MS Project User Manual

(Compiled by Christian Maurer) Table of Contents 1 Introduction.................................................................................................................2 What can MS Project do for you?..............................................................................2 2 Working with MS Project...........................................................................................3 1.1Starting MS Project...............................................................................................3 1.2The MS Project 2003 works ace!.........................................................................3 3 "reating a new Project................................................................................................# 1.3Setting the roject start date and adjusting the roject ca$endar!..........................% 1.#&djusting the Ti'e Sca$e (or'at..........................................................................) 1.%*nter Task +a'es and Task ,o$$ - s.................................................................... 1.)/rganising Tasks into Phases!...............................................................................0 1.).1*sti'ating 1urations!.....................................................................................0 1.).22inking Tasks...............................................................................................10 1.).31is $aying the roject su''ary task...........................................................11 1.).#Show /ut$ine +u'3er! 4W5S "ode6...........................................................12 # &djusting Task ,e$ationshi s!..................................................................................13 1..Task "onstraints!.................................................................................................1% 1...1($e7i3$e task constraints!..............................................................................1) 1...2Se'i8f$e7i3$e constraints!.............................................................................1. 1...3Inf$e7i3$e ti'e constraints!...........................................................................1. 1.9Task Ty es!.........................................................................................................19 1.9.1(i7ed 1uration..............................................................................................19 1.9.2(i7ed Work...................................................................................................19 1.9.3(i7ed -nits...................................................................................................10 % Project ,esources......................................................................................................10 1.0*ntering resources into the ,esource Sheet!.......................................................20 1.0.1Setting - *:ui 'ent ,esources.................................................................20 1.0.2Setting u Materia$ ,esources......................................................................20 1.0.3*ntering ,esource Pay ,ates........................................................................20 1.0.#1ocu'enting ,esources!..............................................................................21 1.10&djust the Working Ti'e for the ,esources!....................................................21 ) (or'atting and Printing the Project P$an..................................................................22 1.11"reating a co y of the ;antt "hart....................................................................22 . Sa<ing a Project 5ase$ine..........................................................................................23 9 &ssigning ,esources to Tasks!..................................................................................2% 1.12The Schedu$ing (or'u$a! 1uration= -nits= and Work!.....................................2. 1.13*ffort8dri<en schedu$ing 'ethod!.....................................................................2. 0 Tracking the roject>s rogress.................................................................................29 1.1#2e<e$s of tracking!.............................................................................................20 1.1#.1Track a roject as schedu$ed.......................................................................20 1.1#.2*ntering a Tasks>s "o' $etion Percentage................................................30 1.1#.3Tracking &ctua$ Work for Tasks and &ssign'ents...................................30

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1 Introduction
MS Pro e!t has been espe!ially de"eloped #or pro e!t management and is a use#ul so#t$are appli!ation #or planning% tra!&ing and !ontrolling a pro e!t. 'hat !an MS Pro e!t do #or you( MS Pro e!t is only a tool $hi!h supports pro e!t managers. )t does not e*e!ute pro e!t management #or you. MS Pro e!t !an do !al!ulations in terms o# durations or !osts a!!urately. MS Pro e!t allo$s +$hat i# s!enarios(,% to ma&e !hanges to the pro e!t and see the e##e!ts to those !hanges be#ore #inalising your plan and !ommitting it to $or&. -n!e your plan is in a!tion% MS Pro e!t !an tra!& all the in#ormation you !olle!t about the $or&% duration% !osts and resour!e re.uirements #or your pro e!t so that you !an ma&e ad ustments in order to &eep on target. MS Pro e!t helps you to !reate and print "arious prede#ined reports and "ie$s .ui!&ly. /o"e"er% $hi!h e"er pro e!t management so#t$are pa!&age you ha"e in use% the ma!hine !annot do #our things0 )t !annot !reate the tasks #or you )t !annot !reate the logical relationships bet$een the tas&s )t does not &no$ the duration o# tas&s )t !annot possibly &no$ $hat resources you ha"e to apply to the tas&s

1hus the dra$ing up o# a detailed $or& plan sho$ing the logi! o# se.uen!es is an essential part o# the planning pro!ess.

NOTE: MS Project also as a !er" useful #el$ facilit" %it its o%n set of online tutorials t at "ou can do at an" ti&e'

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( )orking %it MS Project

1.1 Starting MS Project
Programs > MSOffice > MS Project
2 s!reen similar to the one belo$ should appear0

1.2 The MS Project 2003 workspace:

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Menu Bar

)orking *rea of t e Screen

1he main $or&ing area o# the s!reen is split in t$o main parts0 the Entr" table on the le#t and the +antt !hart 4named a#ter the 5.S. engineer /. 6. 7antt8 on the right% separated by a di"ider bar.

Entr" Table
1he entry table $ill !ontain a listing o# e"ery tas& re.uired by the pro e!t and $ill sho$ !al!ulated details #or ea!h tas&.

+antt C art
1he 7antt !hart $ill sho$ bars dra$n to represent the duration o# ea!h tas& against a !alendar times!ale. 1he name o# the a!ti"e "ie$ appears on the le#t edge o# the "ie$

, Creating a ne% Project

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9e#ore you !an put any in#ormation into the !omputer you ha"e to plan the pro e!t in some detail0 Produ!e a $or& brea&do$n stru!ture $ith a tas& list Produ!e a time s!hedule (se.uen!ing and lin&ing o# tas&s) Produ!e a resour!e plan (people% material% budget re.uired) 2ssign resour!es to tas&s

Tasks are the basi! $or& units o# a pro e!t and des!ribe pro e!t $or& in terms o# se.uen!e% duration% and resour!e re.uirements.

1.3 Setting the project start date and adjusting the project calendar:
Pro e!ts !an be s!heduled #rom the start date or ba!&$ards #rom the end date. Set the start/end date as $ell as the s!hedule #orm in the Pro e!t )n#ormation Pane: to a!!ess this dialog bo* !li!& on +Pro e!t, in the main menu bar and sele!t +Pro e!t )n#ormation ;,

<or !hanging the $or&ing times o# the Standard Calender (Mo = <ri% >?12 and 13?17) !li!& on +1ools, in the main menu bar and sele!t +Change 'or&ing 1imes ;,

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1.4 Adjusting the Ti e Scale !or at

)n order to !hange the #ormat o# the time s!ale #or the 7antt?Chart sele!t +<ormat, in the main menu bar and !li!& on +1imes!ale ;,

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1." #nter Task $a es and Task %oll &ps

1) )# the tas& table is not already displayed then !li!& +1as&s, on the toolbar 2) Cli!& the !ell dire!tly belo$ the 1as& Bame !olumn heading 3) 1ype in the tas& name and press CB1CD Eour s!reen should no$ loo& similar to the one belo$.

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Ca!h tas& gets an )F number. Ca!h tas& has a uni.ue )F number% but it does not ne!essarily represent the order in $hi!h the tas&s o!!ur.

Eou $ill noti!e that the duration de#aults to 1 day $ith a .uestion mar& = this indi!ates that this is an estimated duration you !an !hange later. 2 !orresponding tas& bar o# one day,s length appears in the 7antt !hart. 9y de#ault the tas& start date is the same as the pro e!t start date.

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1.' (rganising Tasks into Phases:

2 su&&ar" task% or a roll u$% !onsists o# a number o# sub?tas&s. )n the 7antt Chart a summary tas& is indi!ated by the summary tas& bar and the summary tas& name appears in bold letters. 1o allo!ate an indi"idual tas& to a summary tas& you ha"e to indent the tas&. Eou !an indent or outdent a tas& by sele!ting the tas& and !li!&ing on the indent or outdent icon in the tool bar.

1'-'1 Esti&ating .urations:

1he .uestion mar& in the duration #ield indi!ates that the duration is an estimate. 1he duration o# a tas& is the amount o# time you e*pe!t it $ill ta&e to !omplete the tas&. 1he durations !an range #rom minutes to months. 9ut most !ommonly used are hours% days% and $ee&s. Pro e!t tas& durations di##er #rom !alendar durations. <or instan!e i# you s!hedule an > hours $or&ing day and you ha"e a tas& that ta&es 1A hours% you !ould enter its duration as 2 days to s!hedule the $or&. /o$e"er% i# you s!hedule the start o# the tas& #or <riday > am it $ould not be !ompleted be#ore Monday @ pm% be!ause Saturday and Sunday (by de#ault) are s!heduled as non$or&ing time. 9ut o# !ourse it is possible to set the $ee&end as $or&ing time.

Milestones0 )# you enter 0 #or the duration o# a tas& the blue bar be!omes a bla!& diamond $ith a date = this is !alled a Milestone and denotes an important de!ision or a!tion point in a pro e!t.
2#ter you ha"e entered tas& durations your pro e!t plan should no$ loo& similar to the one belo$0

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1'-'( /inking Tasks

2 po$er#ul $ay o# se.uen!ing tas&s is to de#ine the prede!essor tas&(s) #or ea!h tas&. Eou !an sele!t the pre!eding tas&s in the tas& in#ormation pane. )n order to display the tas& in#ormation pane #or a spe!i#i! tas&% sele!t the tas&% and either double?!li!& on it or !li!& on the right mouse button and sele!t 1as& in#ormation ;

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Eou $ill need to go to View > Zoom > Entire Project periodi!ally to &eep your pro e!t plan in "ie$.

1'-', .is$la"ing t e $roject su&&ar" task

1) MS Pro e!t automati!ally generates the pro e!t summary tas& but doesn,t display it by de#ault. 2) Cli!& on 1ools in the main menu bar and sele!t -ptions

3) Sele!t the Hie$ pane 4) 5nder +Outline o$tions for 01 sele!t the S o% $roject su&&ar" task !he!& bo*% and then !li!& -I @) MS Pro e!t displays the pro e!t summary tas& at the top o# the 7antt !hart "ie$.

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1'-'2 S o% Outline Nu&ber: 3)4S Code5

1ools J -ptions J Hie$ J Sho$ outline number

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2 *djusting Task 6elations i$s:

1here are 4 types o# tas& dependen!ies0 7inis to start0 #inish date o# prede!essor determines the start date o# the su!!essor

E8a&$le0 the $alls o# a house must be ere!ted be#ore you !an put on the roo#.

Start to start0 start date o# prede!essor determines the start date o# the su!!essor.

E8a&$le0 library resear!h and $eb resear!h are !losely related and !an o!!ur simultaneously.

7inis to finis 0 #inish date o# the prede!essor determines the #inish date o# the su!!essor

E8a&$le0 !oo&ing a tur&ey and potatoes #or a dinner. 9oth dishes need to be ready at the same time% independently #rom their indi"idual !oo&ing times.

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Start to finis 0 start date o# the prede!essor determines the #inish date o# the su!!essor tas&. 1his relationship is "ery rarely used.

E8a&$le0 Eou need a lot o# printing paper in your pro e!t but donKt ha"e room on your o##i!e #or a great number o# paper bo*es% so you only order ne$ printing paper $hen your supply is running lo$. 1he depletion o# paper by !urrent a!ti"ities triggers an order #or more paper. 1as& relationships re#le!t the se.uen!e in $hi!h $or& should be done. 9y de#ault MS Pro e!t uses Start to #inish relationships. )n order to !hange the tas& relationship type double !li!& on the tas& and sele!t the Prede!essor $indo$ in the tas& in#ormation pane0

Eou !an also s!hedule0 2n o"erlap (!alled lead ti&e) -D 2 delay (!alled lag ti&e)

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bet$een the #inish and start dates o# prede!essor and su!!essor tas&s. )# 2 tas&s ha"e a <S?relationship0 /ead ti&e !auses the su!!essor tas& to begin be#ore its prede!essor tas& !on!ludes /ag ti&e !auses the su!!essor tas& to begin some time a#ter its prede!essor tas& !on!ludes.

1.) Task *onstraints:

1here are , categories of constraints0 7le8ible !onstraints Se&i9fle8ible !onstraints Infle8ible !onstraints

Setting task constraints:

1) Fouble?!li!& on a tas& in order to open the +1as& )n#ormation, $indo$ 2) Sele!t +2d"an!ed, 3) Eou !an set a Feadline #or this tas& -D 4) Eou !an !hoose #rom a list o# !onstraint types and spe!i#y a !onstraint date.

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1':'1 7le8ible task constraints:

<le*ible !onstraints allo$ tas&s to be s!heduled $ithout any limitations other than their prede!essor and su!!essor relationships. Bo #i*ed start or end dates are imposed by the !onstraint types. Use t ese constraint t"$es % ene!er $ossible;

*S*P 3as soon as $ossible5:

1his is the de#ault setting in pro e!t $hen s!heduling the pro e!t #rom the start date. )# you do not !hange this !onstraint% all tas&s $ill o!!ur as soon as they !an o!!ur.
*/*P 3as late as $ossible5:

Pro e!t $ill s!hedule all tas&s as late as they !an o!!ur. 1his is the de#ault setting in pro e!t $hen s!heduling the pro e!t #rom the end date.

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1':'( Se&i9fle8ible constraints:

6imit the res!heduling o# a tas& $ithin the date !onstraints you spe!i#y. SNET 3start no earlier t an5: 5se this !onstraint to ensure that a tas& $ill not start be#ore a spe!i#i! date. SN/T 3start no later t an5: 5se this !onstraint to ensure that a tas& $ill not start a#ter a spe!i#i! date. 7NET 3finis not earlier t an5: 5se this !onstraint to ensure that a tas& $ill not #inish be#ore a spe!i#i! date. 7N/T 3finis not later t an5: 5se this !onstraint to ensure that a tas& $ill not #inish a#ter a spe!i#i! date.

1':', Infle8ible ti&e constraints:

Completely pre"ent the res!heduling o# a tas&. 5se these !onstraint types only $hen absolutely ne!essaryL MSO 3&ust start on5: 5se this !onstraint to ensure that a tas& $ill start on an e*a!t date. M7O 3&ust finis on5: 5se this !onstraint to ensure that a tas& $ill #inish on an e*a!t date. Use infle8ible constraints onl" if t e start or t e finis date of a task is fi8ed b" factors be"ond "our control' M)orkN% and M.urationN are both measured by time% but MFurationN is di##erent #rom M'or&N. <or this reason% $e use a di##erent unit o# time #or duration.

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 Measure %ork in ours. )t is multiplied by the hourly pay rate to !al!ulate labour !osts. Measure duration in da"s% or $ee&s% $hate"er suits the length o# your pro e!t. 2s an e*ample o# $hy 'or& and Furation are di##erent% !onsider these e*amples0 Ouotes are re.uired #rom suppliers% and although $e !an send a !o"ering letter $ith only 3 hours $or&% allo$ing the suppliers a 2 $ee& response time might ma&e the total duration 3 $ee&s.

1.+ Task T,pes:

1here are 3 di##erent tas& types0 <i*ed Furation <i*ed 'or& <i*ed 5nits

1'<'1 7i8ed .uration

2 tas& ta&es so long% no% matter ho$ many resour!es are thro$n at it. Paint drying% !on!rete setting% ma!hine !y!le times% are all e*amples.

1'<'( 7i8ed )ork

1he amount o# $or& is #i*ed% but the $or& $ill (nearly) hal# i# $e double the resour!es. 7etting 2 gardeners to tidy a garden% or 2 painters to emulsion paint a room are good e*amples. 2#ter a !ertain point though% the resour!es start to argue% dis!uss% and run out o# tools or other resour!es/materials. Bormally there is a limited bene#it #rom adding resour!es to a tas&.

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1'<', 7i8ed Units

2 set number o# resour!es are re.uired to do the tas&% e.g. student and super"isor in order to dis!uss the topi! o# the diploma thesis.

= Project 6esources
)n a pro e!t $e need resour!es = people% e.uipment% material = to !omplete the tas&s. 'ith MS Pro e!t $e can control basicall" ( as$ects of resources0 *!ailabilit" Costs

*!ailabilit" determines $hen spe!i#i! resour!es !an $or& on tas&s and ho$ mu!h $or& they !an. Costs re#er to ho$ mu!h money $ill be re.uired to pay #or those resour!es. 1here are ( t"$es of resources in MS Pro e!t0 )ork resources (people and e.uipment that do the $or&) Material resour!es

E8a&$les: )ndi"iduals identi#ied by name0 )ndi"iduals identi#ied by ob title / #un!tion0 7roups o# people $ith !ommon s&ills0 C.uipment0 Claudia 6emba!h super"isor% inter"ie$er ele!tri!ians% inter"ie$ers Cam!order% batteries

C.uipment resour!es don,t need to be portable0 a #i*ed lo!ation (e.g. #or a photo shooting% "ideo editing lab% printing house) !an also be !onsidered as e.uipment.

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1.- #ntering resources into the %esource Sheet:

1) Cli!& on +Hie$, in the main menu bar and sele!t +Desour!e Sheet, 2) Cli!& in the #irst !ell underneath +Desour!e Bame, and type in the resour!e name and press CB1CD 3) )n the 1ype #ield% sele!t either 'or& or Material. 4) 1he Ma*. 5nits !ell represents the ma*imum !apa!ity o# a resour!e to a!!omplish a tas&. Ma*imum !apa!ity o# 100P this means that 100P o# this person,s time is a"ailable to $or& on a gi"en tas&s.

1'>'1 Setting U$ E?ui$&ent 6esources

Eou !an set up people and e.uipment resour!es li&e$ise.

1'>'( Setting u$ Material 6esources

Material resour!es are consu&ables that you use up as the pro e!t pro!eeds. <or instan!e material resour!es might in!lude batteries% nails% !on!rete et!.

1'>', Entering 6esource Pa" 6ates

1ra!&ing and managing !ost in#ormation allo$s you to ans$er .uestions as0

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'hat is the e*pe!ted total !ost o# the pro e!t% based on our tas& duration and resour!e estimates( 2re $e using e*pensi"e resour!es to do $or& that less e*pensi"e resour!es !ould do instead(

/o$ mu!h money $ill a spe!i#i! type o# resour!e or tas& !ost during the $hole pro e!t li#e !y!le(

2re $e spending money at a rate that $e !an sustain #or the planned duration o# the pro e!t(

)n Desour!e Sheet% !li!& the +Standard Date, #ield to enter pay rates #or resour!es.

1'>'2 .ocu&enting 6esources:

1. Fouble?!li!& on a resour!e and you $ill get a s!reen similar to the one belo$0 2. Please sele!t the 7enerals S!reen. Eou !an put Cmail?2ddress% Spe!i#y type o# $or& 3. Please sele!t the Cost S!reen. Eou !an see the !ost details $e spe!i#ied #or our resour!e.

1.10 Adjust the .orking Ti e /or the %esources:

2 resour!e !alendar !ontrols the $or&ing and non$or&ing times o# a resour!e. 9y de#ault MS Pro e!t uses the Standard base !alendar (Monday to <riday% > am to @ pm) )# all the $or&ing times o# your resour!e plan are the same as the Standard base !alendar% you do not need to edit any resour!e !alendars. /o$e"er% it is "ery li&ely that "our resources %ill need e8ce$tions to t e %orking ti&e in t e Standard Calendar% su!h as0 2 fle8ible %ork ti&e s!hedule

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@acation time -ther times $hen a resour!e is not a"ailable to $or& on the pro e!t% su!h as time spent on training or attending a !on#eren!e

1his means% $hen you !hange the $or&ing time in the Standard Calendar% the !hanges apply to the time#rame o# the $hole pro e!t. 1here#ore% it is better to apply spe!i#i! !hanges to the indi"idual resour!es rather than to the Standard Calendar. <or c anging t e indi!idual %orking ti&es !li!& on +'or&ing 1imes, in the Desour!e )n#ormation pane.

- 7or&atting and Printing t e Project Plan

@ie%s and re$orts are the most !ommon $ays to see or print a pro e!t plan,s data. 1he de#ault #ormatting o# the 7antt Chart Hie$ $or&s $ell #or ons!reen "ie$ing% and printing. /o$e"er% it is possible to !hange the #ormatting o# ust about any element on the 7antt?Chart. , %a"s of for&atting a +antt9C art: <ormat $hole !ategories o# 7antt bars in the 4ar St"les dialog bo8% $hi!h you !an open by !li!&ing in the 9ar Styles !ommand on the <ormat menu. <ormat $hole !ategories o# 7antt bars using the +antt C art )iAard% $hi!h you !an start by !li!&ing the 7ant Chart 'iQard !ommand on the <ormat menu

<ormat indi"idual 7antt bars dire!tly by double9clicking on t e +antt bar to get its #ormatting options.

1.11 *reating a cop, o/ the 0antt *hart

A) Create a !opy o# the 7antt Chart "ie$ so that the #ormatting !hanges you ma&e $on,t a##e!t the original 7antt Chart "ie$.

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7) -n the H)C' menu% !li!& More Hie$s >) Cli!& the Co$" button G) )n the Bame <ield type +Copy o# 7antt Chart, and then !li!& -I 10) )n the More Hie$s dialog bo*% !li!& *$$l"' Bo$ you ha"e an e*a!t !opy o# the original 7antt Chart "ie$. Boti!e that the "ie$ title on the le#t edge o# the "ie$ $ill be modi#ied% too.

5sing the +antt C art )iAard to #ormat the 7antt bars and milestones in the !hart. 1) -n the 7O6M*T menu% !li!& on +antt C art )iAard 2) Cli!& Be*t% !li!& the Ot er button% and in the drop?do$n list sele!t #or e*ample St"le 2 3) Cli!& ne*t and sele!t +6esources and .ates1B !li!& Be*t 4) Sele!t +/inks1 bet$een tas&s% !li!& Be*t% and then +7or&at it, and C*it 'iQard @) Sele!t on the 7ile menu% Print Pre!ie% and you !an see ho$ your pro e!t plan $ill loo& li&e i# you print it out. A) Eou !an li&e$ise #ormat te*t% 7antt bars% add Desour!e )nitials instead o# !omplete names et!.
7) 5se Page Setu$% on 7ile menu in order to add additional in#ormation% e.g.

page numbers% header or #ooter in#ormation et!.

: Sa!ing a Project 4aseline

2 baseline is a !olle!tion o# important in#ormation in your pro e!t plan% su!h as the planned start dates% #inish dates% and the !osts o# the tas&s% resour!es% and assignments. 'hen you sa"e a baseline% MS Pro e!t ta&es a snapshot o# the e*isting "alues and sa"es it in your pro e!t plan #or #uture !omparison.

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Sa!ing t e $roject $lan as a baseline

1) Ma&e sure you ha"e your pro e!t plan sa"ed 2) -n the main menu bar !li!& on TOO/S J Tracking J Sa!e 4aseline 0 3) Sa"e as baseline 4) Pro e!t sa"es the baseline% e"en though there,s no indi!ation in the 7antt Chart "ie$ that anything has !hanged.

To !ie% t e c anges caused b" sa!ing t e baseline: 1) Cli!& on @IE) in the main menu bar% and then sele!t MO6E @IE)S 2) Cli!& T*SC S#EET% and then *PP/D 3) -n the main menu bar !li!& on @IE) again and point to T*4/E: SUMM*6D % and !li!& @ariance 4) 1he Harian!e table in!ludes both the s!heduled and the baseline start and #inish !olumns% sho$n side by side #or easy !omparison

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< *ssigning 6esources to Tasks:

*ssign&ent E task F resource

S$it!h to the 7antt !hart "ie$ in order to assign resour!es to tas&s. 2 %a"s of assigning resources to a task 1. Fouble?!li!& on a tas& and assign the resour!es in the resour!e pane 2. 7antt "ie$% sele!t the tas& and !li!& on the +*ssign 6esources, i!on in the tool bar 3. Cli!& on +Tools, in the main menu bar and sele!t +*ssign 6esources, 4. 7antt "ie$% s$lit %indo% and assign resour!es in the tas& #orm.

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1he assign resour!es dialog bo* appears. )n it you !an see the resour!es your !an assign or you,"e already entered.

*ssigning resources in t e s$lit %indo% !ie%:

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6eco&&ended0
Use s$lit %indo% !ie% in order to assign resources' MS Project can get !er" confusing % en starting assigning resources to tasks due to task t"$es settings and t e so9called effort dri!en sc eduling'

1.12 The Scheduling !or ula: 1uration2 &nits2 and .ork:

MS Pro e!t !al!ulates $or& using the so?!alled s!heduling #ormula0 .uration 8 Units E )ork )n general% the amount o# $or& $ill mat!h the duration unless you assign more than one resour!e to a tas& or the one resour!e you assign is not $or&ing #ull?time. E8a&$le0 1as& 4 (De#ine Plan) in our +'riting a Fiploma 1hesis, pro e!t has a duration o# 3 days. 'hen you assigned a resour!e $ith ma*. units o# 100P to tas& 4 the s!heduling #ormula loo&s li&e this0 24 hours tas& duration * 100P assignment untis R 24 hours $or& )# the resour!e !an only $or& e.g. 70P the $or& $ould be 1A%> hours. -n the other hand% i# $e assign to resour!es o# 100P ma*. units to this tas& the $or&s $ould in!rease to 4> hour = the 4> hours is the sum o# either resour!e 24 hours o# $or&. )n other $ords% both resour!es $ill $or& on the tas& in parallel.

1.13 #//ort3dri4en scheduling

ethod:

9y de#ault% MS Pro e!t uses a sc eduling &et od called effort9dri!en sc eduling' 1his means that the tas&,s initial $or& "alue remains !onstant% regardless o# the number o# additional resour!es you assign. 1he most "isible e##e!t o# e##ort?dri"en s!heduling is that as you assign additional resour!es to a tas&% that tas&,s duration de!reases or in!reases.

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Pro e!t applies e##ort?dri"en s!heduling onl" % en "ou assign resources to tasks or re&o!e resources fro& tasksL 1he tas& type determines $hi!h o# the the three s!heduling #ormula "alues remains #i*ed i# the other t$o "alues !hange. 7i8ed Units (de#ault tas& type)0 'hen you !hange a tas&,s duration% Pro e!t re!al!ulates $or&. 6i&e$ise% i# you !hange a tas&,s $or&% Pro e!t re!al!ulates duration. 7i8ed .uration0 Eou !an !hange a tas&,s units or $or& "alue% and Pro e!t $ill re!al!ulate the other "alue. 7i8ed )ork0 Eou !an !hange the units or duration "alue% and Pro e!t $ill re!al!ulate the other "alue. Bote that spe!i#ying a tas& as #i*ed does not mean its duration% units or $or& are un!hangeable. Eou !an !hange any "alue #or any tas& type.

> Tracking t e $roject1s $rogress

1ra!&ing means re!ording pro e!t details su!h as $ho did $hat $or&% $hen the $or& $as done% and at $hat !ost. 1hese details are o#ten !alled +actuals1. 1ra!&ing a!tuals is essential to properly managing a pro e!t% as opposed to ust planning% a pro e!t. Be"ertheless% unless a tas& has been !ompleted to 100P tra!&ing $or& in progress is in many !ases a +best guess, e##ort and inherently ris&yL

Tracking $roject $erfor&ance el$s "ou to ans%er ?uestions suc as: 2re tas& starting and #inishing as planned% and% i# not% $hat $ill be the impa!t on the pro e!t,s #inishing date( 2re resour!es spending more or less time than planned to !omplete tas&s(

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2re higher?than?anti!ipated tas& !ost dri"ing up the o"erall !ost o# the pro e!t(

MS Pro e!t supports se"eral $ays to tra!& progress. 1he tra!&ing method you !hoose should depend on the le"el o# detail or !ontrol re.uired by you% your sponsor% and other sta&eholders. 1ra!&ing the #ine details o# the pro e!t re.uires more $or& #rom you and possibly #rom the resour!es $or&ing on the pro e!t.

1.14 5e4els o/ tracking:

De!ord pro e!t $or& as s!heduled. 'or&s best i# e"erything in the pro e!ts o!!urs e*a!tly as planned. De!ord ea!h tas&,s per!entage o# !ompletion% either a pre!ise "alues or at in!rements su!h as 2@% @0% 70% 7@% or 100 De!ord the a!tual start% a!tual #inish% a!tual $or&% and a!tual and remaining duration #or ea!h tas& or assignment. 1ra!& assignment?le"el $or& by time period. 1his is the most detailed le"el o# tra!&ing. /ere you re!ord a!tual $or& "alues per day% $ee& or another inter"al. )t is li&ely% that you might need to apply a !ombination o# these approa!hes $ithin a single pro e!t.

1'12'1

Track a $roject as sc eduled

1he simplest approa!h to tra!&ing a progress on you pro e!t is to report that the a!tual $or& is pro!eeding e*a!tly a planned. C.g. i# a !ertain period o# time has elapsed and all o# tas&s ha"e started and #inished as s!heduled% you !an .ui!&ly re!ord this in the U$date Project dialog bo*

o S$it!h to +antt C art @ie%

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o -n the Tools Menu% sele!t Tracking and then U$date Project o 1he 5pdate Pro e!t dialog bo* appears o Sele!t U$date %ork as co&$lete t roug and in the date list sele!t the date until the tas&s are !ompleted. MS Pro e!t re!ords the !ompletion per!entage #or the tas&s. )t also displays that progress by dra$ing progress bars in the 7antt bars #or those tas&s. <urthermore% !he!& mar&s appear in the indi!ator !olumn #or tas&s that ha"e been !ompleted.

1'12'(

Entering a Tasks1s Co&$letion Percentage

Eou !an re!ord ea!h tas&,s per!entage o# !ompletion% either at pre!ise "alues or at in!rements su!h as 2@% @0% 70% 7@% or 100

1. Sele!t the tas& you $ant to tra!& 2. )n the Main Menu bar !li!& on Tracking and then U$date Tasks 3. Cnter the per!entage o# !ompletion #or the sele!ted tas& #. Eou !an also enter the actual duration of a task as $ell as the actual start and finis dates. )# you !hange the duration or the start and #inish dates pro e!t $ill re!al!ulate the start and #inish times o# the related tas&s a!!ordingly.

1'12',

Tracking *ctual )ork for Tasks and *ssign&ents

1he most detailed $ay o# re!ording a!tuals is to re!ord the a!tual $or& a!!omplished by the assigned resour!es. 16 S$it!h to the 1as& 5sage Hie$ 26 Sele!t the tas& you $ant to update in the data spreadsheet and the !li!& on 7o to sele!ted tas& in the tool bar 36 -n the @ie% &enu% point to Table: Usage% and then !li!& )ork #6 -n the 7or&at &enu% point to .etails% and the !li!& *ctual )ork <or ea!h tas& and assignment% Pro e!t displays the 'or& and the 2!tual 'or& ro$s

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%6 Eou !an enter the a!tual $or& "alue #or the resour!es in the respe!ti"e !ells.

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