MS Prjct Traning Manual2

8/13/2019 MS Prjct Traning Manual2

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MANAGEMENT CONSULTANCY SERVICES

FOR

SUR CONSTRUCTION PLC.

TRAINING MANUAL

PROJECT MANAGEMENT USING

MICROSOFT PROJECT 2002

Formal Training Session No.4

Course Conducted on August 2005

Professional Training Services provided by:

A-10 Da sthyar Center, Block-13A, Gulshan-e-Iqbal. Karachi

Tel: 92-21-4993242; Fax: 92-21-4986752

Email: [email protected]; URL: www.teams.com.pk


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SUR Construction Plc. TRAINING MANUAL

PROJECT MANAGEMENTUSINGMSPROJECT2002

Document Created By: TEAMS Page 2

TABLE OF CONTENTS

CHAPTER NO.1: SETTING UP A NEW PROJECT.........................................................................................................4INTRODUCTION.............................................................................................................................................4ENTERING PROJECT PARAMETERS.........................................................................................................4SET PROJECT CALENDARS .......................................................................................................................6SET VARIOUS MICROSOFT PROJECT OPTIONS ....................................................................................7IDENTIFY DELIVERABLES ..........................................................................................................................15

CHAPTER NO.2 : ENTER AND MODIFY TASK .............................................................................................................16WORK BREAKDOWN STRUCTURE ..........................................................................................................16CREATE SUMMARY ,DETAILED TASKS AND MILESTONES:................................................................17INSERT /DELETE AND INDENT/OUTDENTTASKS:...............................................................................23ENTER ESTIMATES :...................................................................................................................................23

CHAPTER NO.3: SCHEDULE TASKS ...............................................................................................................................26ESTABLISH RELATIONSHIPS BETWEEN TASKS....................................................................................26

EDIT TASK RELATIONSHIP TYPE AND LAG ...........................................................................................26ENTERING DEADLINES AND CONSTRAINTS..........................................................................................27

CHAPTER NO.4: SPECIFY AND ASSIGN RESOURCES..........................................................................................28CREATE RESOURCE LIST ........................................................................................................................28MODIFY RESOURCE CALENDARS...........................................................................................................28

ASSIGN RESOURCES TO TASKS.............................................................................................................28CHAPTER NO.5: OPTIMIZE THE SCHEDULE ...............................................................................................................29

D ISPLAY THE CRITICAL PATH..................................................................................................................29D ISPLAY SPECIFIC INFORMATION USING FILTERS .............................................................................29CHECK AND ADJUST A TASK DEPENDENCY: .........................................................................................29IDENTIFY SLACK ON TASKS .....................................................................................................................29SHORTEN THE P ROJECT SCHEDULE .....................................................................................................30D ISPLAY RESOURCEASSIGNMENTS AND WORKLOADS ....................................................................30LEVEL THE WORKLOADS OF RESOURCES............................................................................................30SELECT AND MODIFY VIEWS...................................................................................................................32SELECT AND MODIFY REPORTS.............................................................................................................35

CHAPTER NO.7: ENTER AND TRACK PROGRESS ...................................................................................................36SAVE BASELINES.......................................................................................................................................36SET PROJECT STATUS DATE..................................................................................................................36ENTERACTUAL /REMAINING DURATION/WORK ON TASKS .............................................................38VIEW PERCENT COMPLETE.....................................................................................................................38RESCHEDULEUNCOMPLETED WORK ....................................................................................................40

CHAPTER NO.8: MULTIPLE PROJECTS PLANNING.................................................................................................421) INTRODUCTION .............................................................................................................................422) WHY SHOUL D YOU USE A MASTER PROJECT AND SUBPROJECTS? ....................................42


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3) STRATEGIES FOR ORGANI ZING A MASTER PROJECT AND SUBPROJECTS .........................444) CREATING A MASTER PROJECT AND SUBPROJECTS .............................................................455) COPY CALENDARS TO ANO THER PROJECT..............................................................................466) USE ANOTHER PROJECT 'S RESOURCES IN YOUR PROJECT .................................................467) MOVE TASK INFORMATION BETWEEN PROJECTS ...................................................................478) INSERT SUBPROJECTS INTO A MASTER PROJECT ..................................................................489) REORGANIZE SUBPROJECTS IN THE TASK LIST ......................................................................4910) HOW CAN IWORK WITH MULTIPLE PROJECTS IN MICROSOFT PROJECT?........................4911) WHY SHOULD ICONSOLIDATE PROJECTS?.............................................................................5012) WHAT'S THE DIFFERENCE BETWEEN A CONSOLIDATED FILE AND A MASTER PROJECT?5113) HOW DO IWORK WITH SUBPROJECTS? ...................................................................................5114) HOW DO ISAVE CHANGES TO A MASTER PROJECT AND SUBPROJECTS? .........................5215) HOW DO IFORMAT SUBPROJECTS'SUMMARY TASKS OR TASK BARS? .............................5216) WHY SHOULD ISAVE A WORKSPACE FOR MY PROJECTS?...................................................52


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CHAPTER NO.1: SETTING UP A NEW PROJECT

Introduction

Project management is the process of planning, organizing, and managing tasks and

resources to accomplish a defined objective, usually within constraints on time,

resources, and cost. A project plan can be simple, for example, a list of tasks and

their start and finish dates written on a notepad. Or it can be complex, for example,

thousands of tasks and resources and a project budget of millions of dollars. Most

projects share common activities, including breaking the project into easily

manageable tasks, scheduling the tasks, communicating with the team, and tracking

the tasks as work progresses.

Microsoft Project 2002 comes with a rich collection of new features especially

designed to enhance your ability to schedule, collaborate with resources, track

progress, and communicate status on your projects.

Entering Project Parameters

Set the Project start date or finish date:

The first step in creating a schedule are starting a new file, designating a project start

or finish date, and entering general project information. If you dont enter a project

start or finish date, Ms Project automatically uses the current date as the start date.

Click New on the standard tool bar

Enter a start dateorfinish date.

Enter the Project properties:

You can enter a variety of file properties for your project including a descriptive title,

the subject, the manager and the comments.

On the Filemenu, click Properties.

Click on Summary tab and enter the relevant information in the file properties boxes related

to your project.

Project Information:

To open this dialog box, on the Projectmenu, click Project Information. Use this

dialog box to enter, review, or change initial information for a new project. You can:

Choose whether you want the project to be scheduled from the start date or the finish

date.

Enter the start date for a project to be scheduled from the start date.

Enter the finish date for a project to be scheduled from the finish date.

Set the project calendar by specifying which calendar is to be used as the project

calendar.

If you choose to schedule from the finish date, the Start date box becomes

unavailable. You set the finish date, and Microsoft Project calculates the start date


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based on your task information. Also, if you schedule from the start date, all new

tasks have a default constraint type of As Soon As Possible. (If you schedule from the

finish date, all new tasks have a default constraint type of As Late As Possible.


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Set Project Calendars

Change Working Time Option: To open this dialog box, on the Toolsmenu, click

Change Working Time . Or, in any resource view (Resource Sheet, Resource

Usage, or Resource Graph), click the resource name, and then click Resource

Information.

Click the Working Timetab.

Use this dialog box to enter, review, or change base calendars and resource

calendars. You can:

Review and modify the working days and times in the project calendar.

Review and modify the working days and times in any base calendar or resource calendar.

Create a new calendar for use as the default hours for a set of resources or as a task

calendar.

Change a resources working times and days off.

Choose the calendar that you want to review or modify. By default, Standard

(Project Calendar) is selected. This list includes the base calendars that come with

Microsoft Project, as well as any new base calendars you create and all the resource

calendars, which are automatically created as soon as the resource is created. The

base calendars and their working times that come with Microsoft Project is as follows.

If you create additional bases calendars or modify the working times for existing base

calendars, your changes are reflected in this list.

Standard: The base calendar that has a standard work day and work week of Monday

through Friday, 8:00 A.M. to 5:00 P.M., with 12:00 P.M. to 1:00 P.M. of nonworking time

for a break.

24 Hours: The base calendar that has no non working time. All time, from Sunday through

Saturday, 12:00 A.M. to 12:00 P.M., is set as working time.

Night Shift:The base calendar that is set up for a graveyard shift. Working times are Monday

night through Saturday morning, 11:00 P.M. to 8:00 A.M., with 3:00 A.M. to 4:00 A.M. of

nonworking time for a break.

Customize the calendar: When scheduling individual tasks, task calendars define

unique or specific exceptions, such as machinery that runs during nonworking time.

On the Tools menu, click Change Working Time.

Click New.

In the Name box, type a name for your new calendar. To create a new base calendar

based on an existing calendar, click Make a copy of, and then click the calendar

Click OK.

Select the days you want to change on the calendar.


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To select adjacent days, hold down SHIFT, and then click the abbreviation for the first

and last days you want.

To change a day of the week for the entire calendar, click the abbreviation for the day in

the top row of the calendar. Under Set selected date(s) to, click Use default,

Nonworking time, or Nondefault working time.

To change Nondefault working time, type the times you want work to start in the From

boxes and the times you want work to end in the Toboxes.

Set Various Microsoft Project Options

Options dialog box: To open this dialog box and tab, on the Toolsmenu, click

Options .

Use the Options dialog box to enter, review, or change preferences controlling the

general operation and appearance of Microsoft Project. You can change the default

used for some local settings by changing the setting and then clicking Set As

Default, which appears on some tabs of the Options dialog box. This makes the

settings you have selected for this project the default for any new project file you

create.

Throughout the tabs of the Options dialog box, some options will be unavailable,

depending on the active view. For example, on the View tab, the outline options are

only available if a task sheet is displayed.

Options dialog box, View tab:

Use this tab to enter, review, or change preferences for the way Microsoft Project

displays different types of project information. You can:

Change the default view that appears when you create a new project

Change the date format used throughout the project.

Specify which screen elements are to be shown or hidden.

Specify how external links are shown. (External dependency is a relationship in which

the start or finish date of a task depends on a task in another project.)

Specify how currency information is to be displayed.

Specify how outline information is to be displayed.

Currency options are local settings. That is, this preference is set for the currentproject only. Choices for outline options can change depending on which view is

currently displayed.

Options dialog box, General tab:

Use this tab to enter, review, or change your preferences for the general operation of

Microsoft Project. You can:


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Set general options globally for Microsoft Project as a whole.

Set options globally regarding the Planning Wizards.

Set general options locally for the current project.

Options dialog box, Edit tab:Use this tab to enter, review, or change how Microsoft Project edits and displays

data.

You can:

Change the way you manipulate data with the mouse and keyboard.

Specify abbreviat ions for time units.

Specify the appearance of hyperlinks in the project.


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Options dialog box, Calendar tab:

Use this tab to enter, review, or change date and time settings in Microsoft Project.

These are all local settings saved with the current project, rather than global settings.

You can:

Specify when this projects week and fiscal year begin. Specify the default start and end time for task constraint dates in which you enter a

date but do not include a time.

Specify how many hours are in a day or week, and how many days are in a month

when entering values for duration or work.

Changing options in this dialog box does not affect the project calendar or resource

working times calendars. It only affects how Microsoft Project converts the durations

into related time amounts used throughout your project. For example, if the Hours per

day box is set at the default of 8 hours, and then if you enter 2din the Duration field,

this shows on the Gantt bars as 16 hours of duration. If you set Hours per day to 5,

and then enter a 2-day duration, this translates to a 10-hour duration. The time

amounts you set here also apply to the translation of duration to work amounts. The

translation of time amounts operates the same way with the Hours per week and

Days per month boxes. To control how the work is actually scheduled, change the

appropriate working times calendars. Also, if you change the number of hours per

day, hours per week, or days per month, you might want to update the project

calendar to match, so that times and durations are properly synchronized.

Options dialog box, Schedule tab:

Use this tab to enter, review, or change preferences for how Microsoft Project

schedules tasks. You can:

Specify global scheduling options for Microsoft Project in general.

Specify local scheduling options for the current project, including which date new

tasks should start on, which time unit is used for duration and work, and the default

task type.

Specify options for task dependencies, constraints, and estimated durations.

Default task type:

Specify the effect that editing existing assignment informationwork, assignment

units, or durationhas on the calculation of the other two fields for assignments to

this task. This setting controls the default for all new task types. To change the task

type for individual tasks, click the task, click Task Information, click the advanced tab,

and then click an option in the Task type box.


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Fixed Dura t ion: Set the task to Fixed Duration if you want the task duration to

remain constant, regardless of any change in assignment units or work for the task.

For fixed-duration tasks:

If you revise units, Microsoft Project recalculates work.

If you revise duration in a fixed-duration task, Microsoft Project recalculates work. If you revise the amount of work, Microsoft Project recalculates the units.

Fixed Uni ts:Se tthe task to Fixed Units if you want the number of assignment units

to remain constant, regardless of any change in duration or work for the task. This is

the default. For fixed-unit tasks:

If you revise units in a fixed-unit task, Microsoft Project recalculates duration.

If you revise duration, Microsoft Project recalculates work.

If you revise the amount of work, Microsoft Project recalculates the duration.

F i xed Work:Set the task to Fixed Work if you want the amount of work to remain

constant, regardless of any change in duration or resource assignment units for the

task. Because, by definition, fixed-work tasks are effort-driven, the Effort driven check

box is automatically selected for fixed-work tasks. For fixed-work tasks:

If you revise units, Microsoft Project recalculates duration.

If you revise duration, Microsoft Project recalculates units.

If you revise the amount of work in a fixed -work task, Microsoft Project recalculates

the duration.

If you use the Update Project dialog box to reschedule uncompleted work, make sure

that the Split in-progress tasks check box is selected here. This check box controls

whether uncompleted tasks with any progress reported on them can be split to

reschedule remaining work from a new selected date. Also, if there is progress

reported on a successor task before the predecessor task is completed, the

remaining work on the successor task can be shown as a split, using the same task

dependency with the predecessor on remaining work. If you use many constraints, as

well as task dependencies, throughout your project, you might consider which should

take precedence in the event of a conflict. By default, constraint dates are always

honored, even if they cause negative slack. This can happen, for example, if Task A

has a finish-to-start dependency with Task B, but Task B has a Must Start Onconstraint thats earlier than the finish date of Task A. If you always want task

dependencies to take precedence over constraints, then clear the Tasks will always

honor their constraint dates check box.

Differentiate work from Duration:


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Durat ion:

The total span of active working time required to complete a task. This is generally the

amount of working time from the start to finish of a task, as defined by the project and

resource calendar. Elapsed duration is the amount of time a task will take to finish, based on

a 24-hour day and a 7-day week, including holidays and other nonworking days; minutes,

hours, days, and weeks can be entered in elapsed duration.

Work:

For tasks, the total labor or "person-hours" required (in terms of minutes, hours, days, weeks,

or months) for all resources to complete a task. For assignments, the amount of work to which

a resource is assigned for a specific task. For resources, the total amount of work to which a

resource is assigned for all tasks. Work is different from task duration. For example, a

resource may require 32hours of work to complete a task, but the task may be scheduled with

duration of 2days. This indicates that more than one resource needs to be assigned to this

task, namely two. Working 8hours a day on the task, two people would complete the task in

2days.

Options dialog box, Calculation tab:

Use this tab to enter, review, or change preferences for how Microsoft Project

calculates dates and costs.

You can:

Indicate whether calculation should be automatic or manual throughout Microsoft

Project.

For manual calculation, give the command to calculate now. Set options for status and cost calculation.

Indicate the default cost accrual method.

Set preferences for critical task and critical path calculation.

Updating task status updates resource status. Select this check box if you want

resource status to be updated to correspond with any updated task status. Likewise,

if this check box is selected, task status will also be updated to correspond with any

updated resource status. For example, if you update the percentage of completion for

a task, the percent complete field for the resource and the assignment are

automatically calculated to reflect that tasks percentage completion.

Typically, because it is the most convenient, automatic calculation is the default.

However, if your project is very large or complex, you might find that performance

improves when you opt for manual calculation. You can set calculation to manual at

all times, and then click Calculate one time during each work session. Or you can set

calculation to automatic usually, but change it to manual when youre making many


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changes that affect dates, duration, work, or costs. When your project is set to

manual calculation, if you make a change that requires recalculation, the status bar

shows "Calculate," to remind you to calculate the project when you're done making

changes.

Options dialog box, Spelling tab:

Use this tab to enter , review, or change preferences for the way Microsoft Project

checks for spelling errors. You can:

Specify which fields you want the spelling checker to check.

Indicate which types of words should be ignored by the spelling checker.

Set your preferences for suggested spelling corrections.

Options dialog box, Collaborate tab:

Use this tab to enter, review, or change preferences for the way you communicateproject information with resources. The check box under Collaboration options for

Microsoft Project applies to all projects. The options under Collaboration options for

'project name' are local settings for the current project. You can:

Set the default collaboration communication method.

Indicate account, location information, and the project manager's e-mail address if

you use Microsoft Project Server.

Specify when to update resources' assignments.

Specify the information to publish to Microsoft Project Server when you save.

Indicate preferences for working with Microsoft Project Server.

The Collaborate using list provides choices for the collaboration method you want to

use, by default, to communicate with project resources. Note that the setting in this

field is the default, and that you can change the collaboration method with the

Workgroup field in the Resource Sheet view for each individual resource. The options

are:

Microsoft Project Server:Indicates that you typically use Microsoft Project Server to

communicate with project teams.

Email only: Indicates that you typically use your company MAPI-compliant e-mail

system to communicate with project teams.

None:Indicates that you don't use collaboration in your project.

Options dialog box, Save tab:

Use this tab to enter, review, or change preferences for the way Microsoft Project

saves files. You can:


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Indicate the default file format that you want to use to save Microsoft Project files.

Specify default file locations for projects, templates, databases, and more.

Set Auto Save options.

The following are details about the File Locations list, which defines the default, save

and open locations for four different types of files. These are the locations that openwhen you click Open or Save As on the File menu.

File types:Lists the types of files used in Microsoft Project. In addition to standard

projects and templates, you can set the default file type to be a database.

Projects: Standard project files.

User templates:Boilerplate project files that come with Microsoft Project, or that you

create yourself. Templates are saved with the .Mt filename extension. When you click

New on the File menu, available templates from the location you specify are listed on

the Project Templates tab in the New dialog box.

Workgroup templates: Boilerplate project files that are used for work in a

workgroup.

ODBC Database:ODBC data sources that you can use to access data in a database

that contains Microsoft Project information. In the Save Microsoft Project files as box,

click ODBC Database, click Modify, and then click the data source.

Locations:

Lists the default location in the computer system for the corresponding file type.

These are the default locations that appear when you choose this file type in the

Open or Save As dialog box. Click Modify to browse through the computers filing

system to find and

specify a different default location.

Options dialog box, Interface tab:

Use this tab to control the Project Guide and the way that Microsoft Project responds

to changes in the Task Entry portion of the Gantt chart view. You can:

Specify whether the Project Guide appears when you start Microsoft Project or

change views.

Specify whether Microsoft Project uses a default functional layout page and default

content for the Project Guide or a page and content your organization has developed.


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Control the appearance of special prompts when you make changes to resource

assignments; start and finish dates; and work, units, or duration; or when you delete a

task in the Task Name field.

The check boxes under Show indicators and option buttons for control the display of

graphical indicators that contain a menu of edit options. For example, when you

delete text in the Task Name field, an indicator appears with a menu containing

options that let you choose whether to delete only the task name or the entire task.

Clear the check box if you don't want the indicators to appear.

On this tab you can control the appearance and content of the Project Guide, which

provides explanations and tasks to help you start and manage a project. If your

organization has created its own Project Guide start page or added custom

information for the start page, you can specify the custom start page and content file.

If you are using the start page and content that Microsoft Project provides, you can

leave the defaults.


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Identify Deliverables

What is a deliverable?

A deliverable is a tangible, verifiable outcome of work done to produce a product or a

service. To be verifiable, the deliverable must meet predetermined standards for its

completion, such as design specifications for a product (such as a new car) or a

checklist of steps that is completed as part of a service (such as maintenance of

factory machinery).

Who does the deliverable affect?

Deliverables have stakeholders. Stakeholders who receive the finished product or

service are external, such as another team that depends on the deliverable to do their

own work or a company's customers. And stakeholders who work on the deliverable

directly are internal, such as project manager and team members. The stakeholders

must accept the finished state of the deliverable

What do the stakeholders need from the deliverable?

Deliverables have an agreed upon grade and quality that set appropriate

expectations for its completion. For example, the agreed upon grade for the new car

might be an inexpensive commuter model as opposed to a luxury sedan. Quality is

the degree of defect and workmanship within the agreed upon grade. For example,

the grade of a luxury sedan and commuter car may be different, but the same high

standards may be set for the quality of both vehicles. Grade and quality are two

standards that stakeholders must agree on in order to complete a deliverable that will

meet its objectives.

How do you create a schedule focused on deliverables?

A project may have only one deliverable, but it can have many deliverables. You can

organize your project's tasks around the deliverables in several ways:

Divide each deliverable into a separate phase of the project, and use a milestone to

represents both the completion of the deliverable and phase simultaneously. Each

deliverable can be linked to a separate phase of the project.

Group similar deliverables or deliverables with the same stakeholders in a phase. This

method allows you to schedule a team to work on a project until the deliverable is

handed off. Then they can move on to other projects

Group deliverables worked on during the same time period in phases spanning that time

period. This is useful for projects where tradeoffs can be made in the scope and quality of the

deliverable in order to meet a fixed finish date. For example, if conversion of a factory

production line must be completed by the date the first product is delivered to suppliers, there

may be phases for each month leading up to the finish date containing the tasks that must be

started or completed during that month.


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CHAPTER NO.2 : ENTER AND MODIFY TASK

Work Breakdown Structure

A phase is a group of tasks that represents a distinct time period, intermediate goal,

or some other logical division within a project. A phase usually results in the

completion of a deliverable. In Microsoft Project, a summary task and its subtasks

make up a phase. If your project consists of relatively few tasks, you may not want to

group them into phases. However, for larger projects, phases can visually break a

long task list into fewer, more manageable chunks and can give you an overview of

the major steps you need to take to reach your project goals.

You can show the structure of your project in a variety of ways using built-in or

customized work breakdown structure (WBS) codes or outline codes. For example,

you can simply view the hierarchy of tasks and subtasks that you created when

entering your task list, or you can use custom WBS codes or outline codes to

organize your task list based on a variety of coding systems, such as accounting

codes or your organizational breakdown structure.

A work breakdown structure, or WBS , is the hierarchy of tasks in your project

represented by a series of numbers, letters, or a combination of both

To display WBS codes, select a sheet view displaying tasks.

To display the Task Sheet, on the View menu, click More Views. In the Views box,

click Task Sheet, and then click Apply.

To display the Gantt chart, on the View menu, click Gantt Chart.

Click the field to the right of which you want to insert a column for the WBS code,

such as the Task Name field to insert outline codes immediately to the left of the task

names.

On the Insert menu, click Column.

In the Field name box, click WBS.

In the Align Data box, click Left.

Click Best Fit.


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Create Summary, Detailed Tasks and Milestones:

Summary Tasks:A summary task is made up of subtasks and summarizes those

subtasks. Summary tasks are shown by default and can be shown independent of

project-level summary tasks.

On the Tools menu, click Options, and then click the View tab.

Under Outline options, select the Show summary tasks check box

Task:A typical project is a series of related tasks. A task represents an amount of

work with a clear deliverable; it should be short enough to track its progress regularly.

Tasks should generally be between one day and two weeks long.

Enter tasks in the order they will occur. Then estimate how long it will take to

complete each task, and enter your estimate as the duration. Microsoft Project uses

durations to calculate the amount of work to be done on the task.

To define your tasks most effectively, take into account the following guidelines:

Break down tasks to the level of detail that you want to track. You should break them

down in greater detail for riskier areas.

Make sure that tasks have clear completion criteria.

Define tasks that are short compared with the overall project duration. Shorter tasks

allow you to more easily estimate time and resources.

You can enter tasks as follows:

On the View menu, click Gantt Chart.

In the Task Name field, type a task name, and then press TAB.

Microsoft Project enters an estimated duration of one day for the task followed by a

question mark.

In the Duration field, type the amount of time each task will take in months, weeks, days,

hours, or minutes, not counting nonworking time. You can use the following

abbreviations:

months = mo

weeks = w

days = d

hours = h

minutes = m

Note To show an estimated duration, type a question mark after the duration.

Task Information:

Use the Task Information dialog box to enter, review, or change detailed information

about a selected task. When you click a single task and open the Task Information

dialog box, the title bar reads Task Information, and all five tabs are available. If you


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click multiple tasks to make the same change to several tasks at once, the title bar

reads Multiple Task Information, and the Predecessors tab is not available. If you

click a summary task or the project summary task, the title bar reads Summary Task

Information.

Task Information dialog box, General tab

Use this tab to enter, review, or change basic information about the selected task.

You can:

Enter task duration and indicate whether the duration are estimated or set.

Track progress on a task by entering the percentage of completion.

Enter the task start or finish date to set a Start No Earlier Than or Finish No Earlier

Than constraint.

Percent complete: Type the percentage of the task that is complete to indicate the

actual progress of the task. Microsoft Project calculates the task's actual and

remaining duration using this number. If you enter a percentage for summary tasks,

the progress is distributed to its subtasks.

Priority: You can set task priorities to indicate their availability for resource leveling.

You can sort tasks by priority using the Sort command on the Project menu. You can

also use priority to filtertasks. Set the priority to 1000 (meaning Do Not Level) if you

don't want Microsoft Project to delay this task at all when leveling.

Task Information dialog box, Predecessors tab

While you can select and change multiple tasks at once with the other Task

Information tabs, the Predecessors tab is available only if a single task is selected.

Use this tab to enter, review, or change predecessor information about the selected

task. You can:

Enter a predecessor for the current task.

Click the predecessor type: Finish-To-Start (the default), Start- To-Start, Finish-To-

Finish, and Start-To-Finish.

Enter a lag time indicating a delay between linked tasks.

Enter lead-time indicating overlap between tasks.

ID:Type the identification number of the task's predecessor. Type the ID of only one

predecessor per row and enter information about that predecessor in the remainder

of the row. If you don't know the ID, you can click the name of the task in the Task

Name column. You can only enter the ID of a task that already exists. If you want to

link to a task in another project, with the other project open, you can type the project

name and the task ID.


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Task Name: Click the name of the predecessor task from the list. All other tasks in

the project are listed. If you typed an ID in the ID column, Microsoft Project

automatically enters the task name in this column.

Type:Specify a task dependency. You can click the dependency type from the list.

Or you can type it, using the two-letter combination shown in parentheses below:

Finish-To-Start (FS): The successor task cannot start until the predecessor task

finishes. This is the default task dependency.

Start -To-Start (SS): The successor task cannot start until the predecessor task

starts.

Finish-To-Finish (FF):The successor task cannot finish until the predecessor task

finishes.

Start-To-Finish (SF): The successor task cannot finish until the predecessor task

starts.

Lag:Type the lead time or lag time between the tasks. Enter an amount followed by

a time unit abbreviation. You can also enter lead or lag as a per centage. Indicate

lead-time with a negative number and indicate lag time with a positive number.

Task Information dialog box, Resources tab

Use this tab to enter, review, or change resource assignments and assignment units

for the selected task.

Resource Name:Enter the name of a resource you want to assign to the task. Enter

the name of only one resource per row. You can replace one resource assignment

with another. You can also delete a resource assignment by clicking the row and then

pressing DELETE.

Units:Type the number of assignment units that you are allocating to the task. For

example, to assign a work resource to work half-time on a task, type 50% . The

default for assignment units is the same as the resource's maximum units, up to

100%. That is:

If a resource's maximum units is set to 100%, the default assignment units setting is

100%.

If a resource's maximum units is set to 50%, the default assignment units setting is

50%.

If a resource's maximum units is 300%, the default assignment units setti ng is still

100%.

The assignment units percentage is based on the working time available as set in the

resource calendar. If the resource calendar indicates that the resource is available for

8 hours on Monday, then 100% on a task scheduled for Monday means 8 hours of

work on the task. If the resource calendar indicates that the resource is available for 4


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hours on Tuesday, however, then 100% on a task scheduled for Tuesday means 4

hours of work on the task.

To assign a material resource to a task, type the quantity of material to be used. The

unit of measurement label (tons, boxes, yards, and so on) that you used to define the

material resource appears in the Units field, and the default is 1.

Task Information dialog box, Advanced tab

Use this tab to enter, review, or change supplemental task information. You can:

Enter a deadline for the task if you want be alerted about missed deadlines.

Change the constraint on the task to affect schedule dates.

Specify the task type for the task to affect how changes to task information affect

scheduling.

Specify the task calendar for the task. Mark the task as effort-driven, or as a milestone.

Deadline: Enter a date that indicates when you want this task to be completed.

Setting a deadline does not set a date constraint or affect the task scheduling.

Instead, it displays an indicator if the deadline passes and the task is not completed.

It also displays an arrow on the chart portion of the Gantt Chart view.

Constraint type:Specify any restriction on the allowable start or finish date for the

task. You can assign one constraint per task. If you specify a constraint other than As

Soon As Possible or As Late As Possible, enter the appropriate date in the Constraint

date box.

Effort Driven Scheduling:When you assign or remove people from a task, Microsoft

Project will extend or shorten the duration of the task to accommodate the additional

or fewer resources applied to the task, but it will not change the total work for the

task. This is called effort-driven sched uling and is the default Microsoft Project uses

when you assign resources to tasks. As resources are added to a task, the total work

on the task stays the same. The amount of work distributed to the resources assigned

to the task, however, will change.

Effort-driven scheduling only takes effect when resources are added to or removed

from a task. Effort-driven calculation rules are not applied when you change work,

duration, and unit values for resources already assigned to a task.

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


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The effort-driven calculations will apply only after the first resource is assigned to the

task. Once a resource is assigned, the work value will not change as new resources

are assigned to or removed from the same task.

The effort-driven calculations will not be applied to multiple resources that are

assigned at the same time and that are the first assignments on a task. After this

initial assignment of multiple resources, however, the work value will not change as

new resources are assigned to or removed from the same task.

If the assigned task type is Fixed Units, then assigning additional resources will

shorten the duration of the task.

If the assigned task type is Fixed Duration, then assigning additional resources will

decrease the individual unit values for resources.

If the assigned task type is Fixed Work, then assigning additional resources will

shorten the duration of the task.

Summary tasks and inserted projects cannot have the effort-driven setting turned on.

Earned Value method:Specify whether you want earned value calculated by using

% Complete or Physical % Complete.

% Complete: Calculates basic cost of work performed (BCWP) by using the

percentage of the task duration that has been completed.

Physical % Complete:Calculates BCWP by using the percentage of the task that is

complete independent of the actual duration/total duration of the task.


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Insert/ Delete and Indent/ Outdent Tasks:

INSERT:

A typical project is a series of related tasks. A task represents an amount of work

with a clear deliverable; it should be short enough to track its progress regularly.

Tasks should generally be between one day and two weeks long. Enter tasks in the

order they will occur. Then estimate how long it will take to complete each task, and

enter your estimate as the duration. Microsoft Project uses durations to calculate the

amount of work to be done on the task.

DELETE:

As you create a task list, you will probably want to break large tasks into smaller tasks

and rearrange tasks. You may want to copy, delete, or move tasks in your project.

INDENT/OUTDENT:

You can indent related tasks under a more general task, creating a hierarchy. The

general tasks are called summary tasks; the indented tasks below the summary task

are subtasks, and the outdented tasks are hidden subtasks.

Enter Estimates:

Duration Estimates:

You can enter an accurate duration for a task or a new estimated duration to replace

the estimated duration that Microsoft Project assigns to each task by default.

On the View menu, click Gantt Chart.

In the Duration field of the task you want to change, type the duration you want.

You can enter durations in minutes, hours, days, weeks, or months.

Note To assign the task an elapsed duration, type an e before the time unit. For example,

to assign an elapsed duration of 3 days, type 3ed.

To indicate or flag the new duration as an estimate, type a question mark after it.

Press ENTER.

Cost Estimates:

Microsoft Project allows you to assign rates to human and material resources so you

can manage project costs accurately. You can assign standard rates, overtime rates,

or per-use rates to resources.

On the View menu, click Resource Sheet.


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On the View menu, point to Table, and then click Entry.

In the Resource Name field, select a resource or type a new resource .

In the Type field, click Work if the resource is a worker or machine, or Material if the

resource is material or supplies (such as cement).

For a work resource, in the Std. Rate, Ovt. Rate, or Cost/Use fields, type the resourcerates.

For a material resource, in the Material Label field, type a measurement unit for the

material resource (such as ton), and in the Std. Rate or Cost/Use fields, type a rate

Press ENTER.

Fixed Cost:

Fixed costs are set costs for a task that remain constant regardless of the task

duration, the work performed by a resource, or the number of assigned resource

units. A rate-based resource cost may increase when a task takes more time, but a

fixed cost does not. For example, if a carpenter is paid hourly and is scheduled to

complete a task in five days, but the task takes seven days, the carpenter will be paid

more than planned. If the carpenter is paid a fixed cost for the work, then the cost will

be the same no matter how

long the task takes. Fixed costs can be assigned to a task in addition to rate -based

resource costs. For instance, if a resource assigned to a task would also incur travel

costs, the travel costs can be added as a fixed amount to the same task. Fixed costs

are included in the cost totals of phases (on summary tasks) and the entire project.

Set a fixed cost for a task or project:

On the View menu, click Gantt Chart

On the View menu, point to Table, and then click Cost.

In the Task Name field, select the task for which you want to enter a fixed cost.

In the Fixed Cost field, type a cost value.

Note: If you want to enter a fixed cost for the entire project (for example, if you are

only interested in overall project costs, not task-level costs, or if you want to add

project overhead costs, such as the cost of utilities), click Options on the Tools menu,

and then click the View tab. Under Outline options, select the Project summary task

check box, and then click OK. In the Task Name field, select the project summary

task. In the Fixed Cost field, type a cost for the project.

Overtime: The amount of work on an assignment scheduled beyond an assigned

resource's regular working hours, and charged at the resource's overtime rate.

Overtime work is not additional work on the assignment. Rather, it indicates the

amount of the assignment's work that is specified as overtime work. For example, if


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an assignment has 40 hours of work and 8 hours of overtime work, the total work on

the assignment is 48 hours: 40 hours of regular work and 8 hours of overtime work..

0 Overtime can be entered for a resource assignment to shorten the time it takes for

the resource to complete work on the assignment. This can often affect task duration.

When overtime

hours are entered for an assignment, Microsoft Project recalculates the span of the

assignment by subtracting the overtime hours from the total work hours.

Per-use cost: A set fee for the use of a resource. This can be in place of, or in

addition to, a variable, or hourly resource cost. For work resources, a per -use cost

accrues each time the resource is used. For material resources, a per -use cost is

accrued only once when assigned, regardless of units.

Standard Rate: The hourly rate to be accrued for regular work, or straight time, for this

resource.

Cost accrual box: Indicates when resource costs will be incurred. The following are details

about the options for the Cost accrual box.

Start: The cost is incurred at the start of an assigned task.

Prorated: The cost is incurred as prorated over time. This is the default.

End: The cost is incurred at the end of an assigned task.

Change the project's standard and overtime default rates : You can set the

default standard and overtime rates for any new resources you enter. On the Tools

menu, click Options, and then click the General tab. In the Default standard rate and

Default overtime rate boxes, type the new rates. If you want to set this default for all

future projects, click Set as Default.

If the rate for a resource will change over the course of the project or if the resource will be

paid at different rates for different assignments, or if you work with different grades of

material, click Resource Sheet on the View menu. In the Resource Name field, select a

resource and then click Resource Information Then, enter the information on the Costs tab.


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CHAPTER NO.3: SCHEDULE TASKS

Establish Relationships Between Tasks

To establish relationships between tasks, use task dependencies. First, select the related

tasks, link them, and then change the dependency type, if necessary. The task whose start or

finish depends on another task is the successor. The task that the successor is dependent on

is the predecessor. For example, if you link "Hang clock" to "Paint wall," then "Hang clock" is

the successor and "Paint wall" is the predecessor. After the tasks are linked, changes to the

predecessor's dates affect the successor's dates. Microsoft Project creates a finish-to-start

task dependency by default. Because a finish-to-start dependency does not work in every

situation, you can change the task link to start-to-start, finish-to-finish, or start-to-finish to

model your project realistically.

Edit Task Relationship Type and Lag

After you've sequenced tasks by linking them, you can overlap or delay them as well. In

Microsoft Project, delay tasks by adding lag timeto the predecessortask, and overlap tasks

by entering lead time. You can also enter lead or lag time as a percentage of the task.


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Entering Deadlines and Constraints

Set a specific start or finish date for a task:

You can schedule your tasks most effectively by entering task durations, creating

dependencies between tasks, and then letting Microsoft Project calculate the start and finish

dates for you. However, you can set a specific start or finish date for a task if necessary. Task

constraints that tie tasks to specific dates are called inflexible constraints; the most inflexible

constraints are specific start or finish dates. Because Microsoft Project takes constraints into

account when calculating your schedule, use these inflexible constraints only when tasks

must start or finish on a specific date.

Add a deadline to a task:

When you set a deadline for a task, Microsoft Project displays an indicator if the task is

scheduled to finish after the deadline. Setting a deadline doesn't affect how tasks are

scheduled. It's just a way to have Microsoft Project inform you that a task will finish past its

deadline.You then have the option of adjusting the schedule to meet that deadline.

Entering Constraints:

You can schedule your tasks most effectively by entering task durations, creating

dependencies between tasks, and then letting Microsoft Project calculate the start and finish

dates for you. However, you can set a specific start or finish date for a task if necessary. Taskconstraints that tie tasks to specific dates are called inflexible constraints; the most inflexible

constraints are specific start or finish dates. Because Microsoft Project takes constraints into

account when calculating your schedule, use these inflexible constraints only when tasks

must start or finish on a specific date. See Task Information, Advanced Tab.

Split a task into segments:

You can split a task if work on the task is interrupted and then resumes later in the schedule.

This is useful, for example, when you need to temporarily stop work on a task to work on

another task. You can split a task as many times as necessary.


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CHAPTER NO.4: SPECIFY AND ASSIGN RESOURCES

Create Resource List

You can use the Resource Sheet in Microsoft Project to create a list of the people,

equipment, and material resources that make up your team and carry out the project

tasks. Your resource list will consist of work resources or material resources. Work

resources are people or equipment; material resources are consumable materials or

supplies, such as concrete, wood, or nails.

Modify Resource Calendars

The working hours and days off defined in the project calendar are the default

working hours and days off for each resource. When an individual resource works a

different schedule entirely, or when you need to account for vacations or equipment

downtime, you can modify an individual resource calendar.

Assign Resources to Tasks

When you assign a resource to a task, you create an assignment. You can assign any

resource to any task and change assignments at any time. You can assign more than one

resource to a task and specify whether a resource works full-time or part-time on a task. If the

work assigned to a resource exceeds the daily full-time allotment indicated in the resource's

working times calendar, Microsoft Project displays the name of the over allocated resource in

red in resource views.

Fix the duration of a task:

As you assign more resources to a task, Microsoft Project automatically decreases the

duration of the task. For example, a task with a one-day duration and one assigned resource

has 8 hours of work. With effort -driven scheduling, if you assign a second resource, the task

still has 8 hours of work, but its duration is reduced to half a day. If you want to change the

amount of work on the task instead, you can turn off effort-driven scheduling and assign

another resource. The task will then have 16 hours of work and still have a one-day duration.

Check and edit resource assignments:

The Resource Usage view shows project resources with their assigned tasks grouped

underneath them. Using the Resource Usage view, you can find out how many hours

each resource is scheduled to work on specific tasks and see which resources are

over allocated.

You can also determine how much time each resource has available for additional

work assignments.


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CHAPTER NO.5: OPTIMIZE THE SCHEDULE

Display the Critical Path

The critical path is a series of tasks that must be completed on time for a project to finish on

schedule. Most tasks in a typical project have some slack and can therefore be delayed a little

without affecting the project's finish date. Those tasks that cannot be delayed without

affecting the project finish date are the critical tasks. As you modify tasks to resolve over

allocations or other problems in your schedule, be aware of the critical tasks; changes to

critical tasks will affect your project finish date.

Display Specific Information Using Filters

When you want to focus on certain tasks or resources in the current view, you can apply a

filter to the view. You can specify that the filter show or highlight only those tasks or resources

that meet the filter criteria

On the Project menu, point to Filtered for, and then click the filter you want to apply.

To apply a filter that isn't on the Filtered for submenu or to apply a highlighting filter,

click More Filters.

Click Apply to apply the filter, or click Highlight to apply a highlighting filter.

If you apply an interactive filter, type the requested values, and then click OK.

To turn off a filter, point to Filtered for on the Project menu, and then click All Tasks or

All Resources.

Check and adjust a task dependency:

A task dependency describes how a task is related to the start or finish of another task.

Microsoft Project provides four task dependencies you can use to connect a series of tasks in

a schedule: finish-to-start (the most commonly used dependency), start-to-start, start-to-finish,

and finish-to-finish. By using these dependencies effectively, you can modify the critical path

and shorten your project sched ule.

Microsoft Project assigns a finish-to-start task dependency when you link tasks. If

another relationship better models your tasks, change the dependency type. For

example, when two tasks need to start at the same time, you can create a start-to-

start link. When tasks need to finish at the same time, you can use a finish-to-finish

link.

Identify Slack on Tasks

The amount of slack in your schedule tells you how much you can delay tasks before

other tasks or the project end date is affected. If you know where slack exists in your

schedule you can move tasks when certain phases of the schedule have no slack

and other phases have too much.


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Shorten the Project Schedule

After you've assigned resources to a task, Microsoft Project recalculates the task's

duration if you add or remove additional resources. For example, if you add another

resource to an effort-driven task with a four-day duration and one assigned resource,

the task will be shortened to two days. If you have more flexibility with your resource

assignments than schedule deadlines, adding resources can be an effective way to

shorten your schedule.

Display Resource Assignments and Workloads

People and equipment are over allocated when they are assigned more work than

they can complete in their scheduled working hours. Before you can resolve over

allocations, you must determine which resources are over allocated, when they are

over allocated, and what tasks they are assigned to at those times. To resolve the

problem, the people and equipment must be allocated differently or the task must be

rescheduled to a time when the resource is available. Any work resources that are

over allocated are displayed and highlighted in resource usage. After you've assigned

a resource to a task, you can change the total work values for the resource's work on

the task or change work values for a specific time period when the resource works on

the task. Tailoring work values this way can make your schedule more accurate at a

finer level of deta il. This can be done in Task Usage.

Level the Workloads of Resources

Resource leveling is a way to resolve having too much work assigned to resources,

known as resource over allocation.Generally, resources are leveled in two ways:

By delaying a task until the assigned resource has time to work on it.

By splitting a task, so that part of a task is done when planned, and the rest of it is

done later when the assigned resource has time.

You can level the resources in your project in a number of ways. For example you

can level all over allocated resources or just selected resources. You can allow

Microsoft Project to level resources for you, or you can resolve resource over

allocations yourself. Resolving over allocations yourself can be useful when Microsoft

Project's leveling doesn't result in the schedule or assignment adjustments you want,

or when you want more control over exactly how over allocati ons are alleviated.

Resource Leveling Dialog Box:

Use this dialog box to set preferences for the way you want resources to be leveled.

Also use this dialog box to start the leveling process. Microsoft Project levels over


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allocated resources by delaying and splitting tasks, based on criteria you set in this

dialog box. You can:

Specify whether you want Microsoft Project to level automatically (as soon as it

detects an over allocation) or manually (only when you click Level Now).

Indicate how much a resource needs to be over allocated (for example, by an hour,day, or week) before they should be leveled.

Set the criteria for the order that tasks should be reviewed for over allocations and

leveling.

Reassign work to another resource:

If you have tr ied to resolve a resource over allocation using other methods and the over

allocation persists, it may be time to reassign the task to another resource with more time.

This is an alternate method of manually leveling your schedule by reassigning work rather

than delaying work.

Delay a task:

A simple way to resolve a resource over allocation is to delay a task assigned to the resource

until the resource has time to work on it. You can add delay to a task, check the effect on the

resource's allocation, and then adjust the delay further if necessary. Delaying a task also

delays the start dates of its successors and can affect the finish date of your schedule. To

avoid this, delay tasks with free slack first (no critical tasks) and only delay them up to the

amount of slack that is available for each task. Experiment with adding delay to different tasks

to see the effect on your schedule.

Change a resource's working days and hours:

The project calendar designates the default work schedule for the project, but you can

create a resource calendar to indicate work hours, vacations, leaves of absence, and

sick time for individual resources.


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CHAPTER NO.6: VIEWS AND REPORTS

Select and Modify Views

A view displays a set of project information in a particular format.

The combination of one or more views (Gantt chart, Resource Sheet, and so on) and,

if applicable, a table and a filter. Using views, you can enter, organize, and examine

information in a variety of formats.

There are three types of views:

Charts or graphs represent information graphically. The Gantt Chart, Network Diagram,

Resource Graph, and Calendar views are charts or graphs.

Sheets represent information in rows and columns. Each row contains information about

an individual task or resource. Each column contains a field where you enter specific

information about tasks or resources. (Columns in Microsoft Project are typically referred

to as fields.)

Forms represent information in a format similar to a paper form. Forms show information

about only one task or resource at a time.

You use views to enter, edit, and display information. A view display closely related

information in a logical and easy-to-read format, enabling you to quickly see and

understand the status of a particular aspect of your project. For example, a bar graph

views of resource allocation shows you, which of your resources are over allocated.

Tools use to change the information in a view.

So that you see only a subset of the information stored in Microsoft Project at one

time, a filter is always applied to each view, and a table or set of details is always

applied to some of the views. A filter is a set of criteria for displaying a particular

group of tasks or resources. The minimum filter applied to a view is either the All

Tasks filter or the All Resources filter. A table is a set of fields displayed in a sheet

view as columns and rows. A set of details consists of closely related fields that are

displayed either in a columnar format, as in a form view, or in a tabular format that

shows information over time, as in a usage view. To see different information, you

can apply a different filter, table, or set of details.

Display the details you want in a view:

Before you print a view, you can use tables, filtering, grouping, and sorting to

organize it to display the exact information you want.

On the View menu, click the view to which you want to apply a table. To use a view that is

not on the View menu, click More Views, click the view you want to use in the Views list,

and then click Apply


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If you selected a combination view, click the view you want to display in the top pane in

the Top box and click the view you want to display in the bottom pane in the Bottom box.

To display the custom view on the View menu and View Bar, select the Show in menu

check box.

Click OK, and then click Apply.


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Select and Modify Reports

Report is a format in which you can print schedule information that is appropriate for

the intended recipients. You can use the predefined reports provided by Ms Project or

create custom reports .

With Microsoft Project, you can print information about tasks, resources, costs, and

progress in a report that suits your needs. You can change the content displayed in

most reports by changing tables, filters, or both.

Microsoft Project includes many predefined task, resource, and cross tab reports and

categorizes them by overview, current activities, costs, assignments, workload, and

custom reports. Several of these reports, such as the Project Summary, Top Level

Tasks, or Budget reports, are especially useful for printing project status information.

Click on toolbar, click on views and then click on reports.

You can view the followings:

1. Overview

2. Current activities

3. Costs

4. Assignments

5. Workload

6. Custom

Format a Report:

On the View menu, click Reports.

Click the report type you want, and then click Select.

If you chose Custom as the report type, click a report in the Reports list, click Edit, and

then go to step 5.

Click the report you want to format, and then click Edit.

If you clicked Project Summary or Working Days, go to step 5.

Click Text.

In the Item to Change box, click the item (category of text) you want to format.

Select the font, font style, size, and color you want

To underline the item, select the Underline check box.

Click OK twice, and then click Select to review the report


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CHAPTER NO.7: ENTER AND TRACK PROGRESS

Save Baselines

After you complete the initial process of creating a schedule (that is, entering tasks,

establishing dependencies, assigning resources and possibly costs, and checking

and adjusting your schedule) and before tracking your schedule, you may want to

save a baseline plan. If your project planning stage is especially long, or you have

approved scope changes, you can save multiple baselines to record changing

baseline values over time. You can later compare these against each other and

against actual values. When performing earned value analysis, you can also specify

which baseline values to use for earned value calculations. Each time you save a

baseline, the date and time are recorded. This makes it easier to see if a baseline

already has been used and when it was last saved.

On the Tools menu, point to Tracking, and then click Save Baseline. Click Save baseline, and then click the baseline you want to save.

Click Entire project.

Check for tasks that are behind schedule:

If you have set a baseline for your project, you can see how tasks progress over time

and see whether their start and finish dates are slipping. You can track progress by

comparing baseline and scheduled or actual start and finish dates.

On the View menu, click Tracking Gantt

On the View menu, point to Table, and then click Variance. Press TAB to move to the

variance fields if they are not visible.

The Tracking Gantt view displays two task bars, one on top of the other, for each

task. The lower bar shows baseline start and finish dates, and the upper bar shows

scheduled start and finish dates so that you can see the difference between your plan

and the current schedule.

Set Project Status Date

Status date: A date that you set (rather than the current date) for reporting the time,cost or performance condition of a project.

On the Project menu, click Project Information.

In the Status date box, type or select the status date you want.

Click on Tools, click o n Tracking and then on Update Project.


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Update Project Dialogue Box:

Use this dialog box to update tasks' percentage of completion or to reschedule

uncompleted work for selected or all tasks in the project. You can:

Update progress information (percentage of completion) for some or all tasks in your

project. Reschedule uncompleted work to start after a date you specify.

Update or reschedule work for either the entire project or for selected tasks.

Update work as complete through Click this option to update the work that has

actually occurred. Enter the date you're updating the schedule to. When you click this

option, Microsoft Project treats your scheduled dates as actual dates and sets the %

Complete field to reflect this.

For the selected tasks, the scheduled start and finish dates are compared with the

date you're updating the schedule to.

If the scheduled start date is after the date you enter in this dialog box, the task is

considered not started, and they are set to 0% complete.

If the scheduled fi nish date is before the date you enter, the task is considered

completed, and it is set to 100% complete.

If the scheduled start date is before the date you enter and the scheduled finish date

is after the date you enter, the task is considered in progress. Microsoft Project

calculates the percentage of completion.

When you update task dates, Microsoft Project updates the % complete field. You

can have Microsoft Project calculate the approximate percentage of the task that has

been completed as of the date you enter in this dialog box. Alternatively, you can

have it leave the percentage of completion set to zero if the task is in progress or set

it to 100 if the task is complete. Microsoft Project also sets the actual start date, which

indicates that the task is in progress.

Reschedule uncompleted work to start after Click this option to have Microsoft Project

reschedule work that remains to be done. This reschedules work by entering a new

date for the work.

If a task has not started by the specified date, the task has slipped. Microsoft Project

reschedules the work, setting the scheduled start date to your specified date and

applying the Start No Earlier Than constraint.

If the task is in progress but behind schedule, Microsoft Project schedules theremaining duration to start on your specified date.

When you reschedule tasks with this option, Microsoft Project sets the Stop and

Resume fields. The date of last reported progress is placed into the Stop field, and

your specified date for rescheduling is placed in the Resume field.


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Enter Actual/ Remaining Duration/ Work on Tasks

Update actual work:

You can track actual work by period using the time phased fields in Microsoft Project.

With this method, you can enter work for a particular day or week in your schedule.

On the View menu, click Task Usage.

On the Format menu, point to Details, and then click Actual Work.

In the time phased portion of the view, in the Act. Work field, type the actual work of each

assigned resource.

Update actual duration:

You know the number of days a task has been in progress and if it is progressing as

planned, you can track progress by entering the duration that the resource has been

working on the task.

When you enter the actual duration of a task, Microsoft Project updates the actual

start date, the task's percentage of completion, and the duration of the task remaining

in the schedule.

On the View menu, click Gantt chart.

In the Task Name field, click the task for which you want to enter the actual duration.

On the Tools menu, point to Tracking, and then click Update Tasks.

Use this dialog box to update progress on the selected task. After you enter progress

information, Microsoft Project performs any necessary calculations and changes the

values for the affected fields. You can:

Set the percentage of completion for selected tasks.

Enter actual and remaining durations for selected tasks.

Enter actual start and finish dates for selected tasks.

Update information for one selected task or for many selected tasks. Some boxes in

this dialog box may be blank if you select more than one task. Microsoft Project

updates all of the selected tasks with the information you specify.

View Percent Complete

You can indicate how much progress has been made on a task by entering the

percentage of the task duration that is complete. Especially for long tasks, indicating

the percentage of completion for the task helps you track actual progress against the

baseline plan.


In the Task Name field, click the task for which you want to update progress.

Click Task Information and then click the General tab.


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In the Percent complete box, type a whole number between 0 and 100.

Click OK


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Reschedule Uncompleted Work

You can reschedule uncompleted work to start on a date you specify, such as the

current date or a future date.


In the chart portion of the view, point to the incomplete part of the task. Drag the task bar to the right to split the task and to move the incomplete part to the date

you want.

Note If you drag the finished part of the task, you'll move the entire task. And if you drag

the end of the task, you'll extend its duration.

If necessary, reapply any constraint. Learn how to review and change a task constraint.

You can check the resume date for the incomplete part of the task by inserting the

Resume field in the table portion of the Gantt chart. To insert the Resume field, click

the field to the right of where you want it to be inserted. On the Insert menu, click

Colum n. In the Field name list, click Resume.

Compare actual task information to the baseline:

When you save a baseline and then update your schedule, you can compare the

baseline to your actual progress to identify variances. Variances alert you to the

areas of the project that are not going as planned. To keep your project on schedule,

keep a close eye on significant variances in task start or finish dates. Where

necessary, adjust task dependencies, reassign resources, or delete tasks to meet

your deadlines.

On the View menu, click Tracking Gantt.

The Tracking Gantt view shows task variances graphically, making it easier to analyze

progress in your schedule.

On the View menu, point to Table, and then click Variance.

If necessary, press TAB to view the varian ce fields.

You must update tasks' actual start and finish dates, actual work values, or actual

durations before variances appear. Microsoft Project calculates the other task

information based on the information you enter.

Bar Styles dialog Box:

To open this dialog box, with a Gantt chart view displayed, on the Format menu, click

Bar Styles. You can also open this dialog box by double-clicking the background of

the chart portion of the Gantt chart view.

Use this dialog box to customize the appearance of all bars on the chart portion of a

Gantt chart view that meet certain conditions related to the type of information the bar

represents. You can:


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CHAPTER NO.8: MULTIPLE PROJECTS PLANNING

1) Introduction

Master Project a project containing other projects (known as inserted projects

or sub projects). Also called a consoli dated project

Sub Project a project inserted into other project. Use sub project as a way to

break a complex project into small manageable projects.

2) Why should you use a master project and subprojects?

Creating a master project and subprojects allows you to break down a large project

and delegate its parts to the appropriate people. In project management terms,

assigning subprojects in this way gives responsibility to those who do the work and

matches authority with accountability. In Microsoft Project terms, creating subprojects

within a master project helps individual project managers gain access and control

over their parts of the schedule.

To determine if you should break up a large project into a master project and

subprojects, ask the following questions:

Is the project very large and detailed? If your project will contain more than a few

hundred tasks, it may be difficult to navigate and manipulate as one large file.

Breaking it into subprojects can keep it more manageable because you can view

each subproject individually. If some parts of the project contain work that is

broken down into more detail than others, it may make sense to make those parts

into separate subprojects so that most users will see only a rolled up description

of the subproject, but interested parties can view it in more detail if they choose.

A single file will almost always be the faster alternative, but the ability to focus on

just a part of the project may be worth the tradeoff.

What is the corporate culture? In a decentralized or distributed environment, a

master project and subprojects give workers greater control over their own work

than one centralized project file does.

Does your company do top-down or bottom-up planning? If lower-level managers

are responsible for and know which tasks are needed on the project, it may make

more sense to allow them to plan their work and then consolidate their projectfiles in a master project. If top-down planning is the norm, you may want to

reorganize the initial plan into subprojects when it is implemented so that

individual project managers or teams have access to and control over their own

schedules.

Are you working on multiple projects? Project managers may have a set of

projects they work with all the time, whether the projects are interrelated or not.


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Instead of opening them one by one, all the subprojects are opened at once when

the master project is opened. This approach also makes it easy to generate

reports on multiple projects quickly. If the projects are interrelated, the project

manager can create task dependencies between tasks in different projects.

Creating dependencies between

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