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(PDF) Ms project tutorial | Quynh Dinh – – Document details

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Microsoft Project is a powerful tool for creating and managing projects. large number of Project templates available for free download via the web. Microsoft Project looks different from previous versions, so we created this guide to help you minimize the learning curve.
 
 

Microsoft project manual 2013 pdf free.Project 2013 Quick Start Guide

 
Microsoft Project is a powerful tool for creating and managing projects. large number of Project templates available for free download via the web. Microsoft Project looks different from previous versions, so we created this guide to help you minimize the learning curve.

 

Microsoft project manual 2013 pdf free –

 

Type Pre-Production begins and press Enter. To insert multiple new tasks, select multiple tasks and then press Insert. The same number of new tasks will be inserted as the number you selected. A sample WBS for this project is shown in Figure Create Summary Tasks After you enter tasks in your project, it can be helpful to organize your project by grouping related tasks into phases, or groups of closely related tasks that encompass a major section of your project.

The phases, represented by summary tasks, identify the major phases and sub-phases in your project. A summary task is made up of and summarizes all of the tasks within its hierarchical structure, which could also include other summary tasks, detail tasks, or subtasks that fall below it.

A work breakdown structure WBS is the hierarchical decomposition of the work to complete the project. Figure depicts a box-type, or graphical, WBS for the case study project you are working on in this book. There are other WBS formats that can be used but these are the two most common. Select tasks 1 through On the Task ribbon, in the Insert command group, click the Summary button. A new summary task row is inserted above the selected tasks, all selected tasks are shifted down and renumbered, and they are all now part of this new summary task.

Type the following task names below task 11, Pre-Production complete. Production Post-Production Note that each of these became part of the previous section. You want each of these to become a summary task. Select tasks 12 and On the ribbon, in the Schedule command group, select the Outdent button. Click the name of task 13, Post-Production, and press Insert twice. Two blank tasks are inserted above the Post-Production task.

Type the following task names and durations below task 12, Production. Task Name Duration Production begins 0d Production complete 0d 8. Type the following tasks names and durations below task 15, Post-Production.

Select tasks 13 and On the Task ribbon, in the Schedule group, click the Indent button. Tasks 13 and 14 are indented and task 12 becomes a summary task. All of the selected tasks will be indented and a new summary task line will appear. Select tasks 16 and Tasks 16 and 17 are indented and task 15 becomes a summary task. Figure Summary task Gantt bar Gantt Chart showing summary and indented tasks.

The appearance of the Production and Post-production summary tasks will change once additional tasks are added in later lessons. You have just organized your tasks into phases. Working with phases and tasks in Microsoft Project is similar to working with an outline in Microsoft Word. You can create phases by indenting and outdenting tasks, and you can collapse an entire task list into its phase components.

This approach works from general to specific. This approach works from specific to general. In the Auto Scheduling mode, the links create a sequential dependency in which one task depends on the start or completion of another task in order to begin or end. Linking Two Tasks When you created your project, all of the tasks in the project schedule were scheduled to start on the same date — the project start date.

You must create a dependency, or link, between tasks to correctly reflect the order in which work must be completed. In this exercise, you will link two tasks to reflect the actual order in which they will occur. Select tasks 2 and 3. Tasks 2 and 3 are now linked with a finish-to-start relationship. Select the name cells of tasks 3 and 4. Microsoft Project changed the start date of task 4 to the next working day following the completion of task 3. Note that because January 18 was a nonworking day the Martin Luther King holiday you set up , task 3 does not finish until January 25 and task 4 does not start until January If necessary, scroll the Gantt Chart to January 24 so that the link you just created is visible.

When you started the exercise in this section, all of the tasks in the project schedule were scheduled to start on the same date — the project start date.

You have just linked two tasks to reflect the actual order in which they will occur. A link is a logical connection between tasks that controls sequence and defines the relationship between two or more tasks. These two tasks have a finish-to-start relationship. The first task is called the predecessor, a task whose start or end date determines the start or finish of another task or tasks.

Any task can be a predecessor for one or more tasks. The second task is called the successor, a task whose start or finish is driven by another task or tasks. Again, any task can be a successor to one or more predecessor tasks. The second task occurs after the first task. This is called a sequence, or the chronological order in which tasks must occur.

Tasks can have only one of four types of task relationships, as shown in Table Do not get task relationships in Microsoft Project confused with task dependencies in project management. A dependency is a need or a condition that exists between two elements. Knowing the dependency is an important factor in defining the task relationships.

The first task MUST be done before the second task, i. Lags will be discussed in detail in Lesson A music track must be recorded before it can be edited. Start-to-start SS The start date of the predecessor task determines the start date of the successor task. Booking musicians and Booking dancers are related tasks and can occur simultaneously.

Finish-to-finish FF The finish date of the predecessor task determines the finish date of the successor task. Tasks that require the use of specific equipment must end when the equipment rental ends. Start-to-finish SF This relationship type is rarely used. The start date of the predecessor task determines the finish date of the successor task.

The time when the production sound studio becomes available determines when rehearsals must end. The first task does not necessarily have to be done in order to complete the second task, i. It is preferred, but not absolutely necessary.

Dependencies of this type can have any one of the relationships. External dependencies are usually outside of the control of the project team. Select the names of tasks 4 through Note the new feature in Project where the row height indicators extend out into the Gantt Chart area. Tasks 4 through 11 are now linked with a finish-to-start relationship. Select the View tab. In the Zoom group, click the Entire Project button.

Click the name of the task that you wish to set as the successor. Then on the Task ribbon, click the Information button, and then click the Predecessors tab. Click the first cell in the Task Name column, and then click the arrow to select the task you wish to set as the predecessor.

Linking Milestones Now that you have linked some of the tasks in the project schedule, you will link milestones across summary tasks.

Linking milestones to each other reflects the sequential nature of the overall phases. Select the name of task 11, Pre-Production complete, and, while holding down the Ctrl key, select the name of task 13, Production begins. This is how you select nonadjacent tasks in a table in Microsoft Project.

In the Schedule group click the Link the Selected Tasks button. Tasks 11 and 13 are linked with a finish-to-start relationship. Select the predecessor cell of task 16, Production complete. Type 14 and press Enter. Tasks 14 and 16 are linked with a finish-to-start relationship. They will move to the right side of the Gantt bar chart once you add and link more subtasks in a future lesson. Point to the predecessor task until the pointer changes to a four-arrow star.

Drag the pointer up or down to the task bar of the successor task. Microsoft Project will link the two tasks. Notice that while you are dragging, the pointer image changes to a chain link. Be aware, however, that this method requires very precise and accurate mouse control and is not recommended. In this exercise, you linked milestones across summary tasks. When you link milestones, you set up the natural flow of the project — when one phase finishes, the next phase begins.

In this particular project, you have not yet entered all of the subtasks for the Production and PostProduction phases, so the graphical representation of the milestones and links on the Gantt Chart may have looked a bit strange.

Once you begin to enter and link these tasks, the project will begin to look more like the Pre-Production section of the Gantt Chart. Additional task information that is important to the project can be recorded in a note. You can also provide more information about a task by linking it to another file, an intranet page, or an Internet page through a hyperlink. Attaching a note to a task in a project schedule allows you to document important information while keeping your project schedule succinct.

In this exercise, you enter a task note. Select task 7, Book musicians, by clicking on the task number 7. On the Task ribbon, in the Properties group, click the Task Notes icon. The Task Information dialog box appears with the Notes tab displayed. A note icon appears in the Indicators column for task 7.

The Indicators column is the first column to the right of the task ID column. Point to the note icon. The note appears in a ScreenTip. For longer notes, or to see other task information, you can double-click the note icon and the Task Information box will display the full text of the note. The note icon and ScreenTip are shown in Figure As you saw in this exercise, you enter and review task notes on the Notes tab in the Task Information dialog box.

You can enter a wide variety of additional information to help clarify or enhance your project schedule. You can also attach a file, paste text and graphics from other Microsoft programs, insert sound or video files, add photos to link faces with resource names , company logos, PowerPoint slides or presentations, and organizational charts.

Do not worry about filling this field up — it can hold 64, characters. You can view both the project statistics and the Gantt Chart for the entire project. Click the Project tab, and then click Project Information in the Properties group. The Project Information dialog box appears, as shown in Figure Figure Project Information dialog box Statistics button 2. Click the Statistics button.

The Project Statistics dialog box appears and displays information such as the project start and finish dates and duration. The statistics dialog box is shown in Figure Note that, based on the current information entered, this project is slated for 95 days of duration, starting on January 4 and ending on May 16, Click the Close button to close the Project Statistics dialog box.

If you are continuing to the next lesson, keep Project open. If you are not continuing to additional lessons, Close Project. Manual scheduling is not the default mode and creates a dynamic schedule. When you initially enter tasks into Project, they are linked in a finish-to-start relationship that can be changed later. The task note field can only contain words and not pictures. A milestone can be imposed on the project or developed and used by the project team to track project progress.

An estimated duration of 3 weeks for a task would be shown as 3ew. A task calendar defines working and nonworking times for an individual work resource. A summary task is derived from all of the detail tasks that fall below it. Once you have entered all of the tasks and durations for a project, the project duration does not change.

Tasks that are indented below a summary task are called successors. For tasks that are linked in a finish-to-start relationship, the finish date of the predecessor task determines the start date of the successor task.

Click the name of task 14, Production complete. Drag your cursor downward so that 5 rows are highlighted, including the row for task On the ribbon, in the Insert group, click Task. Click the blank Task Name field for task Starting in this field, enter the following tasks and durations: Task Scene 1 setup Scene 1 rehearsal Scene 1 vocal recording Scene 1 video shoot Scene 1 teardown Duration 2d 6h 1d 2d 1d 4. Project New Employee Orientation Add a note and hyperlink to a project schedule as reminders of information to be given to new employees.

Double-click the name of task 9, Take picture for employee ID. In the Task Information dialog box, on the Notes tab, key Remember to use blue backdrop for digital pics. Double-click the name of task 22, Complete health insurance paperwork. In the Task Information dialog box, key the note, Verify all insurance needs and any other insurance carriers.

Project Basics 35 Proficiency Assessment Project Hiring a New Employee You need to create a project schedule for the process of hiring a new employee for your department. OPEN a new blank project schedule. Set the project start date to be October 19, Enter the following tasks and durations: Task Duration Write job description 2d Notify departmental recruiter 1d Post job internally 5d Post job externally 5d Collect resumes 10d Review resumes 5d Set up interviews 3d Conduct interviews 8d Select candidate 1d Make offer milestone 3.

Assign a finish-to-start relationship to all the tasks. Change the dependency between tasks 3 and 4 to a start-to-start relationship. Change all tasks to the Auto Schedule mode. Use the Statistics button on the Project Information dialog box to determine the current project duration. SAVE the project schedule in the solutions folder for this lesson as Hiring Employee xxd where the xx in the file name is the duration in days of the project. For example, if the project is 13 days long, save the file as Hiring Employee 13d.

Project Don Funk Video: New Task Dependencies After reviewing your project schedule, you have determined that some of the tasks could be linked in a different way to make your project more efficient. Change tasks 9 and 10 so that they have a start-to-start relationship. Change tasks 7 and 8 so that they have a start-to-start relationship. Adjust the chart area of your screen so that the Gantt bars for these new relationships are visible. Convert all tasks to Auto Schedule.

Set tasks 6, 9, 10, and 14 as milestones. Assign a start-to-start relationship for tasks 1, 2, and 3. Assign a finish-to-start relationship for tasks 1 and 6, 3 and 9, and 2 and Assign a finish-to-start relationship for tasks 4, 5, 7, and 8. Assign a finish-to-start relationship for tasks 10 through Insert a new row after task Name this new task Scene 1. Add a milestone to begin the scene Scene 1 begin and a milestone to end the scene Scene 1 complete. Indent tasks 15 through 21 under the Scene 1 summary task you just created.

Add two more sets of summary and subtasks including durations for Scenes 2 and 3 under the Production summary task. They will be identical to the Scene 1 tasks and durations except for the scene number. Assign the subtasks for Scenes 1, 2 and 3 finish-to-start relationships.

Assign a finish-to-start relationship between the Scene 1 complete milestone and the Scene 2 begin milestone. Assign a finish-to-start relationship between the Scene 2 complete milestone and the Scene 3 begin milestone.

Link the Scene 3 complete milestone and the Production complete milestone with a finish-to-start dependency. Link the Production complete milestone and the Post-Production begins milestone with a finish-to-start dependency. He must also determine when these resources are available, how much work they can do, and their cost.

One of the most powerful tools in Microsoft Project is the ability to manage resources effectively. One view you will use in this lesson is the Resource Sheet view, as shown in Figure Rate Column Max. Units: the maximum capacity of a resource In this lesson, you will be working on establishing your project resources — which are the people, equipment, materials, and money used to complete the tasks in a project. Some of the features you will use in this lesson are shown on this screen. Use this figure as a reference for this lesson.

In this section, you learn how to establish and enter people resources in Project Establishing Individual People Resources People resources can be in the form of individuals, individuals identified by their job function or title, or groups of individuals with a common skill.

In this exercise, you practice setting up resource information for the individual people who will perform the tasks on the project. This saves the time and effort of retyping the information and reduces the possibility of data entry errors.

In the Resource Sheet view, click the empty cell directly below the Resource Name column heading. Type Jamie Reding and press Enter. Microsoft Project adds Jamie Reding as a work resource and automatically enters additional, default information. Figure Resource Sheet with newly entered resource 4.

Enter the remaining resource names into the Simple Resource Sheet. Enter the first column of names Scott Seely, Jeff Pike, etc. Figure Resource Sheet with resources added 40 Lesson 2 5. You are beginning to set up some of the basic resource information for the people who will work on this project. As you are entering this information, keep in mind two important aspects of resources: availability and cost. Cost refers to how much money will be needed to pay for the resources on a project.

Although setting up resource information in Microsoft Project may take a little extra time and effort, entering this information will provide you with more control over your project.

You will work with three types of resources in Microsoft Project: work resources, material resources, and cost resources. Work resources are the people and equipment that do work to accomplish the tasks of the project. Work resources use time to accomplish tasks. You will learn about material resources and cost resources later in this lesson. Establishing a Group Resource In the previous exercise, you set up resources that were individuals. Now, you will set up a single resource that represents multiple people, sometimes called a Generic Resource.

Click the blank Resource Name field below the last resource, type Sound Technician and then press Tab. In the Type field, make sure that Work is selected. Press Tab four times to move to the Max. Units field. You may only see a portion of the field name. To see the entire field name, expand the row just as you would in Excel. Place the cursor on the bottom of the header row in the ID column just above resource 1. Click and drag the row down. Microsoft Project will warn you if you assign a resource to more tasks than it can accomplish at its maximum units.

Establishing Resources 41 3. In the Max. You can simply click these arrows to scroll to the number you want displayed. Click the Max. This represents that she is only available part time on this project. To change to this format, click File on the ribbon, then Options, and then click the Schedule option.

In the Show assignment units as a box, select Decimal. In this exercise, you established a group resource. The resource named Sound Technician does not represent a single person. It actually represents a group of people called sound technicians. By setting the Max. You might not know specifically who the sound technicians will be at this point, but you can still proceed with more planning.

Keep in mind if you use a group resource, a single resource calendar will be assigned to that resource name. Therefore, it is beneficial to have all of the people represented by the resource name work the same hours.

In the Type field, select Work from the drop-down menu. Notice that the Resource Information dialog box contains many of the same fields as the Resource Sheet.

Figure Resource Information dialog box with newly added resource Resource name field Resource type field Establishing Resources 43 6. The Resource Information dialog box closes and the resource has been added. Notice that Microsoft Project has automatically wrapped the text in the Resource Name field. Note that the Max. This indicates that you will have two truck cameras available every workday.

Add the following additional equipment resources to the project schedule. You can use the Resource Information dialog box to enter your information, but entering it directly in Resource Sheet view is faster.

Make sure that Work is selected in the Type field for each resource. Figure Resource Sheet showing equipment resources added 9. Equipment resources tend to be more specialized than people resources.

Establishing Material Resources Material resources are consumable items used up as the tasks in a project are completed. Unlike work resources including human resources and equipment resources , material resources have no effect on the total amount of work scheduled to be performed on a task. For your music video project, DVDs are the consumable that interests you most. In this exercise, you practice entering material resources for your project. Type DVD and press Tab. In the Type field, click the arrow and select Material, then press Tab.

Notice that some of the fields columns , such as Max. Units, Ovt. Rate and Calendar, are not available when you change to a material type resource. In the Material Label field, type 2-hour disc and press Enter. This means you will use 2-hour discs as the unit of measure to track consumption during the project. Figure Material resource added to resource sheet Material label field is the unit of measure for the material resource Establishing Resources 45 5.

In this exercise you entered a material resource. Depending on the project management approach of your organization, you may or may not be required to track project material resources. Bear in mind that if the project requires material and these are not entered into the software, the final cost, as calculated by the software, will not be a true reflection of the project estimate.

A cost resource enables you to apply a cost to a task by assigning a cost item such as travel to that task. The cost resource has no relationship to the work assigned to the task, but assigning cost resources gives you more control when applying various types of costs to tasks within your project. Unlike fixed costs, you can apply as many cost resources to a task as necessary.

In this exercise, you add cost resources to the resource sheet for your project. Type Travel and then press Tab. In the Type field, click the arrow and select Cost.

The travel resource has now been established as a cost resource. Just as with a material resource, some fields are not available with a cost resource.

In the Type field, select Cost and press Enter. Also, unlike work resources, cost resources cannot have a calendar applied to them and therefore do not affect the scheduling of the task.

When you enter the cost information for resources, tracking the finances of a project becomes a more manageable task. Entering Resource Cost Information Knowing resource cost information will help you take full advantage of the cost management features of Microsoft Project. In this exercise, you practice entering cost information for both work and material resources. In the Resource Sheet, click the Std. Standard Rate field for resource 1, Jamie Reding. Establishing Resources 47 2. In the Std.

Rate column for resource 2, Scott Seely, type Rate column. Widen the Std. Rate column by moving the mouse pointer to the vertical divider line between the Std. Rate column and Ovt. Double-click the divider line. Figure Resource Sheet with the standard rate for first two resources entered. For a material resource, the standard rate is per unit of consumption. For this exercise, that is a 2-hour DVD.

Also note that you did not assign a cost to the cost resources; this is done when the cost resources are assigned to a task covered in Lesson 3. In the real world, it is often difficult to get cost information for people resources because this information is usually considered confidential. As a project manager, it is important that you are aware of the limitations of your project schedule because of the information available to you, and that you communicate these limitations to your project team Establishing Resources 49 and management.

As a project manager, tracking and managing cost information may be a significant part of your project responsibilities. You should define these times prior to assigning them to tasks. Resource working times apply only to people and equipment work resources — not to material resources. Now that you have entered resources and their associated pay rates in your project schedule, you can specify the working and nonworking times for some of these resources.

The resource calendar provides default working times for an entire project. Typically, you will need to make changes to the individual resource calendars to reflect vacation, flex-time work schedules, or conference attendance. In this exercise, you establish nonworking times for your individual work resources. Click the Project tab, then click Change Working Time. The Change Working Time dialog box appears. In the For Calendar box, select Jamie Reding.

Slide the button next to the calendar until the calendar is on January, Select the dates January 28 and In the first Name field under the Exceptions tab, type Vacation Days. Press Enter. Microsoft Project will not schedule Jamie Reding to work on these two days. Keep in mind that when you make changes to the project calendar, the changes are reflected in all resource calendars which are based on the project calendar. However, changes you make to the working times of an individual resource are not reflected in the project calendar.

Establishing Specific Work Schedules In addition to specifying exception times for resources, you can also set up a specific work schedule for any given resource. Establishing Resources 51 2. In the For Calendar box, select Scott Seely. Click the Work Weeks tab, and then click the Details button. In the Select day s box, click and drag to select Monday through Thursday.

Select the radio button next to Set day s to these specific working times. Press Enter to set your changes. Figure Details dialog box showing modified working times for Scott Seely 9. In the Select day s box, click Friday. Select the radio button next to Select Set days to nonworking time.

Click OK to close the Details dialog box. Click any Friday in the Change Working Time dialog box. Note that these days are set to nonworking time. Click any one day of the week, Monday — Thursday. Note the working times for these days. Modified working hours for Monday through Friday Fridays are grayed out indicating nonworking time If you need to edit several resource calendars in the same way to handle a flex-time schedule or night shift, for example , you might find it easier to assign a different base calendar to this group of resources.

A base calendar can be used as a task calendar, a project calendar, or resource calendar and specifies default working and nonworking times.

In the For Calendar box, select the desired resource and then in the Base Calendar box, select the desired base calendar. For a group of resources that will be using the same calendar, you can change the calendar directly in the Base Calendar column of the Entry table in the Resource Sheet view. You can customize these or use them as a basis for your own base calendar. You can add this additional information about a resource by attaching a note. Attaching a Note to a Resource In this exercise, you learn how to attach a scheduling note to a resource in Project In the Resource Name column, select the name of the resource 1, Jamie Reding.

On the ribbon, click the Resource tab, then click the Resource Notes button in the Properties command group on the ribbon. The Resource Information dialog box is displayed with the Notes tab visible. In the Notes box, type Jamie on vacation Jan 28 and 29; available for consult at home if necessary and click OK. A note icon appears in the indicator column. Point to the note icon in the Resource sheet. The note appears in a ScreenTip double-click the icon to display the full text of longer notes.

Figure Resource note displayed as a ScreenTip. Which of the following is NOT an example of a work resource? Yan Li b. DVD Disc d. It is helpful to assign a base calendar to a group of resources when they all a. A resource calendar does not apply to a. You can view information for the individual people who will perform the tasks on the project in the a. Calendar view. Gantt Chart view. Task Usage view. Resource Sheet view. You can provide additional information about how a resource is scheduled by a.

For which resource is the standard rate listed per tracking unit of consumption? If you have four electricians who can each work part-time 4 hours rather than 8 , what value should you assign to Max. If you assign a resource to more tasks than it can accomplish at its maximum units, the resource is a.

To add vacation days to the calendar for an individual work resource, which dialog box would you use? Resource Information b. Resource Notes c. Change Working Time d. It is often difficult to get cost information for people resources because a. Competency Assessment Project Hiring a New Employee In the previous lesson, you entered the tasks of a project schedule for hiring a new employee. Now you need to add some of the people resources that will be responsible for performing those tasks.

Enter the following resource names into the Simple Resource Sheet. Project Office Remodel You are in charge of the remodeling project for the kitchen and lunchroom for your office. Your facilities manager has just provided you with the resource pay rates for this project. You need to enter the pay rates in the project schedule.

Select the Resource Sheet view. For the drywall resource, click the Type field drop-down arrow and select Material, then press Tab. For the nails resource, click the Type field drop-down arrow and select Material, then press Tab. Rate field for resource 1, Toby Nixon. Enter the following standard pay rates for the remaining resources.

Now you need to add a note to one of the resources on the project. Select the name of resource 3, Amy Rusko. On the Resource ribbon, click the Resource Notes button in the Properties command group. Not available for any interviews. Close the Resource Information box. Select the name of resource 4, Jeff Smith. Click the Resource Notes button.

Available for interviews on November Now you need to add several equipment resources to make sure that your schedule flows smoothly. Change the view to Resource Sheet. Add the following equipment resources to the project schedule. Resource Name Max. Mastery Assessment Project Change Work Times for a Resource on Office Remodel You have just been told that one of your resources on your office remodel project is planning to take a week of vacation.

You need to add this information to your project schedule. Open the Change Working Time dialog box. Project Don Funk Music Video Problems A student who is interning with your company made some updates to the music video project schedule. Unfortunately, he is still learning about Microsoft Project and has entered some information incorrectly. You need to correct the problems with the project schedule before distributing it to your team.

Review the Resource Sheet for this project schedule. Based on what you have learned in this lesson about Resource Types, Maximum Units, and Standard Rates, find the resource errors in this project schedule and make corrections to them.

Hint: There are three resource errors in the project schedule. Study the last three resources on the sheet. If dry ice is a work resource and bottled water is a cost resource, make corrections to the information given for these resources estimate the rate if necessary. You first mapped out the initial tasks in the project, then identified the resources needed to complete the tasks in the project.

You activate the Assign Resources dialog box via the Assign Resources button located in the Assignments group on the Resource ribbon. Your Assign Resources dialog box should look similar to Figure or , depending upon whether the Resource List options are collapsed or expanded.

You can collapse the expanded list by clicking the button, now marked with a minus sign, once again. In this lesson you will use the Assign Resources dialog box and other methods to assign resources. You can assign individual resources to a task or multiple resources to a task at one time. Once assigned, you can track the resource working on the task. Microsoft Project also enables you to see whether or not resource assignments affect task duration. Making Individual Resource Assignments An assignment is the matching of a specific resource to a particular task, to either perform work or as a material or cost.

Depending on your perspective, you might call it a resource assignment or you might call it a task assignment. In the previous lessons, you mapped out tasks and resources for your project schedule. In this exercise, you learn how to assign work resources to the tasks they will perform.

Click the Resource tab and then click the Assign Resources button in the Assignments group. The Assign Resources dialog box appears. If the Assign Resources dialog box is covering the task name column, drag the dialog box into the middle of the screen. To access this dialog box, double click on the task you want to assign resources.

In the Task Name column, click the name of task 5, Develop production layouts. Assigning Multiple Resources Simultaneously You have just assigned one resource to a task. In this exercise, you will practice assigning multiple resources simultaneously to a task.

Once the resource has been assigned, it is moved to the top of the list. In the Task Name column, click the name of task 4, Develop scene blocking and schedule. In the Assign Resources dialog box, scroll down and click the name cell for Scott Seely. Scroll up or down in the list until the name Judy Lew is visible. Hold down Ctrl, then click the name cell for Judy Lew. Release the Ctrl key and then click the Assign button. Check marks appear next to the names of Scott Seely and Judy Lew, indicating you have assigned them both to task 4.

Move the center divider to the right to allow the Resource Names column to be visible. Click once on the Resource Name cell for task 6, Identify and reserve locations.

Then click the sub-menu arrow at the right of the cell. In the drop-down list, select the checkboxes for Jeff Pike and Yan Li. Figure Assigning resources using the drop-down list in the Resource Names column Checkmarks indicate the resources assigned to this task 9. Cross Ref Recall that in Lesson 2 you learned that Max. Units referred to the maximum capacity of a resource to accomplish tasks.

You may have noticed that the duration of task number 4 changed from 1 week to 1. Bear in mind that Microsoft Project is using the resource calendars to schedule the tasks. The duration is extended by. The last 8 hours of his portion of the work will not be completed until the following week. The capacity of a resource to work when you assign that resource to a task is measured in units. Units are recorded in the Max.

Units field on the Resource Sheet view. As you are assigning resources, you need to be careful that you do not over-allocate a resource, by assigning it more work than can be done within the normal work capacity of the resource. This may happen if you assign a resource to a task with more units than the resource has available. Another possibility is that you assign the resource to multiple tasks with schedules that overlap and with combined units that exceed those of the resource. This means that as you assign resources to a task, the duration remains constant and the work value is calculated.

The most obvious effect of this scheduling method is that, as you add or remove resources, the work value changes and therefore the costs change. Adding Work Resources to a Task You have started to define resource assignments for several tasks in your project schedule.

Now you will assign additional resources to those tasks. To view work information in each task, you will use a split view. Pay close attention to the results in relation to task duration and work in the split view. Click the View tab. In the Split View group on the ribbon, select the Details checkbox. The Task Form view appears in the bottom part of your screen. Click the name of task 3, Review screenplay. In the Task Form pane at the bottom of your screen, note the Work value of this task — hours.

Click the sub-menu arrow at the right of this cell, then select Jeff Pike. At the top of the Task Form portion of the screen, click the OK button. Microsoft Project assigns Jeff Pike to task 3. Wowk is the total amount of effort expended to complete a task.

Microsoft Project calculates work using a work formula: Work 5 Duration 3 Units. While you have the option of entering and displaying work in different units, by default, work is expressed in hours. Notice that when you added Jeff to task 3, Microsoft Project calculated his work using the formula above. The total work of the task doubled with the addition of this one resource.

Notice also that Project automatically highlighted the duration, which changed as a result of adding Jeff, based on his work schedule. Click the name of task 5, Develop production layouts. Jeff Pike is the only resource currently assigned to this task, work is calculated at hours and the duration is 1 month. In the Task Form screen click the check box for Effort driven. On the Ribbon bar, click File, then select Options.

On the Project Option dialog box, select Schedule. Navigate down to Scheduling options for this project and clear or select the New tasks are Effort driven check box. To change effort-driven scheduling for a single task or group of tasks, select the desired task s.

Click the Task ribbon and then in the Properties group, select the Information button. Select the Advanced tab of the Multiple Task Information dialog box. Clear or select the Effort driven check box.

Click once in the blank cell below Jeff Pike. From the drop-down menu, select Brenda Diaz. Then click the OK button at the upper portion of the Task Form screen. Notice that the duration has been changed to.

In this instance you applied effort-driven scheduling, which tells Microsoft Project to hold the work value constant and change the duration when resources are added or removed. Similar to the work formula but in the context of duration, the duration formula is used in effort-driven scheduling.

In an effort-driven task, the work value is held steady and the variable is units. In the example you used in the previous exercise, hours was the work value with one resource assigned. So, Duration 5 80 hours or. An Actions tag is an indicator that signals the user of a change, additional information, formatting options, etc. In Project , the Actions tag appears mainly when changes to units, duration, or work occurs. The Actions tag will appear only when certain methods are used to apply changes, such as adding resources with the Assign Resources dialog box.

The Actions tag only remains available until you perform your next action. In the Gantt Chart portion of the view, click on the name of task 5, Develop production layouts. Hold down Ctrl then locate and click Brad Sutton. Release the Ctrl key. Click the Assign button. These two resources are added to the task. In addition, an Actions tag appears to the left of the task name column.

Click the Actions tag button. A list of options regarding how you want to handle this additional resource is displayed.

For example, if you assigned resources in the Task Form on an effort-driven task, the Actions tag would not appear in the Gantt Chart portion of the view.

Select Increase the amount of work but keep the same duration. Click the name of task 6, Identify and reserve locations. Take note of the work data in the Task Form pane hours total. Hold down Ctrl, click Ryan Ihrig. Release the Ctrl key then click the Assign button. Microsoft Project assigns Annete and Ryan to the task. Because this task is using the default settings, Microsoft Project increases the total work value and keeps the task duration constant.

You have determined that this task does not require a full-time effort because these two additional resources will take over some of the administrative functions. Select: Reduce the hours resources work per day units , but keep the same duration and work.

Figure Split view showing details of task information after a resource addition Units and Work information recalculated after selecting the Actions option to reduce hours per day 68 Lesson 3 Click the Close button in the Assign Resources dialog box. Using effort-driven scheduling, Microsoft Project will maintain that work amount as the total effort required to perform that task until you tell it otherwise.

In this mode, Microsoft Project performs the work calculation at the FIRST work resource assignment, regardless of the number of work resources assigned i.

In general, if you have one resource working full-time on a task, the amount of work effort will match the duration. If your resource is not working full-time, or if you assign more than one resource to a task, then work and duration will not be equal.

You can now see the benefit of creating task relationships rather than setting start or finish dates. Because effort-driven scheduling results in decreased task durations, Microsoft Project adjusts the start dates of successor tasks that did not have a constraint such as a start or finish date. It does not need a resource or a work effort, and all you are doing is waiting for it to dry. You can use 4ed as the time duration, which signifies 4 elapsed days, the paint can dry regardless of whether it is a weekend or if it falls on a holiday.

Here in this example, the drying occurs over 24 hours over the weekend. They are used as major progress points to manage project success and stakeholder expectations.

They are primarily used for review, inputs and budgets. Mathematically, a milestone is a task of zero duration. And they can be put where there is a logical conclusion of a phase of work, or at deadlines imposed by the project plan. There are two ways you can insert a milestone. You can see the milestone appear with a rhombus symbol in the Gantt Chart View on the right.

MS Project converts it to a Milestone. But one can also convert a task of non-zero duration into a Milestone. This is rarely used and causes confusion. Double-click a particular Task name. Task Information dialog box opens.

Create Summary Task There can be a huge number of tasks in a project schedule, it is therefore a good idea to have a bunch of related tasks rolled up into a Summary Task to help you organize the plan in a better way. It helps you organize your plan into phases. In MS Project , you can have several number of sub-tasks under any higher level task. These higher level tasks are called Summary Task. At an even higher level, they are called Phases.

Remember because summary task is not a separate task entity but a phase of the project with several sub-tasks in it, the duration of the summary task is from the start of the first sub-task to the finish of the last sub-task. This will be automatically calculated by MS Project.

Of course, you can enter a manual duration of the summary task as well which could be different from the automatically calculated duration. MS Project will keep track of both but this can cause significant confusion. In most cases, you should ensure that there is no manually entered duration for any task you will be using as a Summary Task.

If you would like to group Task 4 and Task 5 into a Summary Task 1. You can do it in two ways. Method 1 Select the names of Task 4 and Task 5. Rename it to Summary Task 1. Method 2 You can click Task 4 row. You can rename the Task. Here it is renamed as Summary Task 1. Now select Task 4 and Task 5. For example, Task 2 can start once Task 1 has finished. These dependencies are called Links.

A Guide to the Project Management Body of Knowledge PMBOK Guide does not define the term dependency, but refers to it as a logical relationship, which in turn is defined as a dependency between two activities, or between an activity and a milestone.

In MS Project, the first task is called a predecessor because it precedes tasks that depend on it. The following task is called the successor because it succeeds, or follows tasks on which it is dependent. Any task can be a predecessor for one or more successor tasks. Likewise, any task can be a successor to one or more predecessor tasks.

There are only four types of task dependencies, here we present them with examples. Most used. One does not have to finish collecting survey response before starting the tabulation. Least used. Method 1 Select the two tasks you want to link. In the following screenshot taken as an example, we have selected names, Task 1 and Task 2.

Task 1 and Task 2 are linked with a Finish-to-Start relationship. A drop down box appears with all Tasks defined in the project. Choose the predecessor task. Click OK. Here I have chosen Task 3. All tasks get linked. To select non-adjacent tasks, hold down Ctrl key and select each task separately. Respect Links If you are in Manually Scheduled mode, any change in duration of the predecessor task will not reflect on Start date of Task 4.

Scheduling is controlled in two ways. Manual Scheduling: This is done to quickly capture some details without actually scheduling the tasks. It calculates values such as task durations, start dates, and finish dates automatically.

It takes into accounts all constraints, links and calendars. For example, at Lucerne Publishing, the new book launch plan has been reviewed by the resources who will carry out the work and by other project stakeholders.

Although you expect the plan to change somewhat as you learn more about the book launch, you now have enough confidence in the overall plan to switch from manual to automatic task scheduling. Converting Task to Automatic Schedule We have three different methods to convert a task to automatic schedule.

Method 1 If you want to change the mode for a particular task, say Task 5 in the following example. Click on Task Mode cell in the same row. Then, click the down arrow to open a dropdown box, you can select Auto Scheduled. Method 3 To switch completely to Auto Schedule mode: Toggle the scheduling mode of the plan by clicking the New Tasks status bar at the bottom-left and then selecting Auto scheduling mode. Go to File tab and click Options. They can be people, equipment, facilities, funding, or anything except labor required for the completion of a project task.

Optimum Resource Scheduling is the key to successful project management. Travel expenses, food expenses, etc. For example, paint being used while painting a wall. Note: Be aware of the crucial difference between People and Equipment resources. People resources will have limited work hours, say 6, 8 or 12 hours. Equipment resources have different working capacities of 2, 8 or 24 hours and could have maintenance breaks as well.

Also note, that it is possible multiple people resources might be using one equipment resource, or one equipment might be accomplishing multiple tasks. Enter Work Resource Names You can enter resource names according to your convenience. Click the cell directly below the Resource Name heading column. Enter Resources as an individual person, job function or group. The resource is available full-time on each workday. If a resource does not represent an individual person but a job function, where a group of people with the same skill set can work on the task, we can enter larger Max Units to represent the number of people in the group.

Click the Max. Units field for the Engineers resource. Press Enter. Units would mean you expect the resource capacity to be lower than a full-time resource.

Click the cell directly below Resource Name heading column. Enter Resource as an individual or job function. You can also enter overtime rates for work resources. Standard rates are calculated on per hour basis. Costs per use on the other hand are costs that do not vary with task.

Cost per use is a set fee used up to complete a task. There are three types of resources: work, material, and cost. Like paint being used while painting a wall. People resources will have limited work hours say 6, 8 or 12 hours. Equipment resources can have different working capacities of 2, 8 or 24 hours and could have maintenance breaks as well. Also note that it is possible multiple people resources might be using one equipment resource, or one equipment might be accomplishing multiple tasks.

Cost resources do not use pay rates. Remember cost per use and cost resources are two different things. Cost resources are financial cost associated with a task, like travel expenses, food expenses, etc.

The cost value of cost resource is only assigned when you assign cost resource to a task. MS Project will not automatically apply overtime calculations. Click the cell directly below Resource Name heading column to create Resources. Click the Std. Rate field for each resource to costs in hourly default , daily, weekly, monthly and yearly rates.

In the following example, the resource Rasmus is left at zero. Click the Ovt. Rate field to enter overtime rates. Double-click the Resource, a Resource Information dialog box opens. Click on Notes tab. Hovering over it will make the note appear. Set Up Cost Resources You can use a cost resource to represent a financial cost associated with a task in a plan.

Examples of cost resources are travel, food, entertainment and training. So it is obvious that cost resources do no work on a task and do not affect scheduling of a task. Cost value of the cost resource is entered when assigning it to a task. Click the empty cell in the Resource Name column. Type Training and press the Tab Key.

In the Type field, click the down arrow to select Cost. MS Project — Assign Resources to Task MS Project Once the task and resource list are complete, resources need to be assigned to tasks in order to work on them.

With MS Project you can track task progress, resource and tasks costs. Click the box below the Resource Name column for the task you need the resource to be assigned. From the dropdown, choose the resource name. In the following screenshot as an example. You can also select multiple resources to work on a single task. Now click the Assign button. Double-click the Task Name. Click the Resources tab. Click the cell below the Resource Name column. Select the resource from the dropdown list.

The window is split in two, Gantt Chart view and Task Form view below it. In the Task Form view, click under the Resource Name column and select the resource. We can also assign other material resources to the same task.

In the Gantt Chart view, you can also look at the project summary task, to note the duration, start and finish dates of the plan. In the following example, Assign Resources is the project summary task identified as Task 0. MS Project — Track Progress MS Project Once your project plan is ready in MS Project, it becomes essential for a project manager to measure the actuals in terms of work completed, resources used and costs incurred and to revise and change information about tasks and resources due to any changes to the plans.

A Project Manager should not assume that everything is progressing according to plan and should always keep track of each task. Resistance to formal tracking of project management data is normal. You can overcome resistance to tracking by explaining your expectations, explaining the benefits of tracking, and training people to track the task themselves.

Save a Baseline To evaluate project performance you need to create a baseline against which you will compare the progress. One needs to save the baseline, once a plan is fully developed.

Of course, due to rolling wave planning or progressive elaboration needed to manage projects one can always add new tasks, resources, constraints and costs to the plan. Also note, it makes sense to save the baseline before entering any actual values such as percentage of task completion. These multiple baselines seem contrary to the definition of baseline.

You want to develop separate baseline plans for risk response and recovery. You will see Baseline Gantt bars displayed together with the current Gantt bars. Update the Baseline for the Entire Project This simply replaces the original baseline values with the currently scheduled values. Update the Baseline for Selected Tasks This does not affect the baseline values for other tasks or resource baseline values in the plan. Save Multiple Baselines You can save up to 11 baselines in a single plan.

The first one is called Baseline, and the rest are Baseline 1 through Baseline It can be used as a project marker. It is visually easy to see how off-track or on-track the project progress is. Because it only specifies dates, it is simple, clear and easy information. But sometimes this approach might be fine when the actual work and cost values generated are close enough to your baseline schedule.

Select the current date. Check marks will appear in the indicators column for tasks that have been completed. On the right in the Chart portion, progress bars are generated in the Gantt bars of each task. This table includes Work Scheduled work , Actual, and Remaining columns. Click on Task you want to update. For this task, initial scheduled Work was 16 hours, because 24 hours is greater. In the example, a Baseline is saved, because the Baseline does not change and is used as a comparison. Note: Actual work is rolled up and also reflects on the summary task.

Change Start or Finish field in Actual group. You can fill Actual duration field as well. One does not have to finish collecting survey responses before starting the tabulation. Click the box under the Type column and choose the relationship according to your requirement. Under Lag heading column, enter the lag in terms of hours, days, weeks, or years. You can also apply lag or lead as a percentage.

As Soon As Possible means the task starts as soon as the project starts, if there are no dependencies that would delay it. So, no fixed start or end dates are imposed by this constraint type, but of course predecessor and successor dependencies are maintained. Default constraint when you schedule from the project finish date.

Do not enter a Flexible task start or finish date with this constraint. As Soon As Task is scheduled to begin as early as possible. Do not enter a start or finish date with this constraint.

Start No Earlier Task is scheduled to start on or after a specified date. Must Finish On Task is scheduled to finish on a specified date.

Click dropdown box for Constraint type. Choose the constraint you would like to apply. It is a better idea to use a Deadline Date which has no effect on the scheduling of a task or summary task. MS Project will alert you with a red exclamation symbol in the indicators column, if the scheduled completion of the task exceeds its deadline date. Enter the cost under the Fixed Cost column for the task of interest. Enter a Recurring Task Status meetings, status reports, inspection dates can recur with a particular frequency.

In MS Project , you can specify recurring tasks without having to assign tasks each time separately. You can also assign resources to these task. Enter Task Name and choose Recurrence pattern.

You can also choose a specific time for the task to start as well. You can add time value in the Start box for Recurring Task Information dialog box to change this.

In the following figure, start time of AM is entered. While schedule changes are made, it is also likely that the critical path will change from time to time.

One needs to always focus on the Critical Path first, when one wants to apply fast-tracking or crashing to shorten the project duration. Slack or Float are key to understanding Critical path. All task bars in the critical path, in the Gantt Chart View on the right, will turn Red in color. Gantt Chart View displays some limited resource information, as shown in the following screenshot.

It summarizes whether there may be a problem by the red over allocated icon in the indicator column. The Resource Usage view displays resources and all tasks assigned to them underneath the Resource Name. The left-hand side of the screen lists the Resources and the Task Names together with columns of total information for the resource or assignment. The right-hand side shows a time-phased view. Click on Resource Name column heading.

Resolve Resource Over Allocation One would need to either change the scope reduce the amount of work , assign more resources, or accept a longer schedule to resolve overallocation. If you add delay that is less than or equal to the amount of slack on the task, you will not affect the finish date of the project. Substitute Resources or Add Additional Resources You can manually allot some other resource to the task.

You can also right-click on the Time-phased grid in the right hand side window to display amount of overallocation by switching on overallocation.

 
 

Microsoft project manual 2013 pdf free.Microsoft project 2013 manual pdf

 
 
This is the start screen. Because you have not previously saved the project schedule, the Save-As section is activated.

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