Microsoft Project

Microsoft Project Management

Hailu Agegnehu Tesfaye
(PMP, Msc in Project Management and BSc in Computer Science)

. 1
 Microsoft Project

• Module 1 Initializing a Project

• Module 2 Creating a Task-Based Schedule
• Module 3 Managing Resources and Assignments
• Module 4 Tracking and Analyzing a Project
• Module 5 Communicating Project Information
• Module 6 Using Custom Options

. 2
 Initializing a Project

• Create a New Project

• Create and Maintain Calendars
• Set Up Project Information

. 3
 Project Concepts

Concept Description
An initiative, with a definite starting point and ending point, that will result
Projects
in a specific, unique outcome.
The full amount of work that needs to be performed in order to achieve
the desired outcome under the given conditions.
Scope
The term scope creep refers to the uncontrolled expansion of a project’s
scope, which can result in major delays and excessive costs.

Plans A strategy designed to guide and control the project so that the desired
result is achieved within the desired timeframe.

Tasks A specific chunk of work or effort that needs to be completed in order to

successfully execute the plan and achieve the desired result.
Anything that is needed to accomplish a project task, including people,
Resources
equipment, materials, and other costs or expenses.

Assignments The link between a resource and a task. In most cases, this means
assigning a specific person to complete a specific chunk of work.

. 4
 The Project Management Process

Process Group Description

The project’s goal is defined and authorization to undertake the project is
Initiating obtained from the required parties. The output of this phase is typically
the project charter.
The project’s scope, time, cost, and other pertinent details are
Planning
determined. The output of this phase is typically the project plan.
The project’s specific tasks are performed and resources are utilized to
Executing
achieve the desired outcome in the time frame set out in the project plan.
Managing and The project’s progress is tracked and analyzed, and any necessary
Controlling corrective actions are taken to keep the project on track.
The project’s outcome is reviewed and accepted by the parties that
Closing
authorized the project, and the project is concluded.

. 5
 Methods for Creating New Projects (1 of 2)

Method Description
Creates a completely empty file, with no pre-defined components, to
Blank Project
which you can add all of your project information.
New from existing Creates a new file from a previous file, pulling in the information added to
project the existing file into a new file.
Creates a new file and imports into it information that was created in
New from Excel Excel. When selected, a wizard will guide you through the steps of
workbook
importing from Excel into Project.
Creates a new file and imports into it information from a SharePoint task
New from
SharePoint Tasks list. When selected, you will need to enter a valid SharePoint URL and then
select a task list from that SharePoint site.
Creates a new file that is customized for a specific type of project,
Project template complete with sample information that can be modified based on your
project’s specific information.

. 6
 Methods for Creating New Projects (2 of 2)

When you open Project, the Start screen displays several commons options for creating
a new file.

. 7
 How to Create a New Project Plan

You can start to manage a project by creating a new project plan in Microsoft
Project. Here are the general steps you will use to create a new project plan.
Start a New Blank Project
To start a new blank project:
1. Ensure that Microsoft Project is open and displaying the Start screen.
2. On the Start screen, select Blank Project.
Start a New Project from a Template
To start a new project from a template:
3. On the Start screen, select a template.
4. In the Start Date field, type a date (or leave Today as the default).
5. Select Create.
Search for a Template
To search for a template:
6. On the Start screen, in the Search for online templates field, type a
keyword or name of a template.
7. Select the Start searching button.

. 8
 Activity 1.1 Creating a New Project Plan

Scenario
Trey Research is an enterprise-level company that develops and manufactures innovative products that are
designed to improve business productivity. The Research and Development (R&D) department has been
exploring new opportunities and has authorized the development of an enhanced laser presentation device.
While the concept is not new (other devices are on the market to advance slides in a presentation), Trey’s design
will incorporate three colors of laser lights, rather than only the red light that is found in competing products.
Market research has shown that public speakers want the option to use white and yellow lights also.
You will be the project manager on this exciting venture, and you are looking forward to the next several
months. The R&D department has placed tight time and cost constraints on the project, and a big bonus awaits
you if you meet them. You have used Microsoft Excel to track other projects, but the complexity of this one
demands a more robust tool, so you have decided to use Microsoft Project instead. You will create a project plan
from scratch for your work.
1. Open Microsoft Project.
1. From the computer operating system’s Start menu, navigate to and open Microsoft Project.
2. Create a new project.
1. From the File tab, click the New button and select Blank Project.
2. Verify that a new file opens with no data in it.
3. Save the file to your local computer.
1. Select the File menu, and then click Save. Navigate to the Initializing a Project folder and save
the file as My_Trey_Research_Presenter_Project
2. Close the file.

. 9
 Project Templates

You can create a project plan from a project template that contains details for a sample
project—such as phases, tasks, resources, etc.—and modify it to your project’s needs.

Here are just a few examples of the project templates available in Project from the Start
screen.

. 10
 The Save as Template Dialog Box

When saving an existing

project as a template, you
will select what data from the
old file that you want to
include (or exclude) in the
new template file.

. 11
 How to Create a Project Plan Template

Here are the general steps you will use to create a project plan template.

Create a Project Plan Template

To save a project plan as a template:

1. Export the file as a template—it will have an extension of .mpt.
2. Navigate to a convenient location where the file will be saved.
3. In the Save As Template dialog box, check the check boxes for data you want
to remove from the template file, and then select Save.

. 12
 Activity 1.2 Creating a Project Plan Template

Scenario
As you get ready to launch your new project, you realize that you might need to team up with another company, to fill any
gaps that Trey Research may have. You have found an existing Trey project that contains the tasks and resources to merge
with or acquire another company, and you would like to modify this project plan for your use. You know that you can save
it as a template, and then create a new project from the template and make the necessary changes to suit your needs. The
steps to create the template are simple.
1. Open the project plan that you want to save as a template.
1. Open the Merger_and_Acquisitions_Analysis.mpp project plan from the location where it has been saved.
2. Save the project plan as a template.
1. Use the Save As command to save the file as a Project Template, with the .mpt extension, to the location
where you want it to be saved.
3. Select the data that you like to keep or remove from the template. Note: The Mergers and Acquisitions Analysis
project is in progress, and it is important to remove any data that will not be used in a new project that will be
created based upon the template.
1. In the Save As Template dialog box, check the Values of all baselines and Actual Values options.
2. Leave the remaining values unchecked.
3. Click Save.
4. Close the template file.

. 13
 The Project Properties Dialog Box

In the Project Properties dialog box, you can enter general information about the project.

. 14
 The Project Information Dialog Box

In the Project Information dialog box, you can capture high-level information about your
project, such as the start date and an estimated finish date (which will change when you
start adding tasks and resources).

. 15
 Methods for Scheduling Projects

Projects can be scheduled

from the start date or from
the finish date.

If Project Start Date is

selected, the Start date drop-
down is active and the Finish
date drop-down is inactive.

If Project Finish Date is

selected, the Finish drop-
down is active and the Start
date drop-down is inactive.

. 16
 How to Define Project Information

Capturing the appropriate information will help you find and remember important details about your project. Here
are the general steps you will use to define the information for a project.
Change the Project Scheduling Mode
To change the project scheduling mode:
1. From the Project tab, open the Project Information dialog box.
2. In the Schedule from drop-down list, select a scheduling mode (Project Start Date or Project Finish
Date).
Change the Start Date
To change the project start date:
3. From the Project tab, open the Project Information dialog box.
4. In the Start date box, select a new date.
Change the Finish Date
To change the project finish date if you have scheduled from the finish date:
5. From the Project tab, open the Project Information dialog box.
6. In the Finish date box, select a new date.
Change the Current Date
To change the date that Microsoft Project uses as the current date:
7. From the Project tab, open the Project Information dialog box.
8. In the Current date box, select a new date.
Save a Project File to Your Computer
To save a Microsoft Project file to your computer:
9. On the File tab, select Save As.
10. Browse to a location to save the file, and name the file.

. 17
 Activity 1.3 Defining Project Information

Before You Begin

Open the My_Trey_Slide_Presenter_Project.mpp file from the Creating a New
Project Plan activity.
Scenario
Now that you have created a new project plan for your presentation device, you
need to configure some basic information in it. The project sponsor has given
you a start date for the work, and has indicated that you will schedule everything
from that start date. Microsoft Project will then calculate the finish date, based
upon the tasks, durations, and resource assignments. You do not need to change
the current date in the file, as it will not be used in any of the application’s
calculations.
1. Set the project’s scheduling mode and start date.
1. From the Project tab on the ribbon, select Project Information. Set
the Start date to August 1, 2016.
2. Ensure that the Schedule from drop-down list is set to Project Start
date.
3. Select OK.
2. Save the file, and leave it open.

. 18
 Base Calendars

Base Calendar Description

Monday through Friday
Standard 8:00 AM to 12:00 PM
1:00 PM to 5:00 PM
Tuesday through Friday
12:00 AM to 3:00 AM
4:00 AM to 8:00 AM
11:00 PM to 12:00 AM
Night Shift
Saturday
12:00 AM to 3:00 AM
4:00 AM to 8:00 AM
24 hours a day
24 Hours
7 days a week

. 19
 The Create New Base Calendar Dialog Box

In the Create New Base Calendar dialog box, you can create a new base calendar from
scratch or copy an existing base calendar and modify it to fit your needs.

. 20
 The Change Working Time Dialog Box (1 of 2)

In the Change Working Time dialog box, you can view and change working time via the
calendar that is displayed.

. 21
 The Change Working Time Dialog Box (2 of 2)

Appearance Meaning

Working Labor will be performed during the defined working hours on this date.
Labor will not be performed during the defined working hours on this
Nonworking date. This typically includes weekends and holidays.
Edited Working The hours during which labor will be performed on this date have been
Hours changed to something other than the normal working hours.
The hours during which labor will be performed on this date are different
Exception Day than the normal working hours. For instance, an organization may only be
operating during the morning on the day before a major holiday.
The hours during which labor will be performed during this entire week
Nondefault work are different than the normal working hours. For instance, an organization
week may shut down operations for an entire week if a majority of employees
will be out on vacation.

. 22
 Exceptions

You can add an exception to

the base calendar by
selecting a date in the
calendar in the Change
Working Time dialog box and
entering a name for the
exception in a blank row in
the Exceptions table.

. 23
 The Details Dialog Box

In the Details dialog box, you can view and modify the specific details for a selected
exception.

. 24
 How to Work with Project Calendars

In many projects, you need to specify the working times and non-working times using project calendars. Here are the general steps you
will use to work with project calendars.
Copy a Base Calendar
To create a new base calendar from an existing calendar:
1. From the Project tab, select Change Working Time.
2. Select Create New Calendar, and name it. Make sure that the Make a copy of radio button is selected, and select a base
calendar to copy from.
Add an Exception
To add a working time exception:
3. From the Project tab, select Change Working Time.
4. Select a date or dates on the calendar.
5. In the Exceptions table, select the highlighted cell and enter a name for the exception.
Set the Working Time of an Exception
To set the working time of an exception:
6. From the Project tab, select Change Working Time.
7. In the Exceptions table, select an exception, then the Details button to the right.
8. Below the Working times radio button, modify a From or To time, select the cell and enter the new time. To delete a row of
From and To times, select the row and press Delete.
Set a Recurrence Pattern
To set a recurrence pattern for an exception:
9. From the Project tab, select Change Working Time.
10. In the Exceptions table, select an exception, then the Details button to the right.
11. Select the Daily, Weekly, Monthly, or Yearly radio button as appropriate.
12. Select the appropriate recurrence pattern and range of occurrence.
Assign a Calendar to the Project
To assign a calendar:
13. From the Project tab, open the Project Information dialog box.
14. In the Calendar drop-down list, select a base calendar (24 Hours, Night Shift, Standard, or a calendar that you created).

. 25
 Activity 1.4 Creating and Assigning a New Calendar

Before you begin

The My_Trey_Slide_Presenter_Project.mpp file you saved in the previous activity is still open.
Scenario
Trey Research is not open on several Federal holidays, and employees will work only a half day on Election Day. You need to include
these non-working days in a calendar, and then assign the calendar to your project.
1. Create a copy of the Standard calendar.
1. On the Project tab on the ribbon, select Change Working Time.
2. Create a new calendar named Trey Research
2. Add federal holidays as exceptions.
1. Navigate in the calendar to May 2016, and select May 30.
2. In the Exceptions table, type Memorial Day
3. Add the following exceptions to the project calendar:
1. Monday, July 4, 2016, Independence Day
2. Monday, September 5, 2016, Labor Day
3. Tuesday, November 8, 2016, Election Day
3. Change the working time of Election Day to 8:00 AM-12:00 PM.
1. In the Exceptions table, select Election Day, then the Details button to the right.
2. Set the time as Working, and use the Delete key to remove the second row.
4. Set a recurrence pattern for Memorial Day and Labor Day for the next 10 years.
1. In the Exceptions table, select Memorial Day, then the Details button.
2. Change the recurrence interval to Yearly, select the Last Monday of May, and change the number of occurrences to
10.
3. Repeat these steps for Labor Day, which is the first Monday in September.
5. Assign the Trey Research calendar as the project calendar.
1. On the Project tab, select Project Information.
2. Change the calendar from Standard to Trey Research.
6. Save the file and close it.

. 26
 End of project initializing

. 27