Introduction to MS Project - tasksMS Project makes managing projects easier as the different tasks can be inputted and tracked throughout the project lifetime. MS Project also creates schedules and work plans that can include the entire project, or be tailored to a specific person or resource. MS Project as well as tracking the progress performs cost analysis, so reports on the project process and comparisons to targets can be quickly generated. MS Project, therefore, is useful for communicating responsibility and for giving the project team visibility of the project progress.

MS Project Opening ScreenMS Project looks like a combination of a spreadsheet on the left and a drawing program on the right. The spreadsheet side lists the tasks and their durations (more information will need to be added by clicking on the task, e.g. resources, dependencies etc.). The diagram side automatically creates a Gantt chart. The key benefit of MS Project over using a spreadsheet, is that you when enter and/or modify data all the diagrams are automatically created.

Before entering the tasks into MS Project, you need to enter the overall project information, by going to Project/Project Information. In project information, the first decision to make is whether you are setting a finish date and thus scheduling back from this date or a start date and scheduling forward.

If you select a finish date, MS Project will work out the start date by calculating back based on the durations you set, the latest start time and give a project start date.

If you select a start date, MS Project will calculate forward based on the durations you set and give you a finish date.

Calendar also needs to be set, give the broadest calendar across resources as you will later set up calendars for resources.

The Project Information Dialog Box (Project/Project Information)

Tasks are entered here (double-click to add detail)

A Gantt chart will be automatically created here.

Entering Tasks into MS ProjectAs in Excel you simply type in the task name and then select the duration, e.g. one of the tasks in the brochure is to “Create the brochure”. This task is made up of many different tasks, e.g., etc. These tasks also can be added to the task list. In order to indicate that these are sub-tasks of “Create the brochure”, you need to

indent the tasks, using the indenting toolbar:

The main task “Create the brochure”, now appears in bold, and the sub-tasks are indented. You can just show the main task or all tasks by clicking on the – or + buttons respectively.

Decide on whether to schedule from the start or from the finish date

Set the calendar

Click on the + to show all tasks or the – to just show the main task

Main task in bold, sub tasks indented.

In order to create a meaningful Gantt chart, network diagram or to be able to track resources etc more information will need to be added. Double-clicking on the task, opens up the Task Information dialog box.

Task information Dialog box

General – The duration is by default in days, to enter other time increments, use the following: m for minutes; h for hours; d for days; w for weeks; and mo for months.

Predecessors – List here the dependencies, e.g. Finish-to-start is for tasks that must be completed before this task can commence. You can also set a lag (if there is to be a delay after the task or if the task can start a while before its predecessor finishes).

Resources – You state which resources will be needed on the task – more on this next week.

Advanced options – You can set further constraints etc. and the task type.

Milestones - To set up a milestone, simply set task duration of 0.

Recurring tasks - Some tasks will be recurring, e.g. you may wish to enter a weekly project meeting in, so that it appears in everyone’s calendar.

Changing the calendar to suit the overall projectYou can change the calendar for the whole project (and for individual resources). To change the calendar, go to File/Options and then click at Schedule, here you can set the starting times of the working day, etc. If you need to set more information than this, e.g. if you company works a longer day than 8 hours or if you have a half-day on

Friday, you should set up a new calendar. Go to Project/Changing Working Time and click on Create New Calendar…, you can base your calendar on any of the 3 calendars, give it a name you will remember and then you can edit the working times.