Getting Started With MS Project 2003

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TS@PennState3 Willard Buildingniversity Park, PA [email protected]

ttp://its.psu.edu/training/

Information Technology Services

GettingStarted withProject 2 3


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Table of Contents

Objectives........................................................................................................2

Basic Project Management Concepts..............................................................3

Opening Project ...............................................................................................4Explore the Project 2003 Interface...................................................................5

Project Guide Tool Bar and Getting Started Task Pane...................................6

Work with Different Views ................................................................................7

Exploring the Gantt Chart View........................................................................8

Create a New Project.......................................................................................9

Add Project Information to New Project ...........................................................9

Add Properties to a New Project....................................................................10

Save a Project File .........................................................................................11

File Formats for Saving Project......................................................................12

Closing a File and Closing Project 2003 ........................................................13

Working with Tasks........................................................................................14

Creating a Task List .......................................................................................14

Exercises.............................................................................................15

Linking Tasks.................................................................................................18

Exercises.............................................................................................18

Constraining Tasks and Milestones ...............................................................20

Exercises.............................................................................................20

Create and Assign Resources .......................................................................21

Exercises.............................................................................................21

Work with Task Views ....................................................................................22

Exercises.............................................................................................22

Using Help .....................................................................................................28

Exercises.............................................................................................28

Additional Resources .....................................................................................29


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Lesson 1 Objectives (Learn Basic Project Management Concepts)

Understand the basic concepts of the Project Management Cycle

Understand the four phases of Project Management

Understand how Microsoft Project 2003 is related to project management

Lesson 2 (Explore Project Window and Various Task Views)

Understand Project window and Project Guide toolbar components

Start Project 2003 and Open a file

Explore and navigate between select views

Add Project Information and Properties to a project

Save and Close Project file and program

Lesson 3 (Create, Modi fy, and Manipulate Tasks)

Create a task list including duration

Insert new tasks, delete unneeded tasks, and rearrange tasks in task list

Create and use a Work Breakdown Structure (WBS)

Lesson 4 (Create and Assign Resources)

Create a resource pool using the resource sheet

Assign resources to tasks

Lesson 5 (Work with Task Views)

Display project file in various views to understand differences

Use the View menu to navigate between views

Lesson 6 (Using Help)

Get help on using Project

Getting Started with Project 2003 Page 2 Summer 2006


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Basic Project Management Concepts

Definitions

A projectis a temporary sequence of tasks with a distinct beginning and end that isundertaken to create a unique product or service.

Project managementis the use of specific knowledge, processes, tools, and methods tomake sure a project meets or exceeds stakeholders requirements for a project. The goal isto achieve predetermined objectives for scope, time and cost of the project.

A project manageris responsible for planning, organizing resources, overseeing executionof the project plan, and controlling project variables until project completion. Projectmanagers have some defining qualities including the ability to focus on taskaccomplishment, the ability to communicate well, be versatile, and understand project

related technology issues.

Generally speaking, projects have five process groups associated with them. They areshow in the diagram and defined in the table below. The Initiating and Closing processgroups are not continuous and do not interact with the others. They both stand on theirown. Planning, Executing and Controlling are interdependent, cyclical, and continuous. Achange in one will impact the others.

Initiating Provide the foundation for the projectby establishing project goals,

objectives, and major milestones.Planning Defining resources and developing a

schedule and budget for the project.

Executing Coordinating personnel and resourcesto achieve a project goal.

Controlling Completing task activities, measuringprogress, and taking corrective actionif necessary to bring project backwithin stated goals and objectives.

Closing Brings project to an end by gainingacceptance of final product, bringing

project to an orderly conclusion, andproject debrief or lessons learned.

Microsoft Project helps project managers automate and organize many of the tasks thatthey need to carry out. For the purpose of this course, instruction will be provided for someof the tasks associated with the initiating and planning processes. Project can also be usedextensively in the Controlling processes, but that is beyond the scope of this course.

Getting Started with Project 2003 Page 3 Fall 2004


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Getting Started with MS Project 2003

Microsoft Project is a scheduling and planning tool for project managers or anyoneresponsible for managing timelines for projects. It provides easy-to-use tools for puttingtogether a project schedule and assigning responsibilities, as well as powerful tools toensure timely project completion.

The graphic below lists the tasks that can be accomplished using Project 2003. For the

purpose of this training session, the tasks listed on the left of the diagram will be explored.

Project Management Tasks

Planning Tasks Monitoring & TrackingTasks

Build the plan

Set project start date

Enter task names, duration

Link tasks

Assign resource and cost

Fine tune the plan

Set a baseline

Enter actuals

Track variance

Adjust schedule

Print reports

Communicate with team

Opening Project 2003

Open Project by selecting Start >>All Programs >>Microsoft Office >>Microsoft Project. MSProject may be installed as a single package. If that is the case, skip the step for selecting

MS Office. Once Project opens, a new empty file called Project1 will be displayed.

Opening an Existing Project 2003 File

As with other Microsoft products, there are several ways to perform a process, even one assimple as opening a file. Each of the four ways to open a file in Project is listed below.

1. If Project is open and the file is listed in the Open section of the Getting Started taskpane, click the title of the file to open the file.

2. If Project is open and the file is not listed in the Open section of the Getting Startedtask pane, use the Open button on the Standard toolbar to navigate to the file onyour computer or network drives.

3. If Project is open and the file is not listed in the Open section of the Getting Startedtask pane, select the File menu and Open to navigate to the file on your computer ornetwork drives.

4. If Project is not open, navigate to the file on your computer or a network drives andselect the title of the project file and click Open (or double-click the title). Both the fileand Project will open simultaneously.



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Explore the Project 2003 Interface

When the Project 2003 interface loads, the default is the Gantt Chart view. It is the mostcommonly used view to enter data. If you prefer a different default, you can change thissetting. To change the default view that Project 2003 uses when it starts, use the Toolsmenu, click Options, and then click the Viewtab. In theDefault viewbox, click the viewyou want to display at startup. Please note that Projects created before this setting wasmodified will not be affected by this change.

The diagram below is labeled to help you recognize each component of the Projectinterface and to learn the terms used for each one. Each component is listed and definedin the table directly beneath the diagram.

Title bar Menu bar Standard toolbar Formatting toolbar

Project Guidetoolbar

Getting Started

task pane

Status bar

Type a Question box

Component DescriptionTitle bar Displays the name of the project file. Default is Project1.mmp. Contains

the Minimize, Maximize and Close buttons. Allows user to move windowaround if needed.

Menu bar Displays all the regular MS Office menus and two that are specific toProject, which are Project and Collaborate.

Standard toolbar Displays shortcut buttons for the most frequently used commands.

Formatting toolbar Displays shortcut buttons for formatting and outlining commands.Project Guide toolbar Contains four buttons which coincide with the project categories: Tasks,

Resources, Track and Report.

Getting Started task pane Displays shortcuts to help open existing files or create new ones. Liststemplates and any existing project files.

Status bar Displays current status of the project or the command currently in use.

Type a Question box A help feature which provide an interface to type a question to begin asearch for the needed information.



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Project Guide Toolbar and Getting Started Task Pane

The toolbar shown below may be used to display details about the procedures andactivities involved in each phase of project management. It will automatically launch theGetting Started Task Pane to help guide users through the process of setting up a project

and then modifying it. A user can also select a task from the drop-down list that is displayedupon clicking the chevron (small downward arrow).

Button Description

Show/Hide Project Guide Click this button with display or hide the side pane containing theProject guide.

Tasks Displays instructions on working with tasks in Project.Resources Displays instructions on working with resources in Project.

Track Displays instructions on working with tracking in Project.

Report Displays instructions on working with reports in Project.

Getting Started Task Pane

The pane displayed to the right is the first part of theProject Guide. It opens by default when Project islaunched. It is used to open an existing file, create anew one or connect to resources via the Internet byusing on of the preset links or by searching MicrosoftOnline. If any Project 2003 files exist on the computerrunning Project, they will be listed below Open. Itprovides access to the Help feature in Project.



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Work with Different Views

Project has several different views for displaying information about projects in relevant,useful ways. This class will concentrate on the most commonly used views highlightedbelow. In addition, learning how to use the More Views selection to experiment with usingother views will be explained.

View Name Descript ionCalendar View Shows tasks scheduled over a specific week or range of weeks as a calendar

with boxes for each day. Tasks overlap days of the week to show continuation.

Gantt Chart This view is set as the default for Project, consequently it is the most frequentlyused view. It is used to enter and schedule tasks.

Network Diagram Creates a flow chart of the scheduled tasks. Allows connections to be seen.

Task Usage Shows resources as they are assigned to tasks.

Tracking Gantt Compares the baseline of the project with the actual schedule. Looks like anormal Gantt Chart.

Resource Graph Shows the information related to a single resource or group of related resources.

Resource Sheet Easy to use to enter resources all at one. Looks like a spreadsheet.

Resource Usage Shows cost, amount of work, and over allocation for each resource.

More Views Displays other less frequently used views.

Calendar View



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More ViewsNetwork Diagram View

Exploring the Gantt Chart View

As mentioned earlier, the Gantt Chart view is the default view for Project 2003. The GanttChart view is divided into two sections separated by a movable divider bar. The divider barcan be used to change the sizes of the sheet pane (a.k.a. entry table) and chart panes(a.k.a. Gantt Chart). The sheet pane, located on the left, resembles and functions similarlyto a spreadsheet. It uses rows, columns and cells. The chart pane, located on the right,displays the tasks using bars and a timescale. The Gantt Chart view is most commonlyused for entering and updating task information. The diagram is labeled below.

Indicators field

Column heading

Sheet pane Timescale

Project summary task

Task bar

Divider bar

Chart pane



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Create a New Project

There are a variety of ways to create a new project using Project 2003. The table belowlists each one and provides a brief description. This class will concentrate on learning howto perform ways highlighted below.

LESSON 2: CREATE A NEW PROJECT

Ways to Create a New Project Descr ipt ion

Open Project 2003 without selecting a filefirst

Quickest and easiest way to create a new, blank Project file.

Click the Newicon on the StandardToolbar.

Quickest way to create a new file is an existing file is open the screen.

Choose the Filemenu and select Newtocreate the new file. This will also display

the New Project task pane listing theoptions (indented below).

Creates a new blank project and displays the New Project task pane toreveal other ways to create a new project from existing projects or

templates.

Open Project and use the Create a newproject link on the Getting Started taskpane to reveal other options (indentedbelow).

Creates a new blank project and displays the Getting Started task paneto reveal other ways to create a new project from existing projects ortemplates. Each one is listed below.

New from Existing Presentation Base your new project on one that you have already written anddesigned. This command creates a copy of an existing project so youcan make the changes you want for the new project.

Templates on Microsoft.com Choose from additional Project templates in the Microsoft TemplateGallery. These are arranged according to type of project.

Templates on My Computer Create a project using one of the templates that came with Projectwhen it was installed on your computer.

Templates on My Web Site Create a project using a template located on a Web site.



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Add Project Information to New Project

Once a new project has been created, basic information about the project needs to beadded to the file. The information is essential for Project to be able to schedule tasks andhelp a user locate the file later. A diagram of the Project Information and the Propertiesdialog boxes and tables explaining the components are provided below for your

convenience.Project Info helps project schedule tasks.

Instructions

1. On the Projectmenu, click ProjectInformation.

2. Make selections and click OK.

Add Properties to a New Project

Properties help users identify and locate project files.

Instructions:

1. To enter basic file properties for the active project, on the Filemenu,click Properties , and then click the Summarytab.

2. Type the relevant project information in the file properties boxes.

3. To add custom file properties for the active project, click the Customtab.

4. Type the relevant information in the Name, Type, and Valueboxes,and then clickAdd.

Component Description

Title Defaults to the file name, but can be edited to be more meaningful.

Subject If the file name is not meaningful, the subject can be used to clarify it.

Author The name of the person entering the data.

Manager The project manager for the project.

Company The company name or in Penn States case the department, college, or location name.

Category If projects are grouped into categories, type the category this fits best.

Keywords If any words are related to the project that would help differentiate it from another, typethem.

Comments If there is anything in particular that everyone would need to know about the project, usethis area.

Hyperlink base n/a



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Save a Project File

There are a variety of ways to save Projectfiles. When saving a new project for the firsttime, using the Save As dialog box (shown to

the right) is mandatory. Each process forsaving new projects is listed below along withinstructions for carrying out the process.

A detailed table of all possible file formats isprovided on the next page.

LESSON 2 EXERCISE: SAVE A PROJECT

Saving New Projects Instructions

Use the File menu Clicking Save (when saving a new file) will launch the Save As dialogbox. Choose Fileand selectSave. From the Save inlist, select adirectory or a folder. Specify the project file name and click Save. *

Clicking Save as will launch the Save As dialog box. Choose File andselectSave As. From the Save inlist, select a directory or a folder.Specify the project file name and click Save.

Clicking Save As a Web Page will save the file as a Web page, so that itcan be shared with users who dont have MS Project installed. ChooseFile and selectSave As a Web Page. From the Save inlist, select adirectory or a folder, specify the project file name, make sure that theSave as Type drop-down is set to Webpage, and click Save.

*Note: Clicking Save after a file has been saved already will not launch theSave as dialog box. It will just save the changes. A quick flash is all that willconfirm that the file has been saved.

Use the Standard Toolbar Click the Save icon on the Standard toolbar. It looks like a floppy disk.Clicking the Save icon (when saving a new file) will launch the Save Asdialog box. Choose File and select Save As. From the Save inlist,select a directory or a folder. Specify the project file name and clickSave. *

*Note: Clicking the Save icon after a file has been saved already will notlaunch the Save as dialog box. It will just save the changes. A quick flash isall that will confirm that the file has been saved.



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File Formats for Saving a Project

As with most Microsoft products, a file can be saved in various formats. This allows otherprograms to read and use the data or information. It also enables Project to read andimport data from other programs. Project 2003 files can be saved in all of the formats listedand explained below. Saving files using the highlighted formats will be explained andperformed during this class.

Save as type Extension Use to save

Project .mmp A typical Microsoft Project file.

Web Page .htm; html A Web page with an .htm file. Field data can be exported to thisformat, but an entire project cannot be. Data can only beexported to the HTML format. HTML cannot imported intoProject.

Template .mpt A project as a template to be reused.

Project Database .mpd A database format used by Project for storing entire projects.

Microsoft Project 98 .mmp A Microsoft Project file that is readable by Project 98.

Microsoft Access Database .mdb A file is created that can be easily imported into and used byMicrosoft Access.

Microsoft Excel Workbook .xls A file is created that can be easily imported into and used byMicrosoft Excel.

Microsoft Excel Pivot Table .xls A file is created that can be easily imported into and used byMicrosoft Excel as a pivot table.

Text .txt A text delimited file of the data to be used to import data. Note:

Field data from a single Project table can be exported to thisformat, but an entire project cannot be.

CSV .csv A comma delimited file of the data to be used to import data.Note: Field data from a single Project table can be exported tothis format, but an entire project cannot be.

XML Format .xml Project data to be exported and imported using this format. Likethe MPX format used in older versions of Project, the XMLformat can be used to interchange project data between Projectand other programs.



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Closing a File and Project 2003

As with most Microsoft Office products, a file can be closed without closing the entireprogram. This becomes important if a user is working on more than one project at a time.There are two ways for both closing a file and for closing the program. The table belowprovides instructions for both actions.

LESSON 2 EXERCISE: CLOSE A FILE, CLOSE A PROGRAM

Action Instructions

Closing a project file 1. Choose Fileand select Close.

2. Click the Closebutton (X) in the upper right-hand corner of the window justbelow the red X.

Closing the program 1. Choose Fileand select Exit.

2. Click the Closebutton (Red X) in the upper right-hand corner of the MicrosoftProject window at the end of the title bar.



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Working with Tasks

Task is the term that Microsoft Project uses to refer to the steps it takes to complete aproject. Most projects are made up of phases which are broken down into task lists. Tasklists are organized into a hierarchical structure (a.k.a. an outline) to identify when each taskneeds to be completed and in what order. This helps with scheduling the tasks and also

keeps the project timeline stable. The resulting document is called a Work BreakdownStructure(WBS), which can be used as a project timeline. Once the user lists the tasks,assigns each one a duration, and sets links between tasks, Project can schedule due datesfor each task.

Creating a Task List

A task list is a complete listing of all of the tasks involved in a project. Using Project, a tasklist is created by typing the tasks and duration into the sheet pane of the Gantt Chart view.Entering the task name and the duration for each task is enough to get started. Duration

can be set in hours, days, weeks or months. In the background, Project uses the calendarto convert everything to hours. Setting predecessors and successors will come after the listis organized into phases and the resources are added for each task. A completed projectfile (WBS) is shown below. The sample project was used to organize and implement aforum program for University trainers.

Note: Hands-on exercises will be working towards recreating the sample project shown above.



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LESSON 3 EXERCISE: CREATING A TASK LIST AND ASSIGNING DURATIONS TO TASKS

Step Instructions

Open the file called (TrainingProject.mmp) Open Project 2003 and navigate to your Desktop.Find the file called TrainingProject.mmp. Click Open.To save time, a Gantt Chart listing most of the taskswill be displayed for you.

Enter the following tasks into the Task name columnat the bottom of the list. Duration for each is 1 day.

Confirm next host and forum information

Type and Distribute Minutes

Using your mouse, place your cursor in the last rowof the sheet pane. Type the task into the row. Next,hit the Tabkey and type 1d under the duration.Repeat process for the other task.

Save changes. Choose the Filemenu and select Save.

When you are done, your file should look like the one below. Notice that all of the StartDates are the same. This will change once tasks are linked later.



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LESSON 3 EXERCISE: ADD, DELETE, AND REARRANGE TASKS IN A TASK LIST

Step Instructions

Add a task to a task list

TypeApprove List into the Task name columnabove task 23 and add a duration of2 weeks.

Use the Insert menu to add a New Task above thetask that will follow it.

Using your mouse, select the task that should followthe new task. Choose the Insertmenu and selectNew Task.

Using your mouse, place your cursor in row 20 of thesheet pane. Type the task name into the row. Next,hit the Tabkey and type 2w under the duration.

Delete a task from a task list

Row 9 is to be deleted from the task list.Undo the last action.

Use Edit menu to delete unwanted tasks or highlightthe entire row and hit the Delete key.

Using your mouse, select the task that you want todelete. Choose theEditmenu and select DeleteTask.

OR

Highlight the entire row by clicking the row numberwith your mouse. Next, hit the Deletekey on yourkeyboard. Please note that not selecting the entirerow will only delete the data in the cell that you haveselected.

Using your mouse, place your cursor in row 9 of thesheet pane. Choose the Editmenu and select DeleteTask. Use the Undobutton to undo the Delete.

Move a task within a task list

Practice moving the last item in the task list to the topand back again.

Use your mouse to rearrange tasks in the task list.

Using your mouse, highlight the row of the task thatyou want to move. Hover your mouse over the rowand move it toward the next row until the white crossturns into four arrows. Then click and drag the row towhere you want it.

Highlight the row including the last task. Hover overthe row until the cross turns into four arrows. Clickand drag it above the first task in row 1. Release yourmouse. Move it back to the bottom row.

Save changes. Choose the Filemenu and select Save.

Now that the tasks are all listed in the task list, they need to be organized into phases byusing outlining to create the Work Breakdown Structure. To do this, Summary Tasks mustbe created. A summary task is a task that is made up of subtasks and summarizes thosesubtasks. Outlining is used to create the summary tasks. Project automatically determinessummary task information by using the information from the sub-tasks that make up thesummary tasks. Consequently, you cannot add info to a summary task. All of the taskscombined creates the project. A Project Summary bar can be added to summarized theproject.



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LESSON 3 EXERCISE: OUTLINING TASKS TO CREATE A WORK BREAKDOWN STRUCTURE (WBS)

Step InstructionsAdd Summary Tasks to create phases

Select row 1 (Drafting Plan). The name of the first

new task will be Proposal Phase. The other phasesthat you need to add are Planning Phase (at row 8),Implementation Phase(at row 19) andFollow-upPhase(at row 34).

Add summary tasks to the task list to help organizethe list and identify phases.

Using your mouse, select the task that should start a

new phase. Choose the Insertmenu and select NewTask. Type the name of the phase in the new row.Continue the process until all four phases are added.

Highlight the sub-tasks to be included in the newlycreated summary task or phase. Using theFormattingmenu, click the Indentarrow (points tothe right).

Note: You can indent or outdent a task quickly withthe mouse. Point to the first letter of the task name.When the pointer changes to a double-headed arrow,drag right to indent the task or drag left to outdent thetask. Do not delete summary task until you outdent allof the sub-tasks.

Indent sub-tasks

A few sub-tasks have sub tasks. These includeMeeting to discuss first Trainers Forum (rows 14-18),Invitation/Agenda (rows 21-24), List (rows 26-27),and Survey (rows 29-32). Highlight and indent theitems that belong together.

Highlight the sub-tasks to be included as sub-tasks ofa phase. Under Meeting to discuss first TrainersForum, highlight rows 14-18. Next, using theFormattingmenu, click the Indentarrow (points tothe right). Continue until all four sub-tasks arecomplete.

Outdent sub-tasks Highlight the sub-tasks to be included in the newlycreated summary task or phase. Using the

Formattingmenu, click the Outdentarrow (points tothe left).

Hide and Unhide Subtasks

Practice hiding and showing the sub-tasks for thesummary tasks.

Show and hide subtasks by clicking the summarytask's outline symbol. Outline symbols indicate

whether a summary task has subtasks displayed

or does not have subtasks displayed .

Add a Project Summary bar.On the Toolsmenu, click Options, and then click theViewtab.

To show or hide project summary tasks, underOutline options for, select or clear the ShowProject summary taskcheck box.

Save changes. Choose the File menu and select Save.



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Linking Tasks

Adding summary tasks does not automatically create task dependencies as can be seen inthe TrainingProject file. All of the tasks still start on May 3, 2004. Task dependencies arethe relationships between linked tasks. To create task dependencies, the tasks must be

linked to each other as predecessors (A task that must start or finish before another taskcan start of finish.) and successors (A task that cannot start of finish until another taskstarts or finishes.) by using the tasks start and end dates. There are four types of taskdependencies: Finish-to-start (FS), Start-to-start (SS), Finish-to-Finish (FF), and Start-to-finish (SF). For definitions of each type, see the table on the next page.

The Finish-to-start type of dependency is the most common and is created by default whentwo tasks are linked by using the Link Task button on the Standard Toolbar or the Editmenu. All other types of dependency must be set using the Task Information dialog box orthe Task Dependency dialog box which is activated when a connecting line is selectedbetween two tasks. Instructions on how to links tasks using these methods will be taughtnext.

Type of Dependency Defini tionFinish-to-start (FS) The predecessor task must end before the successor task begins.

Start-to-start (SS) The successor task cannot begin until the predecessor task begins.

Finish-to-Finish (FF) The successor task cannot end until the predecessor task ends.

Start-to-finish (SF) The successor task cannot end until the predecessor task begins.

For a project with a simple schedule, a project manager may know when each task shouldstart and finish. But if anything changes, such as a task slipping, you will have to manuallyrecalculate the changed start and finish dates for the other tasks. You can avoid thisrework, and also model more complex relationships between tasks, by entering durationsand task dependencies for each task instead.

LESSON 3: LINKING TASKS

Link and unlink tasks using the Edit menu

Select rows 2-7. Use the menu to set up thedependencies.

Using the Edit menu, link tasks to createdependencies.

To link tasks and create dependencies,in theTask Namefield, select two or more tasks you

want to link in the order that you want themlinked.

Choose the Editmenu and select Link Tasks.

To unlink tasks and delete dependencies, use yourmouse and the standard toolbar.

In the Task Namefield, select two or more tasks



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you want to link in the order that you want themlinked.

Choose the Editmenu and select Unlink Tasks.

Link and unlink tasks using the Link Task button

Select rows 21-23. Use the toolbar to set up thedependencies. Continue setting up dependencies for

rows 29-31 and then 37 and 38.

Using your mouse and the standard toolbar, l inktasks to create dependencies.

To link tasks and create dependencies,in the

Task Namefield, select two or more tasks youwant to link in the order that you want themlinked.

Click the Link Tasksbutton.

To unlink tasks and delete dependencies, use yourmouse and the standard toolbar.

In the Task Namefield, select two or more tasksyou want to link in the order that you want themlinked.

Click the Unlink Tasksbutton.

Notes:

To select nonadjacent tasks, hold down CTRL, andthen click the tasks you want to link.

To select adjacent tasks, hold down SHIFT, andthen click the first and last tasks you want to link.

Project 2003 creates a finish-to-start task link bydefault. You can change this task link to start-to-

start, finish-to-finish, or start-to-finish.

Link and unlink non-adjacent/non-sequential tasksusing the Link Task button

Select rows 27 and then row 24. Use the toolbar toset up the dependencies. Continue setting up thedependency between row 38 and 32.

Using your mouse and the standard toolbar, l inktasks to create dependencies.

To link tasks and create dependencies betweentwo non-adjacent/non-sequential tasks,in theTask Namefield, select the tasks in the orderthat you want them linked. Select the first task,hold down the CTRL key and then the secondtask that you want to link.

Click the Link Tasksbutton.




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Constraining Tasks

Constraints are limitations imposed on the scheduling of tasks. Some people might callthem deadlines, but setting constraints are much more involved that merely setting adeadline. Setting a task as a milestone is a type of constraint more closely resembling adeadline. Project can be used to constrain tasks by not starting or finishing a task until acertain date has arrived. The As Late As Possible constraint is the default constraint fortasks. It is also the most flexible.

For optimal scheduling flexibility, it's recommended that you allow Project to use flexibleconstraints to calculate the start and finish dates for tasks based on the durations and taskdependencies you enter. Only if you have unavoidable constraints, such as an event datethat cannot be moved, should you consider setting a constraint for a task manually. If youneed to set a constraint manually, the table below lists the type of constraints that Project iscapable of setting. For instruction on setting constraint, use the Help function in Project.

Type of Constraint Defini tion Flexibil ity

As late as possible A task will finish as late as possible in a project that is scheduled

from a finish date.

Flexible

As soon as possible A task will start as soon as possible in a project that is scheduledfrom the start date.

Flexible

Finish no earlier than

Finish no later than

A task will be completed no sooner than or later than a specificdate.

Not flexible

Must finish on

Must start on

A task will finish or start on a specific date. Not flexible

Start no earlier than

Start no later than

A task will start no sooner than or later than a specific date. Not flexible

Milestones

A milestone is a reference point marking a major event in a project and used to monitor theprojects progress. Any task with zero duration is automatically displayed as a milestone. Auser can also mark any task with any duration as a milestone using the Task Informationdialog box. The project has two milestones that need to be set. The first milestone has aduration of 0. The second one does not.

LESSON 3: SETTING MILESTONES

Set a milestone using the Gantt Chart view.

Select row 24. Type 0 in the Durationfield.

Type 0in the Durationfield of the task you want toset as a milestone.

Press Enter. Project will display the symbol on theon that day for that task in the Gantt Chart view.

Set a milestone for a task with duration longer than 0using the Task Information dialog box.

Using the menu, set a task as a milestone that has aduration of more than 0.



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Select row 35. Choose the Project menu and select Task

Information, and then click theAdvanced tab.

In the Durationbox, enter the task duration (if its notalready available), and then select the Mark task asmilestonecheck box.

Click OK.


Create and Assign Resources

Resources are the people, equipment, and material that are used to complete tasksassociated with a project. As a project manager, you will need to create a list of resourcesthat will make up your team and carry out the project tasks. Each task must have aresource associated with it to maintain accurate records of resource allocation and usage.There are two ways to create a resource list. For a project with only a few resources,adding resources in the Gantt Chart view is probably the easiest way to accomplish thetask. For a much more involved project with more resources, creating a resource sheet

may be best especially if you need to keep track of costs and usage. For the purpose ofthis course, very basic instruction on resources will be provided.

LESSON 4: CREATING AND ASSIGNING RESOURCES

Step InstructionsCreate a resource list using the Gantt Chart view.

Type Christine into row 2.Select Christinefrom the list for rows 3-6.TypeApri l/Christ ine/Lisainto row 7.Select Christinefrom the list for rows 9-12.TypeApri l/Christ ineinto row 14.SelectApri l/Christ inefrom the list for rows5-18 and21.Type Tarainto row 22.TypeLisa into row 23.Select Christinefrom the list for row 24.SelectApri l/Christ inefrom the list for row26.Select Lisafrom the list for row 27.SelectApri l/Christ inefrom the list for row29.Select Tarafrom the list for row 30.TypeYounghoon into row 31.Select Christinefrom the list for row 32.Type Justin into row 33.

SelectApri l/Christ inefrom the list for rows34-35and 37-38.

Add resources to each task using the Gantt Chartview.

In the Resource field, type the name of the resourceresponsible for carrying out the task. It will be addedto the drop-down list automatically. Select a new rowand continue the process until all tasks have beenassigned resources. All resources add this way willalso be added to the resource sheet.

You may want to create a resource list using theResource Sheet on the View menu late.

You may want to create a Resource Sheet if youneed to keep track of costs and work hours.

On the View menu, click Resource Sheet.

On the View menu and point to Table.



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In the Resource Namefield, type a resource name.

Resource names cannot contain brackets ([ ]),commas (,), or semi-colons (;).

Specify the resource type as work (people andequipment that consume time to accomplish tasks) ormaterial (consumable materials or supplies used toaccomplish the task). (We will only use Work for this

exercise.)

To specify that a resource is a work resource,click Workin the Typefield.

Note: More information is available in Project Help ifyou need more detailed information on resourcesincluding allocation and availability. Just search forResources.


Work with Task Views

By now, you should be very familiar with the Gantt Chart view of Project 2003. There areseveral other views that you might find useful depending upon the information that youneed, how you are using it, and how you understand the information provided. All views arelocated by using the View menu. For example, a visual person would benefit most from theNetwork Diagram which displays the information as a flow chart. Someone trying ororganize a meeting for a project team might find the Calendar view to be most beneficial.Someone responsible for tracking resources might like to see the Resource Usage view.More information on the Resource and Combination views can be read by going to

http://office.microsoft.com/assistance/ , clicking on Project 2003, and choosing More underViewing Project Information.

LESSON 5: USING HELP

Step Instructions

Using the View menu, display the project you justcreated as a Network Diagram.

After Saving your project, click the Viewmenu.

Select the Network Diagramview.

Review the results. Hover over any shape to see the

details.

Using the View menu, display the project you justcreated as a Network Diagram.

Click the Viewmenu to change to a different view.

Select the Calendarview.

Review the results.

http://office.microsoft.com/assistance/http://office.microsoft.com/assistance/


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View Name Descript ion Best Use

Bar Rollup With large projects, you may have a number ofsubtasks grouped under summary tasks to helpkeep your project better organized. The BarRollup view, when used after running the RollupFormatting macro, displays subtasks rolled upand overlaid as bars on top of their respectivesummary tasks.

View tasks as rolled-up bars ontheir respective summary task bars.

See your whole project withoutlosing sight of the tasks.

Calendar Using the Calendar view, you can create, edit, orreview your project tasks in a calendar format.Task bars span the days or weeks that the tasksare scheduled. This familiar format enables youto quickly see which tasks are scheduled onparticular days, weeks, or months. If you plan toenter a large number of tasks, however, you mayfind it more convenient to enter them on the GanttChart view and then review them in the Calendarview.

Show the tasks scheduled in aspecific week or range of weeks.

Review the tasks that arescheduled on particular days,weeks, or months.

Create a project by entering tasksand the amount of time each taskwill take.

Establish sequential dependenciesbetween tasks by linking them.

Assign personnel and otherresources to tasks.

Descriptive NetworkDiagram

Using the Descriptive Network Diagram view, youcan review, create, or edit your project tasks andtask dependencies as a network diagram (orflowchart). A box (also called a node) representseach task, and a line connecting two boxesrepresents the dependency between the twotasks. The boxes on the Descriptive NetworkDiagram view are larger than those in theNetwork Diagram view and can contain labels for

the data elements in the box. These larger boxestake up more space, and thus fewer boxes fit ona printed page.

Create and fine-tune your schedulein a flowchart format.

Edit the task information in theDescriptive Network Diagramboxes.

Link tasks to specify the tasksequence and to determine startand finish dates.

Graphically show completed, in-progress, and not-yet-started tasks.

Assign personnel and otherresources, to specific tasks.



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Detail Gantt The Detail Gantt view is a variation of the GanttChart view, and it depicts slack and slippage inyour project. It does so by portraying slack andslippage as thin bars between tasks. Thesedepictions serve as visual cues when you'rescanning the progress of a project.

See how tasks progress across timeand evaluate the slack and slippagebetween tasks. You can trackprogress by comparing planned andactual start and finish dates, and bychecking the completion percentageof each task.

View tasks graphically while stillhaving access to detailed informationabout the tasks.

Create a project by entering tasksand the amount of time each task willtake.

Establish sequential dependenciesbetween tasks by linking them. Whenyou link tasks, you can see how achange in the duration of one taskaffects the start and finish dates of

other tasks, as well as the projectfinish date.


Gantt Chart The Gantt Chart view displays project informationin two ways: The left side displays information asa sheet and the right side displays information asa chart.

Create a project by entering tasksand the amount of time each taskwill take.

Establish sequential dependenciesbetween tasks by linking them.When you link tasks, you can seehow a change in the duration of

one task affects the start and finishdates of other tasks, as well as theproject finish date.


See how tasks progress acrosstime. Review progress bycomparing planned dates andactual start and finish dates, andby checking the progress of eachtask.

View tasks graphically while stillhaving access to detailedinformation about the tasks.

Split a task so that the task isinterrupted and then resumes laterin the schedule.



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Leveling Gantt The Leveling Gantt view is a variation of theGantt Chart view, where the left side of the viewdisplays project information as a sheet and theright side displays project information as a chart.The sheet portion displays a list of tasks andinformation about task delays.

View delayed tasks graphically whilestill having access to detailedinformation about the tasks.

Review changes made to tasksduring leveling.

Review the effects of resourcesleveling on task completion.

Network Diagram Using the Network Diagram view, you can review,create, or edit your project tasks and taskdependencies as a network diagram (orflowchart). A box (also called a node) representseach task, and a line connecting two boxesrepresents the dependency between two tasks.By default, the Network Diagram view displaysone diagonal line through a task that is inprogress and crossed diagonal lines through a

completed task.

Create and fine-tune your schedule ina flowchart format.

Edit the task information in thenetwork diagram boxes.

Link tasks to specify the tasksequence and to determine start andfinish dates.

Graphically show completed, in-progress, and not-yet-started tasks.

Assign personnel and otherresources, such as equipment, tospecific tasks.

RelationshipDiagram

The Relationship Diagram view is a specializedversion of the Network Diagram view anddisplays the current task in the center of thepane, with the task's immediate predecessors toits left and immediate successors to its right. If

you have a large project with many interrelatedtasks, you can use the Relationship Diagramview to focus on only those tasks that are linkedto a particular task.

The Relationship Diagram view ismost useful in the bottom pane of acombination view. When you select atask in the top pane, the bottom panedisplays the task and its

predecessors and successors.

Task Entry The Task Entry view is a combination view thatdisplays the Gantt Chart view in the top pane andthe Task Form view in the bottom pane. Whenyou select a task in the Gantt Chart view,information about that task appears in the TaskForm view.


See how tasks progress across time.

See how tasks relate to one anotheracross time.



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Task Sheet The Task Sheet view displays information abouteach task (such as task duration, start and finishdates, and cost in a sheet format.

Create a list of tasks and taskinformation quickly when you don'tneed to see the informationgraphically over time.

Establish sequential taskdependencies by linking tasks. Whenyou link tasks, you can see how achange in the duration of one taskaffects the start and finish dates ofother tasks, as well as the projectfinish date.


Review progress by comparingplanned dates and actual start andfinish dates, and by checking theprogress of each task.

Tracking Gantt The Tracking Gantt view displays two task bars,one on top of the other, for each task. The lowerbar shows baseline start and finish dates, and theupper bar shows scheduled start and finish dates.(Or, if the task has already started, meaning thatthe percent work complete is greater than zero,the upper bar shows the actual start and the datethrough which work has been completed. If thetask is 100% complete, the upper bar shows theactual start and finish dates.)

See how tasks progress across timeand evaluate the slippage of tasks.You can track progress by comparingbaseline and scheduled or actualstart and finish dates and by checkingthe completion percentage of eachtask.


Create a project by entering tasksand the amount of time each task willtake.

Establish sequential dependenciesbetween tasks by linking them. Whenyou link tasks, you can see how achange in the duration of one taskaffects the start and finish dates ofother tasks, as well as the projectfinish date.

Assign personnel and other

resources to tasks.



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Task Usage The Task Usage view lists for each task theresources assigned to it and the amount of workthat each resource has performed over time,whether per day, week, month, or other timeincrement. If you're more interested in cost thanwork, you can use the Task Usage view todisplay the cost of each resource assigned to a

task over time. You can also display multiplepieces of information simultaneously, such aswork and actual work, so that you can comparethe various sets of information.

Assign people and other resources totasks.

Enter and edit task and resourceinformation together, such as work,start and finish, cost, work allocation,and work availability.

Distribute task assignments moreevenly across resources.

Find out how many hours eachresource is scheduled to work onparticular tasks.

Vary the amount of work a personspends on a task by setting workcontours.

Split a task so that the second portionof it starts at a later date.

Task Details Form Using the Task Details Form view, you can enter,view, and edit detailed scheduling informationabout your tasks and resources, as well astracking information, one task at a time. This formis especially effective for giving you an isolatedview of a given task's characteristics.

Display detailed information about atask in the bottom pane of acombination view.

Enter and revise task information,including details related to start andfinish dates, and predecessorconstraints.

Compare baseline and current datesfor a task.

View at a glance all the resourcesassigned to a task and edit resourcesas needed.

Task Form Using the Task Form view, which is a simplifiedversion of the Task Details Form view, you canenter, view, and edit basic task and resourcescheduling information and tracking information,one task at a time. This form is especiallyeffective for giving you an isolated view of a giventask's basic characteristics.

There are two related views that can help youmanage your tasks: the Task Details Form view,which provides detailed information for managingand scheduling tasks; and the Task Name Formview, which is a simplified form you can use tomanage basic resource and schedulinginformation.

Display detailed information about atask in the bottom pane of acombination view.

Enter and revise task information,including details related to start andfinish dates, and predecessors.

View at a glance all the resourcesassigned to a task and edit resourcesas needed.



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Task Name Form Using the Task Name Form view, which is asimplified version of the Task Details Form view,you can enter, view, and edit basic task andresource scheduling information, one task at atime. This form is especially effective for givingyou an isolated view of a given task's basiccharacteristics.

Display basic information about atask in the bottom pane of acombination view.

Enter and revise task information,such as the resources assigned to atask.

Link a task to a task that precedes it.There are two related views that can help youmanage your tasks: the Task Details Form view,which provides additional information formanaging and scheduling tasks; and the TaskForm view, which you can use to display basictracking and scheduling information about yourtasks.

The information provided in this table was summarized from materials located at http://office.microsoft.com/assistance/.

Using HelpYou can get help several different ways while working in Project 2003 including the Office

Assistant, the Type a Question Box, and the Help task pane. Basically, they all do the samething which is search the help contents using keywords to provide instructions onperforming a task. To keep things simple, instruction will be provided on using the Type aQuestion Box.

LESSON 6: USING HELP

Step Instructions

Using the Type a Question Box, find information onusing Help.

Type Help into the Type a question box.

Type a keyword into the Type a question box locatedin the upper right-hand corner of the screen directlybelow the title bar.

Hit the Enter key.

Review the results Search Results pane at the left ofthe screen.

ChooseAbout gett ing Help whi le you work.

Read instructions.



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Additional Resources

Microsoft Project 2003 Help

Help menuF1

Ask a Question box

Getting Started/Project Help Task PaneOffice AssistantMicrosoft Office Online

Phone Numbers

Help Desks (215 Computer Bldg 863-2494 and 2 Willard Bldg 863-1035)Seminar Line 863-9522

Websites

http://its.psu.edu/training/http://www.pmi.org/info/default.asp (Project Management Institute)http://www.4pm.com/http://www.projectmanagement.com/pm/home.cfmhttp://www.mapnp.org/library/plan_dec/project/project.htm

Web-Based Training Courses

Free WBT Courses at http:/its.psu.edu/training/wbon Project 2003 and ProjectManagement

75081Microsoft Project 2003 Fundamentals

75082Microsoft Project 2003 Proficient User

41561 Project Management: The Fundamentals

41562 Project Management: Scope

41563 Project Management: Time Management

41564 Project Management: Estimating Costs

41565 Project Management: Quality Standards

41566 Project Management: Risk Management

41567 Project Management: The Team

41568 Project Management: Communications

41569 Project Management: Contracts and Procurement

41570 Project Management: Coordination

41571 Project Management: The Process

41551 Project Management Essentials: Planning a Project

41552 Project Management Essentials: Project Scheduling and Budgeting

41553 Project Management Essentials: Controlling and Closing a Project

http://its.psu.edu/training/http://its.psu.edu/training/http://www.4pm.com/http://www.projectmanagement.com/pm/home.cfmhttp://www.mapnp.org/library/plan_dec/project/project.htmhttp://wbt.psu.edu/http://selectcourse%28%2775081%27%29/http://selectcourse%28%2775082%27%29/http://selectcourse%28%2775082%27%29/http://selectcourse%28%2775081%27%29/http://wbt.psu.edu/http://www.mapnp.org/library/plan_dec/project/project.htmhttp://www.projectmanagement.com/pm/home.cfmhttp://www.4pm.com/http://its.psu.edu/training/http://its.psu.edu/training/


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Books

Microsoft Project 2003

Project 2003 for Dummies by Nancy Stevenson

Microsoft Office Project 2003 Bible by Elaine Marmel

Microsoft Office Project 2003 Inside Out by Teresa S. Stover

Microsoft Office Project 2003 Step by Step by Carl Chatfieldand Timothy Johnson

Show Me Microsoft Project 2003 by Brian Kennemer

Project Management

The Complete Idiot's Guide to Project Management by Sunny Baker, Mike Campbell,Kim Baker, G. Michael Campbell

Effective Project Management: Traditional, Adaptive, Extreme, Third Edition by RobertK. Wysockiand Rudd McGary

The Fast Forward MBA in Project Management: Quick Tips, Speedy Solutions, andCutting-Edge Ideas by Eric Verzuh

The Little Black Book of Project Management by Michael C. Thomsett Project Management for Dummies by Stanley E. Portny
http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Marmel%2C%20Elaine/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Stover%2C%20Teresa%20S./104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Chatfield%2C%20Carl/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Kennemer%2C%20Brian/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Baker%2C%20Sunny/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Campbell%2C%20Mike/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Baker%2C%20Kim/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Campbell%2C%20G.%20Michael/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Robert%20K.%20Wysocki/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Robert%20K.%20Wysocki/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Rudd%20McGary/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Verzuh%2C%20Eric/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Thomsett%2C%20Michael%20C./104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Portny%2C%20Stanley%20E./104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Portny%2C%20Stanley%20E./104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Thomsett%2C%20Michael%20C./104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Verzuh%2C%20Eric/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Rudd%20McGary/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Robert%20K.%20Wysocki/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Robert%20K.%20Wysocki/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Campbell%2C%20G.%20Michael/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Baker%2C%20Kim/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Campbell%2C%20Mike/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Baker%2C%20Sunny/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Kennemer%2C%20Brian/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Chatfield%2C%20Carl/104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Stover%2C%20Teresa%20S./104-3333615-1495906http://www.amazon.com/exec/obidos/search-handle-url/index=books&field-author=Marmel%2C%20Elaine/104-3333615-1495906

Documents

Getting Started With MS Project 2003