How to use Microsoft Project 2010/Migrating to Microsoft Project 2010

Starting up a Project:

Microsoft Project allows you to rapidly plan your Projec

control the flow and sequence of tasks and model your task to reflect their behaviour (in rea

and group them into phases.

In this exercise you will learn some of the fundamentals to help prepare you for your course. First

open a new project template and then follow the

Exercise 1:

Create 3 tasks in the “Task Sheet”

Type in > Plan as your phase task and then type in

If you have used previous version of Microsoft Project

not yet appeared in the time grid on your right? Well this is because in Microsoft Project 2010 you

must enter a duration for the task entered,

Here is how your Gantt-Chart should now look:

Now simply highlight P1,P2 and

You should now notice that a Phase

Now enter the duration of each task in your

P1 = 5 days

P2 = 3 days

P3 = 6 days

You will now notice the Gantt bars have appeared for each task in the right pane of your window.

How to use Microsoft Project 2010/Migrating to Microsoft Project 2010

Microsoft Project allows you to rapidly plan your Project, schedule, allocate resources,

control the flow and sequence of tasks and model your task to reflect their behaviour (in rea

In this exercise you will learn some of the fundamentals to help prepare you for your course. First

open a new project template and then follow the step by step instructions below:

“Task Sheet” next to your “Gantt Chart”.

as your phase task and then type in P1, P2 and P3.

ous version of Microsoft Project you will have noticed that the Gantt bars have

not yet appeared in the time grid on your right? Well this is because in Microsoft Project 2010 you

duration for the task entered, for the Gantt bar to appear.

Chart should now look:

and P3 and then click on the Indent button in the toolbar section

Phase has been created and the Task Name Plan is in bold.

the duration of each task in your “Task Sheet”. Enter the following durations:

You will now notice the Gantt bars have appeared for each task in the right pane of your window.

How to use Microsoft Project 2010/Migrating to Microsoft Project 2010

t, schedule, allocate resources, logically

control the flow and sequence of tasks and model your task to reflect their behaviour (in real life)

In this exercise you will learn some of the fundamentals to help prepare you for your course. First

step by step instructions below:

noticed that the Gantt bars have

not yet appeared in the time grid on your right? Well this is because in Microsoft Project 2010 you

button in the toolbar section .

is in bold.

Enter the following durations:

You will now notice the Gantt bars have appeared for each task in the right pane of your window.

In the Task Mode column of your task entry sheet you will notice a question mark

task, the task mode has 2 options “

explained below (Note: Microsoft Project 2007

but only on Automatically Scheduled

The Task Mode field indicates whether a task is scheduled

type of task can be placed anywhere in the schedule without Project rescheduling it; it does not

move as related information about the task changes.)

task: This type of task is scheduled using Project's scheduling engine, taking into account task

constraints, dependencies, project calendars, and resource calendars.)

of deciding how much control you want

manually scheduled, with a start date, finish date, and duration that you define. Microsoft Project

will never change the dates of a manually scheduled task, but you might see warnings if the

potential problems with the entered values. You can change a task to be

which causes Project to schedule the task based on dependencies, constraints, calendars, and other

factors.

Also notice the current duration of the phas

Now we will link all the tasks with the default relationship which is called

highlight P1,P2 and P3 and then click on

You should now notice the change in your Gantt

with a Finish to Start relationship and also the

Scheduled.

Notice the phase : Plan has duration of

column of your task entry sheet you will notice a question mark

task, the task mode has 2 options “Manually Scheduled” or “Automatically Scheduled

rosoft Project 2007 and earlier versions: Constraint T

cheduled task mode):

field indicates whether a task is scheduled manually (manually scheduled task: This

type of task can be placed anywhere in the schedule without Project rescheduling it; it does not

move as related information about the task changes.) or automatically (automatically scheduled

task: This type of task is scheduled using Project's scheduling engine, taking into account task

constraints, dependencies, project calendars, and resource calendars.), which gives you the option

of deciding how much control you want over task scheduling in a project. By default, tasks are set as

scheduled, with a start date, finish date, and duration that you define. Microsoft Project

will never change the dates of a manually scheduled task, but you might see warnings if the

potential problems with the entered values. You can change a task to be automatically

which causes Project to schedule the task based on dependencies, constraints, calendars, and other

the current duration of the phase i.e. Plan which is now 6 days.

Now we will link all the tasks with the default relationship which is called Finish to Start

and then click on Link Tasks in the standard toolbar section

You should now notice the change in your Gantt-Chart showing tasks P1,P2 and P3

relationship and also the Task Mode has by default been changed to

has duration of 14 days now.

column of your task entry sheet you will notice a question mark next to each

cheduled” these are

Constraint Types do still exist

(manually scheduled task: This

type of task can be placed anywhere in the schedule without Project rescheduling it; it does not

utomatically scheduled

task: This type of task is scheduled using Project's scheduling engine, taking into account task

, which gives you the option

over task scheduling in a project. By default, tasks are set as

scheduled, with a start date, finish date, and duration that you define. Microsoft Project

will never change the dates of a manually scheduled task, but you might see warnings if there are

automatically scheduled,

which causes Project to schedule the task based on dependencies, constraints, calendars, and other

Finish to Start. Once again

the standard toolbar section .

P3 linked together

has by default been changed to Manually

This is the impact from creating the re

the predecessor finishes its task

duration of each task.

Here is how your Gantt-Chart should now look:

This is the impact from creating the relationship between the tasks. The tasks can only start

finishes its task. The total duration for the phase increases according to the

hould now look:

he tasks can only start, once

he total duration for the phase increases according to the

Creating and assigning resources to a task:

Now you will learn how to create

On the standard toolbar click on

Now in the Resource Name column type in

You can now type in the Std.Rate

now, so click >View >Gantt-Chart.

How to assign the resources:

Select task P1 and on the standard toolbar click

The Assign Resources dialogue box will now appear, now select

Exit the Assign Resources dialogue box and you will now see

That is the end of Exercise 1, you can now read the addit

then move on to Exercise 2 (Task types).

Creating and assigning resources to a task:

Now you will learn how to create Resources and then assign them to the tasks created.

On the standard toolbar click on >View >Resource Sheet

column type in R1 and R2, by default the resource Type

Std.Rate as £10.00 for each resource. We need to return to the Gantt

Chart.

and on the standard toolbar click >Resource and then the Assign Resources

dialogue box will now appear, now select R1 and click on the

dialogue box and you will now see R1 next to the Gantt Bar

, you can now read the additional notes below on task relationships and

then move on to Exercise 2 (Task types).

and then assign them to the tasks created.

Type will be Work.

. We need to return to the Gantt-Chart

Assign Resources icon:

and click on the Assign button.

Gantt Bar of task P1.

below on task relationships and

Additional detail on task relationships:

About linking tasks

When you link tasks in Project, the default

in every situation. Project provides the following additional types of task links so that you can model your project

realistically:

LINK

TYPE EXAMPLE

Finish-to-start (FS)

Start-to-start (SS)

Finish-to-finish (FF)

Start-to-finish (SF)

Additional detail on task relationships:

When you link tasks in Project, the default link type is finish-to-start. However, a finish-to-start link does not work

in every situation. Project provides the following additional types of task links so that you can model your project

DESCRIPTION

The dependent task (B) cannot begin until the task that it depends on (A) is complete.

For example, if you have two tasks, "Dig foundation" and "Pour

concrete," the "Pour concrete" task cannot begin until the "Dig

foundation" task is completed.

The dependent task (B) cannot begin until the task that it depends on (A) begins.

The dependent task can start at any time after the task that it depends

on begins. The SS link type does not require that both tasks begin at the

same time.

For example, if you have two tasks, "Pour concrete" and "Level

concrete," the "Level concrete" task cannot begin until the "Pour

concrete" task begins.

The dependent task (B) cannot be completed until the task that it depends on (A) is completed.

The dependent task can be completed at any time after the task that it

depends on is completed. The FF link type does not require that both

tasks be completed at the same time.

For example, if you have two tasks, "Add wiring" and "Inspect electrical,"

the "Inspect electrical" task cannot be completed until the "Add wiring"

task is completed.

The dependent task (B) cannot be completed until the task that it depends on (A) begins.

The dependent task can be completed at any time after the task that it

depends on begins. The SF link type does not require that the

dependent task be completed concurrent with the beginning of the task

on which it depends.

For example, the roof trusses for your construction project are built off

site. Two of the tasks in your project are "Truss delivery" and "Assemble

roof." The "Assemble roof" task cannot be complete

delivery" task begins.

start link does not work

in every situation. Project provides the following additional types of task links so that you can model your project

The dependent task (B) cannot begin until the task that it depends on

For example, if you have two tasks, "Dig foundation" and "Pour

concrete," the "Pour concrete" task cannot begin until the "Dig

The dependent task (B) cannot begin until the task that it depends on

The dependent task can start at any time after the task that it depends

on begins. The SS link type does not require that both tasks begin at the

For example, if you have two tasks, "Pour concrete" and "Level

concrete," the "Level concrete" task cannot begin until the "Pour

The dependent task (B) cannot be completed until the task that it

The dependent task can be completed at any time after the task that it

depends on is completed. The FF link type does not require that both

For example, if you have two tasks, "Add wiring" and "Inspect electrical,"

the "Inspect electrical" task cannot be completed until the "Add wiring"

The dependent task (B) cannot be completed until the task that it

The dependent task can be completed at any time after the task that it

depends on begins. The SF link type does not require that the

rrent with the beginning of the task

For example, the roof trusses for your construction project are built off-

site. Two of the tasks in your project are "Truss delivery" and "Assemble

roof." The "Assemble roof" task cannot be completed until the "Truss

Task types and effort driven scheduling

Exercise 2:

Now we will look at task types and analyse the affect of the task types with resources.

Double click on task P1 which opens the

tab.

As you can see the Constraint Type, Constraint Date and also the Task Type

unchangeable, this is because in Microsoft Project 2010 the task type by default is Fixed Units with

out effort driven checked.

So how do you change the task ty

There is one simple solution, going back to the Gantt chart in the task entry sheet (where the tasks

are listed), next to task P1 change the

Now Double click on task P1 and the

Advanced tab and you will see that the

fields are now changeable:

Leave the Task Type as Fixed Units and

Exit the Task Information dialogue box.

driven scheduling

Now we will look at task types and analyse the affect of the task types with resources.

which opens the Task Information dialogue box and then click the

Constraint Type, Constraint Date and also the Task Type are greyed out and

unchangeable, this is because in Microsoft Project 2010 the task type by default is Fixed Units with

So how do you change the task type and constraints?

There is one simple solution, going back to the Gantt chart in the task entry sheet (where the tasks

are listed), next to task P1 change the Task Mode to Auto Scheduled :

and the Task Information dialogue box will open, now click the

tab and you will see that the Constraint Type, Constraint Date and also the Task Type

as Fixed Units and Effort Driven Unchecked.

logue box.

Now we will look at task types and analyse the affect of the task types with resources.

dialogue box and then click the Advanced

are greyed out and

unchangeable, this is because in Microsoft Project 2010 the task type by default is Fixed Units with-

There is one simple solution, going back to the Gantt chart in the task entry sheet (where the tasks

dialogue box will open, now click the

Constraint Type, Constraint Date and also the Task Type

Select task P1 and then click the Resource tab on the standard toolbar and

Resources icon

Assign resource R2 and click Close.

Exit the Assign Resources dialogue box.

Now double click task P1 again and go back to the

click OK.

Now select task P1, click the resource tab on the standard toolbar

Resources icon

and then click the Resource tab on the standard toolbar and then click the

Close. Notice that the duration of task P1 remains the same at 5 days.

dialogue box.

again and go back to the Advanced tab and now check

click the resource tab on the standard toolbar and then click the

n click the Assign

remains the same at 5 days.

tab and now check Effort Driven and

click the Assign

Now highlight both resources R1

We will now re-allocate resources

Select resource R1 and click Assign

Now click close on the Assign Resources

View your Gantt-Chart, you will now notice the impact on task

scheduling.

The duration of task P1 has reduced to

purpose of the Effort Driven scheduling is to

will keep the Working hours of a task constant

That is the end of the exercises in Class 1

R1 and R2 in the Assign Resource dialogue box and click

resources R1 and R2 one by one on task P1.

Assign and then click resource R2, and click Assign.

Assign Resources dialogue box.

Chart, you will now notice the impact on task P1 with Fixed Units and

has reduced to 2.5 days which is half the original duration

scheduling is to assume that using 2 resources with 100% effort each

hours of a task constant.

s in Class 1.

and click on Remove.

Fixed Units and effort driven

which is half the original duration of 5 days. The

resources with 100% effort each,

What have we learned in exercise 1 & 2

• Creating Tasks

• Creating Phases

• Analysing Duration for tasks and phases

• Creating a Resource and allocating a standard hourly rate

• Assigning Resources

• Task Relationships

• Linking Tasks

• Working with Task Types and Effort D

• Gantt View, Resource Sheet View, Task Information Dialogue Box and Resource Assignment

Dialogue Box.

What have we learned in exercise 1 & 2 ?

Analysing Duration for tasks and phases

Creating a Resource and allocating a standard hourly rate

Task Types and Effort Driven scheduling

Sheet View, Task Information Dialogue Box and Resource Assignment

Sheet View, Task Information Dialogue Box and Resource Assignment