Title: Project Essentials

Edition: 4.2.3

What is project management? 2

Advantages of using Microsoft Project 3

The New Project task pane 7

The Project Guide task pane 9

Using views 13

Applying views 14

The project calendar 22

Entering file properties 23

Understanding task duration 32

Entering tasks 33

Types of relationships 37

Setting up task relationships 38

Adding lead time 44

Viewing task drivers 46

Editing data 51

Using undo 53

Types of constraints 60

Soft and hard constraints 61

Key points about constraints and deadlines 66

4. Outlining 69

Creating an outline 71

Demoting tasks 72

5. Working with resources 79

Identifying resources 80

Entering resource information 83

Defining resource calendars 84

Viewing resource work 94

Resource Usage view 94

Removing a resource allocation 99

Replacing a resource 99

Project strategies 104

Strategies to shorten the schedule 104

Creating a new view 109

Customising a view 111

Resource tables 119

Adjusting table column width 119

AutoFilter 124

Filter limitations 125

Print Preview 133

Page setup 133

Saving the project as an HTML document 143

9. Tracking the schedule 149

Tracking Gantt view 154

Changing the current date of the active project 154

Tracking in-progress tasks 158

10. Multiple Projects and Resource Pools 161

Microsoft Project help menu 172

The Office Assistant 172

Printing help topics 175

Project 2 – Project Computerise 179

Accessing toolbars 186

Accessing windows 186

Selecting and editing in a dialog box 189

Editing in a view 189

Using a timescale 193

Using the Office Assistant 193

Appendices

The design of your manual is to support maximum learning for you during and after the course. Your manual is structured in visual levels and is easy to navigate. We would encourage you to review this manual a number of times after completing the course to refresh your memory and allow you to take full advantage of the many skills, tips and tricks to which you were introduced on the course. You cannot hope to be fully competent with everything that will be covered on this course immediately the course is finishes. Some practice, trial and error, by you after the course will help make these skills come readily to hand as you move on to master the software.

A chapter may consist of several tasks. A procedure documents the necessary steps to perform the task. A procedure may be followed by a workshop to practice the information learned. However the instructions are not specific to using a particular file.

Navigating your manual

• Level Three is the detailed text

The Table of Contents at the beginning of your manual provides quick access to broad topic sections.

Terms and Symbols

Choose indicates that the user may have a variety of options

Click indicates that a tool button or command button is to be activated

	Procedure	Details the steps required to perform a task or procedure

	Revision	Details the steps for a section revision exercise

	Tip: Provides a useful hint or information about using a related function.

	Caution: Details possible negative consequences of performing an action.

Minimise risk of developing RSI-related complaints by taking the following into consideration:

• Work behind a computer no more than 5 to 6 hours per day. This includes the hours you work with a computer at home

• Alternate between easy and difficult tasks

• Take regular short breaks and briefly leave the work station

Setting up the workstation

Height of the sitting position

• Check the circulation to your upper legs and knees is not restricted. Angle the upper and lower leg approximately 90 degrees with the lower legs vertical.

Back support

• Adjust the height of the back of the chair to support the lower part of the back

The arm rests

The work surface or desk

• If the work surface is too low, blocks or telescopic legs may be a solution, but make sure there is sufficient leg room

Reading and writing activities

The area of the table used for reading and writing activities is at a good height if, with relaxed upper arms hanging downwards, the work surface is a few centimeters above elbow height.

Monitor and accessories

The monitor

The keyboard

• Place the keyboard 8 to 10 cm away from the edge of the work surface and sit straight in front of it

• The keyboard should not be too high; otherwise the work surface will no longer provide any support

The document holder

The mouse

• Use the function keys wherever possible to avoid using the mouse. The Help function on the computer will automatically indicate the alternatives. When using the keyboard allow your fingers to rest on the keys

• A good mouse is not too big to cause the hand to be bent backwards. This position can result in a great deal of stress on the joint. People with small hands may find a wrist support helpful

• Use the mouse with the alternate hand from time to time

• Allow the edge of your palm to rest on the mouse pad. An ergonomically-designed mouse ensures that the hand and wrist are in the most natural position. Hold the mouse in the front of your hand and allow the fingers to rest on the mouse buttons in a relaxed manner

Climate in the workplace

Because (computer) equipment produces a fair amount of heat, the climate in the workplace needs to be regulated to ensure that dry air and heat are not the cause of problems.

Laser printers and photocopy machines which are used frequently should ideally be placed in a ventilated room due to heat and dust production.

Home situation

• Avoid carrying out activities which aggravate the pain such as cycling, mopping the floor, ironing, carrying shopping, playing piano/violin

• Make sure you alternate sufficiently between rest and movement

Exercises to prevent RSI

A good starting position for these exercises is as follows:

• Sit or stand with a straight back

2. Stretch your arms up and make yourself as tall as possible.

3. Keep your shoulders low. Imagine your shoulder joint is a clock. Make circular movements with both shoulders. First 10 circles in a forwards movement and then 10 circles backwards. Do this slowly and focused. Feel the effect it is having.

8. Rotate your hands from the wrists (to the left and the right).

9. Spread out and then tighten your fingers into a fist a number of times.

Using a product such as Microsoft Project gives you control of the management of projects, a task managed previously by sheets of paper on the office walls. This is a demanding and intensive two-day course that uses both instructor led and hands-on exercises.

Course prerequisites

A sound working knowledge of other Microsoft Office applications, an understanding of basic project management principles, and some experience with spreadsheet operations are highly desirable to gain the most out of this course.

Course aim

Course objectives

• Set up and use Project and Resource calendars.

• Understand the critical path.

• Generate standard project reports.

• Record, track and evaluate progress throughout the life of the project.

Objectives

• Understand what project management is, and the importance of project planning

• Know how Microsoft Project keeps track of information

What is a project?

Projects have the following features:

• A one-time goal with specific and measurable objectives (what is the stated goal of the project?)

What is project management?

Project management can be broken down into the following activities:

• Identify the tasks needed to complete the project successfully

Advantages of using Microsoft Project

Microsoft Project is a powerful, flexible tool that has been specifically designed to help you to plan, control and stay on top of even the most complex projects.

Microsoft Project will help you automate many of the procedures involved in effective project management. It will help you to:

• Calculate and create a working schedule based on information you provide

• Produce professional-looking, detailed reports to allow effective communication with all project stakeholders

General guidelines and project manager responsibilities

• Motivate people to cooperate in the project. Microsoft Project like all other computer programs cannot compensate for ineffective people skills

• Establish the role as coordinator of the project planning at the very beginning, and then make the planning stage a group effort as much as is possible

• Set calendar information such as working days, working hours, public holidays and other periods of no work

As the project progresses, the Project Manager will be responsible for inputting task progress information including:

Once this is done, Microsoft Project will:

• Compare actual dates and future schedule with the baseline plan to identify delays

How Project manages the information

• A list of information about all of the tasks involved in the project (task information)

• A list of information about all of the resources involved in the project (resource information)

In Microsoft Project, these individual pieces of information are known as fields.

It would be very difficult for a project manager to work with all of this information if it was all displayed on the screen at the same time. Microsoft Project uses a hierarchical structure to display the information in a more manageable form:

Changing the view, table, filter and/or group enables the user to display different degrees/levels of information in a format appropriate for their specific needs.

Starting Microsoft Project

When Microsoft Project is first started, a new blank project is displayed with the Gantt chart view.

Procedure	To start Microsoft Project

Microsoft Project application window

Figure - Microsoft Project window, Gantt chart view

Use the Minimise, Restore and Maximise buttons to manage the windows of files and the application. Use the Close button to close the application.

Figure - Standard toolbar as a floating palette.

The New Project task pane

	Note: The drop down arrow on the top right of the task pane displays Basic Search.

Figure - Basic Search task pane.

When the task pane is closed with the close button on the top right corner, the Project Guide task pane is displayed.

The Project Guide task pane

Figure - Project Guide toolbar.

	Tip: Choose the Tools Menu, Options, Interface panel and Project Guide settings to switch off the Project Guide.

3. Close the Basic Search task pane.

4. Choose buttons on the Project Guide toolbar to view the different task panes.

Managing toolbars

Procedure	To display toolbars

1. Right mouse click on any toolbar.

2. Choose the toolbar required with a left-mouse click.

Procedure	To move toolbars

Procedure	To resize the toolbar

1. Click and drag on the right edge of the toolbar.

7. Hide the drawing toolbar.

Opening an existing project file

Project opens files in the same manner as other Microsoft applications.

Procedure	To open an existing Project file

1. Close the blank file with the Close button.

10. Open the file Residential Construction.

Project menus

Figure - Project Menu toolbar

Listed in the table below are the functions of the menus.

Navigating with the keyboard

Table - Keyboard commands to navigate.

	Workshop	Navigating the project screen

1. Using the file Residential Construction, practice some of the keyboard navigation techniques listed above.

Using views

• Resource views

• Assignment views (often called ‘Usage’ views)

Applying views

Views may be selected from the View menu or the View Bar on the left of the screen if it is visible.

11. Select the View menu.

Figure - View Bar.

Gantt chart view

Figure - Gantt chart View.

	Tip: To view the selected task on any timescale, click the ‘Go To Selected Task’ button on the Standard toolbar.
	Tip: To quickly move to the Project start date on the Gantt Chart timescale, press Alt+Home.

Working with the Gantt chart view

The Gantt chart view can be manipulated by:

1. Use the Zoom In or Zoom Out buttons on the Standard toolbar.

Procedure	To align the Gantt chart with a task:

1. Select the task.

Figure - Gantt Chart with the Task Form displayed

	Tip: With the Task Frm displayed in the lower pane, selecting a task in the Gantt chart allows details to be viewed in the Task Form.

	Revision	Check your knowledge

18. What are the three types of information displayed in project tables?

19. Describe the display hierarchy used by Microsoft Project:
    
    Level 1 –
    
    Level 2 –
    
    Level 3 –
    
    Level 4 –

Creating the project plan using Microsoft Project is an exciting and rewarding process. It must be remembered however that Microsoft Project cannot do the planning for the project manager. It is still necessary to identify the tasks that need to be undertaken, their estimated durations and, most importantly, the many and varied relationships between those tasks.

Microsoft Project will greatly assist in modelling the plan once all this information is entered.

Objectives

• Name, save and assign passwords to the Project file

• Recognise the types of tasks and enter task information

• Identify and alter the critical path

Establishing basic project information

The first set of tasks involved in setting up the project plan includes:

Setting project information

The Project Information dialog box allows the project manager to set key details concerning the project. This includes the project start or finish date and the default project calendar.

The project start date

Setting the project start date will enable the project to be planned to start on a date other than today’s date (the default start date). Changes to the start date may be made at any time.

Procedure	To set the project start date:

The Project Information dialog box appears

23. Choose the project start date from the Start date drop-down list.

The project calendar

Each project will have a default project calendar on which the schedule is initially based.

	Note: A project can make use of many different calendars if necessary however it must still have a single project calendar defined in the Project Information dialog box.

1. Choose the Project menu.

	Workshop	Setting the project start date:

1. Start a new, blank project file.

28. Using the Project Information dialog box, set the project to begin on a date designated by the instructor.

Entering file properties

30. Select the Summary tab.

31. Enter the required information.

32. Project Title: Office Relocation
    Subject: Relocation
    Author: (Your name)
    Manager: (Your name)

33. Enter other details that may be required for the project file.

	Tip: The detail entered under the headings Project Title, Company, Manager and Comments can easily be included in printed project reports.

Changing working time

• The working week is Monday through to Friday

• No public holidays are listed

Procedure	To alter the Standard calendar to enter a period of non work (Pre Project 2007):

35. Choose Nonworking time under Set selected date(s) to: to make the entire day non working

OR

The Pre Project 2007 Change Working Time dialog box includes:

1. Choose the Tools menu, Change Working Time.

40. Select the date on which the exception ends in the Finish column.

41. Click the Details button to set the specific details for this exception.

Figure - The Details for dialog box – Project 2007.

	Workshop	Changing working time

1. Change the working time of the Standard calendar to include public holidays for your location that fall during the 6 month period following the chosen project start date.

Saving the project

The Save As dialog box appears

OR

46. Choose OK or press Enter.

	Note: File names can be up to 255 characters, including spaces. Certain characters are not permitted, including / ? \ : * , “ < > |.

Password protecting files

Figure - Tools menu in the Save As dialog box (Project 2007).

	Note: If a password is forgotten, the file can not be opened. Passwords are case-sensitive and they should only be used if considered essential.
	Tip: Save work on a regular basis.

Project tasks

Identifying tasks

• Create tasks that enable tracking of major action items, but don’t overburden the schedule with small, reasonably insignificant items

• Include milestones to mark off points in the project

Understanding task duration

The duration assigned to a task is defined as:

‘Working time from the start of the task to the end of the task.’

Using elapse time

To define duration as elapse time enter the letter ‘e’ before the usual duration unit abbreviation e.g. enter ‘ed’ for ‘elapse days’.

Duration units

The following table summarises the different units of duration that can be used in Microsoft Project.

Recording estimated durations

Entering tasks

1. Select the Task Name field in the Gantt Chart task table.

48. Type the task name.

	Note: Once a task name has been entered, Microsoft Project sets an estimate tentative duration of one day. A Scheduled Start and Scheduled Finish date for the task is set, based on the task duration and the project start date.
	Tip: After entering a task name and duration, to see how it appears on the Gantt Chart, click the ‘Go to Selected Task’ button on the Standard toolbar.

Milestones

Milestones are used to record a significant accomplishment or event — not to schedule work that must be done. A milestone is therefore a task that usually has no duration and is often connected to the end of another task.

Projects can be ‘filtered’ to show only milestones in the Gantt chart view.

Procedure	To enter a milestone in the Gantt chart view:

	Workshop	Entering tasks in the Gantt chart view

53. Save the file.

54. View the project on the Gantt chart time line. Note that you have a series of tasks starting at the same time.

Task splitting

Procedure	To split a task in the Gantt chart view:

Choose the Edit menu, Split Task

55. In the timescale side of the Gantt Chart, position the pointer over the task bar for the task to be split.

	Note: A task can be split into many parts.
	Note: When a link is made to a task that is split, the link is to the start or end of the task. A link cannot be created to a split portion of a task.

58. Remove the split.

59. Save the file.

Viewing project statistics

Procedure	To display project statistics:

OR

Display the Tracking Toolbar, and use the Project Statistics button

	Tip: Use the Project Summary report (View, Reports, Overview category) to print out the project statistics.

61. What is the current finish date and current duration?

62. What do you think these dates are based on at this time?

Task relationships

A task may have multiple predecessors and successors.

Types of relationships

Different types of relationships may be defined between tasks. The Finish-to-Start relationship is the most common link used in modelling projects.

Table - Types of task relationships.

Setting up task relationships

64. Using the Predecessor field on a Task Table.

1. Double-click the successor task in the task table of the Gantt Chart.

68. Enter other relationships on their own line in the Predecessor’s table.

69. Choose OK.

Linking multiple tasks

1. Drag the mouse down the tasks. This may be done on any field

OR

70. Click on the Link Tasks button on the Standard toolbar.

	Tip: The order in which tasks are added to the selection defines the order of the relationship.
	Note: The toolbar button will always create a finish-to-start relationship.

Unlinking tasks

At times it will be necessary to unlink tasks.

OR

Use Delete to remove the link in the predecessor field

	Note: Deleting the entry in the predecessor field will break the links to all previous tasks. The toolbar button will remove only the link to the selected task.

	Tip: Using mini-practice files is a simple way to see what project does when data is added.

1. Open Office Relocation 1.

75. Link Research Sites to the Project Start task in a Finish-to-Start relationship using the Task Information dialog box.

80. What do you think these dates are based on at this time?

81. View the predecessor’s field, and link the next 4 tasks by typing into the field.

	Workshop	Editing links

83. Save the Project. View the Project Statistics for your project.

84. What is the current duration? ………………………

Lag and lead time

Figure - Tasks on the Gantt chart showing the effect of 2 days lag in a Finish-to-Start relationship.

Adding lag time

Procedure	To add lag time in a task view:

The Task Information dialog box appears

86. Choose the Predecessors tab in the Task Information dialog box.

Figure - Task Information dialog box showing the Predecessors tab with Lag time entered.

	Workshop	Using lag time

1. Open a new project file.

94. Set up both task2 and task3 as predecessors to task4. Make both relationships finish-to-start.

95. Experiment with adding 2 days lag time to each of the relationships.

Adding lead time

97. Choose the Predecessors tab.

98. Click on the Lag Field of the relevant predecessor task.

	Note: Lead time is entered as duration.

1. Using the new practice file created previously, experiment with adding 3 days lead time to some (all) of the relationships).

101. Close the file without saving.

	Workshop	Using lag and lead time

	Workshop	Working with lag and lead time

104. Save the project file. View the Project Statistics for your project.

105. What is the current duration?

Viewing task drivers

If a baseline is not set Project displays the selected task’s scheduled start date, predecessor task(s), type of relationship between the tasks, the amount of lag or lead time, the selected task’s calendar, and any resource assignments for the selected task.

If a baseline has been set and actual information recorded, Project shows actual start date information in the Task Drivers pane.

Critical path management

What CPM does, through a relatively complex mathematical formula, is to analyse the difference between the timeframe set for the project and the project duration as calculated from the durations and relationships of each task. If there is a big difference, the program tries to locate those tasks that cannot be delayed. These tasks are then put on the critical path.

Critical path

The critical path of a project is that sequence of tasks adding up to the longest total time required to complete the project. The duration of the project is the total duration of these critical tasks. By definition therefore, the critical path is that sequence of tasks that have no slack time from project start to project finish.

Critical tasks

Changing the critical path

Strategies for changing the critical path include:

• Reducing task durations

Non-critical tasks

Slack

Slack results from the calculations done by CPM scheduling to determine which tasks are critical and which are non-critical. A non-critical task can have two types of slack, free slack and total slack.

Free slack is the amount of time that a task can be delayed before it delays a successor task, and total slack is the amount of time that a task can be delayed before it delays the finish date of the entire project.

Displaying critical tasks in the Gantt chart

Procedure	To display critical tasks in the Gantt chart:

Right-click the Gantt chart and choose Gantt Chart Wizard

107. Choose Next.

111. Choose Exit Wizard.

	Workshop	Displaying the critical path in the Gantt chart.

Editing data

Once the initial project plan is developed it is likely that changes will need to be made. Editing data in Microsoft Project is a reasonably straight forward process however care must be taken to ensure that the project plan ‘remains intact’ following each change.

Procedure	To edit a cell:

1. Select the cell.

114. Choose the Edit menu, Clear, All

OR

Press Delete on the keyboard

Procedure	To delete a task:

1. Right-click the row heading (usually the task ID number).

The row heading context menu appears.

OR

Choose the Edit menu, Delete Task

Procedure	To insert a task:

Choose the Insert menu, New Task

Using undo

Procedure	To undo an action:

OR

Click the Undo button on the Standard toolbar

	Note: The Edit, Undo menu command changes to show which action can currently be undone.

Copying and moving tasks

1. Right-click the ID number to select the entire row.

The row context menu appears

	Keyboard: Ctrl + C and Ctrl + V can be used to copy and paste selected task.

1. Click the row heading.

122. Click and drag the heading with Ctrl pressed down.

124. Right-click the row above which the copied row is required.

The row context menu appears

	Workshop	Editing the project plan

126. Insert the following tasks into your schedule:

127. Note: Microsoft Project has set up FS links where it considers appropriate. This was not done for the Disconnect computers task as the links between the tasks between which it was inserted were other than simple FS links.

Attaching notes to tasks

• Explanation of the chosen duration

• Explanation of the use of lag and lead time

Rather than maintain this data in another location, for example, in a word processor, notes can be attached to each task using the Task Information dialog box. The notes window can contain up to 3,000 characters allowing a lot of information to be entered. These notes may then be printed from any task view.

Procedure	To attach notes to tasks in any task view:

1. Double-click any cell of the task.

Figure - Task Information dialog box with Notes tab selected.

	Workshop	Adding notes to tasks

1. Add a note to the task of Meet with Staff Associations to remind yourself that you should seek their input to the planning phase of the move and that you would like their advice concerning the best way to keep staff informed of the move.

134. Save the Project file.

138. What is the typical duration of a milestone?

139. How can project statistics be displayed?

With any project however, external constraints such as deliverable dates, meeting dates that have been ‘locked in’ and the demands of management and other projects can all impact on the dates on which tasks within the project have to start or finish. It will often be the case that the project has to be finished ‘no later than…’ a particular date as well. Microsoft Project needs to be provided with this additional scheduling information.

By default, Microsoft Project schedules each task to start as soon as possible - based on the starting dates of the project and the relationships that have been set up. However, by setting a constraint on a task the project manager is able to further define factors that impact on the scheduling of the task.

Objectives

• Assign a task constraint

• Remove a task constraint

Constraints

Types of constraints

The following table lists the eight types of constraints and their effects.

Table - Constraint Types.

Soft and hard constraints

Setting a task constraint

Procedure	To set a constraint in any task view:

The Task Information dialog box appears

142. Choose the Advanced tab.

147. If a Planning Wizard dialog box appears, choose the appropriate option to set the constraint as set above.

Removing a constraint

Procedure	To remove a constraint in any task view:

The Task Information dialog box appears

148. Choose the Advanced tab in the Task Information dialog box.

	Workshop	Applying and removing constraints

152. Remember to add task notes to explain why the constraints were set.

153. Close the file without saving.

157. Note what happens.

Scheduling conflicts

When a change is made to the project schedule that causes a conflict with a constraint, Project will display a Planning Wizard dialog box to inform the project manager that there is a scheduling conflict.

	Workshop	Applying task constraints

158. Modify the schedule to allow for this.

159. Save the Project File.

Task Deadlines

If the completion date of a task on which a deadline is set passes the deadline, Project displays a symbol in the Indicators column.

160. Choose the Advanced tab.

161. Select a date and time for the deadline in the Deadline text box.

	Workshop	Setting a task deadline

1. Use the file Office Relocation 1.

163. Enter a task deadline for the Project Complete milestone to reflect the Lease Expiry date used for the constraint in the earlier exercise.

Key points about constraints and deadlines

• The first action for the project manager when considering a constraint is to see if it is possible to ‘negotiate your way out of it’

• The language used by others will be a good indicator of the need for constraints. Examples include:

• The need for constraints is likely to arise as the project progresses and milestones, key tasks etc. start to be ‘locked in’

• Deadlines simply refer to a tasks end date and are ‘informational only’ as they do not restrict or impact on the project schedule in any way

167. Name the four hard constraints?

168. Name the two soft constraints?

Indenting detail tasks under major tasks assists in developing summary reports that show an overview of the project and in developing customised reports that focus on a phase or part of the project in more detail.

An outline also gives control over which tasks appear on the screen. Collapsing and expanding summary tasks can quickly shift the focus shifted from the big picture to the detail.

Objectives

• Promote and demote tasks

• Format an outline

Approaches to project planning

Top-down approach

Bottom-up approach

This approach involves listing all the task details, and then arranging the details into larger groups under the broader summary tasks.

The bottom up approach is useful for project managers who understand the detail of the project but who need to present information in a summarised form to other key stakeholders – many of whom do not need to see a high level of detail.

Summary tasks

• Review at management level

• Management approval

Figure - A list of tasks without Outlining

• Values such as duration and cost are calculated automatically from each subordinate task

• Summary tasks, and all of its subordinate tasks, can be cut, copied, moved or deleted as a group

Creating an outline

When tasks are demoted, Microsoft Project automatically summarises the information from the demoted tasks in the summary task.

As more tasks are demoted below a summary task, the information in the summary task is automatically updated to reflect the information in the current set of subordinate tasks.

Demoting tasks

Procedure	To demote a task one level lower in the Outline:

1. Select the tasks to be demoted.

171. Click on the Indent button

Promoting tasks

Figure - Outline view showing summary tasks.

	Caution: Using too many levels of outline indentation (usually more than three or four) makes it difficult to see the entire schedule on-screen. In fact, a very detailed project outline may indicate that you need to rethink the scope of the project and break it into smaller, more manageable projects.

176. Reformat the outline as you wish, including WBS codes.

177. Save the project file.

Outline options

179. Select or clear the appropriate check box in the Outline options section of the View page.

180. Choose OK.

Collapsing and expanding an outline

Collapsing or expanding summary tasks to hide or display their subordinate tasks can control the level of detail of a project that is displayed on the screen.

Procedure	To collapse part of an outline:

1. Select the summary tasks for the part of the outline to be collapsed.

182. Click the Show Subtasks button.

Procedure	To expand the outline for the entire project:

183. Click on the Show Subtasks button.

Creating a Project Summary Task

The project summary task is at the start of the task list. The task name comes from the project title entered in the properties box.

Procedure	To display the summary task:

Work breakdown structure

More detailed outline structures can be defined within Project to fit with standards used within the organisation.

	Revision	Check your knowledge

1. The outlining capabilities allow the user to use either a
   
   
   
   Or
   
   
   
   approach to building your project.

189. The Show All Tasks button expands the outline for the?

Mid course revision exercise

At this stage of the course it is a good idea to consolidate what has been covered and create your own project. Add summary headings and subtasks as required.

193. Modify the Standard Calendar as required.

194. Create summary tasks and add sub tasks as required.

Working with resources

Resources are needed to complete tasks. They may include people and assets that must be assigned to do the work of tasks. Resources can include the members of the project team, consultants, other external agencies, equipment and materials. Within Microsoft Project, the focus should be on items that must be managed for the project to achieve its objectives, especially those resources that are in short supply or are limited.

Objectives

• Correctly assign the different types of resources

• Access and update resource calendars

Identifying resources

• Determine the cost of each task and the project as a whole

Resource types

Resources may be people or equipment, materials (Project 2000 +) or costs (Project 2007). Considerable attention is normally paid to the management of human resources in a project however project managers should not ignore other resources that need to be managed to achieve the project goals.

Viewing resource information

Information about resources is maintained in resource fields within the project. This information can then be accessed by all tasks in one, or more, projects.

Resource Sheet view

The Resource Sheet view is similar to a table or spreadsheet style view and is used to enter and review resource summary information or creating text reports of resources.

Resource Information dialog box

More complete information on resources can be found in the resource information dialog box.

To access the resource information dialog box, double click on the resource name in the resource sheet view.

Entering resource information

Procedure	To enter resources through the Resource Sheet view:

200. Choose the appropriate Resource Type.

201. Enter the appropriate Material Label.

1. Open Office Relocation 4.

206. Enter the following resources into the Resource Pool for your project and save the Project file.

Defining resource calendars

The Resource Information dialog box appears

207. Choose the Working Time tab

Figure - Working Time tab of the Resource Information dialog box.

Assigning resources

• Working times as defined by dates and times on the resource calendars

The process of assigning resources to tasks is quite straightforward. Microsoft Project gives several ways to do this, and some are described below.

Understanding resource units

• A unit assignment of greater than 100% implies that more than one full time resource is being assigned to work on the task

If no value is entered for the units for a work resource, Project will supply the default value, 100%.

Using the Task Entry view

Adding resources with the Task Entry view

Procedure	To assign resources using the Task Form:

1. Select the task in the Task table of the Gantt Chart.

210. Select the Resource Name field in the Task form.

214. Choose OK.

215. Choose Next to move to the next task.

Using the Assign Resources dialog box

This method is included here for your information, but its use is not recommended.

Figure - Using the Task Information dialog box for resource management.

	Workshop	Updating resource calendars

1. A good view for entering resources is the:

221. When selecting resources for tasks, what should be kept in mind?

Often conflicts exist between the work that the available resources can undertake and the work required to complete the scheduled tasks.

This chapter will review the techniques available to change resource allocations, and to determine which resources may be over allocated.

Objectives

• Resolve resource over allocations

Changing resource allocations

Resource allocation often presents the most difficulties when managing a project. It is easy to schedule a person into a number of tasks and then discover scheduling conflicts. At times it will be necessary to adjust the resource allocations of tasks to meet other demands placed on the resource in question or on the project itself.

Viewing resource work

	Note: Using a right mouse click on the task form title bar will give a menu for different displays of information.

Resource Usage view

Figure - Resource Usage View.

Task Usage view

Resource Graph view

The Resource Graph view is a graphical display of resource usage over time.

225. View resource work in the Resource Usage, Task Usage and Resource Graph views.

Understanding resource work

Work measures the effort expended by the resources during the assignment. Work is always measured in hours in Microsoft Project, and it can be entered by the user or the initial value of work will be automatically calculated by Project.

Effort driven scheduling

In essence, once the initial resource assignment has been confirmed for a task, WORK IS KING. Changes to resource units will cause a change to task duration so that the same amount of work can still be completed.

For example:

When working with effort-driven scheduling, keep the following in mind:

• The effort-driven calculations apply only after the first resources are initially assigned to the task. After the first resources are assigned, the work value doesn't change as new resources are assigned to or removed from the same task

Effort Driven scheduling calculations

Remembering that the duration of a task is defined as:

“Work time units from the start of the task to the end of the task”

Example of effort driven scheduling

Example: Preparing building site for foundations.

The working day is 8 hours, and more resources are added to the task at a later time. Note that the duration will be shortened.

Managing effort driven scheduling

Removing a resource allocation

227. Click on the resource to be removed on the bottom screen.(Task Form)

228. Press Delete.

	Tip: Resources can also be removed using the Task Information dialog box. Choose the Resources tab, select the units text box for the resource to be removed and press the Delete key on the keyboard.

Replacing a resource

230. Choose the replacement resource from the drop-down list.

231. Choose OK.

	Note: Project will apply the units allocated to the previous resource.

Changing resource units

232. Select the Units field of the resource to be changed and enter the revised number of units.

233. Choose OK.

	Workshop	Editing resource allocations and managing effort driven scheduling

237. Experiment with changing task durations.

238. Add resources to the other tasks and experiment with effort driven scheduling.

Determining resource over allocation

Finding over allocations

1. Select the over allocated resource (the one in red).

239. Press Alt + Home to line up the daily allocations.

Figure - Resource Usage view, showing over allocations.

Procedure	To see over allocations in the Resource Graph view:

1. Make the time frame on the right smaller with the zoom out button.

1. Open Office Relocation 7.

245. View the over allocations in the Resource Usage view.

Resolving over allocations

248. Use Resource Levelling.

Microsoft Project does not make the best decisions to resolve resource over allocation. It cannot substitute a resource on an over allocated task, change the resource units assigned to a task, or change the duration of a task.

• Enter a delay to remove the work conflict

• Change task relationships

Overtime Work

Assigning work to overtime

Assigning work to overtime can best be done using the Task Form from the Task Entry view.

1. Enter the number of hours work to be completed in overtime in the Ovt. Work text box for the appropriate resource.

	Note: When assigning work to be done in overtime, do not reduce the value in the Work column. This is the total work to be done by that resource on the task and includes any work to be done during normal working hours PLUS any work to be done during overtime.

Project strategies

Strategies to shorten the schedule

Deleting or combining tasks

Break tasks into subtasks

253. Decrease task durations:

Shorten tasks on the critical path

If you add additional resources you also need to decrease the number of work hours for the previously assigned resources

256. Increase a resources work schedule:

Strategies to resolve resource over allocation

Remove a resource from a task that occurs at a time of over allocation

Reschedule that task to occur when the resource is available

Change the working hours in the resource calendar

Resolve resource over allocations automatically by levelling

Strategies to reduce project costs and manage cash flow

	Revision	Check your knowledge

1. What is meant by Effort Driven scheduling?

262. What result will this have if more resources are added to a task?

Tables and filters are also provided to display selected task or resource information, focusing on particular elements of the project such as cost information for over budget tasks etc. Tables are used to display different fields of information within each record (task or resource) for example, cost fields and filters are used to display different records (tasks or resources) that meet criteria for example, all the tasks that are currently over budget.

By combining different views, tables and filters it is possible to view very specific, targeting information to make management of the project easier and reports more meaningful.

Objectives

• Customise a view

Working with views

Changing from one view to another allows the project manager to view the project ‘from different angles’. For example, changing from the Resource Usage view to the Task Usage views provides a different view of how resources are being utilised within the project.

Procedure	To add a view to the View menu:

1. Choose the View menu, More Views.

The More Views dialog box appears

268. Choose OK.

269. Choose Close.

Creating a new view

Project has two different view structures:

• A single view displays a single window pane containing the view

Procedure	To create a new single view:

270. Click New.

The Define New View dialog box appears

274. Choose the Table, Group and/or Filter for the new view.

275. Select Show in Menu to have the new view appear in the View menu.

The Define New View dialog box appears

278. Select Combination view and choose OK.

282. Choose OK.

	Tip: A letter can be designated as the ‘hot key’ to choose the view from the View menu using the keyboard rather than the mouse. Type an ampersand (&) before the chosen letter in the view name. When the view is displayed in the menu, this letter is underlined to indicate that this character is used to select the table.
	Note: Not all views will be able to be displayed in the bottom pane of a combination view. If a view is unable to be displayed an error message will appear.

1. Create a new combination view that allows you to fully utilise the Network views.

283. Name the new view Network Combo.

Customising a view

An existing view can be copied and customised should the original not suit the needs of the project manager exactly. As mentioned earlier, it is best to create a copy of an existing view and customising it rather than changing the original view.

Procedure	To create a customised Gantt Chart:

1. Choose More Views from the view bar.

290. Check the Show in Menu box and select Apply.

291. Choose the Format menu, Gantt Chart Wizard.

295. Choose Format It.

296. Choose Exit Wizard.

	Workshop	Creating a customised Gantt chart

298. Using the GanttChartWizard, format the Gantt chart to display the Critical path, the task name (name field) to the right of the Gantt bars and the task start date (start field) to the left of the Gantt bars.

299. View your changes. Make any other changes you may like to the My Critical Gantt view.

Customising the timescale for a view

Procedure	To make detailed changes to the appearance of the timescale:

The Timescale dialog box appears

301. Select the number of tiers to display from the Timescale Options, Show box.

306. Choose the alignment from the Align box.

307. Repeat steps 2 - 5 for each tier.

Changing display of nonworking time

By default, Microsoft Project indicates nonworking time on the Gantt Chart View by shading.

1. Choose the Format menu, Timescale.

312. Select the Calendar to use.

313. Choose OK.

314. Experiment with various other timescales. Use the Zoom In and Zoom Out buttons.

315. What did you notice about the timescale once you use the Zoom In and Zoom Out buttons?

	Note: The timescale displays non working time as shown on the Standard Calendar. If the project is using a different/custom calendar it will be necessary to change the calendar used to display non-working time in the Timescale dialog box if this is to be shown on the Gantt chart.

Working with tables

• The data fields displayed

• The column title

Applying a Table

For example, the tracking table may be displayed in the Tracking Gantt view.

1. Use a right mouse click on the blank square above the ID numbers.

Procedure	To apply a table with the More Tables option:

The More Tables dialog box appears

318. Select the table required from the More Tables dialog box.

	Note: The More Tables box offers tables not in the menus.

Figure - More Tables dialog box.

The More Tables dialog box includes:

Task tables

• Schedule Displays scheduling information, including start and finish dates, late start and finish dates, free slack, and total slack

• Summary Displays basic project information, including task duration, start and finish dates, percent complete, cost, and work

• Baseline Displays information about what is planned during the design phase of the project. Baseline information is created at the time the baseline is set

• Constraint Dates Used for locating tasks that have had constraints applied, whether they were applied intentionally or not

Resource tables

• Cost Provides cost data by resource

• Resource Entry Displays information about resources that are usually gathered when the resource pool is being created

• Earned Value Using traditional project management calculation, this table is useful for comparing the budgeted work and costs with the actual cost of the work. All the values in this table are calculated. It is used for analysis only, not for entering or editing data

• Export Like the Task Export Table, designed with exporting to another application in mind. Most of the resource fields, including many that are calculated, are displayed

Adjusting table column width

Procedure	To adjust the column width of a table to fit the widest entry:

Inserting a column

323. Choose the required field from the Field name drop-down list.

324. Enter a title for the column in the Title box.

Figure - Column Definition dialog box.

The Column Definition dialog box includes:

Deleting a column

	Note: The above changes will permanently change the definition of the table for use in this project only.

330. On the left of the Task Name field, add the WBS field.

331. Add the Text 1 field and name it Responsibility.

336. Save and keep the file open.

Working with filters

Filters identify and display only the tasks or resources (depending on the view) that match one or more criteria. All other tasks or resources are temporarily hidden.

Applying a filter

Procedure	To apply a filter:

OR

Choose the Project menu, Filtered For, More Filters

Procedure	To apply a filter with the More Filters command:

339. Choose Apply or Highlight.

Figure - More Filters dialog box.

The More Filters dialog box includes:

	Note: Any view in the bottom pane of a combination view will not have any filters available. The bottom pane is already being filtered because it is controlled by what is selected in the top pane.
	Note: Any filters on the Project, Filtered For menu command that contain an ellipsis are interactive filters.
	Tip: You can also apply an existing filter by using the Filter list box on the Formatting toolbar.

AutoFilter

Choose the funnel button on the toolbar

340. On the columns to filter, click the drop-down list and select the required value.

Figure - AutoFilter field drop-down list.

	Workshop	Applying filters

1. Using the file Office Relocation7, change to the Gantt Chart view.

346. Experiment with other filters.

347. Leave the file open.

Filter limitations

Highlighting a list does not work with the filter tool button on the formatting toolbar.

By using the Filter drop-down list on the Standard toolbar or the standard filters on the Project, Filtered For menu, successive filters cannot be selected to progressively narrow the selection of tasks or resources. For example; a filtered list for critical tasks which is then filtered for milestones, will show all milestones - critical or not.

List of task filters

• Cost Greater Than Shows a prompt asking for the cost to be used in a test for tasks that are greater than that cost

• Cost Overbudget Is a calculated filter that shows all tasks that have a cost greater than the baseline cost

• Incomplete Tasks Shows all tasks that haven’t finished

• Late/Overbudget Tasks Assigned To Displays a prompt for a resource name to be used in a test for tasks assigned to that resource where the task’s finish date is later than the baseline finish or the cost is greater than the baseline

• Should Start/Finish By Prompts for a range of dates which are used to display tasks that should have started by the beginning date or should have finished by the end date

• Slipped/Late Progress Displays tasks where the finish date is later than the baseline or the Budgeted Cost of Work Scheduled is greater than the Budgeted Cost of Work Performed

• Tasks with Fixed Dates Shows all tasks that do not have the constraint As Soon As Possible or that have an actual start date

• Tasks/Assignments With Overtime Displays all tasks where overtime work has been assigned

• Using Resource in Date Range Is an interactive filter that shows all tasks that use the resource specified

• Using Resource Displays all tasks that use the resource named by the user

List of resource filters

• Cost Greater Than Shows resources where the cost is greater than the amount specified by the user

• Cost Overbudget Is a calculated filter that shows all resources that have a scheduled cost greater than the baseline cost

• Overallocated Resources Shows all resources that are overallocated

• Resource Range Is an interactive filter that shows all resources with ID numbers within the range specified

• Slipped/Late Progress Displays resources with tasks assigned where the finish date is later than the baseline or the Budget Cost of Work Scheduled is greater than the Budgeted Cost of Work Performed

• Slipping Assignments Displays resources with tasks assigned that are not finished and whose scheduled finish date is later than the planned finish date

• Work Overbudget Is a calculated filter that shows all resources with scheduled work greater than baseline work

The Organiser

The organiser is used to copy views and other Project objects to other files and the global template file. In this way, the work done to create custom calendars, views, table and filters can be shared amongst multiple projects or made available in the template for new projects.

350. Select each project file name in the Views available in list box – one on each side.

351. Select the view to be copied from the view list on one side.

Figure - Views tab of the Organizer dialog box.

	Workshop	Copying a view between project files

1. Add the view “My Critical Gantt” to the project file Office Relocation 8.

357. Filters are applied using which menu?

358. Some examples of task and resource filters are:

Project has many features that integrate it with the Internet. Consistent with Word, PowerPoint, Excel and Access, Microsoft Project includes a Save as HTML feature which saves a HTML document that can be published to the Internet or to a corporate Intranet.

This is also a way of moving the content of reports into another application like Microsoft Word.

Objectives

• Print a standard report

• Save and view a project report as a HTML document

Printing the active view

361. Format the view. Make the view highlight important information by using formatting tools.

362. Set up and print the view. There are a number of page setup options such as headers, footers etc which can be added to the printed view.

	Tip: In an effort to reduce waste paper, it is very important to view the output in Print Preview to be clear on exactly what is being printed before printing.

	Tip: When printing a view that includes a time scale such as the Gantt chart, the time scale date range to be printed can be changed in the Print Preview dialog box. The default settings are to print from the project start date to the project finish date.

Print Preview

Print Preview can be accessed from:

• The toolbar Print Preview button

Page setup

The Page Setup dialog box contains the settings for the page layout, margins, legends, headers and footers and View options. Project maintains different page setup options for each view that can be printed. For example, the default page orientation option for printing the Gantt chart view is landscape where as for printing the Resource sheet view it is portrait.

Any changes made to these settings are remembered by Project so that they are available to print with the same layout every time.

Page tab

Figure - Page Setup dialog box showing the Page tab.

The Page Setup dialog box showing the Page tab includes:

Margins tab

Header and footer tabs

Figure - Page Setup dialog box showing the Header tab.

The header and footer data buttons

Legend tab

The Page Setup, Legend tab, dialog box includes:

View tab

Copying the Gantt chart as a picture

An alternative to printing the Gantt chart from Project is to copy it as a picture which can then be pasted into a word processing document or a web page. Obviously this feature will work best for smaller projects that can be displayed appropriately on an A4 page or a single screen.

Procedure	To copy the Gantt chart to the clipboard as a picture:

1. Use the zoom tool to reduce the Gantt chart to the desired timescale.

368. Choose OK.

The picture can then be pasted into Word from the clipboard.

370. Paste the clipboard contents into the document.

371. If the resultant page is unsuitable, redo the process choosing alternative options in the Copy Picture dialog box.

Reports

Printing a report

Procedure	To print a report:

OR

In Project 2007, choose the Report menu, Reports

The report will open in print preview.

375. Make any page setup changes necessary.

Figure - Assignment Reports dialog box.

	Workshop	Printing reports

Reports available in project

Saving the project as an HTML document

Microsoft Project 2007 has continued the development of a web interface for project files through the project web server. Using this product is not part of this course.

In versions of Project prior to Project 2007 the following can be done:

Procedure	To save the project as an HTML document:

379. Navigate to the directory where the document is to be saved.

380. Name the file and choose Save.

384. Choose Save.

	Note: The Import/Export map is automatically saved in the global.mpt file, and will be available for all future projects.

Figure - Export Wizard- Map Selection dialog box.

Figure - Export Wizard – End of Map Definition dialog box.

1. Use the file Office Relocation 8.

Viewing the project as an HTML document

Procedure	To view the HTML document:

388. Click Open. Click OK.

	Revision	Check your knowledge

1. Project information can be reported in one of two ways:

You can print:

Tracking the progress of a project from the planning phase to the commencement of the project through to completion involves updating the schedule regularly and comparing it to the original plan. This is done to identify which tasks are slipping, or which are starting or finishing early or on time. This process helps anticipate and correct schedule problems and assists in monitoring resource work and costs.

Tracking progress also helps answer questions such as:

Objectives

By the conclusion of this chapter you should be able to:

• Set the project plan

Steps in tracking progress

1. Establish a baseline plan by saving your original schedule.

392. As the project progresses, enter the actual data for each task.

Creating a baseline plan

The baseline plan may be viewed and compared to the current schedule at any time with the Tracking Gantt.

Before setting the baseline plan, the project should be given a careful overview. The following items should be checked before a baseline is set:

398. The costs have been examined and reflect the real-life situation (where costs are being managed within the project).

399. The start and finish dates of the project are acceptable.

Procedure	To save a baseline plan for the entire project:

The Save Baseline dialog box appears

401. Ensure that the Save baseline (Set baseline in Project 2007) option is selected.

	Workshop	Saving the baseline plan

1. Open Office Relocation 8.

404. View the project in the Gantt chart view.

Changing a baseline plan

Often it may be necessary to alter baseline information before the commencement of a project, or during it. This would normally only happen when significant changes are made to the scope of the project.

It is important, and reassuring, to note however that Project will never change the baseline on its own.

411. Choose OK.

	Tip: Selective changes can be made to a Baseline plan by saving the plan to ‘Selected Tasks’ only.

Preparing to track project progress

Tracking the project as it progresses can be an integral part of the success of a project. The project schedule should be updated with actual information at regular intervals by the Project Manager.

413. Future tasks – tasks that have not yet started.

The Tracking toolbar

Microsoft Project provides a custom toolbar to assist in tracking tasks known as the Tracking Toolbar.

Tracking Gantt view

Figure - Tracking Gantt View.

Changing the current date of the active project

By default, Microsoft Project uses the date provided by the computer's internal clock as the current date. At times however, it may be desirable to change this date so that the project can be analysed from a different time perspective.

Procedure	To change the current date in the active project:

416. Change the current date for the project to halfway through the project.

This will be set by the instructor

Understanding actual information

Figure - Tracking table.

	Tip: It is not necessary to display the actual fields in a view to update them.

Setting up tracking views

One layout that is quite successful involves the following elements:

the Tracking Gantt view (View menu, Tracking Gantt) with the

Figure - Tracking Gantt and Table, and Task form.

1. Use the file Office Relocation 8.

Tracking project progress

Tracking completed tasks

By definition, a completed task has:

• an actual start date

• tasks that started or finished earlier or later than scheduled

• tasks that had a duration different from that scheduled

	Workshop	Tracking completed tasks

1. Using the file Office Relocation 8 track the progress of the project as listed below.

424. Save and keep the file open.

Tracking in-progress tasks

An in-progress task is a task that has started, but is not yet complete.

In-progress tasks may be:

Project provides a number of tools to assist in tracking progress of in-progress tasks.

When updating in-progress tasks in Project the following simple rules apply:

426. Finally, if the task is behind schedule and the outstanding work is to be completed from the next working day, use the Reschedule Remaining Work button on the Tracking toolbar to have Project reschedule the work and update the rest of the project accordingly.

	Workshop	Tracking in-progress tasks

1. Using the file Office Relocation 8, update the schedule as follows:

	Revision	Check your knowledge

…………………………………………………………………………………………………………

………………………………………………………………………………………………………..

432. Completed tasks fall into which 3 categories?

Multiple Projects and Resource Pools

Objectives

• Create a resource pool

• Link projects to a resource pool

Creating a resource pool

1. Open a new project file.

The Project Information dialog box appears

436. Show the Resource sheet view and enter the resource details.

437. Save the file.

Linking projects to a resource pool

Procedure	To share resources with a pool:

439. Choose the Tools menu, Resource Sharing, Share Resources.

The Share Resources dialog box appears

Figure - Share Resources dialog box.

1. Open the files Applying Project and Computer Games.

446. Activate the file Applying project.

447. Choose Tools, Resource sharing, Share resources.

Viewing projects in the same window

A number of projects may be viewed in the same window. A new file is created that allows all files to be linked. The linking is automatic. The project may be altered from either file.

Project will ask if both files are to be updated.

Procedure	To view projects in the same window:

454. Save the new file.

Figure - Projects in the same window.

1. Open the files Book 1 and Book 2.

	Revision	Check your knowledge

458. What does Take Precedence mean with resource sharing?

459. What are the advantages of using subprojects?

Objectives

• Use the Help menu to search for a particular topic

• Use Point and Click Help

Use the Office Assistant

Using help to search for a topic

Procedure	To search for a particular topic:

The Microsoft Project Help window appears

461. Select the Answer Wizard tab.

Figure - Microsoft Project Help Answer Wizard.

Microsoft Project help menu

The Help menu includes features to give assistance in ways other than the Help application.

The Office Assistant

Procedure	To Show the Office Assistant:

Figure - Planning Wizard dialog. Figure - The Office Assistant.

Customising the Office Assistant

Figure - Office assistant context menu.

Setting Preferences for the Office Assistant

Select a different office assistant from the gallery.

Point & Click Help

469. Point and click on the menu or area of the screen for which help is required.

470. Click away from the Help window to clear it off the screen.

	Tip: It is also possible to gain access to point and click help by pressing Shift + F1.

Help on dialog boxes

471. Click on the Help Button.

472. Choose the required topic from the dialog box.

Printing help topics

Procedure	To print a help topic:

Figure - The Options menu on the Help application.

Appendix B: Workshops

These exercises have been included to help develop speed and practical knowledge of Microsoft Project.

Project 1 – Busy Office Products Marketing

Scenario

Task

480. Task Durations and Linking: The following table is a list of all the tasks in the project. Enter the durations and predecessors for each task.

483. Lag Time: Before task 7 (testing) can begin you would like a few of your colleagues to see a copy of the draft survey (task 6). Lag the start of task 7 by 2d after the finish of task 6.

484. Standard Calendar: Indicate the non-working days.

Project 2 – Project Computerise

The Scenario

The Organisation

The organisation has eight offices in different states. The Head Office is located in the city with the highest population not far from one of the sites. Each office has the same organisation structure. The seven functional area involved at each site in Project Computerise are Front Office and Reception, Pay and Personnel, Marketing and Conferences, Purchasing, maintenance and Accounting. Approximately 30 staff will need to be trained at each site.

Proposed Software Package

The organisation has decided to buy an integrated package that maximises the interfaces between the different functional areas. This will automate, for example, the exchange of data between Purchasing and Accounting. There are several integrated packages on the market.

Current Systems

Task

489. Task Durations and Linking: The following table is a list of all the tasks in the project. Enter the durations and predecessors for each task.

490. Summary Tasks: Insert the following summary tasks:

495. Tracking the project The project has started and it is time to update the project schedule with actual data. Today is the (you set the date). Enter the following completed tasks:

C

Commonly used Project keys

Accessing dialog boxes

Accessing menus

Note: Any command on a menu or visible toolbar can be selected with the keyboard. To select a command on a menu, press ALT to select the menu bar, press the underlined letter in the menu title that contains the required command and then press the underlined letter in the command name. To select a command on a toolbar, press CTRL+TAB until the toolbar is selected and then press TAB to select the toolbar command.

Accessing text boxes

Accessing toolbars

Accessing windows

Moving in the Network Diagram view

Navigating views and windows

Opening, saving, and closing files

Outlining a project

Selecting and editing in a dialog box

Editing in a view

Moving in a view

Moving in the side pane

Selecting in a view

Selecting and editing in the entry bar

Using a timescale

Using the Office Assistant

Baseline

Changing, 152

Resource, 84

Conflicts

Removing, 63

Setting, 61

Reducing, 106

Critical Path

Deadlines

Tasks, 64

Properties, 23

Files

Limitations, 125

Resource, 127

Copy as picture, 138

Wizard, 50

Help Menu, 172

Inserting

Lead time, 44

Lead Time, 42

Milestones, 34

Navigating

Attaching, 55

Office Assistant, 172

Options, 74

WBS, 76

work, 103

Page Setup, 133

Print Preview, 133

Printing

Project

Definition, 2

Responsibilities, 3

Projects

Protection

Password, 29

Setting up, 38

Types, 37

Resources

Assigning, 86, 88

Managing, 93

Overallocation, 101

Work, 94, 96

Saving, 28

Effort Driven, 97

Searching

Starting

MS Project, 5

Tables

Adjusting column width, 119

Task, 118

Task

New Project, 7

Project Guide, 9

Deadlines, 64

Deleting, 52

Promoting, 73

Slack, 49

Toolbars

Managing, 10

Setup, 153

Toolbar, 153

Creating, 109

Customising, 111

Resource Usage, 94

Task Entry, 87

Tracking Gantt, 154

Using, 13

Overtime, 103

Resources, 96