Celebal Technologies

Microsoft project -
Notes.doc
MS PROJECT BRIEF NOTES

Arvind Singh Rathore

Jr. Associate Business Analyst
[email protected]
 Microsoft Project : is a powerful tool for project management that can help
you plan, manage, and track projects of varying sizes and complexities.

1. Project Planning: Microsoft Project is used to create a project plan that includes tasks,
schedules, and resource allocation. It allows you to define project goals, objectives, and
timelines, and to set up a work breakdown structure (WBS) that breaks down the
project into smaller, manageable tasks.

2. Resource Management: The software enables users to manage resources and assign
them to tasks based on their skills and availability. This helps ensure that the right
resources are available at the right time, which can help improve project efficiency and
reduce costs.

3. Budgeting and Cost Tracking: Microsoft Project allows you to set up a project
budget and track costs throughout the project lifecycle. It enables you to create cost
estimates, track actual costs, and compare them to the budgeted costs, which can help
you manage project costs and stay within your budget.

4. Schedule Management: The software includes features for managing project

schedules, including critical path analysis and Gantt charts. This helps you keep track
of project timelines and deadlines, identify potential delays, and adjust the schedule as
needed to keep the project on track.

5. Collaboration and Communication: Microsoft Project includes features for

collaboration and communication among project team members. It enables users to
share project information, status updates, and documents, and to collaborate on tasks
and projects in real-time.

6. Risk Management: The software includes features for identifying and managing
project risks. It enables you to create a risk management plan, identify potential risks,
assess their impact and likelihood, and develop mitigation strategies to reduce the
impact of risks on the project.

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SECTION 1

1.0 Start a New Project File

To start a new project file

1. Click New .
2. Enter a start or finish date.
o To enter a start date, type the date on which you want to start
your project in the Start date box.
o To enter a finish date, click Project Finish Date in the Schedule from
box, and then type a finish date from which to schedule your project in
the Finish date box.

To change a project start or finish date

1. On the Project menu, click Project Information.

2. Enter a start or finish date.
o To enter a start date, type the date on which you want to start
your project in the Start date box.
o To enter a finish date, click Project Finish Date in the Schedule from
box, and then type a finish date from which to schedule your project in
the Finish date box.

1.1 Save Your Project

1. On the Tools menu, click Options, and then click the General tab.
2. To turn on the Planning Wizard, select the Advice from Planning Wizard
check box.
To turn off the Planning Wizard, clear the Advice from Planning Wizard
check box.

To enter a task in the Gantt Chart view

1. On the View Bar, click Gantt Chart .

2. In the Task Name field, type a task name.
Use a verb and a noun to name tasks (for example, Pour concrete).
3. Click or press ENTER.

1.3 Delete Tasks

To delete a task

1. On the View Bar, click Gantt Chart .

2. In the Task Name field, select the task you want to delete.
3. On the Edit menu, click Delete Task.

1.4 Enter or Change Task Durations

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To change a task duration

1. On the View Bar, click Gantt Chart .

2. In the Duration field for the task duration you want to change, type the
duration you want.
To specify elapsed duration, precede the time unit with the letter "e" (for
example, edays for elapsed days).
3. Click or press ENTER.

To move a task

1. On the View Bar, click Gantt Chart .

2. Click the ID number of the task you want to move.

3. Click Cut Task .

4. Select the row above which you want to insert the task.
5. Click Paste .

typically, a summary task represents a phase or a subphase of your project.

1.5 Summing Up Summary Tasks

To indent or outdent a task

1. On the View Bar, click Gantt Chart .

2. In the Task Name field, select the task you want to indent or outdent.

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SECTION 2

2.0 Getting Tasks Done in the Right Order, at the Right Time

2.1 The Power of Linking

To enable Microsoft Project to start each task at its proper time, you need to link the
tasks to each other, based on their start and finish dependencies.

The power of linking tasks is two fold:

 we can let Microsoft Project calculate all dates for you: task start and finish
dates, as well as the project finish date.
 We can see instantly how changes in the start, finish, and duration of a task
affect related tasks and the schedule as a whole.

2.2 Determine the Best Sequence for Your Tasks

A task that must start or finish before another task can begin is called a predecessor
task. A task that depends on the start or finish of a preceding task is called a successor
task.

2.3 Which Task Link Should You Use?

A task starts after its Finish-to-start (FS)

predecessor finishes

A task starts when its Start-to-start (SS)

predecessor starts

A task finishes when its Finish-to-finish

predecessor finishes (FF)

A task finishes after its Start-to-finish (SF)

predecessor starts

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2.4 Create a Task Link

The most commonly used task link in a typical project schedule is FS. Because you’ll
be applying this link often, Microsoft Project enables you to link tasks in an FS
dependency quickly.
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 To link tasks in an FS dependency

1. On the View Bar, click Gantt Chart .

2. In the Task Name field, select two or more tasks you want to link.
3. Click Link Tasks .

Avoid Entering Start and Finish Dates - Link Your Tasks

2.5 change or Remove a Task Link

If the link between tasks doesn’t accurately reflect the dependency between those
tasks, we can easily change the type of link that connects them. If you later decide
that you don’t want a link between particular tasks, you can remove that link.

To change a task link

1. On the View Bar, click Gantt Chart .

2. Double-click the link line of the tasks you want to change.
3. In the Type box, click the task link you want.

To remove a task link

1. On the View Bar, click Gantt Chart .

2. In the Task Name field, select the tasks you want to unlink.
3. Click Unlink Tasks.
The task will be rescheduled based on any other dependencies.

2.6 Overlap or Delay Tasks

between the finish of a predecessor task and the start of a successor task. With lead
time, you can overlap two tasks so that a successor task starts before the predecessor
task finishes.

To add lead or lag time

1. On the View Bar, click Gantt Chart .

2. In the Task Name field, select the successor task you want, and then click
Task Information .
3. Select the Predecessors tab.
4. In the Lag field, type the lead time or lag time you want, as a duration or as a
percentage of the predecessor task’s duration.
Type lead time as a negative number or as a negative completion percentage.
Type lag time as a positive number or as a positive completion percentage.

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 SECTION 3

3.1 Constraints

Eight types of constraints are available in Microsoft Project. By default, all tasks are assigned the
As Soon As Possible constraint. You can, however, choose the constraint that best meets a task’s
start or finish requirements.

Constraint Description Use for

As Soon As
Starts the task as soon as Starting a task as soon as its links with
Possible
possible based on links to predecessor tasks, if any, allow. Do
(ASAP)
other tasks. Allows schedule not enter a date with this constraint.
changes to start tasks earlier
or later.
As Late As
Starts the task as late as Starting a task as late as possible
Possible
possible based on links to without delaying the project end date
(ALAP)
other tasks. Allows schedule or the finish date of a successor task.
changes to start tasks earlier Do not enter a date with this
or later. constraint.
Finish No
Finishes the task on or after Tasks that perhaps can but shouldn’t
Earlier Than
the date you enter. Allows finish before a specific date, such as
(FNET)
schedule changes to finish the aging process for cheese.
tasks later. Microsoft Project automatically
assigns this constraint when you enter
a task finish date.
Start No
Starts the task on or after the Tasks that must start on or after a
Earlier Than
date you enter. Allows specific date. Microsoft Project
(SNET)
schedule changes to start tasks automatically assigns this constraint
later. when you enter a task start date.
Finish No
Finishes the task on or before Tasks that must finish by a specific
Later Than
the date you enter. Allows date.
(FNLT)
schedule changes to move the
finish date up to, but not
beyond, the specified finish
date.
Start No
Starts the task on or before the Tasks that must start by a specific
Later Than
date you enter. Allows date.
(SNLT)
schedule changes to move the
start date up to, but not later
than, the specified start date.
Must Finish
Finishes the task on a specific Tasks that must finish on a specific
On
date. Schedule changes don’t date.
(MFO)
affect the finish date.
Must Start On
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3.2 Constrain a Task to Start or Finish On or Near a Specific Date

To set a constraint

1. On the View Bar, click Gantt Chart .

2. In the Task Name field, select the task you want, and then click Task
Information .
3. Click the Advanced tab.
4. In the Type box, click a constraint type.
5. If you selected a constraint other than As Late As Possible or As Soon As
Possible, click a constraint date in the Date box. (Otherwise, Microsoft
Project uses the task’s current start or finish date.)
Microsoft Project adds the constraint and recalculates the schedule.

It’s also a good idea to check the necessity of your constraints occasionally.

To check a constraint

1. On the View Bar, click Gantt Chart .

2. On the View menu, point to Table, and then click More Tables.
3. In the Tables list, click Constraint Dates.
4. Click Apply.

3.3 Resolve a Task Constraint Conflict

A task with an inflexible constraint can cause a number of problems.

To turn on the Planning Wizard

1. On the Tools menu, click Options.

2. Click the General tab.
3. Under Planning Wizard, select the Advice about errors check box.

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SECTION 4

4.0 Assembling Your Resources and Specifying Working Times

You can use Microsoft Project to create a resource list, which contains the names of
the resources that are available to your project. Your resource list should include
resources sufficient in number and skills to accomplish your project goals

4.1 Determine Your Resource Needs

Before you create your resource list, you should consider how many resources you
need and what skills they require. The number of resources you use affects both the
duration and the cost of your project.

To determine your resource needs accurately, consider the following factors:

1. What is the project scope? Assess whether your project goals are ambitious or
small, many or few.
2. What kinds of tasks need to be done?
3. How many tasks need to be done?
4. What set of skills is required for each task?
5. How many resources do you need to complete each task on time?
6. Can one resource work on more than one task?

4.2 Create a Resource List for Your Project

Using Microsoft Project, you have two methods for adding resources. If you have
fewer than 10 or so resources, you can add them one at a time as you assign resources
to tasks. If your project includes more than 10 resources, you’re better off creating a
resource list before you assign resources to tasks.

4.3 When Is a Set of Resources Not a Resource Group?

Typically, a resource set is any collection of resources that share the same skills or
attributes and that you might assign to the same tasks. A resource group, on the other
hand, can consist of any combination of individual resources and resource sets and is
typically used to categorize resources so that they can be tracked and reported on.

To create a resource list

1. On the View Bar, click Resource Sheet .
2. On the View menu, point to Table, and then click Entry.
3. In the Resource Name field, type a resource name in a blank field.
4. If you want to designate a resource group, type a name for the group in the
Group field.
To add several resources to the same group, type the same group name in the
Group field for each resource.
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 5. If necessary, type the number of resource units available for this resource in
the Max. Units field.
6. Change the default information in the remaining fields as appropriate.
7. Repeat steps 3 through 6 for each resource.

4.4 Create a Working Times Calendar for a Group of Resources

Whenever several resources share basic schedule information, you can create a
different base calendar for them. For example, you can have a base calendar for the
day-shift workers and one for the night-shift workers.

To modify a project calendar or create a working times calendar for a group

of resources

1. On the Tools menu, click Change Working Time.

2. Click New.
3. In the Name box, type a name for the calendar, and then click OK.
A copy of the Standard calendar appears, with the name you specified.
4. On the calendar, select the dates you want to modify.
5. Click Use default, Nonworking time, or Working time to modify the
selected dates.
6. If you clicked Working time in step 5, type the times you want work to start
in the From boxes and the times you want work to end in the To boxes.

4.5 Assign a Group of Resources to a Working Times Calendar

After you create a base calendar, you need to assign the calendar to each resource that
will be using it.

To assign resources to a working times calendar

1. On the View Bar, click Resource Sheet .

2. In the Base Calendar field of each resource you want to assign to a calendar,
select the same base calendar.

4.6 Modify a Working Times Calendar for an Individual Resource

A resource calendar stores the schedule for one resource. It contains exceptions to the
base calendar. Adjust the resource calendar to accommodate individual vacations or
part-time hours. When you assign a resource to a task, Microsoft Project uses the
resource calendar to determine the resource’s work schedule. For example, if a week
of vacation is specified on the lead designer’s resource calendar, Microsoft Project
does not schedule work during that week.

To modify a working times calendar for an individual resource

1. On the View Bar, click Resource Sheet .
2. In the Resource Name field, select a resource, and then click Resource
Information .
3. Click the Working Time tab.
4. In the Base calendar box, click the base calendar you want to modify for the
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 resource.
5. On the calendar, select the dates you want to change.
6. Click Use default, Nonworking time, or Working time to modify the
selected dates.
7. If you clicked Working time in step 6, type the times you want work to start
in the From boxes and the times you want work to end in the To boxes.

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SECTION 5

5.0 Assigning Resources to Tasks

When you assign resources to a task, Microsoft Project calculates the task’s schedule
by using the work, duration, and resources associated with the task.

5.1 How Microsoft Project Schedules a Task

Microsoft Project schedules a task based on information that you enter into your
project plan (such as the task duration), the type of link you assign to the task,
resource assignments, and constraints. When you vary any one of these factors, you
can affect the task’s schedule. To have Microsoft Project schedule a task exactly the
way you want it, you need to know how these factors do that.

The following factors are used to calculate a task’s schedule.

5.2 The Link Between the Task and Its Predecessor

The start date that Microsoft Project calculates for a task depends on the type of link
you have assigned it. For example, if it’s a finish-to-start (FS) link, the task begins as
soon as its predecessor finishes. With a start-to- start (SS) link, the task begins when
its predecessor begins.

5.3 The Duration You Enter for the Task

Microsoft Project uses the task’s duration to calculate the start date or finish date. A
good rule of thumb is to have a specific number of resources in mind when you enter
duration. For example, if you know that a task usually takes three people 8 hours to
complete, enter the duration as 8 hours. When you assign resources to the task,
remember to assign three of them all at once, or else change the duration accordingly.

5.4 The Resource’s Working and Nonworking Time

Defined in a resource calendar, a resource’s working and nonworking days and hours
let Microsoft Project know which days and how many hours per day a resource is
available to work.

5.5 The Resource Units You Assign to a Task

When you assign a resource to a task, you can specify the percentage of the resource’s
total daily working hours that the resource will work on the task. If you don’t specify
resource units, Microsoft Project assumes you want the resource to work full-time
(100 percent) on the task (unless it’s a part-time resource).

With effort-driven scheduling, the more resources you assign to a task, the shorter the
duration becomes. In the Gantt Chart view, the Gantt bars decrease in length.

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5.6 Assign One or More Resources to a Task

When you assign a resource to a task, you create an assignment. You can assign any
resource to any task and change assignments at any time.

By default, Microsoft Project assigns 100 percent units to each resource.

To assign a resource to a task

1. On the View Bar, click Gantt Chart .

2. In the Task Name field, select the task to which you want to assign a resource.
3. Click Assign Resources .
4. In the Name field, select the resource you want to assign to the task.
If necessary, type the name of a new resource in a blank Name field.
5. Click Assign.
A check mark to the left of the Name field indicates that the resource is
assigned to the selected task.

5.7 Control When a Resource Starts Working on a Task

To control when a resource works on a task

1. On the View Bar, click Gantt Chart .

2. On the Window menu, click Split.
3. In the Task Name field, select the task for which you want the resource’s
work to be delayed.
4. Click the Task Form view in the bottom pane.
5. On the Format menu, point to Details, and then click Resource Schedule.
6. If there is no work for the resource in the Work field, enter the work in the
field, and then press ENTER.
7. In the Delay field for the resource, enter the duration by which you want to
delay the start of the resource’s work.
For example, type 2h for a delay of 2 hours; type 2d for a delay of 2 days.
8. Click OK.
9. On the Window menu, click Remove Split.

5.8 Remove a Resource from a Task

If one of your resources falls ill or becomes too busy to work on a task, you might
need to remove that resource.

To remove a resource from a task

1. On the View Bar, click Gantt Chart .

2. In the Task Name field, select a task from which you want to remove a
resource.

3. Click Assign Resources .

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 4. In the Name field, select the resource you want to remove, and then click
Remove.

5.9 Replace a Resource in One Step

You can replace a resource with someone on your resource list in one step.

To replace a resource with another resource

1. On the View Bar, click Gantt Chart .

2. In the Task Name field, select a task with a resource you want to replace.
3. Click Assign Resources .
4. In the Name field, select the resource you want to replace, and then click
Replace.
5. In the Name field, select one or more resources to assign to the task, and then
click OK.

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