Software Project Management

(SPM)
Using Microsoft Project 2013
Microsoft Project 2013 Course Content

1. Project Life Cycle 7. Assigning & Managing

2. Getting Started with Resources
Project 2013 8. Adding External
3. Getting the Project Dependencies
basics right and Deadlines
4. Creating and Modifying 9. Communicating the Plan
Tasks 10.Updating and Re-planning
5. Setting Estimates 11.Closing the Project
6. Linking the tasks 12. Project Server 2013
4-Creating and Modifying Tasks
 4-Creating and Modifying Tasks
• A key part of managing any project is defining 1. Understanding and
the tasks that need to be completed. setting the schedule
• In Project Management terms, this list of tasks is mode
called a Work Breakdown Structure, or WBS. 2. Entering, indenting,
Within the WBS, tasks should be grouped and outdenting
together so that the completion of a group of tasks
tasks comprises the completion of a significant 3. Inserting new tasks
piece of work. into the Schedule
• Tasks are grouped together below a summary 4. Moving tasks
task that will summarize duration, cost, and around the
work totals for a section or deliverable item of Schedule
work. 5. Moving summary
• Each group of tasks should also have a tasks around the
milestone task associated with it. A milestone Schedule
task is an indicator of a goal date by which the 6. Deleting tasks
section of work will be completed.
4.1-Understanding and Setting the Schedule Mode
• To create a project schedule, you • Manually Scheduled Tasks (Default)
enter tasks and create relationships – When a task is manually scheduled,
or dependencies between the tasks. you are in complete control of the
• The task durations (length of time) task duration, start date, and finish
along with their relationships to date.
other tasks establish the timeline for – As task durations, start dates, and
a schedule. finish dates change on predecessor
tasks, manually scheduled tasks will
• The schedule mode (also known as
not be rescheduled in light of these
the task mode) defines how the changes.
scheduling engine in Microsoft – You can use the Manually Scheduled
Project 2013 will schedule the task. task mode for preplanning a project,
• For any individual task the and it gives you the ability to develop
scheduling mode can be either:- a schedule using top-down
– Manually Scheduled scheduling (where each significant
– Auto Scheduled piece of work, or summary task, is
then subdivided into more detailed
pieces of work).
4.1-Understanding and Setting the Schedule Mode
• Auto scheduled tasks • You can change the scheduling
– Tasks that are auto scheduled mode for any task at any time,
will always have a duration, and the mode is unique per task.
start date, and finish dates Both schedule modes may be
change on predecessor tasks, used within the same project
auto scheduled tasks will be plan.
rescheduled to reflect these • Icons visually represents task
changes.
– Auto Scheduling allows for
bottom-up planning (where
the detail tasks are planned
and Project accumulates work
and cost data into the
summary tasks).
4.1-Understanding and Setting the Schedule Mode
• Define the default schedule mode • Toggle the task mode for an
for a project individual task
1 In the Task tab, click the Mode 1 In the Task tab, click the Gantt Chart
drop-down list. button to select the Gantt Chart view.
2 Select the schedule mode for 2 Select the task mode from the drop-
new tasks. down list for the task.
3 Click the Task Mode drop-down list
1 to change the task mode.

1
2

2 3
4.2-Tasks and the Work breakdown
Structure
• The set of tasks required to complete a project is known
as the Work Breakdown Structure (WBS).
• The WBS places the tasks in a hierarchy and allows the
tasks to be logically grouped together.
• Logical groups of tasks are called Summary Tasks.
4.2-Tasks and the Work breakdown
Structure
 4.2-Tasks and the Work breakdown
Structure
• Detail, summary, and milestone tasks
– Not all tasks are created equal, and Project has three distinct
classifications of tasks to help you plan your schedule.
• Detail Task
• Summary Task
• Milestone Task
 4.3-Entering Tasks
• Entering tasks correctly is one of the most important actions you
will do on your project.
• The list of tasks (detail tasks) should define the sum of the work
required to complete the project.
• Tasks should be grouped together to provide a hierarchy (called a
Work Breakdown Structure, or WBS) for the work using summary
tasks, it allows for better organization of the task list.
• It's best practice for the completion of each grouping of tasks to be
represented by a milestone task.
 4.3-Entering Tasks
1. Enter a detail task
1 In the Task tab, click the Gantt Chart button to select the Gantt
Chart view (or any task-related view).
2 Click the row header of the task below where you want the
new task inserted.
3 Click the Insert Task button.
4 Change the name of the task in the table
3

2
 4.3-Entering Tasks
2. Enter a milestone task
1 In the Task tab, click the Gantt Chart button to select the Gantt
Chart view (or any task-related view).
2 Click the row header of the task below where you want the mile-
stone task inserted (this selects the task).
3 Click the Insert Milestone button.
4 Change the name of the milestone task in the table. 3

2
4
 4.3-Entering Tasks
3. Enter a Summary Task
1 In the Task tab, click the Gantt Chart button to select the Gantt
Chart view (or any task-related view).
2 Select the tasks that you want to become subtasks of the new
summary task.
3 In the Task tab, within the Insert group, click the Insert Summary
Task button.
4 Change the name of the new summary task in the table.
4 3

2
 4.4-Indenting/Outdenting Tasks
• When a task is entered into
the schedule, it's placed at
the same hierarchy level as
the task above it.
• When you build your WBS,
you might need to indent a
task so that it becomes a
subtask of the task above,
which becomes a summary
task.
• A task's specific level is
called its Outline Level, and
tasks can be indented so
that their level changes.
• Indenting a task has
implications for any tasks
that become summary
tasks as a consequence of
the indentation.
• The specific consequences
for the summary task
depend upon the task
mode and, if the task is
manually scheduled,
whether a duration value
has already been entered
for the task.
 4.4-Indenting/Outdenting Tasks
• The following table explains the different effects that indenting a task
might have for the new summary task:
 4.4-Indenting/Outdenting Tasks
• Indent a task 3
1 In the Task tab, click the
Gantt Chart button to 1
select the Gantt
Chart view (or any task-
related view).
2 Click the task row 2
header to select the task
that requires indenting.
3 In the Task tab, click the
Indent Task button.
4 View the indented detail
task and summary task.

4
 4.4-Indenting/Outdenting Tasks
• Outdent a task 3
1 In the Task tab, click the
Gantt Chart button to 1
select the Gantt
Chart view (or any task-
related view).
2
2 Highlight the task that
requires outdenting.
3 In the Task tab, click the
Outdent Task button.
4 Review the tasks.

4
 4.5-Inserting New Tasks into the
Schedule
• Inserting new tasks into the schedule is a
very common process, especially during 3
the planning phase, when you are focusing
on ensuring to complete WBS. 1
• Tasks are always inserted at the same
outline level as the task above the
insertion point. 2
• Therefore, you might need to indent or
outdent the new task to adjust it to the 4
required outline level.
• Insert a task
1 In the Task tab, click the Gantt Chart button
to select the Gantt
Chart view (or any task-related view).
2 Select the task below where you want the
detail task inserted.
3 Click the Task button.
4 Change the name of the task in the table.
 4.6-Moving tasks around the
schedule
• When you initially create the • Move a single task
schedule, tasks (or groups of tasks) 1 In the Task tab, click the Gantt
might not be displayed in the Chart.
correct order and might need to be
2 Select the task by clicking on the
moved up or down the task list.
task row header.
• It's possible to move individual
3 Move the cursor over the task
tasks, a selection of tasks, or a
row until the four-arrow cursor (the
summary task (which moves all the
move cursor) appears.
tasks within its hierarchy).
• You can move a selection of tasks
1
only if they are next to each other.
When a task is moved within a
schedule, its outline level will be
changed to equal the outline level of
the task that is now immediately 2
above it. 3
 4.6-Moving tasks around the
schedule
4 Drag the task to the desired 4
location (a horizontal gray line
indicates the current cursor
position).
5 Review the location of the
moved task.

5
 4.7-Moving Summary tasks around
the schedule
• When you initially create the schedule, • Move a summary task
tasks (or groups of tasks) might not be 1 In the Task tab, click the Gantt
displayed in the correct order and might Chart button to select the Gantt
need to be moved up or down the task
list.
Chart view (or any task-related
view).
• The easiest way to change the order of a
group of tasks within the list is to move 2 Select the summary task by
the summary task, which moves all the clicking on the task row header.
tasks within the hierarchy.
• When a task is moved within a schedule, 1
its outline level will be changed to equal
the outline level of the task that is now
2
immediately above it.
• Consequently, moving tasks and
indenting and outdenting tasks go hand
in hand.
 4.7-Moving Summary tasks around
the schedule
3 Drag the summary task and all
related detail tasks to the desired
location (a horizontal gray line
indicates the current cursor
position).
4 Review the location of the moved
summary task (and related 3 5
subtasks).
5 If the task requires outdenting,
click the Outdent Tasks button in the
Task tab.

4
 4.8-Deleting tasks
• During the planning phase,
tasks that are no longer 1
required can be deleted.
• Delete a task
1 In the Task tab, click the 2
Gantt Chart button to select
the Gantt Chart view (or any
task-related view).
2 Select the task to delete.
3 Right-click the task row
3
and choose Delete Task
from the menu.