How to use Microsoft

Project ?

Basic Training to Help You

during the BYI challenge
 Table of Contents

I. Main Concepts
1. Overview of Microsoft Project
2. Explanation of the main concepts

II. How to : Create your project in Microsoft Project 2010 or

in the Microsoft Project 2013 Preview
1. Start your project
2. Define the structure of your project
3. Define the timeline of your project

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 I. Main Concepts

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 Microsoft Project, a Project
Management Tool
Project management = planning, organizing,
securing and managing resources to achieve specific
project goals and objectives
The Build your Island contest will help you to test
your project management skills.

The primary challenge of project management is to

achieve all of the project goals and objectives while
honoring the preconceived project constraints
(scope, time, budget,).
To help Project Managers to better manage their
projects, Microsoft has developed a specific tool :
Microsoft Project

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 Microsoft Project Server 2010
Architecture
Microsoft Project 2010 can be used locally on a computer or be integrated to a Server
solution.
During the Round 4 of the game you will use the cloud-based version of Microsoft Project :
Project Web App.
You can start learning to use Microsoft Project by downloading locally Microsoft Project 2010 or
Microsoft Project 2013 Preview on your computer

Project Web App

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 I. Main Concepts
1. Overview of Microsoft Project

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 Overview of Microsoft Project 2010

Tool bar

View choice Table

Gantt Chart

Selected view

View

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 Microsoft Project Preview 2013
As you can see in the following screenshot, it look basically the same, you
will find the same familiar interface in the coming version. Beta-test it on
www.project2013/tester !

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 Toolbars Timescale and Help

You can modify the Timescale by using Zoom in or Zoom out in the
right bottom toolbar
Zoom out Zoom in

You also have access to a timescale button to have a complete view of

your project

1 click on

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 I. Main Concepts
2. Explanation of the main concepts

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 Top-Down VS Bottom-up
Approach
In Theory
Breakdown structures GANTT charts

Project

MODULE MODULE MODULE

11 - ... 31 - ...
21 - ...
12 - ... 32 - ...
22 - ...
33 - ...
34 - ...

ORGANISATIONAL LOGIC TIME LOGIC

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 Top-Down VS Bottom-up
Approach

In Microsoft Project

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 3 different types of tasks

Task = An activity that has a beginning and a duration

Summary task = A task that summarizes the duration, work, and costs
of a group of sub-tasks

Milestone = A significant event in the project, usually the completion of

a major deliverable.
Milestone = A regular Task with duration = 0
Summary task

Task Milestone
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 II. How to Create your Project
1. Start your project

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 How to : Create a new Project
On BYI website, upload and save the
MS Project template: BYI II Modle
Planning Project 2010 _R3 if you are
using Project 2010

Open MS Project 2010 or 2013

Go to File / New
Choose Template and select the
template you saved earlier
Click on Save and choose the folder
where you want to save it

Ribbon: you only need to use the

Tasks ribbon

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 II. How to Create your Project
2. Define the structure of your project

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 How To : Create a task

Enter Task name into the Task Name column

Use TAB to go to the next column, or click on the column you want
to select. You can choose your tasks duration, its start date and
more !

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 How to : Insert/Delete a Task

Right click on a row number

Click on Insert Task or

Delete task

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 How to : Cut/Paste

Right click on a row number

Click on Cut, Copy or Paste

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 How to : Organize your plan
After creating the tasks, organize and add a structure to your project by
outlining it.

Create your tasks

starting with the
summary task

Select all the subtasks

In the ribbon, click on

the Indent Button

Your Project is organized

with a summary task and
sub-tasks

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 How to : Hide or show tasks

You can show or hide tasks under a summary task

For example, you may want to hide your subtasks to display only the top-level tasks

You can show and hide

subtasks by clicking the
summary task's outline symbol

Or you can also use the

Outline Button in the View"
tab of the ribbon

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 II. How to Create your Project
3. Define the timeline of your project

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 How to : Create a link between
tasks

Select two tasks (select them in

the order you want them to be
done)
Click on the link button

Your tasks are linked with a

finish-to-start link

Or you can also use the

Predecessor column in the
Table. Directly enter the line
number of the predecessor.

Note : 4 different types of links are available in Microsoft Project.

For the game, only the Finish-to-Start type should be used.
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 How to : Visualize the Critical Path,
Slack and Late Tasks
In the Format menu, check the Critical
Tasks, Slack and Late Tasks boxes

Then, see the tasks where you cannot

be in late.

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 Now, you are
ready to play!