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Contents: Project basics -- Establishing resources -- Resource and task assignments -- Refining your project schedule -- Fine-tuning tasks -- Fine-tuning resources -- Project information : sorting, grouping, and filtering -- Project schedule formatting fundamentals -- Project schedule tracking fundamentals -- Project reporting -- Advanced project schedule tracking -- Integrating Microsoft Project with other programs -- Project schedule optimization -- Advenced project schedule formatting -- Managing multiple projects -- Working with resource tools -- Customizing Mircosoft Project.
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Table of Contents. Share this: Twitter Facebook. In the next few steps, you will explore some of the changes caused by saving the baseline. You can save up to eleven baselines in a single project schedule. You can save multiple baselines to record different sets of baseline values and later compare these against each other and against actual values.
On the ribbon, click the View tab and then click the down-arrow under Gantt Chart. Select More Views, and the More Views dialog box appears. Now you will switch to a different table in the Task Sheet view. On the ribbon, click Tables, and then click Variance. The Variance table appears. This table includes both the Scheduled and Baseline columns so that you can compare them easily. Illustrated Book Tour ix c10ProjectReporting. People or organizations that might be affected by project activities are called.
If you have two views displayed in a combination view and want to print the view, only the view in the pane will print. When previewing a view in print preview, you can change the number of pages visible or by selecting either the pages button. A common activity for project managers is to schedule to share with stakeholders. To add your company name so that it prints at the top of every page, use the dialog box to add the company name to the header.
A report is used to represent high-level information usually on one page. If subtasks are hidden in a view, reports that contain task lists will include only tasks. In a report, you can only information. Multiple Choice Select the best response for the following statements. In a view, you can information. All of the above are correct. If assignments are hidden under tasks or resources in a usage view, what will the usage report show?
Because you will need to pay overtime time and one-half for this additional work, you would like to get a volunteer who has a low standard rate.
Sort your resources according to Standard Rate and Max Units so that you can make your request from the least-cost group of employees. Launch Microsoft Project if it is not already running. On the ribbon, click Sort, and then click Sort by. In the Sort by section select Type from the dropdown menu. Next to that, click Descending. In the last Then by section, select Max Units from the dropdown menu. Next to that, click on Descending. Make sure the Permanently renumber resources box is not checked.
Click the Sort button. You are reviewing your project schedule for hiring a new employee. Click the View ribbon and then click Resource Sheet.
Click the down-arrow in the Group column heading, point to Filters and then click [Custom. In the adjacent box, type HR. Click the OK button. Open the Assign Resources dialog box using the button on the Resource ribbon. Select task 9, Install drywall. In the Assign Resources dialog box, assign drywall as a resource and then assign 50 units for the drywall resource. In the Assign Resources dialog box, assign nails as a resource and then assign 5 units for the nails resource.
Close the Assign Resources dialog box. You can use an Actions tag to do this. Select task 7, Book Musicians. Activate the Assign Resources dialog box. Click on Brenda Diaz, and then assign her to the task. Use the Actions tag to indicate that you want to reduce the number of hours resources work per day units , but keep the same duration and work.
Open the Assign Resources dialog box. For task 6, Identify and reserve locations, assign Travel as a resource at a cost of For task 18, Scene 1 vocal recording, assign Food as a resource at a cost of You need to set up a custom group that will enable you to do this. Activate the Project Statistics box to view the costs for the project. Display the Cost table. Filter the tasks to show only the tasks that are over budget. Collapse all Production Scene summary tasks hide subtasks except for the Scene summary task with the greatest cost variance 5.
It will take a week to clean and dry the water damage. You need to reschedule the remaining work on incomplete tasks to restart when the cleanup is complete. Activate the Update Project dialog box. Reschedule uncompleted work to start after Thursday, October 22, Tasks are being completed on schedule.
Update the project as complete through July 15, Scroll the Gantt Chart bars so that the task and progress bars on the week of July 10, are visible. The management at Woodgrove has recently decided that the eight-year old commercial lending software currently in use is outdated and needs to be replaced. Mete has been assigned as the project manager for the Request For Proposal RFP process to evaluate and select new software.
This process entails determining needs, identifying vendors, requesting proposals, reviewing proposals, and selecting the software. Launch Project if it is not already running. In the New section of the Backstage area, double-click Blank Project. On the Tasks tab, in the Tasks command group, click the Mode button. From the list, click Auto Schedule. Click the Project tab, then click Project Information.
Set the start date to May 2, In the Properties group on the ribbon, click the Change Working Time button. In the Gantt Chart view, enter the following task names and durations enter all tasks, even if no duration is listed. Additional data will be available in future exercises. For more information about the features in each lesson, refer to the Illustrated Book Tour section.
They also point out items you should check or actions you should take. Take Note provides helpful hints related to particular tasks or topics.
Another Way provides an alternative procedure for accomplishing a particular task. These notes provide pointers to information discussed elsewhere in the textbook or describe interesting features that are not directly addressed in the current topic or exercise. Keys that you are instructed to press in an exercise will appear in the font shown here. A shared printer can be used by many individuals on a network. Key terms appear in bold italic.
Key My Name is. Any text you are asked to key appears in blue. Click OK. Any button on the screen you are supposed to click on or select will also appear in color. This icon notifies you that a file is available for download in the accompanying student data files. These resources provide all the materials instructors need to deploy and deliver their courses. A complete answer key is provided. You can incorporate them into your PowerPoint presentations, or create your own overhead transparencies and handouts.
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From highlighting their e-text to taking and sharing notes, students can easily personalize their Wiley Desktop Edition as they are reading or following along in class. Wiley E-Text: Powered by Vitalsource When you choose a Wiley E-Text you not only save money; you benefit from being able to access course materials and content anytime, anywhere through a user experience that makes learning rewarding. Students can access it online and download to their computer for off line access and access read and study on their device of preference— computer, tablet, or smartphone.
By using the practice files, you will not waste time creating the samples used in the lessons, and you can concentrate on learning how to use Microsoft Project With the files and the step-by-step instructions in the lessons, you will learn by doing, which is an easy and effective way to acquire and remember new skills.
Copying the Practice Files Your instructor might already have copied the practice files before you arrive in class. However, your instructor might ask you to copy the practice files on your own at the start of class. Also, if you want to work through any of the exercises in this book on your own at home or at your place of business after class, you may want to copy the practice files. In Internet Explorer, go to the student companion site: www. Search for your book title in the upper-right corner.
Select Student Companion Site from the pop-up box. Now select Student Data Files from the center of the screen. Remember the drive name that you saved your files to.
Richie Gregg D. Richie, PMP, MCTS is the founding member and managing partner of P8, LLC, which is a consulting firm that provides consulting and training in project management techniques, including advanced usage and application of Microsoft Project.
With more than 30 years of experience in the field of project management, working on projects on almost every continent, he travels all over the world as an international project management consultant and speaker.
It was here that his love for both teaching and project management was discovered and developed. He began instructing in , has taught thousands people in classroom environments, and publicly spoken to thousands at a time. Video production managers must identify the production tasks, plan and manage the schedule, and communicate project information to all the members of the production team.
Microsoft Project is the perfect tool for managing a project such as this. In this lesson, you will learn how to navigate in Microsoft Project , how the software handles data, how to create a new project schedule, enter tasks, durations, and milestones into the schedule, and organize the tasks in the schedule.
Your screen may be different if default settings have been changed or if other preferences have been set. Later, you will set the option directing the software to go directly to the Gantt Chart view. Figure Microsoft Project Start screen Before you begin using Microsoft Project , you will need to become familiar with the user interface, also known as the Ribbon.
This is similar to other Office applications in that the commands are in tabs, such as File, Task, Resource, Report, Project, and View. Selecting a tab activates the ribbon. Within each ribbon, commands are organized into groups; each command has its own button, which you activate by clicking with the mouse.
Project's user interface makes it easy to find the commands you need more quickly. This view displays various task data as well as a graphical display of how the project is currently scheduled. Project Basics 3 The Gantt Chart view is the primary way of viewing the data in a project schedule. It became the standard for visualizing project schedules in the early twentieth century when American engineer and management consultant Henry L. Gantt developed a bar chart with two main principles; 1 to measure activities by the amount of time needed to complete them; and 2 to represent the amount of the activity that should have been done in a given time.
In Microsoft Project, the Gantt Chart view is the default view. A view is a window through which you can see various elements of your project schedule. You will learn more about the Gantt Chart view in Lesson 8. A project schedule is a model of a real project — what you want to happen or what you think will happen throughout the project. The schedule contains all of the tasks, resources, time frames, and costs that might be associated with such a project.
You can modify this schedule or any other project template to fit your specific project needs. Later in this lesson you will learn how to create a project schedule from a blank template. A template is a predefined file that can be blank with the default characteristics set, or it could already contain project task and resource information.
Knowing how to navigate in Microsoft Project and how Microsoft Project handles data will increase your efficiency in locating needed information. In this exercise, you learn how to start Microsoft Project and open a template. Before you begin these steps, be sure to turn on or log on to your computer. On the Windows taskbar, click the Start button. The Start screen appears. Microsoft Project opens.
This is the start screen. From this screen you can choose to open a blank project, import information from Microsoft Excel or a SharePoint task list, open an existing project file, or open a template. Additionally there are some slight visual variations between the two operating systems.
You are encouraged to use this manual with either operating system and understand that the differences are cosmetic only and in no way affect the functionality of Microsoft Project Microsoft Project should be open. On the Start screen Figure , click the Search for online templates box located at the top of the screen. Type annual report preparation, then press Enter. The template is displayed and a preview of it is on the left of the screen as in Figure Figure Preview of the Annual Report Preparation template 2.
Double-click the Annual Report Preparation template graphic. The template is downloaded to your system, then opens a new project based on the template in the Gantt Chart view and closes the New Project screen. However, it is recommended that they are stored in the default Microsoft templates folder. Project Basics 5 You have just opened a project schedule from a template in Microsoft Project. A project schedule is a model of a real project — what you want to happen or what you think will happen.
The schedule contains tasks, resources, time frames, and costs that might be associated with such a project. Later in this lesson, you will learn how to create a project schedule from a blank template. This is located in the upper right corner of the screen, just to the left of the close application button.
See Figure Using the resizing feature, change the width of the reduced window and watch how the ribbon changes with the changing width. Figure shows an example of the ribbon at a reduced level of resolution.
Figure Command Groups show less buttons The Ribbon at a reduced level of resolution Commands are accessed when button is selected 3. This will set the window back to full screen. Note the automatic change in the ribbon as shown in Figure In this exercise, you changed the resolution of the Project window and the software automatically changed the resolution of the ribbon command groups.
This is where the user will change options, save, print, import and export, set file properties, and much more. USE the project schedule you created in the previous exercise. Click the File tab. On the left navigation bar click New.
This screen is similar to the Start screen that appeared when you first started the software. From this screen you can open an existing schedule, start a new project from a blank template, or import from Excel or SharePoint.
Click Print in the left navigation bar. This section provides a print preview, allows the user to change printers and the print settings, as well as setting the page options such as headers, footers, and margins. Click Share in the left navigation bar. Here the user can send the project file as an email attachment or sync it with SharePoint. Click Export in the left navigation bar. In this exercise, you reviewed some sections of the Backstage Area. Throughout this text, you will return to this area to check and change options.
More correctly, it is three databases in one, as shown in Figure The first is a task database. This is where all task-related information such as the task name, start, finish, cost, duration, and work is kept. The second is the resource database. All resource-related information is stored in the resource database, such as resource name, type of resource, standard rate pay rate , resource group they belong to, the base calendar they are assigned, and the maximum number of units for the resource.
The third database is called the assignment database. When a resource is assigned to a task, all of the assignment-related information for each specific resource on each specific task is stored here. Your screen should be on the Gantt Chart view. Place your mouse cursor on the Task Name column heading, but do not click it. You will notice that a ScreenTip appears, displaying the title of the column Task Name and its actual name Name. Place the mouse cursor on the Resource Name column heading and observe the ScreenTip that appears as in Figure You will notice that this field has the same name as the one in Figure You have just witnessed two of the databases.
On the ribbon, click the Task Usage button, located in the Task Views command group. This is one of two views that displays information from the assignment database.
Note the Task Usage button is a two-part button, with a submenu on the bottom half. Select the name cell of task 1, Perform Initial Planning. This is the Scroll to Task feature which will be discussed later. Figure Task Usage View Task Resource Planned work hours by resource Table shows the default view and the databases from which they collect information.
Knowing which database has the information will help later in knowing not only which view to activate but will also assist in developing custom reports. In this exercise, you viewed some of basic views in the software and the database that held the information. In the next exercise, you will become familiar with more views.
When you want to look at data from any one of the databases, you must activate a view. In this exercise, you will learn about some of the common, default views and how to activate them. On the View tab, select the Calendar view from the Task View command group. Figure Calendar View 10 Lesson 1 2. The Calendar view provides task data in a calendar format. It is helpful when you need to get project information to those project team members who may not have, or know how to operate, Microsoft Project.
On the View tab, select the Network Diagram view. Figure Network Diagram view 4. The network diagram view displays the logical sequencing of the tasks and the relationship these tasks have with other tasks in the project. It is helpful during planning and execution and can show the complexity of a project. On the View tab, select the Resource Usage view. Click the Resource Name column once to highlight the entire column.
On the ribbon, in the Data command group, click the Outline button then select Hide Subtasks. Auto fit the Resource Name column. You do this by placing your cursor on the right side of the column name and double-clicking. Click the Expand button at the left of resource 1, Audit Committee.
Your screen should look like Figure In other words, it is helpful to see the assignments each resource has been assigned. This is opposite from the Task Usage view you selected earlier, which categorized assignments by task.
CLOSE the file. When asked to save the file, click No. In this exercise, you viewed three additional, commonly used views in the software. Now that you are familiar with how to navigate in the program, you will now create your own project schedule. You should perform all the planning processes associated with the project management methodology of your organization before entering any information into Microsoft Project When you create a new project schedule, the first task is to set a start date for your project.
Opening a New Blank Project Schedule Rather than use a project schedule template, you can create a new, blank project schedule that you can fine-tune to your specific project. In this exercise, you open a new project schedule. On the Start screen, click New. On the screen, double-click the Blank Project option. A new blank project schedule appears and you are briefly notified that new tasks will be created in the new Manually Scheduled Mode, which is discussed in lesson 2.
Your screen will look like Figure LEAVE the project schedule open to use in the next exercise. In this exercise, you created a new, blank project schedule.
Now you will begin to add details to the project schedule, such as start date, tasks, durations, and calendars. This information should be entered in the sequence presented.
When using Microsoft Project the user must perform data entry steps in a specific order. Entering information out of sequence could result in inaccurate information or re-entry of the data.
For example, if you enter duration information before setting the calendar options, the durations entered will be altered when calendar options are set. In this exercise, you create a start date for the new project you have created. USE the project schedule you opened in the previous exercise. In the Properties group click the Project Information button. The Project Information dialog box appears. Single-click the drop-down arrow next to the Start Date text box once.
For this exercise, you will change the project start date to January 4, Project Basics 13 3.
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