Microsoft project manual 2016 pdf free. Microsoft Project 2016
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Change resource availability over multiple date ranges Work with multiple resource pay rates Change resource pay rates over different date ranges Delay the start of assignments Apply contours to assignments Create and assign material resources View resource capacity Adjust assignments in the Team Planner view Project Professional only Skills review Practice tasks.
Sort plan details Group plan details Filter plan details Create new tables Sidebar: Create custom fields quickly Create new views Skills review Practice tasks. Update a baseline Sidebar: Save interim plans Track actual and remaining work for tasks and assignments Sidebar: Enter actual costs manually Track timephased actual work for tasks and assignments Sidebar: Project management focus: Collect actuals from resources Reschedule incomplete work Skills review Practice tasks.
Examine task costs Examine resource costs Skills review Practice tasks. Create a custom report Sidebar: How reports compare to views Customize charts in a report Customize tables in a report Skills review Practice tasks. Copy Project data to and from other programs Open files in other formats in Project Save to other file formats from Project Sidebar: Share files with previous versions of Project Generate reports with Excel and Visio Skills review Practice tasks.
Introduction Welcome! This Step by Step book has been designed so you can read it from the beginning to learn about Microsoft Project and then build your skills as you learn to perform increasingly specialized procedures.
Or, if you prefer, you can jump in wherever you need ready guidance for performing tasks. The how-to steps are delivered crisply and concisely —just the facts.
Who this book is for Microsoft Project Step by Step is designed for use as a learning and reference resource by home and business users of Microsoft Office programs who want to use Project to create and manage projects more efficiently.
The content of the book is designed to be useful for people who have previously used earlier versions of Project and for people who are discovering Project for the first time.
If you should skip a task, its easy to go back and insert the task in the list. Position the cursor on the cell of the task that is to have a task inserted before it. Click on Insert on the menu bar and then Insert Task. This is basically a grouping tasks into phases, which makes it easier to track a project and also makes it easier to read the task list. Grouping is done by indenting tasks.
A task can also be removed from a group and that is called out-denting. Tasks that are subordinate to a higher level task on the work break down structure are so indicated by subordination. In the Task name field, select the task you want to indent or out-dent by boxing it as you would in any spreadsheet.
Boxing is done by simply clicking on the cell in which the task resides. Click on the indent button to indent the task or out-dent button to outdent the task. These buttons are found on the second row of tools below the menu bar in the upper-left-hand corner. You can also highlight a number of tasks and then click on the indent button to indent the entire collection of tasks at once. These are called outline numbers.
If we indent 3 tasks under a particular task say task no. To display the outline no. From the drop-down menu, click options and then click the view tab. To show outline no. You will obviously have to change many of these. Doing so requires the following.
In the Duration field enter the duration. Note : A milestone is a task whose duration is zero days. Any task can be changed to a milestone by changing duration to zero. You will not need to enter the durations of tasks which have subtasks subordinated below them. These tasks have their durations calculated as the sum of all the demoted task durations. Consider the following list of tasks: NO.
It is not possible for the user to change this. The same can be said for subtasks when they have sub-subtasks. MS Project accepts durations in minutes, hours, days or weeks. When entering data into the duration filed, use the following designations for minutes m , hours h , days d , or weeks w.
The default is days d and therefore, the “d” is optional and need not be entered when the intent is to enter durations in days. MS Project has its own built-in understanding of time and it is making a lot of assumptions about the way in which you work.
For example, it is assuming 8-hour work days, five-day work weeks and that you do not work on Sat. To see this, view the. You can change these, but you cannot assign a task ID number that has already been assigned. For example, it is assuming 8-hour work-days, five-day work weeks and that you do not work on Sat. To see this view the project in the Calendar view; notice the duration of the tasks and how they fall across weekends as necessary to fill up the required number of weekdays. Inserting Columns You can insert columns within any table in the Gantt view.
Make certain that your first task is a summary task under which all other tasks are subordinated. Include a cost column in the entry table next to the duration column. You can also include major function, output, and input columns within the entry table simply by clicking on Insert and then Column and typing in the name of the column, followed by clicking on OK.. To show that a particular task can begin only when the predecessor task has completed, the two tasks must be linked. After you decide the task sequence, you can link the tasks, as follows.
In the task name field, select two or more tasks that you want to link. To avoid confusion, it is best to select only a pair of tasks at a time.
The first task you click on will be assumed to be the precedent task and the second task that you click on will be assumed to be the subsequent task. Click the Link task button on the tool bar. It is the button with the solid chain link icon. MS Project generally links tasks as Finish-to-Start tasks, i. Several precedent tasks can be linked into a single subsequent task, but this has to be done in pairs in which each precedent task is clicked on first, followed by a click on the subsequent task.
In the task name field, double click the task you want to link. The task information dialog box appears. Click the predecessor tab. In the ID field, type the ID number of the predecessor task this is the number in the column to the left of task name field. Click in the Type box and then click the drop down arrow to see the four types of dependency relationships that can be established.
You can also select link under the Edit menu item on the menu bar after selecting the pair of tasks to be linked. In these latter cases, the analyst wants tasks to start together or finish together. To change the link type, identify the starting task by clicking on it. Select the predecessors tab and click on the link type field. To do so, begin in the Gantt View with the Entry table visible.
Slide the partition to the right to expose as much of the entry table as possible. You should see two side-by-side columns the start column and the finish column. By changing any of the dates in these columns, you are setting a hard date constraint. If you do so, a flag will appear in the very first column of the entry table, the column labeled I for information. If you rest the cursor on that flag, a message appears that informs you of the hard date constraint that has been applied to the task.
Only one hard date constraint can be set per task at the start date or at the stop date, but not both. Resources can be places, departments, businesses, people, equipment–anything required to complete an activity. When you create an assignment, you assign a resource to a task. The resource issue makes the project. You can assign: Individual resources Assign resources part time Several resources Remove resources from a task Replace one resource with another.
In the Task name field, select the task to which you have to assign a resource. Click on the assign resource button on the tool bar button with 2 faces on it. In the Name field, type in the name of the resource. Click assign. This is a bad assumption in the software business because as Brooks  pointed out, men and months are not interchangeable unless there is no interaction between them.
If you decide to split your job with another person, you will have to spend some time training the other person to do your part of the job.
Then you will have to interact with the other person as the two of you together build the interfaces that are necessary between each person s module s. Clearly, the time is not split in half. In the Task name field, select the task to which you have to remove a resource.
Click on the assign resource button button with 2 faces on it. Select the resource you want to remove. Click Remove.
To print the required view,. The numbers to the left will appear automatically if you add the WBS column as demonstrated in class. The numbers shown in the WBS column above are there to indicate subordination.
This is precisely what the 1. Likewise, Management Supervisor Technical Clerical. Notice that, for the walk-throughs, all resources get assigned. MS Project will try to cut the duration to something less than one day. You must re-set the duration to one day for the walk-throughs once all resources have been assigned.
Explain why summary tasks have no stated duration in the table above. Explain why the first subordinate task immediately below a summary task has no predecessor. The end result of all of these tasks and assignment entries is the following:. It also helps you to determine how closely the final project cost matches its estimated cost and also helps in planning for the future. For hourly rates, you can assign a standard rate, which is the rate you pay a resource during normal working hours.
Rate is the amount you will pay the resource for any overtime that it does. To resources that charge a flat amount to do a job, you can assign a fixed cost per use. On the View baron the left, click Resource sheet 2. In the Std. Rate, Ovt. On the View Bar, click Gantt Chart. On the View menu, click on Table, select Cost from the list and then click on Cost. In the Fixed Cost field for the task, type-in the cost 4.
A fixed resource cost is added to other resource costs when MS Project calculates the total cost of a task, but doesn t depend on the time a resource spends working on the task. In the Task Name field, select a task.
On the Window menu, click Split. In the Resource Name field, select the resource name. If a new, undefined resource is to be assigned, it must be added to the list, so do so. On the format menu, point to details and then click Resource Cost. In the Task type box, click Fixed Duration.
In the units field for the resource, type 0 and then click OK 8. In the Cost field, type the fixed resource cost. On the Window menu, click Remove Split. Notice how this task is displayed on the Gantt Chart. You can:. View cost per resource. View the total project cost. View cost per task The sum of individual task costs make up most if not all of the total project cost. To view the total cost of each task 1. On the vertical View Bar on the left, click Gantt Chart. Select View on the menu bar, click Table, and then choose Cost.
Scroll the table on the left to view the Total Cost field. Alternatively, pull the partition back to the right to view more of the table and less of the Gantt Chart. View the cost per Resource This helps you to know the total cost of that resource for all the tasks the resource is assigned to. On the vertical View Bar on the left, click Resource Sheet.
On the Project menu, click Project Information. Click Statistics. Perhaps you would like to view project costs on the Entry table which is the default table that loads up with MS Project when it is booted. You would like an additional column to appear right after the name field and right before the duration field. First position the highlight anywhere in the duration column. The click on the insert item on the menu bar.
Then, click on Column In the Column Definition dialog box that appears, click on the drop down arrow associated with the Field Name field, the first field in the box. The list of columns that you can insert appear alphabetized by name.
Scroll to cost and click on it. Now, click on the OK button in the upper right corner of the box. The column now appears in your table exactly where you want it.
And, now you can see all of your costs. The main goals of analyzing your project plan are to: Shorten the schedule, to meet project deadline. Distribute the work load evenly, by resolving resource over allocations, so that no resources are overworked. Reduce costs to a minimum, to save money and complete the project within your budget.
The main factors that affect how MS Project determines a task s start and finish dates are: Placement. In a logically ordered set of tasks, the tasks are usually performed in the order in which they appear in the task list. Several factors affect duration, but, in general, the longer the duration you enter, the later a task finishes. Changing the duration may change the task finish date. Task dependencies. The type of link you establish between two tasks determines whether the successor task starts after the predecessor task is complete.
By replacing one type of link with another, you can change the task s start and finish dates and, perhaps the project end date. The View label just tells you about the view you are using currently. Project can display a single view or multiple views in separate panes. Because once you enter one of the two, and other project tasks, constraints and dependencies, MS Project will calculate the other date. It is always a good practice to use a start date even if you know the deadline for the project.
In the list of available templates, click Blank Project. A dialog box appears. Click OK to accept the start date. Click the arrow on the Current Date dropdown box. A list appears containing three base calendars. Now let us add exceptions. Step 3: Adding Exceptions to Calendar Exceptions are used to modify a Project calendar to have a non-standard workday or a non-working day.
You can also allot unique working hours for a particular resource as well. Here is an example to create a non-working day, which could be because of a holiday or office celebrations or events other than the standard office work effort. Change Working Time dialog box appears. This date is now scheduled as a non-working day for the project.
You can also verify the changed color indicated in the calendar within the dialog box as below. Click Ok to close. You can modify the resource calendar to accommodate flex-time, vacation time, training time, etc.
Also remember, Resource Calendar can only be applied to work resources and not to material and cost resources. By default when we create the resources in a plan, the resource calendar matches the Standard base calendar.
And any changes you make to the Project Calendar, gets reflected automatically in resource calendars, except when you create an exception in the resource calendar. In that case even if you update the project calendar, the exception in resource calendar is not affected. Select the resource for whom you want to create an exception. In example below I have chosen John. The Change Working Time dialog box appears. In the following screen you can see we have chosen John.
Double-click the [default] cell below the Name column heading. We have chosen Tuesday and Wednesday. Click Set day s to these specific working times. Change the time. Select the resource for whom you want to change work schedule.
We have chosen John again. Click OK to close the Dialog box. You will now see all Fridays are greyed out in the calendar. You can record some top level information for your. Under Info Tab go to Project Information. Click arrow near Project Information to click Advanced Properties. A dialog box opens, you can type in the changes as required.
WBS identifies the deliverable at the lowest level as work package. So a task is action-oriented, and the work package is the deliverable or a result of one or more tasks being performed. There is a significant amount of confusion between what constitutes an activity and what constitutes a task within the project management community. But for MS Project, a task is the effort and action required to produce a particular project deliverable. Enter the task name. In the following screen, we have entered 5 different tasks.
Enter Duration A duration of the task is the estimated amount of time it will take to complete a task. As a project manager you can estimate a task duration using expert judgment, historical information, analogous estimates or parametric estimates. You can enter task duration in terms of different dimensional units of time, namely minutes, hours, days, weeks, and months.
You can use abbreviations for simplicity and ease as shown in the following table. So 1 day is not equivalent to 24 hours but has 8 hours of work for the day. Of course, you can change these defaults anytime you want. You can apply this to all projects or a specific project that you are working on currently. One of the neat tricks MS Project possesses is, it considers duration of the task in work- day sense. So if you have a non-working day in between, it accommodates this and ensures a task that takes 16 hours to complete to end on the 3rd day.
In other words, if you have a task that needs 16 hours to complete starting on Monday AM if this is the time your work day starts, and 8 hours being total work hours in a day , and Tuesday being a holiday, the task will logically end on the evening of Wednesday.
Enter the duration. Task 1 in the following screenshot You can also enter Start and Finish date and MS Project will calculate the duration on its own. Task 3 and Task 4 in the following screenshot Note: In the above screenshot, Task 6 is scheduled to start on Sunday, which is a non- working day and ends on Wednesday. So essentially, one would believe that with these 3 days Monday, Tuesday, Wednesday, the duration calculated would be 3 days. But MS Project calculates it as 4 days. So one needs to be careful when choosing the start date of the task.
Because for any successive operation, MS Project considers that Task 6 will take 4 days. The next time, you change the start date, the Finish date changes to reflect this 4-day duration.
Elapsed Duration Elapsed Duration is the time that elapses while some event is occurring which does not require any resources. Elapsed duration for a task can be used in instances where a task will go on round-the-clock without any stoppage. A normal workday has 8 hours, and an elapsed day duration will have 24 hours. The task also continues over non-working holidays and vacations and working days.
So 1ew is seven hour days. And it takes 4 days for this to happen. It does not need a resource or a work effort, and all you are doing is waiting for it to dry. You can use 4ed as the time duration, which signifies 4 elapsed days, the paint can dry regardless of whether it is a weekend or if it falls on a holiday. Here in this example, the drying occurs over 24 hours over the weekend. They are used as major progress points to manage project success and stakeholder expectations.
They are primarily used for review, inputs and budgets. Mathematically, a milestone is a task of zero duration. And they can be put where there is a logical conclusion of a phase of work, or at deadlines imposed by the project plan.
There are two ways you can insert a milestone. You can see the milestone appear with a rhombus symbol in the Gantt Chart View on the right. MS Project converts it to a Milestone. But one can also convert a task of non-zero duration into a Milestone. This is rarely used and causes confusion.
Double-click a particular Task name. Task Information dialog box opens. Create Summary Task There can be a huge number of tasks in a project schedule, it is therefore a good idea to have a bunch of related tasks rolled up into a Summary Task to help you organize the plan in a better way. It helps you organize your plan into phases.
In MS Project , you can have several number of sub-tasks under any higher level task. These higher level tasks are called Summary Task. At an even higher level, they are called Phases. Remember because summary task is not a separate task entity but a phase of the project with several sub-tasks in it, the duration of the summary task is from the start of the first sub-task to the finish of the last sub-task. This will be automatically calculated by MS Project.
Of course, you can enter a manual duration of the summary task as well which could be different from the automatically calculated duration. MS Project will keep track of both but this can cause significant confusion.
In most cases, you should ensure that there is no manually entered duration for any task you will be using as a Summary Task. If you would like to group Task 4 and Task 5 into a Summary Task 1. You can do it in two ways. Method 1 Select the names of Task 4 and Task 5. Rename it to Summary Task 1. Method 2 You can click Task 4 row. You can rename the Task. Here it is renamed as Summary Task 1. Now select Task 4 and Task 5. For example, Task 2 can start once Task 1 has finished. These dependencies are called Links.
A Guide to the Project Management Body of Knowledge PMBOK Guide does not define the term dependency, but refers to it as a logical relationship, which in turn is defined as a dependency between two activities, or between an activity and a milestone. In MS Project, the first task is called a predecessor because it precedes tasks that depend on it. The following task is called the successor because it succeeds, or follows tasks on which it is dependent.
Any task can be a predecessor for one or more successor tasks. Likewise, any task can be a successor to one or more predecessor tasks. There are only four types of task dependencies, here we present them with examples. Most used. One does not have to finish collecting survey response before starting the tabulation. Least used. Method 1 Select the two tasks you want to link. In the following screenshot taken as an example, we have selected names, Task 1 and Task 2. Task 1 and Task 2 are linked with a Finish-to-Start relationship.
A drop down box appears with all Tasks defined in the project. Choose the predecessor task. Click OK. Here I have chosen Task 3. All tasks get linked. To select non-adjacent tasks, hold down Ctrl key and select each task separately. Respect Links If you are in Manually Scheduled mode, any change in duration of the predecessor task will not reflect on Start date of Task 4.
Scheduling is controlled in two ways. Manual Scheduling: This is done to quickly capture some details without actually scheduling the tasks. It calculates values such as task durations, start dates, and finish dates automatically. It takes into accounts all constraints, links and calendars. For example, at Lucerne Publishing, the new book launch plan has been reviewed by the resources who will carry out the work and by other project stakeholders.
Although you expect the plan to change somewhat as you learn more about the book launch, you now have enough confidence in the overall plan to switch from manual to automatic task scheduling. Converting Task to Automatic Schedule We have three different methods to convert a task to automatic schedule. Method 1 If you want to change the mode for a particular task, say Task 5 in the following example. Click on Task Mode cell in the same row. Then, click the down arrow to open a dropdown box, you can select Auto Scheduled.
(PDF) Ms project tutorial | Quynh Dinh – .
Create a new plan and set its start date Set nonworking days in the project calendar Enter the plan title and other properties Sidebar: Project management focus: Project is part of a larger picture Skills review Practice tasks. Create tasks Sidebar: Project management focus: Defining the right tasks for the deliverable Enter task durations and dates Sidebar: Microsoft project manual 2016 pdf free management focus: How do you come up with accurate task durations?
Set up work resources Sidebar: Equipment resource considerations Enter the maximum capacity for work resources Enter work resource pay rates Sidebar: Project management focus: Microsoft project manual 2016 pdf free resource cost information Adjust working time in a resource calendar Set up cost resources Document resources by using notes Skills review Practice tasks. Microsoft project manual 2016 pdf free work resources to tasks Control work when adding or removing resource assignments Sidebar: Project management focus: When should effort-driven scheduling apply?
Assign cost resources to tasks Check the plan after assigning resources Skills review Practice tasks. Skills review Practice tasks. Part 3: Advanced scheduling techniques. See task relationships by using Task Path Adjust task link relationships Control task scheduling by using constraints Interrupt work on a task Adjust working time for individual tasks Control task scheduling by using task types Sidebar: Assignment units, Peak, and the assignment calculation Sidebar: Task types and effort-driven scheduling See task schedule details by using the Task Inspector Skills review Practice tasks.
Change resource availability over multiple date ranges Work with multiple resource pay rates Change resource pay rates over different date ranges Delay the start of assignments Apply contours to assignments Create and assign material resources View resource capacity Adjust assignments in the Team Planner view Project Professional only Skills review Practice tasks. Sort plan details Group plan details Filter plan details Create new tables Sidebar: Create custom fields quickly Create new views Skills review Practice tasks.
Update a baseline Sidebar: Save microsoft project manual 2016 pdf free plans Track actual and remaining work for tasks and assignments Sidebar: Enter actual costs manually Track timephased actual work for tasks and assignments Sidebar: Project management focus: Collect actuals from resources Reschedule incomplete work Skills review Practice tasks. Examine task costs Examine resource costs Skills review Вашем windows 7 professional language pack free считаю tasks. Create a custom report Sidebar: How reports compare to views Customize charts in a report Customize tables in a report Skills review Practice tasks.
Copy Project data to and from other programs Open files in other formats in Project Save to other file formats from Project Sidebar: Share files with previous versions of Project Generate reports with Excel and Visio Skills review Practice tasks. Introduction Welcome! This Step by Step book has been designed so you can read it from the beginning to learn about Microsoft Project and then build your skills as you learn to perform increasingly specialized procedures.
Or, if you prefer, you can jump in wherever you need ready guidance for performing tasks. The how-to steps are delivered crisply microsoft project manual 2016 pdf free concisely —just the facts. Who this book is for Microsoft Project Step by Step is designed for use as a learning and reference resource by home and business users of Microsoft Office programs who want to use Project to create and manage projects more efficiently. The content of the book is designed to be useful for people who have previously used earlier versions of Project and for people who are discovering Project for the first time.
Each part is divided into chapters representing увидеть больше set areas, and each chapter is читать полностью into topics that group related skills. Each topic includes expository information followed by generic procedures. Meet the Project program Project can be the go-to tool in your project-management toolbox. Project is a powerful program that you can use to plan and manage a wide range of projects.
From meeting crucial deadlines and budgets to selecting the right resources, you can be more productive and realize better results by using the set of features Project offers. Work with summary data initially, and then shift to a more detailed approach when needed.
Project builds on previous versions to provide powerful project-management tools. Meet the Project family The Project desktop program is microsoft project manual 2016 pdf free in two different editions: Project Standard This edition is the entry-level desktop program with which you can create, modify, and track plans.
Project Professional This edition includes all the functionality of Project Standard plus a few additional features, microsoft project manual 2016 pdf free as the Team Planner view. When Project Professional is obtained via a Microsoft Office subscription, you might see it referred to нажмите сюда Project Pro. Note that Project Online is not a web-based version of the Project program.
The version of Project includes some new and improved features, such as the following: Timeline view updates Display multiple timeline bars with custom date ranges. Use it to quickly find a Project feature or help content about that feature.
You do so on the General page of the Project Options dialog box available via the File tab. The following sections list new features that were introduced in Project and Project These features are also present in Project and, depending on the version of Project from which you are upgrading, might be new to you.
See the new features in Project The version of Project includes some new and improved features, such as the following: Timeline view updates Display multiple timeline bars with custom date ranges.