Microsoft Project 2010 Essentials 24 th August 2013, MPUG Chennai

1. Microsoft Project 2010 Essentials 24th August 2013, MPUG Chennai

2. Rules Collaborate Help others Ask Questions Try something new

3. Agenda

4. About Project 2010

5. About Project 2010 Office Project 2010 delivers project management tools for small ad hoc teams or large organizations with mature management processes and methodologies.

6. A Big Jump in Capability Microsoft® Fluent™ user interface Zoom In/Out Quickly User-controlled schedule Active/Inactive Tasks(PRO) Backstage™

7. Let’s get the basics right!! MPP File Tasks Resources Assignments Tables Views Filters Groups View > Tables View > Filter: View > Views View > Group by:

8. Create Project New project options Schedule forward/backward Default start/end time Default constraints

9. Customize Project options Project defaults the start time and end time to 8:00 AM and 5:00 PM. In Options dialog, you can change the default start time and default end time in Schedule tab, Calendar options.

10. Create Project Click the File tab. This displays Backstage view You can create from Blank project Templates Existing project Excel workbook

11. Create Project Before opening files saved in older file formats change the settings in Legacy Formats tab in Trust Center While importing from Excel workbook, make sure the field name is mapped to the right fields

12. Schedule the project Click the Projecttab, and click Project Information If you know the Project Start date, choose Project Start Date in Schedule from: field and select the Start date Scheduling forward/backward will set the default constraint type of tasks to “as soon as possible” or “as late as possible”.

14. Customize Calendars Importance of calendar Types of calendars Set working time Share/rename/delete calendars

15. Calendar Basics Project 2010 schedules tasks based on its predecessors, constraints and calendars set. Calendars have working days, holidays, vacations Project 2010 groups calendars and applied in the order Task Calendar Resource Calendar Project Calendar Generic working time is maintained in Base calendars

16. Resource, Task Calendar Server repairs Work is scheduled as per task calendar Calendar Work is scheduled as per resource calendar Calendar Design work Task Calendar has higher priority than Resource Calendar

17. Calendars and its relationship Base Calendar (location1) Base Calendar (location2)

18. Global.MPT Project 2010 copies the base calendars from Global.MPT By default, it has 24 hours, Standard and Night Shift base calendars Click the Projecttab, and click Change Working time button Observe the legend to interpret the working and non-working days

19. Create base calendars Select the base calendar to be edited (or) click Create New Calendar button in Change Working time dialog. Use the Work Weeks tab to set up the normal working time for the week Use the Exceptions tab to set variances to the normal working times for the selected calendar.

20. Work Weeks, Exceptions Work weeks: [Default] work week should have the normal working time of the selected calendar Insert additional work weeks with start and finish to set working time between the start and finish

21. Work Weeks, Exceptions Exceptions: Insert exceptions for working times with recurrence pattern Working times in Exceptions override the working time in Work Weeks

22. Project Calendar Project Calendar is set to one of the base calendars Project 2010 schedules tasks without resources and task calendar using Project Calendar Click Project tab, and click Project Information Select the project calendar from the Calendar list

23. Share/rename/delete base calendars You can copy Project elements between files, or between a file and the global template. Click File tab, click Info and then click Organizer. The list on the right box contains the custom elements in the currently opened project The list on the left box contains the elements in the global template.

24. Share/rename/delete base calendars By default, new views are automatically saved to the global template file. To turn off this behavior click File tab, click Options, and then click Advanced. Uncheck Automatically add new views, tables, filters and groups to the global in the Display section

25. Working Days report Working Days report specifies which days are working days and which are nonworking days for each base calendar used in the project. Click Project tab, click Reports in Reports group. On the Reports Dialog, click Overview and Working Days

27. Break

28. Create Task Structure Build WBS User-controlled feature Set dependencies Display the critical path

29. Work Breakdown Structure WBS is a deliverable-oriented group of project elements that defines the total project scope. WBS is the required for schedule development. The hierarchy in WBS can be created by Project Summary Task Summary Task Normal (Detail) tasks Milestones

30. Show Insert Project Summary task Project Summary task is used to hold the project vision statement. Click Format tab, check Project Summary Task in Show/Hide group to display the project summary task

31. User controlled scheduling Project 2010 allows or prevents calculation of duration, start, finish dates of tasks. This is achieved by setting the Task Mode field to either Auto scheduled or Manually scheduled Right click the task and then click Information, click the General tab, and then change the Schedule Mode:

32. Default duration and work units Default duration units is set to days and the default work units is set to hours Click File tab, click Options and then click Schedule. Change the default units, hours per day, hours per week, days per month can be set

33. Insert Tasks Normal (Detail) Task: Tasks with non-zero duration Milestones: Tasks with zero duration

34. Insert Tasks Summary Task: They groups set of other tasks. Recurring Task: Same type of task executed repeatedly over a period of time.

35. Task Calendar Server repairs By default, tasks are scheduled based upon the project calendar. To define unique or specific exceptions/work weeks you can create a task calendar. A task calendar that is associated with a task overrides the project calendar. To create a task calendar click the Project tab, and click Change Working Time. Click Create New Calendar and, set the exceptions and workweeks. After you create a base calendar, you assign it to the task by selecting the calendar in Calendars list in Advanced tab of Task Information. Work is scheduled as per task calendar Calendar Calendar

36. Task Calendar Server repairs If the task has non-intersecting task and resource calendars, Project alerts Not enough common working time. To change how this task is scheduled, either change the task or resource calendar (or) select the Scheduling ignores resource calendars check box in Advanced tab Work is scheduled as per task calendar Calendar Calendar

37. Date Constraints Constraints are a restriction set on the start or finish of a task. You can set date constraints only for auto scheduled tasks

38. Date Constraints The default task constraint type is set to “As Soon As Possible” when scheduling forward Right click the task and then click Information, click the Advancedtab, and then change the Constraint type: and Constraint date: Click View tab, click Tables dropdown, click More Tables … and then click Constraint Dates, click Apply

39. Deadline Deadline is a target date that indicates when you want a task to be completed Right click the task and then click Information, click the Advanced tab, and then set the Deadline: If the task finishes pasts its deadline a Missed Deadline Indicator appears in Indicators field

40. Milestones Report The Milestones report filters your project tasks to show only milestone tasks and associated information Click Project tab, click Reports in Reports group. On the Reports Dialog, click Overview and Milestones

41. Task Dependencies You should identify the predecessor and successor with its dependency type before linking them. Predecessor: Driving task; Successor: Driven task Dependency type can be Finish-to-Start (Default), Start-to-Start (SS), Finish-to-Finish (FF) and Start-to-Finish (SF)

42. Task Dependencies Select the tasks and then click Task tab, click . This will link the tasks in a sequence Right click the task and then click Information, click the Predecessors tab, and then add a link click the Task Name field on the blank row Set multiple predecessors and successors by using the Task Form view (Predecessors & Successors variant). Hint: You can split the screen by Split View option in View tab

43. Delay or overlap tasks Lag is the delay between linked tasks and lead is the overlap between linked tasks Lag is entered as positive value and lead is entered as negative value Value can be duration or a percentage of the duration of the predecessor

44. Critical path Critical path is the longest path and the shortest time to complete the project Click View tab, click Tables dropdown, click More Tables … and then click Schedule, click Apply to display slack Click Format tab, check Critical Tasks to show the critical tasks in red

45. Critical Tasks report This report provides critical tasks with a sub table containing successor task that will be affected by progress on the critical task. Click Project tab, click Reports in Reports group. On the Reports Dialog, click Overview and Critical Tasks

46. Critical Tasks Status report Use this report to view a diagram showing the work and remaining work for both critical and non-critical tasks. Click Project tab, click Visual Reports in Reports group. On the Visual Reports dialog, click Task Summary and choose Critical Tasks Status Report

48. Record resources Add work/material/cost Set resource cost Set resource availability Customize resource calendar

49. Resources Resources are people, facilities, equipment, materials or money necessary to create project deliverables.

50. Work Resources Click View tab, click Resource Sheet in the Resource Views group Work resources have the following attributes Working time Availability Standard rate, overtime rate and per-use cost Set the working time by selecting the Change Working Time button Set the availability by adding/removing rows in Resource Availability table in Resource Information Set the standard rate, overtime rate and per-use cost in Cost tab in Resource Information