SAGA Quick Guide to Microsoft Project 2003

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Quick Guide To Microsoft Project 2003By London School of Economics and Political Sciences

Setting Up The Project

To enter the project properties:

1. Click on the File menu and select Properties to enter the properties of the project, eg Title,Author, Company etc.2. Enter the required information and click on OK.

This will come in useful later on when you want to create Headers and Footers on the printout.

To enter the project start date:1. Click on the Project menu and select Project Information.2. Enter the Start Date (or Finish Date) of the project and click on OK.


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To enter the default working hours:1. Click on the Tools menu and select Change Working Time.2. Click on the Options button.3. Enter the Calendar Options for the project and click on OK.

2. Remember to synchronise the Calendar Options with the Default Working Times usingtheChange Working Time dialog box.4. Select the relevant days and enter the required Working Time.


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elapsed hours, 1w for 1 week, 0d for milestones etc.3. Do not allocate a duration for Summary Tasks, leave them as 1 day?

To open the Task Information dialog box:1. For more in depth task information, such as setting Constraints and writing Notes, double clickon the relevant task and use the Task Information dialog box.2. Enter the required information and click on OK.

To link the tasks:1. Click on the Window menu and select Split. This will display the Task Form.2. Click on the required task and select the Predecessor(s) and the Type of dependency.


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3. To hide the Task Form, click on the Window menu and select Remove Split.

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Task Dependencies

Finish to Start (FS)Predecessor task must finish before the Successor Task can start.

Start to Start (SS)Predecessor task and Successor task start at the same time.

Finish to Finish (FF)Predecessor task and Successor task finish at the same time.


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Start to Finish (SF)Predecessor task starts when the Successor task finishes.

Lead (Overlap)Set the Lag to a negative duration.

Lag (Delay)Set the Lag to a positive duration.

Outlining

Use the Summary Tasks to create an Outline so that the project can be expanded and collapsed.

To create an outline:1. Select each group of tasks, for example Paint Ceiling, Paint Woodwork and Paper Walls, andclick on the Indent button on the toolbar.


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2. You can then use the following buttons on the Formatting Toolbarto collapse and expand yourproject:

Show Subtasks (expand)

Hide Subtasks (collapse)

Show (All Subtasks, Outline Level 1, Outline Level 2 etc)

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Resources

To enter resources:1. Click on the View menu and select Resources to enter resources into the Resource Sheet.2. Enter the required information.

To assign resources:1. Click on the View menu and select Gantt Chart to switch back to the Gantt Chart.2. Split the screen using Window | Split.


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3. Click on the required Task and select the relevant Resource Name(s).4. Click on OK.

Remember, if you want more than one resource to work on a particular task, you must assign themtogether.

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Formatting The Gantt Chart

To format the Gantt Chart:1.Use the Format menu to format the Text Styles, Bar Styles, Timescale, Gridlines andLayout.


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2. Use File | Page Setup to format the Page, Margins, Headers and Footers, Legend and View.


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^

Printing The Gantt Chart

To print the Gantt Chart:1. Click on the File menu and select Print to display the Print dialog box.2. Determine which dates you want to display on the Gantt Chart, the number of copies etc.

3. Click on OK.


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^

Reports

If you wish to display information about your project in a printable format, you can use one of the

built in reports.

To create a Report:1. Click on the View menu and select Reports.


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2. Select the required options.

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Making Adjustments

To change salaries during the project:1. Display the Resource Sheet by selecting View | Resource Sheet.2. Double click on the required resource.3. Select the Costs tab.

4. Enter the Effective Date and the Rates and click on OK.


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To change working times for resources:1. Display the Resource Sheet by selecting View | Resource Sheet.2. Double click on the required resource.3. Select the Working Time tab.4. Make the necessary adjustments, for example, a day off and click on OK.

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Overallocation

Sometimes resources become overallocated. An overallocated resource will display in red on theResource Sheet.


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One method of solving the problem of overallocation is to use Levelling. Levelling willautomatically adjust the project in order to eliminate overallocation, for example, it might move aparticular task.

To level a resource:1. From the Resource Sheet, select the overallocated resource.2. Click on the Tools menu and select Resource Levelling.


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3. Click on Level Now.

4. Choose Selected Resources.5. Click on OK. The resource is no longer overallocated.

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Tracking The Project

Once you have finished planning the project, it is a good idea to save a Baseline so that you cancompare what actually happens to what you thought was going to happen.

To save a baseline:1. Click on the Tools menu and select Tracking and Save Baseline.


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2. To compare the Baseline with what actually happens, use the Tracking Gantt (View | TrackingGantt).

3. Split the screen using Window | Split.4. The Grey bars represent the Baseline and the Blue and Red bars represent the currentsituation (the red bars represent the critical tasks).4. You can continue to make adjustments to the project. When a task is complete, enter 100% intothe % Complete field.


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^

Project Statistics

To view the project statistics:1. Click on the Project menu and select Project Information.2. Click on the Statistics button.

3. To view this information in a printable format, use the Project Summary report which is found inView | Reports | Overview.

Documents

SAGA Quick Guide to Microsoft Project 2003