Table of Contents Microsoft Project Overview... 1 Terminology... 1 Starting Microsoft Project... 2 Projects on the Web... 2 Toolbars... 2 View Bar... 2 Views... 3 Setting Up the Project... 3 Identifying Dates... 3 Saving the New Project... 4 Identifying Project Tasks... 4 Detailing Tasks... 4 Scheduling Project Tasks... 5 Summary Tasks and Subtasks... 6 Inserting New Tasks in the Task List... 6 Outlining Tasks... 6 Recurring Tasks... 7 Task Drivers New Feature... 9 Checking Task Drivers... 9 Splitting Tasks... 10 Copying, Moving, and Deleting Tasks... 10 Moving by Clicking and Dragging... 11 Expanding and Collapsing Tasks... 11 Expanding and Collapsing Individual Tasks... 12 Creating a Schedule... 12 Linking Tasks... 12 Changing Task Links... 13 Constraints, Deadlines, and Milestones... 14 Assigning Resources... 17 Using the Resource List to Create Resources... 17 Copyright 2008. Carlson School of Management, Office of Information Technology, University of Minnesota. Duplication of material without prior written consent is forbidden. September, 2008
Entering Resources on the Gantt Chart... 19 Assigning a Resource to Work Part-time on a Task... 21 Duration Calculations for Tasks... 21 Using Resource Views... 23 Overallocated Resources... 24 Sorting Resource Views... 24 Assigning Costs to Resources... 24 Viewing Resource Costs... 25 Setting Fixed Costs... 25 Viewing the Schedule and Details... 25 Viewing the Entire Project on the Screen... 25 Saving a Baseline Plan... 26 Identifying the Critical Path... 26 Updating Tasks... 27 Tracking Your Project... 28 Comparing Actual Time to Baseline... 28 Comparing Actual Costs to Budget... 28 Viewing Total Project Costs... 29 Using Filters... 29 Viewing Reports... 30 Printing Project Views... 31 Copyright 2008, Carlson School of Management, University of Minnesota
Course Objectives: At the end of this course, participants will be able to: Understand Microsoft Project terminology Create a basic project Use Project views Schedule Project tasks Identify and allocate Project resources Update task information Do basic Project tracking Copyright 2008, Carlson School of Management, University of Minnesota
Microsoft Project Overview Microsoft Project 2007 provides tools and techniques to manage projects, assign tasks, create a timeline and schedule, analyze costs, and track projects. This class provides an overview to using Microsoft Project for project management. Terminology The following terms are frequently used in project management. Gantt Chart: A graphical representation of information in a project. It is the view most frequently used in Project; a combination spreadsheet/bar chart. Project: A set of tasks to achieve an objective. Usually must be completed in a specific order and requires resources. Resources: Can be people, equipment, materials or services that are needed to complete various tasks. The amount of resources affects the scope and time of any project. Schedule: Time and sequence of tasks in a project. Tasks: A division of the work that needs to be completed in order to accomplish the project goals. Predecessor: A task that must be accomplished before some other task (a successor) can be started. Successor: A task that can be accomplished only after a predecessor, or prerequisite task, has been completed. Summary task: A task that is made up of subordinate tasks. Copyright 2008. Carlson School of Management, Office of Information Technology, University of Minnesota. Duplication of material without prior written consent is forbidden. September, 2008
Starting Microsoft Project To open Microsoft Project select, Start, All Programs, Microsoft Project. This may be in a slightly different location, depending upon the configuration of your computer. A new blank Project file displays in the Gantt Chart view. Click and drag to resize windows Projects on the Web Microsoft Projects allows projects to be posted on a website. A web server is required. This is outside the scope of this class. Toolbars By default the Standard and Formatting toolbars display on one row. To modify that, select View, Toolbars, Customize. Activate the Options tab and select Show Standard and Formatting Toolbars on two rows. View Bar The View Bar is a convenient way to switch between several views. Select View, View Bar. 2 Copyright 2008, Carlson School of Management, University of Minnesota
Views Microsoft Project has multiple views available. These will be discussed in more detail later in this class. The Gantt Chart view is the most frequently used when creating the project. To select alternate views, select View; then select the desired option. These instructions use the View menu to change views. There are also multiple Table views. Select View, Table, and then select the appropriate option. Instructions in this course will use multiple Table views. Setting Up the Project You need to identify project dates and the date that will be used to anchor the project schedule (start or finish date). Usually this will be the start date and you will base your schedule upon that. Only use the finish date as an anchor if completing by a deadline is more important than costs or quality. For this class we will use a start date. Identifying Dates If you do not define the dates, Project saves the current date as the start date for your project. Follow these steps to identify the project start or finish dates. 1. From the main menu, select Project, Project Information. The following dialog box displays. Copyright 2008, Carlson School of Management, University of Minnesota 3
2. To schedule the project from the Start date, verify that Project Start Date is selected in the Schedule from: field, and select the appropriate start date by clicking the dropdown arrow in the Start date: field. or To schedule the project from the Finish date, select Project Finish Date in the Schedule from: field. Select the appropriate finish date by clicking the drop-down arrow in the Finish date: field. 3. In the Calendar: field, select a different calendar, if desired. 4. Click OK to enter the date and close the dialog box. Saving the New Project Select File, Save As, name the project, and save it in the desired drive and folder. Saving Changes You can save changes by selecting File, Save, or clicking the Save button the toolbar. on Identifying Project Tasks Once the project file is created, you can create and schedule the project tasks. Think of this as a to-do list to complete your project. The first step requires that you determine the tasks needed to complete the project. As an example project, we will consider planning an event. At the highest level, this would consist of four summary tasks areas. 1. Select Location 2. Activities/entertainment 3. Menu/refreshments 4. Guests Detailing Tasks Each of the task areas can be further expanded into a series of tasks and subordinate tasks. These tasks could be performed by one or more people. The numbered items would be summary tasks. 1. Select a location 1. Determine budget for location 2. Research locations 3. Visit locations 4. Decide location 5. Reserve location 2. Activities/entertainment 1. Determine budget for activities/entertainment 2. Research activities/entertainment 4 Copyright 2008, Carlson School of Management, University of Minnesota
3. Decide activities/entertainment 4. Arrange activities/entertainment 3. Menu/refreshments 1. Determine budget for menu/refreshments 2. Research menu/refreshments 3. Decide menu/refreshments 4. Arrange menu/refreshments 4. Guests 1. Determine guest list 2. Order invitations 3. Address invitations 4. Send invitations Scheduling Project Tasks Once you know the tasks necessary to complete a project, you can use Microsoft Project to identify and schedule these tasks. Note: Column widths can be adjusted by selecting the line dividing the column headings. When a two-headed arrow displays, click and drag to the desired width. 1. Click the first empty row in the Task Name column. 2. In the Task Name cell, type the task description; then press Tab to move to the Duration field. By default, the Duration field displays 1 day?. 3. In the Duration field, enter the estimated duration for the task. To enter something other than a duration of days, use the following abbreviations: m = minutes h = hours d = days w = weeks mo = months To enter an estimated duration, type a question mark after the duration. Copyright 2008, Carlson School of Management, University of Minnesota 5
Note: We will not enter dates in the Start and Finish fields for each task at this time. Microsoft Project can do this for us, depending upon how the tasks are related. Note: You can click and drag the bars on the Gantt Chart to modify dates quickly. Note: If you enter a time of 0 Project defines that task as a Milestone. See page 15 for more information. 4. To add a note about a task, select the task name, then click the Task Notes button. Type your information in the Notes box and click OK. Note: To view a note, rest your mouse over the note indicator. Summary Tasks and Subtasks Usually a project will consist of several main tasks that can then be broken down into subtasks. In our sample project, selecting a location for the event involves determining the budget, researching locations, visiting locations, deciding the location, and reserving the location. These would be subtasks to the summary task Select Location. Inserting New Tasks in the Task List To add new tasks in the task list, follow the steps below. 1. Select the task beneath where you want to insert the new task. 2. Select Insert, New Task. A new line displays to enter the new task. Tip: You can also select a task and press the Insert key to enter a new task above the selected one. Outlining Tasks Outlining helps you organize your tasks into manageable chunks. It is easy to indent related tasks under a more general task (summary task) to create a hierarchy. The indented tasks are called subtasks. You will use the Indent and Outdent buttons on your toolbar to organize the outline. 1. If necessary, select View, Gantt Chart. 2. Select View, Table, Entry. 3. Select the task(s) you want to make a subtask. 4. Click the Intent button to make the task(s) a subtask. As you enter durations for subtasks, the Summary task displays the date of the longest duration. 6 Copyright 2008, Carlson School of Management, University of Minnesota
Recurring Tasks Recurring tasks repeat regularly, such as weekly meetings. These can occur daily, weekly, monthly, or yearly. You can indicate the duration of each occurrence, when it occurs, for how long, and how many times. For our practice project, we can create a recurring task to receive and log RSVPs. 1. In the Task Name field of the Gantt Chart view, select the row beneath where you want the recurring task to display. 2. Select Insert, Recurring Task. The Recurring Task Information dialog box displays. 3. In the Task Name: field, enter the name for your task. 4. In the Duration: field, enter the duration for a single occurrence of the task. 5. In the Recurrence pattern area, enter the desired option. 6. In the Range of recurrence area, enter start and end dates. Copyright 2008, Carlson School of Management, University of Minnesota 7
7. Click OK. The task displays in the list as shown in the example below. Indicates Recurring Task Click + to view individual tasks. Click the + to expand the view of individual tasks. Rest your mouse over the information. to display a pop-up containing recurring To view or change recurring information, select the task and click the Information button on the toolbar (or double-click the task). 8 Copyright 2008, Carlson School of Management, University of Minnesota
Task Drivers New Feature A new feature of Project 2007 is Task Drivers. When you make any changes to your schedule, the impacted tasks are automatically highlighted. Shaded tasks impacted by schedule changes. Checking Task Drivers If you made a change and the impacted cells display with highlights, you can view more information about your changes. 1. From the menu, select Project, Task Drivers. The Task Drivers pane displays on the left side of the Project screen. 2. Click the name of the task (shown with blue text) to view more information about the impact of the change. 3. Click the X of the Task Drivers pane to close it. The highlighting is removed from the task list of your project. Copyright 2008, Carlson School of Management, University of Minnesota 9
Splitting Tasks If work is interrupted on a task, you can split it. The task can resume at another time. Follow these steps to split a task. 1. Select View, Gantt Chart. 2. Select the task you want to split. 3. Click the Split Task button on the toolbar. 4. A split task screen displays and your mouse pointer displays as.. 5. Click in the date where you want the split to occur. 6. Drag the second part of the bar to the date that you want work to begin again. A dotted line displays where the task was split. Copying, Moving, and Deleting Tasks Follow these steps to copy or move tasks. If you move or delete a summary task, the subtasks associated with it are moved, copied, or deleted as well. 1. Select the ID field (leftmost gray field) of the task you want to copy, move, or delete. This selects the entire row. To select contiguous tasks, select the first task, press and hold Shift, and then click the last task. To select several non-contiguous tasks, press and hold Ctrl and select the individual tasks. 2. Copy, move, or delete the task. (You can also right-click to select the desired option.) To copy the task, select the Copy button. To move the task, select the Cut button. To delete the task, press Delete. 10 Copyright 2008, Carlson School of Management, University of Minnesota
3. To paste the copied or cut tasks, select the row beneath where you want the task to display. Click the Paste button. If there is information in the destination row, the new rows are inserted above. 4. Modify the outline, if necessary. Moving by Clicking and Dragging You can click and drag a task to a new location. 1. Select the ID field (leftmost field gray area with number) of the task you want to, move. 2. Click and drag the field until the cursor displays in the desired location. Release the mouse button. Note: It may be necessary to adjust the outline level of the moved tasks. Expanding and Collapsing Tasks If you have a long and complicated project, you may want to expand and collapse tasks to make the view more manageable. Hide Subtasks Button 1. Select the entire project by clicking the Select All button. This is the gray button above the ID numbers on the far left column. Select All Button 2. Do any of the following: To collapse all subtasks, click the Hide Subtasks button. To Expand all tasks, click the Show Subtasks button. 3. Click any cell to deselect the entire sheet. Note: You can also display an outline option to display specific outline levels, by clicking and selecting the desired outline level. Copyright 2008, Carlson School of Management, University of Minnesota 11
Expanding and Collapsing Individual Tasks You can expand or collapse individual summary tasks by clicking the + to expand or the to collapse. Creating a Schedule Once you have created your task list and outlined the tasks appropriately, you should enter the task durations and indicate how the tasks relate to each other and to specific dates. For instance, your project may have one task that should start as soon as another is completed. This is called a task dependency. Microsoft Project automatically determines the start and finish dates for tasks that have dependencies to other tasks. If a task is changed, linked tasks are automatically rescheduled. Many inexperienced Project users do not use these features correctly. However, to make Project work effectively for project management, you should link tasks and create the dependencies, thus allowing Project to create the schedule for you. Microsoft Project creates a finish-to-start dependency by default. You can modify this to a start-to-start, finish-to-finish, or start-to-finish link, as appropriate for your project. Use links whenever possible to take full advantage of Project s scheduling features. Linking Tasks 1. If necessary, select View, Gantt Chart. 2. Select View, Table: Entry. 3. In the Task Name field, select the tasks you want to link, in the order you want them linked. Hint: Press and hold Ctrl while selecting non-contiguous tasks. 4. Click the Link Tasks button. Link lines display between the linked tasks. Microsoft Project enters finish dates based upon the duration information entered previously. The default dependency assumes that one task needs to be completed before another can begin. 12 Copyright 2008, Carlson School of Management, University of Minnesota
Changing Task Links You may want to change the link to indicate a different dependency. 1. Double-click the link line between the tasks you want to change. The Task Dependency dialog box displays. 2. In the Type: field, select the desired option. Start-to-Start means that both tasks begin at the same time. Finish-to-Finish means that both tasks end at the same time. Start-to-Finish drives the end timing of the predecessor task. 3. If desired, enter a different lag time between tasks. This means that you can overlap tasks by selecting negative lag times, or provide lead time selecting positive lag times. 4. Click OK to make your changes. Copyright 2008, Carlson School of Management, University of Minnesota 13
Constraints, Deadlines, and Milestones The easiest way to schedule tasks is to enter task duration, create dependencies between tasks, and let Microsoft Project calculate start and finish dates for you. However you can set specific start and/or finish dates, if necessary. These are called inflexible constraints. Use constraint dates only when tasks must start or finish on a specific date. See the information on Deadlines and Milestones on the next page. Note: Tasks with a Deadline applied on or before the date determined by Project will show when you view the crital path. Follow the steps below to add scheduling constraints. 1. Select the task to which you want to add constraints. 2. Click the Task Information button (or double-click the task). The Task Information dialog box displays. Note: The Predecessor tab allows you to make the same changes as when doubleclicking a link line. 3. Activate the Advanced tab and enter the appropriate date constraints. Deadline Constraint Type Constraint Date 4. Click OK. Note: If you add constraint dates, a calendar displays in the Indicators field to the left of the task on the Gantt chart indicating that date constraints have been added. If the date you indicate causes a conflict with your schedule, a warning message displays. 14 Copyright 2008, Carlson School of Management, University of Minnesota
Project s Planning Wizard If you have a scheduling conflict, the Planning Wizard displays to help you decide how to resolve the conflict. Read the screen carefully to make the best decision. Creating Milestones A milestone is a task used to identify significant events in a project schedule, such as completion of a major phase. Often milestones don t require work but are significant points within the project schedule. To create a milestone, do one of the following: When creating a task, enter a duration of zero (0) days. Microsoft displays the milestone symbol on the Gantt Chart at the start of that day. or Select the task you want to be a milestone. Click the Task Information button. From the Advanced tab, select Mark task as milestone and click OK. This allows the task to have more than zero days in the schedule. Deadlines You can also add a deadline to a task. This does not affect task scheduling, but does provide an indication that you have a target date for completion of the task. If you add a deadline to a task, a displays on the Gantt chart to indicate the deadline date. If you add a deadline that is earlier than the date the project task requires, Microsoft Project displays an indicator that the task is scheduled to finish after the deadline. Note: Deadlines don t affect how Project schedules tasks. However, it is a way for Project to inform you that a task will finish past its deadline. You may then wish to adjust the schedule to meet that deadline. Copyright 2008, Carlson School of Management, University of Minnesota 15
The illustration which follows indicates added deadlines and calendar constraints. Note indicator Date constraint added to task Milestone Deadline Deadline earlier than project schedule Follow the steps below to add a task deadline. Tasks with deadlines applied that are on or before the date determined by Project display when viewing the critical path. 1. Select the task to which you want to add a deadline. 2. Click the Task Information button. The Task Information dialog box displays. 3. Activate the Advanced tab and enter the desired date in the Deadline field. 4. Click OK. 16 Copyright 2008, Carlson School of Management, University of Minnesota
Assigning Resources You should assign resources if you want to track work done by people or equipment assigned to tasks or to monitor materials used. If you don t enter resource information, Microsoft Project calculates the project schedule using only task duration and dependencies. As you assign resources, the resource information displays on the Gantt Chart. Work resources are people or equipment. Material resources are items such as concrete, lumber, paper. Think of material resources as things that can be used up in the project. Lumber would be a material resource, while carpenters, hammers, saws, and drills would be work resources. Using the Resource List to Create Resources You can enter resources in the Resource Sheet, and then assign the resources to a task. 1. Select View, Resource Sheet. 2. In the Resource Name field, enter a resource name. 3. In the Type field, select Work if the resource is a worker or equipment. This is the most typical resource used in business. or Select Material, if the resource is material or supplies (paper, fuel, lumber, etc.) Think of material as something that can be used up. or New Option Cost. For instance, if your speaker charged air fare, you could include that as a project cost. However, there would be no time assigned to this resource. 4. Press Enter. 5. Continue the steps above for each resource you want to add. Copyright 2008, Carlson School of Management, University of Minnesota 17
Assigning Resources from the Resource Sheet Once you have created your resource list, you can then assign them to your tasks. To assign a resource, follow the steps below. 1. Select View, Gantt Chart. 2. Click the Assign Resources button on the toolbar. The Assign Resources dialog box displays. 3. Select the task for which you want to assign a resource. 4. Select the resource you want to assign. To select multiple resources, press and hold Ctrl while selecting the resources. 5. Click Assign. 6. Select the next task to which you want to assign a resource, and repeat steps 4 and 5. (It is not necessary to close the Assign Resources dialog box, until finished with all tasks.) Note: The R/D column is a new feature and is useful when you have a Project server so is outside the scope of this class., Request or Demand specifes whether or not you require that this resource be assigned to the task. This resource setting is used for the Resource Substitution Wizard (again IF you have a Project server). If you request the resource, the wizard assigns the resource only if the resource is not overallocated. This makes this resource unavailable for other assignments on that date and prevents over-assigning resources. 7. When finished, click Close. 18 Copyright 2008, Carlson School of Management, University of Minnesota
Note: When you add more than one resource to a task, Project may display a next to the task. When you click the the following options display. Select the desired option. For more information, see page 21 Entering Resources on the Gantt Chart You can also enter resources directly on the Gantt Chart. You can then modify them as necessary using the Resource Sheet. The instructions below provide an easy way to add resources directly on the Gantt Chart. 1. Select View, Gantt Chart. 2. Select View, Table, Entry. 3. Select the task to which you want to assign a resource. 4. Scroll or resize the Gantt Chart window to view the Resource Names column. 5. In the Resource Names cell, type the name of the resource. Separate multiple resources with commas. (Hint: Type names, e.g., Alice, Tom, etc. For many names type first initial, last name, e.g., Knelson, Sborda) Note: If resources have already been entered into the Resource Sheet, you can select a resource from a drop-down list. 6. Repeat this procedure for each task to which you want to assign a resource. Copyright 2008, Carlson School of Management, University of Minnesota 19
Removing Resources Follow these steps to remove a resource you no longer need for the project. 1. Select the task for which you want to remove a resource. 2. Click the Assign Resources button on the toolbar. The Assign Resources dialog box displays. 3. Select the resource you want to remove. 4. Click the Remove button. 20 Copyright 2008, Carlson School of Management, University of Minnesota
Assigning a Resource to Work Part-time on a Task Follow these steps to specify that a resource will only work part-time on a task. 1. Select View, Gantt Chart. 2. Select the task for which you want to assign part-time resources. 3. Click the Assign Resources button on the toolbar. 4. In the Units field, enter the appropriate percentage for each resource. 5. Click Close. Duration Calculations for Tasks When you specify a task duration, Microsoft Project assumes that the task requires a specific amount of effort. When you indicate that a task needs three days, Project assumes that it requires three days of effort. Project refers to effort-based durations as fixed-unit durations (specific amount of effort). Tasks with fixed-unit durations are called fixed-unit tasks. Adding more resources results in the task finishing more quickly. For instance, assigning three people to the three-day task such as painting a room would result in the task being completed in one day. Fixed-unit assumes that resources are used 100%, so adding more resources would make the task take less time. Another duration is fixed duration (specific amount of time). Fixed duration tasks indicate that a passage of time is required. For instance, if it takes two weeks for new sod to take root, adding resources will not change that. A third duration type is fixed work (hybrid of time and effort) duration. This means that you can t or don t accelerate the task completion by adding resources, but you can reduce the percentage of the resource devoted to the task. If a task has a duration of three days, it will require 100% of one person s time. However, if it is assigned to two people, it will require 50% of their time for three days; four people, 25% of their time for three days, etc. Copyright 2008, Carlson School of Management, University of Minnesota 21
When you add more than one resource to a task, Project may display a button next to the task. When you click the the following options display. Select the desired option. If you want to modify how Project calculates durations, follow these steps: 1. From the Gantt Chart view, select the task for which you want to specify a duration. 2. Click the Task Information button. 3. Activate the Advanced tab. 4. In the Task type: field, select the desired option. 5. In the Effort driven checkbox, select the appropriate option. (It should always be selected for a fixed-work task.) If selected, it specifies that Microsoft Project will keep the total task effort at its current value. The duration of a task is shortened or lengthened as resources are added or removed from a task while the amount of effort necessary to complete a task remains unchanged. 6. Click OK. Note: Task duration and percent of time per resource for a task may be impacted by changing to a different type of duration. If necessary, adjust resource assignments as desired. 22 Copyright 2008, Carlson School of Management, University of Minnesota
Fixing the Duration of Multiple Tasks Follow these steps to set the duration for multiple tasks. 1. Select View, Gantt Chart. 2. In the Task Name field, select the tasks you want to change. (Press Ctrl and click the gray field of each task you want to select.) 3. Click the Task Information button. 4. Select the desired options. 5. Click OK. Using Resource Views There are several resource views that you can use to view resource assignments. Select View; then select the desired view. Remember, Table views can also be changed for each view. A brief description is provided below. Resource Usage: Displays how many hours each resource is scheduled to work on specific tasks and which resources are over-allocated. Also displays how much time each resource has available for additional work assignments. Resource Sheet: Displays a list of resources. You can add additional resources, and adjust rates and costs from this view. Resource Graph: Displays resources in a graph to verify that you haven t overallocated a resource. Allows you to compare allocated resources with the actual resources available. Copyright 2008, Carlson School of Management, University of Minnesota 23
Overallocated Resources Overallocated resources display in red from several views. Add other resources or reassign tasks as needed. Advanced users can use resource leveling. Resource Leveling Resource Leveling is a complex feature, which is for more advanced users. If you have over-allocated resources, Project may display that information from some of the resource views. Sometimes over-allocation will not cause a problem with the project schedule. However, if over-allocation is not acceptable, you can add more resources, or tell Project to level resources. Consult Help for more information. 1. Select Tools, Level Resources. The Resource Leveling dialog box displays. To have Project adjust the schedule as resources are assigned, click here. NOT recommended for beginners. If you click Manual, it spreads tasks over additional days to allow sufficient time for the tasks to be completed. When using Manual, Click Level Now to level the tasks. 2. For more information, click the Help button. 3. When finished, click OK. Sorting Resource Views You may wish to sort resource views so that all responsible people can easily see the tasks assigned to them. To sort, select Project, Sort, and then select the desired sort option. (Note: All table views can be sorted.) Assigning Costs to Resources You can assign rates to human and material resources to assist in managing costs accurately. You can assign standard rates, overtime rates, or per-use rates. 1. Select View, Resource Sheet. 2. In the Resource Name field, select a resource or type a new resource name. 3. In the Type field, select Work, if the resource is a worker or machine, or select Material if the resource is material or supplies. New Feature Cost Resources, as described on page 17. 24 Copyright 2008, Carlson School of Management, University of Minnesota
4. For a Work resource, in the Std. Rate, Ovt. Rate, or Cost/Use fields, type the resource rates. For instance, employees would have hourly rates and perhaps overtime rates. Some employees and/or equipment resources may have a flat charge; e.g., a projector may be charged at a per-day rate. or For a material resource, type a measurement unit for the material resource in the Material Label field, such as gallons, tons, reams, etc.; then in the Std. Rate or Cost/Use field, type a rate. or For costs such as airfare, which require no time, but which add to the project cost, enter the resource, and select the Cost resource type. 5. Press Enter. Viewing Resource Costs You can view the total cost of resource assignments to determine if they fall within your project budget. From the Gantt chart, select View, Table, Cost. Setting Fixed Costs You can set fixed costs for such items as equipment. For our event, fixed costs woud be location, menu, invitations, etc. 1. View the resource costs as described above. 2. Type in the appropriate (budgeted) cost in the Fixed Cost field. After saving a baseline (see page 26) you can update the cost in that field. Project will track the variance from the baseline. Viewing the Schedule and Details After entering your project data, you may want to review it to make sure you will meet deadlines, etc. Viewing the Entire Project on the Screen You can zoom in or out to get an overview of your project start and finish dates and view major phase dates. From the Gantt Chart view, click to zoom in or to zoom out. Copyright 2008, Carlson School of Management, University of Minnesota 25
Saving a Baseline Plan After you have entered all project information and you are ready to start the actual project work, you may want to save a baseline of your project information. This allows you to track progress of your schedule so you can make the necessary adjustments. You can see if tasks start on schedule, how much work resources performed and whether the project is within budget. Follow these steps to save a Baseline. 1. Select Tools, Tracking, Set Baseline. 2. Do one of the following: 3. Click OK. To save a project baseline, select Entire project. To add selected new tasks to an existing baseline, select Selected tasks. Identifying the Critical Path The critical path is a series of tasks that must be completed on time for a project to finish on schedule. Although many tasks in a project have some slack time, those tasks that cannot be delayed without affecting the finish date are critical tasks. Therefore, when modifying problems with your schedule, you should be aware of the critical tasks (those for which specific dates have been assigned). You can use the Filter button on the toolbar 1. Select View, Gantt Chart. to view the critical path. 2. Select Critical from the drop-down list of the filter button. The tasks that are dependent upon other tasks display. Others are filtered out. 3. To return to all tasks, select All Tasks from the drop-down list. 26 Copyright 2008, Carlson School of Management, University of Minnesota
Updating Tasks As you complete tasks, you will want to indicate that in your project. You can use the Tracking toolbar, or you can select Tools, Tracking, Update Tasks. 1. Select View, Toolbars, Tracking to display the Tracking toolbar. 2. In the Task Name field, select the task(s) you want to update. 3. To update the tasks in your project. If the task is on schedule, select the task, and click the Update as scheduled button on the Tracking Toolbar. If the task is not on schedule, enter the start and finish dates as described below, or update progress as a percentage. 4. To enter a start and/or finish dates, click the Update tasks button on the Tracking toolbar. The Update Tasks dialog box displays. 5. Enter a date in the Start: or Finish: box. If you enter a finish date, be sure to enter that the task is 100% complete. Microsoft Project will reschedule tasks accordingly. 6. Click OK. More Task Update Information Project calculates a summary task completion based on the completion of its subtasks. Project indicates the task s percentage of completion as a thin, black line drawn through the middle of each Gantt bar on the Gantt Chart. When a task is marked complete, Project displays a check mark (in some views) indicating the task is complete. Copyright 2008, Carlson School of Management, University of Minnesota 27
Tracking Your Project Successful project management requires that tasks begin and finish on schedule. You can use the Tracking Gantt View to locate problem areas and tasks that may vary from the baseline plan. You can then make adjustments as necessary. Comparing Actual Time to Baseline If you have saved a baseline plan, and then updated your schedule, you can compare the baseline to the actual progress. Variances will point out areas that are not going as planned. Note: Variances will only display if tasks have been updated. 1. Select View, Tracking Gantt. 2. Select View, Table, Variance. 3. To view the variance fields in the table, scroll, tab, or resize the panes. Note: You must have saved a baseline in order to have variance information. Comparing Actual Costs to Budget To compare actual costs to budget, you must have saved a baseline. 1. Select View, Gantt Chart. 2. Select View, Table, Cost. Project displays the tasks and the estimated costs of each. 3. Resize table pane, if necessary, to view all columns. 28 Copyright 2008, Carlson School of Management, University of Minnesota
Viewing Total Project Costs You can view, current, baseline, actual, and remaining costs to determine if you are within your budget. 1. Select Project, Project Information. 2. Click the Statistics button to view total project costs. Using Filters You can use predefined filters within Microsoft Project. The default is All Tasks. Select the desired filter by selecting it from the drop down list. For instance, you can filter to view only incomplete tasks, or those over budget, etc. Filter button Copyright 2008, Carlson School of Management, University of Minnesota 29
Viewing Reports Project 2007 has some great new options for creating reports. Data can be exported to Excel and Visio. Note: As these new reports require knowledge of Pivot Tables, etc. this is outside the scope of this class. If you are familiar with Pivot Tables and charts, you can explore the options available. A brief description is provided below. 1. From the menu, select Report. The first two options are outside the scope of this class. Visual reports provide a wide array of options with report templates available from Excel and Visio. Users can also customize templates. Copy Picture may require installing an additional feature of Project that was not part of the standard installation. After installing, you could use this option to copy the current view to a.gif image, for example. Reports, provides a variety of report options from which to choose, as shown below. 2. Select the type of report you want and click Select. Another screen displays from which you can select the style of report you want. 3. Select the desired option and click Select. A print preview of the report displays. 4. Click Print to print the report. 30 Copyright 2008, Carlson School of Management, University of Minnesota
Printing Project Views You can also print project information from any view of project. 1. Select the view you want to print. 2. If desired, click to zoom in or to zoom out to display the desired amount of information. 3. Click the Print Preview button on the toolbar. 4. To modify the printout, click Page Setup and make the appropriate changes. 5. Click Print. Copyright 2008, Carlson School of Management, University of Minnesota 31