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As such it can do the calculations accurately for you. Imagine doing the forward
pass using calendar working days, taking into account national and company
holidays! Doing the backward pass is even more mind boggling and prone to
error!
It makes visible the parameters it needs (have I forgotten something?) and any
problems (like unacceptable circular logic).
It allows "what-ifs?" to make changes to the project and see the effect of those
changes before finalizing your plan and committing it to work.
Once your plan is in action, it allows progress to be tracked so that you can make
adjustments to keep on target.
Firstly, let's look at the opening screen so that we can become familiar with its layout
and terminology. Although there will be some detailed differences depending on your
version of Project (this picture is from Project 2000), the basics are identical with the
exception of the View bar which was introduced into Project 2000, and a Project Guide
which appears down the left side of the Table in Project 2002.
The Project Opening Screen
Entry Bar
Enter a task and the text also appears in the entry bar. Click on the tick or press enter
to accept, or click the X to cancel. Edit by selecting a field and clicking the text that
appears in the entry box, or by pressing F2 and it will be available for editing. Data can
also be edited within the cell. Project will give the task an identification number (ID) of
1, fill in a default duration of 1 day?, show a 1-day bar on the Gantt chart and move
the cursor down to highlight the next task cell. Data can also be edited within the cell.
Entering Durations
Project assumes the duration is 1 day? The question mark (introduced in Project
2000) indicates that this is an estimated or uncertain duration, and clicking on the
duration cell can alter this. Enter the duration required as a number followed by a letter
code and ? if you wish to retain the uncertainty indication. [Note: Months were
introduced in Project 2000.]
mi = e = elapsed
m =
n minute mminute
e = elapsed
h = hr = hour
h hour
e = elapsed
d = dy = day
d day
e =elapsed
w = wk = week
wweek
e
m m = =elapsed
= m
o on month month
o
e =elapsed
y = yr = year
y year
A question mark can also be entered to indicate the duration is estimated or tentative
Alternatively, use the Spin Control by clicking on the up arrow to increase
the duration and the down arrow to reduce. Elapsed duration is the amount of time a
task will take to finish, based on a 24-hour day and a 7-day week, including holidays
and other nonworking days. [Note that elapsed times should only be used for
inanimate (material) resources or for tasks that are independent of resources, eg.,
Outlining
Project allows representation of a Work Breakdown Structure (WBS) in that it allows
outlining. When outlining the tasks in a project schedule, it is organised so the
structure of the project can be seen, making the schedule easier to manage. Outlining
can:
· Arrange tasks in a hierarchical structure so it can be seen how subtasks fit
within broader groups of tasks called summary tasks.
· Identify the major phases of the project with summary tasks.
· Use either a top-down (enter summary tasks first) or bottom-up (enter
subtasks first) approach to building the schedule.
· Display only the summary tasks for the project.
· Create reports that include subtasks, summary tasks, or both.
· Display the project using a task numbering system called a Work
Breakdown Structure (WBS).
A task is moved to a lower level by indenting or demoting it. A summary task is created
by demoting the task directly following it (in the order of task ID numbers). A task can
be moved to a higher level by outdenting or promoting it, unless it is already at the
highest level.
If, however, the new start date is near to the end of an adjacent Gantt bar, another
Wizard will allow the option to Link them or to Move the task without adding a link. If
linking is allowed, then no constraint will be set, as the predecessor will drive its start
date.
To Indicate Progress
Move the mouse pointer the left end of a Gantt bar and the pointer will change into a %
right-pointing arrow. Click and drag to the right and an information box will show the
Complete Through date.
The Complete Through date will change to reflect the percentage duration completed
and will show as a black bar within the task bar.
Click and drag from the right end of the progress mark will allow editing. When
progress or actual data has been entered, moving the pointer to the left end of the bar
will turn the pointer to a left-pointing arrow, allowing the start date to be changed to
reflect reality.
Splitting Tasks
Tasks can be split to show breaks in the schedule. Click on the Split Task tool button
in the Standard toolbar, then click on the appropriate part of the Gantt bar and drag to
the right. Tasks can be split many times. To remove the split, click on a split section to
the right of the first section and drag to the left until the gap closes.
Entering Dependencies
A dependency link can be entered in several ways. When the link is created, Project will
calculate the new start of the successor task, and move the bar to its new date.
A Finish-to-Start Link box will show to help you link to the correct task.
Drag the pointer over the successor task to be linked and release the mouse button. A
link line will join the bars in the default finish-to-start relationship. Although click and
drag works, it is not very convenient particularly when the successor task requires you
to scroll to a remote task, as you cannot control the speed of scrolling. Beware of
momentarily releasing the left button as this could cause the link to be mis-directed. If
you hover the mouse over a link line, a link box will appear giving details of the selected
link (not in Project 98), and double clicking will show a Task Dependency form from
which you can delete the link (see later).
Task Form
Click on the Task Name of the successor task or its bar to highlight it. If selecting the
bar, a tip will appear giving details of the selected task. Select Window/Split or right-
click in a free area of the Gantt chart and select Split. A combination view (an
extremely useful technique bye the way) will be seen with the Gantt chart in the upper
pane and the Task Form in the lower pane.
Using the Task form is the most positive method of entry and is less likely to
cause errors and is thus the recommended technique. Lag times (or Lead times as
negative Lag) or other task relationships can also be entered (see later).
Unlinking Tasks
To unlink a task from its predecessor, select the unwanted ID in the Task Form and
press the delete key. Alternatively, double-click on a link line in the Gantt chart (a bit
fiddly) to bring up the Task Dependency dialog box and select Delete (you can also use
this box to change the dependency Type or Lag—see later).
Or select the linked tasks then Edit/Unlink Tasks, or click the Unlink Tasks button on
the Standard toolbar.
Finished-toStart (FS)—Task (B) cannot start until another task (A) finishes.
Start-to-start (SS)—Task (B) cannot start until another task (A) starts.
Finish-to-finish (FF)—Task (B) cannot finish until another task (A) finishes.
Start-to-finish (SF)—Task (B) cannot finishe until another task (A) starts.
Lag or Lead
Lag or Lead (which is entered as negative lag) can be entered in the Task Dependency
Form or in the Task Form to enhance the scheduling of the requirement. For example,
you want to lay a cable across a field; you might estimate the job in 3 parts: dig trench
(3 days), lay cable (1 day) and fill trench (3 days). If these were scheduled as a chain of
tasks it would take 7 days. However, you don't necessarily have to wait for the trench to
be completely dug before you can start to lay the cable. Thus, you could have a Start-
to-Start relationship with a lag of 1 day: i.e., the cable laying can start after the first day
of digging the trench. A bit of thought would lead to the conclusion that filling the trench
also doesn't have to await completion of the laying of the cable. Thus, by using lag the
whole project can be finished earlier, as the cable laying part can be done within the
total time and the trench filling will have only 1 day left after the cable is laid: i.e.,
totalling 5 days. This type of project scheduling is known as a progressive feed.
(Actually, by also splitting the lay cable task into three, the total Duration can be
reduced to 4.33 days.)
Gantt Layout
Selecting Format/Layout or right-clicking in a blank area of the Gantt chart and
selecting Layout will allow the layout of the Gantt chart to be changed. Here a different
link style can be chosen or turned off altogether.
Manipulating Data
Selecting Data
Again, like most Windows programs, you can click to select data, and click and drag to
highlight adjacent data. Selecting one piece of data and Shift-click to another piece of
data will select all in between. You can also use Ctrl-click to select non-contiguous data.
Selecting A Cell
Select data by clicking on the cell containing it and the selected cell will be highlighted
with a black border.
Selecting A Column
Click on the column heading to select the column and all the cells in the whole column
will be highlighted.
Selecting A Row
Select all the data in a row (which includes all data fields in the record for that task) by
clicking on the row heading, which is the cell holding the identification number (ID). All
the selected row cells will be highlighted.
This procedure will also work in other Views that show time scaled data.
Deleting Data
Very Important Note: If one or more cells are selected, pressing the Delete key
will delete the entire selected rows, and all of the selected records will be lost
(and you have only one chance to Undo). In Project 2002, only the cell(s) will be
deleted and a Smart Tag will give you the final option of deleting the cell or the
whole task.
Rows
Select the rows to be deleted. Press the Delete key, select Delete Task from the Edit
menu, right-click and select Delete, or click on the Cut tool button. If you delete a
summary task, all of its subtasks are deleted too. After you delete a task, Project will
automatically renumber the remaining tasks.
Columns
Select the headings of the columns to be deleted. Press the Delete key, Edit/Hide
Column, right-click and chooseHide Column, or you can click the boundary line
between columns and drag to the left. In each case, the information is not lost, the data
fields still exist and can be shown by re-inserting the column: i.e. the column information
is simply hidden from view.
They can also be deleted individually from the Entry Box on the Entry Bar.
Moving Data
When moving data, whether it's within a project, between projects or to other
applications like spreadsheets or documents, it is often easiest to cut and paste data
fields rather than using click and drag.
Moving Rows
Select the row(s) by clicking the row heading(s) (the ID numbers) release the left
button, then click again in the row heading and when you see a 4-way cursor, drag to
the new position. A grey T bar will help you to find the desired position between two
existing rows. Selecting a summary task will automatically include all its children as
soon as you start to drag. It is often easier, therefore, to close down the summary by
clicking the little minus sign before dragging and then clicking the plus sign to open it up
again..
Moving Columns
Columns can be re-ordered using the drag and drop editing method in Project 2002. In
earlier versions, to re-order columns, a new table must be defined, or you can insert a
column in its new positions and delete the old one.
Copying Data
Select the rows, columns or cells to be copied. Select Edit/Copy… or right-click and
select Copy…, or Ctrl+C, or click on the Copy button.
Click where the top left hand corner of the data is required to appear. Select Edit/Paste
or right-click and select Paste, or Ctrl+V or click on the Paste tool button.
Note! Data can only be copied to fields that are of like format, e.g. monetary data can
Inserting Rows
Select all or part of a row—the new row will be inserted above the selected row. Press
the Insert key or select Insert/New Task. To insert more than one new row, press the
Insert key the requisite number of times or select a set of rows and Insert—Project will
insert the same number of empty rows as rows selected and renumber the rows that
follow the inserted rows. Drag the row boundary in the row heading to change the
individual row's height, however, in Project 98 such action will change the height of all
rows.
Inserting Columns
Select all or part of a column—the new column is inserted to the left of the column
selected. Select Insert/Column… or select a column heading and press the Insert key.
From the Column Definition dialog box, type the Field Name or click on the drop-down
arrow, and select from the pick list. (Pressing the first letter will go to the first field
beginning with that letter.) If required, type in a new Title and select the Alignment and
Width or select Best Fit. After the column has been inserted, dragging the boundary
line to the right of the column heading can change its width. A double-click when the
right-left arrow appears will also obtain a best fit. Project 2002 also allows you to
choose text wrapping in the heading.
Undo
If the changes are not required to be permanent, particularly to recover immediately
deleted data, use the undo facility. Clicking the Undo tool button can reverse most
actions.
Spell Check
Select Tools/Spelling, or press F7, or click on the Spell Check tool button.
When the spell checker finds a word that is not in a dictionary, it displays the word in the
Spelling dialog box. If the suggested correction in the Change To box is required,
choose Change or Change All. To specify a different correction select a word from the
Suggestions list or type the spelling wanted, then select Change. To skip a suggestion
choose Ignore or Ignore All. Select Add to add the word to the custom dictionary. Click
OK when Project displays the message: Spell Check Complete.
Auto Correct
Project uses the standard Windows AutoCorrect facility. Tools/AutoCorrect… will
invoke the settings.
Auto link
A word of warning! Project has a default setting to automatically link tasks. When
inserting a task, the links between the previous and subsequent tasks will be broken
and re-set to the inserted task in a chain. Similarly, if a task is moved, the gap produced
Planning Wizards
Planning Wizards can aid many scheduling tasks, pointing out possible problems and
prompting for clarification of ambiguous actions. Most Planning Wizards will appear
automatically, but one special Wizard helps specifically with the Gantt Chart layout.
Follow the options on screen to customize the chart. For now, go as far as Step 2 and
select the Critical Path radio button, Finish/Format It/Exit Wizard. You will now see
the Gantt Chart with the Critical Path shown in red. Other options include the colour,
pattern, size and end shape of the bars, milestones, and summary bars, type of link,
display of text (e.g., Resource information or dates) to be associated with each bar,
baseline and slack. More of this in a later lesson.
Resource Allocation
Entering a Resource
You will be pleased to know that entering a resource is one of the easiest steps in
Project: what happens afterwards is another story!
Select Tools > Resources > Assign Resources…, ALT+F10 or click on the Assign
Resources tool button:
This will activate the Assign Resources dialog box, as shown in the image below.
The dialog box ―floats‖, i.e., remains on screen until it is closed, allowing work in the
active view while the dialog box is visible (click and drag on the title bar to reposition it).
Because of this, always click in the appropriate window to make it active before entering
data, otherwise you will enter the data in the wrong place. So, in the dialog box, click in
the first Name cell and type in the name of the resource, and press Enter. There, that
was easy wasn‘t it?
Assigning a Resource
Once the resources have been entered into Project, using the
same Assign Resources dialog box, select the task, then select
the resource and then click the Assign button. Alternatively,
move the mouse pointer into the cell to the left of the name of the resource. The pointer
will change to an arrow attached to the Assign Resources icon. Hold down the left
button and drag it to the task and release.
When assigned, there will be a Tick in the cell next to the resource name, the Units will
register the default setting of 100%, and the resource name will appear to the right of
the Gantt bar. If more or less than 100% is wanted, enter the number required before
assigning the resource.
Project is an effort driven program. This is defined as a scheduling method that bases
a task's duration on the amount of work the task requires and the number of resource
units assigned to it: i.e., calculation is based on the formula:
The values in the formula are set up for each task when a resource is first assigned;
subsequent changes will be governed by the formula. I can‘t do better than quote from
the Help pages:
"When people are assigned or removed from a task, Microsoft Project will
extend or shorten the duration of the task to accommodate the additional or
fewer resources applied to the task, but it will not change the total work for
the task. This is called effort-driven scheduling and is the default Microsoft
Project uses when assigning resources to tasks.
"As resources are added to a task, the total work on the task stays the
same. The amount of work distributed to the resources assigned to the task,
however, will change.
The effort-driven calculations will apply only after the first resource is assigned to
the task. Once a resource is assigned, the work value will not change as new
resources are assigned to or removed from the same task.
The effort-driven calculations will not be applied to multiple resources that are
assigned at the same time and that are the first assignments on a task. After this
initial assignment of multiple resources, however, the work value will not change
as new resources are assigned to or removed from the same task.
If the assigned Task Type is Fixed Units, then assigning additional resources will
shorten the duration of the task.
If the assigned Task type is Fixed Work, then assigning additional resources will
shorten the duration of the task.
Okay, enough of the Help pages! Resource assignment can be very complicated as you
can see. My advice is, if at all possible, keep to one resource per task and it is difficult
to go wrong or fail to understand what‘s going on. Remember, and I repeat: Effort-
driven scheduling only takes effect when resources are added to or removed
from a task. So, after the first assignment of a resource, effort driven scheduling has no
effect unless you subsequently add or remove resources from the task.
Resource Leveling
After assigning resources, it is likely that at certain times there will be more work
assigned than there are resources available. In Project, leveling means resolving
resource conflicts or overallocations by delaying tasks. Leveling requires delaying tasks
until resources are available, thus enabling the project to be finished, though often
resulting in a later project finish date.
Overallocations
To see overallocations, I‘d like to suggest my favourite way for dealing with
resources, and that is to use the split screen technique that I introduced in the
March issue. I repeat: select Window > Split or right-click in a free area of the
Gantt chart and select Split. A combination view will be seen with the Gantt chart in the
upper pane and the Task Form in the lower pane. Click in the lower pane to make it
active and select View > Resource Graph, or click the Resource Graph icon in the
view bar.
Note! To view the resource graph from a split screen, a task must be selected that has
the resource assigned.
Resource Graph
The resource
graph will indicate
the peak usage
rate of that
resource as a
histogram.
Overallocated
resources are shown in red text and the amount of overallocation is shown red on the
graph. Use this resource view to display information about a single resource or group of
Automatic Levelling
When you have resources that are overallocated, you will need to level the project to
ensure that no resources are assigned to work more than the standard working day.
Project levels the resource allocations by delaying tasks until the resource becomes
available.
To invoke Project‘s built-in leveling process, select Tools > Resource Leveling…
(Tools > Level Resources… in Project 2002 ) and select the Level Now button.
Such leveling, with the default settings, will be resource-limited and will remove
overallocations but will almost certainly delay the project beyond the time of the critical
path. This will be the normal behaviour as you will want Project to tell you what is
possible. However, selecting the setting to Level Only Within Available Slack
produces a time-limited schedule, ie maintaining the critical path, but is unlikely to
resolve all resource overallocations, which then become your problem to manage.
Unleveling
The effect of leveling can undone by selecting Tools > Resource Leveling and
selecting the Clear Leveling… button
Views
Views are used to enter, change, and display information about the tasks and resources
in the project. By using a variety of views, the same project information can be seen in
different ways as the project is organised, tasks and resources scheduled, and changes
managed.
Project can display project information in task views or in resource views. Use
a task view to enter, change, or display task information. Use a resource view to
enter, change, or display resource information.
Calendar
The Calendar view shows the Gantt bars on a desktop calendar. Tasks can be
created, resources assigned, tasks linked, tasks edited, etc., in the same way as
in the Gantt View. Refine the view by using filters to select a particular resource or type
of activity. Select View > Calendar or click the Calendar icon on the View Bar. To
Network Diagram
The Network Diagram is a logic chart showing all tasks and task dependencies — the
logical relationship between tasks. Use this task view to create and fine-tune the
schedule in a flowchart format. Tasks can be created, resources assigned, tasks linked,
tasks edited, etc., in the same way as in the Gantt View. Select View > Network
Diagram or click the Network Diagram icon on the View bar.
Task Usage
The Task Usage view is a list of tasks showing assigned resources grouped under each
task. Use this task view to see which resources are assigned to specific tasks and to set
resource work contours.
Tracking Gantt
The baseline can be used to compare the original plan for the project with the actual
course of the project. The Tracking Gantt view shows which tasks started earlier
or later than planned, exceeded their original budget, took longer than planned,
and so on. Select View > Tracking Gantt or click the Tracking Gantt icon on
the View bar.
Resource Sheet
A Resource Sheet is a list of resources and related information. Use this resource view
to enter and edit resource information in a spreadsheet-like format.
Resource Usage
The Resource Usage view is used to work with resource and task information side by
side. It is a list of resources showing allocation, cost, or work information for each
resource over time.
Use this resource view to show cost or work allocation information for each
resource and to set resource contours. This view is a valuable management tool
for tracking a resource‘s work or cost allocation, seeing how costs change over
time, and creating timesheets. Select View > Resource Usage or click the Resource
Usage icon on the View bar.
Tables
Filters
To make a view fit needs, Project allows the display of a subset of the tasks or
resources in a project, highlight specific information, or determine what information is
The AutoFilter facility can be invoked in any sheet view from the AutoFilter tool
button or Project > Filtered For: All Tasks > AutoFilter that puts a drop-down arrow
in the column headings. Use of the drop-down arrow gives a filter pick list based on that
field.
Sorting
Detailed Information
Task Information
A tabbed Task Information dialog box will appear where information on the selected
task can be added or edited. Selecting a summary will give a dialog for Summary Task
Information. Pre-selecting multiple tasks will invoke a Multiple Task Information
dialog that will be blank, and data entered will be applied to all the selected tasks. In this
way, you can make global changes, provided there is a field in Task Information
dialog. Choose the appropriate tab for the type of information to view or enter.
NOTE. Although you can enter new data in the fields shown, in the main you should
treat this as Project allowing you to look at information on what you have selected.
Resist the temptation to change data until you know the consequences of your actions.
For example, entering Start or Finish dates is generally not a good idea, as this action
will create Constraints which will limit the flexibility of your project. As you have seen,
the Start date is defined by the Finish date of its predecessor, and the Finish date is
calculated by Project based on the Duration you have estimated. Let Project do what it
is designed to do - calculate dates to show you what is possible.
Advanced Tab
The Advanced tab allows the viewing, entering or editing of a Deadline, Constraint
type and date, Task Type, the Effort Driven setting, and applying a Calendar and
WBS code. Here is the place to create a constraint as a deliberate act – use the pick
lists to select the Constraint type: and Constraint Date:. More of these in later
months.
Notes
The Task Information dialog box will appear with the Notes tab already selected. The
white area is a simple word processor in which text can be entered, edited or formatted
and objects (like a chart, diagram, picture, etc) pasted.
Once a note has been written, a Notes indicator will appear in the indicator field for that
task.
Hovering the mouse pointer over the indicator will reveal the beginning of the note.
Task notes can be entered and edited from any view that shows the task name. There
are separate note fields for resources that can be accessed from most views that show
resources.
Resource Information
Resource information and notes can be entered and edited in a similar way to that for
Task Information. To activate, double-click the name of a resource shown in the
Resource Sheet view or any view that shows resource names with the exception of the
Gantt chart view.
The Resource Information dialog allows the viewing, entering or editing of resource
availability, working times and cost rates which I‘ll cover in a later lesson. There is
also a Notes tab which is identical in layout and operation to that for Task Notes,
though this is for resource information like listing qualifications, etc.
In the General tab, you can enter Workgroup details like an Email address used for
communicating within a Workgroup. You can identify the Resource type as a Material
resource or Work Resource (usually meaning human!). You can use the Group and
Code fields for whatever purpose you chose: eg management, programmers,
bricklayers, or pay code, employee number, etc, allowing you to sort or filter using these
fields. You can also indicate the Availability of the resource (a sort of resource
contour). This will allow for arrivals and departures from the project for individual
resources and to allow the Units available to be changed for a pool type of resource or
if a resource has a part time role. Enter the date (use the drop-down calendar) and
change the Units appropriately
Working Hours
If you plan to change the working hours from Project‘s default, it is essential to set
them up correctly, ideally before entering any task data. It is worth, therefore going into
a little more detail. The settings can be seen and changed in Tools > Options (where
all Project‘s defaults are set – more another day) and select the Calendar tab.
To schedule your project working time properly, you must also change the values in
Tools > Change Working Time.
To make a weekday nonworking (eg a national holiday): select the day(s) concerned
and then the Nonworking time box. To change a default nonworking day (Saturdays
and Sundays) into a working day select the day(s) concerned and then the Nondefault
working time box. To change working hours for individual day(s), select and then click
and edit the From: and To: fields. Note that a night shift has to be set in one day, ie
from midnight to cease work and then from start work to midnight.
Resource Calendars
In the Resource Information dialog, click the Working Time tab and you will see a
Change Working Time dialog, identical to the Standard calendar you have just set up,
with the Resource‘s name already applied. Make appropriate changes and click on OK.
Note that the Options… button will go to Tools> Options > Calendar tab so that
equivalence can be checked.
Task calendars were introduced into Project 2000. If one or more tasks are to be
scheduled only on certain days or within certain hours (for example, scheduling
equipment maintenance after hours) a task calendar can be assigned to those tasks.
Create a New calendar and then assign the calendar to a task by picking the calendar
S.R.P** NICMAR 2ND TERM- MICROSOFT PROJECT PLANNER Page 531
name in the Calendar field on the Advanced tab of the Task Information dialog box.
An indicator is used to flag those tasks that have a task calendar.
Recurring Tasks
Recurring tasks,
typically meetings, can
be selected from Insert >
Recurring Task… to
open the Recurring
Task Information dialog.
The Frequency of the
meeting and its Duration
can be specified
precisely. (Note that the
Duration of the
Recurring Task's
summary task measures
from the start of the first meeting to the end of the last meeting, and thus has little
relevance.) Beware of assigning resources to Recurring Tasks as it may cause
overallocations that become difficult to resolve and could well extend the end date of
the project. For short meetings it might be best to accept the absence of the resource at
a meeting, or perhaps assign at zero units.
Selecting Custom will give a pick list of all the built-in reports.
Note the New and Edit buttons. If Edit is chosen, then be sure to give the report a new
name so that the original report remains available. Note also the Organizer button that
will allow the edited report to be deleted or made available in other projects.
Views
To print a View, set up the view required, adjusting the graphics to meet needs, and
printing will reproduce that screen. Starting from a View table, insert or delete columns
as required. Select the appropriate Fonts, Filters and Sort. Views with calendars might
need adjustment to the timescale. Always use File > Print Preview or click the Print
Preview tool button, as it is easy to print out many pages if the timescale is
unnecessarily detailed.
Formats
Fonts
To change fonts from Text Styles..., first select the drop-down arrow to choose the
categories of Items To Change:, then select the font details. For Font... first select All,
individual Rows, Columns or Fields, then click on the Font... and select the changes
needed.
Bars
Timescales
Zoom
To zoom in or out to show a greater or lesser timescale, select View > Zoom..., or right-
click on the timescale and select Zoom.... From the Zoom dialog box, select the scale
desired.
Alternatively, click on the + or - Zoom tool button to see more or less detail.
Working Time
To change the field criteria, click on the down arrow next to the appropriate field and
select from the pick list the new criteria needed. To compress or expand the timescale,
type a new percentage in the Size: field.
Nonworking Time
To change the way Nonworking time is shown, click the Nonworking Time tab.
Bars can be shown in front of or behind nonworking time shading, or none can be
selected. Note how the representation changes in the Prieview section. Different
calendars can also be applied, including resource calendars.
Printing
When the view is ready, if certain of the output, select File > Print or select the Print
tool button.
In the status bar, you can see how many pages will be printed. To view the way multiple
pages will appear, click the Multiple Pages tool button.
If the preview is not right, click on the Close button and re-edit the view criteria. When
the preview is satisfactory, select the Page Setup button. All settings apply to the active
view. The name of the active view appears in the Page Setup title bar.
When the project is saved, all page setup settings are also saved. Choose the
Page - Specifies page orientation and scaling. Scaling recognizes the actual
space requirements at each end of the project to allow for text on the Gantt chart
and will proportion vertically to minimize white space at the bottom of the project.
Margins - Specifies margins and borders.
Header Footer - Specifies and formats page headers and footers.
Legend - Specifies and formats a legend for the Gantt Chart, PERT Chart, and
Calendar.
View - Specifies options for printing views that contain sheets, such as the Gantt
Chart and Resource Usage view.
View (Calendar) - If printing a Calendar view, additional options are available to
specify time units and other calendar specific options.
Task calendars can be used to good effect if, for example, a specialist person or a piece
of equipment is only available on certain dates and times. It is also useful when you
need to force Project to schedule a task to start on a specific day of the week, say
Fridays. Create a one minute task and assign it to a task calendar that only allows work
on Fridays 0800 to 0801. Insert it between two Finish-to-Start tasks, making it a
predecessor of the task that must start on a Friday. Then, no matter which day the
predecessor finishes, the one minute task can only be scheduled on a Friday whence
its successor can begin. Subsequent tasks will then be one minute out; so, if this is
important, subtract one minute from its immediate successor.
Constraints
Setting Constraints
Activate the Task Information form and select the Advanced tab.
In the Constraint type: box, select the constraint necessary that gives the most
flexibility, then enter the date to its right. As Soon As Possible is the default setting,
meaning that there are no constraints when scheduling from the project start (other than
those of the logic dictated by the task dependencies already set). All constraints set can
be viewed by applying the Constraint Dates table (View/Table:Entry/More
Tables…/Constraint Dates/Apply).
Constraints can also be set inadvertently by moving a Gantt chart bar to change its start
S.R.P** NICMAR 2ND TERM- MICROSOFT PROJECT PLANNER Page 540
date. Project will show a constraint indicator in the Indicator column. Hovering the
cursor over the constraint indicator will reveal a tool tip stating the constraint set: be
sure this is what you desired.
Definition of Constraints
The following table lists and describes the constraints available in Project:
Constraint Description
As Late As Schedules the task as late as possible without
Possible delaying subsequent tasks.
(ALAP)
As Soon As Schedules the task to begin as early as
Possible possible. This is the default constraint for tasks.
(ASAP)
Finish No Schedules the task to finish on or after a
Earlier Than specified date. Use to ensure that a task does
(FNET) not finish before a certain date.
Finish No Schedules the task to finish on or before the
Later Than specified date. Use to ensure that a task does
(FNLT) not finish after a certain date.
Must Finish Schedules the task to finish on a specified date.
On (MFO) Other scheduling parameters such as task
dependencies, lead or lag time, resource
leveling, and delay become secondary.
Must Start On Schedules the task to start on a specified date.
(MSO) Other scheduling parameters such as task
dependencies, lead or lag time, resource
leveling, and delay become secondary.
Start No Schedules the task to start on or after a
Earlier Than specified date. Use to ensure that a task does
(SNET) not start before a specified date.
Start No Later Schedules the task to start on or before a
Than (SNLT) specified date. Use to ensure that a task does
not start after a specified date.
By electing for soft constraints in the Tools > Options... > Schedule tab (switch off
Deadlines
From Project 2000, tasks can include a Deadline date that allows an indicator to be
displayed in the Indicator column if a task‘s Finish date is later than the Deadline. Enter
the date in the Task Information dialog, Advanced tab and view the arrow on the Gantt
chart.
No indicator displays if a task finishes before the Deadline. This provides a visible yet
unobtrusive notification that the current scheduled Finish is later than the planned
Deadline.
[Note that if the Gantt Chart Wizard is used, the codes for the Deadline are deleted
(Corrected in 2002 onwards). These can be reset in the Format > Bar Styles dialog –
see Bar Styles.]
Splitting
Another way to resolve overallocations is to split the task. From the standard tool bar
select the Split Task tool button or Edit > Split Task.
Move the mouse cursor to the start date of the part of the Gantt bar to be split, click and
Edit or correct by re-selecting the split part and dragging as required. (You can more
accurately create the same effect by entering zeros in the Work field of the Task Usage
view - more of that later.)
Task Calendars
Project 2000 introduced Task Calendars. These allow you to get Project to ignore the
Project(Standard) calendar and any calendars for any resources assigned, allowing you
to create schedules specific to that task. Task calendars are created through
Tools/Change Working Time…/New.
Assign a Task Calendar through the Task Information dialog, Advanced tab. You can
also select whether or not to ignore resource calendars.
Task calendars can be used to good effect if, for example, a specialist person or a piece
of equipment is only available on certain dates and times. It is also useful when you
need to force Project to schedule a task to start on a specific day of the week, say
Fridays. Create a milestone and assign it to a task calendar that only allows work on
Fridays. Insert it between two Finish-to-Start tasks, making it a predecessor of the task
that must start on a Friday. Then, no matter which day the predecessor finishes, the
milestone can only be scheduled on a Friday whence its successor can begin
So what happens if we assign more than one resource to a task? Project is an effort
driven program. This is defined as a scheduling method that bases a task's duration on
the amount of work the task requires and the number of resource units assigned to it:
i.e., calculation is based on the formula:
The values in the formula are set up for each task when a resource is first assigned;
subsequent changes will be governed by the formula. There are several places in
Project where you assign resources, but with multiple resources on one task you need a
view that shows all the relevant parameters.
To illustrate this best, I always recommend using the split screen technique as in the
following example. Let's have a project to make a garden with an initial plan that
includes a pool of Gardeners. In a new project starting on 1 Mar 04, create a 10 day
task: Make Terraces, then select it and then Window/Split.
You will see in the lower pane all the details we need to get the assignments right, i.e.
the task Name and its Duration. There is the Effort driven selection (default is
checked ON) and the Task type (default is Fixed Units) of which more later. On the left
you can also see fields for the Resource Name, the Units assigned and the Work.
Click in the Resource Names cell and enter "Gardeners" and click OK (activating the
OK button turns it and the adjacent button into Previous and Next to allow progression
through the tasks.) You will see that Project assumes you want one full time gardener
(100%) and for the Duration of 10 days it will consume 80 hours of Work (based on the
S.R.P** NICMAR 2ND TERM- MICROSOFT PROJECT PLANNER Page 545
default 8 hour day or 40 hour week).
Now, let's say it's going to take too long at 10 days, and to speed it up we assign
another Gardener from our pool. So, change the Units value to 200% and click OK.
Note that against the Gantt bar, the number of resources assigned is placed after the
resource name if the Units are other than 100%. As this task is Effort Driven, the effort
(Work) remains the same at 80 hours and thus Project reduces the Duration to 5 days
- mission accomplished.
Play around with assigning more Gardeners and see the Duration reduce each time,
and try less than 100%, say 50% meaning a Gardener only works half time per day (i.e.
4 hours per day, and thus to achieve 80 hours work, the Duration goes out to 20 days.)
OK, changing the number of Units using the same resources from a pool is quite
straight forward and works as one might expect with effort driven tasks. Restore the
Units to 100% and the Duration should still read 10 days.
Different Resources
Fred from next door is a keen gardener and offers to help out. Click in the next
Resource Name cell under the Gardeners and type in Fred and click OK.
Suppose the task was still taking too long and you decide to add another Gardener.
Click on the Gardeners‘ Units and increase to 200% and OK.
You will see no change to the amount of work and the Duration doesn't change as you
would have hoped. What has happened to the effort driven formula now? Well, you‘ve
presented Project with problem it cannot answer without guidance from you. It still
upholds the 80 hours of work, but each Gardener is now only doing 20 hours whilst poor
Fred slaves on for his original 40 hours. Thus, Fred becomes the driving resource as he
still needs 5 days to finish. Try adding more and more Gardeners – the Duration
remains the same based on Fred‘s assignment. Equally, if you put in one gardener
working half time (50%), the Duration goes back to 10 days, as that resource becomes
the driving resource. (Remember always to click the OK button whenever you‘re happy
with the changes in order to get Project to calculate the new data. When you do, the
buttons change to Previous and Next to allow you to progress through the tasks.)
You can see that blindly adding resources to a multi-resourced task my not achieve the
reduction in Duration you want. You have to engage brain and be selective in your
Now let‘s try a different assignment. Remove Fred and assign 200% to Gardeners and
ensure the Duration is 5 days with 80 hours Work. Now reassign Fred.
The Work is assigned equally between the 3 resources at 26.67% (Project rounds to 2
decimal places, though the real value is used in calculations) each, reducing the
Duration to 3.33 days. Try experimenting with these assignments and try adding Mary
and Joe, and also a material resource like Bricks, until you run out of explanation of why
Project calculates as it does. Isn‘t it easy to get into a mess!
Always use the split screen technique when you have more than one resource to
assign so that you can see all the elements and the resulting calculations that Project
makes.
If you run into problems, delete all the assignments from the task, reset the
Duration and reassign them all to read what you want before you click the OK button:
this in effect becomes the first assignment to that task and thus the effort driven
formula will not come into effect until you click OK.
IRemember, the values in the formula are set up for each task when a resource is first
assigned; subsequent changes will be governed by the formula.
there are several places in Project where you assign resources, but as with multiple
resources on one task, you need a view that shows all the relevant parameters. If you
want to investigate and use the different settings that can be made to the Tasks, you
need a view where all the parameters are shown. Again recommend using the same
split screen technique as we used last month. Using the same example for a project,
make a garden with an initial plan that includes a pool of Gardeners. Make it start on 1
Mar 04, create a 10 day task: Make Terraces, select it and then Window/Split. Now
assign a Gardener from the pool to get the following view:
In the bottom pane you can see the Effort driven box and the Task type selection. Use
the drop-down arrow to see that the Task Type can be Fixed Units (the default), Fixed
Duration or Fixed Work.
So let’s experiment. First remove the Effort driven check and notice that the adjacent
Previous button changes to OK. You must click the OK button to set Project in this new
mode before changing any data – the button changing to OK, I hope, will prompt you to
remember this. With Project in the Fixed Units default mode, try changing the Work.
What happened? The Duration changes as Project won’t change the Units as that’s
what you’ve told it to do. Now change the Duration – as you now would expect, the Work
changes.
Try selecting Fixed Duration (don’t forget to click OK before continuing) and then
change the Units and then the Work. Finally, select Fixed Work and change Units and
Duration. I think you’ll find this straightforward and Project does what you expected.
A little experimentation along those lines shows how you can get Project to do what you
want, provide you’re aware of the formula! You will have seen that Project will not
change the element you’ve selected to be fixed.
However, there’s nothing to stop you from changing the parameter that you’ve “fixed” –
the fixing is only an order to Project not to change it. So, Project has a built-in bias
towards keeping the Units fixed if possible and then Work. In the Garden project, reset it
to the original 100% units, 10 days and 80 hours of work. Try Fixed Units, and then
change the Units – you will see that the Duration changes rather than the Work:
So, I'm sure as you have guessed, if we try the final type, Fixed Duration and then
change the Duration, it is the Work that changes not the Units.
To summarise, therefore:
To put them all together, see the table below - I have it printed out on a card propped up
in front of me whenever I want to set up anything other than the default effort driven and
fixed Units.
Always use the split screen technique when you have more than one
resource to assign so that you can see all the parameters and the resulting
calculations that Project makes.
If you run into problems, delete all the assignments from the task, select
the parameter you want Fixed click on OK to set that mode and then reset
the data to read what you want before you click the OK button.
Calendar Options
the importance of setting up the project calendars before entering any task data. This is
because the settings in Tools/Options…/Calendar tab work for the future and not the
past. So, if you’d like to open up that little Garden project with a Make Terraces task
we’ve been playing with, we’ll set up some different calendar times. It would also help if
we could see the times of day, so in Tools/Options…/View tab select a Date Format: 28
Jan 12:33.
Incidentally, I’m using clips from Project 2003, but earlier versions are very similar.
Split the screen via Window/Split, noting that the Make Terraces task has a 10 day
Duration with a resource called Gardeners entered to give 100% Units and 80 hours of
Work. Now reset the Start Date to 3 May 04. The easiest way to do this is to use the
Adjust_Dates macro in the Analysis toolbar (or Tools/Macro/macros… in earlier
versions), or you can reset the project Start Date in Project/Project Information… dialog.
Fiscal Year
Please note that the Fiscal year can be misleading, particularly in earlier versions of
Project. If you change it to, say April, then the fiscal year for 2004/5 will start in April
2004, but it does not finish until the end of May 2005. The Gantt chart timescale thus
does not change the year on 1 January but waits until 1 April as can be seen in this clip:
So, let’s suppose we want our Garden project to work form 09:00 to 16:00, this will give
us a 6 hour working day and a 30 hour working week. This might be done to allow a
couple of hours per day for resources to do other things. Enter these details:
There is a Set as Default button which will tell Project to always use these settings on all
future projects.
Have a look at the Duration of the Make Terraces task: it is now 13.33 days. This
because the 80 hours of work at 6 hours per day takes 80/6 = 13.33 days, but still starts
at 0800 and finishes at 1700.
Try entering new task “Swimming Pool” for 10 days. You will see it still starts at 08:00
because new tasks are starting at the project start date of 3 May 04 08:00. This setting
can be changed to Start on Current Date by selecting from the pick list for New tasks: in
the Tools/Options…/Schedule tab.
Change the project Start Date to 09:00 (Project/Project Information...) and you will see
both tasks now start at 09:00 - we’re getting there! Meanwhile, assign Gardeners to the
Swimming Pool task at 100% (click in the Resource Name cell and use the drop-down
arrow to select from the pick list – better than typing in the name in case you get the
Ah but it does! You see, Project is still using the default calendar of 8 to 5, 40 hour
week. So we need to change that too – Tools/Change Working Time… Click and drag
across the weekday letters (M, T, W, Th, F) so that the whole of the weekday part is
highlighted in black, and change the start time to 09:00 and the Finish to 16:00 and click
OK.
You should now see that the Swimming Pool task is correctly showing on the Gantt
chart as 10 working days as that task was entered after we changed the
Tools/Options…/Calendar times: ie that was in the future.
Whereas, the Make Terraces task is still showing 13.33 days, as Project does not
change what you entered in the past – hence the importance of getting the working times
and calendars set up correctly before entering data. You will now have to make the
decision: was the Make Terraces task an estimate of 10 days Duration or 80 hours of
Work? If the 80 hours was correct, you can leave well alone at 13.33 days, but if the
original estimate was 10 days, then you need to retype the Duration of 10 days giving 60
Note that, if you zoom in to the maximum (15 minute intervals) you can see the tasks
begin at 9 or 09:00 and finish at 16 or 16:00 as we demanded.
Shifts
Let’s have a look at setting up shift patterns. Firstly, enter a new task for the Flower
Beds, give it a 7 day duration and assign a resource Fred who should be working 42
hours. Let’s say that Fred only works afternoons, say 13:00 to 19:30 with half an hour
for tea at 16:00, ie a 6 hour working day. If we want a resource to work different shifts,
then we must set up a new calendar specifically for that resource. In Tools/Change
Working Time… (if it is greyed out, you are still in the bottom pane – click in the top pane
to make it active), select the Resource name Fred from the pick list in the For: box.
Again, select the weekdays and enter the times 13:00 to 16:00 and then 16:30 to 19:30.
Supposing we wanted to show a Gantt chart for Fred, then we can show Fred’s
calendar. Format/Timescale…/Non-working time tab; in Calendar: select Fred, and
select a Colour and Pattern, OK.
You can see the selected pattern in the Preview panel as you change the style. The
resulting Gantt chart is now based on Fred’s working pattern.
Whilst we are here, we could make quite a powerful report by filtering for Fred’s tasks
(Project/Filtered For: All Tasks/Using Resource… and select Fred from the pick list) and
S.R.P** NICMAR 2ND TERM- MICROSOFT PROJECT PLANNER Page 558
giving Fred a print out of his tasks with his calendar applied.
Night Shift
Finally, if you want a night shift, there is a little trick you need to know. Project’s
calendars start and end at midnight. So, to set up a shift working from 20:00 to 08:00,
we have to do it in 2 stages: 00:00 to 08:00 and 20:00 to 00:00 (insert any breaks
similarly).
Summary
To summarize: the values in Tools/Options…/Calendar tab for the working week or day
affect the way project presents your entries in the Duration field. If, in the task Duration
field, you type in 1 week, Project looks to the setting you've made to define the number
of hours (and thus man-hours) that a week contains, and similarly for the working day.
Equally, if you don't specify a time, a task starts at the default setting of 08:00, and if you
schedule from the finish, tasks will end at the default of 17:00, both leaving the Duration
to determine the other date. So, set these default times first. Remember that it is best to
do this before entering any data as changes to Tools > Options generally apply to the
future entry of data and not what has already been entered.
So what does it do? Well, Project is a critical path scheduling tool and oriented to
scheduling and managing work, not finances. The costs in Project are bottom-up
budgets - predictions of what something will cost, not top-down limits on how much
you're allowed to spend. It does cost estimating and tracking, but that is only for
budgeting and progress tracking purposes. All it is concerned is with is the direct costs
of getting the deliverables within the specific project done and has no direct provision
for overheads and other costs of doing business.
Resource Costs
Let’s start with setting up some resource costs. Create a new project starting on 31 May
04 (discard the old Garden project we were using last time as it will probably still have
non-standard calendars set up) and enter a task ―Make Terraces‖ with 10 days
Duration. Now assign Fred to that task. Check from a split screen that he is assigned
80 hours of Work. Double-click Fred’s name (although you can double-click on a
resource’s name in many views, like the Resource Sheet, that show the resource name)
and in the resulting Resource Information dialog, click on the Costs tab. Click in the
first Standard Rate cell, enter ―20‖ and press Return. Project will show the per hour
rate.
Standard Rate
Ah! But what is the Standard Rate, did I hear you say? Well, it should not be solely his
wages, but the cost to the project of using this man. It should include his wages, training
costs, holidays, pension scheme, etc, i.e. whatever it costs the company to use this
man on this project compared to whatever else he could be doing to earn money for the
company. These figures should be obtained from the company‘s accounting
department. Many companies produce a series of equivalent, rationalised or equalised
wages to cover a variety of employees – use these costs as your ―standard‖.
Remember you‘re not using a cost-accounting system, but inputting figures on which
you can budget and track the project‘s costs.
Now, these rates are used by Project to calculate the cost of each task on which Fred is
employed. Project will calculate by the minute ( actually by 1/10th of a minute,
irrespective of the units entered in the Standard Rate cell) to arrive at £1600 (£20/hour *
80 hours). You can see the resulting task Total Cost from the Gantt Chart view, then
View/Table: Entry/Cost.
The Cost tab allows profiling of the resource‘s cost. The Effective Date will show ―- -― if
the resource is available at the start of the project, otherwise it will show the first date on
which he is available. Profiling allows Project to take into account changes in costs as
time goes by.
Suppose Fred has a 5% increase in wages from 7 Jun 04, enter that and when you
press Return, Project will calculate the new rate as £21/h.
And take that into account for the task‘s costs (5 days to 6 Jun at £20/h = £800 and
You can also check costs from the Gantt Chart view: split the screen, double-click in
the lower pane and select Resource Cost.
Costs can be applied by project at the beginning or end of the task, or spread evenly
throughout the task (prorated). In the Resource Information dialog, click the drop-down
arrow in the Cost accrual: box and select from the pick list.
A total of 25 different rate levels can be applied to allow for cost changes with time. In
each, standard, overtime and per use (e.g. a machine might cost £1000 per use) rates
can be entered. In addition, if resources will work on various tasks that require different
base rates (e.g. a different rate for on-site working and another for in-office working), up
to five different base rates can be assigned in tabs A to E for each resource so that the
correct rate for each task assignment can be selected. From the Resource Usage view,
double-click on the Terraces task to bring up the Assignment Information dialog. Here
you can select the appropriate Cost rate table from the pick list.
Overtime costs will be accounted for provided work is entered as overtime. Project does
not automatically calculate additional hours as overtime unless they are specifically
assigned as overtime work. Assignment is made in the Resource Work form viewed
from a split Gantt chart screen, by right-clicking and selecting.
Type the number of overtime hours for each resource in the Ovt. Work field. The
amount of overtime work specified does not get added to the amount of work for the
task. Work always represents the total amount of work. Overtime work merely
represents the portion of the total amount of work that should be considered and costed
as overtime work. For instance, if a person works 10 hours, which includes 8 hours of
regular work and 2 hours of overtime work, assign Work at 10 hours and overtime work
at 2 hours, not work at 8 hours and overtime work at 2 hours. Project spreads the
amount of overtime evenly over the span of the assignment. Try not to plan to use
overtime as this is one of the few tools a project manager has to catch up on a task
that's running late - overtime should be used as an emergency facility, not as part of the
original plan.
You will then need to put a value into the Overtime Rate cell (usually at a higher rate
than the standard of £20: say, time-and-a-half would be £30/h), otherwise overtime will
be free! Remember, this is the cost to the company of the overtime work, not
necessarily the cash that Fred will get.
To enter material costs that are based on a unit price, assign a Per-use cost to a
material resource before assigning this resource to a task. When specifying how many
units to be used, Project will calculate the total material cost by multiplying the base unit
price by the number or percentage of units specified.
Fixed Costs
Finally, we can see from the Costs table that we were looking at earlier in the Gantt
Chart view, that there is a facility to enter Fixed Costs – this is the only place you can
enter these. Let’s say that the Make Terraces task requires the purchase of old railway
sleepers at a cost of £200. Then enter that figure in the Fixed Cost cell. Notice that the
task Total Cost increases by that amount to £1993. If you have a summary task, Fixed
Costs are not rounded up although they are added into the Total Cost field. This allows
you to place a Fixed Cost on a summary task, for example, the garden designer’s fee
for the project could be entered into the Fixed Cost cell for the project summary task.
Custom Fields
If you want to display specific information about your project, tailor-made to your needs,
then Project provides a variety of fields that are customizable to your requirements.
Custom fields can be inserted and displayed in any sheet view. Project‗s customizable
fields and the sort of data that can be used are:
Note that if you save Interim Plans, then Project uses the Start and Finish custom
fields to store the data as shown below for Project 2000 (2002 and 2003 also allow up
to 10 Baselines) – so beware of adding your own customization to these fields.
Note also that Project has three sets of Custom fields: one for Task tables, one for
Resource tables and one for Assignment tables. Each one is unique and cannot be
read or seen in the other. Data entered in custom fields like the Text1 to Text30 or
Number1 to Number 20 fields any one cannot be seen in the other two. For example, if
Setting
Create an outline project for the building of a new garden as can be seen below, or
download it in Project 98 format (19Kb) which can be read in all versions to 2003, from
this site: http://www.mousetrax.com/pub/garden14.zip .
Now let‘s suppose you wanted all the task bars assigned to Fred to show up in a
green colour.
First we need to identify tasks assigned to Fred by using a Flag field - click on the
Resource Names column heading to highlight it, then Insert/Column…
In the Column Definition dialog, you will see all the fields that can be applied to the
Gantt Chart view – whilst you are there, scroll through to see all the customizable fields
e.g. Text1 to Text30, etc. Then select the Flag1 field.
Project will inset that Flag1 field, now called ―Fred‖ into a column. If you make an error,
double click on the column heading to bring up the Column Definition dialog again.
For those of you using Project 98, you will have to manually change the Flag from No to
Yes for each task to which Fred is assigned (you can simplify this by filtering for Fred,
changing the No to Yes and fill down). Then ignore the next few paragraphs which allow
Project 2000+ users to customize the field using a formula which will automatically
detect all the tasks assigned to Fred.
Customizing a Field
Now right click the Fred column heading and select Customize Fields…
We can see that we can enter text and numbers, and we can apply arithmetical symbols
as well as Boolean symbols, just by clicking the appropriate button, We can also select
And we can also select Function: again, have a look through all the functions to get a
feel for their contents and scope.
Then OK your way out of the dialogs. You should now see a Yes for Fred's tasks.
Project 98 users can now continue! To finish, from the Gantt Chart view, Format/Bar
Styles… make a copy of the Task bar (Do this by clicking ―Task‖ and then Cut Row to
put a copy on the clipboard, and Paste Row to put it back again.
Change the task name to Fred, then change its colour to Green and a solid pattern.
Click in the Show For… Tasks cell, click the drop-down arrow and select Flag1, OK.
All bars for Fred will now show the selected appearance.
S.R.P** NICMAR 2ND TERM- MICROSOFT PROJECT PLANNER Page 573
Try adding a new task and assigning Fred: it should have a green bar. (Project 98 users
will need to set the Flag to Yes.