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Project 2016 Tutorial PDF
Project 2016 Tutorial PDF
Level 1
INFOCUS COURSEWARE
Copyright 2016 by Watsonia Software Pty Ltd (ABN 64 060 335 748)
Published by Watsonia Publishing
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Australia
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Product Code: INF1664
ISBN: 978-1-925349-29-0
Build: 10/08/16
........................................
Production Acknowledgments
Microsoft Project 2016 - Level 1 is produced with the assistance, hard work, advice
and recommendations of a number of people including Alison Koster (authoring) and
Cara Hemphill (testing and proofing).
Trademark Acknowledgments
All terms mentioned in this manual that are known to be trademarks or service marks
have been appropriately acknowledged or capitalised. Watsonia Software cannot
attest to the accuracy of this information. Use of a term in this manual should not be
regarded as affecting the validity of any trademark or service mark.
Screen Shots © 1983-2016 Microsoft. All rights reserved.
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consequential damages arising from the use of information in this document. Data
and case study examples are intended to be fictional. Any resemblance to real
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Microsoft Project 2016 - Level 1
READ ME FIRST
In case you're not familiar with the terminology, This section contains some important information to
Read Me First is quite often the name given to a help you use this book so we thought we'd start
computer file that contains important information with a Read Me First section.
for people to know prior to using an application.
What skills and knowledge The skills and knowledge acquired in this course are sufficient for the
you will acquire... learner to be able to use Microsoft Project 2016 to create a new project,
enter and work with tasks and resources, create a schedule, and print
effective project information.
What you'll need to know This course assumes little or no knowledge of Microsoft Project 2016.
before beginning this However, it would be beneficial to have a general understanding of
course... personal computers and the Windows operating system environment.
Some knowledge of working with files and folders on a computer are
necessary.
The objectives of this guide… At the completion of this course you should be able to:
What you get in a chapter... Each chapter begins with a summary page listing the topics covered in
that chapter. The chapter then consists of single-page topic sheets
pertaining to the theme of the chapter.
What you'll need to have Many of the topics in this learning guide require you to open an existing
before commencing this file with data in it. These files can be downloaded free of charge from our
course... website at www.watsoniapublishing.com. Simply follow the student files
link on the home page. You will need the product code for this course
which is INF1664.
As you work through this It is strongly recommended that you close all open files, if any, prior to
guide… commencing each new chapter in this learning guide. Each chapter,
where relevant, has its own set of exercise files and any from a previous
chapter are no longer required.
Where to from here... Have a look at the next page which explains how a topic page works,
ensure that you have access to the exercise files (see above), and you're
ready to make a start.
5 6
Topic name
In Task topic sheets screen shots and graphics provide a visual clue as to what will
happen when you work through the Try This Yourself practice exercise. In
Reference topic sheets the screen shots and graphics are used to visually represent
information and concepts.
The For Your Reference (optional) element provides a quick summary of the steps
required to perform a task. These usually only appear in task-based topic sheets.
CONTENTS
NOTES:
CHAPTER 1
INFOCUS
GETTING TO KNOW PROJECT 2016
Tasks Table
The Tasks table is comprised of over 240 columns (or fields) which contain information about the tasks
such as scheduled start, scheduled finish, name, duration, cost, and the like. Some of these fields
require you to enter data, while others are calculated and filled by Project for you.
Resources Table
This table contains over 200 fields (or columns) which contain information about the resources being
used to complete the tasks in the project.
ID Name Initials Group Max Units Standard Rate Overtime Rate etc.
3 Builder FG Contractor 4 $55.00/h $75.00/h
You can also view your data in forms. Forms are similar to a form view that is usually utilised in the data
entry screen in database programs. Forms allow you to add or edit data, and you can usually cycle
through the cards as you would in a normal database.
If you wish to see your data graphically you can view it as a Gantt Chart or Network Diagram.
In addition, there are a variety of other graphs available for displaying resources.
1
Try This Yourself:
The start screen will only display when you launch the Project 2016 application directly – that is, by
clicking on a Project tile on the Start menu, clicking on the application in the All apps list or in a list of
search results, or clicking on the taskbar icon if the application has been pinned to the desktop taskbar.
Project 2016 can also be started in Windows 10 by double-clicking on a project file in File Explorer.
When this occurs Project 2016 will start with the project screen and the start screen shown above will
be bypassed.
Ribbon
Active Pane
Indicator
Sheet View
Gantt Chart
Ribbon The ribbon displays the commands required to use Microsoft Project. It is made up of tabs
(File, Task, Resource, etc.) which each contain groups of commands organised into logical
order.
Active pane The active pane indicator is a dark grey vertical bar that runs down the left side of a
indicator screen (or a view). In the example above, the active pane indicator is labelled Gantt Chart
to indicate that the Gantt Chart is the active view. As seen above, you can have two
different views displayed by splitting the screen; however, only one view will be active at a
time. This is because functions such as the commands on the ribbon change depending on
the view you are using. The indicator shows which view is currently active.
Sheet view Your project’s tasks and resources can be seen as a table, which appears similar to
spreadsheet. In Project this is referred to as a sheet view.
Scheduling mode Your project can be scheduled manually (the default) or automatically. This (very important)
indicator tells you which mode is currently applicable.
Status bar Watch this space – it tells you what Project is currently doing.
Quick view buttons There are many ways to change the view of the screen. These four buttons provide quick
access to the four most common views saving you the hassle of locating the commands to
do this on the ribbon. From left to right, these views are Gantt Chart, Task Usage, Team
Planner and Resource Chart.
Gantt chart The Gantt Chart is the most popular view of a project. It shows your project’s tasks as a
series of timelines. It is the default view of Project when it is first started and will most likely
be the one you use most.
PROJECT OPERATIONS
For a novice user the Project 2016 screen can here can be manipulated and changed using
seem intimidating. However, you’ll soon see that commands on the ribbon. The data is saved in a
it is made up of only three key areas. The data project file which is controlled through commands
you type is placed in the work area. The data on the Backstage.
The Ribbon
When you need to do something with the data in the work area, such as format it, colour it, analyse it,
move it, copy it, change the view of it and much more, you’ll find all of the relevant commands on the
ribbon. The ribbon has commands organised thematically using a series of tabs across the top.
Commands on each tab are further organised into groups of related commands. For example, the
Task tab contains commands that allow you to work with tasks, while the Resource tab contains
commands for working with resources. These commands are organised into groups such as
Schedule, Assignments, and so on.
Backstage
When you want to do something
with the data in your work area,
such as save it so that you can
access it again later, print it,
share it with a colleague, send it
to your boss, apply protective
security and so on, you will
need to access the Backstage
area of Project. The Backstage
is accessed using the File tab
on the ribbon. Rather than
offering you commands on a
ribbon, the Backstage occupies
the entire screen and has a
series of options down the left
side. Here the Print option is
active, displaying a preview of
the work area and a series of
print-related options on the right
side of the Backstage.
Info Provides status information about the current project and lets you
manage versions and permissions.
New Lets you create a new project and provides access to a gallery of
inbuilt templates as well as a range of online templates.
Open Provides a list of recent projects as well as the option to search
through your Computer, OneDrive or other place, to find what you are
looking for.
Save Saves your current project (if already saved to a location) or prompts
you to save to a location.
Save As Allows you to name your project and save it to a location.
Save as Lets you save a project as an Adobe PDF file.
Adobe PDF
Print Lets you print the current project and preview it.
Share Lets you share your project with other people via email, online
presentation, blog or cloud (e.g. OneDrive).
Export Allows you to export your project to a different application.
Close Closes your current project.
Account Contains product and user information.
Options Presents you with a range of options which assist in the creation and
editing of your project.
About Tables
Since there are dozens of fields for both Tasks and Resources, Project organises these fields into
specialised groupings called tables. For example, fields for tasks associated with costs are
organised into a Cost table, fields that are commonly used for data entry are organised into an
Entry table, and so on.
Task Tables
There are seventeen pre-defined tables for tasks as follows:
Resource Tables
There are ten pre-defined tables for resources as follows:
1
Try This Yourself:
Before starting this
exercise ensure that
Microsoft Project has
started...
Double-click on the
vertical line to
precisely align it to
the nearest field
2
Try This Yourself:
Before starting this
exercise ensure that
Microsoft Project has
started...
Right-click on Project
Information in the
Properties group to see a
shortcut menu
3
Click on Add to Quick
Access Toolbar to display
the command as a small
icon on the QAT
Click on Project
Information on the QAT
to display the Project
Information dialog box
just as it would if you’d
used the command on the
ribbon
Right-click on Project
Information on the QAT
and click on Remove from
Quick Access Toolbar to
remove the icon
Window group to
display a menu of
open projects
Select 3 Sample
Project.mpp
1
Try This Yourself:
Before starting this
exercise ensure
Microsoft Project has
started...
CHAPTER 2
INFOCUS
PROJECT MANAGEMENT
Tasks
The example below shows some possible tasks that might be listed in a typical project.
For example, when building a house, you may need to seek council approval, prepare the site works, lay
the slab, erect the walls, and so on. These are the tasks required to construct the house. The time taken
to complete each task is called its duration. The project is completed when all of the tasks have been
accomplished.
Resources
Tasks can only be accomplished if you have the necessary resources. Resources can take the form of
people, money, equipment, facilities or supplies. The following diagram shows resources listed in a
typical project.
The duration of tasks may be affected by the number or resources that can be directed towards it. For
example, it may take one painter three days to paint your house. Three painters however, may take only
one day. This type of task is known as resource driven, because the number of resources influences
the duration of the task.
Other tasks are fixed in duration. For example, when building a house on a concrete slab you may need
to wait five days for the concrete to cure before erecting the frame. No matter how many resources you
provide, you will still need to wait the five days.
Your project therefore, is made up of tasks and resources.
The Gantt chart uses horizontal bars to represent task duration across a period referred to as the
timescale. Any tasks that are on the critical path appear with red horizontal bars, whilst those tasks that
have slack time appear in blue.
Project also uses the Gantt chart to display other important information. For example, you’ll notice above
that resources are also listed at the right of each of the bars in the chart. The percentage here indicates
the number of resources required to complete the task. Project will also indicate how much of a task is
completed by drawing a line through the bar.
There is also a variation of the Gantt chart available in Microsoft Project known as the Tracking Gantt.
This chart has the same information as the normal Gantt chart but also shows tasks that are slipping
behind schedule. This is done by drawing two bars for each task.
NOTES:
CHAPTER 3
INFOCUS
CREATING A NEW PROJECT
The first step in using Project to manage the project you are
working on is to create a new project file and set up some of the
operational parameters.
If it hasn’t been done already you’ll need to update Project’s
definition of a work day, and then specify the working times
associated with your project and that of the resources available to
you.
It doesn't matter in which order you tackle the steps involved in creating a new project. You can actually
change these settings after you have started a project. However, changing assumptions midway through
a project is sometimes the source of much anguish and frustration. You are better advised therefore to
get all of your assumptions and settings defined before you start scheduling tasks in your project.
The retracting roof of the stadium should be able to open in stages. A cut-away section of the stadium
showing the roof half-open is shown below.
CALENDAR OPTIONS
As you will see later when you enter tasks, you be able to calculate appropriate dates around these
can enter their durations in a number of different durations it has to have a common set of rules to
ways. For example, you can enter the duration in work to. These calendaring rules are set up in the
days, or weeks, or even months. For Project to calendar options.
Project Options
The way that Project behaves and works can be controlled through its options which are found in the
Project Options dialog box. This dialog box can be found on the Backstage and is accessed from the
File tab.
Customising these options will vary from project to project, and you need to be aware of the more
important ones.
One of the most critical options that you will need to examine is the definition of a day and a week.
Project calculates everything based on minutes. When you enter a duration for a task, Project internally
converts that duration to minutes based on the definition of a day in the Options dialog box.
Fiscal Year
Another trap to watch out for is the definition of a fiscal year. By default, as you can see from above, the
fiscal year on a Gantt chart is shown in the American format, beginning in January and running through
to December. Australia’s fiscal year starts in July and continues on to June of the following year. If this
will be an issue for your projects, you should adjust the Fiscal year starts in setting appropriate to your
needs.
Press to jump to
Hours per day and type
7.5
Press to jump to
Hours per week and
type 37.5
2
Try This Yourself:
Continue using the
Same File
Click in Name in
Exceptions and type
End of year closure
Click on [OK]
2
Try This Yourself:
Continue using the previous
Same
Click on [OK]
6
Try This Yourself:
Continue using the previous file
Same
Click on [OK]
7
Click on Standard to
select this calendar
Click on [Statistics] to
view the project
situation thus far
6
Click on [Close]
Click on Advanced
Properties to display
the Properties dialog
2
box 4
Click on [OK]
NOTES:
CHAPTER 4
INFOCUS
CREATING TASKS
UNDERSTANDING TASKS
Tasks are the activities that make up your entered into a project file in a table-like way with
project. They form the very structure of your each task entered into a separate row of its own.
project and it is important that some thought and Tasks are automatically assigned an ID number
planning goes into their creation. Tasks are which appears at the left of the table.
Organising Tasks
Tasks can be grouped into phases. Project allows you to display the phases as well as the tasks – the
phase headings are actually referred to as summary tasks.
A summary task is created when the detail tasks below it are demoted in the hierarchy. The summary
task is automatically calculated to start at the start date of its earliest subordinate and will finish at the
end date of its latest subordinate. Project will also sum all project costs as well as calculate summary
start and finish dates.
Entering tasks can be done in two ways:
top down, where specific summary tasks are worked out first, and then the detail tasks required
to complete the summaries
bottom up, where the tasks are worked out and then grouped according to specific summaries.
You can elect to enter the tasks first, then the summaries, or you can enter the summaries then the
tasks.
When you have both summaries and tasks in a project, your project has a hierarchy. Project
managers traditionally use a hierarchical organisation known as a work breakdown structure to identify
major components of a project and then the detail required for each of those components.
The most important aspect of managing a project is being organised. It is a good idea to have your task
list well and truly determined before you enter it into Project.
Scheduling Modes
Tasks comprise of details such as duration, start date and finish date. In addition, tasks are related to
one another and these relationships together with the durations and dates form the overall project
schedule.
In Project tasks can be either automatically scheduled, where Project takes care of assigning and
adjusting start and finish times, or manually scheduled where you control when dates and times will be
adjusted and calculated.
Tasks can be switched between automatic and manual scheduling at any time. When a new project file
is created the tasks are manually scheduled as a default. This is indicated in the status bar at the bottom
left of the screen.
Manual scheduling only became available in Microsoft Project 2010. Prior to this version projects were
automatically scheduled. If you open a project in Microsoft Project 2016 that was created in a previous
version, it will still remain automatically scheduled.
Task Mode column A push pin indicates that the task is manually scheduled
and that all of the information required for scheduling
has been supplied.
Task Mode column A push pin with a question mark indicates that the task is
manually scheduled but that further information (such as
a duration, start or end date) is still required.
Task Mode column This icon indicates that the task is automatically
scheduled.
Gantt Chart A coloured bar with end caps indicates that the task is
manually scheduled and that all information has been
provided for scheduling.
Gantt Chart A coloured bar with no caps indicates that the task is
manually scheduled but that dates still need to be
provided.
Gantt Chart An end cap indicates that the start date has been
provided but that there is no start or end date.
Phase Tasks
Click on Manually
Scheduled
ENTERING TASKS
There are many ways to enter tasks into a project screen. As you enter a task, a default duration of 1
file. One of these is the Gantt Chart, which is the day is automatically assigned to the task and a
default view. In the Gantt Chart view the tasks Gantt bar is drawn in the chart on the right of the
are entered into the sheet view on the left of the screen.
Type Create
architectural plans, then
press
2
4 3. Order materials
A manually scheduled
4. Erect fencing
task pin appears in the 5. Erect site buildings
Task Mode column, with a 6. Clear and level site
question mark indicating 7. Prepare drainage infrastructure
that more information is 8. Prepare cabling infrastructure
required. Also, if the 9. Pour foundations
column has not been wide 10. Erect steelwork
enough, word wrapping 11. Erect wall
will occur, increasing the 12. Install roofing superstructure
height of the row… 13. Install roof retracting mechanism
14. Erect seating tiers
Type Submit plans for 15. Fit all windows and doors
approval as the second 16. Install electrical cabling
task, then press 17. Install electrical fittings and fixtures
18. Install all plumbing
Enter the remaining tasks 19. Install plumbing fittings and fixtures
as shown 20. Lay astro turf
21. Erect handrails and fencing
Click on Create
architectural plans,
hold down the left
1
Planning
Create architectural plans
Submit plans for approval
Order materials
Add Site Works
Erect fencing
Erect site buildings
Clear and level site
Prepare drainage infrastructure
Prepare cabling infrastructure
Add Building Construction
Pour foundations
Erect steelwork
Erect wall
Install roofing superstructure
Install roof retracting mechanism
Erect seating tiers
Add Fit Out
Fit all windows and doors
Install electrical cabling
Install electrical fittings and fixtures
Install all plumbing
Install plumbing fittings and fixtures
Lay astro turf
Erect handrails and fencing
Paint rooms, fixtures, fittings, etc.
Install PA system
Install video imaging equipment
Fit out control room
Add Commissioning
Test roof mechanism
Test PA system
Test video imaging equipment
Test control room equipment
Obtain official occupancy certificates
Obtain safety certification
Official opening
Hold down
press
and
to return to 1
the top left corner of the
table
Press to jump
down one screen
Press
one screen
to jump up
detail tasks
Click on Create
architectural plans to
select the task
Click on [OK]
Task Durations
Once tasks have been entered (or as they are being entered), you can specify the appropriate duration for
each task.
Unless specified otherwise, the default scheduling (Manual Scheduling) as set in the Options dialog box is
used. As manual scheduling requires you to enter the duration of your tasks manually, no duration will appear
in the Duration cell next to your tasks. An exception to this is summary tasks, which will appear with a default
duration of 1 day, as shown below on the left.
If you are scheduling down to the hour it helps to actually display hours in the start and end time of
project tasks. The way dates and time are displayed can be changed in the Options dialog box. The
Options dialog box is accessed from the Backstage (by clicking on the File tab) and clicking on
Options. The date and time display settings are controlled using the Date Format option under Project
View on the General tab of the Options dialog box.
CHECKING PROGRESS
Working with Project involves some repetitive project’s schedule. It is therefore imperative that
actions. For example, you’ll constantly be adding you check project progress and status on a regular
or modifying tasks and resource data where even basis. Our project now has durations – let’s see
the most trivial update can cause havoc with a what has happened.
ENTERING MILESTONES
Milestones are significant events that occur in your project, or, as in our case, after you have
your project. A milestone is entered like a normal entered your tasks. Milestones are handy to use as
task except that it is assigned a duration of zero. reference points in your project to identify key
Milestones can be entered when you first create targets or goals that have been achieved.
1
Try This Yourself:
Continue using the
Same
Type Planning
Completed, then press
Press +
save the project
, then
4 Milestone At End Of
Site Works Completed Site Works
Building Construction Completed Building Construction
Fit Out Completed Fit Out
Commissioning Completed Commissioning
NOTES:
CHAPTER 5
INFOCUS
SCHEDULING
1 Finish-to-Start relationships are those where a task cannot start until its predecessor has been finished.
In reality, this is probably the most common, especially where resources are scarce. A typical example
would be when constructing a house: you dig the trenches for the foundations, then pour concrete, then
build the foundations – all after one another.
2 Start-to-Start relationships are those where both tasks commence at the same time. For example, you
might arrange the tiling of the kitchen at the same time as carpeting the lounge.
3 Finish-to-Finish relationships are those where both tasks finish at the same time. For example, you
might want to install bathroom cabinets and have the task finish at the same time that you have
organised to purchase the bathroom fittings.
4 Start-to-Finish relationships are those where the completion of one task is dependent on the start of
another. Generally, this is used when you are scheduling a task to finish just in time to start a more
important task. This is a little harder to comprehend, but a typical example would be dismantling a
superseded piece of equipment in a factory. You do not want to start dismantling until the new
equipment is fully operational. This type of relationship is often used when scheduling a task to finish just
in time to start a more important task that it supports.
Click on Create
architectural plans,
then hold down
1
Click on Order
materials, hold down
and click on
Planning Completed to
select both tasks
Click on Planning
Completed in the Task
Name column of the
Gantt Chart
The details for this task
appear in the task form…
2
Click below the current
entry in the ID column in
the Predecessor panel 4
(right side) of the form
Double-click on Erect
fencing in the Task Name
column to display the Task
Information dialog box
Click on the
Predecessors tab
1
Try This Yourself:
Continue using the
Same
Slack Time
The Critical Path Method (CPM) also identifies non-critical tasks. Non-critical tasks have slack time
(sometimes known as float) meaning that there is some variation between the task’s earliest and latest
start dates and earliest and latest finish dates.
In Project, a non-critical task can have two types of slack – free slack and total slack. Slack can act like
a buffer, allowing the task to slip a certain amount of time before it becomes critical, and causes a delay
in the schedule.
Free slack is the amount of slippage time before one task delays another, while total slack is the amount
of time a task can slip before affecting the project completion date.
The scheduled start and finish dates represent the dates that Project calculates during its forward pass
through your tasks and the critical path, using the durations and dependencies that you supplied.
Once the finish date of the path is established it is then used as the point at which Project commences
its backward pass through the tasks to calculate slack.
A Moving Target
A critical path is not normally a static item – it changes as you make adjustments to tasks and
scheduling in your project. Furthermore, a task becomes non-critical once it has been completed as it
obviously no longer can affect the outcome of the project.
Press + , then
if necessary to move to
+ 3
The task bar here now appears red…
the first to move to the top task
Press + to return to
the start bar of the project
Use + to move
up to the first task
Lag Time
Task relationships are often more complex than the four relationship types that we have seen thus far.
Consider the situation of a house to be built on a concrete slab. The erection of walls cannot commence
until the concrete has properly cured. The two tasks, pouring the slab and erecting the walls, constitute a
definite finish-to-start relationship.
However, the laying of the slab must be finished some five days before the frame can be erected so that
the concrete can sufficiently cure. It would not be wise to factor this into the project, as time taken for the
curing would also include any resource allocation such as cost of concrete workers. These workers are
most likely working on another job while the slab for the house is curing.
Project therefore allows you to delay the start of a task, even though there may be a finish-to-start
relationship. This delay between the two tasks is called lag time.
Lag times are represented numerically, either as a direct duration value or as a percentage. For
example, waiting for the concrete to cure may take five days. This would be written as 5d in the lag field
of the Erect walls task (because this is the task that lags behind its predecessor) and would appear in
the Gantt Chart as shown below.
There is only one problem with the scenario above. While we have entered a lag of 5d, Project has
determined these as five work days. If you add all of the days, you'll notice that there is a lag of five work
days and two weekend days. The concrete can cure over the weekend as it requires no resources to do
so.
In the scenario above we need to enter elapsed days. This would be written as 5ed rather than 5d. With
this adjustment the lag will look as shown below.
You can also enter lag as a percentage. The percentage is calculated as a percentage of the
predecessor task. In the example below, a lag of 80% has been entered in the lag field of the Erect walls
field – the lag is calculated as 80% of the Pour Concrete duration.
Double-click on Erect
steelwork to display the
Task Information dialog
box, then click on the
Predecessors tab
Lead Time
Lead time is the opposite of lag time. Whereas lag time delays the start of a successor task, lead time
accelerates it. Lead is normally used where a task may be starting earlier than the task before it
concludes.
For example, consider the building of a house as a project. Normally, you would expect that the task of
painting couldn’t begin until the plasterwork has been finished. Therefore, you would set a finish-to-start
relationship between the painting and the plastering tasks, as shown in the example below.
However, in a larger house, the painters may be able to move in and paint one room while the plasterers
are still working on another. Therefore, the painters may be able to start the painting task when the
plasterers have completed 80% of their task (rather than when the plasterers have finished). In other
words, the painters can start the painting task when the plasterers only have 20% of their work left to do.
This is still classified as a finish-to-start relationship. However, there is a slight overlap between the two
tasks. The time between when the second task begins and the first task ends is known as lead time.
Lead time can be entered into a sheet or a form. It can be entered as a duration or as a percentage.
Lead times, because of their overlapping nature, are preceded with a minus sign.
For example, to represent the fact that painters can start work with a lead time of one day you can enter
–1d. If this represents 20% of the task's total duration you can enter it as -20%.
3
Try This Yourself:
Continue using the previous
Same
Click on [OK] Notice that the Erect wall task has now come forward 6 days. The
calculation represents 10% of the duration for Erect steelwork, which is 3
months. The calculation is derived by finding the total hours for erecting
Repeat the above steps to
apply a lead time of -2d to
the Paint rooms, fixtures,
steelwork (20 days per month x 3 months x 7.5 hours per day = 450
hours). 10% of the total hours divided by the hours per day determines the
amount of lead time (10% x 450 hours = 45/7.5 = 6 days). You can also
fittings, etc. task specify a precise amount for lead.
INACTIVATING A TASK
If you have an unnecessary task in your project tasks were dependent on the inactive task, Project
you can mark it as inactive. Project retains an ignores the inactive task when calculating the
inactive task but strikes it out in the task sheet schedules and resource availability for other tasks
and Gantt chart. If any automatically scheduled within the project plan.
CHAPTER 6
INFOCUS
RESOURCING A PROJECT
UNDERSTANDING RESOURCES
Resources are the second main part of a project. can be anything required to perform tasks – people,
While tasks identify the individual components equipment, facilities, materials, and even costs.
and steps of a project, it is the resources that These are categorised into three main resource
actually get the job done. In Project, resources types: work, materials and costs.
Resource Types
To facilitate working with and tracking resources, Project requires you to categorise your resources into
one of three types.
Work Work resources are those that are associated with time. People are work resources
as they are tracked by the amount of time that they spend on a task. Similarly,
equipment used in a project is also considered a work resource as it is tracked by
time.
Tracking by time allows availability to be ascertained and over-allocation of resources
to be identified. It also allows costing to be tracked.
Material Material resources are assigned by quantity as opposed to time. For example, you
may need 100 tonnes of gravel for a driveway, 20 litres of paint for the walls, or 200
metres of carpet.
Cost Cost resources are ones that are purely based on costs without any time or quantity
variables. Costs can be things such as travel costs to attend a meeting, costs
associated with building permits, or end of project celebration costs.
Units
While Material types are measured by quantity (e.g. metre, litre, tonne, and so on) and Cost types are
measured by a numeric value, Work types are a little trickier.
It would be fair to assume that a numeric quantity value could be applied to a Work resource; for
example, one mechanic, or two bulldozers. However, problems emerge when the Work resource is not
fully available to your particular task or project. For example, what do you do with a Supervisor who
might be spending half of the time on your project, and the other half on your colleague’s project?
The answer lies in nominating the units of a Work resource as a percentage rather than an integer
value. In Project, when you set up a resource pool the default unit of measure for a Work resource is
100%. This means that you have one of these work resources available full-time to your project. If you
have three carpenters, they would be entered as 300%. A half-time Supervisor would be entered as
50%.
Naming Resources
The most common type of resource used in projects is usually the Work type. These are the people and
equipment used to complete the necessary tasks.
Before resources can be assigned to the tasks in your project, you will need to create a resource pool –
this identifies the resources that will be available to undertake the tasks.
When creating a resource pool you will need to decide how you want to name your resources. For
example, will you be naming people using their names or their job titles? Do you use a generic name for
your equipment (e.g. Dozer) or do you specifically identify a piece of equipment by its registration or
serial number?
The answer depends on the size, purpose, and nature of your project. Larger projects as a rule are
probably best set up with either job titles or occupations (e.g. Mechanic, Welder, etc.).
In our case study project we will be using occupational titles.
Type Consultant in
Group, then press to
Welder
Carpenter
Weld
Car
Wages
Wages
500%
800%
move to Max Painter Ptr Wages 500%
Repeat the above steps Listen Ear Audio LEA Contractor 100%
and enter the other In Focus Video IFV Contractor 100%
resources as shown Pure Grass Turf PGT Contractor 100%
Building Inspector BI Government 100%
High Jib Crane HJC Equipment 100%
Grader Grd Equipment 200%
Air Compressor AC Equipment 100%
Utility Ute Equipment 200%
Press +
return to the first
to
resource
In the Resource Information dialog box, on the General tab, NA appears in the Available From
column. In this context, NA means not applicable. You should leave NA in the field to indicate that the
architect is available from the Start Date or until the Finish Date of the project.
Double-click on Architect
under Resource Name to
display the Resource
Information dialog box
Under Resource
Availability, click on NA in
Available To, type 23/6/19,
then click in Available
From on the next line 4
Click on [OK]
NOTES:
CHAPTER 7
INFOCUS
RESOURCING CONCEPTS
Project’s primary purpose is to act as a scheduling tool – you enter the tasks
and resources, and a schedule is created for you which outlines appropriate
start and end dates not only for the entire project but also for each task.
You can elect not to use this powerful aspect of Project by leaving your
project and its tasks in manual scheduling mode. However, it can be very
useful to see what happens when tasks are delayed, or when you assign
more resources to a task, or when a contractor can’t start on the day
required. All of these require that some or all of the tasks be auto-scheduled
so that Project can apply its internal calculation methodologies to derive
relevant scheduling outcomes.
Once you auto-schedule tasks, start and end dates move around as you
manipulate your resource assignments. Understanding the underlying
methodologies, how they work, and what outcomes they will generate is
fundamental to working with Project effectively.
A painter has been hired to do the work. As soon as you assign the painter to the task, your task form
will appear as follows:
Important assumptions have been made here by Project based on what was just entered. Notice how
the work field shows 40h. This has been calculated from the number of units (100%) multiplied by the
duration (1w = 40 hours). In this example the formula used by Project for determining the amount of
work required by the painter is:
Work = units x duration (40 = 100% x 40)
So, we have updated Project with the information that the task will take 1 week (i.e. 40 hours) and that it
will take the painter 100% of his time to do it. Project in turn has determined from this that there is 40
hours of work required by this resource to complete the task.
Once initial values are entered, the calculations can begin. But what happens if we hire two painters and
assign them both to the task? In this scenario Project can either:
halve the duration (20h of duration = 40h of work / 2 units of painters)
or
increase the work value to 80h (80h of work = 2 units of painters x 1w duration)
By default Project will change the duration first. Therefore, if we assigned another painter to the task
above, the duration would halve from 1 wk to 0.5 wks (i.e. 40h to 20h).
Task Types
While Project needs all three aspects of an assignment – duration, work, and units – to perform the
appropriate calculation, it can fill in the missing pieces should you leave one blank. Generally, you’ll
know the duration of a task and the resources you wish to assign to it. With this information Project can
calculate the work and enter it for you.
However, once you are more confident in your skills with Project, or if you want to specify the work
yourself, you can manipulate the calculation methodology to get it to do what you want. At any point in
time one of three points of the assignment triangle is fixed, effectively allowing the other two to be
manipulated.
As a default the Units are fixed because Project’s default calculation bias leans towards changing
durations first, then work, and finally units. You can, however, override this bias by fixing one of the other
points. The consequences of this are outlined in the table below.
Fixed Use this setting if the duration must remain Change units or duration and the work will adjust
Duration constant.
Change work and the units will remain
unchanged
Fixed Work Used when work is to remain constant. For Change units and the duration will adjust
example, when a specific amount of work
has been quoted and will be charged for Change duration and units will remain
irrespective of resources used or duration. unchanged
Resource Work
While simple, single resource examples are fine and relatively easy to understand, it becomes more
complex when several resources are involved. For example, let’s say that erecting the framework of a
house takes six weeks. This translates to 240 hours given an eight hour working day (6 x 40 hours per
week). The work required for the following resources is:
All resources above have been assigned to work for the duration of the task (240 hours). The supervisor
works one quarter of each day (during the entire task), while the other categories work the full day.
As you can see, work should not be confused with duration – work is the total number of hours required
by the resource units to complete the task in the duration. So while carpenters will be taking 240 hours to
complete the task, because there are 5 (500%) carpenters there is actually 1,200 hours of carpenter
work effort required to complete the task within 240 hours.
The total work required by all of the resources is known as the effort. A task can be effort driven where
the total amount of work controls the scheduling.
click on [OK]
Here we’ve changed
the duration. Let’s alter
the work hours this time
to see what happens to
the duration...
Click on 75h in Work in
the Task Form
Type 56.25h, then click
on [OK]
Click on 56.25h in
Work, type 37.5h, then
click on [OK] to reset 4 Since the Units are fixed at 100% and we have changed the work to
56.25h the only variable that can change is the duration. The duration
the values has changed to 1.5 weeks (1 supervisor x 56.25h)
Click in Resource
Name in the form, then
click on the drop arrow
and select Supervisor
The assignment still has
to be recorded. This is
done later after we’ve
added all of the
resources…
3
Try This Yourself:
Continue using the previous
Same
3
Try This Yourself:
Before starting this
Open
In the example above we have a carpenter who requires 40h to complete the task and a supervisor who
requires 40h. The duration is determined by the longest amount of work, which in this case is 40h, and it
is calculated at 1 week (assuming a 40 hour week).
We’ve now added another carpenter and also a labourer. Adding the carpenter resulted in no change to
the amount of work – however, each carpenter job shares and works only 20 hours. The duration hasn’t
changed because the supervisor had the greatest amount of work after the second carpenter was
added. When we subsequently added a labourer, Project assumed that the labourer would work the
duration of the task (40 hours).
Effort Driven Scheduling
Using the same example above we get a very different result when we convert the task to Effort driven
before making the changes. When we convert the original task to effort driven, Project totals all of the
work to derive an effort value. In the original schedule effort will be 80 hours (40h + 40h). If we now add
another carpenter and then a labourer the work values appear as shown:
Here the 80 hours of effort remain constant. Since the carpenters are both job sharing they are counted
as 1 resource, not 2. Therefore, there are 3 resources counted here (1 job-sharing carpenter, 1
supervisor, and 1 labourer). Dividing the total effort (80 hours) by 3 provides work hours for each
resource (26.67h), and since this is now the longest work value it controls the duration. Here all
resources share the effort. Since the effort is fixed, the more resources, irrespective of type, we throw at
the task the shorter the task takes to complete.
Click on Electricians,
then click on [Assign]
Here the total hours of
work have been
increased from 480h to
720h but the duration
remains intact… 4
Task Types
Tasks must be assigned one of three possible types – Fixed Units, Fixed Duration, or Fixed Work. As
a default a new task is created as Fixed Units. The type assigned to a task determines the scheduling
calculation that will be performed by Project on the task.
Symbols
It can be easy to become frustrated with Project’s scheduling methodologies. Watch for symbols such as
the over-allocation symbol that appears in red in the information column on a task sheet, or the small
triangle that indicates an Action Button is available to guide you through an issue. These symbols and
icons can usually be clicked or right-clicked to reveal automated actions or inspectors that offer advice.
Consider using the Assign Resources dialog box for entering resources, as this dialog box will trigger
Action Buttons for you.
CHAPTER 8
INFOCUS
ASSIGNING RESOURCES
Once you have entered tasks and resources into a project, you can use the
resources and assign them to the tasks. There are a number of benefits to
assigning resources, particularly clarifying responsibility, knowing how long it
will take to complete a task and knowing how much the task will cost.
Project allows you to enter resources in a number of ways and using a
number of techniques. For example, you can assign resources through a form
view, a sheet view and even through a dialog box. The technique you use is
determined largely by your own personal preferences.
More than one resource can be assigned for any given task. However, as you
will see, care needs to be exercised to ensure that you assign resources at
the appropriate time and in the correct way, otherwise scheduling problems
may ensue.
You can also assign resources on a part-time basis, perhaps to share the
same resource across more than one task. Project is also flexible enough to
allow you to contour resource assignments.
3
Try This Yourself:
Continue using the
Same File
Click on Create
architectural plans in
the Gantt Chart, then
click on the error
indicator to display a list
of options
4 The question really being asked here by Project is do you want to
Select Increase the
amount of work but
keep the same
make the calculation based on effort? For example, if you opt to
reduce the duration Microsoft Project will perform an effort-based
calculation as follows:
duration New Duration = (Existing hours / new number of resources) x Existing
Duration
Click on [Close] to
close the Assign
Resources dialog box
Thus the new duration would be calculated at 103.85 hours or 2.77
weeks, i.e. (112.5 / 3.25) x 3.
Project allows you to assign a contour type to the task that the resource is working on. Contour refers
to the shape the work would appear in if it were charted on a graph; for example, a flat work pattern as
described above would display on a bar chart with all of the bars at the same height, as the same
amount of work is being done each day. You can choose other contour types in order to specify that
different amounts of work should be done each day. Project will then calculate the hours to assign daily
based on the contour type. The contour types are shown in the following table.
The table below shows an example of the resource work pattern with a front loaded contour type
assigned.
The useful thing about contouring is that you can edit the hours entered by Project and apportion them
exactly as you need.
3
Try This Yourself:
Continue using the
Same
Double-click on Architect
in the Task Usage pane
to display the
Assignment Information
dialog box
on [OK]
Project will now attempt to
load more work hours at
the beginning of the task.
A Front Loaded icon will
appear next to the
resource name in the
Task Usage view...
Click in Resource
Name and enter a
Draftsperson for
Mon 1/7 7.5h 3.75h
PROBLEM ASSIGNMENTS
When working with Project, it is easy to overlook of the GBWU – this union has negotiated that they
some details while focusing on others, potentially don't work on Fridays. So, what happens when we
causing problems later on. The fencing contractor assign this resource to a task which falls on a
in our case study uses labour who are members Friday?
Double-click on No Barrier
Fencing to display the Task
Information dialog box, click
on the General tab, then click
on [Change Working Time]
to open the Change Working
Time dialog box
Building Construction
Fit Out
Commissioning
NOTES:
CHAPTER 9
INFOCUS
PRINTING
UNDERSTANDING PRINTING
Printing, in its simplest form, means producing a printing only requires a printer which converts the
paper copy of what you have created on the electronic version into letters and other graphics on
computer screen. Early forms of printing required a page. Before you commit to printing to paper,
typesetting, printing presses and ink. These days there are a few things to consider.
SELECTING A PRINTER
When you perform any printing operation, Project while working in the current session of Project.
must be told which printer to use. Unless you Should you wish to use a different printer you can
specify otherwise Project will use the Windows do so using the Printer drop list which allows you
default printer or the last printer you specified to choose from any printer installed in Windows.
2
Try This Yourself:
Continue using the
Same
Click on Portrait
Orientation and select
Landscape Orientation
Click on Supervisor in
the top pane to see all of
the tasks for this resource
in the lower pane
5
Click in the lower pane,
then, on the View tab,
click on Tables in the
Data group and select
Schedule
CHAPTER 10
INFOCUS
GETTING HELP
1
2
Help tools These tools are provided to make working with the Project Help window easier. They
include Back and Forward buttons you can use to step through topics you’ve
researched and a Print button. You can quickly return to the Project Help home
screen by clicking on Home. You can even magnify the text if it is too small by clicking
on Use Large Text.
Search
box
You can use the search box to specify the information you wish to find. Simply type
the topic name or term you require help with or information on and press .
Top
Categories
These are a list of commonly searched topics that may be related to the subject on
which you wish to find information. When you click on the plus icon next to one of
these, all help articles related to that general function or topic will appear listed.
By clicking on the pin icon known as Keep Help on Top/Don’t Keep Help on Top
Pin icon
you can pin the Project Help window so that it stays open even while you are working
on your worksheet. Once you have selected Keep Help on Top, the pin icon will
change to Don’t Keep Help on Top so you can easily turn off this feature again.
USING TELL ME
The Tell Me feature available in Project is task, you can type keywords or a phrase into the
designed to provide users with fast and efficient Tell me what you want to do box in the ribbon
access to help. If you can’t find a tool you wish to and Project will provide a list of suggestions.
use or you can’t remember how to perform a
Select Insert
Milestone to insert a
new task milestone
2
Try This Yourself:
Before starting this
exercise you MUST
ensure Project has
started and a blank
project is displayed...
Press to display the
Help window
Click on Back, as
shown, to return to the
list of categories
Click on Forward to
return to the Save as
PDF article
1
Try This Yourself:
Before starting this
exercise ensure your
computer is
connected to the
internet...
Click on Close to
close the browser
window
4
Try This Yourself:
Before starting this exercise
you MUST ensure Project
has started and a blank
project is displayed...
Reference Manuals
There are hundreds of reference books available for software
applications. These books can be found in the Computer
section of most bookstores. They are reference books
because they are too large and too technical to read from
cover to cover. While they can be expensive, many people
prefer to keep one or two by their computers for reference.
They all have an extensive table of contents and index to
make searching for topics relatively easy.
Training Manuals
Training manuals focus more on how to do things rather than
provide a complete reference. They are usually written as a
series and in sequence, e.g. Level 1, 2 and 3, or Module 1
and 2. Good training manuals provide step-by-step
instructions and plenty of screen shots so that you can easily
and quickly see where you are up to and what you should
have done. Many are written to a particular curriculum or
accreditation syllabus and can be used for examination
preparation. For more information on our training manuals
you can visit our website at www.watsoniapublishing.com.
Computer Magazines
Computer magazines have undergone radical change in the last few years. In the past computer
magazines were available as a printed monthly magazine that could be purchased from a newsstand.
Today most magazines are available as an online magazine rather than a print magazine. The online
magazines can be viewed on a computer, a tablet or even a smart-phone.
Computer magazines provide the most up to date information because they are published so frequently.
The only real downside to them is that you may not find specific information – they are handy as a
general learning tool. The other problem is that they are often full of advertising that you’ll need to wade
through to get to the information.
CONCLUDING REMARKS
Congratulations!
You have now completed Microsoft Project 2016 - Level 1. Microsoft Project 2016 - Level 1 was
designed to get you to the point where you can competently perform a variety of operations.
We have tried to build up your skills and knowledge by having you work through specific tasks.
The step-by-step approach will serve as a reference for you when you need to repeat a task.
INDEX
duration ............................. 22, 54, 86
duration, abbreviations ................. 53
A duration, elapsed ........................... 53 I
access Help .................................. 124 inactivated task, reactivating .........74
Account............................................ 9 E inactivating tasks ............................74
Action Button ................................ 93 Indent tool .....................................47
Active Pane Indicator ....................... 5 effort ........................................ 87, 91 Info ...................................................9
add command, QAT ....................... 18 effort driven ......... 87, 95, 96, 97, 101
additional resources ...................... 92 elapsed duration ............................ 53
Arrange Windows .......................... 19 enter task ....................................... 46 L
Assign Resources dialog box ........ 100 exceptions ...................................... 35
auto schedule mode ...................... 66 Exit command ................................ 20 lag time .................................... 70, 71
automatic scheduling .................... 42 expand project tasks ...................... 50 launching Project .............................3
lead time .................................. 72, 73
Link command ................................61
B F
Backstage............................... 6, 9, 19 FF dependency ............................... 64 M
base calendar ................................ 33 File tab ............................................. 9
base calendar, creating new .......... 36 file, close ........................................ 20 magazines ....................................128
file, open ........................................ 19 manual scheduling ................... 42, 45
finish date ...................................... 38 material resources .........................78
C finish-to-finish ................................ 60 Max units, change ..........................83
finish-to-start ........................... 60, 61 milestones ......................................56
calendar ................................... 28, 33 fiscal year ....................................... 31 modifying tasks ..............................52
calendar exceptions ..................... 107 fixed duration .......................... 87, 90 multiple resource assignment ........91
Calendar tab .................................. 32 fixed units .......................... 87, 89, 93 multiple resources .........................94
calendar, assigning to task ............. 57 fixed work ...................................... 87
calendar, creating new .................. 36 flat work pattern .......................... 102
calendar, resources ....................... 36 float................................................ 67
Format tab ..................................... 68
N
case study ...................................... 29
changing tables .............................. 14 formatting critical path .................. 68
formatting views ............................ 88 Navigating Help ............................125
changing views .............................. 11
forms................................................ 2 new resources ..............................110
changing working time ................ 107
friends .......................................... 128 nonworking time ...................... 34, 35
close file ......................................... 20
close Project .................................. 20 FS dependency ............................... 64
collapse project tasks .................... 50
collapse ribbon ................................ 8 O
computerised project management G
.................................................. 25 offline help ...................................128
contour ................................ 102, 103 Gantt chart ..................................... 24 open file .........................................19
cost resource, entering .................. 79 Gantt Chart .................... 5, 15, 16, 46 outlining .........................................47
Cost table................................. 14, 51 Gantt Chart icons ........................... 43
creating a new project file ....... 28, 30 Gantt Chart, printing .................... 117
critical path ........................ 53, 67, 68 Google help .................................. 126 P
critical path method (CPM) ........... 24
Critical Path Method (CPM) ........... 67 part time resources ......................101
critical path, formatting ................. 68 H pin Project to taskbar .......................3
pin ribbon .........................................8
Help...................................... 122, 124 planning the project .......................23
D Help articles ................................. 125 predecessors ..................................63
help print ..................................... 127 previewing printing ......................115
default contours .......................... 104 hide ribbon ...................................... 8 print help......................................127
default printer ..................... 114, 116 hierarchy ........................................ 42 print previewing ...........................115
default time ................................... 32 hours per day ........................... 31, 32 printers.........................................116
default working time ..................... 31 hours per week ........................ 31, 32 printing ......................... 114, 115, 118
demoted task ................................. 47 printing Gantt Chart .....................117
display ribbon .................................. 8 printing resource tasks .................119
Microsoft Project 2016 - Level 1
printing resources for tasks ......... 120 ribbon, commands ........................... 7 Task Inspector ................................90
Project Help window ................... 124 ribbon, display ................................. 8 task sheet ............................... 49, 109
project information ........... 38, 45, 65 ribbon, groups ................................. 7 task tables ......................................51
project options .............................. 31 ribbon, hide ..................................... 8 task type .........................................87
project plan ................................... 23 ribbon, tabs ...................................... 7 Task Views ......................................10
Project start screen ......................... 4 task, assigning calendar .................57
project statistics ............................ 45 task, deleting ..................................74
project status ................................. 55 S task, demoting ...............................47
project summary information ....... 45 task, enter ......................................46
Project, pin to taskbar ..................... 3 schedule ......................................... 23 task, inactivating ............................74
Project, start .................................... 3 Schedule table ............................... 51 task, reactivating ............................74
properties ...................................... 39 scheduling mode .............................. 5 tasks ......................... 2, 13, 22, 42, 46
public holidays ......................... 34, 35 Search box ................................... 122 Tell me..........................................123
selecting a printer ........................ 116 Tell me what you want to do .......123
SF dependency ............................... 64 templates .......................................30
Q sheet view .............. 5, 13, 51, 64, 118 Timeline view .................................12
slack ................................... 53, 55, 67 training manuals ..........................128
quick access toolbar (QAT) ...... 17, 18 slack time ................................. 68, 69
quick access toolbar (QAT), add split screens ................................... 12
buttons ...................................... 17 split view ...................................... 100 U
quick access toolbar (QAT), SS dependency ............................... 64
customise .................................. 17 standard calendar .............. 33, 34, 80 unit display .....................................83
Quick View buttons ......................... 5 start date ....................................... 38 Use Large Text ..............................125
start screen ...................................... 4
starting Project ................................ 3
R start-to-finish ................................. 60 V
start-to-start .................................. 60
reference manuals ....................... 128 status bar ......................................... 5 view Gantt Chart ............................15
relationships ..... 60, 61, 62, 63, 70, 72 subordinate.................................... 47 viewing slack time ..........................69
resource assignment .... 88, 100, 108, successors ...................................... 63 views ........................................ 10, 11
109, 110 summary information .................... 39 views tables....................................13
resource availability................. 81, 82 summary tasks ............. 42, 47, 48, 50
resource calendar ...... 33, 57, 80, 107 Switch Windows ............................ 19
resource calendar, creating new ... 36 W
resource driven.............................. 33
resource information ..................... 82 T Watsonia Publishing .....................128
Resource Information dialog box .. 81 work ......................................... 86, 87
resource over-allocation................ 90 tables ......................................... 2, 14 work area .........................................6
resource pool................................. 77 tables resources predefined .......... 13 work breakdown structure ............42
Resource Sheet .............................. 77 tables tasks predefined .................. 13 work calculation .............................86
resource units ................................ 86 task calendar ............................ 33, 57 work contour........................ 104, 105
resource usage .................... 102, 103 task calendars, creating ................. 37 work driven ....................................95
Resource Views ............................. 10 task dependencies ................... 64, 65 work effort .....................................92
resource work pattern ................. 102 task duration .................................. 53 work resources ...............................77
resource, adding more of the same Task Entry View...................... 62, 100 working days, exceptions ...............35
.................................................. 93 Task Form .......................... 86, 88, 91 working time .................... 28, 32, 106
resources ............................. 2, 22, 77 task icons ....................................... 43 working time, default .....................31
ribbon .......................................... 5, 6 Task Information .............. 52, 63, 108