MS Project Tutorial

EMEN

Entering Project Properties

Choose File Properties

Click the Summary tab

You can now enter general information about the project

You can get a preview image of the file in the Open File dialog box when you open the file if you check the Save preview picture box

Setting Project Timing

Choose Project Project Information

Click on the arrow to the right of Start date and a calendar appears

Enter the project start date

Use the Calendar drop down option to select the type of work days:

Standard: 8 a.m. to 5 p.m., one hour lunch

24 hour: work continues throughout entire day

Night Shift: Midnight to 8 a.m., one hour break at 3 a.m.

Set Up Non-Working DaysChoose Tools Change Working Time

Use default or set specific days by clicking on them

Click the Nonworking Time radio button

Create a New TaskClick the Gantt Chart icon on the View bar on the left side of the project screen.

Click on the task line where you want to enter a task. The Task Information box appears.

Enter the task name and duration.

The task name and duration will appear on the Gantt Chart.

Set Task PropertiesClick the Advanced tab on the Task Information box.

Select task type and choose either Fixed Units (assigned resource percentage stay the same), Fixed Duration (Task time independent of resources), or Fixed Work (required work determines the task length).

For a Milestone, enter 0 in the Duration box

Set the task constraint type depending on when you wish the task to start relative to others and any slack available.

Linking TasksTo link a task click on Predecessors.

Enter the linked preceding task by ID or name and select the type of linkage and lag.

The current task will be moved on the Gantt chart to adhere to the required logic.

Note, it is a good idea not to enter dates when setting up tasks after the first one if they are linked as the logic constraints determine start and finish dates. Only enter durations.

Summary

Choose View Reports to select various summaries of what has been entered.

SummaryGantt Chart view of entered tasks

SummaryPERT Chart view of entered tasks

Demoting TasksClick the indent arrow keys on the tool bar to demote a task such as the two shown below.This causes the preceding task to become a Summary Task.

Tasks can also be promoted

Assigning ResourcesOn the Gantt chart click on a task name, and the task information box appears.

Click on Resources tab. You can then enter individual resources and the amount of time each will spend. For material resources, the assignment unit is the number of units.

You can assign someone more than 100% if you know overtime is allowed.

Assigning ResourcesYou can also assign resources by clicking the Assign Resources symbol on the standard tool bar.

Then, you can enter all the resources for that task

Assigning ResourcesClick on More Views Task Details Form to get a complete task resource summary. More Views is the last icon in the left column.

Assigning ResourcesClick the Resource Sheet view icon on the left side of the side of the screen.

A summary of assigned resources appears for that task.

Assigning ResourcesTo level resources, choose Tools Resource Leveling

If you choose the Automatic radio button, Project will apply leveling anytime a conflict occurs.

Assigning CostsOn the Resource Sheet, double click on a resource name cell, and the Resource Information box appears.

Click on the costs tab, and you can enter rates. You must enter both the $ amount and time frame such as hours (h). You can also enter a per use cost for an entire job as for a contractor.

Note the cost accrual box. You can enter the cost to be accrued at the Start, End, or prorated during the task.

Assigning CostsOnce all costs and times are entered, click on Tools Tracking

Tracking Save Baseline. When you choose the Resource Sheet view, you will see the total baseline cost rolled up for each resource for each task.. Notice as you track usage during the project , the actual cost and variance will be calculated.

Assigning CostsTo see a summary of resource cost information, click on the Resource Sheet icon.

From the toolbar, choose View Table Entry

You will now see a complete view of resource cost information with accrual method.

References

A good, practical source for “how to” use MS Project, you can try:

Microsoft Project 2000 for DUMMIES, Quick ReferenceNancy Stevenson, Hungry Minds, Inc., N.Y.ISBN: 0-7645-0717-6