Contents Introduction Topic A: About the manual... Topic B: Setting your expectations. Topic C: Re-keying the course Getting started Topic A: Project management concepts. Topic B: The Project window Topic C: Project files Topic D: The Help window .. Unit summary: Getting started. Tasks Topic A: Creating a task list. Topic B: Modifying a task list Topic C: The Work Breakdown Structure... Unit summary: Tasks... Task scheduling Topic A: Task links. Topic B: Task relationships... Topic C: Task options. Unit summary: Task scheduling Resource management Topic A: The base calendar... Topic B: Resources and calendars Topic C: Project co: - Unit summary: Resource management. 4-21 Views and tables Topic A: Working with views... Topic B: Working with tables... Unit summary: Views and table: Filters, groups, and sorting 6-1 Topic A: Filters Topic B: Groups Topic C: Sorting tasks and resource: Unit summary: Filters, groups, and sortin; Finalizing the task plan 7-1 Topic A: Finalizing schedules Topic B: Handling resource conflicts . Unit summary: Finalizing the task plan TASii Project2010: Basie Course summary Topic A: Course summary Topic B: Continued learning after lass, Glossary IndexIntroduction After reading this introduction, you will know how to: A Use ILT Series manuals in general. B Use prerequisites, a target student description, course objectives, and a skills inventory to properly set your expectations for the course. C Re-key this course afier class.iv Project 2010: Basic Topic A: About the manual ILT Series philosophy Our manuals facilitate your learning by providing structured interaction with the software itsel?. While we provide text to explain difficult concepts, the hands-on activities are the focus of our courses. By paying close attention as your instructor leads you through these activities, you will learn the skills and concepts effectively. We believe strongly in the instructor-led class. During class, focus on your instructor. Our manuals are designed and written to facilitate your interaction with your instructor, and not to call attention to manuals themselves. We believe in the basic approach of setting expectations, delivering instruction, and providing summary and review afterwards. For this reason, lessons begin with objectives and end with summaries. We also provide averall course objectives and a course summary to provide both an introduction to and closure on the entire course. Manual components ‘The manuals contain these major components: Table of contents © Introduction © Units © Appendix © Course summary © Glossary © Index Each element is described below. Table of contents The table of contents acts as a leaming roudmap. Introduction The introduction contains information about our training philosophy and our manual components, features, and conventions. It contains target student, prerequisite, objective, and setup information for the specific course. Units Units are the largest structural component of the course content. A unit begins with a title page that lists objectives for cach major subdivision, or topic, within the unit. Within each topic, conceptual and explanatory information alternates with hands-on activities. Units conclude with a summary comprising one paragraph for each topic, and an independent practice activity that gives you an opportunity to practice the skills you've learned. The conceptual information takes the form of text paragraphs, exhibits, lists, and tables. The activities are structured in two columns, one telling you what to do, the other providing explanations, descriptions, and graphics.Introduction v Appendices An appendix is similar to a unit in that it contains objectives and conceptual explanations. However, an appendix does not include hands-on activities, a summary, or an independent practice activity. Course summary This section provides a text summary of the entire course. It is useful for providing closure at the end of the course. The course summary also indicates the next course in this series, if there is one, and lists additional resources you might find useful as you continue to learn about the software. Glossary The glossary provides definitions for all of the key terms used in this course. Index The index at the end of this manual makes it easy for you to find information about a particular software component, feature, or concept. Manual conventions We've tried to keep the number of elements and the types of formatting to a minimum, in the manuals. This aids in clarity and makes the manuals more classically elegant looking. But there are some conventions and icons you should know about. Item Description nalic text In conceptual text, indicates a new term or feature. Bold text In unit summaries, indicates a key term or concept. In an independent practice activity, indicates an explicit item that you select, choose, or type. Indicates code or syntax. Longer strings of In the hands-on activities, any code that’s too long to fit code will look ona single line is divided into segments by one or more like this. continuation characters (D>). This code should be entered as a continuous string of text, > > Select bold item In the left column of hands-on activities, bold sans-serif text indicates an explicit item that you select, choose, or type. Keycaps like aren) Indicate a key on the keyboard you must press.vi Doit! Project 2010: Basic Hands-on activities The hands-on activities are the most important parts of our manuals. They are divided into two primary columns. The “Here’s how” column gives short instructions to you about what to do. The “Here’s why” column provides explanations, graphics, and clarifications. Here’s a sample: A-1: Creating a commission formula Here’s how Here’s why 1 Open Sales This is an oversimplified sales compensation worksheet. It shows sales totals, commissions, and incentives for five sales reps. 2 Observe the contents of cell F4 Fa a =) =E4*C Rate The commission rate formulas use the name “C_Rate” instead ofa value for the commission rate, For these activities, we have provided a collection of data files designed to help you learn each skill in a real-world business context. As you work through the activities, you will modify and update these files. Of course, you might make a mistake and therefore want to re-key the activity starting from scratch. To make it easy to start over, you will rename each data file at the end of the first activity in which the file is modified. Our convention for renaming files is to add the word “My” to the beginning of the file name. In the above activity, for example, a file called “Sales” is being used for the first time At the end of this activity, you would save the file as “My sales,” thus leaving the “Sales” file unchanged. If you make a mistake, you can start over using the original “Sales” file. In some activities, however, it might not be practical to rename the data file. If you want to retry one of these activities, ask your instructor for a fresh copy of the original data file.Topic B: Introduction vii Setting your expectations Properly setting your expectations do that by providing: s essential to your success. This topic will help you © Prerequisites for this course © A description of the target student A list of the objectives for the course A skills assessment for the course Course prerequisites Before taking this course, you should be familiar with personal computers and the use of a keyboard and a mouse. Furthermore, this course assumes that you’ ve completed the following course or have equivalent experience: © Windows XP: Basie, Windows Vista: Basic, or Windows 7: Basic Target student Students taking this course should be comfortable using a personal computer and Microsoft Windows XP or later. You will get the most out of this course if your goal is to become a proficient project manager by using Microsoft Project 2010 to plan and manage your projects.viii Project 2010: Basic Course objectives These overall course objectives will give you an idea about what to expect from the course. Itis also possible that they will help you see that this course is not the right one for you. If you think you either lack the prerequisite knowledge or already know most of the subject matter to be covered, you should let your instructor know that you think you are misplaced in the class After completing this course, you will know how to: Discuss basic project management concepts and principles; identify project view options, interface components, and Gantt chart elements; create and save a project file; and get help on using Microsoft Project. Create a task list, using both manual and automatic scheduling modes; set durations; modify a task list; establish a Work Breakdown Structure; hide columns; set milestones; and format the Sheet pane and the Gantt chart. ink tasks to establish a project schedule; modify task predecessors; set lag time and lead time; add recurring tasks; work in Network Diagram view; modify task relationships; apply different task types; and set task constraints. Create a base calendar and edit the working time; create a resource pool and a resource calendar; assign resources to tasks; create and apply a task calendar enter resource casts; and use the Cost table. Work in Calendar view and Resource Form view; add tasks to the Timeline, format the Timeline, and copy the Timeline to other Office applications; work with tables and create tables; and display WBS outline numbers. Apply filters, highlighting, Au(oFilters, and custom filters; group tasks and resources; create custom groups; sort tasks and resources; and renumber a sorted task list or resource list. Display the critical path and slack; edit effort-driven schedules to fine-tune a project; and resolve resource conflicts by applying both automatic and manual resource leveling,Skills inventory Introduction ix Use the following form to gauge your skill level entering the class. For cach skill listed, rate your familiarity from | to 5, with five being the most familiar. This is not a test. Rather, it is intended to provide you with an idea of where you're starting from at the beginning of class. If you're wholly unfamiliar with all the skills, you might not be ready for the class. If you think you already understand all of the skills, you might need to move on to the next course in the series. In know as soon as possible. er case, you should let your instructor Skill Identifying Project 2010 interface components, ee Identifying Gantt chart elements Creating projects Switching between project views Setting the project start date Navigating Help topics Creating task lists, Working in manual scheduling mode Working in automatic scheduling mode Changing the default scheduling mode Setting task durations, Modifying task lists Rearranging tasks Formatting the Sheet pane In ing project summary tasks Adding summary tasks and subtasks Hiding and showing subtasks Hiding columns in the Sheet pane Inserting milestone tasks Formatting a Gantt chart Linking and unlinking tasks Changing task predecessorsProject 2010: Basic Ski Applying lead time and lag time Inserting reeurring tasks Working in Network Diagram view Modifying task relationships Navigating a Gantt chart by using the Timeline Setting task types Setting task constraints Creating base calendars Changing the working time in a project calendar Creating resource pools Creating and applying resource calendars Assigning resources to tasks Creating and applying task calendars Entering project costs Using the Cost table Working with Calendar and form views Adding tasks to the Timeline Formatting the Timeline Copying the Timeline into other Office applications Displaying WBS outline numbers Creating and modifying tables Applying filters and AutoFilters Highlighting information Creating custom filters Grouping tasks and resources Creating custom groupsIntroduction xi Skill isks and resources Sorting Displaying critical tasks Displaying free slack Editing effort-driven schedules to fine-tune a project Applying automatic resource leveling Leveling resources manuallyxii Project 2010: Basic Topic C: Re-keying the course If you have the proper hardware and software, you can re-key this course after class. This section explains what you'll need in order to do so, and how to do it. Hardware requirements Your personal computer should have: © Akkeyboard and a mouse © A IGHz (or faster) processor e Atleast IGB of RAM © 2.GB of available hard disk space afier operating system install © ACD-ROM or DVD drive © SVGA monitor at 1024 « 768 or higher resolution Software requirements You will also need the following software: © Windows 7, Windows Vista, or Windows XP with Service Pack 3 © Project Standard 2010 or Project Professional 2010 © PowerPoint 2010 (This is required to complete Activity A-4 in Unit 5, “Views and tables,” but is not used elsewhere in the course.) Network requirements The following network components and connectivity are also required for re-keying this course: * Internet access, for the following purposes: Downloading the latest critical updates and service packs ~ Downloading the Student Data files from www.axzopress.com (if necessary)Introduction xiii Setup instructions to re-key the course Before you re-key the course, you will need to perform the following steps. 1 Use Windows Update to install all available critical updates and Service Packs. 2 With flat-panel displays, we recommend using the panel’s native resolution for best results. Color depth/quality should be set to High (24 bit) or higher. Please note that your display settings or resolution may differ from the author's, so your screens might not exactly match the screen shots in this manual. 3. Ifnecessary, reset any defaults that you have changed. If you do not wish to reset the defaults, you can still re-key the course, but some activities might not work exactly as documented. 4 Ifyou have the data disc that came with this manual, locate the Student Data folder on it and copy it to the desktop of your computer. If you don’t have the data disc, you can download the Student Data files for the course: a Connect to www axzopress.com b Under Downloads, click Instructor-Led Training. Browse the subject categories to locate your course. Then click the course title to display a list of available downloads. (You can also access these downloads through our Catalog listings.) d= Click the link(s) for downloading the Student Data files. Create a folder named Student Data on the desktop of your computer. f Double-click the downloaded zip file(s) and drag the contents into the Student Data folder. CertBlaster software CertBlaster pre- and post-assessment software is available for this course. To download and install this free software, complete the following steps: 1 Go to www.axzopress.com. 2 Under Downloads, click CertBlaster. 3. Click the link for Project 2010. 4. Save the .EXE file to a folder on your hard drive. (Note: If you skip this step, the CertBlaster software will not install correctly.) 5. Click Start and choose Run. 6 Click Browse and then navigate to the folder that contains the EXE file 7 Select the .EXE file and click Open. 8 Click OK and follow the on-screen instructions. When prompted for the password, enter ¢_pj2010xiv Project 2010: BasicUnit 1 Getting started 1-1 Unit time: 50 minutes Complete this unit, and you'll know how to: A Discuss basic project management concepts and principles, and identify project view options. B Start Project, open a project file, and identify interface components and Gantt chart elements. C Create and save a project file. D Get help with using Microsoft Project1-2 Project 2010: Basic Topic A: Explanation Project management concepts As a project manager, you have to manage and control your project to make ita success. You'll need to understand project management concepts and apply them, You can use osoft Project 2010 to help you to organize, track, and manage your project effectively. Keys to successful project management A project is a series of steps that are performed to reach a specific goal. Projects have a definite start and end, and they result ina product or service. Projects are often the critical components of the performing organization’s business strategy. A project has three general constraints: © Scope — Customer requirements, quality specifications, and deliverables © Cost — Budget and resources * Time — Timelines for tasks and specific start and end dates S . Scope Exhibit 1-1: The constraints of a project A project is considered successful when it’s delivered on time, stays within budget, and meets customer requirements. To manage your project effectively, it can be helpful to break it into phases so that it’s easier to control. The five phases of a project are: © The initial phase © The planning phase © The implementation phase © The monitoring phase © The close-out phase Collectively, these phases make up the project life cycle. Each phase is marked by the completion of one or more deliverables, called milestones. Project management Project management is the application of knowledge, skills, tools, and techniques to accomplish activities or tasks to meet the objectives sct for a project. To manage a project, you need to understand the phases involved in project management; these phases are the defining of priorities, limitations, and constraints for the project. They deseribe and organize the work of the project. Exhibit 1-2 illustrates the links between the phases in a project’s life cycleGetting started 1-3 ! \ | Iniial | —-Planning {Implementation | Monitoring | —Glose-out phase | phase. «=| ~=—opnese. = j= phase =| -—phase i i i i i i i i { I I I i aa | ! rag | 5 initiating Planning ; | Monitoring |;] Closing ffeeke |! | tacke |! tasks tasks i i i i 1 I i I i i i i i i i i Controlling phases and communication 1 i i i i i i i i i i I i i i i i Exhibit 1-2: The links between project phases The project management phases are described in the following table. Phase Description Initial Establish the beginning of the project and define the project's, objectives and scope. Planning Devise and maintain a workable scheme to meet the objectives and Implementation Monitoring Close-out Constraints As you track and ¢ business needs of the project. Also, identify the tasks and their resource requirements, Execute tasks and coordinate people and other resources to carry out the plan. Track and report on the project’s progress. Monitoring involves, reviewing the progress of the project, compared to the plan, and leads to control measures being taken. Control means taking corrective measures to ensure the success of the project. Formalize the acceptance of the project, ensure an orderly end, and evaluate personnel and the project itself for lessons leamed ‘ontrol the project to ensure that it progresses smoothly, you need to consider the constraints that the project might face. Constraints are the limitations imposed on a project. You can manage constraints by minimizing risks, cos! and resources. However, time is the main constraint that affects the performance of a project. You can manage your project effectively if you allocate proper time frames for each project phase14 Doit! Project 2010: Basic Project roles Projects often require a team of people with different roles and responsibilities to communicate with each other and work together. The cohesiveness of this group can affect the project’s successful completion. ‘The project manager has the primary role of directing the project’s flow and the communication between project participants. The project manager leads the planning of the project, watches for cost overruns, and manages disputes. He or she is responsible for risk management, preparing for uncertainties that ean and often will occur during a project. This person must also manage scope changes to prevent scope creep, the gradual addition of work which eventually makes the original cost and schedule estimates unachievable. The project manager’s process for dealing with scope changes will include revising the budget and schedule to accommodate project changes. Stakeholders are the people and organizations that have a vested interest in the project. These people include the project manager, decision makers, customers, vendors, and employees who will contribute to the project. These roles can be filled by one or more people, and an individual can play one or more roles A-t: Discussing project management concepts Questions and answers 1 What is a project? 2. Why is planning necessary for a project? 3. Why must you always monitor your project? 4 What is project management? 5 Which project management phase involves the execution of tasks and the coordination of people and other resources to carry out the plan? 6 What are the primary responsibilities of the project manager? 7 What are constraints? 8 What is scope creep?Explanation Getting started 1-5 Introduction to Microsoft Project 2010 Managing a project can become difficult if it’s not planned well. A project can fail if the time required to complete it exceeds the planned duration, if the total cost exceeds the planned budget, or if the end deliverable or product does not meet planned expectations. By using Microsoft Project, you can more effectively organize, schedule, and manage your project. Project management tasks ‘There are several things you'll need to do to manage your project effectively and meet your project’s objectives. Exhibit 1-3 shows a sample breakdown of typical project management tasks. Project management tasks Planning tasks Monitoring and tracking tasks Build the plan Set a baseline Set a project start date Enter actuals Enter task names and duration ‘Track variance Link tasks Adjust the schedule Assign resources and costs Print reports Fine-tune the plan ‘Communicate with the team Exhibit 1-3: Typical project management tasks Resources Resources are the people, materials, and equipment that enable you to complete project tasks. Microsoft Project helps you keep track of the resources assigned to accomplish each task. Overview of Project 2010 views You can use a variety of views to focus on specific aspects of your project. These include Gantt Chart view, Network Diagram view, Calendar view, Resource Sheet view, and Resource Usage view. In all views, the Timeline is displayed by default. It appears just below the Ribbon, If you prefer not to use the Timeline, click the View tab and clear the Timeline box.16 Project 2010: Basic Gantt Chart view Gantt Chart view is Project’s default view. It’s separated into two panes—with the Sheet pane on the left, and the Chart pane on the right—as shown in Exhibit I-4. The Timeline is displayed across tie top of the two panes. You use Gantt Chart view to enter and view task-related information. The Sheet pane shows your task list. The Chart pane displays tasks and task relationships graphically. a oan —_ O08 cesses == v Be es men CRE Seon a 3. aS : = Roo) ore ea Exhibit 1-4: Gantt Chart view, with the Timeline active You will likely spend much of your time working in Gantt Chart view, and one of the first things you'll need to do is establish your task list, also known as the Work Breakdown Structure (WBS). The WBS is a hierarchical arrangement of tasks, as shown in Exhibit 1-5. Frask Name y) puaton y | Sat y |] Fneh = Constructing a new 134.25 days Non 8/2/10. Fri 2/4/11 office building © * Reviewmeeting 1026 days ——FiSBMO Fri 2/ait 9 = Pre-construction Adays — Mon8210 Mon 927/10 0 Get approvals Duke Mon 80 Fignaie "1 Select architect 3 wks Non 82/40 | Fig2oio 2 Draw plans, Juke Men 73/10, Faso a Review bueprints 4oays Mon griaig) Thu sTie10 4 Ores materials Todays, Fri9/t7M0, Mon wer 1% Bulng petit Odays Mon siZ7/I0, Hon SZ7/10 Exhibit 1-5: A task list in Ganit Chart view Network Diagram view Network Diagram view displays project details as a flowchart that shows how tasks are arranged. This view can help you visualize and analyze task relationshipsCalendar view You can use Calendar view to display your project dates chronologically or to evaluate Getting started effort (the amount of work assigned in a given time period) in calendar days. Resource Sheet view Project also provides various views for working with resource assignments and costs. You can enter resource information in Resource Sheet view, shown in Exhibit 1-6. Tek | Resource Piet view Fomnst fae g Bras lnesoucetane —v [pe (Males! inna Katy Sretr More Ke Davelenes Wore io Pat Leen Wor os arches Wor a Je Des Wor D Laure wacurty Wore uw Conaciatores Work c Pai aii 2 crip Prosctman or contrat ‘es ou ed 100% 10% 100% 0% 1096 100% 500% Feseurces1 ~ MicrosftPreect mB ‘S200 soon S000 sume 00m sone 08h so. 2.00 0.0m 9.00 sone 00 ‘0th ‘soon ‘shou ‘00h 50.00 cone ‘0th Exhibit 1-6: Resource Sheet view Resource Usage view Afier entering resource information, you can switeh to Resource Usage view to monitor the number of hours each resource is scheduled for, and the tasks to which they are assigned138 Project 2010: Basic Dot! A-2: Discussing project management tools Questions and answers 1 What is a Gantt chart? 2 What is the Work Breakdown Structure? 3 What is a network diagram’? 4 How can Calendar view help you manage a project? 5 What are some typical project management tasks?Topic B: Explanation Getting started The Project window After you plan the basic tasks needed to accomplish your project, you can start working with Microsoft Project 2010. When you start Project, a new project file called Project1 is displayed in Gantt Chart view in the Project window. You can begin entering task details, or create a new project based on one of many templates available at Office.com. Microsoft Project 2010 interface components Exhibit 1-7 shows the main interface components of Microsoft Project 2010. (Quick Access teolbar FIN ee Ribbon || = BS 5 om Get toe ed ad ee ee , © sacs ‘Timeline +1$ — Status > Fei twreieyel sii wisirteletath bar+ (tei na eto | Exhibit 1-7: The Microsoft Project 2010 interface The following table describes the Project 2010 interface components. Component __Description Quick Access Displays commands for saving the current project, undoing the last action, and toolbar repeating the last action. You can personalize the Quick Access toolbar by adding buttoas for commands you use frequently. You can also move the Quick Access toolbar below the Ribbon. Ribbon ‘The main location for menus and commands. The Ribbon has several tabs that contain groups of related commands. Timeline Provides a “big picture” view of your project. You can copy your project Timeline and share it with other Office applications, By default, Gantt Chart view is active with the Timeline at the top. You ean switch to Timeline view to maximize the displey of the Timeline. Status bar Displays the current status of the project file, and information about a selected command or an aperation in progress.1410 Project 2010: Basic ‘The Ribbon interface The Ribbon interface was introduced in Office 2007 applications and is new to Project 2010. The Ribbon is the main location for menus and tools. When you click a Ribbon tab (such as Task, Resource, or Project), it displays various groups of related tools. Some tools are buttons you click to take an immediate action, and other tools display menus, lists, or galleries with more options. (A gallery is a collection of style options that are represented graphically to provide a preview.) Some of the commands and options that are available on the Ribbon are contextual, meaning that they change based on the current view. For example, when you're working in Gantt Chart view, the Ribbon displays the Gantt Chart Tools | Format tab. If you switch to Resource Sheet view, the Ribbon will display the Resource Sheet Tools | Format tab. The commands and options on the Format tab change the most from view to view, while the other tabs show dimmed (unavailable) commands if they cannot be used in the current view. Backstage view When you click the File tab, “Backstage view” is displayed. This feature is new to all Microsoft Office 2010 applications, Backstage view provides a central location for commands used to take action on a project as a whole, such as creating a file, saving a file, and preparing to print. Exhibit 1-8 shows Backstage view with the New command selected. From here, you can create a new blank project, start a new project file based on another file, or use free templates available at Office.com mae a Saas sabe Yenpatae Bank poet tens } L 2 ove De Exhibit 1-8: The File tab displays Backstage viewGetting started = 1-11 Do it B-1; Identifying interface components Here’s how Here’s why 1 Click Start and choose To start Microsoft Project 2010. All Programs, Microsoft Office. Microsoft Project 2010 In the Welcome to Microsoft IF necessary Office 2010 screen, select Don’t make changes and click OK 2 Observe the title bar It shows that a new blank file, with the default name Project!, is open. The Gantt Chart tools are displayed by default. 3 Locate the Quick Access toolbar _(In the top-left comer of the window.) It contains commands for saving the current project, undoing the last action, and repeating, the last action. You can personalize the Quick Access toolbar by adding buttons for commands you use frequently. 4 Observe the Ribbon tabs ‘The Task tab is active by default. There are also File, Resource, Project, View, and Format tabs. 5 Observe the Task tab ‘Commands on the Ribbon are grouped logically. The Task tab contains the View group of ‘commands, along with the Clipboard, Font, Schedule, Tasks, Insert, and Properties groups. 6 Inthe Properties group, point to A ScreenTip appears. You can point to Information commands on the Ribbon to read brief command, descriptions and to sce keyboard shortcuts when available. 7 Click the Resource tab To display resource-related commands. 8 Click the Project tab On this tab, you can modify project information, change the working time, move the project calendar, and generate reports, among other things. 9 Double-click the Project tab To hide the Ribbon and get more screen space in which to work. The tabs remain visible so that you can easily activate the Ribbon again. 10 Double-click the Task tab To activate the Ribbon with the Task tab active. 11 Locate the Timeline By default, the Timeline is displayed at the top of Ganit Chart view. It provides a “big-picture” view of your project.112 Explanation Project 2010: Basic 12 Locate the status bar The status bar shows the current state of the Project window, and provides tools for switching the view of the current Project file and for zooming in and out on the current file, 13 Click the File tab To display Backstage view, which provides options for taking action on Project files, such as opening and closing files, saving files, and setting print options. 14 Click Close Click No (Ifnecessary.) To close the blank file without saving it. The application remains open. The commands are inactive because there’s no Project file open. Gantt Chart elements Gantt Chart view is divided into po panes, as shown in Exhibit 1-9. The Sheet pane, on the left, resembles a spreadsheet, with rows, columns, and cells. You insert task names in the cells under the column headings. Each columa displays information that is stored in the Project file. The row numbers are the IDs for the tasks. ‘The Chart pane, on the right, displays the information in the Sheet pane graphically. A bar represents a task, and the length of a bar shows the duration of that task. You can easily compare the start and finish dates of tasks by comparing the length of their task bars. Gantt Chart view also displays a default timescale, which shows the month and days on a weekly basis. You can use the horizontal and vertical scroll bars in each pane to display the columns that are outside the current viewing areaGetting started = 1-13, Indicators Column field heading Chart pane Timescale Gantt bar mao) er a a = aa cr. = as ff |e TeZsop Mon iw Fara arama — Fira 1 1 toecsia mos a = ee = = = Ts lala) alslalalzlee zla'el-| Exhibit 1-9: A project file in Gantt Chart view, with the Project tab active ‘The following table describes the components of Gantt Chart view Component Description Indi ors field Displays icons that represent information about a task. There are indicators for many things, including constraints, notes, and over-allocated resources. Column heading Displays the field name in the Sheet pane. Sheet pane A spreadsheet, consisting of rows, columns, and cells that contain project data. Chart pane Displays task information as graphieal bars corresponding to task duration Timescale Indicates the timeframe shown in the Gantt chart. Gantt bar (Also called a task bar.) Represents a task. The longer the Gantt bar, the longer the duration of the task. To open a Project file and start working with 1 Click the File tab and then click Open. The Open ialog box appears. 2 Navigate to the Project file that you want to open and select it. 3. Click Open (or double-click the file).1-14 Project 2010: Basic Dot! B-2: Exploring Gantt Chart view The files for this activity are in Student Data folder Unit 1\Topic B Here’s how Here’s why 1 Click the File tab Click Open The Open dialog box appears. 2 Open the Student Data folder On the Windows desktop. Open the current unit folder Open the current topic folder 3 Select Sample and click Open _ You'll use this Project file to explore different views. The project opens in Gantt Chart view, which consists of the Sheet pane and the Chart pane, The Timeline at the top spans both panes. 4 Observe the Sheet pane The Sheet pane displays the project’s task list. Each row represents a task, and each row number represents a task ID. Observe the column headings Each view has different default columns, Each column displays information from the Project, file, The default columns in Gantt Chart view include Task Name, Duration, Start, and Finish. Atthe bottom of the Sheet pane, _To view the other default column headings, scroll horizontally Scroll back to the left If necessary. 5 Observe the Indicators column (The leftmost column in the Sheet pane.) This column displays icons that indicate task-related information. Point to the circling arrow icon (In the Indicators column.) A SereenTip appears, indicating that the task in this row repeats seven times. There are several other icons that appear when certain conditions apply.6 Point to the divider bar, as shown Drag to the left 7 Observe the Chart pane 8 Observe the timescale 9 Observe the task bars Point to any task bar Click a task bar 10 Click the gray bar at the top of the chart, as shown 11 Click the File tab Click Close Click No Getting started = 1-15. Fri 7/13/12, oa Fri 743/12 Mon 3/5112 The pointer changes to a double-headed arrow when placed on the divider bar. You can drag it either way to change the width ofa pane. To increase the width of the Chart pane and decrease the width of the Sheet pane. The Chart pane displays the information in the Sheet pane in a graphical format {In the Chart pane.) It shows the months and days of the week. The length of a task bar depicts the duration of that task, Using the timescale, you can quickly see the start and end dates for each task. ——— oo Task Task: Get approvals ‘Task Start: Mon 1/9/12 Task Finish: Fri 1/20/12 Duration: 2w (Any one of the blue bars in the chart.) Details about the task are displayed. Its corresponding task is selected in the Sheet pane. Fe] 19123] Tana t2 [lan 12 Feb 12 8 [40 [14] 18] 22 [26] 301 3 [7 [11% Project Summary Frask: Constructing a new affice bulking | rast start: Mon 1/9/12 pm Task Fish: Fr 7/19/12 Duration: 134,254 This is the project summary task. It represents a summary of all project tasks and the project timeline from start to finish.1-16 Project 2010: Basic Topic C: Explanation Project files When you start Microsoft Project, a new project file appears in Gantt Chart view by default. You can start working with this default project file, or you can create a new project file, create a project file based on a template, or open an existing project file. The Project Information dialog box When you create a project file, you’re not prompted to supply any project information. A good place to get started is the Project Information dialog box. To open it, click the Project tab. Then, in the Properties group, click Project Information. By default, the Project Information dialog box uses the current date as the project start date. (The finish date is calculated by Project afier all of your task information is established and linked.) To set a different start date, click the arrow in the Start date field and select a date from the calendar. Projectinformation for Project let Start date Curent date: Fri 2/26/10 + Finch dates [Fri 2/26/10 Status date: NA Z| Schedule Fon: Project Stat Date Calendar: Standard + Al tasks begn zs soon as possible Prov: (500 Exhibit 1-10: The Project Information dialog box Defining project properties In the Project Properties dialog box, you can enter general project information, such as the project name, the project manager's name, the name of your organization, and specific keywords related to the project. This information will help you organize and locate your project files To define properties for your project, open the project, click the File tab, and click Info. In the right pane, click Project Information and choose Advanced Properties. This opens the Project Properties dialog box. Enter values on the Summary tab, and click OK.Getting started 1-17 Do it C-1: Creating a project file Here’s how 1 Click the File tab In the right pane, click Create 2 Click the Project tab In the Properties group, click Project Information 3. In the Start date field, arrow Select a date that is one month from today’s date Click OK 4 Click the File tab Click Info $ In the right pane, click Project Information Choose Advanced Properties 6 Inthe Title box, type Construct Edit the other fields to read as shown Click OK Here’s why elected on the File tab, elected by default under The New command is and “Blank project” is “Available Template To open the Project Information dialog box. By default, the current date is set as the project start date. The finish date is calculated by Project after you enter your task information. A calendar appears. To close the Project Information dialog box. If necessary. The Properties dialog box opens with the Summary tab active, You'll enter information in the various fields, author: |Devid James Manager: |Devid James Compeny: | Sutfander Spices To close the dialog box.1418 Explanation Doit! Project 2010: Basic Saving project files After you have created a project file and specified a start date for your project, you need to save the file to preserve the information for future use. The first time you save a project file, you specify its file name and storage location. Later, as you're working on the project, you can click Save or press Ctrl+S to quickly update the file, using the same name and location. To save a project file for the first time: 1 On the Quick Access toolbar, click the Save button (or press Ctri+S). 2 Inthe Save As dialog box, navigate to the location where you want to save th project file (or accept the default location). 3. Inthe File name box, type a name for the project file. 4 Click Save (or press Enter). C-2: Saving a project file Here’s how Here’s why 1 On the Quick Access toolbar, The Save As dialog box opens because click [Ea] the first time this file has been saved. 2 Inthe navigation pane, under Favorites, click Desktop Double-click the Student Data Scroll down, if necessary. folder Open the current unit folder Open the current topic folder You'll save the project file in this folder. 3. Edit the File name box to read My new project 4 Click Save To save the file in the specified folder. 5 Observe the title bar ‘The title bar updates to show the name of the project file. 6 Click the File tab Click CloseTopic D: Explanation Getting started 1-19 The Help window You can use Project's Help window to get assistance while you're wor Project Help window. click the Help button or press F 1. 1g. To open the If your computer is connected to the Internet, the Help window displays live content from Office.com. If you're offline, the Help window displays content that was installed along with the program on your computer. You don’t need to open a project file to open the Project Help window. & Popa tep Ota GN e +P Seach + Office Project Help and How-to Browse Office Project Help jetting started with Project ® Managing risks 2010 recking progress end the Seting up apreject and criscal peth steele Using resources Viewing your project Creating priest reports Printieg your project General reference Videos ile management Collsborstion tomizng Accesubty Security and privacy Working ine diferent lenguege Activating Project 2010, ALror a | | Dcenreceaio omcecon Exhibit 1-11: The Project Help window1-20 — Project 2010: Basic Doi! D-1: Getting help with using Project Here’s how Here’s why 1 On the right side of the program To open the Project Help window. If your computer is connected to the Intemet, the Help ‘window displays live content from Office.com. If you're working offline, local Help content is displayed, window, click 2. Click the first item in the list To display that Help topic. This content is downloaded from Office.com, 3 Click the arrow to the right of the Search button Under “Content from this To access local Help content, which was computer,” choose installed on your computer with the program. Project Help Your computer doesn’t have to be connected to the Internet for you to ace Help content. 4 In the Search box, enter saving Click Save as PDF or XPS To view information on how to save a project file in PDF or XPS format, 5 Close the Project Help window 6 Close Microsoft ProjectGetting started. 1-21 Unit summary: Getting started Topic A In this topic, you learned basic project management concepts. You leamed about the phases of a project and the many ways that Project 2010 can help you manage projects successfully. You also learned about the various project views you can use as you manage your projects. Topic B In this topic, you learned how to create a project and open a project file. You identified Project’s interface components and the clements of a Gantt chart. Topic © In this topic, you learned how to create a project file and use the Project Information dialog box to set the start date for a project. You also leamed how to use the Properties dialog box to enter general project information, and you learned how to save a new project file. Topic D In this topic, you learned how to use the Project Help window, and you learned how to search for Help topics when you're offline. Independent practice activity In this activity, you'll create and save a project file. You'll also set a project start date, set project properties, and use the Project Help window. I Start Microsoft Project 2010. Create a project file. Set the start date as two months from today. 3 4 Save the project as My practice project in the current Unit summary folder. Specify the properties shown in Exhibit 1-12. (Hint: Click the File tab and then click Info.) Open the Project Help window and enter timescale in the Search box. Click the first topie in the list of results. Close the Project Help window, Save and close the project file Sew aa Close Microsoft Project My practice project Properties General, Summary Tite: {Launch new product ine Subjects Author; | Your Name. Manager: |Your Name Company: {Outlander Spices Echibit 1-12: The Project Properties dialog box1-22 Project 2010: Basic Review questions 1 What are the five project management phases? 2 During the phase, you devise a workable scheme to meet project objectives and identify the tasks and their resource requirements. 3. How do you set the project start date? 4 What are some other project views that are available? 5 How can you get help as you work in Project? 6 What is a Gantt bar? 7 The indicates the timeframe shown in the Gantt chart.Unit 2 Tasks Unit time: 75 minutes Complete this unit, and you'll know how to: A Create a task list by using both manual and automatic scheduling modes, change the task scheduling mode, and set durations. 0 Modify a task list and format text in the Sheet pane. C Establish a Work Breakdown Structure, hide columns, set milestones, and apply Gantt Chart styles.2-2 Project 2010: Basic Topic A: Explenation Creating a task list Every activity in a project isa sask. There are many ways to get started with a task list, depending on the nature of the project and your own project management style. You ean begin your project planning by listing the major phases as summary tasks and then ‘dentilying the subtasks for each of those phases. As you identify the tasks for your project, you can estimate the time needed to accomplish each task. The task list The fash lst is a complete list of project tasks and subtasks. To create a task list, you enter al ofthe tasks that must be accomplished fo complete the project. This lst helps you decide what resources and time you'll need to complete the project. For example, if your project is to build a new office building, one major phase isto lay the foundation. Subtasks that would fall under the broad task of “Foundation” might include “survey and stake,” “excavation,” “footings,” “drainage,” and so on, You enter task information as sows in the Sheet pane of Gantt Chart view and list them in their order of occurrence, User-controlled scheduling Project 2010 introduces a new feature called user-controlled scheduling. In previous versions of Project, the built-in scheduling engine was always on. In Project 2010, the default task scheduling mode is manusl, meaning that Project will net automatically calculate the schedule as you enter tasks and task relationships. This way, if you're just getting started on a project but you don"t have any details just yet, you can plug in some general information in lieu of those details. Then, as you get further into the project and more details emerge, you can switch to automatic scheduling to take advantage of Project’s scheduling engine. Manual scheduling mode In manual scheduling mode, you determine the start date and duration of each task, and Project does not alter that task schedule, No default values are applied when you enter tasks, because at the outset of a typical project you might not have exaet dates or a precise understanding of task durations. Depending on the nature of your project, you might want to control how each task is scheduled. You can use the Task Mode column to indieate whether o tesk is manually oF automatically scheduled, For example, you can manually schedule specific tasks while using automatic scheduling for all other tasks, or you can change the task mode for all tasks. You might want to use manual scheduling during the planning or proposal phase of a project, entering estimates to provide a general idea of the project schedule, and then switch to automatic scheduling once the project is approved and tasks are better defined, Copying information between Project and other applications You can paste content from other Office applications directly into your Project 2010 file. This can save you time entering general task information. For example, if your manager or colleague sends you an Outlook e-mail message with a bulleted list of initial tasks to consider for the project, you can copy the list, paste it direetly into the Sheet pane, and then add furthes details as needed.Do it! Tasks 2-3 You can also share project information with stakeholders by pasting content from your Project file into other Office applications. For example, if you're in the initial stages of your project planning and you want to share your preliminary task list, you can copy it and paste it into an Outlook e-mail message, and it will retain all formatting. A-1: Exploring user-controlled scheduling Here’s how Here's why 1 Start Microsoft Project 2010 2 Click under Task Name Type New office building Press Genre 3 Type Plan and design Press (CENTER 4 Enter a task named Foundation 5. In the Duration field for task 1, enter 10 months Observe the Duration value Observe the task bar 6 Click in the Start field for task 1 Click the arrow and click Today Observe the task bar 7 Inthe Duration field for task 2, enter 5 Set the start date to a few days from today 8 In the Duration field for task 3, enter Ask Kathy A new blank project file opens by default You'll enter preliminary information about the project ‘The task is entered with an ID of 1. Project does not enter any default duration or schedule value. Notice that without a duration value, nothing is displayed in the Chart pane. To enter an approximate duration value. It is automatically abbreviated as “10 mons.” ‘A faded blue bar indicates that no start or finish date is set. An arrow appears in the cell. To enter today’s date as the project start date, You can always move the project later. Now that the task has a start date, the task bar does not look faded. The default unit of time is days; Project automatically adds “days” to the numeric value. Manual scheduling mode allows you to enter informal values such as this, which you can replace when project details are clarified.24 Project 2010: Basic 9 10 i 12 Point to the first task bar, as shown Drag to the right to move the task bar a few days forward Observe the value in the Start field Drag the bar for task 2 to a few days after the task 1 start date How might you take advantage of the user-controlled scheduling feature? Save the project file as My project start Close the project file May 30,10 s[m[7 [WIT TF] The pointer changes to indicate that you can move the task bar, The value in the field has been updated. In the current topic folder.Explanation Tasks 2-5 Automatic scheduling To take advantage of Project’s scheduling engine, you need to work in automatic scheduling mode. If you’re working with a project file built in manual scheduling mode, you can switch to automatic scheduling by clicking the Task Mode column header to select all tasks and then clicking Auto Schedule on the Task tab. You can convert dividual tasks to automatic scheduling by clicking in the Task Mode field for a task and selecting Auto Scheduled. If you make a task auto-scheduled, Project determines its schedule based on factors such as constraints and dependencies. If you're just getting started and you prefer to use Project’s scheduling engine, you can set all new tasks to use automatic scheduling. In the status bar, click “New Tasks: Manually Scheduled” and select Auto Scheduled. This changes the scheduling mode only for new tasks entered in the current project file, and does not affect other project files. Task durations After you identify and list your tasks, you need to plan the duration of each task. You specify the duration of a task by entering a value in the Duration column. The default time period is days—if you enter a numeric value ina Duration field, “days” is automatically appended to the value. To specify a task duration in hours, you can enter a value followed by “h,” as in 8h. To specify a value in weeks, you can type a value followed by “w,” as in 2w. A question mark after a duration value indicates an automatic estimate, You can change estimated durations to actual ones as needed or when more details emerge. When a Duration field is selected, it changes to a spinner box. Click the up arrow to increase a duration value, and click the down arrow to decrease it The task bars (the horizontal blue bers) in the Chart pane graphically represent the durations of the tasks. These bars look a bit different in automatic scheduling mode than they do in manual scheduling mode.Project 2010: Basic A-2: Adding tasks and durations in auto schedule mode The files for this activity are in Student Data folder Unit 2\Topic A. Here’s how Here’s why 1 Create a new blank project file 2 Click the Project tab Click Project Information In the Start date box, enter a date two months from today Click OK 3. In the status bar, click as shown Select Auto Scheduled 4 Click the first cell in the Task Name column Type Select architect 5 Press aa) Observe the selected cell 6 In the Duration field, type 3w Press Observe the task duration (Click the File tab, click New, and then click Create.) You'll change the scheduling mode, create a task list, and set the duration of cach task. (In the Properties group.) To open the Project Information dialog box. To set the start date for the project. To close the dialog box. So that your task dates will be calculated and updated automatically. Changing this setting affects only the current project file. To select it. You'll enter the first task. To move to the Duration field, “1 day?” appears by default. A question mark after a duration value indicates an estimated duration. In the Chart pane, the default length of the blue task bar also corresponds to one day. Project recognizes the “w” as an abbreviation for “weeks.” ‘The duration value does not have a question mark after it because it’s no longer an estimated duration, The length of the task bar increases accordingly. Also, the “w” changes to “wk:10 1 In the Task Name column, select the second cell Type Get approvals Press (as. In the Duration field, enter 2w Observe the Chart pane Enter the new task details shown Save the project file as Construction project Close the file Tasks 2-7 To move to the Duration field for this task, To set the task’s duration in weeks. nn The second task bar is shorter than the firsi, indicating that the second task has a shorter duration than the first task Draw plans 3 wks Review blueprints 4days In the current topic folder. Click the File tab and then click Close.238 Project 2010: Basic Changing the default scheduling mode for all new files Explanation You’ ve already learned how to change the default scheduling mode for all new tasks within engine a particular project file. However, if you prefer to work with Project’s scheduling atalll times, you ean change Project’s default setting so that all new files use automatic scheduling. Here’s how: 2: 3 4 Click the File tab. Click Options to open the Project Options dialog box. Click Schedule. From the “Scheduling options for this project” list, select All New Projects. (If no project file is open, this option will be selected automatically.) From the “New tasks created” list, select Auto Scheduled. 6 Click OK. Doit! A-3: Changing the scheduling mode for all new files Here’s how Here’s why 1 Click the File tab 2 Click Options (Near the bottom of the left pane.) To open the Project Options dialog box. Click Schedule To display the schedule options. 3 Inthe “Scheduling options for this If a project file were open, you would need to pri ject” list, verify that All New select this option from the list. Projects is selected 4 From the “New tasks created” list, _ All future project files will use automatic select Auto Scheduled scheduling. Click OKTasks 2-9 Topic B: Modifying a task list Explanation You've already leamed how to build a task structure by entering a series of tasks in the Task Name column. You can also insert new tasks between existing tasks. During the project life cycle, you will likely need to add or delete planned tasks, and move tasks to rearrange them in the project. Adding tasks to a task list To add tasks to a task li 1 Inthe Task Name column, select the cell below the location where you want to insert the new task. 2. On the Task tab, in the 1 seri group, click the Insert Task button, 3. Type the task information in the new row. You can also right-click the cell below the location where you want to insert the new task and choose Insert Task, or select the cell below the desired location and press Insert. Deleting tasks In the course of a typical project, you might need to delete tasks that are no longer necessary. To delete a task from the task list, do either of the following: © Right-click the task and choose Delete Task. @ Select a row and press Delete2-10 Project 2010: Basic Do it! B-1: Inserting and deleting tasks The files for this activity are in Student Data folder Unit 2\Topic B. Here’s how Here’s why 1 Open Construction (From the current topic folder.) This project file contains a list of tasks. You'll insert and delete tasks, Save the project file as Click the File tab, click Save As, edit the file My Construction name, and click Save. 2 Select a cell in row 1 (Any cell will do.) You'll insert a task above this row. 3 On the Task tab, click as shown at - * To insert a new task. 4. Type Pre-construction Press (enrer) 5 Right-click Foundation walls (Task 15.) You'll add a task above this task. Choose Insert Task Type Prepare foundation and press 6 Select Level the ground (Task 9.) You'll delete this task Press (DELETE) To clear the data. The cell remains selected, and a Delete icon appears to the left of it. 7 Click [x] Two options are displayed. By default, only the contents of the cell are cleared. Select Delete the entire task — The task is deleted and the task list is renumbered automatically. 8 Click 15 (The row number.) To select the row for task 15. Press (GaETE) To delete the task. With this method, the entire iask is deleted automatically. 9 Save your changes Click the Save button or press Ctrl4S.Explanation Do it! Tasks = 2-11 Rearranging tasks While examining the task list, you might find that some tasks need to be rearranged. You can easily move tasks from one row to another, either by cutting and pasting them or by dragging them. When you rearrange tasks, Project automatically reschedules the task list. To cut and paste a task in the task list: 1 Cli 2. Inthe Clipboard group, click Cut. ‘k a row number to select the entire row. 3. Click the row number below where you want to insert the cut task. 4 Inthe Clipboard group, click Paste. To drag a task in the task list: 1 Click the row number to select the select multiple sequential tasks.) 2 Drag the selected row to a new position in the task list. entire row. (Or drag across row numbers 10 You can use the Undo command to reverse changes in the order in which you made them. If you click the Undo bution enough times, your project file will return to the state it was in when you last saved the file. B-2: Rearranging tasks Here’s how Here’s why 1 Click 3 To select the entire row for the task “Get approvals.” You'll move this task to row 2. 2. Drag up between rows 1 and 2, mS Pre-construction as shown a Select architect To move the task to row 2. 3. Observe the task list “Get approvals” is now task 2, and the remaining tasks are renumbered automatically. 4 Scroll down to view the tasks at the bottom of the list 5 Point to 23, and drag down to 24 —_ (Drag over the task numbers.) To select tasks 23 and 24, from the task number column, so that you can move both tasks. 6 Drag the selected tasks between 2 28 and 29, as shown Fan = To move the two tasks. 7 Save your changes2-12 Explanation Doit! Project 2010: Basic Formatting the Sheet pane ‘You can format the Sheet pane to suit your prefer s and the specific project you're working on, For example, you can change the font and font size, You can also highlight specific tasks by applying a background color, or increase the width of the Sheet pane to view more columns, B-3: Formatting the task list Here’s how Here’s why 1 Click as shown 2 Inthe Font group, click as shown Scroll up and select Arial 3 Click as shown Select 9 4 Point to the border between the Sheet pane and the Chart pane 5. Drag the border to the right until the Start and Finish columns are visible 6 Save and close the project file To select the entire Sheet pane. Caliber IR BIU To open the Font list. To change the font to Arial. rial va ie Blu) A’ To open the Font Size list. To decrease the font size. The pointer changes to indicate that you can ‘move the border in either direction. To display more of the task information.Topic C: Explanation Tasks 2-13 The Work Breakdown Structure The task list is called a Work Breakdown Structure (WBS). The task ID numbers represent the WBS. The project summary task is the highest level of the WBS, and the other tasks are broken down to their lowest manageable levels, The WBS helps you to visualize the entire project in terms of scope, cost, time, and resources. Summary tasks and subtasks A summary task can be the overall objective of your project, or it can represent one of many major phases in a project. For example, a project summary task, the highest level of the work breakdown structure, might be “Build a house.” Summary tasks representing major phases within this work breakdown structure might be “Install utilities” or “Lay foundation.” A project can have as many summary tasks as needed to define a work breakdown structure. Tasks that fall under a summary task are called subtasks. A summary task must contain subiasks that represent the activities needed to complete the summary task. If you delete or move a summary task, all of its subtasks are deleted or moved along with it. Creating project summary tasks To create a project summary task, click the Format tab and check Project Summary Task. This adds a summary task, with a default name taken from the project’s file name, and gives it a task ID of 0. To rename the project summary task, select the name and type a new name. Here’s another way to create a project summary task: At the top of the task list, include the task that you want to be the project summary. Click the Task Name column heading to select all tasks in the list. Then, on the Task tab, click the Indent button, This indents all tasks except the first task in the list, thus establishing the highest-level task, the project summary task. This method does not set the project summary task ID to 0. By default, all summary tasks are formatted with bold text in the Sheet pane. In the Chart pane, a summary task is represented by a gray bar that spans the duration of its, subtasks, as shown in Exhibit 2-1. Summary task ~ Subtask Exhibit 2-1: Summary tasks and their subtasksProject 2010: Basic C-t: Creating a project summary task The files for this activity are in Student Data folder Unit 2\Topic C Here’s how Here’s why 1 Open Construction 2 Save the file as My Construction 2 2 Click the Format tab 3 Check Project Summary Task Observe the ID number Observe the task name Observe the duration of the project summary task 4 Observe the other tasks 5 Observe the Chart pane 6 Click My Construction Type Build New Office and press 7 Save your changes (In the Show/Hide group.) Project inserts a summary task at the top of the task | Project assigns the number zero to the project. summary task ‘The default task name is taken from the file name, The text for a summary task is bold. The estimated duration is set to equal the current longest task duration in the project (3 weeks, or 15 work da They are indented below the summary task, because they are all subtasks of the project summary task. The summary task appears as a gray bar that spans the length of the project. To select the summary task name. To rename the project summary task.Explanation Tasks = 2-15 Adding summary tasks There are two ways to create summary tasks for your major project phases. You can click the Summary button in the Insert group on the Task tab. This inserts a summary task, with default text, above the task that’s selected in the Sheet pane. You can also create a full list of tasks and then use indenting and outdenting to establish the structure. Indenting and outdenting tasks Indenting and outdenting tasks is a critical part of establishing the WBS. When you indent a task, you move it one level down in the task hierarchy, and the task that precedes it becomes its summary task. To indent a task, select it and click the Indent button on the Task tab. Moving a task up a level in the hierarchy is called oufdenting. To outdent a task, select it and click the Outdent button on the Task tab, When you outdent a task, subsequent tasks become its subtasks. Hiding and showing subtasks You can collapse subtasks under their summary tasks to focus the task list on your main project phases. When you create a summary task, a small box with either a plus sign or a minus siga is displayed to the left of the summary task name, as shown in Exhibit 2-2. A minus sign indicates that the summary task is expanded; all of its subtasks are visible. A plus sign indicates that the subtasks are hidden, Clicking a plus sign expands the summary task to reveal its subtasks, while clicking a minus sign hides its subtasks. You can also hide or show all subtasks simultaneously. On the View tab, click Outline. Then choose either Hide Subtasks or Show Subtasks. If your task outline is complex and contains several levels of summary tasks, you can choose (o hide only certain levels in the outline. On the View tab, click Outline and then choose Outline Level 2, Outline Level 3, and so on. If you choose Outline Level 1, only the project summary task is displayed. At Outline Level 2, the project summary task and all tasks directly beneath it are displayed, while subtasks deeper in the hierarchy are hidden, as shown in Exhibit 2-2. uration [start Une Ss ~ Project summary lidays — Mon5/3/19 Mon5/17/10 = Phaseisummary 5S days Mon 5/3/10 Fri5/7/10 subtask 1.1 3days Mon5/3/10 Wed 5/5/10 subtask 1.2 days Mons/3/z0 Fris/7/19 subtask 1.3 3days Mon5/3/10 Wed 5/5/10 “Phase2summary 9 days Mon 5/3/10 Thu 5/13/10 subtask 2.4 3 days Mon5/3/10 Thu 5/13/10 subtask 2.2 days Mon 5/3/10 Mon 5/10/10 subtask 2.3 days Mon5/3/10 Fris/7/10 “Phase3summary days Mon 5/3/19 Mon$/17/10 * summary 1 Sdays Mon 5/3/10 Fri5/7/10 * summary 2 Adays — Mon5/3/19 Mon5/17/10 Exhibit 2-2: A WBS, with some hidden subtasks2-16 Doit! Project 2010: Basic Hiding columns in the Sheet pane Another way you can customize your view of a project is to hide columns that you don’t need to use regularly. Doing so can make room for other columns and optimize your workspace for your specific project needs and your personal preferences. Hiding a column does not delete the information from the Project file; it merely conceals the information. To hide a column, do either of the following: © Right-click the column heading and choose Hide Column. © Click a column heading (to select the columa) and press Delete. If you want to add column, right-click any column and choose Insert Column. Then select the desired column from the column heading list. C-2: Defining a work breakdown structure Here's how Here’s why 1 Drag to select rows 2-6, as shown — ffask aeons IS Build New office 15 days?) ls, pre-construction __1day? S s = =, es is Bulloing permit "0 days You'll indent tasks to build a WBS. On the Task tab, elick | = (The Indent Tasks button.) To indent the selected tasks one level. 2 Observe the task in row 2 “Pre-construction” is now a summary task, indented below “Build New Office,” which is the project summary task. The subtasks of “Pre- construction” are ail indented below it. 3. Observe the Chart pane “Pre-construction” now has a summary task bar 4 Drag to select tasks 9-16 Indent the tasks (Click the Indent Tasks button.) The selected tasks fall under the “Foundation” phase of the project. 5 Click as shown ";foundation Survey and| ‘To collapse all subtasks of the Foundation phase of the project. Doing so can help you to more easily view and navigate the Sheet pane.11 13 “4 Hide the subtasks under Pre-construction Observe the task numbers Select tasks 18-22 Indent the selected tasks Hide the subtasks under “External work” Scroll down so that the last task is visible in the Sheet pane Make tasks 24, 25, and 26 subtasks of “Distribute utilities” Hide the subtasks under “Distribute utilities” Select tasks 27-34 Click [9 summary Type Internal work and press (eure Click the View tab Click Outline and select All Subtasks Right-click Task Mode Choose Hide Column. Save your changes 2-17 Tasks ID numbers for collapsed tasks displayed. To make them subtasks of the summary task “External work.” Ifnecessary. Select tasks 24~26, and click the Indent Tasks. button, {In the Insert group on the Task tab.) To insert a new summary task above the selection. To name the summary task. The selected tasks are already indented beneath it. To show all subtasks in the task outline, (The column heading at the top of the Sheet, pane.) You'll hide this column because you will predominantly use automatic scheduling. To hide the Task Mode column and create more space for the columns you'll be working with most often.2-18 Explanation Doit! Project 2010: Basic Milestone tasks In a typical project, you'll want to identify tasks that represent the completion of a major project phase or activity. These tasks are called milestones; each milestone is checkpoint in the life cycle of a project. Milestones have a duration of zero, and they are represented by black diamonds in the Gantt chart. To insert a milestone task, click the Milestone button in the Insert group on the Task tab and then enter the milestone details. If a blank row is selected in the Sheet pane when you click Milestone, the milestone task is inserted at that location. If an existing task is selected, the milestone is inserted above that task. You can also convert an existing task to a milestone. To do so: 1 Inthe Sheet pane, double-click the task to open the Task Information dialog box 2 Click the Advanced tab. 3. Enter zero as the task duration, and check “Mark task as milestone.” 4 Click OK. C-3: Setting milestones Here’s how Here’s why (Task 7.) To open the Task Information dialog box. You'll make this task a milestone, 1 Double-click Building perm Click the Advanced tab If necessary. 2 Inthe Duration box, enter O Check Mark task as To designate this task as a milestone. milestone Click OK To apply the settings and close the dialog box. 3. Observe the milestone in the Milestones ars represented by black diamonds in Chart pane the Chart pane. The date of a milestone is displayed next to it. 4. Scroll down to select task 36 Set the task as a milestone Double-click the task. On the Advanced tab of the Task Information dialog box, set the duration to zero and check “Mark task as milestone.” 5 Click below Certificate of You'll add a new milestone task here. Occupancy Click (In the Insert group of the Task tab.) To insert a ' muestone new milestone task in the empty row. Type Office building The task duration is automatically set to 0 days. complete and press (“zwren) 6 Save your changesExplanation Tasks = 2-19 Gantt Chart styles Using the Format tab, you can quickly change Gantt Chart styles. When you're in Gantt Chart view, the Format tab displays several color schemes. Simply click an icon to apply the corresponding Gantt Chart style Custom bar styles You can use the Bar Styles dialog box to further customize task bars. On the Format tab, click Format and choose Bar Styles. Select the chart clement you want to format, such as Summary or Milestone, Select the desired shape, color, and pattern, and click OK. Gridlines Sometimes it can be hard to see which task bar corresponds to its task in the Sheet pane. Gridlines make it easier to associate tasks in the Sheet pane with their task bars in the Chart pane. When you select a task in the Sheet pane, its cell borders extend through the Chart pane, making it easier to see which task bar corresponds to that task. To apply gridlines, click the Format tab, click Gridlines, and choose Gridlines. In the Gridlines dialog box, select an option from the “Line to change” list, select a line style from the Type list, select an interval if necessary, and click OK. You can also apply color to gridlines by selecting a color from the Color list2-20 — Project 2010: Basic Dot! C-4: Applying Gantt Chart styles Here’s how Here’s why 1 Scroll to the top of the task list Select any task 2 Click the Format tab Observe the Gantt Chart Style You can click a Gantt Chart style to change the group color scheme of the Gantt bars. Click the gray chart style Switch to the orange chart style 3 Click Gridlines and choose To open the Gridlines dialog box. In the “Line to change” list, verify that Gantt Rows is selected From the Type list, select the straight line at the top Click OK To apply the gridlines. Notice that the selected task’s cell borders extend through the Chart pane, making it easier to identify the task"s comresponding task bar. 4 Change the gridline style to a Click Gridlines and choose Gridlines. Select the dotted line dotted line from the Type list and click OK. 5 Save and close the project fileTasks 2-21 Unit summary: Tasks Topic A Topic B Topic C In this topic, you learned how to create a task list in user-controlled scheduling mode and automatic scheduling mode. You also leamed how to set task durations and set the default scheduling mode for all new files. In this topic, you learned how to modify a task list by adding and deleting tasks. You also learned how to rearrange tasks and format the information in the Sheet pane In this topic, you learned how to establish a project’s Work Breakdown Structure (WBS)—the task hierarchy or outline, You learned how to create a project summary task, phase summary tasks, and subtasks. Then, you leamed how to hide and show subtasks, hide columns in the Shect pane, insert milestone tasks, and apply Ganti Chart styles. Independent practice activity In this activity, you'll enter task information, delete and move tasks, create summary tasks, and hide and show subtasks. ‘The files for this activity are in Student Data folder Unit 2\Unit summary. 1 Open Office Construction. Save the file as My Office Construction. Set the project to start one month from today’s date. 3 4 Insert a project summary task named Build new office. (int: Click the Format tab.) Make tasks 9-15 subtasks of “Foundation.” (Hint: Click the Task tab.) Move the task Lay slab foundation above the task Foundation walls, Make task 7 (“Building permit”) a milestone task. Scroll down to the bottom of the task list and add a new milestone as the last task. Name the milestone Office building complete. 9 Select the new milestone and make it nof a part of the “Internal work” summary task. (Hint: On the Task tab, click Outdent Task.) 10 Hide the subtasks under the “Distribute Utilities” and “Inte: tasks. al work” summary II Save and close the project file.2-22 Project 2010: Basic Review questions 1 In what circumstances might user-controlled scheduling be helpful to you? 2 Truc or false? If you want to specify that a task’s duration is two weeks, simply enter 2 in the Duration column for that task. 3. True or false’? When you rearrange tasks, Project automatically reschedules the task list. 4 The task hierarchy or outline is called which of the following? A The list B_ The Work Breakdown Structure C The project pyramid D The project summary task 5 True or false? You can establish the WBS by entering all of your tasks and then indenting and outdenting them to establish the structure. 6 What is a milestone?Unit 3 Task scheduling Unit time: 75 minutes Complete this unit, and you'll know how to: A Establish a project schedule by linking tasks, modifying task predecessors, setting lag time and lead time, and adding recurring tasks. o Work in Network Diagram view and modify task relationships. C Apply different task types and set task constraints.3-2 Project 2010: Basic Topic A: Explanation Task links Scheduling refers to the timing and sequencing of tasks. As a project manager, you'll need to schedule tasks to complete your project on time. As you enter tasks and other related information in the task list, Project automatically schedules each task on the basis of the project start date (with the exception of any tasks that are set to manual scheduling). Tasks in a project are often related, so it’s important to sequence them according to their relationships. To do this, you link the tasks. After you link tasks, you might need to make adjustments, such as modifying dependencies or unlinking some tasks. Dependencies Tasks are scheduled based on the project’s start date (specified in the Project Information dialog box) and the task’s duration. In real life, however, not all tasks start on the same date. For example, if you're building a house, you can’t install a roof on the same day that you lay the foundation. There are dependencies between tasks that define the way in which tasks are related or linked. When you link tasks, Project automatically applies a Finish-to-Start task dependency so that the start of the second task is dependent on the completion of the first task. For example, the task “Plan office layout” must be completed before the task “Begin construction” can start. The predecessor-successor link When you link tasks, the task that starts or finishes before the other task can begin is called a predecessor task. A task that cannot start or finish until the start or completion of a previous task is called a successor task. To link tasks, select them and click the Link Tasks button on the Task tab. (You can also select the tasks and press Ctrl+F2.) When you link tasks, blue arrows link the task bars in the Chart pane, helping you to visualize the scheduling relationship between the tasks. Unlinking tasks When you unlink tasks, Project schedules them to start on the same day by default Sometimes you can do this to shorten the duration of your project. Suppose, for example, that after linking all tasks, you determine that the tasks “Get approvals” and “Select architects” can be done independently and can run in parallel. Therefore, you can unlink them, To unlink tasks, select them and click the Unlink Tasks button on the Task tab. Temporary highlighting of changes When you make changes that affect the schedule, Project highlights all of the fields in the Sheet pane that are affected by the change. The highlighting allows you to verify your changes and see how your actions affect task schedules, This highlighting goes away when you save your changes or when you make further changes in the project fileA-1: Task scheduling Linking and unlinking tasks The files for this activity are in Student Data folder Unit 3\Topic A. Here's how Here’s why 1 Open New office Save the file as My New office 2 Set the project to start one month from today 3 Select tasks 2-7 On the Task tab, click [33] 4. Observe the highlighted cells in the Sheet pane Observe the Start and Finish dates Observe the Predecessors field 5 In the status bar, click two times where shown 6 Observe the Chart pane On the Project tab, click Project Information, Set the start date and click OK. = Preconstruction a co Building permit = Foundation You'll link these tasks so that Project schedules them in sequence. (In the Schedule group.) To establish links between the selected tasks, All cells that are affected by linking tasks 2 through 7 are temporarily highlighted in blue. Because these tasks must now be done in sequence, Project automatically revises the task schedules. This field shows which tasks (by number) are predecessors of another task. For example, task 5 shows that task 4 is a predecessor because you can’t review the blueprint until the architect has drawn the plans, ‘The arrows indicate task links.34 Project 2010: Basic 7 Inthe Sheet pane, select task 7 Press (GL) Drag to select tasks 9-16 Release CTRL Click [a3] 8 Observe the Start and Finish dates 9 Select tasks 2 and 3 10 Click [ 32] Observe the Start field Observe the Gantt chart 11 Save and close the file You'll select a non-contiguous range of tasks. Sou = Foundation eerie) feces ed cer ey Ce To select task 7 and tasks 9 through 16 simultaneously. (In the Schedule group.) To link these non- contiguous tasks. The task schedules are updated. Project automatically schedules the tasks according to their duration and task relationships. In the Task Name column. (In the Schedule group.) To unlink tasks 2 and 3 The two tasks now begin on the same date. In the Gantt chart, the two task bars are aligned under the same start date.Explanation Task scheduling 3-5 Changing predecessors You might need to change the predecessor of a task to make better use of time and resources. For example, consider the following short series of tasks: erect extemal walls; install siding; and install roof. The task “Install roof” can start as soon as the task “Erect external walls” is completed, and it does not depend on its immediate predecessor task, “Install siding.” Thus, you can change the predecessor of the task “Install roof” to “Erect external walls.” To do so, simply change the value in the Predecessors field to the task ID that you want to set as the predecessor. You can also use the Task Information dialog box. Here's how: 1 In the Sheet pane, double-click the task whose predecessor you want to change This opens the Task Information dialog box. Click the Predecessors tab 3. Inthe ID column, enter the task ID of the task that you want to set as the predecessor. 4 Click OK.3-6 Doit! Explanation Project 2010: Basic A-2: Changing task predecessors The files for this activity are in Student Data folder Unit 3\Topic A. Here’s how 1 Open New project Save the file as My New project 2 Set the project to start one month from today 3 Observe task 22 4. Click the Predecessors field for task 22 Type 19 and press (GIENTER) 5 Observe the Predecessor field for task 24 In the Predecessor field, click to the right of 22 Type ,20 and press Ewen) 6 Save your changes Lag time and lead time Here’s why (Install roof.) The roof is scheduled to be installed afier the siding is installed (task 21). However, the roof installation does not depend on the siding. It depends only on erecting the extemal walls. To specify task 19 (Erect external walls) as the only predecessor for this task. Now, after the extemal walls are erected, the task of installing the roof can begin. Task 22 (Install roof) is listed as the only predecessor for task 24 (Frame intemal walls). However, the project team decides that the windows and external doors should be installed before the framing of internal walls begins. ed Task 20 (Install windows, external doors) must be completed before task 24 can begin. (A comma, followed by 20.) To make tasks 22 and 20 predecessors of task 24. In your task list, you might have a task that can start before the completion of its predecessor. In such cases, you ean reschedule your tasks and thereby complete them earlier. You can apply lag time or lead time to a task’s predecessor. Lag time is a delay that adds time after the completion of a task. For example, consider the task “Install trim.” If you add lag time to its predecessor, “Paint,” you can be sure the paint will have time to dry before the installation of the trim beginsDo it! Task scheduling 3-7 Lead time is overlap between dependent tasks. Sometimes a task can start before its predecessor finishes. For example, when a task such as “Install trim” is 75% complete, you might determine that the next tas! fastall built-in amenities,” can begin. Therefore, you can set 25% lead time to the task “Install built-in amenities.” Applying lag time or lead time ‘To apply lag time or lead time, double-click a task in the Sheet pane to open the Task Information dialog box. Click the Predecessors tab to view the task’s predecessor(s). To apply lag time, enter a positive value in the Lag field for the predeces To set lead time, enter a negative value. Using the previous example, -25% in the Lag field. You can also double-click the link I or and click OK. ‘ou would enter between task bars in the Chart pane. This opens the Task Dependency dialog box. Enter a value in the Lag box and click OK. A-3: Adding lead time and lag time to tasks Here’s how Here’s why 1 Scroll down and select task 32 Click Observe the start date 2 Double-click task 32 Click the Predecessors tab In the Lag box, enter 1 Click OK 3 Observe the Predecessors field for task 32 4 Double-click Install furnishings On the Predecessors tab, in the Lag field, enter -50% Click OK The “Install trim” task. (In the Editing group.) So that Gantt Chart view scrolls to the selected task. Task 32 begins afier task 31 is finished. To open the Task Information dialog box. “Paint” is listed as the only predecessor of task 32, To add one day of lag time. There is now one day of lag between the end of task 31 and the start of task 32. This will give the paint a chance to dry before the trim is installed. The predecessor is task 31, its type is Finish-to- Start (FS), and there is now one day of lag time. (Task 34.) You'll add lead time to this task because it can begin before its predecessor task is finished. Lead time is negative lag time. This change ensures that task 34 can begin before task 33 is completed. Be sure to include the percent sign, or Project will schedule this as -50 days. To close the dialog box.3-8 Project 2010: Basic 5 Observe the link line This overlapping indicates lead time—the task “Install furnishings” starts when its predecessor is 50% complete. 6 Observe the Predecessors field for It shows task 33 as the predecessor, with a task 34 Finish-to-Start relationship and 50% lead time. 7 Save your changes Recurring tasks Explanation Tasks that occur at regular intervals during the course of a project are called recurring tasks. For example, to monitor the progress of your project, you might want to conduct review meetings at regular intervals. The Shect pane displays a recurring task as a summary task consisting of subtasks. A Recurring Task icon appears in the Indicators field, next to the summary task. For each recurring task, task bars appear at regular intervals in the Chart pane. To insert a recurring task: 1 Inthe Task Name field, select the cell below where you want to insert a recurring task. 2 Inthe Insert group on the Task tab, click the Task button’s arrow and choose Recurring Task to open the Recurring Task Information dialog box. 3. Inthe Task Name box, enter a name for the recurring task. 4 Inthe Duration box, eater the duration. 5 Under Recurrence patiem, select the time interval 6 Under Range of recurrence, in the Start and End by lists. enter the dates across which the recurring task will oceur. 7 From the Calendar list, select the calendar you want to use for scheduling the recurring task. 8 Click OK. Doit! A-4: Adding recurring tasks Here's how Here’s why 1 Scroll up to select task 1 You'll insert a new row above this row to add recurring task information, Click Seroll to Task In the Editing group on the Task tab,2 Click as shown Choose Recurring Task... 3 Type Review meeting Edit the Duration box to read 2h 4. Under Recurrence pattern, select Monthly Task scheduling 3-9 7 ic To open the Recurring Task Information dialog box. (In the Task Name box.) This will be the name of the recurring task. To set the duration of the task to two hours. By default, Project sets recurring tasks to happen weekly. Under Recurrence pattern, select the First Friday of every month, as shown @ The [First 5 Under Range of recurrence, observe the start date for the task Set the start date to the first Friday after the project start date Click OK 6 Observe the Indicators field Point to the Recurring Task icon Expand the Review meeting task Hide the recurring tasks 8 Save and close the project file months By default, Project assigns the start date of the project as the first occurrence of a recurring task. To add the recurring task. <> | # Review meeting = Pre-construction ‘The Recurring Task icon appears in the Indicators field. (In the Indicators field.) To display information about the recurring task. (Click the plus sign next to “Review meeting.”) Project inserted a series of recurring tas! Click the minus sign next to “Review meeting.”3-10 Project 2010: Basic Topic B: Explanation Doit! Task relationships As you become familiar with using Microsoft Project, you'll probably develop your own viewing preferences, For example, you might prefer to view task information in Network Diagram view. Network Diagram view Network Diagram view displays the project as a flowchart to help you visualize and analyze task details and the links between them, Boxes called nodes represent tasks. Lines connect the nodes to indicate task links, Summary tasks are represented by parallelograms, and subtasks are represented by rectangles. Each node displays task information, such as the task name, task ID, duration, and start and finish dates. By default, Network Diagram view displays each node at 100% zoom. However, you cannot see the complete flowchart at this level, so you'll need to scroll horizontally and vertically. ae p sr [aaa See oe Jf respecte Oe aa Fee a Dasa fe y = Meee oe Exhibit 3-1: Nodes in Nebwork Diagram view B-1: Exploring Network Diagram view The files for this activity are in Student Data folder Unit 3\Topic B. Here’s how Here’s why 1 Open Project 2 Save the file as My Project 2 2 Select Pre-construction You'll view this summary task in Network Diagram view. 3 Click as shown Choose Network Diagram To switch to Network Diagram view. This view displays information in the form of a flowehart.4 Locate the summary tasks In the status bar, click where shown 5 Locate the subtasks 6 On the View tab, click as shown Choose Zoom... Select 50% and click OK 7 Point to any node 8 Observe the dashed lines 9 On the Zoom slider, click as shown 10 Click the Format tab Click Collapse Boxes 11 Point to any node Click Collapse Boxes 12 Save your changes Task scheduling 3-11 Summary tasks are represented by parallelograms. eae To see more of the tasks. They are represented by boxes (nodes). Arrows represent the links between them. A rectangle represents a subtask. To open the Zoom dialog box. To enlarge the task node for easier reading. ‘These indicate page breaks to help you see how 4 printout would paginate. Ey + To zoom in to the middle of the range. To display only the task IDs in boxes for a big- picture view of the flowchart. Even with the boxes collapsed, you can point to anode to display task details. To return to the default node formatting,3-12 Explanation Project 2010: Basic Modifying task relationships Network Diagram view provides an alternate way to view the links and dependencies between tasks. As you review task relationships, you might find that some tasks do not actually depend on each other as indicated in the schedule. You can reschedule tasks by modifying the task links. (You can do this in Gantt Chart view and Network Diagram view.) When you modify a task relationship, Project automatically recalculates the project schedule, Task relationships When you link tasks, you can establish different task relationships, depending on the circumstances. The dependencies you use will affect the project schedule. By default, Project assigns a Finish-to-Start link. If two tasks can run concurrently, you can apply a Start-to-Start dependency, The following table describes the available task dependencies and shows how each dependency is displayed in a Gantt chart Dependency Gantt bar example Description Finish-to-Start (FS) Task B cannot start unless Task A is finished. Start-to-Start (SS) Task B cannot start unless Task A starts. Ais finished. Start-to-Finish (SF) Task B cannot finish unless Task A starts Finish-o-Finish (FF) i Task B cannot finish unless Task To modify a task dependency, double-click the link line to open the Task Dependency dialog box, shown in Exhibit 3-2. From the Type list, select the type of task relationship you want to use. Then click OK. Task Dependency From: Excavate fer foundstion To: Fostigs Exhibit 3-2: The Task Dependency dialog boxTask scheduling 3-13 Scrolling the Chart pane Pethaps the easiest way to navigate the Chart pane is to use the new Timeline. If you want to see more of the Chart pane, you can drag the edge of the Timeline to the right so that more calendar days are visible. This compresses the Gantt bars, but they retain their rel © sizes. You can also use the Timeline to scroll to view specific tasks. When you point to the horizontal bar above the Timeline, it turns dark blue. Drag it to the left or right to scroll the Chart pane. The Go To dialog box When you have a long task list, it can sometimes be difficult to find a particular task, especially if you're working in Network Diagram view. You can use the Go To dialog box to quickly jump to a task. To do so, press F5 or Ctrl+G, enter the task ID or date you want to sce, and click OK. Critical tasks Critical tasks are tasks that must be completed on schedule for a project to be finished on time. By monitoring the critical tasks in your project and the resources assigned to those tasks, you can determine which tasks are affecting your project’s finish date and thereby devise a contingency plan if necessary. In Network Diagram view, critical tasks are shown in red. Tasks that are not critical remain blue by default. The sequence of critical tasks is called the critical path, and it’s dynamic. It changes as tasks are completed or delayed or when dependencies between tasks are changed3-14 Project 2010: Basic Dot! B-2: Changing task relationships Here’s how Here’s why To open the Go To dialog box. This is a fast way to go directly to a specific task, particularly in Network Diagram view. 1 Press (GL) + Type 10 and click OK To go to and select task 10 (Select architect). Is red, indicating that it’s a critical task; if it's delayed, it will affect the project finish date. 2 Observe task 9 (Get approvals.) This task is not currently a critical task, You'll link task 9 to task 10. 3 Drag from the middle of task 9 to _To create a link between these tasks in Network task 10 Diagram view. Task 9 is now red, indicating that it’ al task—any delay in the completion of this task can affect the project finish date, Observe the dates of the tasks “Select architect” is scheduled to start after “Get approvals” is finished. You want to change this task relationship. 4 Double-click the link line between To open the Task Dependency dialog box. You the two tasks can also click link lines in Gantt Chart view to open this dialog box. Observe the Type box By default, Project links tasks with a Finish-to- Start (FS) relationship. 5 From the Type list, select To schedule tasks 9 and 10 to run in parallel Start-to-Start (SS), The start dates of the two tasks are now the and click OK same. 6 Scroll to the right to view task 11 If necessary. Drag from the middle of task 9 to _To create a link between tasks 9 and 11, because the middle of task 11 the architect cannot begin drawing plans until everything is approved. 7 Observe the new link line between [Sigg] _] == tasks 9 and 11 _— | . l Task 11 (Draw plans) now depends on the completion of task 9 (Get approvals). & Click the Task tab 9 Switch to Gantt Chart view Select task 9 Click Scroll to task10 ul 13 4 Click the View tab Click Zoom and choose Zoom... Select 1 month and click OK In the Timeline, point as shown Drag to the right, past March Observe the task bars and link lines for tasks 9, 10, and 11 In the Timeline, point as shown Drag to the right Save and close the project file Task scheduling 3-15 In Gantt Chart view, the zoom options are provided in units of time. To view one month of time in the Chart pane. Tue 2] The pointer changes to indicate that you can drag in either direction. To expand the Timeline to display all Pre-construction subtasks, ay Tasks 9 and 10 have the same start date because of their new dependency. es] As you drag the Timeline, the task bars for the highlighted period come into view. This isan efficient way to navigate your project.3-16 Project 2010: Basic Topic C: Task options Explanation So far, you’ve learned how to plan a project by creating a task list, linking tasks, and defining task dependencies. To manage your project efficiently and effectively, you also need to set task types and constraints. Task types There are three general task types: Fixed Duration, Fixed Work, and Fixed Unit. Task type Description Fixed Duration Fixed Work A Fixed Duration task has a constant time value. Even if you increase the resources allocated to the task, the duration will remain the same. For example, say that a task has a fixed duration of two days, and two resources are assigned to it, Even if another resource is added to the task, Project will not change the duration Ina Fixed Work task, the total work to be performed has a constant value, ‘The total amount of work performed on a task is the sum of resources used, on that task. For example, if three resources work an eight-hour schedule for two days, the total work performed on the task is 48 hours (3 resources multiplied by § hours multiplied by 2 days). Therefore, the task has a fixed work value of 48 hours. Fined Unit A Fixed Unit task bas a constant quantity or units-of-resource value. For example, tasks that require wood or paint are fixed-unit tasks because such resources remain constant, regardless of any change in task duration. Doit! C-1: Changing a task type The files for this activity are in Student Data folder Unit 3\Topic C. Here's how Here’s why 1 Open Work project Save the file as My Work project 2 Double-click Get approvals To open the Task Information dialog box. You'll mark this task as a Fixed Duration task. 3 Click the Advanced tab From the Task type list, select To make this a fixed-duration task. No matter Fixed Duration how many resources are assigned to this task, it Click OK will still take two weeks to complete. To apply the settings. 4 Save your changesExplanation Task scheduling 3-17 Task constraints Consiraints arc limitations imposed on tasks. When planning a project, you need to be aware of external factors such as deadlines and the availability of resources. You can set task constraints to control the start and finish dates of a task. Task constraints affect a project’s schedule, duration, and flexibility. The following table describes the task constraints you can apply. Constraint Description AsLate As Possible Schedules task to start as late as possible. Project schedules a task with this constraint from the finish date of the project. As Soon As Possible Schedules a task to begin as early as possible. This is the default task constraint when you schedule a task from the start date of the project. Finish No Earlier Than Schedules a task to finish on or after a specified date. A task with this constraint cannot finish before the specified date. Finish No Later Than Schedules a task to finish on or before a specified date. A task with this constraint cannot finish after the specified date. Must Finish On Schedules # task to finish on the specified date. Must Start On Schedules a task to start on a specified date. Start No Earlier Than Schedules a task to start on or after a specified date, Start No Later Than Schedules « task to start on or before a specified date,3-18 Project 2010: Basic Dot! C-2: Applying task constraints Here’s how Here’s why 1 Scroll down and double-click (The project completion milestone.) You'll set a Office building complete constraint for this task. Verify that the Advanced tab is active 2 Observe the Constraint type box _Project assigns the constraint As Soon As Possible to tasks by default. From the Constraint type list, To set the project to finish no later than a select Finish No Later Than —_ specified date. 3 In the Constraint date box, enter __To specify the last date on which the project can 7/6/12 finish, Click OK To close the dialog box. 4 Select any empty cell below the To deselect task 44. selected task Observe the Indicators field A Task Constraint icon is displayed for task 44, Point to the Task Constraint icon _A Screen ip appears, showing details of the constraint set for this task. 5 Save and close the project fileTask scheduling 3-19 Unit summary: Task scheduling Topic A Topic B Topic © In this topic, you learned how to establish a schedule by linking tasks. You learned about task dependencies, and you learned how to link and unlink tasks. You learned how to change task predecessors to fine-tune a schedule, and how to set lag time and lead time. Finally, you learned how to insert recurring tasks. In this topic, you learned how to work in Network Diagram view. You learned how to link tasks in this view and modify task relationships. You also learned how to use the Go To dialog box to go directly to a task, and how to navigate a Gantt chart by using the Timeline. In this topic, you learned about the three task types: Fixed Duration, Fixed Work, and Fixed Unit. You also learned about various task constraints and how to apply them, Independent practice activity In this activity, you'll link and unlink tasks, change the predecessor of a task, and add lag time to a task. You'll also create a recurring task, change the relationship type between tasks, and assign a constraint to a task. The files for this activity are in Student Data folder Unit 3\Unit summary 1 Open Work project 2. Save the file as My Work project 2. 3 Link tasks 18 through 22. 4 Unlink tasks 31 and 35. (Hint: Press and hold Ctrl to select both tasks.) Change the predecessor of task 2 to task 20. 6 Add a lag time of two days after task 19 (Erect external walls) 7 Add Weekly status as a recurring task above Pre-construction, Set the duration to 1 hr, and set it to occur once weekly, every Monday. 8 Switch to Network Diagram view. Use the Go To dialog box to jump to task 50, 9 Create a Start-to-Start relationship between the tasks Install siding and Install roof. 10 Switch to Gantt Chart view. II Assign a Must Start On constraint to task 46 (Erect stee! frame). Verify that the constraint date is 4/1/11, Continue with the constraint, allowing any scheduling conflicts that might arise. 12. Save and close the project file3-20 Project 2010: Basic Review questions 1 True or false? Tasks in a project are often related, so it’s important to sequence them according to their relationships. ‘True or false? Dependencies between tasks define the way in which tasks are related ot linked. What is lag time? How do you link tasks? True or false? To modify task relationships, you need to use Network Diagram view. Task B cannot start unless Task A is finished. This describes which of the following task dependencies? A Start-to-Start B_Finish-to-Finish C Finish-to-Start D Start-to-Finish Task B cannot finish unless Task A starts. This describes which of the following task dependencies? A. Start-to-Start B Finish-to-Finish C Finish-to-Start D Start-to-Finish Which of the following task constraints schedules a task to finish on or before a specified date? A Start No Earlier Than B Finish No Later Than C As Late As Possible D_ As Soon As Pos: leUnit 4 Resource management 44 Unit time: 60 minutes Complete this unit, and you’ll know how to: A Create a base calendar for a project and edit the working time. B Create a resource pool and a resouree calendar, assign resources to tasks, and create and apply a task calendar. C Enter resource costs, and use the Cost table.4-2 Project 2010: Basic Topic A: Explanation The base calendar Project schedules tasks according to a base calendar. A hase calendar defines the working days and working hours for a project. After you create a base calendar, you apply it to a project to establish the project’s calendar. Creating a base calendar Every project is linked to a base calendar. Project provides three calendars: Standard, 24 Hour, and Night Shift. The Standard calendar is the default base calendar. It uses a Monday-through-Friday work week, working hours from 8 AM to S PM (with an hour off at noon), and no holidays. You can use any built-in calendar or create a base calendar of your own. Every organization has its own working hours. If your organization’s working and nonworking hours differ from the default hours of the base calendar, you can create a base calendar and apply it to the project. To plan your project accurately, you'll also need to specify any holidays that your company observes the default base calendar does not include holidays. When you designate a day as a working day, it applies to all months. When you designate a day as a nonworking day, it applies to only that month. Project then schedules all tasks, taking into account designated holidays and nonworking time. To create a base calendar and apply it to a project: 1 On the Project tab, click Change Working Time to open the Change Working Time Dialog box, shown in Exhibit 4-1 2. Click Create New Calendar to open the Create New Base Calendar dialog box. 3. Inthe Name box, type a name for the calendar. 4. Select “Create new base calendar” and click OK. 5 Make the necessary changes in the calendar in the Change Working Time dialog box. 6 Specify the calendar exceptions and working times for the work weeks. 7. Click OK to close the Change Working Time dialog box 8. On the Ribbon, click Project Information. 9 From the Calendar list, select the base calendar you just created. Click OK. When you save your project file, changes in the bas project file. calendar are also saved in theResource management 4-3 ‘Change Wosking Tine = Forcalndar: Standard (Project Calanear) z ate le Calender Calendar Stardars bese calendar sce acco cyto sees nara wes i i Merch 2019 ‘5 Wlling es forMarch 2,200 | poe | = alae th iets 1#9:00 AM te 12:00 0 | Nonnerkng 2/3 [4/5 [is 1:09 PM to SOOPM | Hye] s oa ted wr us a 7 7 Fa] po Ont lear el Gila, | 24/25 [25 ig Default nrk neck on cobrdar'Standard rented wat | Eber, I Excepticns | Work Weeks | Wane aa Ged ) Gees) Exhibit 4-1: The Change Working Time dialog boxProject 2010: Basic A-1: Creating a base calendar The files for this activity are in Student Data folder Unit 4\Topic A. Here’s how Here’s why 1 Open Office project Save the project file as My Office project 2 Click the Project tab Click Change Working Time 3 In the calendar, click any nonworking day 4 Click Create New Calendar Type Outlander office construction Select Create new base calendar Click OK 5 Observe the list box at the top of the dialog box 6 To the right of the calendar, scroll down to view May 2012 Click the box for Friday, May 25 7 On the Exceptions tab, click in the first column under Name Type Company holiday and press (ENTER) 8 Observe the date in the Calendar © Inthe Calendar, select 28 You'll create a base calendar for the project that is specific to the company. To open the Change Working Time dialog box. It displays the current month with default working times. Today’s date is selected in the calendar. (Nonworking days are shaded.) Nonworking days do not have working times listed to the right of the calendar. To open the Create New Base Calendar dialog, box. (In the Name box.) To give the calendar a name. To create a base calendar and return to the Change Working Time dialog box. The name of the new base calendar is displayed. To select it. You'll declare this a nonworking day because there is a company-wide picnic and holiday scheduled for that day. To name the exception in the calendar. The date is highlighted to indicate that it's a nonworking day. You'll specify a standard holiday asa nonworking day.10 Ml 13 15 16 17 Click under Company holiday rial Day and press Scroll up to March 2012 Select 9 In the Name column, enter Company holiday Click OK Go to task 43, Observe the completion date On the Project tab, click Project Information Observe the Calendar list box From the Calendar list, select Outlander office construction Click OK Observe the completion date Save and close the project file Resource management 4-5 (In the Name column of Row 2.) You'll name the nonworking day for May 28th. To declare this a nonworking day. You'll make Friday, holiday arch 9th a company-wide Name Company holiday 2 Memorial Ba 3 Company holiday (Press Ctrl+G and enter 43, or scroll down.) This is the completion milestone. The project is set to be completed on 6/20. Now you'll apply the new project calendar and observe how it affects the completion date To open the Project Information dialog box. The default calendar, Standard, i the project. Il applied to This will be the new base calendar for the project To close the dialog box. Project automatically updates the t accommodate the nonworking days, resulting in anew completion date of 6/25.46 Project 2010: Basic Topic B: Resources and calendars Explanation When you’re a project manager, one of the main areas you need to focus on during the planning phase of a project is resource availability. You have to determine the resources (people, tools, equipment, and materials) and the quantity of each resource that will be required for the project. Based on availability, you assign resourees to individual tasks to meet the goals and objectives of the project. The resource pool The list of resources needed to complete a project is called the resource pool. It is ctitical that you refer to the Work Breakdown Structure, project objectives, and organizational policies when you plan your resources. This helps you to effectively assign resources based on their skills, the project requirements, and project costs. You can add work resources, cost resources, and material resources to your project plan. A work resource performs work on a task. Common examples of work resources are people and equipment. A cost resource is a fixed amount of money applied to a task without making the cost dependent on work performed. For example, storage facility costs and airfare are cost resources. A material resource is an item that’s used to perform work on a task. Paint, wood, stecl, and fuel are examples of material resources. ‘The Resource Sheet You create a resource pool in Resource Sheet view, which resembles a spreadsheet with columns and rows. You can enter such information as resource name and type, material label, group, standard and overtime rates, cost, and the calendar the resource uses. You can review and edit information about any resource in Resource Sheet view. The column headings indicate where to enter resource information. For example, enter a name in the Resource Name field. Enter the type of resource, such as work, material, or cost, in the Type field. Enter a unit of measurement—such as gallons, if the material paint—in the Material Label field. (This field applies only to material resources, not to work or cost resources.) Use the Group field to specify a group, such as the department or category to which the resource belongs. By default, the MaxUnits field displays 100%, which indicates the availability of a single resource and its working time. For example, if you have two excavators for your project, you specity 200% in the MaxUnits field. (This field applies only to work resources, not to material or cost resources.) Resources and the base calendar You assign a calendar to a work resource in the Base Calendar field. Project applies the Standard calendar to all work resources unless you first apply a new base calendar to the project by using the Project Information dialog box. (Base calendars do not apply to material or cost resources.)B-1: Resource management 4-7 Creating a resource pool The files for this activity are in Student Data folder Unit 4\Topic B. Here’s how Here’s why 1 Open Office project 2 Save the file as My Office project 2 2 Inthe status bar, click as shown 3 Select the first cell under Resource Name Type Kathy Sinclair Press (tag) Observe the Type field Observe the Initials field 4 In the Group field, type MGMT 5 Inthe Resource Name field, select the second cell Type Da In the Group field, type CONST James and pres 6 Select the third cell under Resource Name Type Paint Press Gaz) 7 From the Type list, select Material To switch to Resource Sheet view, which resembles a spreadsheet, with resource fields as column headings, This will be the first resource name for the project To move to the next field, By default, Project sets the resource type to Work and fills in several other default values, Project automatically provides an initial for the resource name. (As an abbreviation for “management.”) This resource will oversee the project. You'll add the details for a second resource. This will be the second resource name. (As an abbreviation for “Construction.”) This resource will be in the Construction group. Resources can be anyone or anything needed to complete a project. To move to the Type field. To designate this resource as a material resource.48 Project 2010: Basic Explanation 8 Double-click where shown fivaterai — >+Ptitias Material Label To make the column width fit the full column. heading. (Double-clicking the column border adjusts the column width to fit the widest cell in the column.) In the Material Label field for This is the unit of measurement for this Paint, type gallons resource, In the Group field, type Purchased 9 Add anew resource named Airfare to Chicago Set the resource type to Cost Airfare is a cost resource. In the Group field, type Travel 10 Save and close the project file Resource calendars If you have created and applied a base calendar for your project before you start building your resource list, that calendar will automatically appear in the Base Calendar column for each work resource. However, if the working and nonworking times of your project calendar do not coincide with the availability of a resource, you can create a ic to @ particular resource. For example, resource calendar. A resource calendar is spec! personal vacation schedule. a resource calendar might reflect a resource To create a resource calendar: 1 In Resource Sheet view, in the Name field, select the resource to which you want to assign a calendar. 2 On the Resource tab, click Information to open the Resource Information dialog box. 3 Click Change Working Time to open the Change Working Time dialog box. 4° Make the necessary changes in the calendar and click OK. 5 Click OK.Resource management 4-9 Do it! B-2: Creating a resource calendar The files for this activity are in Student Data folder Unit 4\To} Here’s how Here’s why 1 Open Office project 3 Save the file as My Office project 3 2 In the Resource Name field, select David James Click the Resource tab Click [int ormation| 3 Click Change Working Time 4 Verify that Outlander office construction is selected 5 Scroll to the March 2012 calendar 6 Select 2 In the Name column, enter Vacation day Click OK Click OK 7 Save your changes This resource sheet contains complete information about the resources for the project. You'll create a resource calendar for one of the resources. You'll change the calendar for this resource. To open the Resource Information dialog box. To open the Change Working Time dialog box. In the Base calendar list. (Ifnecessary.) You'll set a nonworking day specifically for David because he has requested that day off. You'll set March 2nd as a day off for David. To apply the new resource calendar and return, to the Resource Information dialog box. To close the dialog box.4-10 Explanation Project 2010: Basic Assigning resources After you plan tasks and create the resource pool, you assign resources to complete those tasks. You assign resources to tasks in Gantt Chart view. To assign resource 1 Switch to Gantt Chart view. 2 Sclect the task to which you want to assign a resource. 3. On the Task tab, click Assign Resources to open the Assign Resources dialog box. 4° Select a resource and click A! 5. Click Close. ign to assign the resource to the task. You can also open the Assign Resources dialog box by selecting a task and pressing Alt+F10. ‘The resource graph When you want to assign a resource to a task, you need (o know the resource’s availability. You can view the availability of resources by creating a resource graph. Tasks assigned to over-allocated resources can be reassigned to resources that are available. By using resource graphs, you can also compare the availability of different resources.B-3: Here’s how 1 Switch to Gantt Chart view 2 Select task 8 3 Click s Assign Resources In the Resources from list, select Pat Leary and click Assign 4 Observe the Units field 5 Click Close 6 Select task 9 7 Press Gl) + In the Units field for Kathy Sinclair, type 20 Click Gab) 8 Click Close 9 Observe the Chart pane 10 Save your changes Resource management 4-11 Assigning a single resource to a task Here’s why Right-click the gray bar on the left side of the window and choose Gantt Chart. (On the Resource tab.) To open the Assign Resources dialog box. You'll add resources to the task, (Scroll down to find the name.) To assign Pat Leary as a resource for this task. (In the Assign Resources dialog box.) This field indicates that 100% of Pat Leary’s time is assigned to this task. To close the dialog box. “Select architect.” To open the Assign Resources dialog box. To assign Kathy to task 9, but using only 20% of, her available time. To close the Assign Resources dialog box. (Scroll to the task, if necessary.) Assigned resource names appear to the right of their corresponding task bars.4-12 Explanation Project 2010: Basic Multi ple assignments ‘You can assign a single resource to more than one task. For example, consider the tasks “Draw assigned to both of these tasks To assii 3 4 plans” and “Review blueprints.” It makes sense that the architect would be gn a single resource to multiple tasks: Hold down Ctrl and select the tasks to which you want to assign a resource Open the Assign Resources dialog box. (You can also open the dialog box first and then select tasks in the Sheet pane.) Select the resource name and click Assign, Click Close. Assigning multiple resources to a single task You cai 1 2 5; You cai click A n also assign multiple resources to carry out a single task. To do so: Open the Assign Resources dialog box. Sclect the task to which you want to assign multiple resources. (Or select the task first and then open the Assign Resources dialog box.) In the Assign Resources dialog box, select the first resource you want to assign. Press and hold Ctrl, and select the other resources that you want to assign to the task. Click Assign, and then click Close. in also select an individual resource, click Assign, select another resource and ssign, and so on until you have completed your resource assignments.Do it! B-4: Here’s how 1 Open the Assign Resources dialog box Drag to select tasks 10 and 11 Select Architect Click Assign Select task 16 In the Assign Resources dialog box, select Backhoe Click Assign Select Joe Simmons Click As: Click Close Observe the task bar in the Chart pane Save your changes Resource management 4-13 Assigning multiple tasks and resources Here’s why Click the Assign Resources button or press AIMFIO. Both of these tasks (“Draw plans” and “Review blueprints”) will be completed by the same resource, the architect. In the Assign Resources dialog box To assign the resource to multiple tasks. (Excavate for foundation.) Both Joe Simmons: and the backhoe are needed to complete this, task, To select the second resource to be assigned to the task, To assign multiple resources to a single task. Notice that Backhoe and Joe Simmons appear at the top of the list, with a checkmark next to each resource name. Backnoe,Joe Simmons (Scroll to the task, if necessary.) Both resources, are displayed next to the task bar.444 Explanation Project 2010: Basic Task calendars You might want to specify a working time that differs from the project calendar or the calendars of assigned resources. For example, resources might be available eight hours a day from Monday through Friday. However, the tools for the tasks might require maintenance every Friday, You can use the task calendar to define an exception for scheduling individual tasks that require equipment that runs during nonworking time or requires maintenance during working time. By default, a calendar is not assigned to a task. Project schedules the task according to the working and nonworking times in the project calendar. However, when a task calendar or a resource calendar is assigned to a task, it takes precedence over the project calendar. If you have a task calendar and a calendar for the resource assigned to the task, you are prompted to specify which calendar will have precedence over the other.Do it! B-5: Here’s how 1 2 Click the Project tab Open the Change Working Time dialog box Click Create New Calendar Type Subcontracted tasks Verify that Make a copy of is selected Verify that Outlander office construction is selected Click OK Observe the For calendar box On the Exceptions tab, select the first Company holiday Click Delete Click OK Select task 16 Observe the start and finish dates Click the Task tab Click Information Click the Advanced tab Resource management 4-15 Creating and applying a task calendar Here’s why ‘On the Ribbon, click Change Working Time. This will be the name of the new task calendar. You'll create a copy of the current base calendar. It displays the name of the base calendar you Just created. March 9th, 2012, is highlighted in the calendar. You'll delete this holiday from the Subcontracted tasks calendar. To remove the project holiday for non- employees. ry.) You'll apply the new calendar to This task starts on 3/8/12 and finishes on 3/13/12, even though it’s set to have a 3-day duration. This occurs because the company calendar is currently applied to the proj in it, March 9th is designated as a company holiday. and (In the Properties group.) To open the Task Information dialog box.4-16 — Project 2010: Basic 8 From the Calendar list, select Subcontracted tasks Check Scheduling ignores resource calendars Click OK 9 Click any cell to deselect task 16 Observe the Indicators field Point to the icon Observe the new dates for the task 10 Save and close the project file You'll apply this calendar to the task. To specify that the task calendar takes precedence over the resource calendar. To apply the Subcontracted tasks calendar to this An icon is displayed for this task because it uses a different calendar. A ScreenTip appears, providing information about this task. The task still begins on 3/8/12 but now ends on. 3/12/12 because the Subcontracted tasks calendar is assigned to it, and this non-employee will work during the company holiday.Topic C: Explanation Resource management 4-17 Project costs During the planning phase of your project, you can estimate resource costs. However, you need to estimate costs carefully to determine your project budget. Project helps you calculate resource costs at both the individual and overall levels of a project. You can enter resource costs in either Resource Sheet view or the Cost table. Resource and task costs You'll need to assign costs to each resource and task to determine the project budget. When you assign costs, Project calculates the overall cost of the project and the cast of individual tasks and resources. You might have different types of costs for different types of resource: Cost types Resource and task costs can be categorized as being fixed or variable. A fixed cost remains the same even if resources are added or taken away. For example, legal fees and permit fees are fixed costs. A variable cost varies with the frequency and amount of time a resource is used. For example, a construction service company hires an excavator on an hourly basis. This cost varies depending on the number of hours the company needs the excavator. There are three types of variable costs: standard costs, overtime They are described in the following table. sts, and per-use costs. Variable cost Description Standard cost The cost incurred to pay a resource for the hours the resource has worked ona task during the standard working hours as defined in a project. Overtime cost The cost incurred to pay a resource for the hours the resource has worked during overtime working hours as defined in a project. Per-use cost The cost incurred for the use of every unit of a resource in a task. Per-use cost is commonly used for resource materials, such as gravel, wood, and paint. Project multiplies the per-use cost by the number of units of the material used for the task to determine the total cost for the task and theProject 2010: Basic C-1: Entering resource costs The files for this activity are in Student Data folder Unit 4\Topic C. Here’s how Here’s why 1 Open New office Save the file as My New office 2 In the status bar, click as shown 3 In the Std. Rate column, select the first cell Enter 62400/y 4 Double-click where shown 5 Inthe Std. Rate column, select the second cell Enter 30 6 Set the standard rate for Pat Leary 10 50,000/y 7 Enter 25 as the standard rate for Contract laborers 8 Set the standard rate for Joe Simmons to 40 9 Verify that the standard rate for Architect is blank 10. Set the remaining work resources toa standard rate of 20 11 Save your changes To switch to Resource Sheet view. You'll assign costs to resources, This cell contains the standard rate for the resource Kathy Sin Kathy is a salaried employee whose standard pay rate is $62,400 per year. Notice that when a field’s entry is wider than the column, pounds signs are displayed. weerenwere® ——$0.00Mn '50.00%hr] —$0.00/h To expand the column width so that the values are visible, This method adjusts the column width to fit the widest cell in the column, If necessary. The standard rate paid to David James is $30 per hour. The default unit is hours. In row 4. In row 15. You'll set a fixed cost for the architects work in the next activity. Do not change the rate for the architect and two cost resources,Explanation Resource management 4-19 The Cost table Project provides predefined tables that you can apply to both tasks and resource views. The Cost table is one of them. The Cost rable displays cost-related information about project tasks; this information includes fixed costs, baseline costs, variances, actual costs, and remaining costs. Exhibit 4-2 shows a Cost table in Task Sheet view. To display the Cost table, click the View tab, click Tables, and choose Cost. The Total Cost field displays the cost for the task based on the standard rate of the resource. Project multiplies the value in the Std. Rate field for a resource by the number of days the resource is working on the task. For example, assume that the standard cost of a resource is $43.75 per hour. This resource is assigned to a task with a duration of four days. The total cost for this task is $1,400 ($43.75 multiplied by 8 hours, multiplied by 4 days). Taare Tre +] esos vy Dwca y |Smene v | vac v | Ama» Revannw = 0 =Conewustinga row. $0.00 Prorated $127,045.78 60.00 $177,045.18 $0.00 §127,045.78| 1 Review mectng 0.00 Proraicd—so4039—« S000 ==«StH038 «S090 ———saKoa| 7 = Pre-sonstraction 000 Proraica S7a0s923 $000 $74,058.23, «$090 7406225] é Getaoprevas: ‘0.00 Pores S1g2305 S000 Sh.wsee S000 St aes. ° elec: arentect so) Ponies svap00-—=« $000, smz0to,©—s0.0 S720. Dwele ‘60,000.00 Prrated 6720000 $000, Sé7.20080 | So.a0, Se” 00.00 " Feview tess 30.00) Poried —s2e500 $000, szascto, 009 S080. 2 Oar marie sc) Prraiad SIR 1S SOOO) SURG SON —_—SI UR 5 Exhibit 4-2: A Cost table in Task Sheet view4-20 — Project 2010: Basic Do it! C-2: Using the Cost table Here’s how Here’s why 1 Switch to Task Sheet view Click the gray bar on the left side of the window and choose Task Sheet. 2 Click the View tab If necessary. 3 Click Tables and choose Cost —_—To display the Cost table. 4 Inrow 9, observe the Total Cost _The total cost for the task “Select architect” is field $720. Kathy is assigned to this task, and she has a standard rate of $62,400 per year, or $1200 per week. This task has a duration of 3 weeks, and Kathy gives 20% of her time to this task, resulting in a total cost of $720. 5 Inrow 7, observe the Total Cost The total cost for this summary task is calculated field automatically by adding the total costs of all of its subtasks, 6 Select the Fixed field for task 10 You'll enter a fixed cost for the task “Draw plans” because the architect will get a fixed amount for the project. Enter 60000 (Be sure to press Enter.) The fixed cost for this task is $60,000. The architect is paid by the job, not by the hour, Observe the Total Cost field for (In row 7.) The total cost for all subtasks has the task Pre-construction been updated. 7 Save and close the project fileResource management 4-21 Unit summary: Resource management Topic A In this topic, you learned that a base calendar sets the working days and working hours for a project. You leamed how to create a base calendar and change working Topic B In this topic, you learned how to create a resource pool by using Resource Sheet view. You learned how to create a resource calendar, assign resources to tasks, and create and apply a task calendar. Topic C In this topic, you learned how to record project casts. You leamed how to enter resource costs in Resource Sheet view, and assign fixed costs by using the Cost table in Gantt Chart view. Independent practice activity In this activity, you’ll create a base calendar, set a nonworking day, and assign the calendar as the project calendar. You'll also create a resource, set a nonworking day for the resource, and assign resources to tasks, Finally, you'll enter fixed costs for two tasks. ‘The files for this activity are in Student Data folder U: it 4\Unit summary. 1 Open Revised project 2 Save the project file as My Revised project Open the Change Working Time dialog box: 3 4 Create a base calendar named Office Project. 5 Set Friday, April 22, 2011, as a nonworking day called Holiday. 6 Make Office Project the new project calendar. (/Zint: Open the Project Information dialog box.) 7 Add a resource, Laurie Macurthy, to the Resource sheet. Assign her to Type, Work; Group, Admin Assistant; and Std. Rate, $15.00/hr. 8 Set February 14, 2011, as a personal vacation day for Laurie Macurthy. (Hint: Select Laurie Macurthy and click the Resource tab. Then click Information.) 9 Assign Laurie Macurthy to task 30. 10 Display the Cost table in Gantt Chart view. (Hint: Switch to Gantt Chart view, elick the View tab, click Tables, and choose Cost.) 11 In the Fixed Cost field for task 26 (Get approvals), enter 300. 12 For the task “Review blueprints”, add a fixed cost of 4000. 13 Save and close the project file4-22 Project 2010: Basic Review questions 1 6 ‘True or false? When you create a base calendar, it current project. automatically applied to the How do you open the Change Working Time dialog box? What are two examples of a work resource? What are two examples of a material resource? What are two examples of a cost resource? Truc or false? A resource calendar typically applies to all resources on a project. What is the purpose of creating a task calendar? What is a variable cost?Unit 5 Views and tables Unit time: 35 minutes Complete this unit, and you'll know how to: A Work in Calendar view and Resource Form view, add tasks to the Timeline, and format the Timeline. 0 Work with tables, create a custom table, and display WBS outline numbers.5-2 Project 2010: Basic Topic A: Explanation Working with views Using different views allows you to focus on specific information, Project’s many views enable you to enter, organize, and examine project information in a variety of ways. For example, to effectively monitor your project, you might want to look at all tasks ending in a specific week. You can do this in Calendar view. If you want to get information about a resource or a task, in isolation, you can use a form view. Generally, the views You use most often will be determined by personal preference, the nature of your project, and the specific information you want to focus on. Calendar view You can use Calendar view when you want to see project tasks that are scheduled for a specific day, week, or month in a calendar format. By default, Calendar view displays seven days and four weeks of the current month, (You can also display five days instead of all seven days in a week.) To navigate to other months, click the Previous and Next butions or use the vertical scroll bar. In Calendar view, each task is represented by a blue bar that spans days and weeks according to the task’s schedule, as shown in Exhibit 5-1. Nonworking days are shaded in gray. The project summary task is displayed as a hollow task bar that acts as a header at the top of each week. Summary tasks for project phases are not displayed by default, Calendars highlight Previous and active dates Next buttons Task bar Project summary task fuze Febery EE " aaa eee Exhibit 5-1: A sample Calendar viewDo it! A-1: Here’s how Views and tables 5-3 Exploring Calendar view The files for this activity are in Student Data folder Unit 5\To| Here’s why 1 Open New project Save the file as My New project 2 Switch to Calendar view 3 Observe the window 4 Locate the project completion milestone 5 Point to the top ofa date bar, as shown Drag down about 1/2" 6 Double-click the top of any date bar, as shown Save your changes (On the View tab, click Calendar. Or, right-click the gray bar and choose Calendar.) You'll explore this view. ‘The month and year of the project start date are displayed at the top. Blue task bars show task names and durations, Each week shows the project summary task at the top. The month calendars on the left side highlight the days that are displayed. (Use the vertical scroll bar.) In Calendar view, milestone tasks appear as black bars. + + FE} The pointer changes so you can grab the calendar row. To increase the height of the calendar row. In a ‘complex and packed schedule, some task bars might be hidden, so you'll need to increase the height of the rows. shoe To adjust the height of all calendar rows uniformly to show all task bars,5-4 Explanation Project 2010: Basic Form views Form views provide detailed information about an individual task or resource. For example, if you want to view schedule or cost-related information for Kathy Sinclair, you can use Resource Form view, which shows complete information pertaining only to Kathy Sinclair. ‘The following table describes the form views. Form view Description Resource Form Provides detailed information for a single resource. Click the Previous and Next buttons to view information on previous or subsequent resources. Resource Name _A simplified version of Resource Form view. You can use this view to Form see all tasks assigned to a resource. Task Details Form Provides details on a single task. Click the Previous and Next buttons to view information on previous or subsequent tasks. Task Form Similar to the Task Details Form, but excludes some information, such as constraints, priority, and the task’s WBS code. Task Name Form Another simplified version of the Task Details Form. Use this view for assigned resource and predecessor information only To switch to a form view, right-click the gray bar on the left side of the window and choose the desired view. If the form you're looking for is not in the menu, choose More Views. Then scroll to locate and select the desired form, and click Apply Each form provides butions on the Format tab that allow you to quickly switch between the different versions of the form. For example, in Task Form view, you can click the Task Details Form button or the Task Name Form button to toggle between form variations. Split views With a split view, you can work in a task view, such as Gantt Chart view, while viewing related resource information in an easy-to-read form. For example, if you want to review your task list and see information such as a task’s assigned resources and their total hours assigned to the task, switch to Gantt Chart view and click the View tab. Then, in the Split View group, check Details. This action splits the window into two panes, with the Gantt Chart at the top and the Task Form at the bottom. You can then switch the bottom pane to any other view by selecting an option from the Details list. You can’t show the Timeline in a split view. If the Details option is checked, checking ‘Timeline will clear the Details option, and vice versa. You can also split a view by clicking the Resource tab and then clicking Details. This shows the Resource Form below the current view.Views and tables 5-5 Do it A-2: Applying Form views Here’s how 1 Switch to Resource Form view Observe the Task Name column. 2 Click Next Observe the other columns 3 Click the Format tab Click Work and observe the columns 4 Click Resource Name Form Click Resource Form 5 Click Cost 6 Switch to Gantt Chart view 7 Click the View tab In the Split View group, check Deti 8 From the list next to Details, select Resource Form 9 In the task list, select Order materials In the Resource Form, change the overtime rate to 25/h Click OK Here’s why (Right-click the gray bar and choose Resource Form. Or, in the Resource Views group, select Other views, Resource Form.) Information about Kathy Sinclair is displayed because she’s the first resource listed in the Resource Sheet. This column displays all tasks to which Kathy Sinclair is assigned. To see information about the next person in the resource list, David James. You can quickly view the tasks, schedule, and pay rates associated with an individual resource. With this option selected, you can view all work-related information, including the work units and the hours of work remaining for each task. This view of the form provides fewer details, To return to the more detailed form. To change the field headings again, this time to show cost information for the resource If necessary. ‘The window is split, with Gantt Chart view at the top and Task Form view at the bottom. Notice that the Timeline is no longer visible. (Task 12.) You'll edit resource cost information, To apply the resource cost change5-6 Explanation Project 2010: Basic Working with the Timeline Timeline view provides a graphical, high-level view of your project, which you can customize in several ways and share with other Office applications such as Outlook. Gantt with Timeline view, the default view in Project 2010, shows the Timeline above the Sheet and Chart panes. Timeline view displays only the project timeline. The Timeline at the top of Gantt with Timeline view provides an easy way to navigate project tasks and focus on specific dates. You can also add tasks to the Timeline to create a “big picture” view of your project, which you can format and use for project presentations and reviews with stakeholders, To add tasks to the Timeline, first select a range of tasks. Then right-click the selection and choose Add to Timeline. By default, the tasks appear as blue rectangles, sized according to their duration, Timeline formatting After you have added tasks (o the Timeline, you can format the Timeline in many ways. For example, you can apply different colors and fonts, use callouts for task names, and change the date format, as shown in Exhibit 5-2. Set approvals Draw plans Jan 10 B select architect Feview blueprints Jan 10-181 28, Feb 21 -Feb 25 Exhibit 5-2: An example of Timeline formatingDo it! A-3: Here’s how 1 On the View tab, in the Split View group, check Timeline Observe the Timeline In the Timeline, point as shown Drag to the right In the Sheet pane, right-click the project summary task Choose Add to Tim Point to the border below the Timeline, as shown Drag to about halfway down the window Drag to select tasks 7-13 Add the selected tasks to the Timeline Drag Get approvals above the Timeline, as shown Drag Select architect below the Timeline Views and tables 5-7 Working with the Timeline Here’s why To return to Gantt Chart view with the Timeline at the top. It displays the project start and finish dates. ail The pointer changes to a two-headed arrow, indicating that you can drag in either direction. ‘As you drag, more of the task bars come into view because you are focusing on a longer time range. The project summary task is now displayed on the Timeline. To increase the size of the Timeline. In the Sheet pane. ht-click the selection and choose Add to ‘Timeline Start Mon 1/3/12 To format the subtask as a callout. To format the subtask as a callout.5-8 Explanation Project 2010: Basic 8 Inthe Timeline, click Pre-construction Click the Format tab Click as shown Select the orange color in the first row of the palette 9 Click Date Format Choose Jan 28 10 Make the task “Draw plans” a callout below the Timeline 11 Make “Review blueprints” a callout above the Timeline 12 Point as shown Drag to the right 13 Switch to Timeline view 14 Save your changes To select it, If necessary. aha To open a color palette. In the Show/Hide group. To apply a concise date format to the Timeline o I To view more of the Timeline. The area outside the edge appears dimmed to indicate that it’s not in focus in the Chart pane. (Right-click the gray bar and choose Timeline. Or, select Timeline from the More Views dialog box.) To see the Timeline in a full screen. Sharing project information with external stakeholders With Project 2010’s enhanced copy and paste feature, you can copy the Timeline into other Office applications. On the Format tab, click Copy Timeline and then select For E- mail, For Presentation, or Full Size. For example, you can paste a Timeline into PowerPoint 2010 as a collection of individual Office Art objects; you can then apply additional formatting to each component of the Timeline by using PowerPoint’s formatting tools. You can select For E-mail and paste the Timeline into an Outlook message to share project details with stakeholders,Do it! A-4: Here’s how 1 2 10 Click the Format tab Click Copy Timeline Choose For Presentation Click Start and choose All Programs, Microsoft Office, Click New Slide and choose Blank Click Paste Click an empty area in the Timeline Point to the bottom edge, as shown Drag down Double-click the project summary task Click Shape Effects and choose Preset Under Preset option click the second Close PowerPoint Click Don’t Save Save and close the project file Views and tables 5-9 Copying a Timeline into PowerPoint Here’s why To open PowerPoint. A blank default slide is displayed. To start with a blank slide. The Timeline appears on the slide, To select it To increase the size of the Timeline. (Constructing a new office building.) You'll format this as an individual Office Art object To apply an outer bevel to the summary task. This is just an example of how you can format each object in the Timeline separately5-10 Project 2010: Basic Topic B: Explanation Working with tables Tables are variations of the default Sheet pane layout. You can use tables to focus your project data to show specific information about tasks and resources. Many tables share common information, such as the Task Name and Duration columns. The default Sheet pane layout is called the Entry table. Other built-in tables include the Cost table, the Work table, and the Usage table You can customize tables to meet your needs. For example, you can modify the Cost table to show only the columns of information that you want, or adjust column widths and alignment to suit your preferences. Custom tables To create a custom table, click the View tab, click Tables, and choose More Tables. This opens the More Tables dialog box. You can then create a table by clicking the New button, naming the table, and selecting the desired columns. Or, to save time selecting columns, you ean create a table based on an existing table and then change it to suit your needs. To create a table based on an existing table: 1 On the View tab, click Tables and choose More Tables, Select the table that you want to base the new table on. Click Copy to open the Table Definition dialog box. In the Name box, type a name for the table. In the list of fields, modify the field name, alignment, width, title, or title alignment as needed wren 6 Click OK, and then click Apply to apply the new table to the Sheet pane. You can insert, delete, cut, or copy rows to modify your table fields. To insert a new field into a table: 1 In the Table Definition dialog box, select the field above which you want to insert a row. Click Insert Row. wn From the field name list, select the desired field name. Click OK. Click Apply. wk Displaying WBS outline numbers The WBS (Work Breakdown Structure) depicts the hierarchy of tasks in your project as an outline, Each task has a unique outline number that indicates its level in the task hierarchy. For example, in Exhibit 5-3, “Review meeting” and “Pre-construction” are the main tasks under the project summary task, Therefore, they have the WBS codes | and 2, respectively. “Get approvals” and “Select architect” are subtasks of the summary task “Pre-construction.” Therefore, they have the WBS codes 2.1 and 2.2, respectively. By default, the Sheet pane does not include a WBS column. To show the WBS column, you need to add it to the Sheet pane or include it in a table you create.Views and tables 5-11 To insert the WBS column 1 Right-click the column heading that’s to the right of where you want to insert the WBS column, Choose Insert Columa. ‘Type WBS and press Enter. 4. Resize the column as needed. You can also add a WBS column to a table by using the Table Definition dialog box. WBS code field \ was! [feskiiane Duraton Ser Fish 0 0 = Constructing anow 103.5 days Non 1/28/08 Tue 6/24/08 i 1 Reviewmeetng —7.25days— 2109 FHL OOIEG 7 2 = Pre-construction days Mon 172608 Wea'3726i| 3 BA et snoroveis Dees Wen1n606 ——_~Fn7806| 2 22 Sdect arches 3wis)—Nen'2008—_‘Frizrsio 0 23 Diaw pins Sis Tue29/8—_Won30m6 11 24 Review buepins fdas Tues Friars 2 28 Order materia Tors Tweas'0N2 Wea 2260 | 15 3 = Foundation ‘days ‘Thu 327108 Frigin1i0 “4 31 Excavate fr found days, THu327H8 Won 36408] 5 32 Tal crarage dave, Tue aioe, Ths 43/06 | 16 3.3) Lay slab foungator 20ays Fri 414/08 ‘Mon 4/7/08] a 34 instal extemal tit days Tue 40s Friasie| Exhibit 5-3: WBS codes Displaying the WBS in the Task Name field If you want to see the WBS but you prefer not to create a separate column for the outline numbers, you can display the numbers direetly in the Task Name field, right before cach task name. To do so, click the Format tab and check Outline Number. Replacing columns You can replace any column with a new column. To do so, double-click the column heading to display a list of available columns. Select the column name from the list to replace the previous column.5-12 Doit! B-1: Project 2010: Basic Creating a table and displaying WBS codes The files for this activity are in Student Data folder Unit 5\Topic B Here’s how Here’s why Open New project 2 Save the file as My New project 2 Switch to Task Sheet view Click the View tab Click Tables and choose More Tables... From the Tables list, select Entry Click Copy In the Name box, enter Entry with WBS In the Field Name field, select Indicators Click Insert Row Click the arrow to open the new row list Type W Select WBS Click OK Click Apply Double-click the right edge of the WBS column heading Click the WBS column heading Press (DELETE) If necessary. To open the More Tables dialog box. To open the Table Definition dialog box. You will copy the information in the Entry table. To name the table according to what it will display. You'll insert a row above this field. To insert a field between ID and Indicators the new table. To go directly to the optio “we beginning with Notice that “Entry with WBS” is selected in the More Tables dialog box. To view the new table. A new field showing WBS codes is displayed. To make the column only as wide as the widest cell in the colu To select the column. To remove the column from the table.9 Click the Format tab Check Outline Number 10 Double-click the Predecessors column heading Type c Select Cost 11 Save and close the project file Views andtables 5-13 To display the WBS outline numbers before the task names, You'll replace this column. To jump to options beginning with the letter “c To add this field to the table.5-14 Project 2010: Basic Unit summary: Views and tables Topic A Topic B In this topic, you learned how to work in Calendar view and Resource Form view. You learned that form views provide detailed information about an individual task or resource. You leaned how to add tasks to the Timeline to create a “big picture” view of your project. You also learned how to format the Timeline for project presentations and for sharing with stakeholders vie other Office 2010 applications, such as Outlook and PowerPoint. In this topic, you learned how to work with tables and create tables. You also learned how to display WBS outline numbers in a separate column and directly in the Task Name column. Independent practice activity In this activity, you'll switch to Resouree Name Form view and change the detail view to find cost information for a specific resource. Then, you'll create a task table based on another table and modify the table information displayed. The files for this activity are in Student Deta folder Unit S\Unit summary. 1 Open New construction project. Save the file as My New construction project. Add tasks 7-13 to the Timeline. be Apply a different color to the summary task and the milestone task in the Timeline, 5 Switch to Resource Name Form view. (Hint: Click the View button and choose More Views.) 6 Navigate to view Ann Salinski’s information, 7 Change the detail view to get information on her schedule. (Hint: Click the Format tab.) 8 Switch to Task Sheet view. 9 Create a new task table based on the table Schedule, and name it Track schedule. Insert a row for %Complete. Set the Width of this field to 12. (Hint: First, click the View tab, click Tables, and choose More Tables.) 10 View the new table. Resize the columns to show all the content. 11 Insert a new column next to the Start column. Choose the Field name Type. 12. Hide the Late Start and Late Finish columns 13 Save and close the project fileViews and tables 5-15 Review questions 1 By default, Calendar view displays seven days and four weeks of the current month. How do you navigate to other months? 2 What are some advantages of using the Timeline? 3 How can you add WBS outline numbers directly in the Task Name field? 4 Why might you want to create a custom table’? 5 True or false? The default Sheet pane layout is one of many tables5-16 Project 2010: BasicUnit 6 Filters, groups, and sorting Unit time: 60 minutes Complete this unit, and you'll know how to: A Apply filters, highlighting, and AutoFilters, and create custom filters. B Group tasks and resources, and create custom groups. C Sort tasks and resources, and renumber a sorted task or resource list.6-2 Project 2010: Basic Topic A: Explanation Doit! Filters At times, you'll likely need to concentrate on a specific set of tasks or resources. For example, you might need to see the costs for only certain resources or review only critical tasks. You can do this by filtering a view. Applying filters Project provides several built-in filters, which you can apply by using the Filter list on the View tab. If you're using a task-related view, the options in the Filter list pertain to tasks. If you're using a resource-related view, the options pertain to resources and costs When you filter a view, no information is deleted; it’s simply hidden to allow you to focus on the selected information. To filter a view: 1 Click the View tab. 2 From the Filter list, select a filter. 3 To return to an unfiltered view, select [No Filter] from the Filter list. Highlighting information Like filters, highlighting helps you to focus on a subset of information in a view. Unlike filters, highlighting does not hide any information; it just changes the text color of the information you want to highlight. To highlight information in a view, select an option fiom the Highlight list on the View tab. A-t: Filtering and highlighting information The files for this activity are in Student Data folder Unit 6\Topic A. Here's how Here’s why 1 Open Outlander office Save the project file as You'll filter tasks by using a standard filter. My Outlander office 2 Observe the task list The complete task list is visible; no filters are applied to this view. 3 Click the View tab 4 Click as shown B viighlight: (Wo Highlight) ~ F filter ho Fite BE Group by No Grousl To display the Filter list Observe the filter options You can filter a view to focus on active tasks, completed tasks, critical tasks, tasks in a specified date range, and so on,5 From the Filter list, select Summary Tasks 6 Open the Filter list Select [No Filter] 7 From the Filter list, select Using Resource. From the “Show tasks using” list, select David James Click OK 8 In the Task Name field, select External work Press (rm) + 9 Switch to Resource Sheet view Open the Filter list Select Resources-Material 10 Untfilter the view 11 From the Highlight list, select Resources-Work 12 Save your changes Filters, groups, and sorting 6-3 To view only the summary tasks. Notice that the summary tasks cannot be expanded in the Sheet pane, and only summary task bars are displayed in the Chart pane. To return to an unfiltered view. To open the Using Resource dialog box. To show only those tasks assigned to David James. “David James” is displayed in the Resource Names column for each activity. To scroll to the selected task in the Chart pane All of the task bars show that David James is assigned to each task, In this view, all of the filters pertain to resources and costs, rather than to tasks. To show only material resources. Next, you'll highlight information, Working resources are highlighted in blue, while material resources remain black. Highlighting does not hide any information from a view; it allows you to focus on specific information by changing the text color.64 Explanation Doit! Project 2010: Basic AutoFilters AutoFilters are another tool you can usc to focus on specific information, You apply an AutoFilter to a view by clicking the arrow on the right edge of any column. This opens a list of commands, including a list of all items in that column. You can uncheck the items that you don’t want to view and click OK, or you can click Filters and select a built-in AutoFilter. You might want to first apply a standard filter and then use a columa’s AutoFilter to fine-tune that filtered view. For example, after applying the Date Range filter to display only tasks in a specified date range, you might want to then show only those tasks in that subset that will take one week or longer to complete. To do this, you would apply an AutoFilter to the Duration field. To apply an AutoFilter: 1 Inthe Sheet pane, click the arrow on the right edge of the column you want to filter by. 2. Do either of the following: * Click Filters and select a built-in filter. © Clear Select All, and then check only those items that you want to show. When a filter is applied to a column, the arrow in the column heading is replaced by a funnel icon. To turn off that filter, click the funnel icon and select “Clear Filter from (Column Name).” A-2: Applying AutoFilters Here’s how Here’s why 1 Switch to Gantt Chart view 2 Click the arrow in the Duration column heading A list of commands is displayed 3 Click Filters and select 1 week or longer The task list now shows only those tasks with a duration of one week or more. Observe the Duration column heading Duration a7 ‘The funnel icon indicates that the current view is filtered by a duration variable. 4 From the Filter list on the View You'll apply a standard filter to this already tab, select Using Resource... From the “Show tasks using” list, select Ann Salinski 5. From the Filter list on the View tab, select [No Filter] filtered view. To show only those tasks assigned to Ann Salinski that have a duration of one week or more. This action also clears the AutoFilter that was applied to the Duration column6 Click the arrow in the Duration column heading Clear (Select All) Check 6 days and click OK Click the arrow in the Resource Names column heading Clear (Select All) Check Curt Allen and click OK & Observe the Duration and Resource Names headings 9 Unfilter the list 10 Save your changes Filters, groups, and sorting 6-5 You'll apply a different AutoFilter (Click it.) To clear the default selections. Te show only those tasks with a duration of 6 days, plus the summary tasks with which they To show only those tasks assigned to Curt Allen that have a duration of exactly 6 days. (One less task is displayed.) Both column headings have a funnel icon; the current view is filtered by criteria in both columns. From the Filter list on the View tab, select No Filter.6-6 Project 2010: Basic ilters to open the More Filters Custom filters Explanation You can create your own custom filters to selectively show a task or resource list. When you apply a custom filter, a dialog box opens in which you can enter your filter criteria. For example, to filter tasks or resources for a specific cost value, switch to the Cost table within the respective view. Then create your filter. To create a custom filter: 1 On the View tab, irom the Filter list, select More dialog box. 2. Click New to open the Filter Definition dialog box. 3. Inthe Name box, type a name for the filter. 4 Verify that “Show in menu” is checked so that the new filter will appear in the full list of filters. 5. Under Field Name, select the first cell to display its drop-down arrow. Click the arrow to open the list and select a field name. Under Test, select a test from the list. In the Value(s) field, type a message in quotation marks, followed by a question mark, 8 Click OK to close the Filter Definition dialog box. 9 Click Apply to use the filter now, or click Cancel to use the filter later. Custom filters don’t carry over to a different view. After you apply a filter to a view and switch to another view, the unfiltered list is displayed. Doit! A-3: Creating a custom filter Here's how Here’s why 1 Switch to Resource Sheet view 2 On the View tab, click Tables and choose Cost 3 From the Filter list, select More Filters... 4 Click New... 5 Inthe Name box, type Resource cost Verify that Show in menu is checked 6 Under Field Name, select the first cell From the Field Name list, select Cost To switch to the Cost table and view cost-related information. A Baseline Cost has not been entered; therefore, the Cost, Variance, and Remaining fields all contain the same values. To open the More Filters dialog box. To open the Filter Definition dialog box. You'll create a custom filter. This will be the name of your filter. To add this filter to the list of filters. To display its drop-down list To filter the task list based on cost.10 il 13 Under Test, select the first cell From the Test list, select is greater than In the Value(s) field, type “Cost greater than”? Click Save Select Resource cost Click Apply Observe the dialog box Type 4000 and click OK Observe the Filter list box Run the filter again Type 2000 and click OK From the Filter list, select [No Filter] Save and close the project file Filters, groups, and sorting 6-7 This is the eriterion by which you'll filter the project information. This will be the message in the dialog box. The question mark tells Project to open a custom dialog box when the filter is applied. To return to the More Filters dialog box. This is the filter you just created. ss Costreater than Project displays a custom dialog box called Resource cost and displays the message you entered—Cost greater than. To filter the list based on the specified value. Only four resources have a cost of over $4000. Resourcekost |+ WP Filter Resource cost is the active filter. From the Filter list, select Resource cost. To show all resources whose cost is greater than $2000. To show the entire list of resources again.6-8 Topic B: Explanation Project 2010: Basic Groups You can group tasks or resources in a view to organize project information without changing the actual structure of the project. Grouping items can help you to refine your project or work out a scheduling problem, For example, you might want to group tasks based on their duration to identify the longest and shortest tasks. Grouping tasks and resources ‘The grouping options that are available depend on the view you’ re working in, You can apply task-related groups to task-related views, such as the Gantt Chart, Task Usage, and Tracking Gantt views. You can apply resource-related groups to resource views, such as the Resource Sheet, Resource Usage, and Resource Allocation views. You cannot group information in the Calendar, Network Diagram, or Resources Graph views. To group items in a task list or resource list, click the View tab and select an option from the Group by list. The results appear in the Sheet pane, with information grouped by the specified criterion. As shown in Exhibit 6-1. highlighting helps to visually separate cach group, and headings for each group are automatically created based on the group’s criterion. © nie aioe Daa a8, We 6 ‘Wed Kay Suc PaL a= ha 3/00/1| Fatos risrelnt FGI Laue tnt Te Wace Poor rs 7 Ban ay Save Leary = ‘aloe “ays Fri82271| Wed AI Ar Sanat Al der Ovi orc] Frere rtraiwals Seay TH/A281| Tue S/N David ares Lae city Tine 2 in fener age WHedS1001 Her On anes Lae ity Tier s isos Sere _TeSie't| _von6ut Lave tacit J ose Exhibit 6-1: A grouped task list You can also apply groups by clicking the drop-down arrow in the Group By box on the View tab and selecting a group from the list.Do it! B-1: Grouping tasks Filters, groups, and sorting 6-9 The files for this activity are in Student Data folder Unit 6\Topic B. Here’s how Here’s why 1 Open Outlander office 2 Save the project file as My Outlander office 2 2 Click the View tab From th Dura' Group by lisi, select n 3. From the Group by lisi, select Resource 4 Click as shown 5 From the Group by list, select [No Group] 6 Save your changes You'll arrange tasks by using a predefined group. To group the tasks based on their duration. The tasks with the shortest duration are displayed first. The highlighting helps you distinguish the groups Task Name Fiesource ‘Names: No Value Weekiy status 4 Weekly sictus 2 To hide the weekly status meetings and show more resource groups. To show the task list without grouping,6-10 Explanation Project 2010: Basic Custom groups If the predefined groups do not retum the information you need, you can create a custom group to selectively group tasks and resources. To create a custom group: ween On the View tab, from the Group by list, select More Groups. Click New to open the Group Definition dialog box. In the Name box, type a name for the group. Under Field Name, select the first cell and then select a field name from the list. Under Order, select the first cell and then select an option from the list. Click Define Group Intervals. From the Group on list, select an option. Click OK. Click Save to return to the More Groups dialog box. Click Apply to group the information, Editing and copying a group You cai do so: ne wee n also customize and reuse a group definition by editing or copying a group. To On the View tab, from the Group by list, select More Groups. Click Edit (or Copy, if you want to copy the group) to open the Group Definition dialog box. Modify the fields to suit your requirements. Click Save to close the Group Definition dialog box. Click Apply to group the informationDo it! B-2: Here’s how 1 b From the Group by list, select More Groups... Click New... In the Name box, type Duration in weeks Click under Field Name From the Field Name list, select Duration Under Order, click Ascending From the Order list, select Descending Click Define Group Intervals... From the Group on list, select Weeks, and click OK Click Save In the Groups list, verify that Duration in weeks is selected Click Apply From the Group by list, select No Group Save and close the project file Filters, groups, and sorting 6-11 Creating a custom group Here’s why (On the View tab.) To open the More Groups dialog box. To open the Group Definition dialog box. You'll create a custom group. This will be the name of the group. To display a drop-down arrow. (Scroll down or begin typing to jump to Duration in the list.) To group the tasks based on their duration, (This is the default sort order.) A drop-down. arrow is displayed. You'll group the tasks by duration in descending order. (On the lower left side of the dialog box.) To open the Define Group Interval dialog box. To group the tasks based on duration in weeks To return to the More Groups dialog box. To apply the custom group. All tasks are ‘grouped based on their duration in weeks in descending order. To show the tasks without grouping.6-12 Project 2010: Basic Topic C: Sorting tasks and resources Explanation Sorting displays tasks or resources in a specified sequence. You can sort tasks by criteria including cost, start date, and finish date. Sorting tasks When you sort tasks, the task ID numbers do not change, so the task IDs will often appear out of sequence. You can restore the task list to its default order by sorting the tasks by ID. To sort a task list, click the View tab, click Sort, and select a sort option Doit! C-1: Sorting a task list The files for this activity are in Student Data folder Unit 6\Topic C Here’s how Here’s why 1 Open Current project Save the file as My Current project 2 Observe tasks 49, 50, and 51 3 On the View tab, click Sort Select by Finish Date 4 Observe the task list Observe the task IDs S Click Sort and select by ID (Scroll down if necessary.) These three t start on the same date but finish on different dates. You'll sort the task list by finish dates. To sort tasks by their finish date in ascending order. Tasks 49 through 51 are now in a different order based on their finish dates. Because task 51 finishes before tasks 49 and 50, it’s listed first To return the tasks to their original order.Filters, groups, and soring 6-13, Sorting resources Explanation ‘You can sort resources to view them in a desired sequence. For example, you might want to view all resources in alphabetical order. To sort a resource list, switch to Resource Sheet view. On the View tab, click Sort to open a list of options. You can sort resources based on criteria including group, name, and cost. You can apply more than one sort criterion. For example, you can sort resources alphabetically by group, and then sort the grouped resources by their names. As with tasks, when you sort a resource list, the resource ID numbers do not change, so the IDs might appear out of sequence, as shown in Exhibit 6-2. To restore the resour list to its default order, sort the resources by ID. © [Resource Wame + |Tyse + Material [nial (Group a Pat Leary work PL Adin. Assis] 14 Contract laborers Werk ic ‘Contract lato] 10 Architect ‘Work A External 8 Joe Simone Work 1S External © Backhoe Work b ‘Hired ecuipr 6 ‘Ann Salnski Work AS Labor 4 Curt Allen Work CA Labor z ¢ David James Work DJ Labor 12 Jerry Davie Work [iD [Labor o Laurie Macurthy Werk Li Labor "1 Tim Walson Work |Tw Labor 1 Kathy Snelair Work KS Project mgmt Ww Metal stud Matenal each ms Purchased 18 Paint Waterial gallon P Purchased 8 Fred Lite Work FL Skiled laber 5 Peter Jones Work Pa labor T Susan Gianni work SG Skiled labor Exhibit 6-2: A sorted resource sheet6-14 Project 2010: Basic Dot! C-2: Sorting a resource list Here’s how Here’s why 1 Switch to Resource Sheet view You'll sort resources based on specific criteria. 2 Click Sort and choose To open the Sort dialog box. You'll sort Sort By... resources by more than one criterion Verify that “Permanently This option is cleared by default so that you can renumber resources” is cleared arrange the resources by their original IDs after sorting. 3 From the Sort by list, select This will be the first criterion for sorting the roup resources. 4 From the Then by list, select This will be the second criterion. Name 5 Click Sort To sort the resource names first by Group and. then by Name, 6 Save your changesExplanation Filters, groups, and soring 6-15. Renumbering a sorted list Sorting does not change the ID numbers of tasks or resources, and the resulting non- sequential ID numbers might not suit your needs or preferences. You can renumber sorted tasks and resources in their respective sheets. When you do, the original order of cach sheet is changed. Exhibit 6-3 shows the same resource list as Exhibit 6-2, but with new resource ID numbers. To reaumber resources or tasks: 1 On the View tab, click Sort and choose Sort by 2. Check “Permanently renumber resources” (or “Permanently renumber tasks,” depending on the view). 3. Click Sort © ResourseNams > Type ~ |Matcral —- iitisk~ [Group | i Pat Leary ‘Work PL Admin. Assist 2 Contract borers Work c Contract po 3 Architect ‘Wore A External 4 Joe Simmons Work JS External 5 Bacthoe ‘Work b Hired equipme| 6 Aan Salinski ‘Work AS Labor 7 Curt Allen Work Ca Labor 8} Dovid James Work DJ Labor 8 Jerry Davis ‘Work JD Labor 10 Laurie tacurtty Work La Labor 1" Tim Walson ‘Wore TW Leber R Kathy Sincleir ‘Work KS Project mgmt g Metal stud Material each ms Purchased 4 Paint Material | galon D Purchased 18 Fred Lite Work FL Skilled labor 6 Pater Jonse ‘Work PL Skilled labor 7 Susen Gianni ‘Work SG Stilled labor Exhibit 6-3: The sorted resource list renumbered6-16 Project 2010: Basic Doitl C-3: Renumbering a sorted resource list Here’s how 1 Click Sort and choose Sort By... nb Check Permanently renumber resources Click Sort 3 Observe the ID field 4 Save and close the project file Here’s why To open the Sort dialog box You'll renumber the sorted resource list. If you're in a resource view, the Sort dialog box shows a “Permanently renumber resources” option, When you're in a task view, it shows a “Permanently renumber tasks” option. To establish a new order for the resources. ‘The sorted resources have new ID numbers.Filters, groups, and soring 6-17 Unit summary: Filters, groups, and sorting Topic A Topic B Topic C In this topic, you learned how to apply filters so that you can focus on a specific set of tasks or resources and hide information you don’t need to see. You learned how to highlight certain information, use AutoFilters, and create your own custom filters to selectively view a task or resource list In this topic, you learned how to group tasks and resources to organize project information without changing the structure of the project. You also learned how to create custom groups to selectively arrange tasks and resourees. In this topic, you learned how to sort tasks and resources to display project information in a desired sequence. Finally, you learned how to permanently renumber a sorted task or resource list. Independent practice activity In this activity, you'll apply filters to view specific information. Then you'll filter a view by group and sort resources by multiple criteria. The files for this activity are in Student Data folder Unit 6\Unit summary. 1 Open Construction. 2 Save the file as My Construction. 3 Filter the task list to show only those tasks to which Tim Walson is assigned. (Hint: Apply the Using Resource filter.) 4 Apply an AutoFilter to show only those tasks with a duration of | week or more. Unfilter the task list. (Hint: Use the Filter list.) 6 Switch to Resource Sheet view. Use the Group column’s AutoFilter to show only those resources that belong to the group Skilled labor. (/int: First, clear Select All.) 7 Show all resources. 8 Without permanently renumbering them, sort the resources first by Group and then by Name. (Hint: Clear “Permanently renumber resources.” 9 Save and close the project file6-18 Project 2010: Basic Review questions 1 Arranging tasks or resources in a specified sequence is called A Filtering B Grouping © Sorting D Prioritizing By . you can organize tasks and resources without changing the actual structure of a project. A Sorting B Grouping C Filtering D Prioritizing By , You can show only those tasks or resources that meet your specified criteria, and hide all other inform: A Filtering B Prioritizing C Sorting D Grouping True or false? The grouping options that are available depend on the view you're working in True or false? You can apply an AutoFilter to an already filtered task or resource list. After sorting a task or resource list several times, how do you return it to its original order?Unit 7 Finalizing the task plan Unit time: 45 minutes Complete this unit, and you’ll know how to: A. Display the critical path and slack, and edit effort-driven schedules to fine-tune a project. B_ Resolve resource conflicts by using automatic and manual resource leveling7-2 Project 2010: Basic Topic A: Finalizing schedules Explanation To manage a project effectively, you'll need to review your tasks to ensure that they meet the project objectives. You'll need to review the schedule and modify it as needed carly in the planning process so that the project runs smoothly in the implementation phase, After making revisions, you can adjust the schedule to meet the project deadline. The critical path When you analyze a project schedule, you need to be aware of the project’s critical tasks. Critical tasks are those tasks that must be completed on time for the project to finish on schedule. Changes made in critical tasks directly affect the finish date of the project. For example, if you increase the duration ofa critical task, the project completion date will be delayed. If you reduce the time it takes to complete a critical task, the project completion date will move up. The critical path is the sequence of all critical tasks in a project. It’s important to note that in terms of work performed, critical tasks might be no more or less important than any other project tasks. They are considered critical only because their duration directly affects the project’s completion date Viewing critical tasks To show critical tasks in Gantt Chart view, click the Format tab and check Critical Tasks. By default, Project displays critical tasks as red task bars. You can also switch to Detail Gantt view, which automatically displays critical tasks as red task bars. the amount of time you can delay tasks without affecting the project schedule. More specifically, free slack is the amount of time a task can be delayed before it delays another task, and /ora/ slack is the amount of time a task ean slip without delaying the project completion date. Viewing slack in a schedule To show available slack in Gant Chart view, click the Format tab and check Slack. In the Chart pane, slack is indicated by thin bars extending to the right of task bars. You can also switch to Detail Gantt view, which automatically displays slack in your project. Detail Gantt view also includes the Free Slack and Total Slack columns in the Sheet pane, You can always manually add those columns to a task list.Do it! A-1: Here’s how Finalizing the task plan 7-3 Displaying critical tasks and free slack The files for this activity are in Student Data folder Unit 7\To} Here’s why 1 Open Construction project Save the file as My Construction project Click the Format tab Check Critical Tasks Observe the critical tasks In the Timeline, scroll to the end of the project Scroll down to view tasks 32 and 34 To show the critical tasks —tasks that will delay the project finish date if they don’t finish on schedule. By default, Project displays critical tasks as red task bars, while non-critical tasks remain blue. In this project, most tasks are critical (From the blue bar, drag the Timeline to the right, past Finish.) You'll locate tasks that are not on the critical path Why are tasks 32 and 34 not on the critical path? Check Slack Observe the task bars for tasks 32 and 34 Point to the left edge of the slack line for task 34 Clear Slack In the Timeline, observe the project finish date (On the Format tab.) To show the available slack. —~ red. Day} ‘A black line extending from the task bars indicates the amount of slack a task has built in. A ScreenTip appears, indicating that this task has free slack up to $/17. To tum off the slack lines. The project is set to finish on 6/26.74 Project 2010: Basic 8 Observe task 35 9 Change the duration of task 35 to 3 days Observe the project finish date 10 Click [isp Observe the project finish date This task, “Insulation,” is on the critical path. It must be completed on time, or the project finish date will be delayed. The project finish date was pushed out one day, to 6/27. (On the Quick Access toolbar.) To undo the last action, The project completion date returned to 6/26. 11 What would happen to the project finish date if you increased the duration of task 34 to five days? 12. What would happen to the project finish date if you were to increase the duration of task 34 to 10 days? 13 Clear C1 al Tasks 14 Switch to Detail Gantt view Observe the Format tab 15 Scroll up to view tasks 32 and 34 Drag the Sheet pane’s border to the right to see both Slack columns 16 Save your changes On the Format tab. In Detail Gantt view, critical tasks and slack are displayed by default Detail Gantt view shows the amount of free slack next to a task. Detail Gantt view includes columns for both Free Slack and Total Slack.Explanation Finalizing the task plan = 7-5 Effort-driven schedules Project uses the following scheduling formula: Duration = Work (Effort) / Resource Units When you add resources to or remove resources from an effort-driven task, the duration of the task is modified to reflect the impact of more or fewer resources, but the work needed to complete the task remains unchanged. This method is called effort-driven scheduling, and it’s Project’s default scheduling mode. Consider a task in which the duration of work is four days, and two resources are assigned to it for eight hours per day. Total effort is calculated by multiplying the duration by the number of resources. The (otal effort on this task is 64 hours (8 hours multiplied by 4 days multiplied by 2 resources). If you add two more resources to this task, Project will decrease the task duration to two days, keeping the total effort constant. Non-effort-driven tasks Ifa task is not effort-driven, then either the duration or the resource units must remain constant. Disabling effort-driven scheduling for a fixed-duration task can help you determine the effect that adding or removing a resource will have on the total amount of work involved in a task. To make a task non-effort-driven: 1 Double-click the task name to open the Task Information dialog box. 2 Click the Advanced tab. 3° Clear Effort driven and click OK. Smart Tags Sometimes when you change tasks, Project will display a Smart Tag to verify your changes or to resolve a conflict that might arise. Click the Smart Tag to display options, and select the one that fits the intent of your modification. A small green triangle in the upper-left corner of a cell in the Task Name field indicates a Smart Tag pertaining to that cell. Detrbute Poneman ee i (ee eee GE esicsaiasss ncaa tarzsonzy nw lens ncn omar rai (oats hate) (© _ Increase total work because the task requires more person-hours, Keep duration constant Show me more details, hibit 7-1: An example of Smart Tag options74 Project 2010: Basic Doit! A-2: Editing effort-driven and non-effort-driven tasks Here’s how 1 Observe the task bars for tasks 32 and 33 2 Point to the task bar for task 33 In the Timeline, observe the project finish date 3 Double-click Distribute electricity, phone, cabling Click the Advanced tab Verify that Effort driven is checked 4 Click the Resources tab Click the row under Susan Gianni Click the arrow and select Contract laborers 5 Inthe Units field, enter 400 Click OK Deselect row 33 6 Point to the grcen triangle and click as shown Read the options 7 Click the first option Here’s why Task 32 (“Distribute heating, cooling”) is blue, indicating that it’s not a critical task. Task 33 (Distribute electricity, phone, cabling”) is red, indicating that it’s a critical task. The ScreenTip shows that this task has a scheduled duration of eight days The project is scheduled to finish on June 26. The project is taking longer than desired, so you'll shorten the critical path to shorten the overall project (Task 33.) To open the Task Information dialog box. You'll assign a new resource but will keep the Effort driven setting, You'll observe the changes that Project makes in the task duration when Effort driven is checked. Notice that David, Jerry, Ann, and Susan are assigned to this task, You'll add another Tesource to decrease the task duration, he cell A drop-down arrow appears To assign four contract laborers to this task at 100% effort each. With the added resources, Project automatically reduces the duration for this task from eight days to four days. ‘A Smart Tag is displayed on task 33. coq To display the Smart Tag options Project wants to verify the intent of the change in this task. In this case, the default selection is correct you want to reduce the duration of the task. To close it. The green triangle disappears.8 Observe the task bars for tasks 32 and 33 Observe the change in free slack In the Timeline, observe the project finish date 9 Switch to Gantt Chart view On the Format tab, check Critical tasks 10 Observe the Duration field for task 11 11 Double-click Review blueprints Click the Advanced tab Clear Effort driven 12 Click the Resources tab Click under Kathy Sinclair From the Resources list, select Pat Leary, and click OK 13 Observe the task duration 14 Save and close the project file Finalizing the task plan 7-7 Task 33 has changed from red to blue, indicating that it’s no longer a critical task. Task 32 has changed from blue to red because it's now a critical task; any delay in completing task 32 will delay the project finish date. Now, task 33 and 34 have two days and three days of free slack, respectively. The project finish date has been moved up four days, to June 22. If necessary. {Scroll up.) This task has a duration of four days. You'll assign a third resource to this task. This task is currently effort-driven, To keep the duration of the task constant regardless of how many resources are assigned to the task. An architect and Kathy Sinclair are currently assigned to this task, To add a third resource to this task. Project retains the original duration (four days) because it’s not an effort-driven task.7-8 Project 2010: Basic Topic B: Handling resource conflicts Explanation Ifa single resource is assigned to different tasks, that resource might exceed his or her work hours. Resources are over-allocated when they are scheduled to do more work than can be accomplished in the specified Identifying resource over-allocation Ina resource view, it’s easy to identify resources that are over-allocated—their formation appears in bold red text, and the Indicators field displays a yellow warning icon. In Gantt Chart view, a task with an over-allocated resource assigned to it shows a red figure icon in the Indicators field. Project also provides views that display the nature of resource allocation in your project. For example, Resource Sheet view displays several columns of information relevant to over-allocation, including Max Units and Cost/Use. Resource Graph view shows a graphical representation of the workload of a single resource. Resource Usage view shows a resource’s total work and details of where the work is distributed on a calendar, as shown in Exhibit 7-2. Over-allocation Number of over- indicator allocated hours n JB [Resoares Name Wark pou || Toews) eres Paint ‘Sirs | Wok | i i [Lovers | 1| lnstel buitins = irs | Wok | || Coveraioe 8 Mp Rit maa amie [Wok [7 Tle | filth ieeniten stole ewecba "ees ah Be based on 2 Day by Day setting. Wo = eS = rmastieara] zeal COI Rewen meetrg 2 rs CC I Review mectig Drs Wok | Cs [ overatce[ oo even mecirg 2s [Wox IT overabe Exhibit 7-2: Resource Usage view, showing an over-allocated resourceDo it! B-1: Finalizing the task plan 7-9 Viewing resource over-allocation The files for this activity are in Student Data folder Unit 7\Topic B Here’s how Here’s why 1 Open New office Save the file as My New office Scroll down to observe tasks 24-33 Switch to Resource Sheet view Point to a yellow icon Switch to Resource Usage view Scroll down to locate an over- allocated resource Observe the Details column On the Format tab, check Overallocat Press (GR) + G) Type 8 and click OK Scroll the Timeline so that the focus is on May Right-click May 6, ‘12 and choose Timescal From the Units list, select Days and click OK Save your changes From the current topic folder. Several of these tasks involve over-allocated resources, indicated by the red figure in the Indicators field. Four resources are over-allocated, as indicated by the bold red text and yellow warning icons. ‘A ScreenTip appears, stating that this resource is over-allocated and should be leveled. In Resource Usage view, you can quickly see all tasks assigned to a resource. It provides a Work row to show how many hours of work a resource is assigned on individual days. Now the Details column has rows for Work and Overallocation, so you can see the number of hours by which a resource is over-allocated. By adding this row, you can quickly see areas on the calendar that represent unallocated time for a resource. To open the Go To dialog box. To navigate directly to David James, whose resource ID is 8. You can see that on Friday, May 4th, David is assigned to work 10 hours, two of which are over-allocated time. The following week, he is over-allocated by eight hours on four straight days (At the top of the sheet.) You'll change the timescale to more easily identify days of the week.7-10 Explanation Dot! Project 2010: Basic Resolving resource over-allocation When you identify a resource that is over-allocated, you should act to resolve the over- allocation, How you resolve resource over-allocation will depend on the limitations of the project. Limitations might include the project budget, resource availability, and ility within the tasks that make up the schedule, flexi Resource leveling is the process of resolving resource over-allocation by adjusting resource assignments. You can level resources manually or let Project do it automatically. When you use Project’s automatic leveling, tasks are delayed or split, which might not be the desired solution—especially because this can delay the project finish date. Also, if you want to reduce the workload of an over-allocated resource by assigning some of his or her tasks to an under-allocated resource, you can’t use automatic leveling because it does not change who is assigned to tasks. You can level resources manually in any of the following ways: * Replace the over-allocated resource with an under-allocated resource. * Assign an additional resource to the task. © Reduce the work assignments of a task and increase the duration for its completion Increase the working time of the resource. B-2: Discussing resource over-allocation Questions and answers 1 Ifa resource is assigned to more than one task in the same time period, how would you resolve the over-allocation? 2 Ifa group of four contract laborers is allocated at 00%, how would you resolve this over-allocation? 3 Ifa part-time resource is assigned full-time to a task, how might you resolve this resource over-allocation? 4 Why is it important to use Project’s automatic leveling feature carefully?Explanation Do it! Finalizing the task plan 7-11 Filtering resources When you need to resolve resource issues such as over-allocation, it ean be helpful to narrow down your resource list by filtering for a particular group, cost, or some other category. For example, if you want to use Resource Usage view to look for resources that might be available to fill in for an over-allocated resource, you can use the Filter list on the View tab to focus on only those resources that meet a certain criterion B-3: Filtering for specific resources Here’s how Here’s why 1 Click the View tab You'll look for resources in the Labor group that ean reduce David James's workload for the week of May 7. 2 From the Filter list, select To open the Group dialog box. Group... Type labor and click OK To show only resources in the Labor group. 3 Look for resources that might be _(Seroll down the list.) All resources in this group available the week of May 7 are already busy during most of the days that David is over-allocated. Laurie Macurthy and Tim Walson have some time available on Friday, but it won't be enough to resolve David's over-allocation, 4. Save your changes7-12 Explanation Project 2010: Basic Leveling resources You can use the Level Resource command on the Resource tab to automatically level an over-allocated resource. When you use this command, Project applies the settings in the Leveling Options dialog box. To open this dialog box and change the leveling options, click Leveling Options on the Resource tab. As mentioned earlier, when you use automatic resource leveling (using the Level Resources command), you might not always like the results. For example, Project might delay or split a task, and this could affect the project finish date. Manual resource leveling By manually leveling a resource, you have more control over how you resolve resource over-allocation. For example, if resource is allocated to work on two tasks that are scheduled at the same time, you can manually change the units so that the resource works on both tasks at 50%. To level a resource manually, double-click the task name that has an over-allocation. In the Task Information dialog box, click the Resources tab and edit the resource assignment as neededDo it! B-4: Leveling a resource Here’s how 1 v Observe the over-allocated hours foor the week of May 7 Locate the tasks that David is assigned to this week Click the Resource tab Point to Level Resource Click Leveling Options Click OK Click Level Resource Verify that David James is selected in the list Click Level Now Observe the changes in his task assignments Switch to Gantt chart view Scroll down to the project completion milestone Click [izp Click Cancel Click [ity Jagain Finalizing the task plan 7-13 Here’s why (Scroll up, if necessary.) David is over-allocated from Tuesday through Friday. (Scroll down past the Review meetings.) Starting that Tuesday, David is assigned full time to both “Distribute heating, cooling” and “Distribute electricity, phone, cabling,” To read the SereenTip for this command, This command is based on the settings in the Leveling Options dialog box To open the Leveling Options dialog box. Project will look for over-allocations ona day- by-day basis, and the date range spans the entire Project. To open the Level Resources dialog box. David James is no longer over-allocated. On Tuesday, David’s work has been split between “Frame internal walls” and “Distribute heating, cooling.” Also, he has been taken off the task “Distribute electricity, phone, and cabling.” This may or may not be the desired solution, The automatic resource leveling has pushed back the project completion date from 6/22 to 6/29. To return to Resource Usage view If you're prompted to choose a group. To undo the resource leveling.7-14 9 10 i 13 14 Project 2010: Basic Select cooling Switch to Gantt chart view Double-click Distribute heating, cooling Click the Resources tab In the Resource Name list, select David James From the Resource Name list, select Contract laborers Click OK Switch to Resource Usage view Open the Go To dialog box Navigate to David James, starting in the week of 5/7/12 Verify that David James is no longer over-allocated this week Switch to Gantt chart view Navigate to the project completion milestone Save and close the project file weet. In the Resource Usage s To open the Task Information dialog box. You'll replace this resource. Contract laborers will now be assigned at 100% to this task, To replace David James with a contract laborer. David James is no longer over-allocated from 5/7 through 5/10 because he is no longer over- allocated for this task. Enter 8 in the ID field, enter 5/1/1 field, and click OK. in the Date David is no longer assigned to the task “Disiribute heating, cooling.” His name is still ted because he remains over-allocated on other This manual resource leveling solution did not affect the project finish date.Finalizing the task plan 7-15 Unit summary: Finalizing the task plan Topic A Topic B In this topic, you learned about eritical tasks, slack, and how to view them. You used Detail Gantt view to observe the critical path and tasks with slack, and you learned about the difference between effort-driven tasks and non-effort-driven tasks. You learned how changing a task’s effort type can affect the project schedule. In this topic, you learned how to identify resource over-alloeation and use Resource Usage view to observe assigned work and over-allocated work. You learned important considerations pertaining to resource leveling, and you learned how to level resources automatically, using the Level Resource command, and manually, for more control over how an over-allocation is resolved. Independent practice activity In this activity, you'll assign a resource (o a task without changing the duration, Then, you'll assign a resource to a task to change the task duration. You'll also view resource over-allocations and level an over-allocated resource. The files for this activity are in Student Data folder Unit 7\Unit summary. 1 Open New office building. 2 Save the file as My New office building. 3 Assign Jerry Davis to the task “Excavate for foundation” without changing the duration of the task. (Hint: Clear Effort driven, if necessary.) 4 Assign Curt Allen to the task “Install drainage” to reduce the task duration, 5 Switch to Resource Allocation view. 6 In the Resource Usage pane, scroll down and select Aun Salinski to view her tasks in the Leveling Gantt pane. 7 Level Ann Salinski by replacing her with Joe Simmons for the task “Distribute heating, cooling.” (Hint: In the Leveling Gaatt pane, double-click “Distribute heating, cooling” and change the resource.) 8 Save and close the project file. Close Microsofi Project7-16 Project 2010: Basic Review questions 1 What are two ways you can view the critical path? Which of the following is Project's scheduling formula? A_ Duration = Work (Effort) / Resource Units B_ Work = Resource Units / Duration C Duration = Resource Units / Max Units D Work = Max Units / Duration What's the difference between free slack and total slack? How are over-allocated resources displayed in resource view: What are two ways that you can manually level an over-allocated resource? True or false? The action that Project takes when you use the Level Resource command is determined by the settings in the Leveling Options dialog boxCourse summary st This summary contains information to help you bring the course to a successful conclusion, Using this information, you will be able to: A. Use the summary text to reinforce what you've learned in class, B Determine the next courses in this series (if any), as well as any other resources that might help you continue to learn about Microsoft Project 2010.S-2 Project 2010: Basic Topic A: Course summary Use the following summary text to reinforce what you’ ve learned in class. Unit summaries Unit 1 In this unit, you leamed about basic project management concepts and about the various project views. You identified interface components and the elements of a Gantt chart. You also learned how to create projects and how to set the start date fora project. You then learned how to use the Project Help window. Unit 2 In this unit, you leamed how to create a task list in both manual and automatic scheduling mode. You learned how to set task durations and change the default scheduling mode for all new files. You also learned how to modify a task list by adding, deleting, and rearranging tasks. You then learned how to format information in the Sheet pane, establish a project’s Work Breakdown Structure, insert a project summary task, and create summary tasks and subtasks, Finally, you learned how to hide and show subtasks, hide columns in the Sheet pane, insert milestones, and apply Gantt Chart styles. Unit 3 In this unit, you learned how to establish a schedule by linking and unlinking tasks. You learned about task dependencies, and you learned how to change task predecessors and set lag time and lead time to fine-tune a schedule. You also learned how to insert recurring tasks, work in Network Diagram view, and modify task relationships. You then learned how to use the Timeline to navigate a Gantt chart and how to apply task types and task constraints. Unit 4 In this unit, you learned how to create a base calendar and change the working time You also learned how to create a resource pool and a resource calendar, assign resources to tasks, and create and apply a task calendar, You then learned how to record project costs and use the Cost table in Gantt Chart view. Unit 5 In this unit, you learned how to work in Calendar view and Resource Form view. You leamed that form views provide detailed information about an individual task or resource. You also learned how to add tasks to the Timeline, format the Timeline, and share the Timeline with stakeholders via other Office 2010 applications, such as Outlook and PowerPoint. You learned how to work with and create tables. Finally, you learned how to display WBS outline numbers in a separate column and directly in the Task Name column.Course summary S-3. Unit 6 In this unit, you learned how to apply filters to focus on a specific set of tasks or resources and hide information you don’t need to see. You learned how to highlight information, apply AutoFilters, and create custom filters. You also leaned how to group tasks and resources to organize project information. Finally, you learned how to sort tasks and resources. Unit 7 In this unit, you learned about eritieal tasks and slack, and how to view them. You also learned about the difference between effort-driven tasks and non-effort-driven tasks. You then learned how to identify resource over-allocation and use Resource Usage view to observe assigned work and over-allocated work. Finally, you learned how to level resources automatically and manually to resolve resource conflictss-4 Project 2010: Basic Topic B: Continued learning after class Itis impossible to learn how to use any software effectively in a single day. To get the most out of this class, you should begin working with Microsoft Project to perform real tasks as soon as possible. We also offer resources for continued learning. Next courses in this series This is the first course in this series. The next course in this series is: © Microsoft Project 2010: Advanced Work with templates and data from Office programs Track progress against a bas. Analyze and update a project Create and customize reports Customize the Project environment Manage multiple projects Exchange project information with stakeholders Other resources For more information, visit www_axzopress.comGlossary Base calendar The calendar that defines the working days and working hours for a project. The Standard calendar is the default base calendar. Calendar view A view that displays your project dates chronologically and displays, in calendar format, tasks, scheduled for a specific day, week, or month. Constraints The limitations imposed on a project. Critical path The series of tasks that must be completed on schedule fora project to finish on time Cri al task A task on the critical path. If a critical task is delayed, it affects the project schedule. Dependencies Attributes that define the way related or linked. in which tasks are Duration ‘The time from start to finish that it takes to complete a task. Filters Tools used to view only those tasks or resources that meet specified criteria Finish-to-Start task dependency A relationship in which the start of a task depends on the completion of its predecessor task. Fixed cost A cost that remains the same despite resources being added or taken away. Fixed Duration task A task that has a constant time value; even if you increase the resources allocated to the task, the duration remains the same. Fixed Unit task A task that has a constant quantity or units-of- resource value Fixed Work task A task in which the total work to be performed has constant value. The total amount of work performed on a task is the sum of resources used on that task, Gantt bar See Task bar Gantt Chart view Project 2010°s default view (with the Timeline). It consists of the Sheet pane and the Chart pane. Lag time ‘A delay that adds extra time after the completion of atask. Lead time ‘The overlap between dependent tasks. Material resource ‘An item that is used to perform work on a task; for example paint, wood, steel, or fuel Milestone An item that represents the completion of a major project phase or activity. Network Diagram view ‘A view that displays your project as a flowchart, Nodes Boxes that represent tasks in Network Diagram view. Overtime cost A variable cost that is incurred to pay a resource for the hours it has worked during the overtime working hours as defined in a project Per-use cost A variable cost that is incurred for the use of every unit of a resource in a task. Per-use cost is commonly used for resource materials, such as gravel, wood, and paint. Predecessor task ‘A task that must start or finish before another task can begin. Project ‘A one-time, organized effort that leads toward meeting a specific goal and that has a definite start and end Project life cycle ‘The four phases of a project: the initial phase, the planning phase, the implementation phase, and the close-out phase.G2 Projact 2010: Basie Project management The application of knowledge, skils, tools, and techniques to accomplish activities or tasks to meet the objectives set for a project. Project manager The person who has the primary role of directing ‘the project's flow and the communication between iis participants Project summary task The highest level of your task list. Use the project summary task to display the objective of your project. Recurring task ‘A task that occurs at regular intervals during a project Resource calendar ‘A calendar that contains information that is specific toa resource, For example, a resource calendar might show a resource’s vacation schedule. Resource Form view ‘A view that provides detailed information on a single resource Resource Graph view ‘A view used to identify the allocation of work or the cost of resources over a specific time frame Resource leveling The process of resolving resource over-allocation by adjusting resource assignments for a projec. Resource over-allocation ‘A sate in which resources are scheduled to ¢o ‘more work than can be accomplished in the specified time. Resource pool The list of resources available for assignment on a project, Resource Sheet view A view used to enter resource information. Resource Usage view {A view used to estimate resource utilization, Risk management ‘The preparation for uncenainties that might occar during a project. ‘Scheduling ‘The timing and sequencing of tasks, ‘Scope creep A gradual addition of work that eventually makes ‘original cost and schedule estimstes unachievable. Sorting The actof organizing tasks and resources in a specified sequence, ‘Stakeholders The people and organizations that have a vested interest, or stake, inthe project. Stakeholders include the project manager, decision makers, customers, ‘vendors, and employees who will contribute to the projec. ‘Standard cost ‘A variable cest that is incurred to pay a resource for the hours ithas worked on a task during the ssandard working hours as defined ina project. Start-to-Start dependency ‘Avrelationship in which pwo tasks can be done concurrently ‘Subtasks Tasks that are indented belowa surnmary task Task Each activity ina project. Task bar ‘Aorizonial bar in the Chart pane that indicates the time allocated for a task. Task bars are also called Gant bars. Task list The tasks that must be accomplished to complete the project. Total effort ‘A value calculated by multiplying the duration by ‘the number of resources, Variable cost ‘A.cost thar changes with the frequency and amount of time aresource is used. Variance ‘The difference between the actual and planned Work Breckdown Structure (WBS) ‘The hierarchical structure of 2 project's task list. ‘The project summary task i the highest level of the WBS, and the other tasks are broken down to their lowest manageable levels. Work resources ‘The people and equipment that perform work on a taskIndex A ES AutoFites. 6-4 B Backstage view, 1-10 Base calendars, creating and applying, 42 ¢c Gilendar view, 1 Close-out phase, 1-3 Constraints, rypes of, Cost resources, 4-6 Cost table, 419 Costs, types of, 4-17 Critical path, 3-13, 7-2 D Days, working v= nonworking, Duration, entering, 2-5 ivon scheduling, ites Applying, 6-2, 7-11 Creaiing, 6-6 Fixed costs, 4-17 Fixed Duration tasks, 3-16 Fixed Unit tasks, 3-16 Fixed Work tasks, 3-16 Form views, 5-4 Free slack, 7-2 G Galleries, 1-10 Gantt Chart styles, applying Gantt Chart view, 1-6, 1-12 Groups Applying to tasks or resources, 6-8 Creating, 6-10 H Telp window, Implementation phase, 3 Initial phase, 1-3 L Tag time, 3.6 Lead time, 3-6 M Maternal resources Mikstones, 1-2 Inserting, 2-18 Monitoring phase, 1-3, N Newark Dagam view, -6,310 Nonworking days, 4-2 ° ‘Ouiline levels Tor asks, 215 Over-allocation, 1-8 Resolving, 7 Overtime cost, P Ter Planning phase, Predecessor tasks, Project management Defined, 1-2 Typical tasks in, 1-3 Proje Constraints, 1-2 Defining properties of, 1-16 Phases of, 1-2 Q ‘Quick Access oolbar, 1-9 R Recuriing tusks, Resource calendars, creating, 48 Resource graphs, 4-10 Resource leveling, 7-10, Resource list, soring, 6-1312 Project 2010: Basic Resource pools, 4-6 Resource Sheet view, 1-7, 4-6 Resource Usage view, 1-7 Resources Assigning, 4-10, 4-12 Defined, 1- Over-allocated, 7-8 Types of, 4-6 Ribbon, 1-9 Risk management, 1-4 Ss Scheduling, Automatic, 2-5 Effort driven, 7-5 Manual vs. automatic, 2. Setting mode for new files, 2-8 Scope creep, 1-4 Sheet pane Adding WBS column to, 5-10 Formatting, 2-12 Hiding columns in, 2-16 Slack, 7-2 Smart Tags, 7-5 Sorting tasks or resources, 6-12 Split views, 5-4 Stakeholders, 1-4 Standard cost, 4-17 Subtasks, 2-13 Hiding and showing, 2-15 Successor tasks, 3-2 Summary tasks, 2-13 T Tables Adding WBS column to, 5-10 Creating, 5-10 ‘Task calendars, 4-14 Task dependencies, 3-2 Types of, 3-12 Task list, 2-2 Rearranging tasks in, 2-11 Sorting, 6-12 Tasks Adding, 2-9 Applying lag or lead time to, 3-7 Converting to milestones, 2-18 Critical, 3-13, 7-2 Deleting, 2-9 Linking, 3-2 Moving up or down in the WBS, 2-15 Non-effortdriven, 7-5 Recurring, 3-8 Specifying duration of, Types of, 3-16 Unlinking, 3-2 Timeline, 1-5, 1-9, 3-13 Copying into other applications, 5-8 Formatting, 5-6 Total effort, calculating, 7-5 Total slack, 7-2 U User-controlled scheduling Vv Variable cos Views, 1-5 Filtering, 6-2 Splitting, 5-4 Ww Work B Work resources, 4-6 417 ‘down Struc re (|