Microsoft Project

Information Resources

BeginningMicrosoftProject

Marshall School of BusinessUniversity of Southern California

Microsoft Project.doc May 21, 1997 2

INDEXBasic Steps For Designing a Project.......................................................................................... 4Starting a New Project ............................................................................................................... 5Step 1: Set Project Defaults...................................................................................................... 5

Table Entry and Gantt Chart View.......................................................................................... 6Table Entry............................................................................................................................. 7Outlining ................................................................................................................................. 7Manipulating the Entry Table.................................................................................................. 7

Step 2 - Task Entry .................................................................................................................... 8Purchasing Phase .................................................................................................................. 9Purchasing Phase Indention................................................................................................... 9Demolition Phase ................................................................................................................... 9Construction Phase .............................................................................................................. 10

Step 3: Linking (Controlling Task order)................................................................................. 11Linking the Phases ............................................................................................................... 12Dissolving Links.................................................................................................................... 12Adjusting the Timescale ....................................................................................................... 12Going to a Task .................................................................................................................... 12Adjusting Working Hours...................................................................................................... 13Telling Project to Use the “Home Project” Calendar............................................................. 13More on Task Relationships................................................................................................. 13Lag Time/Lead Time............................................................................................................. 14Elapsed Duration versus Working Duration.......................................................................... 15Scheduling A Task To Start Or Finish Relative To A Specific Date...................................... 15

Step 4: Creating a resource list.............................................................................................. 16Creating the Resource List ................................................................................................... 16

Step 5: Assigning Resources to tasks..................................................................................... 17Assign Fixed Costs............................................................................................................... 19

Step 6: Analyze/adjust project................................................................................................. 20Project Duration.................................................................................................................... 20Methods of Shortening Task Duration: ................................................................................. 20Resource Allocation ............................................................................................................. 22Project Cost.......................................................................................................................... 23

Step 7: Document Task Progress ............................................................................................ 24Creating a Baseline .............................................................................................................. 24Recording A Project’s Progress............................................................................................ 24Using the Tracking Toolbar .................................................................................................. 25Exercise: Updating Tasks.................................................................................................... 26

Printing & Reports.................................................................................................................... 28Printing the Current View...................................................................................................... 28Reports................................................................................................................................. 28


Microsoft Project is a project management program that can assist you in planning, organizing,scheduling, and managing the tasks necessary to complete a project. With it you can:

• List each task necessary to complete a project in the order they should be performed.• Assign start and finish dates to tasks or let the program set them for you by you specifying

the duration of the task.• Display the tasks graphically over a time line to get an overall view of the project.• Assign workers, contractors, and other resources to tasks and print their schedules.• Compute the hours and cost necessary to complete a task or the entire project.• Monitor a project’s progress and compare it to your original estimate.• Analyze such items as cost, hours, slack time, resource allocation, etc. using tables and

graphs.

The picture below shows one of the many views available in Project. This view displays thename of the task on the left and is duration graphically on the right.

Throughout this handout, we are going to use an exercise where we will remodel a bathroom.This will involve: scheduling tasks, purchasing materials, renting equipment, schedulingworkers, paying fees, assigning costs to tasks, and specifying the sequence that the tasksshould be performed in.

The next page give you an overview of the steps we will go through in creating our or anyproject.


BASIC STEPS FOR DESIGNING A PROJECTThough these steps may vary depending upon the nature of the project, the basic steps forcreating a project are:

1. Set up Project Defaults:• Set working order. (Schedule from Start Date forward or Finish Date backwards)• Set a start or finish date.• Select/create the project calendar to use. (Controls working days and hours)

2. Enter tasks:• In chronological order, enter the tasks necessary to complete the project.• Set the task’s duration.• When appropriate, set a task’s Start / Finish date.

3. Set Task Sequencing:• Link tasks that must be completed sequentially.• Do not link tasks that can be completed simultaneously.

4. Create a Resource List:• Create a list of contractors, laborers, equipment rental,

fees, etc. and their corresponding rates.• Set working hours for each resource.

5. Assign Resources to Tasks

6. Analyze/Reevaluate/Adjust Project

7. Document Task Progress


Schedule From:• Project Start Date – tasks are scheduled from the Start Date forward. The finish date depends on the

time it takes to complete the tasks. Use this when you know when you wish to start but the finish dateis not as crucial.

• Project Finish Date – tasks are scheduled from the Project Finish Date backwards. The Start Datedepends on the time it takes to complete the tasks. Use this when the project must be completed by aparticular date.

Start / Finish Date:• Set Start Date when

scheduling from theProject Start Date.

• Set Finish Date whenscheduling from theProject Finish Date

Current Date:Set to the current date.

Calendar:Determines which days per week are working days and which hours per day are working hours. Youcan create/modify the calendar under: Tools – Change Working Time.

STARTING A NEW PROJECT1. Start MS Project. (The “Welcome to Microsoft Project” window appears.)2. Click on: “Work on Your Own”.

STEP 1: SET PROJECT DEFAULTS1. From the menu, click on: FILE – PROJECT INFO.2. Set “Schedule From” to: Project Start Date3. Set “Start Date” to: 9/1/974. Set “Calendar” to: Standard (Working hours are M-F, 8hrs. per day)5. Set the “Current Date” to: 5/19/976. Click on: OK


Table Entry and Gantt Chart ViewWhen you begin a new project, two windows open: the Gantt Chart (right) and Table EntryView (left). Both involve taking the first steps in scheduling a project. The Gantt Chart allowsyou to view a project’s progress graphically and control task order. Table Entry View allowsyou to:

• Enter the tasks needed to complete the project including the start/finish dates and duration.• Specify which tasks need to be sequential and which may occur simultaneously.• Assign resources to tasks.

Task Name:Type thename of thetask here.

Duration: This is howlong the task isexpected to take. Theduration can be inminutes(m), hours(h),days (d), or weeks(w).Examples:30m, 12h, 1d, .5d,1w, 1.5w. (0d formilestones)

Start: Enterthe start dateonly when youknow exactlywhen this taskwill begin.Otherwise, letProject adjust itbased on theflow of tasks.

Finish: Enter thefinish date onlywhen the task mustfinish on this date,no later, no sooner.Otherwise, letProject adjust thedate for you basedon the flow oftasks.

Predecessors: Ifyou have specifiedthat one task mustfollow another(linking), thepredecessor to thecurrent task will belisted in this column.

Resource Names:If you have assignedresources to thetask, the name of theresource will bedisplayed in thiscolumn.

Split: Click &drag the line tochange theproportionbetween thetable and theGantt chart.

Column Width:Click & draggroove tochange columnwidth.

GanttChart:Displays theprogress ofa projectgraphically.

EntryTable


Table EntryThe first step in creating a Project is listing each task and its expected duration in the Table.Some general guidelines for creating most projects are as follows:

• Enter tasks in the order they will occur. This is true whether you set are working from astart date forward or a finish date backwards. If the tasks occur simultaneously, you should(but don’t have to) list the tasks above/below one another.

• Enter a duration for each task.• Let Project assign the start/finish dates for the tasks based on their duration. You can

worry about specific Start & Finish dates later.

OutliningSimply listing one task after the other in chronological order is fine for small projects, but if youhave a large project, you might wish to consider breaking the project up onto logical phasesusing outlining. Outlining give you the added advantage of:

• Adding clarity to long projects.• Viewing cost subtotals for each phase.• Viewing duration subtotals for each phase.

Manipulating the Entry TableThe Entry Table will allow tasks to be deleted, edited, moved, and inserted.

Moving a Task1. Click on the row number of the task to be move and then release the mouse.2. Click and drag the row number up or down to move the task.

Deleting a TaskPressing the DELETE key in a row will delete the entire row.

Editing a Task1. Click on the task to be edited.2. Click in the Formula Bar near the top of the screen to edit the task.3. Press ENTER on the keyboard when editing is complete.

Inserting a Task1. Click on the row below where the task will be inserted.2. On the keyboard, press the Insert key. (or from the menu, click on: Insert – Insert Task.

UndoingProject is able to undo the last action performed.

1. From the toolbar, click on the UNDO icon:


STEP 2 - TASK ENTRYOur bathroom remodel will use outlining to brake the tasks into four phases consisting of:Design Phase, Equip. & Materials Purchase Phase, Demolition Phase, and ConstructionPhase.

1. If you are not viewing the Gantt Chart & Entry Table, do the following:a. From the menu, click on: VIEW – GANTT CHARTb. From the menu, click on: VIEW – TABLE “_____” – ENTRY

2. Type Begin Project in row one as shown.3. Type Design Phase in row two as shown.

NOTE:Ignore the Duration, Start, & Finish dates for now. We are ignoring the duration for these twotasks because there are “Phase Names”, not actual tasks. There durations will be calculatedautomatically based on the tasks within them.

4. Click on the words Design Phase.

5. From the toolbar, click on the “Indent” icon: (This designates “Design Phase” as subtask within“Begin Project”.)

6. Type what is shown in rows 3, 4, & 5.7. Highlight rows 3-5 with the mouse.

8. Click on the “Indent” icon:

Note on OutliningBecause rows 3-4 are indented one levelbeneath “Design Phase”, there totalduration will be tallied at “DesignPhase’s” duration. Further, because“Design Phase” is indented one levelbeneath “Begin Project”, it and all otheritems at the same level of indention willbe tallied at “Begin Project’s” duration. Inother words, when complete, the phasenames will contain all the subtotals for thetasks beneath them and “Begin Project”will contain a grand total.


Purchasing PhaseThe next step on our project is scheduling when the materials will be purchased. Later we willassign costs to them. The purchases will fall into 2 categories:

Fixed Costs – Items that have a one time costsuch as licence fees, and materials.

Variable Costs – Items that have a time based orper use cost such as rental fees and labor.

1. Type the information shown in rows 6-15.2. The duration for each item is 1 day. Ignore the

start and finish dates for now.

Purchasing Phase Indention“Purchasing Phase” needs to be at the same level ofindention as “Design Phase”. Further, the itemslisted beneath “Fixed Costs” and “Variable Costs”need to be indented.

1. Click in row 6.

2. From the toolbar, click on the Outdent icon: 3. Highlight rows 8-11.

4. From the toolbar, click on the Indent icon: 5. Highlight rows 13-15.

6. From the toolbar, click on the Indent icon:

The Gantt Chart should look like the picture to theright.

Demolition Phase1. Type the Task Names and Durations as shown for rows 16-19.2. Highlight rows 16-19.

3. From the toolbar, click Outdent twice. 4. Highlight rows 17-19.

5. From the toolbar, click Indent once.


Construction Phase1. Type the Task Names and Durations as show in

rows 20-28.2. Click in row 20.

3. From the toolbar, click Outdent

Task entry and outlining is now complete. Your screen should look like the picture shown.Note that you will probably have different dates.


STEP 3: LINKING (CONTROLLING TASK ORDER)By default, Project assumes that all tasks are performed simultaneously. In our case,this is erroneous. The four different phases need to be sequential. Further, many of

the tasks within the different phases need to be sequential as well. At the moment, the totalduration of the project is only 5 days. This is because the longest task is 5 days long, but oncethe project tasks are listed in the order the will actually be performed, the project will take muchlonger.

Basic Steps:There are two ways to create links:• You can highlight the tasks to be linked using the table and then click the link button.• You can click and drag from one task bar on the Gantt chart to another.

Link the Tasks in Design Phase1. Use the mouse to highlight the tasks to be linked (Rows 3-5).2. Click on the LINK button on the toolbar.

Purchasing Phase1. Highlight rows 8-11.

2. Click on the LINK button on the toolbar: 3. Highlight rows 13-15.

4. Click on the LINK button on the toolbar:

Link the Tasks in Demolition Phase5. Highlight rows 17-19.6. Click on the LINK button on the toolbar:

Link the Tasks in Construction Phase1. Highlight rows 21-28.2. Click on the LINK button on the toolbar:

The Duration for DesignPhase now displays thesubtotal for all of itstasks.

Although your dates willbe different, the Startdates now reflect thenew sequence.

The blue arrows indicatethat the tasks are linked.The staggered boxesindicate when the task willoccur.


Linking the PhasesAlthough the tasks in each individual phase are now in the correct order, there is no sequencebetween the Phases. All phases are currently starting on the same day. To link the differentphases, you can either:

• Control click each Phase name (rows 2, 6, 16, & 20) and then click the LINK icon.• Highlight the end of one phase and the beginning of the next and click the LINK icons.

Both methods are primarily the same except that the first method produces a black line thatruns through all of the tasks. We will use the second method.

1. Highlight rows 5-6.

2. Click on the LINK icon on the toolbar:







Dissolving LinksThere are several methods of breaking the link between two tasks:• Using the graph, double click the arrows joining the tasks and select “DELETE”.• Using the table, highlight the cells the tasks are in and click on the “Unlink Tasks” icon.

Adjusting the TimescaleThe Gantt chart displays the project in terms of weeks, but is it possible to alter the time scaleused. To see a more detailed Gantt chart, we will display the units in days instead of thedefault of weeks.

1. From the menu, click on: FORMAT – TIMESCALE.2. If necessary, click on the Timescale tab.3. Change the UNITS in the Major Scale section to DAYS.4. Click on OK.

Going to a TaskTo view a task on the Gantt Chart that is not currently visible in the Gantt Chart window, followthese steps:1. On the Entry Table, click on a task.2. From the toolbar, click on the “Goto Selected Task” icon:

The corresponding task on the Gantt Chart should now be visible.


Adjusting Working HoursBy default, Project creates a project based on a Standard working calendar of Monday throughFriday, 8 to 12, and 1 to 5pm. If you intend to work weekends, or if there are any weekdaysthat you do not wish to work, (holidays, etc.) then you will need to either alter the standardcalendar or create a new calendar and then tell Project to use the new calendar.

Creating a new Calendar1. From the menu, click on: TOOLS – CHANGE WORKING TIME2. Click on the button: NEW3. In the “Name” box, type: Home Project4. Click on the option: “Create New Base Calendar”5. Click on: OK.

Setting Working hours in the New Calendar6. Verify that the “For” box is displaying the new calendar name: “Home Project”.7. With the mouse, click and drag across the headers: S M T W TH F S8. At “Make Dates”, click on: Working9. With the mouse, click and drag across the headers: M T W TH F

10. Working time for weekdays is 6pm to 10pm. Enterthese times in the “Working Time” section as shown.Be sure to delete the information in the second row.

Setting Nonworking days11. Use the scroll bars to display September of ’97.12. Click on September 1, 1997.13. At “Make dates”, click on Nonworking.14. Click on OK.

Telling Project to Use the “Home Project” CalendarWe have created a new calendar and now we will tell Project to use it.

1. From the menu, click on: FILE – PROJECT INFO2. At “Calendar”, click the down arrow and select: Home Project3. Click on: OK

Note that although the total duration for the project has not changed, the project now stretchesover a longer period. This is because there are less working hours per week.

More on Task RelationshipsDifferent tasks in a project can relate to each other in different ways. For example, they canoccur simultaneously or perhaps one must be completed before the other one can be started.

Predecessor: a task that must start or finish before another task can begin.Successor: a task that depends upon the start or finish status of the previous task.


The elongatedarrow indicateslead time in theGantt Chart.

There are four ways you can relate tasks in Project:Task Relationship Description

Finish-to-Start (FS) A task begins when its predecessor is complete. This isthe default relationship.

Start-to-start (SS) The specified tasks need to start at the same time.Finish-to-Finish (FF) The specified tasks need to finish at the same time.Start-to-finish (SF) A task finishes when its predecessor starts.

Lag Time/Lead TimeUse Lead/Lag time when you have linked two or more tasks and you wish to have thesuccessor start before its predecessor is completely finished (lead time) or to have thesuccessor start well after its predecessor is complete (lag time).

Lead Time: The task that follows (the successor) starts before the proceeding task (thepredecessor) is complete. For example, you can grout one wall of tile eventhough you have not tiled the entire room.

Lag Time: The task which follows (the successor) starts well after the proceeding task (thepredecessor) is complete. For example, you must wait for the paint to drybefore you can hang pictures.

Exercise: Adjust lag/lead time between linked tasksWe must wait one day for the paint to dry (task 27) until we can replace the fixtures (task 28).1. Click on “Replace Fixtures” (Row 28).

2. From the toolbar, click on the INFORMATION icon: 3. Click on the “Predecessor” tab.

4. In the “LAG” column, type 1d.5. Click on OK.

NOTE:You can also access the “Task Information” window by:• Double clicking the blue arrow between two tasks on the Gantt Chart or• Double clicking the name of a task on the “Entry Table”.


Elapsed Duration versus Working Duration.When you enter a lag time, it is based on working hours, not elapsed time. For example,suppose you paint on Friday, you do not work weekends, and you specified a lag time of 1 dayto let the paint dry. The lag would be applied to the first working day (Monday), and the nexttask would not begin until Tuesday. To allow Project to assign Lag time to non-working days(Saturday and Sunday) you need to place the letter “e” into the lag duration. For example, 1dbecomes 1ed.

Lead Examples Description-.5d Begin the next task ½ a day before the previous task ends.-50% Begin the next task when the previous task is 50% complete.-3h Begin the next task 3 hours before the before the previous

task ends.0d No lag or lead timeLag Examples Description10h Start the next task ten hours after the previous task is

complete..5 Start the next task ½ a day after the previous task ends.1ed The task starts 1 day after the previous task ends, regardless

if it is a working day or not. (“e” stands for elapsed time.)

Scheduling A Task To Start Or Finish Relative To A Specific DateWhen tasks must either end on a specific date or begin on a specific date, you can createconstrains.

1. On the Entry Table, click on a task.2. From the toolbar, click on the “Information” icon.3. Click on the “Advanced” tab.4. In the “Constraint Task” section, click the down arrow at “Type”.

Constraint Type & Description DescriptionAs Soon As Possible This is the default setting. Starts the task ASAP

based upon other constraints and relationships. Donot enter a date for this constraint.

As Late As Possible Starts the task as late as possible based upon otherconstraints and relationships. Use when scheduling aproject from the project finish date. Do not enter adate for this constraint.

Finish No Earlier Than Finishes the task on or after the date you specify.Start No Earlier Than Starts the task on or after the date you specify.Finish No Later Than Finishes the task on or before the date you specify.Start No Later Than Starts the task on or before the date you specify.Must Finish On Finishes the task on the specified date.Must Start On Starts the task on the specified date.


STEP 4: CREATING A RESOURCE LISTBy allocating resources, you can determine cost of a task and the project thus allowing you tomanage your resources more efficiency. There are two places to assign costs:

Resource List - Expenses that vary according to hours or times used (labor, equipment rental,use fees) should be entered into the resource list.

Cost Table - Fixed expenses (materials cost, permit fees) should be entered into the CostTable.

Creating the Resource ListAssigning costs using the resource list involves two steps:

a. Creating the Resource List.b. Assigning items from the Resource List to tasks.

1. From the menu, click on: VIEW – RESOURCE SHEET.2. From the menu, click on: VIEW – TABLE: – ENTRY

ResourceName:Type thename of theresourcehere.

Initials:(Opt) Thesecan bemade toshow up onthe Ganttchart ratherthan theresourcename.

Max Units:Maximum numberof units of thisresource that areavailable. Forexample, .5indicates that theresource is to workno more than ½ aday on any task.Enter 1 if theresource isavailable full time.2.5 would indicatethat you have twofull time workersand one ½ time.

Std. Rate: The costper unit of time tocharge for the use ofthe resource.Examples:30/h = $30 per hours.600/w =$600/week.

Ovt. Rate: Therate charged whenthe resource isworks overtimehours.

Cost/Use: Theflat rate incurredeach time theresource is used.

Accrue At: Accruement hasan effect only when interimreports are generated.

There are 3 options:• START: The full cost of

the task is accrued at thebeginning of the taskwhether the task hasbeen completed or not.

• END: The cost of thetask is accrued when atask is 100% complete.

• PRORATED: The costof the task is accrued asthe project proceeds.

Base Calendar:Select a basecalendar from thedrop down list.The resource mustadhere to thecalendar selected.

Code: You canuse this foranything. Themost commonuse if to placeaccountingcodes so youcan group taskcost informationfor exportinginto otherapplications.

Group:Allows youto assign aresource toa generalcategory.


Name: Displays all the names entered into the Resource Sheet. Double click aresource name to view or edit it.

Assign: Click a resource nameand then click “Assign” to assignthe resource to the selected task.Hold down the CONTROL key toselect multiple resources.

Remove: Click a resourcename and then click “Remove”to unassign the resource to theselected task.

Replace: Replaces theselected resources with otherresources.

3. Create the following Resource List:

• You will have zeroes where the picture has blanks. This was done for clarity.• Utilities On/Off – we are charged each time utilities are turned on or off.• At “Base Calendar”, double click an item to select the base calendar to use. Note that

some resources are not available on weekends and nights and have been assigned to the“Standard” calendar. Once assigned to a task, the tasks on the Gantt chart willautomatically adjust their dates to reflect this constraint.

STEP 5: ASSIGNING RESOURCES TO TASKSNow that the Resource Sheet has been created, we can assign resources to tasks.

1. From the menu, click on: VIEW – GANTT CHART.2. From the menu, click on: VIEW – TABLE: - ENTRY.

3. From the toolbar, click on the “Resource Assignment” icon.


Design Phase AssignmentsHere we will decide who will work on the design phase of the project.

1. In the Entry Table, click on row 3.2. Hold down the CONTROL key on the keyboard and click row 5.3. In the “Name” column in the “Resource Assignment” window, click on ME.4. In the “Resource Assignment” window, click on ASSIGN.5. Click on row 4.6. In the “Name” column in the “Resource Assignment” window, click on F.L. Wright.7. In the “Resource Assignment” window, click on ASSIGN.

Purchasing Phase Assignments• The Fixed Costs (materials) will be assigned using another method.• Variable costs such as equipment rental must be assigned to the tasks in which they are

utilized, not when they are purchased.• Here we will assign someone to spend time acquiring the materials and renting the

equipment. It is the cost of their time that we will incur in this section.

1. Highlight rows 8-11.2. Hold down the Control key and highlight rows 13-15.3. In the “Name” column of the “Resource Assignment” window, click on: WES4. In the “Resource Assignment” window, click on ASSIGN.

Demolition Phase AssignmentsHere we will assign who will perform the 3 tasks.

1. In the Entry Table, highlight row: 17 (Remove Fixtures).2. In the “Name” column of the “Resource Assignment” window, click on: WENDY3. Hold down the CONTROL key and click on: UTILITIES ON/OFF4. In the “Resource Assignment” window, click on ASSIGN.

5. In the Entry Table, highlight row: 18 (Remove Plaster).6. In the “Name” column of the “Resource Assignment” window, click: Arnold’s Demolition7. In the “Resource Assignment” window, click on ASSIGN.

8. In the Entry Table, highlight row: 19 (Dispose of Debris).9. In the “Name” column of “Resource Assignment”, click on: Jon’s Debris Removal.10. In the “Resource Assignment” window, click on ASSIGN.

Construction Phase AssignmentsHere we must assign two types of resources:• Assign workers to each task.• Allocate the costs of rented equipment to the task where it will be utilized.

1. Click on row 21 (Install 2 New Electric Outlets).2. In the “Name” column of “Resource Assignment”, click on: Doc Brown’s Electric.3. In the “Resource Assignment” window, click on ASSIGN.


4. Click on row 22 (Hand Tar Paper).5. In the “Name” column of “Resource Assignment”, click on: WES.6. In the “Resource Assignment” window, click on ASSIGN.

7. Click on row 23 (Apply Concrete Board).8. In the “Name” column of “Resource Assignment”, click on: Wendy.9. Hold down the CONTROL key and click on: WES, ME, CONCRETE DRILL, and SAW.10. In the “Resource Assignment” window, click on ASSIGN.

11. Click on row 24 (Prepare Surface)12. In the “Name” column of “Resource Assignment”, click on: WENDY.13. In the “Resource Assignment” window, click on ASSIGN.

14. Click on row 25 (Tile Room)15. In the “Name” column of “Resource Assignment”, click on: ME.16. Hold down the CONTROL key and click on: TILE CUTTER17. In the “Resource Assignment” window, click on ASSIGN.

18. Click on row 26 (Grout Between Tile)19. In the “Name” column of “Resource Assignment”, highlight: WES & WENDY.20. In the “Resource Assignment” window, click on ASSIGN.

21. Click on row 27 (Paint Non-Tiled Surfaces)22. In the “Name” column of “Resource Assignment”, highlight: WES & WENDY.23. In the “Resource Assignment” window, click on ASSIGN.

24. Click on row 28 (Replace Fixtures)25. In the “Name” column of “Resource Assignment”, highlight: WENDY.26. Hold down the CONTROL key and click: UTILITIES ON/OFF27. In the “Resource Assignment” window, click on ASSIGN.

1. Click on CLOSE in the “Resource Assignment” window.2. Drag the vertical split in the center of the scree to the right to view the Resource Names

column.

Assign Fixed CostsThe only costs left to assign are the fixed costs for materials.

1. From the menu, click on: VIEW – TABLE: - COST2. Enter the fixed costs as shown in the picture below.


STEP 6: ANALYZE/ADJUST PROJECT

When evaluating your project, you will probably want to consider such topics as:• The Duration of the project.• How resources are allocated.• The cost of the project.

Project DurationThe most common problem when evaluating a project it that it is too long. Fortunately, thereare several methods of shorting the duration of a project. First, it is important to understandthat by default, task duration is “Resource Driven”. This means the duration originallyassigned to a task can change depending upon the resource assigned to it. The followingexample illustrates this relationship.

Resource working hours are shorter than Calendar Working HoursWhen the Resource’s Working hours per day are less then the project working hours perday the length of the task will increase over what was originally planned. For example, atask was scheduled to last one day, but you assign a resource to it that can only work 4hours per day, the task will stretch over two days instead of one. Note that the Table Entrychart will still display only 1 day in the duration column. This is because the total duration isstill only 1 day (4 hrs. + 4 hrs. = 8Hrs. = 1 day) The start/finish dates will reflect two daysand the Gantt chart will also display a bar stretching over two days.

Methods of Shortening Task Duration:

Increase the working hours per day for the resource.This will allow more work to be accomplish per working day. i.e., if you work longer hours,you get more accomplished. Note that this method involves changing what is considerednormal working hours of a resource and does not incur overtime rates.

1. From the menu, click on: TOOLS – CHANGE WORKING TIME2. In the “For” box, select the name of the resource.3. Highlight the days involved and increase the working hours.

Assign more workers to the task.This will allow more work to be done in the same amount of time. Note that you canoverallocate resources using this method.

1. In the Gantt Chart/Table Entry view, click on the task to be affected.2. From the toolbar, click on the “Resource Assignment” icon.3. In the “Units” column, type the number of resources to be assigned to the project.


Allow Overtime HoursAgain, this will allow more work to be accomplished per day. Note that you will also becharged an overtime rate using this method.1. In the Gantt Chart/Table Entry view, click on the task to be affected.2. From the menu, click on: WINDOW – SPLIT.3. Click in the lower of the 3 windows.4. From the menu, click on: FORMAT – DETAILS – RESOURCE WORK5. In the “Ovt. Work” column, type in the Overtime hours. (e.g. 4h)6. To update, the Gantt chart, press F9 on the keyboard.7. To hide the lower window, from the menu, click on: WINDOW – REMOVE SPLIT

Adjust Task RelationshipWhen tasks are linked, the successor can not begin before its predecessor is complete.This is known as a “Finish to Start” relationship and is the default when linking tasks. If twolinked tasks can be worked on simultaneously, their relationship can be changed to a “Startto Start” relationship.

1. View the Gantt Chart (View – Gantt Chart)2. Double click the line connecting the two tasks involved.3. In the “Type” box, click the down arrow and select “START to START”4. Click on OK.

Allow Lead TimeLead time is when two linked tasks have a Finish to Start relationship, but the succeedingtask can begin before its predecessor is completely finished.

1. Display the Gantt Chart and Table Entry view.2. Click on the task on the table that will begin early.3. Click on the “Task Information” icon on the toolbar.4. Click on the “Predecessors” tab.5. In the “Lag” column, type in the lead time in negative numbers. For example, to begin

½ day early, type in: -.5d

Adjust Start / Stop DatesNormally, a linked tasks starts immediately after its predecessor finishes. However, if itwas necessary to assign Start dates to tasks manually rather than letting Project assignthem, you may have gaps between tasks. If this is the case, you will have to carefullyexamine your chart looking for ways to rearrange task order, start times, etc.


Resource AllocationWhen a resource’s working hours per day isexceeded, it is considered to be overallocated. Forexample, a laborer works 12 hours per day whentheir resource calendar only calls for 8 hours perday. Overallocation occurs most frequently whenthe same resource is assigned to non-linked tasksoccurring simultaneously.

View the Resource Management ToolbarUse the “Resource Management” toolbar to findoverallocated resources:1. From the menu, click on:

VIEW – TOOLBARS.2. From the list, select:

“Resource Management”.3. Click on SHOW.4. Click on CLOSE.

Viewing Overallocated Resources5. From the toolbar, click on the “Resource

Allocation View” icon:

A window similar to the picture to the right appears. Overallocated resources are in red.6. Click on the name of the resource that is overallocated.7. From the toolbar, click on the “Goto Overallocation” icon:

You can now tell which resources that are overallocated and the specific tasks they areassigned to. At this point the resource allocation can be changed.

Reassigning Resources1. Click on the name of the task whose resource is to be reassigned.2. On the “Resource Management” toolbar, click on the “Resource Assignment” icon:3. In the “Resource Assignment” window, click the overallocated resource.4. In the “Resource Assignment” window, click on the REPLACE button.5. In the “Replace Resource” window, click the resource that will replace the overallocated

resource.6. Click on OK, then click on CLOSE.

To see the reassignment on the Gantt chart, click on the name of the resource you reassignedthe task to in the “Resource Name” column.

Returning to Task Entry View1. On the “Resource Management” toolbar, click on the “View Task Entry” icon:2. From the menu, click on: WINDOW – REMOVE SPLIT


Project CostMethods for reducing the cost of a project are nearly the exact opposite of the steps taken toshorten the duration of a project. You can reduce the cost of a project by:• Shortening the schedule.• Avoid overtime pay.• Reduce the number of tasks or resources employed.

To view tasks and their associated costs:

1. From the menu, click on: VIEW – GANTT CHART2. From the menu, click on: VIEW – TABLE ______ - COST

A window similar to the one below will open. Note that your figures will not be the same asthose shown here.

Fixed Costs: These costs will only be present if they were typed here by the user.Total Cost: This is a combination of Fixed costs and the cost of resources.Baseline: This contains the expected costs prior to beginning the project.Variance: This is the Baseline cost subtracted from the Total Cost.Actual: The cost of the project at its current point of completion.Remaining: The costs that are still to incur at the project’s current state of completion.


STEP 7: DOCUMENT TASK PROGRESSAs the project proceeds, you may wish to record its progress, noting any deviations from yourplanned schedule.

Creating a BaselineA baseline is a snapshot of you project before actual work begins and changes are made tothe schedule. You can then compare the actual project to the baseline. The baseline includestask start and finish dates, resources, and costs.

1. From the menu, click on: TOOLS – TRACKING – SAVE BASELINE.2. Select the options: Save Baseline and Entire Project3. Click on OK.

Recording A Project’s ProgressThe purpose of a baseline is to compare the planned schedule to the actual one. You canrecord the a task’s progress using any of the following methods:

Status of Task How to TrackThe task was completedon schedule.

Mark its Percent Complete at 100%. This will:• Set the Actual Start & Finish dates to match the baseline.• Set the Actual Duration to match the baseline

The task is ½completed.

Mark its Percent Complete at 50%. This will:• Set the actual duration to the amount completed only.• Set the remaining duration the amount that still needs to be

completed.• The actual finish date will not be filled in yet.

The task was completedlate but started on time.

Set the Actual Finish Date to the actual date completed. This will:• Leave the original start date and update the finish date.• Change the actual duration.• Set the Percent Complete at 100%.• Alter the Start date of the succeeding task if they are linked.

The task is starting late. Set the Actual Start Date to the new start date. This will:• Not affect duration, finish date, or percent complete.• Note that if it is starting late because its predecessor ended

late, its Actual Start Date will be updated automatically.The task is startingEarly.

Set the Actual Start Date to the new start date. This will:• Not effect the Percent Complete.• Not effect the Finish date.• Will increase the duration until you enter a new finish date.

The task’s Duration isexpected to take longerthan planned.

In Table Entry View, Increase the Duration. This will:• Update the Start/Finish dates.• Do not alter this in the “Task Information” box because it will

not update the dates.


Using the Tracking ToolbarThe general procedure for updating a task’s status is to:• Click on the Task.• Open the “Update Tasks” dialogue box (Tools – Tracking – Update Tasks)

However, there is a Tracking toolbar that makes tracking somewhat easier.

1. From the menu, click on: VIEW – TOOLBARS2. Select the TRACKING toolbar and click on SHOW, then CLOSE.

Project Statistics:Displays theproject’s summaryinformtion.

Update as Scheduled:Use this to markhighlighted tasks as 100%completed as they werescheduled. This will onlyaffect tasks whosestart/finish dates havealready gone by comparedto the “Current date” listedin: File – Project Info –Current Date.

Reschedule Work:If the highlightedtask’s start date isbefore the “CurrentDate” (File - ProjectInfo.), then thetask(s) start date willbe rescheduled tostart on the “CurrentDate”.

Update Tasks:Opens the “UpdateTasks” dialogue box.

Update Tasks Range:Opens the “UpdateTasks” dialogue box andsteps through all of yourtasks or the selectedtasks one at a time.

Percent Complete:Marks the selectedtask(s) at thepercent completedfor the buttonchosen.

Update Resources:Updates the timesheet,then opens the ResourceUpdate Options dialogbox, which you use toselect the resource workyou want to update.

Workgroup Toolbar:Hides/displays theWorkgroup toolbar.


Exercise: Updating TasksWe will now track the progress of our tasks. The Tracking Toolbar is open.

Marking Tasks 100% Complete:1. Highlight rows 3-5.2. Click on the 100% complete icon.

3. Highlight rows 8-10.4. Click on the 100% complete icon.


7. Click in row 18.8. Click on the 100% complete icon.



Changing the Duration & Marking at 100% Complete“Removal of Fixtures” in row 17 took 3 hrs. instead of 2 hrs. as planned. The task is complete.This can be done in Table Entry View or Table Work View.

1. Display the “Table Work” view: VIEW – TABLE – WORK.2. Change the Duration in row 17 to 3h.3. Click on the 100% complete icon.

Postponing the Starting DateDispose of Debris was delayed by two days due to an earthquake that has closed all roads tothe city dump. However, the task is now complete.

1. Click in row 19.2. Click on the “Update Tasks” icon on the Tracking Toolbar.3. In the “Actual Start” box, type in a date that is two days after the “Current Start” date.4. In the “Percent Complete” box, type in 100.5. Click on OK.

Extending the Finishing DatePlacing the Concrete board took 3 days longer than expected so we wish to increase the finishdate by 3 days.

1. Click in row 23.2. Click on the “Update Tasks” icon on the Tracking Toolbar.3. In the “Actual Finish” box, type in a date that is two days after the “Current Finish” date.

(The task will be marked as 100% complete automatically.)


Marking a task at 50% completeThe final task, Replace Fixtures in row 28 is only 50% complete.

1. Click in row 28.2. Click on the 50% complete icon.


PRINTING & REPORTS

Project can print all of the views displayed on the screen. Further, it also comes with pre-designed reports which display the most commonly desired information.

Printing the Current View1. Display any of the views you desire. (View – Calendar, for example)2. From the toolbar, click on the Print Preview icon.3. To Print, click on the PRINT button or to Close, click on the CLOSE icon.

ReportsThere are numerous reports available in Project, the can be viewed and printed. To accessthem:1. From the menu, click on: VIEW – REPORTS2. Click a category and then click on SELECT3. Click a report and then click SELECT4. To Print, click on the PRINT button or to Close, click on the CLOSE button.

The remainder of this handout shows the different reports available.

PROJECT OVERVIEW – SUMMARY


Overview – Working Days

Current Activities – Completed Tasks

Current Activities – Tasks in Progress


Costs - Weekly Cash Flow

Costs - Budget

Assignments – Who Does What


Assignments – Who Does What When

Assignments – Weekly To Do List (Filtered for Wes)

Assignments – Overallocated Resources


Workload – Task Usage

Workload – Resource Usage

Microsoft Project

Documents

project duration

task duration

task entry

telling project

project defaults

analyzeadjust project

new project

project cost