Project 2016 Part 1

STUDENT MANUAL
Microsoft® Project
2016: Part 1
Microsoft® Project
2016: Part 1
Microsoft® Project 2016: Part 1
Part Number: 091062
Course Edition: 1.1
Acknowledgements
PROJECT TEAM
Author Media Designer Content Editor
Sunni K. Brock Brian Sullivan Angie French
Logical Operations wishes to thank the Logical Operations Instructor Community, and in particular Tom Allen, Elizabeth Robinson,
and John Wilson for contributing their technical and instructional expertise during the creation of this course.
Notices
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Microsoft® Project 2016:
Part 1
Lesson 1: Getting Started with Microsoft Project............. 1

Topic A: Identify Project Management Concepts............................. 2
Topic B: Navigate the Microsoft Project 2016 Environment............. 7
Lesson 2: Defining a Project..........................................17

Topic A: Create a New Project Plan............................................... 18
Topic B: Define a Project...............................................................21
Topic C: Assign a Project Calendar............................................... 29
Lesson 3: Creating and Organizing Tasks..................... 37

Topic A: Add Tasks to a Project Plan.............................................38
Topic B: Import Tasks From Other Programs.................................43
Topic C: Create a Work Breakdown Structure................................ 49
Topic D: Define Task Relationships...............................................56
Topic E: Schedule Tasks............................................................... 61
Lesson 4: Managing Project Plan Resources.................. 65

Topic A: Add Resources to a Project Plan...................................... 66
Topic B: Create a Resource Calendar............................................ 71
Topic C: Enter Costs for Resources............................................... 73
| Microsoft® Project 2016: Part 1 |
Topic D: Assign Resources to Tasks....................................................... 76

Topic E: Resolve Resource Conflicts........................................................81
Lesson 5: Finalizing a Project Plan........................................ 91

Topic A: Optimize a Project Plan.............................................................92
Topic B: Set a Baseline............................................................................ 97
Topic C: Share a Project Plan................................................................ 102
Solutions............................................................................................ 111
Glossary............................................................................................. 113
Index.................................................................................................. 117
About This Course
Welcome to Microsoft® Project 2016: Part 1. This course is designed to familiarize you with the
basic features and functions of Microsoft Project Professional 2016 so you can use it
effectively and efficiently in a real-world environment.
This course covers the critical knowledge and skills a project manager needs to create a
project plan with Project 2016 during the planning phase of a project. In other words, if
your supervisor assigns you to lead a project, this course will enable you to draft a project
plan with Project 2016 and share it with your supervisor (and others) for review and
approval.
Course Description
Target Student
This course is designed for a person with an understanding of project management concepts
and who is responsible for creating and maintaining project plans. The course will give the
student a fundamental understanding of Microsoft Project 2016 necessary to create and save
project plans.
Course Prerequisites
To ensure your success in this course, you should have basic project management
knowledge and skills. The following Logical Operations course can help you in meeting this
requirement: Project Management Fundamentals (Second Edition).
You should also have basic knowledge and skills for using any current Windows® operating
system—preferably Windows 10. The following Logical Operations courses can help you
meet this requirement:
• Using Microsoft® Windows® 10
• Microsoft® Windows® 10 Transition from Windows® 7
Finally, you should have competency in using other Microsoft Office applications—
preferably Office 2016. You can take any of the Office 2016 course offerings from Logical
Operations to attain the requisite knowledge and skills.
Course Objectives
In this course, you will learn to create and engage in basic management of a project using
Microsoft Project Professional 2016.
You will:
• Identify project management concepts and navigate the Project 2016 environment.
• Create and define a new project plan.
• Create and organize tasks.
• Manage resources in a project plan.

• Finalize a project plan.
The CHOICE Home Screen

Logon and access information for your CHOICE environment will be provided with your class
experience. The CHOICE platform is your entry point to the CHOICE learning experience, of
which this course manual is only one part.
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Visit your CHOICE Home screen often to connect, communicate, and extend your learning
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How to Use This Book

As You Learn
This book is divided into lessons and topics, covering a subject or a set of related subjects. In most
cases, lessons are arranged in order of increasing proficiency.
The results-oriented topics include relevant and supporting information you need to master the
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Checklists of procedures and guidelines can be used during class and as after-class references when
you're back on the job and need to refresh your understanding.
| About This Course |

At the back of the book, you will find a glossary of the definitions of the terms and concepts used
throughout the course. You will also find an index to assist in locating information within the
instructional components of the book.
As You Review
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invest in it. In addition, some of the information that you learn in class may not be important to you
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time reviewing the content of the course after your time in the classroom.
As a Reference
The organization and layout of this book make it an easy-to-use resource for future reference.
Taking advantage of the glossary, index, and table of contents, you can use this book as a first
source of definitions, background information, and summaries.
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interact with the CHOICE community using social media.
| About This Course |

1 Getting Started with
Microsoft Project
Lesson Time: 45 minutes
Lesson Objectives
In this lesson, you will navigate the Project environment. You will:
• Identify project management concepts and project phases.
• Navigate the Microsoft Project Professional 2016 interface.
Lesson Introduction
As a project manager, you need to create and manage many documents (artifacts) to
communicate the project's purpose and status. A key component of this responsibility is the
project plan, which incorporates the tasks, resources, and scheduling of a project. Not only
should the project plan be used in the initial phases of a project, but also keeping a plan up-
to-date as the project progresses enables you to effectively manage the project and
communicate status to all involved parties.
Microsoft® Project Professional 2016 is a powerful tool for planning and managing projects.
This lesson will provide you with the big picture—some basic knowledge and skills you
need to start using Project 2016.
The lesson starts with a brief review of basic project management concepts. The remainder
of the lesson is presented as if Microsoft Project Professional 2016 had just been installed
on your computer and you are running it for the first time. It will cover the essentials you
need to navigate the program. In later lessons, you will add to this framework.
2 | Microsoft® Project 2016: Part 1
TOPIC A
Identify Project Management Concepts
As a project manager, you have to manage and control your project to make it a success. Whether
you are a beginning project manager, or a seasoned professional, you need to understand project
management concepts and apply them as they relate to the application. Regardless of your project
management experience and training, this topic reviews some basic project management concepts in
the common terminology so that you can better understand Microsoft Project Professional 2016.
Projects
Project A project is a temporary initiative to create a unique result. Every project has a definite starting point
Ask learners: "Can you and ending point in time. When the desired result has been achieved, the project is over. Here are
briefly describe a project some project examples:
in which you
• A company engages in a 10-month project to develop a new tablet computer.
participated?"
• A county government implements a three-year project to construct four dog parks.
• A nonprofit organization engages in a six-week project to increase membership by 10 percent.
Project Process Groups

Project Process Groups There are five project management process groups during which specific project management
activities occur.
Process Group Activities
Initiating The project's goal is defined and the project is authorized. The output of this
process is often a project charter.
Planning The project's scope, time, cost, and other details are determined. The output
of this process is a project plan.
Executing Tasks are performed and resources are utilized to accomplish the project plan.
Monitoring and The project's progress is tracked and corrective action is taken when necessary
Controlling to keep the project on track.
Closing The project's products, services, or end results are accepted by those who
authorized the project, and the project is brought to an orderly conclusion.
The project management process groups relate to one another as shown in the following figure.
Lesson 1: Getting Started with Microsoft Project | Topic A

Microsoft® Project 2016: Part 1 | 3
Figure 1-1: The five project management process groups.
As you may have noticed, the Planning and Executing process groups are a continuous cycle. As the
project plan is executed, more planning is often required. Also, you may have noticed that the
Monitoring and Controlling process group interfaces with and affects the other four groups.
Note: Microsoft Project Professional 2016 is designed to help you with the Planning, Executing,
and Monitoring and Controlling process groups of project management.
Project Constraints
Project constraints are anything that constrains or dictates the actions of the project team. Scope, Time, Project Constraints
and Cost are the most important constraints. In fact, they are referred to as the triple constraints. Ask participants: "What
These knowledge areas are dynamically linked; any change in one will impact the others. Project happens to cost and
2016 is intended to help project managers deal with various project constraints. time when you increase
project scope? What
happens to project
scope when you
decrease the cost and
time available to perform
the project?"
Figure 1-2: The triple constraints of a project are dynamically linked; you cannot change one
without changing another.

Scope Creep
Project managers must be constantly on guard against scope creep, which is the uncontrolled
expansion of a project's scope. A multitude of seemingly minor scope changes can add up to major
time delays and cost overruns.
Project Management
Ask learners: "How Project management is the administration and supervision of projects using a well-defined set of
much project knowledge, skills, tools, and techniques. Project management is both a science and an art that—
management training when done properly—ensures projects are completed on time, within budget, and according to
and experience do you specifications.
have?"
Some project managers undergo a rigorous process to become certified by the Project Management
Institute (PMI®) as a Project Management Professional (PMP®). Other project managers find
themselves performing this job function with little or no formal training. Whether you are a project
management novice or master, Microsoft Project Professional 2016 is a powerful tool that will help
you plan and complete your projects successfully.
Note: The authoritative source for project management information and best practices is A
Guide to the Project Management Body of Knowledge (PMBOK® Guide), which is maintained by PMI. It
is an invaluable reference for anyone who manages projects. Visit www.pmi.org for more
information.
Project Roles
Project Roles Projects often require a group of people with different roles and responsibilities to communicate
Ask participants: "Who is with each other and work together. The cohesiveness of this group can affect the project’s
the sponsor for your successful completion.
projects? Who are the
stakeholders? Who are Role Description
your team members?"
Inform the students that project manager The primary person directing the project’s flow and the communication
more information about between project participants. The project manager leads the planning of
resources will be the project, watches for cost overruns, and manages disputes.
covered later in the
course.
project sponsor The person in your organization who authorizes, supports, and approves
the project. Usually, the project sponsor is a member of senior
management.
project stakeholder Anyone who is actively involved in the project or has an interest in its
outcome. Stakeholders can be inside your organization or outside of it.
For example, if the project is to drill a hydraulic fracturing well, internal
stakeholders might include geologists, construction workers, and drill
operators. External stakeholders might include landowners,
environmental groups, and government regulators.
team member A person who is responsible for performing or approving the work to
complete the project. This includes the people who work on the tasks,
referred to as human resources, such as engineers or operators, and may
also include resource managers, such as a foreman or director.

ACTIVITY 1-1
Identifying Project Management Concepts
Scenario
Use these questions to check your knowledge of project management concepts.
1. True or False? A project is a series of steps performed to reach a specific goal.

☐ True
☐ False
2. The scope, the tasks involved, and the resources required for a project are all defined during which
process group?
○ Executing
○ Monitoring and Controlling
○ Closing
○ Planning
3. What is the importance of monitoring a project?
A: The importance of monitoring a project is to track the project's progress against the original plan
so that you can take corrective actions to keep the project on track.
4. True or False? Project management is the application of knowledge, skills, tools, and techniques to
accomplish activities or tasks to meet the objectives set for a project.
☐ True
☐ False
5. Which project management process group involves the completion of tasks and the coordination of
people and other resources to carry out the plan?
○ Initiating
○ Executing
○ Planning
○ Closing
6. Who is the project sponsor?
A: The project sponsor is the person who has the authority to approve or terminate the project.
7. Which of the following are considered the classic triple constraints?

☐ Scope
☐ Cost
☐ Earned Value
☐ Time
☐ Space

8. What is scope creep?

A: Scope creep is the gradual addition of work which eventually makes the original cost and schedule
estimates unachievable.

TOPIC B
Navigate the Microsoft Project 2016
Environment
Now that you have reviewed some basic information about project management, you can start to
work with Microsoft Project Professional 2016. If you are new to Microsoft Project, a good first
step is to launch the application and explore the interface and its functions before you begin using it
to develop live project plans. In this topic, you will navigate the Microsoft Project Professional 2016
interface to become familiar with the program's basic features.
It is essential to identify the various elements of any new application you are using for the first time.
By identifying the different components in the Microsoft Project 2016 interface, you can be at ease
with its features and functions and then work more efficiently on your project plan files.
Microsoft Project 2016

Microsoft Project 2016 is an application that is part of the Microsoft Office 2016 suite of user- Microsoft Project 2016
productivity software. Project is a powerful project management program that enables you to create,
present, manipulate, manage, and analyze project plans. Project's extensive features give you control
over a project's schedule, tasks, and resources. This detailed management of a project will help you
ensure that your projects are successful and make the best uses of time and resources.
The Start Screen

The Start screen is the first screen you see when you open Microsoft Project Professional 2016. The The Start Screen
Start screen contains multiple options to help you get started with using Project.
Figure 1-3: The Start screen provides a launching point for opening or creating projects.
From this screen you can use the following commands.
Command Description
Recent Click on the name of a recent project file to open it.
Lesson 1: Getting Started with Microsoft Project | Topic B

Command Description
Open Other Projects Open other Project files that are not on the Recent list.
Search for online Search online for Project templates that you can use to start a new Project
templates file.
Suggested searches Use suggested keywords to browse Project templates.
Create from Choose to create a new blank project file, a new project from an existing
file, or a new project from a template.
Sign in Log in to your Microsoft account.
Note: You may already have a personal or organizational Microsoft account. Examples of
personal Microsoft accounts include Office 365, Skype®, OneDrive®, Xbox LIVE®, and
Outlook.com. If you don't have a Microsoft account, you can create one for free at http://
signup.live.com.
Views
Mention to the students Microsoft Project 2016 uses views to display information on the screen from the currently open
that they should take the project plan file. You can use a variety of views to focus on specific aspects of your project. These
Logical Operations might include Gantt Chart view, Network Diagram view, Calendar view, Resource Sheet view,
course Microsoft Project and Resource Usage view. Most views are separated into two panes—with the Sheet pane on the
2016: Part 2 to learn left and the Chart pane on the right.
more about customizing
views.
The Gantt Chart View
Gantt Chart View The Gantt Chart is the default view in Microsoft Project 2016. When you first open a blank project,
Project displays this view. Gantt charts are the most common method for displaying project
information.
In the right pane of the Gantt Chart view, you will see the duration of each task plotted as a bar
against the dates along the top of the pane.
Figure 1-4: The Gantt Chart view is where you will spend most of your time working with a
project plan.

Note: The Gantt chart is named after Henry Gantt, who designed this tool between 1910 and
1915. Although now regarded as a common charting technique, Gantt charts were considered
revolutionary when first introduced.
The View Bar

Selecting a button on the View Bar changes what is displayed in the view. The most commonly The View Bar
used View buttons are shown at the top of the View Bar. You can see additional View buttons by
selecting the down arrow at the bottom of the View Bar.
Figure 1-5: The View Bar enables you to quickly change between the most used views.
The Quick Access Toolbar

In the top-left corner of the window you will see the Quick Access Toolbar. As its name implies, the The Quick Access
toolbar enables you to rapidly perform those Microsoft Project Professional 2016 commands that Toolbar
you use most often—such as Save, Undo, and Redo.

Figure 1-6: The Quick Access Toolbar is highly customizable and always available on the screen.
The Ribbon
The Ribbon The ribbon at the top of the window is where you will find most of the controls used in Microsoft
Project Professional 2016. The controls are grouped into six basic tabs:
• File
• Task
• Resource
• Report
• Project
• View
When you select a tab, the controls related to that tab are displayed on the ribbon. A different
default view button will be shown on the far left of the ribbon for each tab. For example, the Gantt
Chart view button is the default for the Task tab, and the Team Planner view button is the default
for the Resource tab.
Figure 1-7: The ribbon groups the most common commands into tabs by type.
The Backstage
The Backstage The File tab displays differently than the other tabs. When you select it, you will see the Backstage—
where you can access a number of file and program controls. The Backstage 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.

Advise the students that

sections of the
Backstage will be
covered in detail in later
topics.
Figure 1-8: The Backstage enables you to work with project files and program settings.
The Contextual Tab

In addition to the six basic tabs, the ribbon also contains a contextual tab. This tab changes names and The Contextual Tab
colors depending on what is selected in the view. When you select this tab, you will see all of the
tools related to the currently selected pane or object in one place on the ribbon. For example, when
you work 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.
Figure 1-9: The Contextual tab adapts to what you are doing in the view area.
The Status Bar

The status bar at the bottom of the window shows you some of the current program settings. It also The Status Bar.
displays shortcuts to the most commonly used views. Finally, it contains the Zoom control, which
enables you to expand or contract the time scale shown in the view.

Figure 1-10: The Status bar shows you current program status and enables you to quickly change
views and zoom levels.
Note: If you use Project with Microsoft Project Server or SharePoint, the status bar will also
show you status notifications from the server.
The Tell Me Bar

The Tell Me Bar Type into the Tell Me bar to quickly access commands just like a search command. The most
commonly used commands and tasks are shown at the top of the results list. You can see additional
help by selecting Get Help on at the bottom of the list.

Figure 1-11: The Tell Me bar, new to Project 2016, is designed to help you find commands
quickly.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Navigate the Project 2016 Interface.

ACTIVITY 1-2
Navigating the Project 2016 Interface
Before You Begin

Microsoft Project Professional 2016 is installed on your computer and activated.
Scenario
Building with Heart is a non-profit home construction organization whose purpose is to build family
homes for qualifying applicants using recycled materials and volunteer labor when possible.
You joined Building with Heart as a volunteer project manager. The organization received a
donation of new Microsoft software and you have just installed Microsoft Project Professional 2016
on your laptop. You begin to familiarize yourself with the program and identify the features you will
use most often.
Inform the students that
they need to close Note: Activities may vary slightly if the software vendor has issued digital updates. Your
Project if they have it instructor will notify you of any changes.
open to display the Start
screen.
Notify students of any
1. Open Microsoft Project Professional 2016.
changes to activities
based on digital software a) On the Windows 10 Start menu, select All apps, and find the Project 2016 tile.
updates issued by the
software vendor.
b) Right-click the Project 2016 tile and select Pin to taskbar.

c) On the taskbar, select Project 2016.
Verify that Project 2016 opens to the Start screen.
2. Start a new project.

a) On the Project 2016 Start screen, in the Search for online templates field, type the search term
simple, and select the Start Searching button.

b) From the search results, select Simple project plan.
c) Select Create.
Verify that a new Simple project plan opens.
3. Explore the ribbon.

a) On the ribbon, select the Task tab (if it isn't already selected). Move the mouse pointer over each
button on the Task tab to reveal and read a ScreenTip that explains the button's function.
b) Explore the other tabs and their buttons in the same manner.
4. Zoom the time scale to the entire project using the Tell Me bar.
a) In the Tell Me bar, type zoom
b) In the results list, select Zoom Entire Project.
Verify that the time scale for the entire project fits the width of the Gantt chart's right pane.
5. Make the View Bar visible.

a) On the left side of the screen, right-click the view name (such as GANTT CHART).
b) From the menu, select View Bar.
Confirm that the View Bar is now visible.

6. Locate the commands on the View Bar that you will use the most.
a) On the View Bar, select Calendar.

b) Verify that the Calendar view displays.
c) Locate the remaining buttons on the View Bar and verify the views displayed. Scroll down if
necessary to see more commands.
7. Add a print command to the Quick Access Toolbar.
a) On the right side of the Quick Access Toolbar, select Customize Quick Access Toolbar.
b) Select Print Preview.
Verify that Print Preview appears on the Quick Access Toolbar.
8. Close Microsoft Project Professional 2016 without saving the file.

a) On the top-right corner of the Project Professional window, select the Close button.
b) In the Microsoft Project dialog box, select No to discard the changes.
Verify that Project 2016 is closed.

Summary
In this lesson, you started using Microsoft Project Professional 2016. By reviewing the basics of
project management and navigating the Project interface, you laid the foundation for the knowledge
and skills that will enable you to use Project effectively.
Encourage students to
use the social What is your next big project—either at work or at home?
networking tools A: Answers will vary, but might include producing an ad campaign at work, painting a bedroom at home,
provided on the CHOICE or planning a theatre performance for a school.
Course screen to follow
up with their peers after How do you think Microsoft Project 2016 could help you with planning your project?
the course is completed
A: Answers will vary, but might include: searching for a template related to the project to save time,
for further discussion
and resources to support managing the project plan, helping the project stay on track.
continued learning.
Note: Check your CHOICE Course screen for opportunities to interact with your classmates,
peers, and the larger CHOICE online community about the topics covered in this course or
other topics you are interested in. From the Course screen you can also access available
resources for a more continuous learning experience.
Lesson 1: Getting Started with Microsoft Project |

2 Defining a Project
Lesson Time: 1 hour
Lesson Objectives
In this lesson, you will define a project. You will:
• Create a new project plan and identify options for creating a new plan.
• Define the project level options and project description.
• Modify and assign project calendars.
Lesson Introduction
Defining a new project encompasses all the steps that a project manager needs to take in
Microsoft® Project Professional 2016 to ensure that the new project plan has the necessary
information before the task planning process begins. Capturing the information about the
project that you discovered in the Initiating process is important so that anyone looking at
your plan understands what the project is about. This is helpful to even you, if you must put
it aside and come back later. Any project manager, whether new or very experienced, can
save time and effort down the road by taking advantage of pre-defined project plan
structures for common project types so that they don't have to start from scratch. Building a
well-defined project plan library over time is key to increasing your skills and efficiency on
future projects.
By creating a new project plan, and taking the time to enter the appropriate information
correctly and set up your calendars, you will lay the foundation for a sustainable project plan
that is easier to build, maintain, and share over the course of your project.
TOPIC A
Create a New Project Plan
Now that you're familiar with common project management concepts, and know your way around
the Microsoft Project 2016 interface, you're ready to start managing a project. In order to take full
advantage of the robust capabilities of Project, it stands to reason that you must first create a project
plan in the application. In this topic, you'll do just that.
Methods for Creating New Projects

Methods for Creating Defining a new project begins with creating a new project plan file. You can begin with a blank file
New Projects or start with a template that is already populated with project phases and tasks for common project
types. When you first open the application, Project displays the Start screen, which gives you several
methods for creating new files.
Figure 2-1: You can choose from five methods for creating new projects.
The following table describes the different methods for creating new project plan files.
Method Description
Blank Project This method gives you a completely empty file into which you can add
all of your project information.
New from an existing This method enables you to reuse a Project file from a previous project.
project
New from Excel® This method imports project information created in Excel. When you
workbook choose this option, a wizard will open and guide you though the steps
of importing the project information from Excel to Project.
New from SharePoint® This method enables you to import project information from a
Tasks SharePoint task list. When you choose this option, you will be prompted
to enter a SharePoint URL and select a task list on the SharePoint site.
Lesson 2: Defining a Project | Topic A

Method Description
From a Project template This method enables you to create a Project file that is customized for a
variety of different project types. When you choose this option, a
Project file containing sample information will be created. You can then
modify the information for your particular project.
Note: Microsoft SharePoint is a web-based application that enables geographically distributed

teams to store, sync, and share their important content. Visit http://
sharepoint.microsoft.com/ to learn more about SharePoint.
Project Templates
A project template contains details for a sample project that you can edit to make your own or simply Project Templates
use to help frame your own project phases.
Microsoft Project Professional 2016 comes preloaded with twelve templates that are geared toward a
variety of different project types. Using a template can save you time because you do not have to
create the project structure from scratch. However, you will still need to modify the template with
the details of your particular project. If you do not see a template on the Start screen that is similar
to your project, you can search online for one that is.
Figure 2-2: Project templates help you create new project plans with much of the information and
formatting in place.
job aids on How to Create a New Project Plan.

ACTIVITY 2-1
Creating a New Project Plan
Before You Begin

Microsoft Project Professional 2016 is installed on your machine.
Scenario
Building with Heart, located in Greene City, is a non-profit home construction organization similar
to Habitat for Humanity. The Building with Heart program’s purpose is to build a two- or three-
bedroom home for each qualifying family. These homes have a mortgage with a very reasonable
interest rate, and because many materials and labor are donated, the mortgage is much less than if
everything had to be purchased outright.
As a volunteer project manager at Building with Heart, you have just started a new construction
project to build a new three-bedroom home for a qualifying family whose previous residence was
destroyed by a storm. You need to create a new project plan for the project. Instead of starting from
a blank project plan, you want to find a template that will help you create your construction project
plan more quickly.
Let the students know
that they will be saving
the file later in the lesson 1. Open Microsoft Project Professional 2016.
and to leave the file
open at the end of the a) On the taskbar, select the Project 2016 shortcut.
activity. Verify that Project 2016 opens to the Start screen.
2. Create a new construction project.

a) On the Project 2016 Start screen, in the Search for online templates field, type the search term
construction and select the Start Searching button.
b) From the search results, select Residential Construction.
c) In the Residential Construction dialog box, in the Start Date field, enter or select the date that
corresponds to next Monday.
d) Select Create.
Verify that Project opens a new Residential Construction project plan, and leave the file open.

TOPIC B
Define a Project
After creating a new project plan, it is important to capture the information about your project and
save it so that you and others can easily understand what the project is about. In this topic, you will
define your project plan by entering the information and setting options specific to your project, and
then you will save your new file.
The Project Information Dialog Box

When you create a project file, you are not prompted to supply any project information. A good The Project Information
place to get started is the Project Information dialog box. The Project Information dialog box captures Dialog Box
high-level information about your project as a whole. By default, the Project Information dialog Demonstrate how to
box uses the current date as the project start date. Project calculates the finish date after all of your open the Project
task information is established and linked. Information dialog box.
Figure 2-3: The place to view and modify high-level information about your project is the Project
Information dialog box.
The Project Properties Dialog Box

The Project Properties
In the Project Properties dialog box, you can enter general project information, such as the project name, Dialog Box
the project manager’s name, the name of your organization, and specific keywords related to the Ask the students if
project. This information will help you organize and locate your project files. they've used the
properties dialog boxes
in Office applications
and how.
Lesson 2: Defining a Project | Topic B

Figure 2-4: The Project Properties dialog box.
Note: Filling in the project name and keywords in the Project Properties dialog box will help
search indexing on your local machine and in other shared file scenarios such as when using
SharePoint. It will help you and others in your organization find the project plan using the
Search command in Windows or SharePoint.
Methods for Scheduling Projects

Methods for Scheduling The project's beginning date is shown in the Start date field of the Project Information dialog
Projects box. The project's ending date is shown in the Finish date field. You can change the Start date or
Finish date by selecting the down arrow on the right side of each field.

Figure 2-5: Scheduling a project from the start date or finish date.
Projects can be scheduled either from a start date or a finish date (but not both at the same time).
The Schedule from drop-down list in the Project Information dialog box shows whether your
project is scheduled from the start date or the finish date. If the Schedule from drop-down list is
set to Project Start Date, the Start date drop-down list will be active and the Finish date drop-
down list will be inactive. On the other hand, if the Schedule from drop-down list is set to Project
Finish Date, the Finish date drop-down list will be active and the Start date drop-down list will
be inactive.
By default, Microsoft Project 2016 schedules all new projects from a start date. In this mode, all
tasks are automatically scheduled to begin as soon as possible, giving the maximum amount of
schedule flexibility.
Guidelines for Scheduling a Project from the Finish Date

If you choose to schedule a project from a finish date, all new tasks will be automatically scheduled
to begin as late as possible. This constraint, as well as others that may be applied in this mode, limit
schedule flexibility. It is advantageous to schedule a project from a finish date when:
• Your project has a firm deadline and you want to identify a date when the project must start in
order to finish on time.
• You are not sure when your project will begin.
• Your organization requires that this mode be used.
• It is better for the project to start as late as possible.
Note: If the Schedule from drop-down list is set to Project Finish Date during the
planning phase of your project, consider changing Schedule from to Project Start Date
during implementation. This will increase your flexibility to make schedule changes if
necessary.

Current Date Changes

Current Date Changes If necessary, you can change the project's current date in the Current date field of the Project
Information dialog box. Normally, you will keep the current date the same as the actual date.
However, sometimes you may want Project 2016 to act as if the current date is a different date from
the actual date. For example, if you are planning for a future project, you may want to make the
current date the same as the start date.
Figure 2-6: You can change the date that Project uses as the Current date.
The Save As Screen

The Save As Screen You can save a new Microsoft Project Professional 2016 file by selecting the File tab on the ribbon
Ask learners: "Have you and then selecting the Save As tab on the Backstage. You have the option of saving your Project
used SharePoint or 2016 file in three different places.
OneDrive? How did
SharePoint or OneDrive
enhance your
productivity?"

Figure 2-7: You can choose where to save a project plan on the Save As screen.
Place Description
Sync with This option saves and syncs your Project file on a SharePoint site. This is a good
SharePoint option to use if you created the project file from a SharePoint task list and your
project team is utilizing SharePoint.
OneDrive This option saves your Project file in the cloud. This is a good option to use if you
need to access your Project file from more than one computer. It also means you
can retrieve your Project file if your computer is damaged, lost, or stolen.
This PC This options saves your Project file to your computer or network.
Note: If you save your Project files to OneDrive, be aware that you must have Microsoft Project
2016 installed on any computer you plan to use to access the file. For example, if you plan to
access a Project file using your work computer and your home computer, both computers must
have Microsoft Project 2016.
More About OneDrive

OneDrive is Microsoft's cloud-based storage service. By default, Office 2016 will save your work to
your OneDrive account. When you save your files to your OneDrive account, you'll be able to
access those files on any Internet-connected device with a web browser or the OneDrive app.
OneDrive provides access to any files you save to it, including any Office files, photos, and more.
You can view all files, or you can narrow your view to recent files you've worked on or files you've
shared with specific individuals. You can even group contacts and share files at the group level.
Depending upon the level of service you purchase, your OneDrive or Office 365 account can be
associated with a SharePoint server, enabling you to host your files and apps with the full power of
SharePoint. SharePoint is a Microsoft platform designed to enable collaboration, file sharing, and
rapid web development and deployment of applications and data.

Note: For more information on SharePoint Server, visit http://

sharepoint.microsoft.com/en-us/preview/sharepoint.aspx.
You may want to show

LearnTO Save Project Note: To further explore saving Project 2016 files to OneDrive, you can access the LearnTO
Files to OneDrive from Save Project Files to OneDrive presentation from the LearnTO tile on the CHOICE Course
the CHOICE Course screen.
screen or have students
navigate out to the
Course screen and Access the Checklist tile on your CHOICE Course screen for reference information and
watch it themselves as a
job aids on How to Define and Save a Project.
supplement to your
instruction. If not, please
remind students to visit
the LearnTOs for this
course on their CHOICE
Course screen after
class for supplemental
information and
additional resources.

ACTIVITY 2-2
Defining and Saving a Project
Before You Begin

Project Professional 2016 should be running on the desktop with the unsaved Residential
Construction project open.
Scenario
Now that you have created a new project plan for your residential construction project, you need to
make some updates to it. You have received word from the funding advisor that your project will
begin in May of 2016 and that the qualifying family, the Woods, have been approved for the new
home. The clearing of the debris from their lot is also included in the project. You also learn that the
Woods have two daughters, 12 and 9, who are excited to each be getting their own new bedroom
and a shared bathroom. Greene City Interiors has agreed to donate the time of an interior designer
to help the Woods choose their finishing touches. Teresa Sanchez, a respected business leader in
Greene City, has also announced that she will be joining Building with Heart as a director, and you
will be reporting progress to her going forward.
You capture this information in your project plan and save it.
1. Change the project's Start date and Current Date.

a) On the ribbon, select Project→Project Information.
Verify that the Project Information for 'Residential Construction' dialog box opens.
b) In the Start date box, enter or select May 2, 2016
c) In the Current date box, enter or select May 2, 2016
d) Ensure that the Schedule from drop-down list is set to Project Start Date.
e) Select OK.
Verify that the dates displayed in the Gantt Chart view reflect the new Start date.
2. Update the properties of the project with your new information.

a) On the ribbon, select File→Info.
b) Select Project Information and then select Advanced Properties.
Verify that the Residential Construction Properties dialog box opens.
c) Select the Summary tab if it is not already selected.

d) In the text fields, enter the appropriate information as depicted in the following image:
e) Select OK.
3. Save the file as C:\091062Data\Defining a Project\My_Woods_3BR_Home_Project.mpp

a) On the ribbon, select File→Save As.
b) Select Browse and then navigate to C:\091062Data\Defining a Project\.
c) In the File name field, enter My_Woods_3BR_Home_Project and select Save.

TOPIC C
Assign a Project Calendar
When you create a new project plan, Microsoft Project 2016 assumes that your project tasks will be
performed during a standard work week. In reality, however, your project tasks may be performed
during a longer or shorter work week. You may also have to take into account holidays and vacation
schedules. In this topic, you will modify the project calendars in Microsoft Project 2016 so that they
reflect the realities of your particular project.
Project Calendars
Microsoft Project 2016 uses calendars to determine when to schedule tasks and when resources will Ask the students how
be available to perform work. The project calendar is the calendar that determines the overall schedule they use calendars in
of a project. For example, if you have defined your organization's holidays in the project calendar, everyday situations such
the end date that Project calculates for your project will automatically adjust so that your project will marking vacations or
end on a workday. Although the project calendar applies to the project as a whole, you can also holidays.
assign calendars to individual resources or tasks.
Base Calendars
A base calendar defines the working days and working hours in a calendar that can be assigned to the Base Calendars
project. The Project Information dialog box shows the base calendar assigned to your project in
the Calendar field. Microsoft Project 2016 gives you three built-in base calendars from which to
choose:
Base Calendar Description
Standard 8:00 AM to 12:00 PM

1:00 PM to 5:00 PM
Monday through Friday
Night Shift 12:00 AM to 3:00 AM
4:00 AM to 8:00 AM
11:00 PM to 12:00 AM
Tuesday through Friday
12:00 AM to 3:00 AM
4:00 AM to 8:00 AM
Saturday
24 Hours 24 hours a day
7 days a week
The Standard base calendar is the default for all new files in Microsoft Project 2016. You can change Explain each base
the base calendar to one of the other options in the Calendar drop-down list. calendar. The Night Shift
calendar can be
confusing to learners.
The Create New Base Calendar Dialog Box Ask learners: "When
might you use each of
You can use the Create New Base Calendar dialog box to create a new base calendar for your project by these base calendars?"
copying an existing base calendar and then changing it to fit your needs. You can access the Create The Create New Base
Calendar Dialog Box
Lesson 2: Defining a Project | Topic C

New Base Calendar dialog box by selecting the Change Working Time button from the Project
tab, and then selecting Create New Calendar.
Figure 2-8: Copy a base calendar using the Create New Base Calendar dialog box.
Note: Make sure to name your calendars descriptively so they are easy to choose later.
The Change Working Time Dialog Box

The Change Working Every organization has its own working hours. If your organization’s working and nonworking
Time Dialog Box 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.
Working time is whenever labor is being performed on a project, on a task, or by a resource.
Conversely, nonworking time is when labor is not being performed. You can modify working time
by selecting the Project tab on the ribbon, and then selecting the Change Working Time button
in the Properties command group. The Change Working Time dialog box enables you to make changes
to the selected base calendar.

Figure 2-9: Make changes to working time in the Change Working Time dialog box.
The Change Working Time dialog box displays a miniature calendar of the project's base calendar.
The Legend to the left of the miniature calendar briefly explains the coding used on the miniature
calendar. The following table expands on the Legend.
Item Meaning
Working Labor is being performed on this date.
Nonworking Labor is not being performed on this date. Weekends and

holidays are typically nonworking dates.

Item Meaning
Edited working hours The period of time when labor is being performed on this date
is different than a normal working day.
Exception day Working hours on this date are different than usual. For
example, an organization might only be open during the
morning on the day before a major holiday.
Nondefault work week Working hours during this entire week are different than usual.
For example, an organization might be completely shut down
for a week.
Exceptions
Exceptions In Microsoft Project 2016, an exception is a day or week when working time is different than what is
normal for the base calendar. All exceptions to the base calendar are displayed in a table at the
bottom of the Change Working Time dialog box.
Figure 2-10: An exception to the base calendar might occur for a holiday.
You can add an exception to the base calendar by selecting a date or dates on the miniature calendar
in the Change Working Time dialog box and entering a name for the exception in the Exceptions
You may want to show table. For example, if your organization is closed for the Thanksgiving holiday, you would select the
LearnTO Change the fourth Thursday of November in the miniature calendar and enter Thanksgiving in the highlighted
Work Week from the
cell of the Exceptions table.
CHOICE Course screen
or have students Note: Microsoft Office 2016 also enables you to change the normal work week for a base
navigate out to the
calendar using the Work Weeks tab in the Change Working Time dialog box. For example,
Course screen and
you can change the work week from the default of Monday–Friday to Tuesday–Saturday. This is
supplement to your an advanced skill that is not covered in this course. For more information, type Change
instruction. If not, please working days for the project calendar in the Tell Me bar field.
the LearnTOs for this Note: To further explore work-week customization, you can access the LearnTO Change the
Work Week presentation from the LearnTO tile on the CHOICE Course screen.
Course screen after
information and

Working Time vs. Non-Working Time

By default, whenever you add an exception to the base calendar, Microsoft Project 2016 assumes
that the entire day is nonworking time. However, let's say your organization will only be open from
8:00 A.M. to 12:00 P.M. on Christmas Eve. You can make some of the day working time and some
of the day nonworking time by selecting the exception in the Exceptions table and then selecting
Details.
The Details Dialog Box

The Details dialog box sets the working times for the selected exception. You can use exceptions to The Details Dialog Box
increase normal working hours as well as decrease them. For example, your organization might be
open late one night for inventory.
Figure 2-11: Working times for an exception appear in the Details dialog box.
job aids on How to Work with Project Calendars.

ACTIVITY 2-3
Creating and Assigning a New Calendar
Before You Begin

The My_Woods_3BR_Home_Project.mpp project plan file is open.
Scenario
Building with Heart observes several federal holidays where no project work will be scheduled. Also,
work is only scheduled for half a day on Election Day. You decide to add these holidays to a new
base calendar, and then assign that as the project calendar to make the schedule more accurate.
1. Create a copy of the Standard calendar.

a) On the ribbon, select Project→Change Working Time.
b) In the Change Working Time dialog box, select Create New Calendar.
c) In the Create New Base Calendar dialog box, in the Name field, enter BWH Standard Calendar
d) In the Make a copy of field, select Standard Calendar.
e) Select OK.
Verify that the Change Working Time dialog box is open and that the For calendar field is set to
BWH Standard Calendar.
Future class data files
will contain additional 2. Add federal holidays as exceptions.
exceptions for holidays. a) Navigate the calendar to May 2016.
b) Select Monday, May 30, 2016.
c) In the Exceptions table, in the Name column, select the highlighted cell.
d) Type Memorial Day and press Enter.
e) Add the following exceptions to the project calendar:
• Monday, July 4, 2016, Independence Day
• Monday, September 5, 2016, Labor Day
• Tuesday, November 8, 2016, Election Day
3. Change the working time of Election Day.

a) In the Exceptions table, select Election Day.
b) Select Details.
c) In the Details for 'Election Day' dialog box, select the Working times radio button.
d) Select the second row of the Working times table (1:00 PM-5:00 PM).
e) Press Delete to remove the second row.
f) Select OK to close the Details for 'Election Day' dialog box.
4. Set a recurrence pattern.

a) In the Exceptions table, select Memorial Day.
b) Select Details.
c) In the Details for 'Memorial Day' dialog box, in the Recurrence pattern section, select the Yearly
radio button.
d) Select the The Last Monday of May radio button.
e) Select the End after radio button.
f) Change the number of occurrences from 1 to 10.
g) Select OK to close the Details for 'Memorial Day' dialog box.
h) Select OK to close the Change Working Time dialog box.

5. Assign BWH Standard Calendar as the project calendar.

a) Select Project→Project Information.
b) In the Project Information for 'My_Woods_3BR_Home_Project', in the Calendar drop-down list,
select BWH Standard Calendar.
c) Select OK.
6. Save your changes to My_Woods_3BR_Home_Project.mpp and close it.

a) On the ribbon, select File→Save.
b) On the ribbon, select File→Close.

Summary
In this lesson, you created a new project from a template and set the project's start date. You
captured relevant information in the project's properties, and you created a base calendar to reflect
your organization's working schedule. By practicing the good habit of properly defining your project
plan, you ensure that the plan will be easily understandable and maintainable throughout the life of
the project. Over time, you will build a library of solid project plans that you and your organization
can draw upon to improve future projects.
use the social Why might you create a new project from a template instead of a blank project plan?
networking tools A: Answers will vary, but might include to get a head start on filling in the phases and tasks, to compare
provided on the CHOICE your approach to other common approaches, or to get a quick idea of how long this type of project
Course screen to follow might take.
up with their peers after
the course is completed What exceptions to the base calendar will you add to your next project? Will they be recurring?
and resources to support A: Answers will vary, but might include: Holidays are the most common exceptions. If a project's duration
continued learning. is longer than a year, a recurring exception is helpful.
Lesson 2: Defining a Project |

3 Creating and Organizing
Tasks
Lesson Time: 1 hour, 45 minutes
Lesson Objectives
In this lesson, you will create and organize tasks. You will:
• Add tasks to the project plan.
• Import tasks from other programs such as Excel and SharePoint.
• Create and modify a work breakdown structure and milestones.
• Define relationships between tasks and describe task dependencies.
• Schedule tasks and manage constraints and deadlines.
Lesson Introduction
Now that you've created and defined your project plan, you need to modify the project plan
so that it reflects the work that needs to be done for a particular project. You understand
that Microsoft® Project Professional 2016 is a very powerful tool for defining and
scheduling the details of a project plan, but you may not know just how to do this.
You may already use a task list to keep track of things that need to be done in your personal
or professional life. You may use a notepad, or other software tools such as Microsoft
Outlook or Excel, to keep track of your tasks. However, when it comes to a robust project
plan that can be scheduled to the degree of precision that fits your needs, Project can help
you turn a basic task list into a real schedule. In this lesson, you will do just that.
TOPIC A
Add Tasks to a Project Plan
Once you have a Microsoft Project Professional 2016 file, you must update it with detailed
information about your project. In this topic, you will enter the tasks that must be performed to
complete the project, estimate how much time is needed to perform each task, and link the tasks
together into a chain.
Project Tasks
Project Tasks A task is a specific chunk of project work. In other words, tasks are the building blocks of effort that
Ask learners: "If your need to be done to execute the project. In Microsoft Project Professional 2016, you can use tasks to
project is to sell your break a project into manageable pieces of work. You can schedule the duration and sequence of
house, what are some of tasks in Project, and assign resources (people or materials) who will perform the tasks.
the tasks that need to be
done?"
Figure 3-1: Project tasks are the building blocks of a project plan.
The Task Entry Table

The Task Entry Table You are already familiar with the Gantt Chart view. This view contains the Task Entry table, which is
Inform the students that the main area in Microsoft Project from which to view, enter, and modify tasks. The Task Entry
the tables in Project are table works very much like other table-based screens. If you have worked with tables in Excel or
also referred to as other programs, you will find similar functionality in Microsoft Project.
"sheets" and ask them
what other programs use
them.
Lesson 3: Creating and Organizing Tasks | Topic A

Figure 3-2: You will build the basic structure of your project plan in the Task Entry table.
In the left pane of the Gantt Chart view, you will see the Task Entry table, which contains the
following project information in columns from left to right.
Column Description
Row Number The row in the Gantt chart. This number corresponds to the Task ID of
the task in that row.
Indicators Little icons that show the status of the tasks, help, and error information.
For example, if a task contains a note, this column will show a note
indicator.
Task Mode Shows whether the task is manually or auto scheduled.
Task Name A brief description of the work. Short, action-oriented task names are
best (for example, "Design logo").
Duration How long the task will take. By default, Microsoft Project 2016 uses days
as the unit of time for durations. However, if you wish, you can specify
minutes, hours, weeks, or months as the unit of time.
Start The date when the task is planned to begin.
Finish The date when the task is planned to be completed.
Predecessors The Task ID(s) of tasks on which this task is dependent to complete.
The Task Information Dialog Box

In the Gantt Chart view, whenever you open a task, the Task Information dialog box opens. This Task Information Dialog
dialog box contains all the information about the task, grouped into six tabs. The General tab Box
displays the task's Name, Duration, Schedule Mode, Start Date, and Finish Date—which Point out the six tabs of
correspond to several of the columns in the Task Entry table. theTask Information
dialog box. Explain that
each tab will be covered
in depth later in the
course.

Figure 3-3: Update task data in the Task Information dialog box.
General Task Information

The General tab of the Task Information dialog box contains much of the same information as
the columns in the Task Entry table. You can modify the values directly in the table or in the dialog
box.
Note: After you make a change to a task, the changes to the schedule will be highlighted in light
blue in the Gantt Chart view.
Task Durations
Task Durations The Duration field shows the amount of time it will take to complete the task. Usually, you will know
how long it will take to perform a task. However, if you're not sure how long a task will take, you
can mark the duration as Estimated. If you mark a duration as Estimated, it will be shown with a
question mark. Conversely, if you type a question mark after a duration, it will be marked as
Estimated.
Figure 3-4: You can enter an estimated Duration if you're not sure how long a task will take.
Note: If you are using New Tasks Auto Scheduled mode, all new tasks will automatically be
given an estimated duration of 1 day.
Task Links Task Links

the other dependency When you link two tasks together in Microsoft Project 2016, you are creating a dependency between
types will be covered their start and finish dates. Dependencies drive the project schedule. A task's predecessors are the tasks
later in the lesson.

which drive its schedule, while its successors are the tasks which are dependent upon it. Every change
you make to a linked task will affect its successors, and its successors' successors, and so on.
By default, whenever you link two tasks in Microsoft Project Professional 2016, a simple Finish-to-
Start (FS) dependency is established between them. This means that the first task must be completed
before the second task can begin. The links between tasks are indicated with arrows. If your project
is simple, you might link all of the tasks together into a single chain (better known to project
managers as a path). However, in more complex projects, tasks are often linked together to form
multiple paths that may diverge, converge, or run in parallel with one another.
Figure 3-5: Linked tasks.
Note: Other types of dependencies between tasks—Start-to-Finish (SF), Start-to-Start (SS), and
Finish-to-Finish (FF)—will be discussed later in this course.
Task Selection
You can select multiple tasks and link them as dependencies using the Link Selected Tasks
command. You can select the first task in a sequence and then use the Shift key to select a sequence
of tasks, or you can use the Ctrl key to select non-contiguous tasks.
job aids on How to Add Tasks to a Project Plan.

ACTIVITY 3-1
Adding Tasks to a Project Plan
Data File
C:\091062Data\Creating and Organizing Tasks\Woods_3BR_Home_Project_Tasks.mpp
Scenario
Now that you have a project plan for the Woods family home, you need to add some tasks to it.
You know that the clearing of the debris from the lot needs to be completed. You add the tasks that
you think will be needed to tear down and clear the old house. You also want to make sure that any
reusable materials are either saved for the new home or sent to Building with Heart's recycling
center. You need to have some volunteers there to sort the debris and hire multiple trucks to haul
the appropriate containers to their different destinations. Since you aren't yet sure how to
incorporate these tasks into the overall project plan, you add them at the end of the sheet and will
move them later once you learn when those tasks need to be completed.
1. Open the Woods_3BR_Home_Project_Tasks.mpp project plan file.

a) Select File→Open.
b) In the Open backstage, select Browse.
c) In the Open dialog box, navigate to the C:\091062Data\Creating and Organizing Tasks folder
containing your class files.
d) Select Woods_3BR_Home_Project_Tasks.mpp and select Open.
2. Add a Demolition of Old House task.

a) Make sure that you are in the Gantt Chart view.
b) In the Task Entry pane, scroll down to the area where there are empty rows, below row 108.
c) In the Name field, type Demolition of Old House
d) In the Duration field, type 2 weeks? to indicate you are estimating the demolition to take two weeks.
3. Add the following tasks below Demolition of Old House. If necessary, change the durations to one day.
• Place Containers
• Sort Debris
• Haul Recycling
• Haul Waste
4. Link the demotion tasks together.

a) Select all of the tasks you just entered. Be sure to select the first task, Demolition of Old House, first
and hold down the Ctrl key while selecting the following tasks.
b) On the ribbon, select Task→Link the Selected Tasks.

Verify that the tasks are linked in sequence by examining the Predecessors column for the tasks.
5. Save your changes as My_Woods_3BR_Home_Project_Tasks.mpp.

b) Select Browse and then navigate to C:\091062Data\Creating and Organizing Tasks\.
c) In the File name field, enter My_Woods_3BR_Home_Project_Tasks and then select Save.

TOPIC B
Import Tasks From Other Programs
You have already manually added tasks to a project plan. However, there may be times when a list of
tasks has already been created in another program. This is especially true when you are collaborating
with others who aren't using Microsoft Project. In this topic, you will import tasks from other
programs into your project plan.
Methods of Importing Tasks

Mention to the students
Note: To further explore working with SharePoint, you can access the LearnTO Sync Project that importing tasks from
with SharePoint presentation from the LearnTO tile on the CHOICE Course screen. SharePoint won't be
covered in detail. You
If you have an existing list of tasks in another program, you can import them into Microsoft Project. may want to show
Because the Task Entry table is just like a spreadsheet, the simplest way to import tasks is to copy LearnTO Sync Project
them to the clipboard and then paste them into the project plan. You can also create a new project with SharePoint from the
plan from an existing SharePoint task list. Project also imports tasks from the following types of CHOICE Course screen
files: or have students
navigate out to the
File Type Description Course screen and
Microsoft Excel This format, used by the Microsoft Excel spreadsheet program, uses supplement to your
the .xlsx, .xlsb, and .xls extensions. instruction. If not, please
Text-only or ASCII Text-only or ASCII format is a generic text format used by word- the LearnTOs for this
processing and other programs. This format uses the .txt extension and is course on their CHOICE
tab delimited. Course screen after
Comma-separated Comma-separated values (CSV) is a generic text format used with word- information and
values (CSV) processing and other programs. This format uses the .csv extension and is additional resources.
comma delimited, where values are separated by the system list separator,
usually a comma or semicolon.
Extensible Markup Extensible Markup Language (XML) is a format used to deliver rich,
Language (XML) structured data in a standard, consistent way. This format uses the .xml
extension. Like the MPX format used in older versions of Project, the
XML format can be used to interchange project data between Project and
other programs.
The Trust Center

By default, Microsoft Project 2016 will not open file formats other than the native project plan The Trust Center Legacy
format (.mpp and .mpt files). To import data from other file formats, you must first enable the Formats Dialog Box
ability to open other file formats in the Trust Center. You can access the Trust Center from the
Options dialog box.
Lesson 3: Creating and Organizing Tasks | Topic B

Figure 3-6: Project won't open non-project files unless you enable it to in the Legacy Formats
dialog box.
The Import Wizard Dialog Box

The Import Wizard When you open a non-project plan file in one of the supported formats, Project will automatically
Dialog Box start the Import Wizard. The Import Wizard walks you though the steps needed to import data from
Let the students know the file.
that using import and
When you import data from another file type, you need to create an import map. This map defines
export maps is covered
in more detail in
how data from the source file corresponds to data in the project file. For example, if an Excel
Microsoft Project 2016: worksheet has three fields labeled Task Name, Start Date, and Duration, you need to map those
Part 2. fields to corresponding fields in Project to ensure that the data is structured as intended. You can
use an existing map, or create a new map.

Figure 3-7: The Import Wizard lets you map the columns of your data file to project plan
columns.
job aids on How to Import Tasks to a Project Plan.

ACTIVITY 3-2
Importing Tasks to a Project Plan
Data Files
C:\091062Data\Creating and Organizing Tasks\Landscape_Task_List.xlsx
C:\091062Data\Creating and Organizing Tasks\Home_move_plan.xlsx
Before You Begin

The My_Woods_3BR_Home_Project_Tasks.mpp project plan file is open.
Scenario
Gary Clark is a volunteer at Building with Heart who specializes in environmentally friendly
landscaping. He sent you an Excel file that contains some of the tasks that he wants to make sure
are included in the project plan for the Woods home. You decide to add his tasks to your plan.
Meanwhile, your new director, Teresa Sanchez, has a file that she thinks was exported from a project
management program, maybe even an older version of Project. She says that the file contains the
basic tasks that a family needs to follow when moving into a new home. She would like you to try to
open it in Microsoft Project and see if it might be something interesting to offer to the Woods and
other families as a handout to help them get ready while their home is being built.
1. Open the Landscape_Task_List.xlsx file in Microsoft Excel.
a) On the Windows Taskbar, select File Explorer.

b) In the File Explorer window, navigate to the C:\091062Data\Creating and Organizing Tasks folder
c) Double-click the Landscape_Task_List.xlsx file to open it in Excel.
2. Copy the tasks to the clipboard.

a) In Excel, select the cells in column A, rows 2 through 7 , that contain the task names.
b) On the Home ribbon, select Copy.
3. Paste the tasks into the My_Woods_3BR_Home_Project_Tasks.mpp project plan.
a) On the Taskbar, select the Project shortcut to switch back to Microsoft Project.
b) In the Task Entry table, scroll down to the empty area.

c) Place the cursor in the Name column of the first empty row.
d) From the Task ribbon, select Paste.
Verify that the new tasks appear in the Task Entry table.
4. Save your changes to My_Woods_3BR_Home_Project_Tasks.mpp and then close the file and Excel.
a) Select File→Save.
b) Select File→Close to close My_Woods_3BR_Home_Project_Tasks.mpp.
c) On the Windows Taskbar, select Excel to switch back to Excel.
d) On the top-right corner of the Excel window, select Close to close the program. If prompted to save
changes, select No.
5. Import Home_move_plan.xlsx as a new project plan.

a) If necessary, on the Windows Taskbar, select Project to switch back to Microsoft Project 2016.
b) Select File→New.
c) In the New backstage, select New from Excel workbook.
d) In the Open dialog box, navigate to the C:\091062Data\Creating and Organizing Tasks folder
e) In the Format drop-down list, select Excel Workbook (*.xlsx).
f) Select Home_move_plan.xlsx, and then select Open.

g) In the Import Wizard dialog box, select Next.
h) In the Import Wizard - Map dialog box, select the Use existing map radio button, and then select Mention that we happen
Next. to know which existing
i) In the Import Wizard - Map Selection dialog box, select Task "Export Table" map, and then select map we want, but you
Next. may have to create
j) In the Import Wizard - Import Mode dialog box, select the As a new project radio button, and then maps in most cases.
select Next.

k) In the Import Wizard - Map Options dialog box, make sure that the selected check boxes are as
follows, and then select Next.
l) In the Import Wizard - Task Mapping dialog box, in the Source worksheet name list, select
Task_Table and then select Finish.
m) If necessary, select OK to dismiss the Microsoft Project warning dialog box about the start date.
n) Verify that the new project plan is created.
6. Save the new project plan as My_Family_Home_Move_Plan.mpp and then close the file.
a) Select File→Save As.
b) On the Save As backstage, select Browse and browse to the Creating and Organizing Tasks folder.
c) In the Save As dialog box, in the File Name field, enter My_Family_Home_Move_Plan
d) Select Save.
e) Select File→Close.

TOPIC C
Create a Work Breakdown Structure
Now that you've added tasks to a project plan, you need a way to group and organize those tasks. In
this topic, you will create and modify a work breakdown structure and milestones.
Work Breakdown Structure

The Work Breakdown Structure (WBS) is the hierarchical arrangement of the task list. Creating a WBS Work Breakdown
from your task list helps you organize your tasks and breaks down large tasks into smaller tasks. Structure
The WBS should detail the full scope of work needed to complete the project. This breakdown is Ask the students if they
have created work
essential for estimating project cost, assigning resources, and effective scheduling. Project progress
breakdown structures in
will be based on comparisons between the actual work and the plan as detailed in the WBS. It is other programs or on
important to hone your task list into a completed WBS during the planning process. paper.
Figure 3-8: You should organize tasks in a hierarchical work breakdown structure.
Summary Tasks and Subtasks

A summary task is one that has related subtasks grouped below it. In the Gantt Chart view, summary Summary Tasks and
tasks are shown with bold text in the left pane and horizontal brackets in the right pane. Subtasks Subtasks
are indented underneath their summary tasks. You can hide some or all of the subtasks underneath a
summary task for a high-level view of a project. Summary tasks can also be made into subtasks of a
higher summary task, which is helpful if you have complex projects.
Lesson 3: Creating and Organizing Tasks | Topic C

Figure 3-9: You can collapse and expand summary tasks and subtasks in the Gantt Chart view.
You can create new summary tasks in Gantt Chart view using the Insert Summary Task button in
the Insert command group on the Task tab of the ribbon. You can convert a regular task into a
summary task using the Outdent Task button in the Schedule command group on the Task tab.
Conversely, you can convert a regular task into a subtask using the Indent Task button in the
Schedule command group on the Task tab.
Grouping tasks under a summary task does not automatically create dependencies among the
subtasks. You must link subtasks manually (if they aren't already linked).
You can change the duration of summary tasks, but doing so will not always change the duration of
the subtasks. It's better to change the duration of the subtasks, which will change the duration of the
summary task.
Two Approaches to Summary Tasks

Sometimes you will create a comprehensive list of project tasks and then group them into summary
tasks (the bottom-up approach). Other times you will create a list of high-level tasks that become
summary tasks as you add lower-level subtasks below each one (the top-down approach). Neither
approach is necessarily better than the other. The bottom-up approach works well when you already
have a good idea what needs to happen to complete the project. The top-down approach works best
if you only have a general idea of how the project will unfold.
The Project Summary Task

Project Summary Task Every new project automatically contains a project summary task. All new tasks you add to a project
Demonstrate how to will be subtasks of the project summary task. Project 2016 hides the project summary task by default
display the project in new projects. In Gantt Chart view, you can unhide it by selecting the Format contextual tab in
summary task. Inform the ribbon, finding the Show/Hide group, and checking the Project Summary Task check box.
the students that if they The project summary task will appear as the first task in the Gantt chart and is helpful as it contains
are using SharePoint or the summary, or roll-up, of the overall project plan.
Project Server, the
information displayed in
the Project Summary
task such as the start
and end date will show
for the overall project on
the server.

Figure 3-10: The project summary task is the highest level task in the work breakdown structure.
Note: The project summary task is sometimes referred to as "Task 0."
Outline Numbers
When you are working with complex projects that have a number of summary tasks and subtasks, Outline Numbers
you may find it helpful to see the outline numbers that Project 2016 automatically assigns to each
task. Project uses a decimal outline numbering scheme to show the sequencing and level of tasks.
Project hides the outline number by default. In Gantt Chart view, you can unhide the outline
numbers by selecting the Format contextual tab in the ribbon, finding the Show/Hide group, and
checking the Outline Number check box. The outline numbers will appear before each task in the
Gantt Chart.
Figure 3-11: Outline numbers help you refer to tasks and levels using a numbering system.
Milestone Tasks
A milestone is a significant point in the life of your project—such as a deliverable or the end of a Milestones
phase. In traditional project management practice, milestones are not tasks, do not take time, and do

not require resources. However, in Microsoft Project Professional 2016, milestones are tasks that
usually have zero duration but may have duration if needed.
Figure 3-12: A project milestone is marked by a diamond on the Gantt chart.
In Gantt Chart view, milestones are indicated with a diamond. You can create a new milestone
using the Insert Milestone button in the Insert command group on the Task tab of the ribbon.
New milestones have zero duration. If you enter a new task in the Task Entry table and set the
Duration column to 0, Project will automatically convert it to a milestone. You can convert a
regular task into a milestone by checking the Mark task as milestone check box on the Advanced
tab of the Task Information dialog box. Regular tasks converted to milestones retain their
durations and their resources.
Task Notes
Task Notes You can use the Notes tab of the Task Information dialog box to add other facts about a task.
Figure 3-13: You can enter text into the Notes tab of the Task Information dialog box.
There are three methods for adding notes.
Method Description
Type You can type text directly into the Notes field. You can then format the text using
the buttons shown above the field or common keyboard shortcuts (such as Ctrl
+B for bold, Ctrl+I for italics, and Ctrl+U for underline).
Copy and You can copy text or graphics from a source document (such as Microsoft® Word,
paste Excel®, or PowerPoint®) and paste them into the Notes field. Formatting from
the source document is generally retained by the Notes field.

Method Description
Insert object You can import a file into the Notes field by selecting the Insert Object button.
Almost any Microsoft® Windows® file can be inserted. You have several options
for insertion: You can choose to insert a new file or an existing file. If you are
inserting an existing file, you can choose to insert a copy of the original file or link
to the original file. Finally, you can choose to display the file's contents or an icon
of the file.
job aids on How to Create a Work Breakdown Structure.

ACTIVITY 3-3
Creating a Work Breakdown Structure
Before You Begin

Project 2016 is open.
Scenario
You added some tasks for clearing the debris of the old home and you imported some tasks for
landscaping to the Woods project plan that were provided by the landscaper, Gary Clark. You need
to incorporate these tasks into the overall project plan and organize them into the work breakdown
structure.
1. Rearrange the Task list.

b) In the Open backstage, select Recent, and then select My_Woods_3BR_Home_Project_Tasks.
Verify that the My_Woods_3BR_Home_Project_Tasks opens in Project.
c) Locate and select the following tasks:
The Task IDs may not • 109 - Demolition of Old House
match for the students. • 110 - Place Containers
They should match after
• 111 - Sort Debris
they move their tasks.
• 112 - Haul Recycling
• 113 - Haul Waste
d) Right-click the Task ID column for Task 109 - Demolition of Old House and select Cut.
e) Scroll up to the top of the Task Entry table.
f) Right-click the Task ID column for Task 4 - Apply for Permits and select Paste.
Verify that Apply for Permits is now in the ninth row below Haul Waste.
2. Insert a new summary task for Clear Old Home.

a) Select the five tasks as shown below:
b) Select Task→Insert Summary Task.

c) In the Task Entry table, in the Task Name column of the <New Summary Task>, change the text to
Clear Old Home
3. Replace the Sod and complete plantings tasks with the new landscape tasks.
a) Scroll down and select the following tasks:
• Order Plants and Trees
• Build Compost Bin
• Build Flower Beds and Edges

• Weed and Trim Existing Yard

• Plant New Plants and Trees
• Re-Seed Bare Lawn Areas
b) Drag and drop the selected tasks below the task 107 - Install backyard fence
c) Select the tasks Sod and complete plantings - front yard and Sod and complete plantings - backyard If the students have
and then press Delete. difficulty dragging and
dropping the tasks to the
4. Add a note to the Landscaping and Grounds Work task. correct position, try
a) Double-click the summary task, Landscaping and Grounds Work. having them reduce the
size of the timeline and
b) In the Summary Task Information dialog box, select the Notes tab.
scroll up in the window
c) In the Notes field, enter Additional tasks provided by Gary Clark. before they drag the
d) Select OK to close the Summary Task Information dialog box. tasks.
Verify that the Task Note icon appears in the Indicators column and position the cursor over it to
display the note text.
5. Display the project summary task.

a) Scroll to the top of the task list so that Task 1: General Conditions is visible.
b) In the Tell Me bar, type Summary Task
c) In the results list, select Show Project Summary Task.
Verify that Task 0: Woods Family 3BR Home is visible. You may have to scroll up again to see it.
6. Add a milestone to the project plan.

a) Scroll to the end of the project plan and select the first empty row.
b) On the Task ribbon, select Insert Milestone.

c) Rename the new milestone Ready for Move-In
d) Select the previous task, Complete punch list items.
e) Hold Shift and select Ready for Move-In so that both tasks are selected.
f) Select Task→Link Selected Tasks to link the tasks.
g) Select the Ready for Move-In task and select Task→Scroll to Task to verify that the milestone
appears as a diamond on the Gantt chart.
7. Save your changes to My_Woods_3BR_Home_Project_Tasks.mpp.


TOPIC D
Define Task Relationships
Now that you've organized your tasks into a hierarchy, you can define more complex task
relationships. Tasks aren't always just a list of things that need to be done in order. Sometimes, they
must be done at the same time or need to have time left between them. In this topic, you will define
relationships between tasks and describe task dependencies.
Task Predecessors
Task Predecessors The Predecessors tab of the Task Information dialog box shows the task's predecessors. A
predecessor is a task that must be started or finished before another task can begin.
Figure 3-14: You can view a task's predecessors in the Predecessors tab of the Task Information
dialog box.
Dependencies
Dependency Types The Predecessors tab shows you all of a task's predecessors and their dependencies. A dependency is
the relationship between a task and its predecessor. The table describes the four types of
dependencies.
Lesson 3: Creating and Organizing Tasks | Topic D

Dependency Description Example
Finish-to-Start (FS) The predecessor must end You must finish applying
before the task can begin. primer (Task A) before you
This is the default in can start applying paint
Microsoft Project and the (Task B).
most commonly used
dependency.
Start-to-Start (SS) The predecessor must begin You must begin duplicating
before the task can begin. a report (Task A) before you
can begin binding the report
(Task B).
Finish-to-Finish (FF) The predecessor must end You cannot finish detouring
before the task can end. traffic (Task A) until you
finish road work (Task B).
Start-to-Finish (SF) The predecessor must begin The start of a concert (Task
before the task can end. A) ends ticket sales (Task
This is the most difficult B).
type of dependency to
understand. However, it will
make more sense if you
remember that the
predecessor task is later in
time than the successor task.
Lag Time
Normally in a Finish-to-Start (FS) relationship, there is no delay or overlap between the end of Task Normal Finish-to-Start
A and the beginning of Task B. Relationship
Figure 3-15: In a normal Finish-to-Start relationship, the second task starts as soon as the first
ends.

Lag Lag is a delay in time between two tasks that are linked together. For example, in the following
figure, even though Task A and Task B have an FS relationship, Task B is scheduled to begin some
time after Task A is completed rather than immediately. You can add lag to a link by opening the
Task Information dialog box of the successor task, selecting the Predecessors tab, and typing a
positive value into the Lag column.
Figure 3-16: Lag is the time between tasks.
Ask students for Here's a simple example to help you understand lag. Pretend you are making a birthday cake. You
additional examples of must bake the cake before you can put frosting on the cake. So, there is an FS relationship between
lag. baking the cake and frosting the cake. However, after you bake the cake, you must wait until the
cake has cooled down before you can apply the frosting. The delay period is the lag time.
Lead Time
Lead Lead is an overlap in time between two tasks that are linked together. For example, in the following
figure, even though Task A and Task B have an FS relationship, Task B is scheduled to begin when
Task A is only about 50 percent complete rather than 100 percent complete. You can add lead to a
link by opening the Task Information dialog box of the successor task, selecting the Predecessors
tab, and typing a negative value into the Lag column. (In other words, negative lag is lead.)
Ask students for
additional examples of
lead.
Figure 3-17: Lead time is the overlap in time between dependent tasks.
Here's a simple example to help you understand lead. Let's return to the birthday cake scenario. You
must mix the cake's ingredients before you bake the cake in the oven. So, there is an FS relationship
between mixing the cake and baking the cake. However, you want the oven to preheat while you are
mixing the cake so that the oven will be at the proper temperature for baking when you have
finished mixing the cake. The preheating period is the lead time.
job aids on How to Define Task Relationships.

ACTIVITY 3-4
Defining Task Relationships
Data File
My_Woods_3BR_Home_Project_Tasks.mpp
Before You Begin

The My_Woods_3BR_Home_Project_Tasks.mpp project plan file is open.
Scenario
You have organized your tasks in the project plan and now you want to better define the
dependencies between some of the tasks. For example, you know that the Sort Debris task cannot
finish until the demolition of the old house finishes and it will probably take at least another day for
the volunteers to sort through it. You also know that the Place Containers task can start as soon as
the Demolition of Old House task starts, and that the hauling tasks are not necessarily dependent
on each other. You have been notified that the demolition crew needs two weeks notice once the
contracts are signed before they begin. You make the appropriate changes to the tasks.
1. Create a task relationship with a 2 week lag time.

a) Double-click the task 5 - Demolition of Old House.
b) In the Task Information dialog box, select the Predecessors tab.
c) In the Predecessors table, in the ID column, enter 3
d) Move the cursor to the Task Name field and verify that it reads Sign contract and notice to proceed.
e) Verify that the Type field is set to Finish-to-Start (FS).
f) In the Lag field, enter 2w.
g) Click OK to close the Task Information dialog box.
h) Verify that the Predecessors column for the Demolition of Old House task reads 3FS+2 wks. Point to the
Predecessors column
2. Create a Start-to-Start relationship between tasks. and ask the students
a) Double-click the 6 - Place Containers task. what 3FS+2 wks means.
b) On the Predecessors tab of the Task Information dialog box, verify that the Demolition of Old House
task is listed in the Predecessors table.
c) In the Type column, select Start-to-Start (SS).
d) Click OK to close the Task Information dialog box.
e) Verify that the Predecessors column for the Place Containers task reads 5SS. Point to the
Predecessors column
3. Add a Finish-to-Finish dependency to a task. and ask the students
a) Double-click the 7 - Sort Debris task. what 5SS means.
b) On the Predecessors tab of the Task Information dialog box, verify that the Place Containers task is
listed in the Predecessors table.
c) In the first empty row of the Predecessors table, in the ID column, enter 5
d) Move the cursor to the Task Name field and verify that it reads Demolition of Old House.
e) In the Type column, select Finish-to-Finish (FF).
f) In the Lag field, enter 1d
g) Click OK to close the Task Information dialog box. Point to the
Predecessors column
h) Verify that the Predecessors column for the Sort Debris task reads 6,5FF+1 day. and ask the students
what 6,5FF+1 day
4. Change the predecessor of the Haul Waste task. means.

a) Locate the Haul Waste task.

Inform the students that b) In the Predecessors column, replace the current value with the Task ID of the Sort Debris task, 7.
they can directly modify
the Predecessors 5. Save the file as My_Woods_3BR_Home_Project_Tasks.mpp.
column. a) Select File→Save.

TOPIC E
Schedule Tasks
Now that you've defined the relationship between tasks, you can use Microsoft Project to schedule
the work. Understanding how Project schedules tasks will help you get the most from your project
plans. If you identify the real drivers of tasks in your project, for example that an event has to take
place on a certain day, you can use the powerful features of Project to make sure that all the
interdependent tasks are scheduled most efficiently. In this topic, you will schedule tasks and
manage constraints and deadlines.
Manually Scheduled vs. Auto Scheduled Tasks

Microsoft Project Professional 2016 gives you two options for scheduling tasks: manual and auto. Manually Scheduled vs.
By default, all new tasks you enter in an empty project will be manually scheduled. This option gives Auto Scheduled Tasks
you complete control over each task's start date, end date, and duration. However, you can choose
for new tasks to be auto scheduled by Microsoft Project Professional 2016. If you choose this option,
the start date, end date, and duration of each task will be automatically determined by the program
based on the task's relationship to other tasks, the calendar, and other factors.
Manual scheduling is most useful when your project is just getting started or is simple. However, as
your project plan grows and becomes more complex, you will probably want to switch to auto
scheduling. Microsoft Project Professional 2016 enables you to switch modes whenever you wish
for individual tasks or for all tasks in the project. In some cases, you will want to have some tasks
auto scheduled and other tasks manually scheduled.
You can select the New Tasks button on the status bar to change whether new tasks are manually
or auto scheduled. Use the buttons on the Task tab of the ribbon to change whether existing tasks
are manually or auto scheduled.
Figure 3-18: You can easily switch between manually scheduled and auto scheduled tasks.
Task Constraints
A task constraint is a date-based limitation imposed on a task. You can set task constraints to control Task Constraints
the start and finish dates of a task. Tasks can have one of eight schedule constraint types:
• As Soon As Possible (the default when projects are scheduled from a start date)
• As Late As Possible (the default when projects are scheduled from a finish date)
• Finish No Earlier Than
• Finish No Later Than
• Must Finish On
• Must Start On
• Start No Earlier Than
• Start No Later Than
Lesson 3: Creating and Organizing Tasks | Topic E

Figure 3-19: Constraint types are set in the Task Information dialog box.
Generally, you should keep the default constraint so that project scheduling remains as flexible as
possible. However, you may want to change the constraint if you have a task with a specific date
that is critical for project success.
Deadlines
Deadlines You may be familiar with the concept of deadlines in a variety of contexts, but in Microsoft Project
Ask the students if 2016, you can set a deadline on a task for the purpose of tracking how close the task finish is to the
they've missed a deadline date. Setting a deadline on a task does not affect the automatic scheduling of a task. It
deadline and what simply gives you a visual indicator that you can use to monitor progress.
happened.
Figure 3-20: A green arrow marks the deadline date in the Gantt chart.
Note: It is a best practice to set deadlines on major milestone tasks.
job aids on How to Schedule Tasks.

ACTIVITY 3-5
Scheduling Tasks
Data File
My_Woods_3BR_Home_Project_Tasks.mpp
Before You Begin

The My_Woods_3BR_Home_Project_Tasks.mpp file is open.
Scenario
You have continued to create the appropriate relationships in your work breakdown structure and
now you have some new information that you need to reflect in the project schedule. You have
been informed that the recycling center is scheduled to move to a larger facility and that they will
not be accepting any recycling during June 2016. The earliest they will be accepting recycling is July
5th, 2016. Also, your director is adamant that the project is completed before the end of the
calendar year so that the budget does not have to carry over. You make these schedule adjustments
to the project plan.
1. Set a constraint on the Haul Recycling task.

a) Double-click the 8 - Haul Recycling task.
b) In the Task Information dialog box, select the Advanced tab.
c) In the Constraint type drop-down list, select Start No Earlier Than.
d) In the Constraint date date box, select July 5, 2016.
e) Select OK to close the Task Information dialog box.
f) Verify that the Constraint icon appears in the Indicators column.
2. Add a deadline to the last task.

a) Scroll down and locate the last task, the 120 - Ready for Move-In milestone, and double-click it.
c) In the Deadline date box, select December 31, 2016.
d) Select OK to close the Task Information dialog box.
e) Verify that the Deadline marker appears in the Gantt chart. Remind the students
that they can use the
3. Save your changes to My_Woods_3BR_Home_Project_Tasks.mpp and close the file. Scroll to Task command
a) Select File→Save. if the task isn't visible in
the Gantt chart area.
b) Select File→Close.

Summary
In this lesson, you added and organized tasks and created relationships in your project plan. Creating
a robust, well-thought-out work breakdown structure is an important part of project management.
By identifying the tasks that have special relationship and dependency requirements, you will be
ready to manage your resources and handle any scheduling issues that come up during project
execution. Taking advantage of these features while leaving your project plan flexible enough to
adapt to change will save you effort down the road.
use the social Besides the Finish-to-Start dependency, which of the other dependency types (Start-to-Start, Finish-to-
networking tools Finish, Start-to-Finish) might you use and why?
provided on the CHOICE A: Answers will vary. Examples might include using Start-to-Start when you can start boxing finished
Course screen to follow manuals once the final binding starts, Finish-to-Finish when you can't finish putting away items until
all the deliveries are finished, Start-to-Finish when the beginning of an event determines when you
finish promoting it.
and resources to support Which of the task scheduling features do you think will have the greatest impact on your future project
continued learning.
plans?
A: Answers will vary, but students are likely to find that setting constraints and using lag and lead time
are valuable for working with tasks that are unmoveable (such as a conference date) or dealing with
organizational policies (for example, a turn-around time for a permission request).
Lesson 3: Creating and Organizing Tasks |

4 Managing Project Plan
Resources
Lesson Time: 1 hour, 15 minutes
Lesson Objectives
In this lesson, you will manage project plan resources. You will:
• Add resources to a project and assign them to tasks.
• Create a calendar for a resource.
• Enter costs for different types of resources.
• Assign resources to tasks.
• Resolve resource conflicts in a project plan.
Lesson Introduction
Now that you have created a work breakdown structure, you must define who and what is
needed to complete the project tasks. As a project manager, one of the main areas you need
to focus on during the planning phase of a project is resources. You have to determine the
people, tools, equipment, and materials that will be required for the project. Defining
resource requirements early will solidify your project plan and help you adjust as resource
availability changes over the life of the project.
TOPIC A
Add Resources to a Project Plan
Once you have entered project tasks into a blank Microsoft® Project Professional 2016 file, project
resources are the next critical set of data. In this topic, you will add resources to a project and assign
those resources to your project tasks.
Resources
Resources Resources are people, equipment, materials, or other costs that are used to accomplish a project task.
Ask learners: "What In other words, resources are the staff, supplies, equipment, and other expenses that you need to
resources have you execute a project. In Microsoft Project Professional 2016, you can define your resources and assign
used on your projects?" them to tasks.
Figure 4-1: Resources are assigned to project tasks.
Work Resources
Work Resources A work resource is a resource that is employed on a time basis. The most common work resources are
Ask the students to the people who will perform the tasks, also known as human resources. You can refer to work
name some work resources by name (Gary Clark), or by generic labels (Landscaper) depending on your needs. In
resources. addition to human resources, work resources also include resources that you need to schedule or
track cost on a time basis. For example, a printing press can only run one job at a time, so you may
need to schedule based on its availability. Or, you may need to rent equipment, such as a moving
truck, to perform a task and you need to schedule most efficiently to minimize cost. Space can also
be treated as a work resource if you need to schedule around its availability or track its cost by time.
Examples include conference rooms, storage, convention centers, and so on.
You can also specify the maximum number of units that the resource can work on the project. For
example, a person may only be able to devote 50% of his or her time to the project, or, if you have
Lesson 4: Managing Project Plan Resources | Topic A

three identical pieces of equipment, you can create one resource for all three and set the Max Units
field to 300%.
Cost Resources
A cost resource is a resource used to capture expenses or track a budget. A budget resource is a special Cost Resources
type of cost resource used to keep track of costs versus budget through the project lifecycle.
Standard cost resources are assigned to tasks to keep track of expenses associated with the task such
as a travel expense, purchase of a license, and so on. Budget resources can only be assigned to the
project summary task and are used to track the budget at the project level.
Material Resources
A material resource is a resource that is measured by how many units are used. For example, you may Material Resources
need to use carpet to complete a flooring task. If you purchase carpet by the square foot, you can Check students
create a material resource for the carpet and set its unit of measure to square foot. You can also understanding by giving
enter the cost per unit and have Project calculate estimated costs per task. some example of
resources and asking
them to identify the type.
The Resource Sheet
When you select the Resource Sheet button on the View bar, the Resource Sheet will be The Resource Sheet
displayed. (You may need to scroll down the View bar to see the Resource Sheet button.) The
Resource Sheet view shows you all the resources that you have defined for the project. You will see
information about the resource in columns.
Figure 4-2: You can view and enter resources on the Resource Sheet.
The table describes the first seven columns, from left to right. The other columns will be discussed
later in this course.
Column Description
Row Number This is simply the row in the resource sheet. This number is not actually
part of a resource's information.
Indicators These are pictures that show the status of the resources. For example, if a
resource contains a note, a note indicator will be shown in this column.
Resource Name This is a brief description of the resource. If the resource is a person, you
can use the person's name.
Type This indicates the kind of resource. In Microsoft Project Professional
2016, the types of resources are Work, Material, and Cost.
Material Label This is the unit of measure (pounds, gallons, boxes, and so forth) for
material resources.
Initials This is an abbreviation for the Resource Name. For example, Gloria
Rodriquez could be abbreviated as GR.
Group This is usually the department or team to which the resource belongs. For
example, Gloria Rodriquez might be part of the Advertising group.

Note: You can paste resource information into the Resource Sheet just as you can tasks into
the Task Entry table. You can also import resources from other programs.
The Resource Information Dialog Box

Resource Information In the Resource Sheet view, whenever you double-click the row number of a resource, the Resource
Dialog Box Information dialog box opens. This dialog box contains all the information about the resource, grouped
into four tabs. Notice that the General tab displays the Resource name, Initials, Group, Type,
and Material label fields that correspond to several of the columns in the Resource Sheet view. If
you provide email addresses for resources, you will be able to send them email from within Project.
Figure 4-3: The Resource Information dialog box.

LearnTO Send Email Note: To further explore sending email from Project 2016, you can access the LearnTO Send
from Within Project from Email from Within Project presentation from the LearnTO tile on the CHOICE Course
the CHOICE Course screen.
navigate out to the
Course screen and Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Add Resources.
supplement to your
instruction. If not, please
Course screen after
information and

ACTIVITY 4-1
Adding Resources
Data File
C:\91062Data\Managing Project Plan Resources
\Woods_3BR_Home_Project_Resources.mpp
Before You Begin

Microsoft Project 2016 is open.
Scenario
You've created a solid work breakdown structure and now it is time to enter the resources that you
want to track for your project. The construction company will be handing all of the standard
materials once construction starts, but you will be responsible for tracking the volunteer resources,
equipment, and materials provided through Building with Heart. You will have four volunteers that
can do any kind of work, but you won't know their names until closer to the project start date. You
have one volunteer, Gary Clark, who is the landscape expert. You will need to rent at least two
containers for the waste and recycling. You will be allowed to use the organization's dump truck for
free, but there is a waste dumping fee charged per ton. You also need to create an overall budget for
your project and a cost resource for construction estimates. You enter these resources into your
project plan.
1. Open the Woods_3BR_Home_Project_Resources.mpp project plan file. Inform the students that
a) Select File→Open. they are only creating
b) In the Open backstage, select Browse. resources and will add
more information to
c) In the Open dialog box, navigate to the C:\91062Data\Managing Project Plan Resources folder
them later in the lesson.
d) Select Woods_3BR_Home_Project_Resources.mpp and select Open.
2. Add four volunteers to the Resource Sheet.

a) In the View Bar, scroll down and select Resource Sheet.
b) In the first empty row of the Resource Sheet, in the Resource Name column, enter Volunteer 1 and
then press Enter.
c) Repeat for the next three rows to enter Volunteer 2, Volunteer 3, and Volunteer 4
3. Change the Resource Name of the Landscape contractor resource to Gary Clark
a) Locate the resource in row 22, Landscape contractor.
b) In the Resource Name field, enter Gary Clark
4. Add a work resource named Container.

a) In the first empty row of the Resource Sheet, in the Resource Name column, enter Container
5. Add a material resource for waste dumping.

a) In the first empty row of the Resource Sheet, in the Resource Name column, enter Waste Dump Fee
b) In the Type column, choose Material.
c) In the Material Label column, enter ton
6. Add a cost resource for construction costs.

a) In the first empty row of the Resource Sheet, in the Resource Name column, enter Construction
Fixed Cost
b) In the Type column, select Cost.
7. Add a cost resource for the project budget.

a) In the first empty row of the Resource Sheet, in the Resource Name column, enter Project Budget
b) In the type column, select Cost.
c) Double-click the Project Budget resource.
d) In the Resource Information dialog box, select the General tab if necessary, and then select the
Budget check box.
e) Select OK to close the Resource Information dialog box.
8. Save the file as My_Woods_3BR_Home_Project_Resources.mpp.

b) Select Browse and then navigate to C:\091062Data\Managing Project Plan Resources.
c) In the File name field, enter My_Woods_3BR_Home_Project_Resources and select Save.

TOPIC B
Create a Resource Calendar
Now that you've entered resources into your project plan, you may also need to create custom
calendars for the resources to account for availability of individual people or other work resources.
In this topic, you'll do just that.
Resource Calendars
If you have created and applied a base calendar for your project before you start building your Resource Calendars
resource list, that calendar will automatically appear in the Base Calendar column for each work Ask the students if they
resource. However, if the working and nonworking times of your project calendar do not coincide are planning on going on
with the availability of a resource, you can create a resource calendar. A resource calendar is specific to vacation and point out
a particular resource. For example, a resource calendar might reflect a resource’s personal vacation that resources can have
schedule. specific calendar needs.
If you are using Microsoft Project Professional in an environment with Microsoft SharePoint or
Project Server and integrated with your email server, the human resources in your project can
update their own calendars. If configured by your administrator, this will enable Project to alert you
to any potential conflicts.
Resource Availability
There are times when a resource may not be available until a certain date or not available after a Resource Availability
certain date. For example, you may need to hire a contractor who doesn't start until a certain date. Discuss with the
Or, you may depend on a person who is moving to another department at the end of the month or students when they
a piece of equipment that must be returned by a certain date. In these cases, you can use the Resource might use a resource
Availability table in the Resource Information dialog box to set a start and/or end date for the calendar versus
resource. You can also use the availability table to set a time period when a resource has more or availability settings.
less availability to work on the project. For example, if a person can only spend half of his or her
time working on the project before a certain date, you can set his or her Units to 50% during that
time period.
Figure 4-4: The Resource Availability table specifies a start or end date for a resource.
job aids on How to Create a Resource Calendar.
Lesson 4: Managing Project Plan Resources | Topic B

ACTIVITY 4-2
Creating a Resource Calendar
Before You Begin

The My Woods_3BR_Home_Project_Resources.mpp file is open.
Scenario
You have just received an email from Gary Clark notifying you of his availability for the project. He
is going to be assisting with the move of the Recycling Center and taking a vacation the week of July
4th, 2016, so he will not be able to start on the project until July 11, 2016. Also, he volunteers to
teach urban gardening on Fridays, so he will only be available Mondays through Thursdays. You
create a resource calendar for Gary.
1. Change the resource availability for Gary Clark.

a) Open the Resource Sheet if necessary and double-click the resource Gary Clark.
b) Verify that the General tab of the Resource Information dialog box is displayed.
c) In the Resource Availability table, in the first row in the Available From column, select July 11, 2016
and in the Available To column, select December 31, 2017.
2. Modify the work week for Gary Clark.

a) On the General tab of the Resource Information dialog box, select Change Working Time.
b) In the Base calendar drop-down list, select BWH Standard Calendar.
c) Select the Work Weeks tab.
d) Verify that the [Default] work week is selected, and then select Details.
e) In the Select days field, select Friday.
f) Select the Set days to nonworking time radio button.
g) Select OK to close the Details for '[Default]' dialog box.
h) Select OK to close the Change Working Time dialog box.
i) Select OK to close the Resource Information dialog box.
3. Save changes to My_Woods_3BR_Home_Project_Resources.mpp.

Lesson 4: Managing Project Plan Resources | Topic B

TOPIC C
Enter Costs for Resources
Now that you've set up your resources and adjusted their availability, you can define how the
resources accumulate cost. This will give you further flexibility in tracking your costs as the project
progresses.
Resource Costs
The Cost rate table on the Cost tab enables you to see, add, and change the costs associated with a Resource Costs
resource. You can set a resource's normal Standard Rate, Overtime Rate, and Per Use Cost.
Figure 4-5: Enter resource costs on the Costs tab of the Resource Information dialog box.
You can specify different rates beginning on specified dates. There are two methods for doing this.
The first method is to enter the changed rate as a number (such as 110). The second method is to
enter the changed rate as a percentage of the old rate (such as 10%). When using the second
method, you must add the percent sign or Project 2016 will interpret it as a number. Entering a
positive percentage increases the rate, and a negative percentage decreases the rate.
Resource Cost Rate Tables

Resources don't always remain at the same rates over the life of a project. People may get raises that Resource Cost Rate
take effect on a certain date, or a contractor may charge different rates depending on the type of Tables
work being performed. You can specify how costs change using cost tables. The cost tables are
Lesson 4: Managing Project Plan Resources | Topic C

lettered. Each table can contain rates that change at specified time periods. For example, you can use
Cost Table A to specify the default rates of a resource and any change in that resource's default
rate, such as a raise, or a discount during the off-season. You can use multiple cost tables if a
resource has different rate schedules that may come into play during a project. For example, a
contractor may charge more for tasks that are dangerous. You can create a cost table that can be
specified at the time you assign the resource to the task to reflect the different rate.
You can also use cost tables with material resources. For example, you may have discounted rates
for buying larger quantities or different rates depending on the choice of material quality. You can
use the cost rate tables to see how the variable rates affect the project cost when you change them.
Figure 4-6: Use Cost Rate Tables to record changing rates over the life of a project.
job aids on How to Enter Resource Costs.

ACTIVITY 4-3
Entering Resource Costs
Before You Begin

The My_Woods_3BR_Home_Project_Resources.mpp project plan file is open.
Scenario
You have some information back on your estimate requests for the Woods family home. The
container rental fee is about $20 per day and two are available. The waste dumping fee is about $150
per ton. Also, the maid service is informing you that they are raising their rates from $40 per hour to
$50 per hour on 12/15/2016. You capture these resource costs in your project plan.
1. Enter the Container rental cost.

a) If necessary, in the View Bar, select Resource Sheet to display the Resource Sheet view.
b) In the Resource Sheet, locate the Container resource.
c) In the Max. Units column, enter 200% Instruct the students to
d) In the Std. Rate column, enter $20/day enter the text as show in
the steps. Project will
2. Set the waste dumping fee. automatically format it
once it is entered.
a) In the Resource Sheet, locate the Waste Dump Fee resource.
b) In the Std. Rate column, enter $150
3. Enter the rate information for the maid service.

a) In the Resource Sheet, double-click the Maid service resource.
b) In the Resource Information dialog box, select the Costs tab.
c) In the first row of Cost Rate Table A, change the value of the Standard Rate column to $40/h
d) In the first empty row of Cost Rate Table A, in the Effective Date column, select December 15, 2016.
e) In the Standard Rate column for the new row, enter $50/h
f) Select OK to close the Resource Information dialog box.
4. Save your changes to My_Woods_3BR_Home_Project_Resources.mpp.


TOPIC D
Assign Resources to Tasks
After you plan tasks and add resources, you need to make a connection between the tasks and the
resources that will be used to complete the tasks. In this topic, you will assign resources to tasks.
The Team Planner View

The Team Planner View The Team Planner view is the easiest way to see how your resources are allocated across the project.
You can find the Team Planner view by scrolling down the View Bar. Alternatively, you can select
the Resource tab on the ribbon, and Team Planner will be the default displayed in the View
command group on the far left.
Figure 4-7: Resources in the Team Planner view.
In the Team Planner view, all the work resources are shown in the left pane. The tasks to which
they are assigned are displayed in the right pane, plotted along the project timeline. Unassigned tasks
appear in the bottom pane of the Team Planner. You can assign a task to a single resource by
dragging it from the bottom pane to a date in the desired resource's row. Similarly, you can reassign
a task by dragging it from one resource's row to another. You can also reschedule a task by dragging
it from one date to another.
The Assign Resources Dialog Box

The Assign Resources From the Gantt chart view, you can use the Assign Resources dialog box to assign resources to
Dialog Box tasks. While the Assign Resources dialog box is open, you can still select tasks in the Task Entry
table to change which tasks are being assigned quickly. You can use this dialog box to assign a single
Lesson 4: Managing Project Plan Resources | Topic D

resource to more than one task. For example, consider the tasks “Draw plans” and “Review
blueprints.” It makes sense that the architect would be assigned to both of these tasks. You can also
assign multiple resources to a single task.
Figure 4-8: The Assign Resources dialog box is where you manage the assignment between
resources and tasks.
The Task Usage Table

The Task Usage table displays a list of tasks showing assigned resources under each task. Each of the The Task Usage Table
rows under a task represents the link between a particular task and a single resource. The details for
the assignments, such as planned work and cost, are displayed in the columns.
Figure 4-9: View the details for all of a task's assigned resources in the Task Usage table.

The Assignment Information Dialog Box

The Assignment The Assignment Information dialog box provides detailed information about the assignment between a
Information Dialog Box resource and a task. In this dialog box, you can adjust the work hours assigned, adjust the units for
work or materials, and set which Cost Rate table will be used to calculate the costs for the
assignment. You can open the Assignment Information dialog box by double-clicking an
assignment in the Task Usage table.
Figure 4-10: View and update details about an assignment in the Assignment Information dialog
box.
Note: More about the features of the Assignment Information dialog box will be covered in
Microsoft Project 2016: Part 2.
job aids on How to Assign Resources.

ACTIVITY 4-4
Assigning Resources to Tasks
Before You Begin

The My_Woods_3BR_Home_Project_Resources.mpp project plan file is open.
Scenario
Now that you've added some resources and tasks, you need to make assignments. You believe that
with four volunteers, you can sort the debris in five working days. Gary Clark will be performing
many of the tasks. There should be about 20 tons (2 truckloads) of debris to take to the dump.
You've also received the estimate from the construction company of $180,000. Also, your director
has set the maximum project budget to $250,000. You make the changes to your project plan. You
decide to try Team Planner view to quickly make a simple assignment.
1. Assign a resource to Demolition of Old House using Team Planner view.

a) On the ribbon, select Resource→Team Planner to open Team Planner view.
b) In the Unassigned Tasks area, scroll to the Demolition of Old House task.
c) In the Resource Name area, scroll to Site excavation.
d) Drag and drop the Demolition of Old House task onto the Site excavation resource name. The task Make sure the students
will automatically drop in the proper place in the schedule. are able to drag and
e) Verify that the Demotion of Old House task is scheduled in the Site excavation resource row. drop without problems.
You may remind them to
2. Assign volunteers to the Sort Debris task. use the Zoom controls to
make it easier to see
a) In the View bar, select Gantt Chart.
what's on the screen.
b) In the Task Entry table, locate the 7 - Sort Debris task.
c) In the Resource Names column, select the drop-down arrow, and then check the boxes for Show the students how
Volunteer 1, Volunteer 2, Volunteer 3, and Volunteer 4. to close the resource list.
d) In the Duration column, change the value to 5 days If the students inquire
about the green info icon
3. Assign the Container resource. after changing the
a) In the Task Entry table, select the Place Containers task. duration, explain that
you can control how
b) On the Resource ribbon, select Assign Resources.
Project allocates
c) In the Assign Resources dialog box, locate the row for the Container resource. additional resources,
d) In the Units column, enter 200% and that will be covered
e) Select Assign. in more detail in Part 2.
f) Without closing the Assign Resources dialog box, in the Task Entry table, select the Sort Debris
task.
g) In the Assign Resources dialog box, select Container and enter 200% in the Units column.
h) Select Assign.
i) In the Assign Resources dialog box, select the Container resource.
j) Drag and drop the Container resource to the Haul Recycling and Haul Waste tasks.
4. Assign multiple tasks to Gary Clark.

a) Without closing the Assign Resources dialog box, in the Task Entry table, hold the Ctrl key while If the students inquire
selecting the Place Containers, Haul Recycling, and Haul Waste tasks. about the red info icon
b) In the Assign Resources dialog box, select Gary Clark, and then select Assign. after assigning the
resource, explain that
they will address this in
5. Assign the Waste Dump Fee resource.
the next activity.

a) In the Task Entry pane, select the Haul Waste task.

b) In the Assign Resources dialog box, select the Waste Dump Fee resource.
c) In the Units column, enter 20
d) Select Assign.
e) Verify that the Units column reads 20 ton and the Cost column reads $3,000.00
6. Assign the Construction Fixed Cost resource.

a) In the Task Entry pane, select the General Conditions task.
b) In the Assign Resources dialog box, select the Construction Fixed Cost resource.
c) Select Assign.
7. Assign the Project Budget resource to the project summary task.

a) On the ribbon, select Format and ensure that the Project Summary Task check box is checked.
b) Drag the Project Budget resource to the project summary task Woods Family 3BR Home (Task 0).
c) Select Close to close the Assign Resources dialog box.
8. Enter the construction estimate and project budget.

a) On the View Bar, select Task Usage.
b) Under General Conditions, double-click Construction Fixed Cost.
c) In the Assignment Information dialog box, select the General tab if necessary.
d) In the Cost field, enter $180,000
e) Select OK to close the Assignment Information dialog box.
Check to make sure the f) In the Task Usage table, select the column header for the first empty column on the right, Add New
students can find the Column, and then select Budget Cost.
empty column. g) In the Project Budget row, in the Budget Cost column, enter $250,000
9. Save the changes to My_Woods_3BR_Home_Project_Resources.mpp and close the file.


TOPIC E
Resolve Resource Conflicts
After you enter resources for your project and assign them to your project, it's a good idea to make
sure you aren't planning to give your resources more project work to do than they have time
available. When you find that some resources have too much project work assigned to them, you
will want to reassign the extra work to other resources that aren't being used to capacity.
Overallocation
Allocation is the scheduling of tasks and resources, taking into account both resource availability and Over-allocated
project duration. A resource is over-allocated when it is assigned to do more work on a project than it Resources
can do within its normal working capacity. For example, if you schedule Samantha Barlow to spend
100% of her time on Task A and 50% of her time on Task B during the same period of time, she is
an over-allocated resource.
In the Gantt view, tasks with overallocated resources will display an overallocation indicator in the
Indicators column. The red icon is sometimes referred to as the burning man indicator. In Team
Planner view, when a work resource is over-allocated, it will be shown in red text in the left pane.
The tasks to which the resource is assigned will be shown with red brackets around them in the right
pane.
Figure 4-11: Over-allocated resources show in red.
Methods of Resolving Resource Conflicts

When you identify over-allocated work resources, you should level them. Leveling is the rescheduling Methods of Resolving
and reassignment of tasks to resolve resource over-allocations. Resource Conflicts
There are several approaches to leveling:
• Increasing the duration of a task. This approach is used when resources are fixed.
• Increasing the number of resources assigned to a task. This approach is used when task duration
is fixed.
• Reassigning a task to another resource who has free time.
• Rescheduling a task.
Project managers typically use a combination of these approaches to achieve a level project.
The Task Inspector Pane

The Task Inspector pane displays the critical factors which affect a task's scheduling. If the task has The Task Inspector
overallocated resources, the Task Inspector pane will give you information about the resources Pane
Lesson 4: Managing Project Plan Resources | Topic E

and, if available, methods for quickly resolving them. For example, you can have Project move the
start date of the task to the next time the resource is available.
Figure 4-12: The Task Inspector pane gives you information on overallocations and quick
resolutions if available.
Automatic Resource Leveling

Warn the students that Microsoft Project 2016 enables you to automatically level over-allocations. Leveling works by
the Level All command splitting tasks or by adding delay to tasks until the resources that are assigned to those tasks are no
should only be used as longer overloaded. Because of these changes to the tasks, leveling can delay the finish date of some
very last resort. tasks and consequently also the project's finish date. When it is leveling, Project does not change
who is assigned to each task. Project levels only the work resources, generic resources, and
committed resources. It does not level the material resources, cost resources, or proposed resources.

Note: It's a best practice to only allow Project to automatically level over-allocations for specific
resources at a time before resorting to Level All.
Task Priorities
Prior to leveling, you may want to set the task priorities in the Task Information dialog box. The
priority sets the task's importance and its availability for leveling. The priority value that you enter is
a subjective value between 1 and 1000, which enables you to specify the amount of control you have
over the leveling process. For example, if you don't want Project to level a particular task, set its
priority level to 1000. By default, priority values are set at 500, or a medium level of control. Tasks
that have lower priority are delayed or split before those that have higher priority.
The Resource Leveling Dialog Box

You will find all of the leveling controls in the Level group on the Resource tab of the ribbon. You The Resource Leveling
can control how Project levels resources by setting the options in the Resource Leveling dialog Dialog Box
box.
Figure 4-13: The Resource Leveling dialog box gives you control over Project's automatic leveling
features.
The following table describes the features of the Resource Leveling dialog box.
Button Function
Level Selection This button is only active when you select two or more tasks. When you
select this button, the selected tasks will be leveled according to the
settings in the Leveling Options dialog box.
Level Resource When you select this button, the selected resource will be leveled
according to the settings in the Leveling Options dialog box.

Button Function
Level All When you select this button, all over-allocated resources will be leveled
according to the settings in the Leveling Options dialog box.
Leveling Options When you select this button, the Leveling Options dialog box will open.
There are many options from which you can choose:
• You can change Leveling calculations from Manual to Automatic
and vice versa.
• You can change the time units used to identify over-allocations. The
default is Day by Day, but you can select Minute by Minute, Hour
by Hour, Week by Week, or Month by Month.
• You can choose whether to clear old leveling values before new ones
are applied.
• You can choose whether to level for the entire duration of the project
or only for a specific period of time.
• You can choose which rules are followed when resolving over-
allocations.
After you change the desired options, remember to select OK.
Clear Leveling When you select this button, any leveling you previously applied to the
project will be undone. If you select two or more tasks before selecting
this button, only the leveling for those tasks will be undone.
Next Overallocation When you select this button, Microsoft Project Professional 2016 finds
the next over-allocated resource.
The Leveling Gantt Chart

The Leveling Gantt When you use Project's automatic leveling feature, many changes may be made to the project plan.
Chart It is useful to review these changes using the Leveling Gantt Chart. The Leveling Gantt Chart is a
special view which compares the before and after leveling project plans. Each task will appear with
two different colored bars, one for the position before leveling and one for after. You can also
review the delay caused by leveling by examining the Leveling Delay column. If you are not
satisfied with the changes made by automatic leveling, you can undo them and make adjustments in
the Resource Leveling dialog box to try again, or you can identify which tasks may need manual
adjustments.
Figure 4-14: Review the changes made by automatic leveling in the Leveling Gantt Chart.
job aids on How to Resolve Resource Conflicts.

ACTIVITY 4-5
Resolving Resource Conflicts
Data File
C:\91062Data\Managing Project Plan Resources\Woods_3BR_Home_Project_Level.mpp
Before You Begin

Scenario
You have assigned resources to your tasks. Now you need to make sure that your resources are not
overallocated so that they have the time to get the work done. You use various methods to resolve
any conflicts.
Remind the students
that it is best practice to
1. Open the Woods_3BR_Home_Project_Level.mpp project plan file. use the least invasive
a) Select File→Open. techniques first, then
progress until the project
b) In the Open backstage, select Browse. is leveled.
c) In the Open dialog box, navigate to the C:\91062Data\Managing Project Plan Resources folder Encourage the students
containing your class files. to use this file to avoid
d) Select Woods_3BR_Home_Project_Level.mpp and select Open. differences in this
activity.
2. Manually resolve conflicts with Team Planner view.
a) Select Resource→Team Planner to open Team Planner view.
b) In the Resource Name column, locate the Inspector resource.
c) Scroll to the right in the schedule pane to Tue Oct 25 and locate the overallocated tasks (you may
need to zoom in):
• Conduct rough-in plumbing inspection
• Conduct rough-in electrical inspection
d) Drag the Conduct rough-in electrical inspection task to the right in the schedule and drop it in the
column for Wed Oct 26.
3. Manually resolve conflicts with Task Inspector.

a) In the View Bar, select Gantt Chart.

b) In the Task Entry table, locate the 42 - Install 1st floor sheathing task.
c) In the Indicators column, right-click the overallocation (burning man) icon, and then select Fix in
Task Inspector.
d) In the Task Inspector pane, note the reason for the overallocation: Resources overallocated due to
work on other tasks: Framing contractor.
e) Select Reschedule Task.
f) Close Task Inspector.
4. Resolve conflicts using Level Resource.

a) On the ribbon, select Resource→Leveling Options.
b) In the Resource Leveling dialog box, check the Level only within available slack check box. Ensure
that the other options are set as follows:
c) Select OK.
d) In the Task Entry table, select 6 - Place Containers.
e) Select Resource→Level Resource.
f) In the Level Resources dialog box, in the Selected Resources list, select Gary Clark and verify that
Container is not selected.
g) Select Level Now.
Ask the students why h) In the Microsoft Project dialog box, review the message about Gary Clark. Select Skip. Repeat until
project can't level Gary the dialog box closes.
Clark. Reinforce the i) On the ribbon, select Resource→Leveling Options.
concept that they should
try to level within slack
first so the end date
doesn't change.

j) In the Resource Leveling dialog box, uncheck the Level only within available slack check box.
Ensure that the other options are set as follows:
k) Select OK.
l) In the Task Entry table, select 6 - Place Containers.
m) Select Resource→Level Resource.
n) In the Level Resources dialog box, in the Selected Resources list, select Gary Clark and verify that
Container is not selected.
o) Select Level Now.
p) Verify the changes in the Gantt chart.
5. Resolve remaining conflicts using Level All.

a) Select Level All.
b) Select the View tab.
c) In the Task Views grouping, select Other Views, and then select More Views.
d) In the More Views dialog box, select Leveling Gantt, and then select Apply.
e) Review the changes to the task schedules by examining the values in the Leveling Delay column
and the Gantt chart.

6. Save your changes to My_Woods_3BR_Home_Project_Level.mpp and then close the file.


Summary
In this lesson, you managed project resources in a number of ways using the Resources
Information dialog box. You also leveled over-allocated resources in your project.
Which features of the Resource Information dialog box are you most likely to use during your next project? use the social
A: Answers will vary, but might include adding a resource's email address, changing a resource's type networking tools
from Work to Material or Cost, changing a resource's availability, adding cost rates to a resource, and provided on the CHOICE
adding notes about a resource. Course screen to follow
Which leveling methods will you use during your next project, and why? the course is completed
A: You might want to use the automatic method if you don't need to maintain tight control over your and resources to support
project's schedule. You might choose the manual method if you need to control the duration of tasks continued learning.
and when they occur.
Lesson 4: Managing Project Plan Resources |

5 Finalizing a Project Plan
Lesson Time: 1 hour
Lesson Objectives
In this lesson, you will finalize a project plan. You will:
• Optimize the project plan using the critical path.
• Set the project baseline and describe how the baseline fields are used.
• Share the project plan with team members and stakeholders.
Lesson Introduction
You have created a project plan by creating a work breakdown structure and adding the
resources needed to complete the project. Now that you have a plan, you need to review it
to see if it meets your needs. Often, a first attempt at the project plan stretches beyond a key
deadline or has areas that can be optimized to decrease work and cost. Finally, you will need
to prepare for executing the project and share your final plan with stakeholders and team
members.
TOPIC A
Optimize a Project Plan
Every task is important, but those tasks that directly determine the total duration of the project are
especially critical. In this topic, we will discuss how to identify those tasks and then modify them to
optimize the overall project plan..
The Critical Path

Critical Path The critical path is the longest path of linked tasks in a project, calculated by summing the durations
Critical path is a very of the individual tasks in the path, that determines the duration of the project. The critical tasks
important concept. drive the end date of the project.
Query students to
In other words, the project duration cannot be shorter than the total duration of the tasks in the
ensure comprehension.
critical path. Generally, a project has a single critical path, but may have more than one.
Figure 5-1: The critical path defines the overall project duration.
Project 2016 automatically calculates the critical path for you. In both the Gantt Chart and
Network Diagram views, tasks on the critical path are depicted in red.
Lesson 5: Finalizing a Project Plan | Topic A

Demonstrate how to
make the critical path
appear in red.
Figure 5-2: The critical path displays in red in a network diagram.
Note: If the critical path is not showing up in red in your version of Project 2016, you probably
need to change a setting. On the ribbon, select the Format tab, find the Bar Styles command
group, and check the Critical Tasks check box.
Methods of Optimizing a Project Plan

Once you understand your project's critical path, you can make changes to the tasks and Methods of Optimizing a
assignments of the path to optimize the overall project plan. For example, if a task is causing the Project Plan
duration to extend beyond a goal end date, you can add resources or modify the dependencies of the
task. You may be able to shorten the duration of a task by adding another person to complete the
task. Or, you may realize that a task can start sooner than the finish date of its predecessor. If you
have resources that are dedicated to your project, you may wish to review their assignments to see if
there are times when they are not working on a task and can be assigned to help on a task on the
critical path. You may also want to review those resources which are scarce or expensive to optimize
their usage. Finally, you may decide to reduce the scope of the project and remove or shorten some
tasks as a result.
Figure 5-3: Review these methods to optimize your project plan.
Note: After you build your plan and Project calculates the schedule and cost for the project, in
rare instances you might have more time or an increased budget. You can choose to end the
project ahead of schedule or under budget. Or, with stakeholder approval, you can increase the
scope and add quality to the project deliverables.
Effort-Driven Tasks
In an effort-driven task, the work required to complete the task is constant even if the number of
resources is changed. For example, packing boxes is a task that could be shortened by adding
additional resources, but the amount of work (effort) will not change. Not all tasks are effort driven.

For example, when you bake a cake, the amount of time that the cake needs to bake in the oven
cannot be changed by adding resources. You can decide for each task whether it should be effort-
driven or not.
Duration vs. Work

In project management, duration and work are not the same thing. Duration is the number of
working time periods (seconds, minutes, hours, days, weeks, months, years) from the beginning of a
task until its end. Work is the duration of a task multiplied by the level of effort by the resources
assigned to the task. For example, if the task "Write grant proposal" has a duration of 5 days, and
the resource "Emma" will give 75% of her effort to the task, then the work is 3.75 days.
For tasks that require a fixed amount of work, the duration of the task can be decreased by adding
more level of effort by resources. For example, if the task "Debug program" has a duration of 10
days and a single programmer is assigned to the task at a 100% level of effort, then assigning
another programmer to the same task at a 100% level of effort should reduce the duration of the
task to 5 days.
job aids on How to Optimize Duration.

ACTIVITY 5-1
Optimizing a Project Plan
Data File
C:\91062Data\Finalizing a Project Plan\Woods_3BR_Home_Project_Optimize.mpp
Before You Begin

Scenario
You've modified your project plan and resolved the resource conflicts, but now your project finish
date is coming in after the end of the year. You need to understand the critical path and make
changes so that you can meet your December 31, 2016 deadline. Also, the concrete contractor has
agreed to add another resource to double their effort. They still want you to hold off on building the
backyard fence so they can get the trucks into the backyard to finish pouring the patio. After seeing
how that impacts the plan, you think you can tighten up some of the durations and dependencies.
Thankfully, you've been informed that another volunteer will be able to drive the truck so you can
relieve Gary Clark if needed. Also, you find out that you don't have to wait on building the fence
until the appliances are delivered since that truck is much smaller. You make the necessary
adjustments to optimize the plan.
1. Open the Woods_3BR_Home_Project_Optimize.mpp project plan file.

c) In the Open dialog box, navigate to the C:\91062Data\Finalizing a Project Plan folder containing
your class files.
d) Select Woods_3BR_Home_Project_Optimize.mpp and select Open.
2. Display the critical path.

a) In the View Bar, select Gantt Chart.
b) On the ribbon, select the View tab.
c) On the ribbon, in the Highlight drop-down list, select Critical.
d) On the ribbon, select Format.
e) In the Bar Styles group, check the Critical Tasks check box.
f) Review the highlighted tasks to understand what is driving the end date of the project. Ask the students why
they should focus on
3. Add resources to tasks assigned to the Concrete contractor resource. modifying these tasks.
a) On the View Bar, select Resource Sheet.
b) Locate the Concrete contractor resource.
c) In the row for the Concrete contractor, in Max. Units column, enter 200% Explain to the students
d) In the View Bar, select Gantt Chart. that increasing the Max.
e) Locate and select the following tasks: Units will allow them to
use up to 200% of the
• 23-Form basement resource without Project
• 24-Place concrete for foundations & basement marking the task as
• 26-Strip basement wall forms overallocated.
• 27-Waterproof/ins basement
f) On the ribbon, select Resource→Assign Resources.
g) In the Assign Resources dialog box, in the Concrete contractor row, in the Units column, enter 200%

h) Repeat steps e through g for the following tasks:

• 55-Place concrete for basement floor
• 106-Pour concrete driveway and sidewalks
i) In the Assign Resources dialog box, select Close.
4. Revise the length of a critical task.

a) Double-click the 2- Finalize plans and develop estimate with owner, architect task.
Explain that we're not c) Uncheck Effort driven.
using effort driven d) In the Duration field, enter 10 days
scheduling on this task e) Select OK to close the Task Information dialog box.
so that work isn't
recalculated.
5. Reassign tasks.
a) In the Task Entry table, select the following tasks:
• 6-Place Containers
• 8-Haul Recycling
• 9-Haul Waste
a) Select Resource→Assign Resources.
b) In the Assign Resources dialog box, select Gary Clark.
c) Select Replace.
d) In the Replace Resource dialog box, in the With table, select Volunteer 4.
e) Select OK .
f) Select Close to close the Assign Resources dialog box.
6. Change a dependency to shorten the critical path.

a) Locate the 107-Install Backyard Fence task.
Let the students know b) In the row for task 107-Install Backyard Fence, in the Predecessors column, change it to read 106
they are breaking the
dependency with task 7. Save the file as My_Woods_3BR_Home_Project_Optimize.mpp and close it.
104, so they are
removing it from the a) On the ribbon, select File→Save As.
predecessors. b) Select Browse and then navigate to C:\091062Data\Finalizing a Project Plan.
Inform the students that c) In the File name field, enter My_Woods_3BR_Home_Project_Optimize and then select Save.
at this point they may d) Select File→Close.
need to level resources
again and optimize until
their plan is free of all
resource
overallocations.
Optionally, you can have
them continue with this
file and clear the
remaining
overallocations.

TOPIC B
Set a Baseline
When you are moving from project planning to project execution, it's a good idea to set a baseline
so that you can measure how well your project is performing. In this topic, you'll discuss baselines
and how to set them.
Baselines
A baseline is a measurement, calculation, or location used as a basis for comparison. A project baseline is Ask students if they
an approved plan for a project. Normally the project plan is approved by the project sponsor (the have baselined previous
person in an organization who authorizes, supports, and approves a project). The baseline is a projects.
snapshot of the planned scope, time, and cost of a project. As the project is executed, you can
compare actual scope, time, and cost against the baseline to measure how the project is performing.
Here are some of the questions that can be answered.
Project Area Monitoring Questions
Scope • Are we doing the tasks we planned to do?

• Are we doing more or different tasks than anticipated?
• Are we doing fewer tasks than anticipated?
Time • Are we behind schedule?
• Are we on schedule?
• Are we ahead of schedule?
Cost • Are we under budget?
• Are we on budget?
• Are we over budget?
If your project is not performing as expected, you can take corrective action to finish the project
according to scope, on time, and within budget. This is the monitoring and controlling function of
project management.
The Baseline Table

Project 2016 enables you set up to 11 baselines. The best practice is to use Baseline (without a The Baseline Table
number) for the project plan when it is initially approved, and then to use Baseline 1–10 when the Make sure the students
project sponsor approves later changes to the project plan. For example, if the project sponsor understand the purpose
approves the addition of several new project tasks a month into project execution, you should of the Baseline fields.
capture the change by setting Baseline 1. The Baseline table displays the values for the five most
commonly used default Baseline fields.
In Project, a baseline is a group of nearly 20 primary reference points (in five categories: start dates,
finish dates, durations, work, and cost estimates) that you can set to record the original project plan
when that plan is completed and refined. As the project progresses, you can set additional baselines
(to a total of 11 for each project) to help measure changes in the plan. For example, if your project
has several phases, you can save a separate baseline at the end of each phase, to compare planned
values against actual data.
Lesson 5: Finalizing a Project Plan | Topic B

Figure 5-4: You can view the current Baseline values in the Baseline table.
Because the baseline provides the reference points against which you compare actual project
progress, the baseline should include your best estimates for task duration, start and finish dates,
costs, and other project variables that you want to monitor. The baseline may also represent a
contractual obligation for the project. Baseline information that consistently differs from current
data may indicate that your original plan is no longer accurate, possibly because the scope needs
review or because the nature of the project has changed. If project stakeholders agree that the
difference warrants it, you can modify or rework the baseline at any time during the project. You
may find that setting multiple baselines is especially useful for long projects or for projects in which
the baseline is rendered irrelevant by significant changes to scheduled tasks or costs.
The Set Baseline Dialog Box

The Set Baseline dialog You can easily set a project baseline by selecting the Project tab on the ribbon, finding the
box Schedule command group, selecting the Set Baseline button, and selecting the Set Baseline
option.
Selecting this option will display the Set Baseline dialog box.

Figure 5-5: The Set Baseline dialog box is where you can record your current project plan as a
baseline.
Note: As a project manager, you should have a clearly defined process for evaluating and
approving changes to the project baseline. The positive and negative effects of potential changes
to project scope, time, or cost must be carefully considered before implementing them.
job aids on How to Set a Baseline.

ACTIVITY 5-2
Setting a Baseline
Data File
C:\91062Data\Finalizing a Project Plan\Woods_3BR_Home_Project_Finalize.mpp
Before You Begin

Scenario
Now that you have optimized your project plan and you have a plan that completes before the end-
of-year deadline, it's time to save the baseline so that you can compare progress against the plan as
you execute the project. You create a new baseline.
1. Open the Woods_3BR_Home_Project_Finalize.mpp project plan file.

c) In the Open dialog box, navigate to the C:\91062Data\Finalizing a Project Plan folder containing
your class files.
d) Select Woods_3BR_Home_Project_Finalize.mpp and select Open.
2. Display the Baseline table.

a) Right-click the Select Table button (the empty area in the top left of the Task Entry table.)
b) Select More Tables.

c) In the More Tables dialog box, select Baseline and then select Apply.
d) Verify that the Baseline table appears.

e) Verify the empty values in the Baseline fields.
3. Set a baseline for the current plan.

a) On the Project ribbon, select Set Baseline, and then select Set Baseline from the menu.
b) In the Set Baseline dialog box, verify that Set Baseline is selected and Entire Project is selected.
c) Select OK.
d) Verify the values in the Baseline table.
4. Save the file as My_Woods_3BR_Home_Project_Finalize.mpp and close it.

b) Select Browse and then navigate to C:\091062Data\Finalizing a Project Plan.
c) In the File name field, enter My_Woods_3BR_Home_Project_Finalize and then select Save.
d) Select File→Close.

TOPIC C
Share a Project Plan
Once you draft a project plan, you will need to deliver it to your project stakeholders for review and
to your project sponsor for approval. In this topic, you will use several methods for delivering
project plans.
Printed Project Plans

Print Screen You can print any view on the View bar. The Gantt Chart view is the one most often shared in
paper format, but you may find it useful to print other project views—especially the Calendar and
Network Diagram views.
Before you print a view, you may want to change the amount of detail that will be displayed. You
can do this by:
• Hiding subtasks
• Hiding columns
• Resizing the panes of a view
• Changing the zoom level
Note: Remember that you can select View→Entire Project to see the entire time scale in a
view.
Once the view is adjusted to your desired detail amount and zoom level, you can start printing by
selecting the File tab on the ribbon and then selecting the Print tab on the Backstage. The first
thing you will probably notice on the Print screen is the large Print Preview area in the right pane,
which shows you exactly how the printed page will look. In the bottom-right corner of the Print
Preview pane you will find several controls for navigating and zooming the preview.
Lesson 5: Finalizing a Project Plan | Topic C

Figure 5-6: The Print screen on the Backstage enables you to preview your current settings
before you print.
If you are not satisfied with the preview, you can change the Settings options in the left pane of the
Print tab. You can choose to print:
• The entire project.
• Specific dates.
• Specific pages.
• In landscape or portrait page orientation.
• A variety of page sizes.
If you select the Page Setup link, a Page Setup dialog box will open that gives you many more
options grouped into six tabs. These include the margins, header, footer, and legend.
When the Print Preview looks like you want, you can select a printer and select the Print button.
job aids on How to Print a Project View.
Syncing Project Plans with SharePoint

Sync with SharePoint
If your organization uses Microsoft SharePoint, you can synchronize your Microsoft Project
Demonstrate how to set
Professional task list with a SharePoint task list. Project team members can view the schedule on up the Sync with
SharePoint. When they update their work progress on SharePoint, you will see their changes in SharePoint Task List
Project. Conversely, any changes you make in Project will be updated on SharePoint so that team fields. (Do not select
members can see them. Save unless you are
sure you have access to
a valid SharePoint site.)

When you select the Sync with SharePoint button on the Share screen, you will be prompted to
go to the Save As screen. When you select the Sync with SharePoint button on the Save As
screen, you will have the option of syncing with a new SharePoint site or an existing one. In ether
case you will need a valid SharePoint Site address, User Name, and Password.
Figure 5-7: Syncing with SharePoint is integrated into the Save As screen.
Note: You can access the Sync with SharePoint button directly from the Save As screen if you
wish.

LearnTO Sync Project Note: To further explore working with SharePoint, you can access the LearnTO Sync Project
with SharePoint from the with SharePoint presentation from the LearnTO tile on the CHOICE Course screen.
CHOICE Course screen
or have students
navigate out to the Emailing Project Plans
Course screen and
watch it themselves as a From the Share screen you can also email the Project file to one or more people. When you select
supplement to your the Email button and then the Send as Attachment button, a new Microsoft Outlook email
instruction. If not, please message will be generated with a copy of the Project file as an attachment. However, be aware that
recipients must have a version of Microsoft Project or a third-party Microsoft Project viewer
course on their CHOICE installed on their computers to view the attachment.
Course screen after
information and
Email a Project
Point out the Email
screen. (Do not select
the Send as Attachment
button unless you are
®
sure that Microsoft
®
Outlook is installed on
your computer and
configured for a valid
email address.)

Figure 5-8: You can email a project from the Share screen.

Note: To further explore sharing Project 2016 files by email, you can access the LearnTO Share LearnTO Share Project
Project 2016 Files by Email presentation from the LearnTO tile on the CHOICE Course 2016 Files by Email from
screen. the CHOICE Course
navigate out to the
File Formats Course screen and
The standard file format for a project plan is the .mpp file, which stands for Microsoft Project Plan. supplement to your
While Project 2016 can open .mpp files from all previous versions of Microsoft Project, people instruction. If not, please
using earlier versions of Project will not be able to open Project 2016 .mpp files. You can save your remind students to visit
project plan in earlier file formats (also referred to as legacy formats). You can choose from the course on their CHOICE
available file formats in the Save As dialog box. Course screen after
information and
File Formats
exporting to other file
types is covered in
Microsoft Project 2016:
Part 2.
Figure 5-9: Use the Save As dialog box to select an alternate file format.
job aids on How to Share a Project Plan.

ACTIVITY 5-3
Sharing a Project Plan
Data File
C:\91062Data\Finalizing a Project Plan\Home_move_plan_handout.mpp
Before You Begin

Scenario
You have a project plan file for a home move. You want to share it as a handout with the Woods
family and other families to use as a guideline for preparing to move into their new home. You will
prepare the file for printing by scheduling the project from the end date to correspond with the
targeted move-in date, prepare the view of the plan, and print it.
they will be simulating
printing by printing to a 1. Open the Home_move_plan_handout.mpp project plan file.
file. Alternatively, you a) Select File→Open.
can print to a printer in
the classroom if it is b) In the Open backstage, select Browse.
available to the student c) In the Open dialog box, navigate to the C:\91062Data\Finalizing a Project Plan folder containing
computers. your class files.
d) Select Home_move_plan_handout.mpp and select Open.
2. Customize the project plan for printing.

a) On the ribbon, select Project→Project Information.
b) In the Project Information dialog box, in the Schedule from drop-down list, select Project Finish Date.
c) In the Finish date date field, select or enter 1/2/2017
d) Select OK.
e) Select View→Entire Project to fit the entire Gantt chart in the view.
f) Resize the Task Entry table so that the columns appear as below.
3. Print the project plan.
a) On the Quick Access Toolbar, select Print Preview.

b) On the Print screen, in the Printer drop-down list, select Microsoft XPS Document Writer.
c) Select Print.

d) In the Save Print Output As dialog box, in the File Name field, enter my_printout and select Save.
e) Monitor the progress in the Printing dialog box.
4. Close the Home_move_plan_handout.mpp file without saving the changes.

a) Select File→Close.
b) In the Microsoft Project dialog box, select No to discard the changes.

Summary
In this lesson, you optimized and delivered a Microsoft Project Professional 2016 plan on paper and
in several electronic formats.
use the social Which view(s) of your next project plan are you most likely to print, and why?
networking tools A: Answers will vary, but Gantt Chart and Calendar are the most frequently printed views.
provided on the CHOICE
Course screen to follow Why should you optimize the project plan?
A: Answers will vary, but decreasing the duration of the project and minimizing resource costs are the
most common reasons.
and resources to support
continued learning.
Lesson 5: Finalizing a Project Plan |

Course Follow-Up
Congratulations! You have completed the Microsoft® Project 2016: Part 1 course. You successfully
drafted and shared a project plan.
Businesses, academic institutions, and other organizations conduct various projects to develop
products, improve processes, and meet organizational goals. There is a growing demand for
professionals like you to manage these project successfully. The ability to complete projects on time,
within budget, and according to specifications is crucial for all professionals—regardless of whether
project management is an official part of your duties. Creating and sharing well-developed project
plans will help you meet these goals while keeping your project running smoothly. Microsoft Project
Professional 2016 is a powerful tool that can enable you to plan projects effectively and efficiently.
What's Next?
Microsoft® Project 2016: Part 2 is the next course in this series. In that course, you will learn the
advanced features of Microsoft Project Professional 2016—such as capturing progress of executing
projects, customizing Project using templates and views, and creating reports. You will also perform
higher-level analysis of a project's progress and apply strategies to keep the project on track.
You are encouraged to explore Project further by actively participating in any of the social media
forums set up by your instructor or training administrator through the Social Media tile on the
CHOICE Course screen.
Course Follow up
Solutions
ACTIVITY 1-1: Identifying Project Management Concepts
1. True or False? A project is a series of steps performed to reach a specific goal.

☑ True
☐ False
2. The scope, the tasks involved, and the resources required for a project are all defined during
which process group?
○ Executing
○ Monitoring and Controlling
○ Closing
◉ Planning
3. What is the importance of monitoring a project?
A: The importance of monitoring a project is to track the project's progress against the original
plan so that you can take corrective actions to keep the project on track.
4. True or False? Project management is the application of knowledge, skills, tools, and
techniques to accomplish activities or tasks to meet the objectives set for a project.
☑ True
☐ False
5. Which project management process group involves the completion of tasks and the
coordination of people and other resources to carry out the plan?
○ Initiating
◉ Executing
○ Planning
○ Closing
6. Who is the project sponsor?
A: The project sponsor is the person who has the authority to approve or terminate the project.
7. Which of the following are considered the classic triple constraints?

☑ Scope
☑ Cost
☐ Earned Value
☑ Time
☐ Space
8. What is scope creep?
A: Scope creep is the gradual addition of work which eventually makes the original cost
and schedule estimates unachievable.
Solutions
Glossary
allocation Change Working Time dialog box

The scheduling of tasks and resources, The dialog box which enables you to
taking into account both resource modify the working time for a base
availability and project duration. calendar.
Assignment Information dialog constraint

box A limitation that affects when a task can be
The dialog box containing all the scheduled.
information about an assignment between
a task and a resource grouped into tabs. contextual tab
The last tab on the ribbon which adapts to
auto scheduled what is selected in the view area.
A mode of task scheduling in which
Project controls the task's start date, end cost resource
date, and duration. A resource used to capture expenses or
track a budget.
Backstage
The central location used for controlling Create New Base Calendar dialog
the overall Project program accessed via box
the File tab. The dialog box which enables you to copy
an existing base calendar or create a new
base calendar one from scratch.
A calendar which can be assigned to a
project and on which a resource or task critical path
calendar may be based and further refined. The longest path of linked tasks in a
project that determines the duration and
baseline finish date of the project.
A measurement, calculation, or other data
point used as a basis for comparison. deadline
A setting which enables you to track how
Baseline table close a task finish date is to a deadline date.
The table view that displays the
information stored in the Baseline fields in dependency
a project plan. A logical relationship between two tasks in
which the start or finish of one task affects
budget resource the start or finish of the other.
A special type of cost resource used to
track a budget at the project level.
duration leveling
The number of working time periods The rescheduling and reassignment of
(seconds, minutes, hours, days, weeks, tasks to resolve resource over-allocations.
months, years) from the beginning of a
task until its end. Leveling Gantt chart
A special Gantt chart view comparing the
effort-driven project plan before and after leveling.
When a task is effort driven, Project keeps
the total task work at its current value, link
regardless of how many resources are In Project 2016, the act or result of joining
assigned to the task. When new resources two tasks together to create a dependency.
are assigned, remaining work is distributed
to them.. manually scheduled
A mode of task scheduling in which you
exception manually control the task's start date, end
In Project 2016, a day or week when date, and duration.
working time is different than what is
normal for the base calendar. material resource
A resource tracked by the amount of units
FF consumed.
(Finish-to-Finish) A dependency between
two tasks in which the first task must be milestone
completed before the second task can be An important point in a project.
completed.
over-allocated
FS When a resource is assigned to do more
(Finish-to-Start) A dependency between work on a project than it can do within its
two tasks in which the first task must be normal working capacity.
completed before the second task can
predecessor
begin.
A task that must be started or finished
Gantt chart before another task can be performed.
A method for displaying project tasks over
project
time. Named after Henry Gantt, who
A temporary initiative to create a unique
designed the tool between 1910 and 1915.
result.
import map
project baseline
The map which defines how data from a
The collection of baseline measurements
source file corresponds to the columns in a
that constitute the approved plan for the
Project plan.
project.
Import Wizard
project calendar
The wizard which walks you through
The calendar that determines the overall
importing data from another program into
schedule of a project.
Project 2016.
project constraint
lag
Anything that constrains or dictates the
A delay between two tasks that are linked
actions of the project team.
together.
lead
An overlap in time between two tasks that
are linked together.
Glossary
Project Information dialog box Resource Information dialog box

The dialog box which displays information The dialog box which contains all of the
about the project as a whole such as the start information about a resource grouped into
date, calendar, and scheduling mode. tabs.
project management Resource Sheet

The administration and supervision of projects A table view where resources can be viewed,
using a well-defined set of knowledge, skills, added, and modified.
tools, and techniques.
ribbon
project manager The tabbed area along the top of the Project
The primary person directing the project’s flow window containing most of the commands
and the communication between project arranged by group.
participants.
scope creep
Project Properties dialog box An increase in the project's scope after the plan
The dialog box which allows you to enter is set.
information to help search and organize your
project files such as your name, your manager's SF
name, and keywords about the project. (Start-to-Finish) A dependency between two
tasks in which the first task must begin before
project sponsor the second task can be completed.
The person in an organization who authorizes,
supports, and approves a project. SS
(Start-to-Start) A dependency between two
project stakeholder tasks in which the first task must begin before
Anyone who is actively involved in a project or the second task can begin.
has an interest in its outcome.
status bar
project template The area at the bottom of the Project window
A special type of project file which contains which displays current program settings,
details for a sample project that you can use as shortcuts, and the Zoom control.
a starting point for a new project.
subtask
Quick Access Toolbar A task that is grouped under a larger summary
The toolbar in the top left of the Project task.
window which enables access to frequently
used commands. successor
A task that is logically linked to one or more
resource predecessor tasks.
A person, piece of equipment, consumable
material, or other cost that is used to summary task
accomplish a project task. A task that has related subtasks grouped below
it.
resource availability
The availability of the resource specified by task
start and end dates in the Resource A specific chunk of project work.
Information dialog box.
task constraint
resource calendar A date-based limitation imposed on a task
A calendar for a particular resource containing which constrains the start or finish date.
exceptions or working time specific to that
resource.
Glossary
Task Entry table work

The main area in Project from which you view, The duration of a task multiplied by the level
enter, and modify tasks. of effort by the resources assigned to the task.
Task Information dialog box work breakdown structure

The dialog box containing all the information A deliverable-oriented outline of a project's
about a task grouped into tabs. work.
Task Inspector work resource

A special pane to the left of the view area A resource tracked and employed on a time
which provides information about a task's basis.
scheduling and offers resolutions to conflicts.
working time
Task Usage table Whenever labor is being performed on a
A table view displaying the task list with project, on a task, or by a resource.
assigned resources and planned work under
each task.
team member
A person who is responsible for performing or
approving the work to complete the project.
Team Planner view

A view of resources and tasks arranged in a
schedule grid that can be easily modified using
a mouse or touchscreen.
Tell Me bar
The area above the ribbon where you can
search for commands and help content.
triple constraint
The three most important factors in a project
—scope, time, and cost—which are
dynamically linked so that any change in one
will impact the others.
Trust Center
The area in the Project settings which controls
security and privacy settings such as enabling
legacy file formats.
view
A combination of specific tables and/or charts
in the main window used by Project to display
information relevant to the task at hand.
WBS
(Work Breakdown Structure) The hierarchical
arrangement of a task list.
Glossary
Index
A FS
dependency 40, 57
allocation 81
G
B
Gantt Chart
base calendars 29
leveling 84
baseline
setting 98
baseline table 97 I
import map 44
C Import Wizard 44
calendars
resource 71 L
cost lag
project area 97 defined 58
resources 67 time 57
critical path lead
viewing 92 defined 58
time 58
D leveling 81
Leveling Gantt Chart 84
deadline 62
link 40
dependencies 40, 56
duration 94
M
E material resources 67
Microsoft Project
email 104
2016 7
exceptions 32
Assignment Information dialog box 78
Assign Resources dialog box 76
F Change Working Time dialog box 30
FF 40 contextual tab 11
finish dates 22, 23 Details dialog box 33
Finish-to-Finish, See FF Duration spin box 40
Finish-to-Start, See FS Gantt Chart 8
Import Wizard dialog box 44 Project Management Body of Knowledge,

places to save projects 24 See PMBOK
Print screen 102 Project Management Professional, See PMP
Project Information dialog box 21 project manager 4
Project Properties dialog box 21 project plan
Quick Access Toolbar 9 optimizing 93
Resource Cost tab 73 projects
Resource Information dialog box 68 creating new 18
Resource Leveling dialog box 83 current date 24
Resource Sheet view 67 email 104
ribbon 10 file formats 105
Start screen 7 milestones 51
status bar 11 resources 66
Task Information dialog box 39 save locations 24
task links 40 scheduling 22
task types 61 start and finish dates 22, 23
Team Planner view 76 templates 19
Tell Me bar 12 project sponsor 4, 97
templates 19 project stakeholder 4
the Backstage 10 project summary task 50
View Bar 9
views 8 Q
Quick Access Toolbar 9
N
nonworking times 33 R
resource availability 71
O resource calendars 71
OneDrive 24 resources
outline numbers 51 allocation 81
over-allocated 81 assigning 76
assignment information 78
P automatic leveling 82
availability 71
PMBOK 4 cost rate tables 73
PMP 4 cost resource 67
predecessor 40 costs 73
print options 102 leveling 81
print view 102 material resource 67
project over-allocated 81
roles 4 work resource 66
tasks 38 Resource Sheet view 67
project baseline ribbon 10
baseline table 97
project calendar
changing working time 30 S
creating new 29 scope 97
exceptions 32 scope creep 4
project constraints 3 SF 40
project management SharePoint
process groups 2 syncing with 103
Index
SS 40 working time
start dates 22 changing 30
Start-to-Finish, See SF defined 33
Start-to-Start, See SS work resources 66
status bar 11
subtasks 49
successor 40
summary tasks 49
syncing
with SharePoint 103
T
Task Entry Table 38
Task Information dialog box
General tab 40
Notes tab 52
Predecessors tab 56
Task Inspector pane 81
tasks
auto scheduled 61
constraints 61
deadline 62
dependencies 56
duration 40
effort-driven 93
importing methods 43
lag 57
lead 58
links 40
manually scheduled 61
milestones 51
notes 52
predecessors 56
summary 49
Task Usage table 77
team member 4
Team Planner 76
Tell Me bar 12
time 97
triple constraints 3
Trust Center 43
V
View Bar 9
W
WBS 49
work 94
Work Breakdown Structure, See WBS
Index
091062S rev 1.1

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STUDENT MANUAL

Author Media Designer Content Editor

Sunni K. Brock Brian Sullivan Angie French

Lesson 1: Getting Started with Microsoft Project............. 1

Lesson 2: Defining a Project..........................................17

Lesson 3: Creating and Organizing Tasks..................... 37

Lesson 4: Managing Project Plan Resources.................. 65

Topic D: Assign Resources to Tasks....................................................... 76

Lesson 5: Finalizing a Project Plan........................................ 91

• Manage resources in a project plan.

The CHOICE Home Screen

How to Use This Book

| About This Course |

A Note provides additional information, guidance, or hints about a topic or task.

| About This Course |

Project Process Groups

Process Group Activities

Lesson 1: Getting Started with Microsoft Project | Topic A

Figure 1-1: The five project management process groups.

Lesson 1: Getting Started with Microsoft Project | Topic A

Lesson 1: Getting Started with Microsoft Project | Topic A

1. True or False? A project is a series of steps performed to reach a specific goal.

7. Which of the following are considered the classic triple constraints?

Lesson 1: Getting Started with Microsoft Project | Topic A

8. What is scope creep?

Lesson 1: Getting Started with Microsoft Project | Topic A

Microsoft Project 2016

The Start Screen

From this screen you can use the following commands.

Recent Click on the name of a recent project file to open it.

Lesson 1: Getting Started with Microsoft Project | Topic B

Lesson 1: Getting Started with Microsoft Project | Topic B

The View Bar

The Quick Access Toolbar

Lesson 1: Getting Started with Microsoft Project | Topic B

Lesson 1: Getting Started with Microsoft Project | Topic B

Advise the students that

The Contextual Tab

The Status Bar

Lesson 1: Getting Started with Microsoft Project | Topic B

The Tell Me Bar

Lesson 1: Getting Started with Microsoft Project | Topic B

Lesson 1: Getting Started with Microsoft Project | Topic B

Before You Begin

b) Right-click the Project 2016 tile and select Pin to taskbar.

2. Start a new project.

simple, and select the Start Searching button.

3. Explore the ribbon.

5. Make the View Bar visible.

Lesson 1: Getting Started with Microsoft Project | Topic B

a) On the View Bar, select Calendar.

7. Add a print command to the Quick Access Toolbar.

Verify that Print Preview appears on the Quick Access Toolbar.

8. Close Microsoft Project Professional 2016 without saving the file.

Lesson 1: Getting Started with Microsoft Project | Topic B

Lesson 1: Getting Started with Microsoft Project |