricklayer, project leader, programmer etc) to the tasks shown. Then by aggregation we can see on days 4 and 5 that 1.5 resources are required. That would be fine if we have 1.5 or 2 resources available but what if we do not? It is apparent that we are temporarily short Task A Task B Task C Task D Task E Slack 1 RESOURCE GRAPH Max Available of resources. Generally, small degrees of resource overload for short periods (one or two days) are probably not worth worrying too much about, as our estimates almost certainly contain a degree of inaccuracy themselves. However, if it is obvious that we are woefully under-resourced, we will need to think about revising the work schedule as appropriate. Resource Optimisation WWP Training Limited Page 17

18 Preface - Project Management Basics Microsoft Project 2002(XP) 03 Level 1 The optimisation of resources can be affected by delaying some or all assigned tasks so that workload does not exceed the resources availability. This process is known as levelling one of Project s calculation options. Time or Resource Constrained It is important to decide whether the project should be time constrained, in which case achieving deadlines is priority number one, or resource constrained, in which case you cannot make more resources available. If you must adhere to deadlines, and also work within a resource budget, then you can only resolve resource shortfalls by reducing the amount of work to be carried out. In the worst case, a competent project plan is the best possible means of proving to management that you cannot possibly do what they ask with the means at your disposal. If the project is time constrained, tasks can be delayed with the aim of reducing the amount of resource overloading, while remaining within the deadlines imposed. In fact they are Levelled only within available slack, which is the option you select for this process with Project. Resource Smoothing (Time Limited) Alternatively, if the project is resource constrained, tasks are delayed so as to remain within the resources availability, while minimising the resultant delay to the overall project deadline. This process is called levelling. Task A Task B Task C Task D Task E Delay 1 RESOURCE GRAPH Max Available Page 18 WWP Training Limited

19 Microsoft Project 2002(XP) 03 Level 1 Preface Project Management Basics Task A Task B Task C Task D Task E Delay 1 Delay RESOURCE GRAPH Max Available Resource Levelling (Resource Limited) Other Optimisation Techniques It is a common fallacy to believe that you automatically shorten the duration of a task by simply applying more resource to it. In the majority of cases this is not so. Among project planners, a common saying is that you cannot produce a baby in one month with nine women. Considered another way; it should be apparent that if two mechanics take two hours to service a car, it does not follow that you can do it in half an hour with eight mechanics. The fact is that they would get in each other s way, and probably require someone else to co-ordinate the whole exercise. Review task duration If a task has float, then extend the duration of the task by assigning the resource to work part-time (50% allocation). This releases the resource to work on another task at the same time. Alternatively you may need to add an assistant to work on a task to complete the task more quickly. Re-allocate existing resources Compare the histograms of people with similar skills. It may be evident that tasks can be re-allocated to other people who are not busy at the time the conflicts are shown. Increase resources available The most common method of increasing resources is to work overtime, although this may be unpopular and expensive. Alternatively if the demand is there it may be opportune to directly employ more staff or contract out some of the work. WWP Training Limited Page 19

20 Preface - Project Management Basics Microsoft Project 2002(XP) 03 Level 1 Review network logic You may wish to commence some tasks earlier than scheduled. Review the logic that controls the tasks it may be that the ideal constraints could be overcome and a different logic adopted. Split activities Consider interrupting non-critical tasks to make the resource available for critical tasks. Beware it is not practical to split all activities. Re-assess the task Firstly it may be necessary to review if a task has to be completed at all, that is, review project objectives. Secondly look at other ways of performing the task, using faster machinery, software development tools and so on. Whatever techniques you employ do not expect the computer to solve your resource problems for you. The best it can do is display the problems more clearly, you have to overcome them. Page 20 WWP Training Limited

21 LESSON 1 - MICROSOFT PROJECT OVERVIEW In this lesson, you will learn how to: Start Microsoft Project Use the interface Display/Hide toolbars Work with the Task Pane Apply the Project Guide

22 Lesson 2 Microsoft Project Overview Microsoft Project 2002(XP) 03 Level 1 INTRODUCTION Microsoft Project is a complete project management package. You can use it to organize a plan, schedule tasks, assign resources and costs to tasks, adjust the plan to satisfy constraints, monitor actual performance, revise the plan to meet contingencies, and prepare reports to communicate the plan and keep everyone informed regarding its current status. Microsoft, however, is also promoting the concepts of Enterprise Project Management, where multiple projects need to be managed across an entire organisation. In this case, Project can be used in conjunction with Project Server which is installed on a Web Server and holds Enterprise Resource Pools and Enterprise Calendars. Individual project team members would use Project Web Access to collaborate and communicate the projects. This manual is aimed towards using Microsoft Project as a complete standalone application. STARTING MICROSOFT PROJECT In order to work in Microsoft Project, you must first start Windows and then launch the Microsoft Project programme. When you launch Microsoft Project, the application window opens along with the Task Pane and a new project file window (see picture overleaf). The Task Pane provides links to common tasks in Microsoft Project. For example, you can use the Task Pane to create a new, blank project plan, re-open a recently used one or put one together using a template. When you start Microsoft Project, the Planning Wizard is enabled by default. The Planning Wizard is a help feature that monitors your work and pops up with suggestions or information to assist you in working with Microsoft Project. The function of the Planning Wizard depends upon your current activity and in most cases you can close it after viewing the information, while in other cases, you may need to respond to it. A Planning Wizard Message Another help feature that may appear in Microsoft Project is the Office Assistant. The Office Assistant appears in the application window as an animated graphic with a balloon attached. The Office Assistant provides useful tips and searches for answers to questions you enter into the balloon. You can use the help provided by the Office Assistant or hide it if you do not need assistance. Page 22 WWP Training Limited

23 Microsoft Project 2002(XP) 03 Level 1 Lesson 2 Microsoft Project Overview If the Office Assistant is hidden, you can use the Help menu to access help as you work in Microsoft Project. To unhide the Office Assistant, select Show the Office Assistant from the Help menu. In common with other Office programs, Microsoft Project incorporates Indicators and Option Buttons. These appear at the left-hand side of a cell and offer alternative ways of carrying out a recently used command or edit. Option Button Indicator Click Option Button to view Options List USING THE INTERFACE The Microsoft Project interface includes two types of windows: the application window and the project window. The application window contains the application title bar and control buttons, the menu bar, the toolbars, the entry bar, the status bar and the Task Pane. The project window contains your project data. The menu bar, located under the application title bar, allows you to access various commands grouped by function. Microsoft applications are now using adaptive menus by default i.e. only frequent used menu commands appear. To change this option and show full menus use Tools, Customise, Toolbars, Options and click on Always show full menus. The toolbar buttons, located under the menu bar, provide shortcuts to many menu commands. By default, Microsoft Project opens with the Standard, Formatting and Project Guide toolbars displayed; however, you can choose from several other toolbars depending upon which features you want to use. You can point to any toolbar button to view a description of that button, called a ToolTip. ToolTips also appear when you point to many other Microsoft Project elements. For example, if you cannot see a full task name, you can point to the item and a ToolTip will display its full name. Some ToolTips even provide links to helpful information about an item, along with a description of the item. The entry bar, located below the toolbars, allows you to enter and edit information in fields displayed in the project window. The status bar, located at the bottom of the application window, provides information about menu commands and buttons, the current operation, and if a mode is enabled or disabled. The Task Pane, located on the left side of the application window, contains links for. You can click the buttons to change the view or use the More Views button to open a dialog box and choose one of the additional views available. WWP Training Limited Page 23

24 Lesson 2 Microsoft Project Overview Microsoft Project 2002(XP) 03 Level 1 The project window opens within the application window when you start Microsoft Project. The project window includes a title bar, control buttons, the workspace, and horizontal and vertical scroll bars. When you start Microsoft Project, the project window opens with the Gantt Chart view displayed in the workspace by default. Title Bar Task Pane Entry Table Menu Bar Toolbars Entry Bar Gantt Chart Split Bars Office Assistant Status Bar Scroll Bars Microsoft Project Start-up Screen (2003 shown but very similar in 2002(XP)) The Gantt Chart view is automatically split into two panes. The left pane displays fields arranged in columns in which you can enter task information. Initially, you will only see a portion of the information in the left pane; however, you can widen the pane to see all the information it contains. The ID field is the first column from the left that contains numbers that Microsoft Project assigns to each task. The next column from the left is the Indicators field, which displays icons representing information about a task or resource, such as the task type. If you point to an indicator, a ToolTip containing information about the task and indicator appears. The next column from the left is the Task Name field, in which you can enter task names. The last column that appears by default is the Duration field, in which you can enter the length of a task in minute, hour, day, week, or month increments. The right pane displays a timescale and, after you enter information in the left pane, it displays a graphic representation of this information. While the Gantt Chart view is the default view, you can change the view in the project window at any time to display or enter different information for a project. You can control the default view of Microsoft Project in the View tab of the Tools, Options command Page 24 WWP Training Limited

25 Microsoft Project 2002(XP) 03 Level 1 Lesson 2 Microsoft Project Overview DISPLAYING/HIDING TOOLBARS Toolbars are groups of buttons and drop-down lists that provide shortcuts for menu commands. When you point to an item on a toolbar, a ToolTip appears that provides a description of the item. By default, Microsoft Project shows the Standard and Formatting toolbar on one row. To show them on two rows, select the View menu, point to the Toolbars command, and then select the Customize command. Open the Options tab and check the Show Standard and Formatting toolbars on two rows option. You can display and hide toolbars, as well as reposition them. You can also hide and display buttons on a toolbar using the small down-arrow that appears at the right-hand side of a toolbar. By default, the Standard, Formatting and Project Guide toolbars appear in the application window. If desired, you can display these toolbars on one row to increase your viewing area. A comprehensive list of Microsoft 2003 Project toolbars is given in the following table. A grey background indicates that the toolbar is not available in Project 2002(XP). Toolbar Analysis Collaborate Compare Project Versions Custom Forms Database Upgrade Utility Drawing Description provides tools for adjusting and evaluating your project. Depending on which add-in programs you have installed, this toolbar may display additional buttons. provides tools for exchanging information with others in a project team. provides tools you can use to perform a customized comparison of two copies of a project and produce a detailed report. provides tools for entering task or resource information not included in the standard forms. Such information ranges from the very general to information dealing with cost, work, earned value, and schedule tracking. provides the tool for easy upgrading of Microsoft Project 98, Microsoft Project 2000, or Microsoft Project 2002 database projects to Microsoft Office Project database format. provides the tool for easy upgrading of Microsoft Project 98, Microsoft Project 2000, or Microsoft Project 2002 database projects to Microsoft Office Project database format. WWP Training Limited Page 25

26 Lesson 2 Microsoft Project Overview Microsoft Project 2002(XP) 03 Level 1 Toolbar Euro Currency Converter Formatting Network Diagram PERT Analysis Project Guide Resource Management Standard Tracking Visual Basic Web Description provides tools for displaying costs in more than one currency at the same time. provides tools for changing the appearance of text in views. provides tools for displaying and arranging task boxes in the Network Diagram view. provides PERT analysis tools for judging bestcase, worst-case, and expected scenarios for task durations, start dates, and finish dates. displays detailed instructions and controls that help you define your project, work with tasks and resources, track progress, and report information to your project team. provides tools for resolving resource overallocations and assigning resources. provides the most frequently used tools, which you can use to accomplish a wide range of common project management tasks. provides tools for viewing project information and updating the schedule. provides tools for recording, running, and editing macros with Microsoft Visual Basic for Applications. provides tools that activate your Web browser so you can navigate an intranet or the World Wide Web. You can change toolbar settings in the Customize dialog box. To open this dialog box, select the View menu, point to the Toolbars command, and then select the Customize command. To reposition a toolbar, point to a blank area on the toolbar and drag it to the new location. 1. Select the View menu. 2. Point to the Toolbars command. 3. Select or deselect the desired toolbar. Page 26 WWP Training Limited

27 Microsoft Project 2002(XP) 03 Level 1 Lesson 2 Microsoft Project Overview USING THE TASK PANE In Microsoft Project, the Task Pane comprises four panes, which can be viewed using the Other Task Panes list. The name of the current Task Pane appears in the task pane title bar. The New Project task pane allows you to: open a recently used project. create a new, blank project; create a new project from an existing project; create a new project from a template; The Getting Started task pane allows you to access the Internet to search for and obtain project resources, updates and assistance. It also helps you open an existing project or start a new one. The Help task pane allows you to search your computer or the Internet for specific assistance on Microsoft Project topics. The Search Results task pane displays relevant topics and other resources following use of the Help task pane. A far wider range of content is displayed if you have an Internet connection. The Back and Forward buttons located on the Task Bar title bar navigate to previously viewed panes. Blue text indicates a link to an action or dialog box. 1. To view a different Task Pane, select the Other task panes list on the task pane title bar. 2. Select the desired Task Pane. 3. Click the Back or Forward button in the upper left corner of the Task Pane to return to a previous one. 4. To close the Task Pane, click the Close button in the upper right corner of the Task Pane title bar. 5. To open the Task Pane, select the View menu. 6. Select the Toolbars command. 7. Click Task Pane. WWP Training Limited Page 27

28 Lesson 2 Microsoft Project Overview Microsoft Project 2002(XP) 03 Level 1 You can hide or display the Task Pane according to your needs. Although useful, you may want to hide the Task Pane in order to display a larger work area. You can prevent the Task Pane from opening when you start Microsoft Project by unchecking Show start up task pane in the General tab of the Tools, Options command. You can also uncheck the Show at startup option at the bottom of the Task Pane itself. You can change the size of the Task Pane by dragging the split bar (the border between the Task Pane and the Gantt Chart view) as needed. USING THE PROJECT GUIDE By default, Microsoft Project displays the Project Guide to help you navigate through the project management process while allowing you to learn, explore, and discover available features. Following the instructions and wizards it provides, you can quickly accomplish tasks, such as defining your project, entering tasks, and assigning resources. The Project Guide contains the following screen elements: Project Guide toolbar - This toolbar provides access to instructions and wizards in each of four different goal areas: Tasks, Resources, Track, and Report. You can also step through all necessary procedures and see related activities for all goal areas. Side pane - The side pane contains a list of tasks for each activity area and provides the necessary instructions and wizards to help you accomplish those tasks. It also presents links to related tasks, project management information, related Help topics, and feedback and status information about the actions you take to accomplish tasks. View area - The area to the right of the side pane presents Microsoft Project views. The view in the view area automatically changes depending on the tasks you choose to accomplish. For example, the Gantt Chart is displayed when you choose to enter tasks, but the Resource Sheet is displayed when you choose to enter resource information. As you become familiar with the correct procedures for tasks, you may want to use Microsoft Project without the Project Guide. Page 28 WWP Training Limited

29 Microsoft Project 2002(XP) 03 Level 1 Lesson 2 Microsoft Project Overview Project Guide Toolbar Project Guide Pane The Project application window with Project Guide open on the left (2002(XP) shown but very similar in 2003) 1. To view a different procedure, click a button on the Project Guide toolbar. 2. Click the Back or Forward button in the upper left corner of the Project Guide side pane to return to a previous procedure. 3. To close the Project Guide side pane, click the Close button in the upper right corner of the Project Guide side pane title bar. 4. To open the Project Guide, click a button on the Project Guide toolbar. As you become familiar with the correct procedures needed to accomplish tasks, you may wish to hide the Project Guide toolbar by clicking the Project Guide command in the View, Toolbars menu. WWP Training Limited Page 29

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31 LESSON 2 - STARTING A PROJECT In this lesson you will learn how to: Set the project start date Change the working hours Add a nonworking day Save a project Close a project Open an existing project Exit Microsoft Project

32 Lesson 2 Starting a Project Microsoft Project 2002(XP) 03 Level 1 SPECIFYING A PROJECT START DATE When you start Microsoft Project, the Gantt Chart view is the default view. Before you can start to record information in Microsoft Project, some preliminary data is needed, such as the planned start or finish date of the project. When completing the project information in the Project Information dialog box, you can schedule a project forward or backward. Scheduling forward means that you enter a start date for a project. The durations of the tasks determine the finish date. Scheduling backward means that you enter a finish date for the project. It is recommended that you schedule from a start date because when you schedule from a finish date, Microsoft Project is unable to adjust the start date of tasks based upon resource constraints (known as leveling ). In addition, scheduling backward schedules tasks to start as late as possible. When you start a project, you can also select a calendar. A calendar defines the work schedule as well as nonworking time, such as weekends and holidays. Microsoft Project offers three calendars by default; however, you can create your own calendars as needed. If you do not choose a calendar, the project will default to the Standard calendar, which designates eight-hour workdays and weekends as non-working time. You can also set a project priority, which is helpful when you are working with multiple project files. The priority can be set from 0 through 1000, with 1000 indicating a project of the highest priority. To start a new project, you can click the New button or select the File menu and then select the New command. The New Project Task Pane will appear from which you can select the method for commencing your project. By default, the title bar displays Project1, Project2, etc. as the name of a new project until you save it with a new name. If you are working with multiple projects, each project opens in its own window. You can use the taskbar to quickly switch between open projects. Instead of typing a project start or finish date in the Project Information dialog box, you can select the Start date or Finish date list to display a calendar and navigate to the desired start or finish date. Page 32 WWP Training Limited

33 Microsoft Project 2002(XP) 03 Level 1 Lesson 2 Starting a Project The Project Information dialog box 1. Select the Project menu. 2. Select the Project Information command. 3. Select the Schedule from list. 4. Select the desired scheduling option. 5. Select the text in the Start date or Finish date text box, depending upon the scheduling option you selected. 6. Enter the start or finish date as appropriate. 7. Select OK. CHANGING THE WORKING HOURS In Microsoft Project, the default project calendar, called the Standard calendar, defines the standard working hours for all projects. The default working hours are 8:00 AM to 5:00 PM, with an hour starting at noon for lunch. You can modify the working hours to reflect the actual working hours for an entire project. You can also specify the length of the workday. For example, if the standard working hours at your company are 9:00 AM to 5:30 PM with an hour for lunch, you would need to adjust the project calendar. If the workday is longer or shorter than eight hours and/or starts before 8:00 AM, you need to make these adjustments before entering any tasks or the durations for your project will be incorrect. By default, all tasks are scheduled to start at 8:00 AM. Therefore, if you have entered tasks and altered the working hours so that the work day starts at 7:00 AM, Microsoft Project will not recognise any work completed before 8:00 WWP Training Limited Page 33

34 Lesson 2 Starting a Project Microsoft Project 2002(XP) 03 Level 1 AM. Microsoft Project will then schedule the extra hour into the next working day and extend the duration of the project. When you change the default working hours, you make the changes in the Options dialog box and in the Change Working Time dialog box for the Standard (default) calendar. The Options dialog box allows you to change the working hours and the duration of the work day. You can also indicate the number of working days in the month, with 20 days being the default. The changes you make in the Change Working Time dialog box must match the changes made in the Options dialog box. For example, you change the working hours in the Options dialog box to 7:30 AM to 4:30 PM, with eight hours in the work day. You then need to change the working time in the Change Working Time dialog box for the Standard calendar to 7:30 AM to 4:30 PM with an hour break, equalling an eight hour work day. The Calendar page in the Options dialog box If you change the settings on the Calendar page in the Options dialog box and then select the Set as Default option, each new project will be scheduled according to these settings. For this reason, you should not select this option unless all of your projects will be scheduled according to these settings. For example, if you set a project to have a seven hour work day, each new project will default to a seven hour day. 1. Select the Tools menu. 2. Select the Change Working Time command. 3. Select the Options command. 4. Select the time in the Default start time text box. 5. Enter the new start time. Page 34 WWP Training Limited

35 Microsoft Project 2002(XP) 03 Level 1 Lesson 2 Starting a Project 6. Select the time in the Default end time text box. 7. Enter the new end time. 8. Change the working hours in the Hours per day spin box to correspond with the new working time. 9. Change the hours in the Hours per week spin box to correspond with the new working hours. 10. Change the days in the Days per month spin box as necessary. 11. Select OK. 12. Drag to select the M through F column headings in the calendar to set the working hours for the entire project, from Monday through Friday. 13. Select the Nondefault working time option under Set selected date(s) to. 14. Drag to select the time you need to change in the From or To column. 15. Enter the same time that you entered on the Calendar page in the Options dialog box. 16. Continue to make changes in the From and To columns as necessary until the working hours match those on the Calendar page in the Options dialog box. 17. Select OK. ADDING A NONWORKING DAY By default, the project calendar defines the standard working days(monday through Friday) and nonworking days (Saturday and Sunday) for a project. The default calendar has no holidays, so you must mark the appropriate holidays as nonworking days. It is very important to mark all applicable nonworking days as durations are calculated according to this calendar. In any view, nonworking days are identified with grey shading. WWP Training Limited Page 35

36 Lesson 2 Starting a Project Microsoft Project 2002(XP) 03 Level 1 The Change Working Time dialog box To mark multiple days in the currently displayed calendar at the same time, drag to select the days or hold the [Ctrl] key, click the desired days, and then release the [Ctrl] key before you mark the days. 1. Select the Tools menu. 2. Select the Change Working Time command. 3. Display the month in the calendar in which you want to add the nonworking day. 4. Select the day on the calendar you want to add as nonworking. 5. Select the Nonworking time option under Set selected date(s) to. 6. Select OK. SAVING A PROJECT When you start Microsoft Project, it assigns the first blank project file a default name of Project1. This file name appears in the title bar followed by the name under which the software is registered. Each time you create a new file during the same session, the name changes to Project2, Project3, and so on. You can later change the default name to a name that represents the project. When you save the project under a new name, the title bar changes to reflect that name. The first time you save a project, the Save As dialog box opens. You can enter a file name and use the Save in list to specify where you want to store the project. You can also use the Places Bar on the left side of the dialog box to quickly select a folder in which to store the file. All Microsoft Project files are saved with an.mpp extension. Page 36 WWP Training Limited

37 Microsoft Project 2002(XP) 03 Level 1 Lesson 2 Starting a Project The Save As dialog box only opens the first time you save a file. After that, when you use the Save feature, the file is saved automatically, overwriting the current file. If you want to change the name of a project later, you can select the File menu and then select the Save As command to save a copy of the file under a different name. You can set save options, such as specifying the default location in which to store project files and enabling the AutoSave feature, on the Save page in the Options dialog box. To open this dialog box, select the Tools menu and then select the Options command. Microsoft Project files are compatible with versions 2002 (XP) and If, however, you choose to save a project file in the Microsoft Project 98 format, you may lose baseline data. In addition, if you have used new Microsoft Project features, the formatting and data may also be lost. For example, material resources and the Network Diagram view are only available in Microsoft Project, XP and Click the Save button on the Standard toolbar. 2. Enter the desired file name. 3. Select the Save in list. 4. Select the drive where you want to store the file. 5. Select the folder where you want to store the file. 6. Select Save. 7. Select the desired option to save the file with or without a baseline, if necessary. 8. Select OK, if necessary. CLOSING A PROJECT When you have finished working in a project file, you can close it. If you have made changes to the file without saving them, Microsoft Project will prompt you to save the changes before closing the file. You can save the changes at this point or close the file without saving the changes. WWP Training Limited Page 37

38 Lesson 2 Starting a Project Microsoft Project 2002(XP) 03 Level 1 1. Select the File menu. 2. Select the Close command. OPENING AN EXISTING PROJECT Before you can view or edit a project file, you need to open it. You can work with one project at a time or open multiple projects when necessary. It is a good idea, however, to only open any necessary projects to enable Microsoft Project to run more efficiently. In the Open dialog box, you can open an existing project by selecting the desired file from a list or by entering the name of the file you want to open. When you open the Open dialog box, you may need to select the drive or folder where the file resides. You can use the Look in list to select the correct location and then select the file to open it. You can also use the Places Bar on the left side of the dialog box to select a location. The Places Bar contains shortcuts to various folders containing commonly used files, desktop options, and recently opened files. In addition to opening Microsoft Project files, you can also open project files created in Microsoft Project XP, 2000 and 98. However, you cannot open files from a version earlier than 98, such as 4.1, 4.0 or 3.0. Microsoft Project shares the same file format as 2002 and Microsoft Project 98 files open just like files created in Microsoft Project, but when you attempt to save a Microsoft Project 98 file, a dialog box opens, prompting you to overwrite the old version with the Microsoft Project format. You can choose to overwrite the file or save it in its old format. You can also open a recently opened file by selecting its file name from the bottom of the File menu, which lists the last four projects you opened. You can set Microsoft Project to automatically open the last project file you on which were working when you start the program. To enable this feature, select the Tools menu, select the Options command, select the General tab, select the Open last file on startup option, and then select OK. 1. Click the Open button on the Standard toolbar. 2. Select the Look in list. 3. Select the drive where the project you want to open is located. 4. Select the folder where the project you want to open is located. 5. Select the name of the project you want to open. Page 38 WWP Training Limited

39 Microsoft Project 2002(XP) 03 Level 1 Lesson 2 Starting a Project 6. Select Open. EXITING MICROSOFT PROJECT When you have finished working with Microsoft Project, you should exit the program in the proper manner. If you have made changes to an open project without saving them, you will be prompted to save the changes when you exit the program. You can save the changes and then exit the program or exit the program without saving the changes. You can also exit Microsoft Project by clicking the Close button on the application window title bar. 1. Select the File menu. 2. Select the Exit command. WWP Training Limited Page 39

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41 LESSON 3 - WORKING WITH TASKS In this lesson, you will learn how to: Work with tasks Work with durations Enter tasks Edit tasks Enter a milestone task

42 Lesson 3 Working with Tasks Microsoft Project 2002(XP) 03 Level 1 WORKING WITH TASKS A project is made up of tasks. A task is an essential job or operation that should be finished in order to complete a project. Most tasks are assigned a duration, which is the length of time it takes to complete a task. Tasks can occur in sequence, or they can stand alone. Microsoft Project uses the tasks along with their associated durations and relationships to determine the overall length of a project. You can use the task sheet in the Gantt Chart view (the default view) to quickly create a task list. After creating tasks, you can edit, move, and delete them, as well as insert new tasks in the task list. You can create relationships between tasks that are dependent upon one another, enter milestone tasks, and create recurring tasks. In addition, you can filter tasks and apply constraints to them. In many task views, including the Gantt Chart view, you will see an Indicator field. Indicators are icons that provide information about tasks. When you point to an indicator, a ToolTip or an Indicator appears. A ToolTip is always visible and gives you additional information about the task; an indicator appears when you hold the mouse over a task name. Point at the indicator for a list of options to carry out on the action recently performed on the task. The indicator will remain available for as long as its listed actions can be carried out. Indicator and Option Button preferences can be set using the Interface page of the Tools, Options command. WORKING WITH DURATIONS When you enter a task in Microsoft Project, you can also enter the duration of the task. The duration is the time needed to complete that task. You can enter the duration as you enter each task name, or you can enter all the tasks and then enter the durations later. As you enter tasks, Microsoft Project will enter a default duration of one day if you do not enter the duration. A question mark (?) follows the default duration to indicate that this is an estimated duration and may not be accurate. If you enter a number without a unit of duration, Microsoft Project will add days after the unit. You can specify a duration by entering the letter m for minute, the letter h for hour, the letter d for day, the letter w for week, or the letters mo for months. In addition, if you are unsure of the duration, you can type a question mark (?) after the duration to indicate that it is an estimate. When you enter a duration, you should keep in mind that Microsoft Project schedules tasks to occur only on working days (Monday through Friday, by default). A duration of one week (1w) equals five working days and a duration of seven days (7d) equals one week of five business days, plus two business days in the following week. A seven day Page 42 WWP Training Limited

43 Microsoft Project 2002(XP) 03 Level 1 Lesson 3 Working with Tasks task would appear as nine days long on the Gantt chart because it includes two nonworking days (Saturday and Sunday, by default). In addition to weekend days, any other nonworking days, such as a holiday or vacation, are skipped when tasks are scheduled. You can also indicate elapsed time for a task. Elapsed time represents both the working and nonworking time between the start of a task and the end of the task. If you enter an elapsed duration, Microsoft Project enters a fixed duration for the task, scheduled through the nonworking days defined by the project calendar. You can indicate elapsed time by entering the letter e before the unit of duration, such as 2ed for two elapsed days. This feature is helpful for a task such as drying paint. If it takes 48 hours to dry, the elapsed time would be 2ed, which equals two days of 24 hours, compared with 2d, which equals two days of eight hours or 16 hours total. ENTERING TASKS Microsoft Project does not demand that you have all the necessary information available when entering a task. You may choose to add only the task name, the task name and duration, or any combination of the task name and other associated information. You can enter tasks in the Gantt Chart view, which is the default view. If several consecutive tasks have the same information, such as the same duration, you can use the Fill feature to enter the information. To use this feature, select the field containing the information you want to copy and then point to the lower right corner of the field until the mouse pointer changes to a black cross. Then, drag the Fill handle up or down as necessary to complete the task information. You can also select other fill commands by selecting the Edit menu and then pointing to the Fill command. Remember that durations are scheduled on working days. Therefore, if you enter seven days (7d), Microsoft Project schedules the tasks for seven business days (or one week of five business days plus two business days in the following week). To enter five or ten business days at one time, you can enter a duration of one week (1w) or two weeks (2w), respectively. 1. Switch to the Gantt Chart view. 2. Select the first empty field in the Task Name column. 3. Enter a task name. 4. Select the corresponding field in the Duration column. WWP Training Limited Page 43

44 Lesson 3 Working with Tasks Microsoft Project 2002(XP) 03 Level 1 5. Enter a duration for the task. 6. Press [Enter]. Entering tasks and durations (Project Guide closed) EDITING TASKS You can edit tasks by replacing the current entry or by editing portions of an entry. To replace an entire entry, you can select the field containing the entry and type the new entry. To edit only portions of an entry, you can use the entry bar or use in-cell editing. The entry bar appears below the toolbars and displays the content of the currently selected field. Using the entry bar, you can select the words or characters you want to edit. Using in-cell editing, you simply select the field and edit the entry in the field as desired. Page 44 WWP Training Limited

45 Microsoft Project 2002(XP) 03 Level 1 Lesson 3 Working with Tasks Using the entry bar You can also select a task by clicking its corresponding Gantt bar in the Gantt Chart view. 1. Switch to the Gantt Chart view. 2. Select the field containing the entry you want to replace. 3. Enter the new entry. 4. Press [Enter]. 5. To edit an entry in the entry bar, select the field containing the entry. 6. Select the text you want to edit in the entry bar. 7. Enter the new text. 8. Press [Enter]. 9. To use in-cell editing, select the field containing the entry. 10. Press [F2] to put the field in edit mode. 11. Edit the entry as desired. 12. Press [Enter]. WWP Training Limited Page 45

46 Lesson 3 Working with Tasks Microsoft Project 2002(XP) 03 Level 1 ENTERING A MILESTONE TASK A milestone task indicates that a goal should be reached in a particular phase of a project, such as Begin Planning. Since a milestone task marks an event or progress in your project, it is not allotted a specific duration. Instead, you designate a task as a milestone by entering a duration of zero days for the task. A milestone task is shown on the Gantt chart as a filled, diamond shape with the date of the task beside it. You enter a milestone task just as you do other tasks. Entering a milestone task 1. Switch to the Gantt Chart view. 2. Select the field in which you want to enter the milestone task. 3. Enter a name for the milestone task. 4. Select the Duration field. 5. Enter a duration of 0 days for the milestone task and press enter Page 46 WWP Training Limited

47 LESSON 4 - EDITING AND SCHEDULING TASKS In this lesson, you will learn how to: Link tasks Unlink tasks Change task relationships Insert a task Delete a task Move a task Apply lag and lead time Apply a constraint Enter a start or finish date Set a deadline date

48 Lesson 4 Editing & Scheduling Tasks Microsoft Project 2002(XP) 03 Level 1 LINKING TASKS A project is more than just a list of tasks. At times, the start or completion of one task is dependent upon the start or completion of another. Linking tasks sets up a dependency relationship between two or more tasks. Creating task dependencies is not limited to linking two consecutive tasks, you can also link multiple consecutive tasks, as well as two or more non-consecutive tasks. When you link tasks, a line with an arrow appears on the Gantt chart to identify the relationship between the tasks. This line is referred to as a link line. Linked tasks 1. Switch to the Gantt Chart view. 2. Select two or more consecutive tasks you want to link. 3. Click the Link Tasks button on the Standard toolbar. 4. Select the first of two or more non-consecutive tasks you want to link. 5. Hold [Ctrl] and click the remaining non-consecutive tasks you want to link. Page 48 WWP Training Limited

49 Microsoft Project 2002(XP) 03 Level 1 Lesson 4 Editing & Scheduling Tasks 6. Click the Link Tasks button on the Standard toolbar. Tasks can also be linked with a finish to start relationship by graphically dragging from the middle of one Gantt bar to another bar. Alternatively, tasks can be linked using the Task Entry View. The Task Entry View may be obtained by double clicking the Split Box or by selecting Window, Split. The Task Entry View consists of the Gantt Chart (see Lesson 6 Working with Views) in the upper pane and the Task Form in the lower pane. For linking tasks it is best to change the format of the Task Form to Predecessor and Successor (right click lower pane). To link tasks select the Predecessor task in the Gantt View and then select its Successor from drop down list in the Task Form. This method is particularly recommended when linking a large project. UNLINKING TASKS After linking tasks, you may later decide to unlink them. When you unlink tasks, the relationship between them is deleted. You may need to unlink tasks that no longer depend upon one another or that you want to link to different tasks. 1. Switch to the Gantt Chart view. 2. Select the tasks you want to unlink. 3. Click the Unlink Tasks button on the Standard toolbar. CHANGING TASK RELATIONSHIPS Nearly every project has tasks that must be scheduled based on when a previous task is completed or at least started. This relationship between tasks is known as a dependency relationship. A dependency relationship tells Microsoft Project which tasks must be started or finished before other tasks can begin. This method assists Microsoft Project in calculating the length of a project and its finish date. WWP Training Limited Page 49

50 Lesson 4 Editing & Scheduling Tasks Microsoft Project 2002(XP) 03 Level 1 In task relationships, there are predecessor tasks and successor tasks. A predecessor task must either start or finish before another task can start or finish. A successor task depends on a previous task to start or finish before it can start or finish. Microsoft Project provides four possible types of task relationships: Finish-to-Start, Start-to- Start, Finish-to-Finish, and Start-to-Finish. In a Finish-to-Start relationship, the predecessor task must be complete before the successor task can start. For example, the walls must be primed before you can start to paint them. In a Start-to-Start relationship, both tasks start simultaneously. For example, plumbing and electricity can be installed at the same time in a house being built. In a Finish-to-Finish relationship, both tasks finish simultaneously. For example, all the inspections of the house must finish at the same time. In a Start-to-Finish relationship, the start of the predecessor task determines the end of the successor task. For example, the task of roofing a home is scheduled to start on a particular date. At the time work on the roof starts, the task of obtaining the roofing materials must end. The Finish-to-Start relationship is the default relationship when two tasks are linked. You can change task relationships in the Task Dependency dialog box. You can view information about the relationship of tasks by pointing to the link line in the Gantt chart. When you point to the line, a ToolTip appears and displays the type of relationship, such as Start-to-Start, and the task names. The Task Dependency dialog box You can quickly display the Gantt bar for a selected task by clicking the Go To Selected Task Standard toolbar. 1. Switch to the Gantt Chart view. button on the 2. Point to the link line joining the tasks for which you want to change the relationship type. 3. Double-click the link line between two tasks. 4. Select the Type list. 5. Select the desired type of relationship. 6. Select OK. Page 50 WWP Training Limited

51 Microsoft Project 2002(XP) 03 Level 1 Lesson 4 Editing & Scheduling Tasks INSERTING A TASK You can insert tasks in the task list at any time. This option allows you to add new tasks in their logical place in an existing list. When you insert a task, you should recognize that the dependency relationships are affected. If you insert a task between two linked tasks with a Finish-to-Start relationship (the default), the newly inserted task is linked as well. If you insert a task between two linked tasks with a Start-to-Start, Finish-to- Finish, or Start-to-Finish relationship or where there is lag or lead time, the newly inserted task is not linked. Inserting tasks You can insert more than one blank row at a time by selecting fields in multiple rows. Then, when you select the Insert menu and select the New Task command or press the [Insert] key, the number of selected fields is inserted. If you do not want a new task to be automatically linked, you can disable the Autolink inserted or moved tasks option on the Schedule page in the Options dialog box. You can open the Options dialog box by selecting the Tools menu and then selecting the Options command. 1. Switch to the Gantt Chart view. 2. Select the task above which you want to insert the new task. 3. Select the Insert menu. WWP Training Limited Page 51

52 Lesson 4 Editing & Scheduling Tasks Microsoft Project 2002(XP) 03 Level 1 4. Select the New Task command. 5. Enter the new task name. 6. Select the Duration field. 7. Enter the desired duration. 8. Press [Enter]. DELETING A TASK Deleting a task deletes the data permanently and removes the corresponding row in the Gantt chart. If you delete a task that was linked with Finish-to-Start relationships to its predecessor and successor tasks, a new relationship is formed. The former predecessor and successor tasks are linked with a Finish-to-Start relationship after the deletion. If any other type of relationship exists before you delete a task, a link is not maintained after its deletion. If you delete a task in error, you can select the Edit menu and then select the Undo Delete command to recover the most recent deletion. 1. Switch to the Gantt Chart view. 2. Select the ID number for the row containing the task you want to delete. 3. Press the Delete key. If you select just the cell containing the task name of a task and press the Delete key, an Option Button will appear to the left of the cell. When you point and click the Indicator, a list will appear from which you can either delete only the contents of the task name cell or the entire task. MOVING A TASK You can reposition tasks anywhere in your project schedule. Microsoft Project attempts to maintain the links when you move a task. If you do not want to maintain the links with the new task sequence, it is probably best to unlink the task prior to moving it and then link it after the move. Page 52 WWP Training Limited

53 Microsoft Project 2002(XP) 03 Level 1 Lesson 4 Editing & Scheduling Tasks You can also move tasks using the Cut and Paste buttons on the Standard toolbar. You can also copy tasks using the Copy and Paste buttons on the Standard toolbar. 1. Switch to the Gantt Chart view. 2. Select the ID number for the row containing the task you want to move. 3. Drag the task ID number to the new position. APPLYING LAG AND LEAD TIME Tasks can be delayed or overlapped to more accurately reflect how your schedule will actually work. You can delay tasks by specifying a lag time or overlap tasks by specifying a lead time. In a Finish-to-Start relationship, lag time is the amount of delay between when Task A (the predecessor task) finishes and Task B (the successor task) begins. For example, two days of lag time might be necessary for the paint on the walls to dry before pictures can be hung. Lead time is the amount of time prior to the finish of Task A when Task B can begin. For example, on a road paving project, painting the lane dividing lines can begin before the entire road is complete. If you insert a task between two linked tasks that have a lag or lead time, the newly inserted task is not linked. Lead and lag time are both entered in the same field. You must enter lag time as a positive number, including the unit of duration. If you do not enter a unit of duration, a default duration of days is entered. For example, you would enter 2d for two days of lag time. Lead time is entered as a negative number. For example, -2d means that the task can start two days before the predecessor task is finished. You can also enter lag and lead time as percentages, such as 50% for lag time and -50% for lead time. The Task Dependency dialog box WWP Training Limited Page 53

54 Lesson 4 Editing & Scheduling Tasks Microsoft Project 2002(XP) 03 Level 1 1. Switch to the Gantt Chart view. 2. Double-click the link line between the tasks for which you want to enter a lag or lead time. 3. Select the text in the Lag spin box. 4. Enter the desired lag or lead time. 5. Select OK. APPLYING A CONSTRAINT Most of the time, you will schedule a project from a start date forward. In this situation, when you add a task to the project, it is automatically scheduled to start as soon as possible. Some tasks, however, may be subject to deadlines imposed by customers or internal company needs. These deadlines or restrictions are called constraints. For example, you cannot begin digging the foundation until a specific date because the equipment will not be available until that time. The constraint classifications are described in the following table: Page 54 WWP Training Limited

55 Microsoft Project 2002(XP) 03 Level 1 Lesson 4 Editing & Scheduling Tasks Constraint As Late As Possible (ALAP) As Soon As Possible (ASAP) Finish No Earlier Than (FNET) Finish No Later Than (FNLT) Must Finish On (MFO) Must Start On (MSO) Start No Earlier Than (SNET) Start No Later Than (SNLT) Description The task starts as late as possible, given its relationships, without holding up the completion of the project. This constraint is used by default when scheduling a project from a finish date backward. When this constraint is applied, you do not enter a date manually. The task starts as soon as possible, given its relationships. This constraint is used by default when scheduling a project from a start date forward. When this constraint is applied, you do not enter a date manually. The task must not be completed before the date specified. This constraint is assigned automatically if you enter a finish date for a task in a project scheduled from the start date forward. The task must be completed on or before the date specified. This constraint is assigned automatically if you enter a finish date for a task, when scheduling from a finish date backward. The task must finish on the date specified, regardless of its relationships and other scheduling factors. You should use this constraint sparingly. The task must start on the date specified, regardless of its relationships and other scheduling factors. You should use this constraint sparingly. The task starts on or after the date specified. This constraint is assigned automatically if you enter a start date for a task in a project scheduled from the start date forward. The task starts on or before the date specified. This constraint is assigned automatically if you enter a start date for a task in a project scheduled from the finish date backward. As indicated above, the As Soon As Possible constraint is the default when you schedule forward and the As Late As Possible constraint is the default when you schedule backward. You should, and probably will, use these constraints as much as possible. While other constraints provide some flexibility, these two constraints allow Microsoft Project the greatest flexibility in scheduling your project. The constraint indicators are described in the following table: Indicator Description The task has an inflexible constraint that includes: FNET (scheduled from the finish date), FNLT (scheduled from the start date), MFO, MSO, SNET (scheduled from the finish date), and SNLT (scheduled from the start date). WWP Training Limited Page 55

56 Lesson 4 Editing & Scheduling Tasks Microsoft Project 2002(XP) 03 Level 1 The task has a flexible constraint that includes: FNET (scheduled from the start date), FNLT (scheduled from the finish date), SNET (scheduled from the start date), and SNLT (scheduled from the finish date). The task was not completed within the time frame of the constraint. When you point to a constraint indicator, a ToolTip displays the type of constraint and the appropriate date. Applying a constraint 1. Switch to the Gantt Chart view. 2. Double-click the task to which you want to apply a constraint. 3. Select the Advanced tab. 4. Select the Constraint type list. 5. Select the desired constraint type. 6. Select the text in the Constraint date text box. 7. Type the desired date. 8. Select OK. Page 56 WWP Training Limited

57 Microsoft Project 2002(XP) 03 Level 1 Lesson 4 Editing & Scheduling Tasks ENTERING A START OR FINISH DATE You can enter a start or finish date manually when you enter or edit a task. Entering a date imposes a constraint and limits the ability of Microsoft Project to adjust and calculate your schedule. When you try to exit the Task Information dialog box after you enter a start or finish date, a Planning Wizard dialog box may open, warning you that the start or finish date you have entered breaks the dependency between two tasks. If the successor task has a specified start date, it no longer depends on the finish date of the predecessor task. The Planning Wizard dialog box gives you the option to remove or keep the link. The Planning Wizard is enabled by default; however, you can disable this feature if desired. The Planning Wizard dialog box Planning Wizard options are available on the General page in the Options dialog box. To open this dialog box, select the Tools menu and then select the Options command. 1. Switch to the Gantt Chart view. 2. Double-click the task for which you want to enter a start or finish date. 3. Select the General tab. 4. Select the date in the Start or Finish text box under Dates. 5. Enter the desired start or finish date. WWP Training Limited Page 57

58 Lesson 4 Editing & Scheduling Tasks Microsoft Project 2002(XP) 03 Level 1 6. Select OK. 7. Select the desired option in the Planning Wizard dialog box. 8. Select OK. SETTING A DEADLINE DATE In addition to using the available constraint types, you can set a deadline date for a task. Unlike other constraints, a deadline date is not inflexible and does not affect the project schedule. Instead, the deadline date assists you in keeping your schedule. When you assign a deadline date to a task, a down arrow appears on the Gantt chart, next to or on the bar for the task, indicating the deadline date. If you point to the deadline symbol, a ToolTip displays the word Deadline followed by the task name and the deadline date. If you do not complete a task by the assigned deadline date, an indicator appears in the Indicator column to alert you. You can then make the necessary adjustments to your schedule. The missed deadline indicator is a red triangle containing a white exclamation point. 1. Switch to the Gantt Chart view. 2. Double-click the task for which you want to set a deadline date. 3. Select the Advanced tab. 4. Select the text in the Deadline text box above Constrain task. 5. Enter the desired deadline date. 6. Select OK. Page 58 WWP Training Limited

59 LESSON 5 - OUTLINING TASKS In this lesson, you will learn how to: Outline tasks Indent and outdent tasks Collapse and expand an outline Link summary tasks Add outline numbers Create a project summary task Enter a recurring task View and hide recurring tasks Edit recurring tasks

60 Lesson 5 Outlining Tasks Microsoft Project 2002(XP) 03 Level 1 OUTLINING TASKS Tasks can be organized into an outline in any view that includes a task sheet. Creating an outline allows you to view the structure of a project more easily. You can group related tasks together to identify the major phases of a project. When you arrange the tasks in an outline, you create summary tasks and subtasks. Summary tasks summarize the cost, work, and scheduling information of other tasks. The duration of a summary task is the span of time between the earliest start date and the latest finish date of all its subtasks. The Gantt bar for a summary task has inverted triangles at both ends and extends from the earliest start date to the latest finish date of its subtasks. Subtasks are tasks that have been indented below a summary task. When you indent a task, the task above the indented tasks becomes the summary task. When subtask information changes, the summary task changes as well. In addition to creating summary tasks to represent phases in a project, you can also display a project summary task. A project summary task summarizes information for all project tasks. You can choose to view only the summary tasks or expand them to view all the subtasks. You can also link the summary tasks to clearly see the project relationships. In addition, you can view the work breakdown structure (WBS). The WBS is a hierarchical organization of tasks that uses codes to show which tasks are required to complete the next highest level of tasks. INDENTING AND OUTDENTING TASKS In order to create an outline, you need to decide which tasks should be subtasks and which should be summary tasks. Subtasks are related tasks that have been indented below a summary task. The summary task summarizes information about the subtasks, and is usually a critical step or phase in a project. In addition to subtasks, summary tasks can also include other summary tasks, such as a sub-phase. Once you decide on the arrangement of your outline, you can indent (demote) and outdent (promote) tasks. You can indent or outdent a single task or multiple tasks at the same time. When you indent a task, you cannot indent it more than one level below the preceding task. You can, however, have a significant number of levels of tasks within a project. Anything you do to a summary task affects its subtasks. If you move, delete, outdent, or indent a summary task, all of its subtasks are similarly affected. Page 60 WWP Training Limited

61 Microsoft Project 2002(XP) 03 Level 1 Lesson 5 Outlining Tasks An outlined project plan 1. Switch to the Gantt Chart view. 2. Select the task(s) you want to indent or outdent. 3. Click the Indent button or the Outdent button on the Formatting toolbar. COLLAPSING AND EXPANDING AN OUTLINE You can collapse an outline when you want to view only the summary tasks and then expand it to view the subtasks. You can collapse individual summary tasks or collapse all summary tasks to view the major phases of a project. You can use the minus sign (-) next to a summary task in the task list to collapse it and hide its subtasks. You can then use the plus sign (+) to expand the summary task and display its subtasks. You can also use the outlining buttons on the Formatting toolbar to expand and collapse summary tasks. In addition, you can use the Show button on the Formatting toolbar to display outline levels 1 through 9. When you enter a new task in the task list, it is considered outline level 1. If you indent a task below a level 1 task, it becomes a WWP Training Limited Page 61

62 Lesson 5 Outlining Tasks Microsoft Project 2002(XP) 03 Level 1 level 2 task, and so on. For example, if you only want to view the first two levels of your outline, you can use the Show button and display Outline Level 2. Collapsing an outline You can also hide or display subtasks by using the Show dropdown list on the Formatting toolbar or by selecting the summary task and then using the Hide Subtasks and Show Subtasks buttons. To collapse all subtasks at once, you can also use the Filter list on the Formatting toolbar to filter for Summary Tasks. This procedure only displays the summary tasks and not any other tasks in your task list. You can also collapse and expand summary tasks in other views, including the Network Diagram view. 1. Switch to the Gantt Chart view. 2. Click the minus sign to the left of the summary task you want to collapse. 3. Click the plus sign to the left of the summary task you want to expand. Page 62 WWP Training Limited

63 Microsoft Project 2002(XP) 03 Level 1 Lesson 5 Outlining Tasks 4. Click the Show button on the Formatting toolbar to display a list of outline levels. 5. Select the desired outline level. LINKING SUMMARY TASKS You can link summary tasks just as you link other task types. Linking summary tasks provides you with a good visual aid for viewing task relationships. You can hide the subtasks and then clearly view the link line between the summary tasks. Linking summary tasks is not the same as linking subtasks. If you have a summary task with unlinked subtasks and then link that summary task to another summary task, only the summary tasks are linked. If you want any of the subtasks to be linked, you have to link them individually. 1. Switch to the Gantt Chart view. 2. Select the first summary task you want to link. 3. Hold [Ctrl] and select the next summary task you want to link. 4. Click the Link Tasks button on the Standard toolbar. ADDING OUTLINE NUMBERING Microsoft Project can assign unique outline numbers for each task, based on its level in the hierarchy of the task list. Top level tasks will be numbered 1, 2, 3, etc. and their corresponding subtasks will be numbered 1.1, 1.2; 2.1, 2.2, etc. Whenever a change is made to the task hierarchy, the outline numbers are automatically updated. Built-in outline numbers are displayed with the task in the Task Name field, and cannot be edited. 1. Select the Tools menu. 2. Select the Options command. WWP Training Limited Page 63

64 Lesson 5 Outlining Tasks Microsoft Project 2002(XP) 03 Level 1 3. Select the View tab. 4. Select the Show outline number option under Outline Options. 5. Select OK. CREATING A PROJECT SUMMARY TASK You can display a project summary task to quickly view cost, work, and scheduling information for your entire project. When you display a project summary task, it is inserted at the beginning of the task list and reflects the name of the project file. You can collapse and expand the project summary task, just as you collapse and expand other summary tasks. When you collapse a project summary task, no other tasks appear since all project tasks are subtasks of this task. The Gantt bar for a project summary task has inverted triangles at each end and is gray. This bar extends from the start date of the project to its end date. 1. Select the Tools menu. 2. Select the Options command. 3. Select the View tab. 4. Select the Project summary task option under Outline Options. 5. Select OK. ENTERING A RECURRING TASK You may have tasks that occur at regular intervals during a project, such as a weekly progress meeting. Instead of entering each individual occurrence of the task, you can create a recurring task. A recurring task appears on the project schedule at the specified intervals and is identified by a recurring task indicator. The recurring task indicator appears as two arrows in a circular formation. When you create a recurring task, you enter the recurring task name, the recurring task duration (the length of time it takes for each occurrence), the time increment (daily, weekly, monthly, etc.), and the frequency within each time increment (every, every other, etc.). You can also indicate how many occurrences of the task you want to schedule, or allow Microsoft Project to default and schedule the recurring task throughout the project. In addition, you can choose a calendar to use when scheduling Page 64 WWP Training Limited

65 Microsoft Project 2002(XP) 03 Level 1 Lesson 5 Outlining Tasks the task. If you attempt to schedule a recurring task on a nonworking day, Microsoft Project will prompt you to change it to a working day. Since a recurring task may appear throughout the length of a project, you can place it anywhere in the task list. You may want to enter all recurring tasks at the end of the project if they are meetings and similar types of tasks, or you can insert your recurring tasks where they are appropriate. After you create a recurring task, Microsoft Project calculates the total duration of all subtasks and displays that figure in the Duration field for the recurring task. The duration of a recurring task is the span of time between the earliest start date and the latest finish date of all its subtasks. The Recurring Task Information dialog box If you later add or edit tasks resulting in a change in the project duration, you will need to edit the recurring task(s) to correspond with the new duration. Microsoft Project does not automatically increase the number of occurrences of a recurring task to include a new duration. 1. Switch to the Gantt Chart view. 2. Select the field in which you want to enter the recurring task. 3. Select the Insert menu. 4. Select the Recurring Task command. 5. Enter a recurring task name. 6. Select the Duration spin box. 7. Enter the duration for each occurrence of the task. 8. Select the desired options under Recurrence pattern. WWP Training Limited Page 65

66 Lesson 5 Outlining Tasks Microsoft Project 2002(XP) 03 Level 1 9. Continue to select the desired scheduling options. 10. Select OK. VIEWING AND HIDING RECURRING TASKS A recurring task appears on the task list as a single task in bold type with the recurring task indicator to its left. Although it appears as a single task, a recurring task is actually made up of several subtasks. Each subtask represents one occurrence of the task and can be viewed or hidden as desired. The number of subtasks typically depends on the duration of the task, since subtasks can be scheduled for the entire length of a project. Each subtask has a constraint indicator to its left, illustrating that the task should start no earlier than the date for which it is scheduled. Viewing recurring tasks 1. Switch to appears the Gantt Chart view. 2. Click the plus sign to the left of the recurring task to view the subtasks. 3. Click the minus sign to the left of the recurring task to hide the subtasks. Page 66 WWP Training Limited

67 Microsoft Project 2002(XP) 03 Level 1 Lesson 5 Outlining Tasks EDITING RECURRING TASKS A recurring task is made up of subtasks that represent each occurrence of the recurring task. You can edit the recurring task, which will affect all subtasks, or you can edit the individual subtasks. This feature is helpful as schedules change. For example, if you scheduled a recurring task for every Monday and a few members of the project team took a vacation day on the same Monday, you could reschedule the subtask for another day. Depending upon what part of a subtask you edit, the changes will remain or be overwritten if you later make changes in the Recurring Task Information dialog box. If you change the duration or name of a subtask, the changes will remain even if you later change this information in the Recurring Task Information dialog box. If you change the date of a subtask and later change the date in the Recurring Task Information dialog box, the change will be overwritten. 1. Switch to the Gantt Chart view. 2. Double-click the subtask you want to edit. 3. Enter the desired duration for the subtask in the Duration spin box. 4. Select the Start or Finish list to select a new date for the subtask. 5. Select the new date for the subtask. 6. Continue to edit the recurring task as desired. 7. Select OK. WWP Training Limited Page 67

68 LESSON 6 - WORKING WITH RESOURCES In this lesson, you will learn how to: Use resources Create a work resource Create a material resource Assign a work resource to a task Assign various resources to a task Assign a material resource to a task Remove a resource assignment Change the task type Contour a work assignment

69 Microsoft Project 2002(XP) 03 Level 1 Lesson 6 - Working with Resources USING RESOURCES Resources are the people, equipment, and supplies that are used to perform the tasks defined in a project plan. In a project, you can add resources, assign resources to tasks, add cost and scheduling information for the resources, and then monitor the work and costs of each resource. You create resources in the Resource Sheet view, which displays resource information in a table format. In this view, each column represents a different field in which you can enter data and each row represents a different resource entry. In Microsoft Project, there are two types of resources, work resources and material resources. A work resource is a person or a piece of equipment that works to complete a task. A material resource is a supply or other consumable item used to complete a task. For example, if the task is to install windows in a house, the labourer installing the windows is a work resource and the windows are material resources. CREATING A WORK RESOURCE Work resources are the people and equipment that work to complete a task in a project. You can create work resources in the Resource Sheet view. When you create a work resource, you first need to complete the Resource Name field. In this field, you can enter the name of an individual; a name representing interchangeable people, such as Carpenter; or the name of the equipment, such as Overhead Projector. By default, resources you enter into the resource sheet are work resources, as indicated by the text Work in the Type field. In addition to the Resource Name field, you should also complete the Max. Units field in which you can enter a value representing the availability of a resource. This field defaults to 100%, indicating that the resource is available full-time to work on any tasks. However, you can change this percentage to accurately reflect the resource s availability. For example, if a resource is only available part-time, you could change the Max. Units field for the resource to 50%. If, on the other hand, two resources, such as two plumbers, are available, you could change the Max. Units field for the Plumber resource to 200%. At the time you create a resource, you may also want to change the Initials field since Microsoft Project defaults to the first initial of the resource name and does not change duplicate initials. By eliminating duplicate initials, you can later sort and filter resources by the Initials field, if desired. You may also want to assign a resource to a group. A group is a name that represents related resource types, such as Management. Assigning resources to groups is helpful because it gives you the choice of tracking and filtering information by an individual resource or a group. While you can view and track information on the group level, you cannot assign a group to a task. WWP Training Limited Page 69

70 Lesson 6 - Working with Resources Microsoft Project 2002(XP) 03 Level 1 The resource sheet includes other fields in which you can enter data when you create a work resource. If you do not enter information in the other fields, Microsoft Project enters default values in some of them. Later, when you have created all of your resources and assigned them to tasks, you can enter cost information and resource codes, as well as scheduling information. The only field you cannot complete for a work resource is the Material Label field. This field is used for entering a unit of measurement, such as tons, for a material resource. The Resource Sheet view If you type the same information for consecutive resources, such as the same group name, a Planning Wizard dialog box may open, advising you to use the Multiple Resource Information dialog box to enter this information. To use this dialog box, select the resources for which you want to complete the same information and click the Resource Information button on the Standard toolbar. Complete the desired field(s) in the Multiple Resource Information dialog box and then select OK. You can change the Max. Units field to display decimals using the Show assignment units as list on the Schedule page in the Options dialog box. To open this dialog box, select the Tools menu and then select the Options command. 1. Switch to the Resource Sheet view. 2. Select the first empty field in the Resource Name column. 3. Enter the name of the work resource. Page 70 WWP Training Limited

71 Microsoft Project 2002(XP) 03 Level 1 Lesson 6 - Working with Resources 4. Select the corresponding field in the Max. Units column. 5. Enter the maximum units that the resource is available. 6. Continue to enter the desired information for the work resource. 7. Press [Enter]. CREATING A MATERIAL RESOURCE Material resources are the supplies and other consumable items needed for your project. You can create material resources in the Resource Sheet view. Unlike work resources, material resources do not typically impact the schedule since they do not perform work to complete a task. For this reason, you can create them at the same time you create work resources, or you can enter them later, along with cost information. Material resources could potentially impact the project schedule if they are not available until a certain date. For example, you ordered custom tiles for your kitchen and you scheduled this task to start on August 1. The tiles, however, will not be shipped until August 5. In this situation, the material resource would affect the schedule. When you create a material resource, you need to enter the resource name in the Resource Name field and change the Type field to Material. You should also enter a material label for the resource in the Material Label field. A label represents the unit of measurement for the resource. For example, if the material resource is Paint, then you could enter gallons as the material label. Some fields in the resource sheet are unavailable for material resources. For example, since you do not need to specify availability of the resource for scheduling, the Max. Units field is unavailable. In addition, since overtime rates do not apply to materials, the Ovt. Rate field is also unavailable. As with work resources, it is a good idea to change any duplicate initials in the Initials field. You can also assign material resources to groups using the Groups field as desired. 1. Switch to the Resource Sheet view. 2. Select the first empty field in the Resource Name column. 3. Enter the name of the material resource. 4. Select the Type field. 5. Select the Type list. WWP Training Limited Page 71

72 Lesson 6 - Working with Resources Microsoft Project 2002(XP) 03 Level 1 6. Select Material from the Type list. 7. Select the Material Label field. 8. Type the label for the material resource. 9. Continue to enter the desired information for the material resource. 10. Press [Enter]. ASSIGNING A WORK RESOURCE TO A TASK Once you have created work resources, you can assign them to specific tasks. Assigning resources to tasks enables you to see if you have enough resources to complete the tasks or if the resources are overallocated. A resource is overallocated if it is assigned more work than it can complete in the given time frame. In most resource views, overallocated resources appear in red. You assign resources to tasks in a task view, such as the Gantt Chart view. To assign a resource, you select a task and then open the Assign Resources dialog box. In this dialog box, you select the resource that you want to assign to the task and indicate the number of units you want to assign. For example, to assign two of the same type of resource to a task, you would enter a unit value of 200%. When preparing projects for resource substitution, you can specify in the R/D (Request/Demand) column whether the selected resource must do the task or whether any resource with the required skills can do the task. After assigning a resource to a task, the resource name appears to the right of the appropriate task bar in the Gantt chart. For work resources, the unit percentage appears to the right of the resource name if it is a percentage other than 100%, which is the default. In addition, a checkmark appears to the left of the resource name in the Assign Resources dialog box, indicating it is assigned to the task that is currently selected. You can see how much work a resource is doing in total over a period of time by selecting the resource in the Assign Resources dialog box and clicking the Graphs button. Page 72 WWP Training Limited

73 Microsoft Project 2002(XP) 03 Level 1 Lesson 6 - Working with Resources Assigning a resource to a task using the Assign Resources window When you assign a work resource to a task, Microsoft Project calculates the hours of work for the resource. This calculation is based on the duration of the task multiplied by the number of hours in a work day. For example, if you assign a resource to a task with a three day duration and there are eight hours in the work day, Microsoft Project will assign that resource 24 hours of work. You can view work values for resources assigned to tasks in the Task Usage view. By default, Microsoft Project uses what is known as effort-driven scheduling. In effortdriven scheduling, you create a task, assign it a duration, and then assign a resource(s) to the task. After assigning resources, the total amount of work required to complete the task is calculated. If the number of resources assigned to a task later changes, by either adding or removing resources, the duration changes. However, the amount of work required to complete the task remains the same. For example, the task of painting a house has a duration of two days. You assign two painters to the task and the duration is still two days. The amount of work required of the resources is 32 hours [16 hours of work per day (8 hours/day per resource x 2 resources) x 2 days]. Later, you assign two more painters to the task and the duration changes to one day. The work value, however, remains at 32 hours (8 hours/day per resource x 4 resources). It is important to remember that the number of resources only affects the duration when a change is made to the original number of resources assigned to the task. When assigning additional resources to a task, a triangle appears in a corner of the Resource Name field (if the change was made directly in the Resource name field) or the Task Name field (if you made the change in the Assign Resources dialog box or the Task Information dialog box) and an information symbol appears in the indicator field. The symbol becomes visible when you move the mouse pointer over the Resource Name field for the task. You can click the symbol to see a list of task scheduling options. If you do not wish to make use of this feature, clear the Edits to work, units or duration check box in the Interface page of the Tools, Options command. WWP Training Limited Page 73

74 Lesson 6 - Working with Resources Microsoft Project 2002(XP) 03 Level 1 When making a change in the Duration field that affects the duration of a task, a triangle appears in a corner of the Duration field (if the change was made directly in the Duration field) or the Task Name field (if you made the change in the Task Information dialog box) and an information symbol appears in the edited field. The symbol becomes visible when you move the mouse pointer over the Duration field for the task. You can click the symbol to see a list of work and duration options. If you do not wish to make use of this feature, clear the Resource assignments check box in the Interface page of the Tools, Options command You can assign multiple resources in the Assign Resources dialog box by selecting the first resource, holding [Ctrl], clicking the remaining resources, and then selecting Assign. The default maximum unit value of 100% will be assigned to the task for each selected resource. However, if the value entered into the Max. Units field for the resource is less than 100%, that value will be assigned. You can assign resources to summary tasks if desired. Be careful, however, not to assign the same resource to the subtasks of the summary task as this may result in overallocated resources. 1. Switch to the Gantt Chart view. 2. Click the Assign Resources button on the Standard toolbar. 3. Select the task in the task list to which you want to assign a work resource. 4. In the Assign Resources dialog box, select the corresponding field in the Units column for the work resource you want to assign to the selected task. 5. Enter the desired value in the R/D and/or Units field. 6. Select Assign. 7. Continue assigning resources in this way to other tasks, as necessary. 7. Select Close to close the Assign Resources dialog box. Page 74 WWP Training Limited

75 Microsoft Project 2002(XP) 03 Level 1 Lesson 6 - Working with Resources ASSIGNING VARIOUS RESOURCES TO A TASK You can assign various resources to a task. You can select multiple, consecutive resources, or use the [Ctrl] key to select non-consecutive resources you want to assign to the same task. When you assign multiple resources in the Assign Resources dialog box, you can only assign the maximum unit, such as 100%, for each resource assigned to the task. If you want to assign more than or less of the maximum unit of a resource along with other resources to a task, you need to use the Task Information dialog box. Otherwise, if you assign the resources in the Assign Resources dialog box and then try to increase the units to the value you need, the task duration will change due to effortdriven scheduling. Assigning various resources to a task You can quickly display the Gantt bar for a selected task by clicking the Go To Selected Task button on the Standard toolbar. 1. Switch to the Gantt Chart view. 2. Double-click the task to which you want to assign various resources. 3. Select the Resources tab. 4. Select the Resource Name field. 5. Select the Resource Name list. 6. Select the first resource you want to assign to the task. WWP Training Limited Page 75

76 Lesson 6 - Working with Resources Microsoft Project 2002(XP) 03 Level 1 7. Select the Units field for the resource. 8. Enter the desired unit value. 9. Continue to assign the desired resources to the task. 10. Select OK. ASSIGNING A MATERIAL RESOURCE TO A TASK You can assign material resources to tasks at the same time you assign work resources to tasks. However, since material resources do not perform work and do not typically impact the schedule, you can also wait and assign them when you begin to enter cost information. When you assign a material resource to a task, you need to enter the amount of the resource required for the task in terms of the material label you assigned to it. For example, if you entered yards as the material label for the Concrete material resource, you would need to assign x yards of concrete to the desired task. If you do not enter an amount, Microsoft Project defaults to 1; therefore, in this example, 1 yard of concrete would be assigned to the task. When you assign material resources to tasks, you indicate whether the resource has a variable material consumption or a fixed material consumption. A variable material consumption is a time-based quantity of a material resource needed for a task, such as 25 yards of concrete per week. This value, therefore, will change as the task duration changes. A fixed material consumption is a fixed quantity of a material resource needed for the entire task, such as 20 gallons of paint to paint the entire house, regardless of duration. You assign material resources in the Assign Resources dialog box, just as you assign work resources. In the Units field, you enter the amount of the resource needed for the task. If you entered a material label for the task, you simply enter the amount of the resource needed. If you did not enter a material label, you should enter one before you assign a material resource to a task; otherwise, only a number will appear next to the task without an identifying unit. To indicate fixed material consumption, you simply enter the amount, such as 25 for 25 yards of concrete. To indicate variable consumption, you need to enter the time label along with the amount, such as 25/w to indicate 25 yards of concrete needed per week. You can enter a /d for day, /w for week, /mo for month, as well as /m for minute and /h for hour. 1. Switch to the Gantt Chart view. 2. Click the Assign Resources button on the Standard toolbar. Page 76 WWP Training Limited

77 Microsoft Project 2002(XP) 03 Level 1 Lesson 6 - Working with Resources 3. Select the task in the task list to which you want to assign a material resource. 4. In the Assign Resources dialog box, select the corresponding field in the Units column for the material resource you want to assign to the selected task. 5. Enter the desired value in the Units field and if applicable, include the time label. 6. Select Assign. 7. Select Close to close the Assign Resources dialog box. REMOVING A RESOURCE ASSIGNMENT You can remove a resource assignment at any time. Before you remove a resource assignment, you need to switch to a task view, such as the Gantt Chart view. When you remove an assignment, the resource remains in the resource list, but it is no longer assigned to the selected task. Since Microsoft Project defaults to effort-driven scheduling, the duration of the task may be affected when you remove a resource. You can also replace a resource assigned to a task with a different resource using the Replace button in the Assign Resources dialog box. 1. Switch to the Gantt Chart view. 2. Click the Assign Resources button on the Standard toolbar. 3. Select the task in the task list from which you want to remove the resource assignment. 4. Select the resource that you want to remove from the task. 5. Select Remove. 6. Select Close to close the Assign Resources dialog box. WWP Training Limited Page 77

78 Lesson 6 - Working with Resources Microsoft Project 2002(XP) 03 Level 1 CHANGING THE TASK TYPE Microsoft Project includes three types of tasks: fixed duration, fixed units, and fixed work. The default type for tasks in Microsoft Project is fixed units. You can change the task type to fix the duration, units, or work for a given task. A fixed units task is a task in which the resource amount you assign is a fixed value that will not change even if the duration or amount of work changes. The only way to affect the fixed unit is to change it. For example, if you initially assign a resource to a task (units = 100%) and then add an additional resource (units = 100%), the assignment value for the first resource remains at 100%. If you later add another resource ( units = 100%), the assignment value for the first and second resources assigned to the task will remain at 100%. The unit value will remain fixed; however, the duration of the task and work assigned to each resource will change. A fixed duration task is a task in which the duration is a fixed value; any changes you make to the resource or work amount do not change the duration of the task. If you do not want the duration of a task to be affected when you alter resource assignments, you can use this task type (referred to as fixed duration scheduling). For example, you assign a resource (units = 100%) to a task with a fixed duration of three days. You later assign another resource (units = 100%) to the task. The duration of the task remains at three days since it is fixed, however, each resource is only required to work part-time (50%) on the task. In this example, the amount of work assigned to each resource is cut in half. A fixed work task is a task in which the amount of work is a fixed value that will not change even if the resource value or duration changes. For example, you schedule a fixed work task for two days and assign a resource (units = 100%) to it. The resource is assigned 16 hours of work based on two 8-hour days. You later change the task duration to one day. Instead of the work for the resource changing from 16 hours to 8 hours, as it would for a fixed units task, two resources (units = 200%) are now assigned to the task, to complete 16 hours of work in one day. Changing the task type Page 78 WWP Training Limited

79 Microsoft Project 2002(XP) 03 Level 1 Lesson 6 - Working with Resources You can disable the Effort driven option next to the Task type list in the Task Information dialog box for fixed units and fixed duration tasks. If you disable effort-driven scheduling, the amount of work assigned to each resource will increase. 1. Switch to the Gantt Chart view or the Task Usage view. 2. Double-click the task for which you want to change the type. 3. Select the Advanced tab. 4. Select the Task type list. 5. Select the desired task type. 6. Select OK. CONTOURING A WORK ASSIGNMENT You can contour work assignments to more accurately reflect how a resource will work on a task. When you contour a task, the workload for the resource is redistributed. By default, all resources use a Flat contour, meaning work is distributed evenly for the duration of a task. You can contour work assignments using one of the following preset contours provided by Microsoft Project: Back Loaded, Front Loaded, Double Peak, Early Peak, Late Peak, Bell, and Turtle. As their names indicate, the Back Loaded contour schedules more work at the end of the task and the Front Loaded contour schedules more work at the beginning. The names of the Double, Early, and Late Peak contours also indicate how the work is distributed, with the peaks indicating the most hours of work. When you use the Bell and Turtle contours, the most hours of work are scheduled in the middle of the duration, with varying amounts at the beginning and end for each contour. When you apply a preset contour to a task, the work distribution changes accordingly and the duration of the task is impacted. After applying a preset contour, you can change the start or finish date of a task as necessary. After you apply a preset contour, an indicator appears to the left of the resource name in the Indicators column in the shape of a bar graph reflecting the work distribution. You can also contour work assignments by changing the work distribution manually in the Task Usage view. In this view, you can enter the work values to reflect exactly how a resource will work on a task. When you manually edit the contour, an indicator appears to the left of the resource name in the Indicators column in the shape of a preset contour indicator with a pencil on top of it. You can contour assignments for both work resources and material resources. When you contour a work resource assignment, the schedule may be impacted as you change the workload for a resource. When you contour a material assignment, you change the WWP Training Limited Page 79

80 Lesson 6 - Working with Resources Microsoft Project 2002(XP) 03 Level 1 amount of the materials available during the duration of a task. For example, if you need 75 tons of steel per week to complete a task, Microsoft Project will show 15 tons available during each of the five work days by default. However, if you know only 10 tons will be available the first day, 20 tons the second day, and so on, you can contour the assignment. Depending upon your situation, contouring a material resource assignment may also impact the schedule. While the preset contours can be helpful in evaluating different scenarios and planning your project, you will probably manually edit the work distribution in most situations. When you manually edit a contour, you can change the work values without significantly affecting the duration. For example, if a resource is scheduled to complete a task by working eight hours a day for three days, you could manually edit the contour so that the task is complete at the end of four days, which should not greatly impact your schedule. You could enter six hours on the first day, four hours on the second day, eight hours on the third day, and six hours on the fourth day to reflect how this resource will actually work. You could also manually edit a contour if a resource will not work full-time on a task for the entire duration. The Task Usage view To apply a preset contour, select the desired resource in the Task Usage view and then select the Assignment Information button on the Standard toolbar. On the General page in the Assignment Information dialog box, select the desired contour from the Work contour list. By default, a resource will be overallocated if you contour the work assignment so that the resource works more than eight hours a day. Page 80 WWP Training Limited

81 Microsoft Project 2002(XP) 03 Level 1 Lesson 6 - Working with Resources 1. Switch to the Task Usage view. 2. Select the resource assigned to the task you want to contour. 3. Scroll the right pane to view the work distribution you want to change. 4. Select the field containing the value you want to change. 5. Enter the desired value. 6. Press [Enter]. 7. Continue to change the work values as desired. WWP Training Limited Page 81

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83 LESSON 7 - ADJUSTING RESOURCES In this lesson, you will learn how to: Address resource overallocation View resource usage Resolve conflicts by increasing units Level a resource Specify leveling timeframes Change the leveling order Level by entering a delay amount Clear leveling Split a task Change leveling to automatic Set task level priority

84 Lesson 7 - Adjusting Resources Microsoft Project 2002(XP) 03 Level 1 ADDRESSING RESOURCE OVERALLOCATION Microsoft Project schedules tasks in accordance with their specifications, such as the estimated durations, dependency relationships, date constraints, and resource availability. Tasks are scheduled to begin in the first available time slot on the resource calendar after any relationship requirements are satisfied. Microsoft Project does not consider that a resource may already be involved in another task. For example, if an employee is assigned to do three eight-hour tasks in one eight-hour day, the employee is overallocated. For this reason, you should review workloads to uncover allocation problems after you have assigned resources. When resource overallocation or conflicts arise, you must develop a strategy to resolve them. The following list provides ways to address overallocations: 1. Increase the number of resources available, when possible. This solution, of course, is not always economically feasible. 2. Add underallocated resources to the task to assist the overallocated resource. This solution is often the most satisfactory, but also requires more effort from the project manager. 3. Schedule overtime hours or weekend work for the overallocated resources to get the project back on track. This solution should be used when the overallocation is not substantial. 4. Change the resource calendar to reflect longer working hours. 5. Adjust task relationships or constraints so that a resource is not assigned beyond its capacity. 6. Delay tasks until a resource is available. Often, this solution is not viable when deadlines are involved. 7. Split a task so that a resource can work on it at a later time. Overallocated resources appear in red in most of the resource views. The Resource Usage view is one view in which you can clearly review resource allocation and see if any of your resources are overallocated. Resource amounts appear as a percentage. For example, if three plumbers are available to work full-time on any tasks, the maximum unit for the Plumber resource would be 300%. Viewing Resource Usage Page 84 WWP Training Limited

85 Microsoft Project 2002(XP) 03 Level 1 Lesson 7 - Adjusting Resources You can view resource allocation and quickly identify overallocated resources in the Resource Usage view. This view displays each resource name and the list of tasks to which each resource is assigned, as well as the sum of the work assignments. By default, the Resource Usage view uses a timescale similar to the Gantt Chart view, but it shows number values instead of bars. These numbers are the scheduled amount of work for each resource for the duration of the task(s) to which they are assigned. If a resource is overallocated, the resource name and numbers appear in red. You can add fields to display the actual work already completed by the resource (Actual Work) and the total work accumulated for the resource (Cumulative Work). You can also add fields to view the amount of work for which the resource is overallocated (Overallocation), the cost for all tasks assigned to the resource (Cost), and the amount of time remaining that the resource is available (Remaining Availability). The Resource Usage view You can quickly view the scheduled amount of work for a resource for a particular task in the Resource Usage view by selecting the task and clicking the Go To Selected Task button. Formatted numbers that are too wide to fit into a cell appear as a series of pound signs (#). To view an entire number, you can increase the column width by dragging the right column border in the column heading to the desired width. WWP Training Limited Page 85

86 Lesson 7 - Adjusting Resources Microsoft Project 2002(XP) 03 Level 1 1. Switch to the Resource Usage view. 2. Scroll the left pane as necessary to view the desired resource. 3. Scroll the timescale to display the hourly breakdown for the desired task(s). 4. Select the Format menu. 5. Point to the Details command. 6. Select the field you want to display. RESOLVING CONFLICTS BY INCREASING UNITS One method of solving overallocation problems with a resource is to increase the maximum units assigned to the task, if possible. For example, if your project shows that the Electrician resource is overallocated during the seventh month of the project, additional electricians could be hired for that one month period. 1. Switch to the Resource Usage view. 2. Double-click the overallocated resource to which you want to add units. 3. Select the General tab. 4. Select the Units field in the Resource Availability table. 5. Enter the new unit value in the Units field in the Resource Availability table. 6. Select OK. LEVELLING A RESOURCE If multiple tasks have been scheduled at the same time, resource overallocation can result. The resources can be spread out over a longer period of time or tasks can be delayed or split to lessen the demand for the resources. This process is called resource leveling, which is one way to resolve resource conflicts. Page 86 WWP Training Limited

87 Microsoft Project 2002(XP) 03 Level 1 Lesson 7 - Adjusting Resources In most resource views, overallocated resources appear in red. In resource views with an indicator column, an indicator appears to let you know that a resource is overallocated and should be leveled. The indicator appears in the Indicators column in the shape of a yellow diamond containing a black exclamation mark. You can level one resource at a time or all project resources at once when you are in a resource view. If you are not in a resource view when you level resources, all resources are leveled and you are not prompted to choose which resources you want to level. You can level resources manually or automatically as tasks are added to the schedule. In addition, Microsoft Project can search for overallocations in a specified time period, such as daily or weekly, so that you can level resources in a specified time frame, such as on a particular day or month. You can set leveling options to control the way in which multiple resources are leveled and specify if the project finish date is affected by leveling. You can also set options to control the leveling of multiple resources assigned to the same task and to allow tasks to be split. The Resource Leveling dialog box If you try to level a resource and leveling is not an option, a Microsoft Project dialog box will open, informing you of any problems and providing alternatives to leveling. 1. Switch to the Resource Usage view. 2. Select the resource(s) you want to level if you are only leveling selected resources. 3. Select the Tools menu. 4. Select the Level Resources command. WWP Training Limited Page 87

88 Lesson 7 - Adjusting Resources Microsoft Project 2002(XP) 03 Level 1 5. Select the Manual option under Leveling calculations. 6. Select Level Now. 7. Select the Entire pool option to level all resources or the Selected resources option to level the resource that is currently selected. 8. Select OK. SPECIFYING LEVELING TIMEFRAMES When you level resources, you can use the default time settings or specify your own. By default, Microsoft Project looks for overallocations on a Day by Day basis; meaning that if a resource is overallocated, Microsoft Project will level the resource only if the assigned tasks cannot be completed in one day. Therefore, if the resource is assigned two tasks on the same day and one requires two hours and the other requires three hours, the resource will not be leveled. On the other hand, if both tasks require six hours, the resource will be leveled. You can change the time period in which Microsoft Project looks for overallocations to Minute by Minute, Hour by Hour, Week by Week, or Month by Month. In addition, by default, Microsoft Project levels an entire project unless you indicate otherwise. You can specify a timeframe in which you want Microsoft Project to level resources. Therefore, if your project lasts six months, you can set Microsoft Project to only level overallocated resources in a particular month or week, on a specific day, etc. 1. Switch to a resource view. 2. Select the resource(s) you want to level if you are only leveling selected resources. 3. Select the Tools menu. 4. Select the Level Resources command. 5. Select the Look for overallocations on a <timeframe> basis list. 6. Select the desired time period. 7. Select the desired option under Leveling range for <file name>. 8. Select the From list, if applicable. 9. Select the desired date, if applicable. 10. Select the To list, if applicable. Page 88 WWP Training Limited

89 Microsoft Project 2002(XP) 03 Level 1 Lesson 7 - Adjusting Resources 11. Select the desired date, if applicable. 12. Select Level Now. 13. Select the Entire pool or Selected resources option, if applicable. 14. Select OK, if applicable. CHANGING THE LEVELING ORDER When Microsoft Project levels resources, it uses a set of rules to determine the order in which the tasks will be delayed. When more than one task will be delayed, you have three selections to determine the order in which the tasks are delayed. In the Resource Leveling dialog box, you can display the Leveling order list under Resource overallocations and select one of the following options: ID Only; Standard; Priority, Standard. When the ID Only option is selected, Microsoft Project chooses the task with the higher ID number as the task to delay. The Standard option is the default order of leveling. With the Standard option, Microsoft Project uses five criteria to determine which task should be leveled first. The order of these criteria is as follows: predecessor relationships, slack, dates, priority, and constraints on the task. The Priority, Standard option is the same as the Standard option, but the order of the criteria changes. The priority is the first determining factor, followed by predecessor relationships, slack, dates, and constraints. Priority refers to the level of importance you attach to a task regarding leveling. You can assign a priority level from 0 through 1000, with 1000 indicating that the task is not to be leveled. By default, all tasks are assigned a priority level of 500. Slack refers to the amount of time a task can be delayed before it impacts the dates of another task or the project finish date. You can also set other leveling options in the Resolving overallocations area to control the way Microsoft Project levels resources. If you want Microsoft Project to level tasks without affecting a project s finish date, you can select the Level only within available slack option, which is not selected by default. However, this option does not allow Microsoft Project much flexibility in leveling resources. If you want Microsoft Project to level overallocated resources assigned to the same tasks as other, non-overallocated resources, you can select the Level can adjust individual assignments on a task option, which is selected by default. If you want Microsoft Project to split a task so that a resource can perform the task later, you can select the Leveling can create splits in remaining work option, which is also selected by default. 1. Select the Tools menu. 2. Select the Level Resources command. WWP Training Limited Page 89

90 Lesson 7 - Adjusting Resources Microsoft Project 2002(XP) 03 Level 1 3. Select the Leveling order list under Resolving overallocations. 4. Select the desired delay option. 5. Select or deselect the desired options under Resolving overallocations, if applicable. 6. Select OK. LEVELING BY ENTERING A DELAY AMOUNT If the source of the overallocation for a resource is because you scheduled more than one task at the same time, one or more of the tasks can be delayed in order to distribute the demand on the resource. You can view the Gantt chart to see where conflicts exist and determine the number of days you need to delay a task. You can allow Microsoft Project to delay the task when you use the Resource Leveling dialog box, or you can choose to delay the task yourself. When you delay a task, you enter the desired delay amount in the Resource Allocation view. The Resource Allocation view is a combination view. The top pane displays the Resource Usage view and the bottom pane displays the Leveling Gantt view. You enter the delay amount in the Leveling Gantt view in the Leveling Delay field. This field is always based on elapsed time. Therefore, if you enter a 7 in this field, a value of 7 edays would be entered by Microsoft Project, indicating seven elapsed days. If you are using the Standard project calendar, seven elapsed days includes Saturday and Sunday. The Resource Allocation view Page 90 WWP Training Limited

91 Microsoft Project 2002(XP) 03 Level 1 Lesson 7 - Adjusting Resources 1. Switch to the Resource Allocation view. 2. Select the resource name in the top pane associated with the task you want to delay. 3. Select the Leveling Delay field in the bottom pane for the task you want to delay. 4. Enter the desired delay amount. 5. Press [Enter]. Clearing Leveling There may be times when you have leveled a particular resource or an entire project and are still not satisfied with the results. You can reverse the leveling action immediately after leveling a resource using the Undo feature or the Clear Leveling button in the Resource Leveling dialog box. When you use the Clear Leveling button, you have the option to clear the leveling for the entire project or the selected task. In addition, you can remove a delay by entering a 0 in the Leveling Delay field in the Leveling Gantt view. 1. Switch to the Resource Allocation or Resource Usage view. 2. Select the task associated with the leveling action you want to remove, if applicable. 3. Select the Tools menu. 4. Select the Level Resources command. 5. Select the Clear Leveling command. 6. Select the Entire project or Selected tasks option. 7. Select OK. SPLITTING A TASK Another way that you can address overallocations is to split a task. Splitting a task is helpful when you have two tasks that overlap and use the same resource. For example, WWP Training Limited Page 91

92 Lesson 7 - Adjusting Resources Microsoft Project 2002(XP) 03 Level 1 you could split the first task where the second task begins and then resume work on the first task when the second task is complete. You may also need to split a task if part of the task occurs on one day and part on another, non-consecutive day. For example, it will take a painter two days to paint a room. On the first day, the painter applies the first coat. Two days later, on the second day of the task s duration, the painter applies the second coat. In this situation, you could split the task to show that the painter works on the task on two non-consecutive days. This type of scheduling would enable the painter to work on other tasks between the first day and second day of the split task. As you track your project and mark tasks complete, you may also need to split tasks that are partially complete. You can then reschedule the unfinished work for a later time. Splitting a task To remove a split, drag one portion of the split task bar until it touches another portion of the split bar. 1. Switch to the Gantt Chart view. 2. Click the Split Task button on the Standard toolbar. 3. Point to the area of the task bar where you want the split to begin. 4. Drag the mouse button from the start of the split to the location where you want work on the task to begin again. Page 92 WWP Training Limited

93 Microsoft Project 2002(XP) 03 Level 1 Lesson 7 - Adjusting Resources CHANGING LEVELING TO AUTOMATIC When leveling for resources is set to automatic, Microsoft Project levels tasks as soon as an overallocated resource is detected. This type of leveling takes place as tasks are entered into the project. While allowing Microsoft Project to level tasks automatically can be helpful, you should remember that you will not know when overallocations exist. For this reason, you may not want to use the automatic feature as it prevents you from seeing overallocations and deciding on the best way to address them. The first time you select the Automatic option, you also need to set any other leveling options as desired in the Resource Leveling dialog box. In addition, if you are in a resource view, you will be prompted to level the entire pool or selected resources when you choose the Automatic option. The next time an overallocation occurs, the resource is automatically leveled and you will not be prompted to make any selections. 1. Switch to a resource view, if applicable. 2. Select the desired resource, if applicable. 3. Select the Tools menu. 4. Select the Level Resources command. 5. Select the Automatic option under Leveling Calculations. 6. Change any other leveling options as desired. 7. Select OK. 8. Select the Entire Pool or Selected Resources option, if applicable. 9. Select OK, if applicable. SETTING TASK LEVEL PRIORITY By default, all tasks have a priority level of 500, which is a medium level priority. The higher the priority level assigned to a task, the less likely it is that the task is selected for delay. Therefore, a task with a priority of 900 is less likely to be delayed than a task with a priority of 400. You can also assign a priority of 1000 to a task, which indicates that the task is not to be leveled. WWP Training Limited Page 93

94 Lesson 7 - Adjusting Resources Microsoft Project 2002(XP) 03 Level 1 Setting a task level priority If you are working with multiple projects, you can set project priority levels to indicate how you want the tasks in each project leveled in relation to one another. You can also assign a task priority in a task view by doubleclicking the task to open the Task Information dialog box. 1. Switch to the Resource Allocation view. 2. Select the resource name in the top pane associated with the task you want to prioritize. 3. Double-click the task in the bottom pane you want to prioritize. 4. Select the General tab. 5. Select the number in the Priority spin box. 6. Enter the desired priority. 7. Select OK. Page 94 WWP Training Limited

95 LESSON 8 - IMPLEMENTING A PROJECT In this lesson, you will learn how to: Work with baselines Use baseline tables Save a project baseline Save a task baseline Clear a baseline Entering a percent complete

96 Lesson 8 Working with a Baseline Microsoft Project 2002(XP) 03 Level 1 WORKING WITH BASELINES A baseline is a copy of the scheduled dates, cost, and work data that is used to track the progress of a project by comparing it against the current schedule. It is usually a copy of the final plan just before the work on a project begins. You must remember to create the baseline copy before you start entering actual data. When you enter actual data, you are recording the schedule as it happens and it may no longer reflect the original plan. When the baseline is saved, the current dates, work, and cost data are used for comparison with the actual progress of the project. Before deciding on the final baseline, everyone involved in the project should know what is expected of them and agree to perform according to the plan. In addition, necessary approval should be obtained for the required resources. USING BASELINE TABLES When you first save a baseline, the baseline data and the information in the current schedule will be identical; however, as you track your progress, the actual data could vary from the original plan. Microsoft Project provides three tables that allow you to compare the baseline with the current schedule: Variance, Cost, and Work. The Variance table displays information regarding dates only. This table displays the start and finish dates and baseline start and finish dates, along with the start and finish variances. Until actual information is entered, the start and finish dates display the anticipated start and finish dates. Once the project starts and you enter actual information, the Start and Finish fields display the actual dates. The Cost table displays cost information, including the total cost, baseline, actual, and remaining cost information. It also displays the variance between the total cost and baseline cost. Tasks that have not started display an actual cost of 0 and a remaining cost that equals the total cost. Once the project starts and you enter actual information, the Actual field displays the actual costs. If costs vary from the plan, the Variance field will display the difference. The Work table displays information regarding the number of hours of work for each task. It displays the total work, baseline, actual, and remaining work values. It also displays the variance between the total work and baseline values, and the percentage complete for each task. Tasks that have not started display 0 hours of actual work and the remaining work amount equals the total work value. Once the project starts and you enter actual information, the Actual field will display the actual hours of work. Completed tasks display 100% in the % W. Comp. field. Page 96 WWP Training Limited

97 Microsoft Project 2002(XP) 03 Level 1 Lesson 8 - Working with a Baseline SAVING A PROJECT BASELINE The baseline plan is the original project plan you save to track progress. The baseline plan includes task start and finish dates, as well as resource and cost information. You can use the baseline to compare with the actual data recorded as your plan progresses. This information may also be useful when the project is completed, should you have a similar project in the future. When you create a baseline plan, Microsoft Project copies the plan information for dates, work, and cost entered from the current fields into the baseline fields. You can save the baseline at any time, but it is a good idea to wait until you have completely entered the plan. If you need to change the plan later, you can save the baseline again or save an interim plan. 1. Switch to the Gantt Chart view. 2. Select the Tools menu. 3. Point to the Tracking command. 4. Select the Save Baseline command. 5. Select OK. Saving a project baseline Whenever you use the Save Baseline list after a baseline has been saved, the date that the baseline was saved is shown next to the listed item. WWP Training Limited Page 97

98 Lesson 8 Working with a Baseline Microsoft Project 2002(XP) 03 Level 1 SAVING A TASK BASELINE When you save the baseline, the default option makes a copy of the baseline for the entire project; however, you can also save a baseline of selected tasks. Saving a baseline of selected tasks is helpful when you save a baseline of the entire project and then realize you need to adjust certain task information. You can revise the tasks and then save the baseline for only those tasks. In addition, you may need to add tasks during the life of the project, after the baseline has been saved. You can select those new tasks and save a baseline for them, adding them to your original plan. When saving a baseline for selected tasks, you can select hoe you want baseline data to roll up: If you want updated baseline data for the selected tasks (and all other subtasks that share the same summary task) to be rolled up to those tasks' summary tasks, select the To all summary tasks check box. Otherwise, summary tasks baseline data may not accurately reflect subtask baseline data. If you want selected summary tasks' baseline data to be updated to reflect either deletions of subtasks or added tasks for which you have previously saved baseline values, select the From subtasks into selected summary task(s) check box. If you have selected both subtasks and summary tasks, select both check boxes. 1. Switch to the Gantt Chart view. 2. Select the task you want to correct or add to the baseline. 3. Select the Tools menu. 4. Point to the Tracking command. 5. Select the Save Baseline command. 6. Select the Selected tasks option. 7. Under Roll up baseline, select your preferred option. 7. Select OK. CLEARING A BASELINE After saving baseline data, you may decide that you do not want this data used for comparison purposes. If desired, you can clear the baseline and save it at a later time. Page 98 WWP Training Limited

99 Microsoft Project 2002(XP) 03 Level 1 Lesson 8 - Working with a Baseline You may also want to clear baseline data if you plan to use a completed project as the basis for future projects. You can clear baseline information for the entire project or for a particular task. In addition, you can clear the dates saved in an interim plan as desired. 1. Switch to the Gantt Chart view. The Clear Baseline dialog box 2. Select the task for which you want to clear the baseline, if applicable. 3. Select the Tools menu. 4. Point to the Tracking command. 5. Select the Clear Baseline command. 6. Select the Clear baseline plan or Clear interim plan option. 7. Select the Clear interim plan list, if applicable. 8. Select the fields you want to clear. 9. Select the Entire project or Selected tasks option. 10. Select OK. ENTERING THE PERCENT COMPLETE When you automatically update a task as scheduled, Microsoft Project calculates the percent complete value for the task using the number of days between the current date you entered and the start date of the task. Sometimes the number of days passed is not a true indicator of the actual percent of work completed on the task. Another method of recording completed work is to enter the percent complete value manually to indicate a more realistic estimate of the completed work. You can enter this information in the Update Tasks dialog box or in the Tracking table. WWP Training Limited Page 99

100 Lesson 8 Working with a Baseline Microsoft Project 2002(XP) 03 Level 1 The Update Tasks dialog box You can use the Update Tasks dialog box to update information in any of the fields it contains. 1. Switch to the Gantt Chart view. 2. Select the task you want to update. 3. Click the Update Tasks button on the Tracking toolbar. 4. Enter the actual percentage of work completed in the % Complete field. 5. Select OK. Page 100 WWP Training Limited

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