Inf1664 PDF

Microsoft Project 2016
Level 1
INFOCUS COURSEWARE
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MICROSOFT PROJECT 2016

LEVEL 1
Product Code: INF1664

ISBN: 978-1-925349-29-0
© 2016 Watsonia Publishing

MICROSOFT PROJECT 2016
LEVEL 1
........................................
Copyright  2016 by Watsonia Software Pty Ltd (ABN 64 060 335 748)
Published by Watsonia Publishing
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Product Code: INF1664
ISBN: 978-1-925349-29-0
Build: 10/08/16
........................................
Production Acknowledgments
Microsoft Project 2016 - Level 1 is produced with the assistance, hard work, advice
and recommendations of a number of people including Alison Koster (authoring) and
Cara Hemphill (testing and proofing).
Trademark Acknowledgments
All terms mentioned in this manual that are known to be trademarks or service marks
have been appropriately acknowledged or capitalised. Watsonia Software cannot
attest to the accuracy of this information. Use of a term in this manual should not be
regarded as affecting the validity of any trademark or service mark.
Screen Shots © 1983-2016 Microsoft. All rights reserved.
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Microsoft Project 2016 - Level 1
READ ME FIRST
In case you're not familiar with the terminology, This section contains some important information to
Read Me First is quite often the name given to a help you use this book so we thought we'd start
computer file that contains important information with a Read Me First section.
for people to know prior to using an application.
What skills and knowledge The skills and knowledge acquired in this course are sufficient for the
you will acquire... learner to be able to use Microsoft Project 2016 to create a new project,
enter and work with tasks and resources, create a schedule, and print
effective project information.
What you'll need to know This course assumes little or no knowledge of Microsoft Project 2016.
before beginning this However, it would be beneficial to have a general understanding of
course... personal computers and the Windows operating system environment.
Some knowledge of working with files and folders on a computer are
necessary.
The objectives of this guide… At the completion of this course you should be able to:
 start Microsoft Project and identify how it works

 explain some of the key concepts associated with project
management
 1
create a new project file in Project
 enter tasks into a project file
 create relationships between tasks in a project
 add resources, including labour, materials and equipment to a
project
 understand and4use resource assignment calculations
 assign resources to tasks using a number of different methods
 print various aspects of a project
 obtain help for Project whenever you need it
What you get in a chapter... Each chapter begins with a summary page listing the topics covered in
that chapter. The chapter then consists of single-page topic sheets
pertaining to the theme of the chapter.
What you'll need to have Many of the topics in this learning guide require you to open an existing
before commencing this file with data in it. These files can be downloaded free of charge from our
course... website at www.watsoniapublishing.com. Simply follow the student files
link on the home page. You will need the product code for this course
which is INF1664.
As you work through this It is strongly recommended that you close all open files, if any, prior to
guide… commencing each new chapter in this learning guide. Each chapter,
where relevant, has its own set of exercise files and any from a previous
chapter are no longer required.
Where to from here... Have a look at the next page which explains how a topic page works,
ensure that you have access to the exercise files (see above), and you're
ready to make a start.
© Watsonia Publishing -i- Preface

WORKING WITH TOPIC SHEETS

The majority of this book comprises single-page additional reference (optional) material at the
topic sheets. There are two types of topic sheets: bottom. Task sheets contain a Try This Yourself
task and reference. The layout of both is similar step-by-step exercise panel in the detail area as
– an overview at the top, detail in the centre and shown below.
5 6
 Topic name
 General topic overview provides an introduction to the topic
 Try This Yourself (task-based topic sheets) is a detailed step-by-step practice

exercise for you to work through. In Reference topic sheets this is usually replaced
by a box with reference information.
 In Task topic sheets screen shots and graphics provide a visual clue as to what will
happen when you work through the Try This Yourself practice exercise. In
Reference topic sheets the screen shots and graphics are used to visually represent
information and concepts.
 The For Your Reference (optional) element provides a quick summary of the steps
required to perform a task. These usually only appear in task-based topic sheets.
 The Handy To Know (optional) element provides additional information such as

alternative ways of accomplishing a task or further information providing handy tips.
© Watsonia Publishing - ii - Preface

CONTENTS
Chapter 1 Getting To Know Project 2016 ............................................................................. 1

How Project 2016 Works .................................................................................................... 2
Starting Project In Windows 10 ........................................................................................... 3
Understanding The Project Start Screen ............................................................................ 4
The Project 2016 Screen .................................................................................................... 5
Project Operations .............................................................................................................. 6
Using The Ribbon ............................................................................................................... 7
Showing And Collapsing The Ribbon ................................................................................. 8
Understanding The Backstage ........................................................................................... 9
The Project Work Area...................................................................................................... 10
Working With Views .......................................................................................................... 11
Working With Split Screens .............................................................................................. 12
Understanding Sheet Views ............................................................................................. 13
Working With Tables ......................................................................................................... 14
Gantt Chart View ............................................................................................................... 15
Working With Gantt Charts ............................................................................................... 16
Understanding The QAT ................................................................................................... 17
Working With The QAT ..................................................................................................... 18
Working With Project Files ................................................................................................ 19
Exiting From Project 2016 ................................................................................................ 20
Chapter 2 Project Management ........................................................................................... 21
Tasks And Resources ....................................................................................................... 22
The Importance Of Planning ............................................................................................. 23
Understanding The Gantt Chart ........................................................................................ 24
Computers And Project Management ............................................................................... 25
Chapter 3 Creating A New Project ....................................................................................... 27
Steps In Creating A Project .............................................................................................. 28
Understanding Your Project .............................................................................................. 29
Creating A New Project File .............................................................................................. 30
Calendar Options .............................................................................................................. 31
Changing Calendar Options ............................................................................................. 32
Working With Calendars ................................................................................................... 33
Modifying The Standard Calendar .................................................................................... 34
Entering Public Holidays ................................................................................................... 35
Creating A New Resource Calendar ................................................................................. 36
Creating A New Task Calendar ........................................................................................ 37
Setting Up Project Information .......................................................................................... 38
Entering File Properties .................................................................................................... 39
Chapter 4 Creating Tasks ..................................................................................................... 41
Understanding Tasks ........................................................................................................ 42
Understanding Scheduling Icons ...................................................................................... 43
Case Study Tasks ............................................................................................................. 44
Reviewing The Project ...................................................................................................... 45
Entering Tasks .................................................................................................................. 46
Creating Summary Tasks ................................................................................................. 47
Assignment – Creating Summary Tasks .......................................................................... 48
Working In A Sheet View .................................................................................................. 49
Working With Summary Tasks ......................................................................................... 50
Working With Task Views ................................................................................................. 51
© Watsonia Publishing - iii - Contents

Examining Task Information ............................................................................................. 52

Understanding Task Durations ......................................................................................... 53
Entering Task Durations ................................................................................................... 54
Checking Progress............................................................................................................ 55
Entering Milestones .......................................................................................................... 56
Assigning A Calendar To A Task ...................................................................................... 57
Chapter 5 Scheduling ........................................................................................................... 59
Understanding Task Dependencies .................................................................................. 60
Creating Dependencies Automatically .............................................................................. 61
Creating Dependencies In Task Entry .............................................................................. 62
Creating Dependencies In Task Information .................................................................... 63
Creating Dependencies In A Sheet View.......................................................................... 64
Modifying A Schedule Using Dependencies ..................................................................... 65
Auto Scheduling Tasks ..................................................................................................... 66
Critical Path And Project Slack ......................................................................................... 67
Viewing The Critical Path .................................................................................................. 68
Examining Task Slack....................................................................................................... 69
Understanding Lag Time .................................................................................................. 70
Entering Lag Time............................................................................................................. 71
Understanding Lead Time ................................................................................................ 72
Entering Lead Time........................................................................................................... 73
Inactivating A Task............................................................................................................ 74
Chapter 6 Resourcing A Project .......................................................................................... 75
Understanding Resources ................................................................................................ 76
Entering Work Resources ................................................................................................. 77
Entering Material Resources ............................................................................................ 78
Entering Cost Resources .................................................................................................. 79
Assigning Calendars To Resources ................................................................................. 80
Understanding Resource Availability ................................................................................ 81
Adjusting Resource Availability ......................................................................................... 82
Changing The Unit Display ............................................................................................... 83
Chapter 7 Resourcing Concepts ......................................................................................... 85
Resource Assignment Calculations .................................................................................. 86
Task Types And Work Effort ............................................................................................. 87
Creating A Simple Assignment ......................................................................................... 88
Working With Fixed Unit Tasks ......................................................................................... 89
Working With Fixed Duration Tasks ................................................................................. 90
Making Multiple Assignments ........................................................................................... 91
Adding Additional Resources ............................................................................................ 92
Adding More Of The Same Resource ............................................................................... 93
More Resources In Multiple Assignments ........................................................................ 94
Understanding Effort Driven Scheduling........................................................................... 95
Working With Non Effort Driven Tasks ............................................................................. 96
Working With Effort Driven Tasks ..................................................................................... 97
Resource Assignment Summary ...................................................................................... 98
Chapter 8 Assigning Resources .......................................................................................... 99
Simple Resource Assignments ....................................................................................... 100
Assigning Part Time Resources ..................................................................................... 101
Understanding Work Contouring .................................................................................... 102
Specifying Resource Usage ........................................................................................... 103
Contouring Work Hours .................................................................................................. 104
Assigning Specific Work Times ...................................................................................... 105
Work Times For Multiple Assignments ........................................................................... 106
© Watsonia Publishing - iv - Contents

Problem Assignments ..................................................................................................... 107

Assigning Resources In Task Information ...................................................................... 108
Assigning Resources In A Sheet .................................................................................... 109
Assigning Resources You Do Not Have ......................................................................... 110
The Case Study Resources ............................................................................................ 111
Chapter 9 Printing ............................................................................................................... 113
Understanding Printing ................................................................................................... 114
Previewing Before You Print ........................................................................................... 115
Selecting A Printer .......................................................................................................... 116
Printing A Gantt Chart ..................................................................................................... 117
Printing Sheet Views ....................................................................................................... 118
Printing Tasks For Resources ........................................................................................ 119
Printing Resources For Tasks ........................................................................................ 120
Chapter 10 Getting Help ..................................................................................................... 121
Understanding How Help Works ..................................................................................... 122
Using Tell Me .................................................................................................................. 123
Accessing The Help Window .......................................................................................... 124
Navigating The Help Window ......................................................................................... 125
Using Google To Get Help .............................................................................................. 126
Printing A Help Topic ...................................................................................................... 127
Other Sources Of Assistance ......................................................................................... 128
© Watsonia Publishing -v- Contents

NOTES:
© Watsonia Publishing - vi - Contents

CHAPTER 1
INFOCUS
GETTING TO KNOW PROJECT 2016
Microsoft Project is software specifically designed to assist you in

managing and controlling projects. It is arguably one of the more
difficult software products to learn, not only because you need to
study how to use the software, but because you also need to know
a little about project management theory.
This chapter is an introduction to the basic operating concepts in
Microsoft Project.
In this session you will:
 gain an understanding of Microsoft Project's operating

philosophy
 learn how to start Microsoft Project 2016
 gain an understanding of the Project 2016 Start screen
 gain an understanding of the main Project screen
elements
 gain an understanding of the operating process of
Project
 learn how to use the ribbon
 learn how to show and collapse the ribbon
 gain an understanding of Backstage View in Project
 gain an understanding of the work area and project views
 learn how to change the view of your project
 learn how to split the project work area horizontally
 gain an understanding of sheet views in Project
 learn how to change the table in a Sheet view
 gain an understanding of the Gantt Chart view
 learn how to work with the Gantt Chart view
 gain an understanding of the Quick Access Toolbar
 learn how to add a command to the Quick Access
Toolbar
 learn how to work with existing Project files
 learn how to exit from Project.
© Watsonia Publishing Page 1 Chapter 1 - Getting to Know Project 2016

HOW PROJECT 2016 WORKS

Microsoft Project is a computer database that project and the other for resource information. By
uses two main tables of data to keep track of using the many views available in Project, you can
your project. Project uses one table to store display your project data from these tables in many
information about the tasks associated with your different ways.
Tasks Table
The Tasks table is comprised of over 240 columns (or fields) which contain information about the tasks
such as scheduled start, scheduled finish, name, duration, cost, and the like. Some of these fields
require you to enter data, while others are calculated and filled by Project for you.
ID Name Duration Start Finish Fixed Cost etc.

8 Erect fencing 3 days 9/7/2015 11/7/2015 No $500
Resources Table
This table contains over 200 fields (or columns) which contain information about the resources being
used to complete the tasks in the project.
ID Name Initials Group Max Units Standard Rate Overtime Rate etc.
3 Builder FG Contractor 4 $55.00/h $75.00/h
The two tables are joined together by assigning resources to tasks.

Views
To help you view your data, Project adopts techniques used in spreadsheets, databases, and graphics
packages.
For example, you can view your task or resource table in sheets on the screen. Sheets are similar to
spreadsheet programs where data is presented in rows and columns. In fact, many of the operations
used in spreadsheets, such as widening columns, deleting data, selecting cells and the like are also
found in Project.
You can also view your data in forms. Forms are similar to a form view that is usually utilised in the data
entry screen in database programs. Forms allow you to add or edit data, and you can usually cycle
through the cards as you would in a normal database.
If you wish to see your data graphically you can view it as a Gantt Chart or Network Diagram.
In addition, there are a variety of other graphs available for displaying resources.

STARTING PROJECT IN WINDOWS 10

To create a new project or edit an existing one, bar or the All apps list in the Start menu. You can
the first thing you must do is start Project. The then choose to pin Project to the Start menu or the
first time you use Project you will need to open it taskbar so that you can access it more quickly and
from the taskbar Search the web and Windows easily the next time you use it.
1
Try This Yourself:
Before you begin, ensure

that your computer is
switched on and the
desktop is displayed…
 If there is no Project icon in

the taskbar at the bottom of
the desktop, click on the
Windows icon in the
taskbar, as shown, to
display the Start menu
 Click on All apps to display

a list of all the apps on your
computer
 Scroll down to the P section

Project 2016 is listed here…
 Click on Project 2016 to

start Project
 Right-click on the Project

icon in the taskbar to
display a menu of options,
as shown, then select Pin
this program to taskbar
5
You can now click on this
icon to open Project from
the desktop. This icon will
remain in the taskbar unless
you remove it…
 Repeat step 5 to select

Close window to close
Project
 Click on the Project icon in

the taskbar to open Project
again
For Your Reference… Handy to Know…

To add a Project icon to the desktop taskbar:  You can start Project by clicking in the
1. Display the Start menu, then click on All taskbar Search… bar, typing project, then
apps clicking on Project in the list of search
results.
2. Right-click on Project 2016
3. Select Pin to taskbar  You can pin Project to the Start menu by
displaying the All apps list, right-clicking on
Project 2016 and selecting Pin to Start.

UNDERSTANDING THE PROJECT START SCREEN

Unless you start Project with a specific data file, of workbook you want to work with. You can
Project 2016 will open with a start screen choose to work with a recent file, open an existing
displayed. This is like a gateway into Project and file, or even create a new file using the available
from this initial screen you can choose what kind templates.
The Project 2016 Start Screen

In Microsoft Project your data is stored in a computer file referred to as a workbook.
The Project 2016 start screen is very helpful if you want to quickly access files you have worked on
recently or create a new project file based on one of the available templates (including the default Blank
project template).
If you have already worked on projects, a list of recent files will display below Recent in the green pane
to the left of the screen. If you haven’t worked on any projects yet you can still open existing files by
clicking on the link Open Other Projects located below Recent. This lets you open an existing project
file from your computer or OneDrive.
The main pane of the start screen displays available templates you can use to create a new project, and
a search box you can use to search the internet for additional templates. Templates are simply layouts
that have already been created which you can customise to suit your needs and then enter relevant
data. If you want to start with a clean slate, you can choose the Blank project template – you’ll probably
find this is the one you’ll use most often.
In the top right corner of the start screen you’ll see information about the account you’ve used to sign
into Office as well as help, minimise, restore down or maximise and close tools.
The start screen will only display when you launch the Project 2016 application directly – that is, by
clicking on a Project tile on the Start menu, clicking on the application in the All apps list or in a list of
search results, or clicking on the taskbar icon if the application has been pinned to the desktop taskbar.
Project 2016 can also be started in Windows 10 by double-clicking on a project file in File Explorer.
When this occurs Project 2016 will start with the project screen and the start screen shown above will
be bypassed.

THE PROJECT 2016 SCREEN

The Project screen will vary depending upon the below. Understanding the layout of the screen, and
view, table and filter that is currently active. its components and terminology will help you in
However, you will need to become familiar with learning to use Project.
the basic components of the screen as shown
Ribbon
Active Pane
Indicator
Sheet View
Gantt Chart
Scheduling Mode Status Bar Quick View buttons
Ribbon The ribbon displays the commands required to use Microsoft Project. It is made up of tabs
(File, Task, Resource, etc.) which each contain groups of commands organised into logical
order.
Active pane The active pane indicator is a dark grey vertical bar that runs down the left side of a
indicator screen (or a view). In the example above, the active pane indicator is labelled Gantt Chart
to indicate that the Gantt Chart is the active view. As seen above, you can have two
different views displayed by splitting the screen; however, only one view will be active at a
time. This is because functions such as the commands on the ribbon change depending on
the view you are using. The indicator shows which view is currently active.
Sheet view Your project’s tasks and resources can be seen as a table, which appears similar to
spreadsheet. In Project this is referred to as a sheet view.
Scheduling mode Your project can be scheduled manually (the default) or automatically. This (very important)
indicator tells you which mode is currently applicable.
Status bar Watch this space – it tells you what Project is currently doing.
Quick view buttons There are many ways to change the view of the screen. These four buttons provide quick
access to the four most common views saving you the hassle of locating the commands to
do this on the ribbon. From left to right, these views are Gantt Chart, Task Usage, Team
Planner and Resource Chart.
Gantt chart The Gantt Chart is the most popular view of a project. It shows your project’s tasks as a
series of timelines. It is the default view of Project when it is first started and will most likely
be the one you use most.

PROJECT OPERATIONS
For a novice user the Project 2016 screen can here can be manipulated and changed using
seem intimidating. However, you’ll soon see that commands on the ribbon. The data is saved in a
it is made up of only three key areas. The data project file which is controlled through commands
you type is placed in the work area. The data on the Backstage.
The Work Area

The work area occupies the
largest part of the screen and
contains the data associated
with your project. The key
point to remember is that a
project is made up of tasks
and resources and the work
area allows you to view your
task and resource data in a
number of different ways. The
work area may show your data
in a sheet view, a chart view
like a Gantt chart, or both.
The Ribbon
When you need to do something with the data in the work area, such as format it, colour it, analyse it,
move it, copy it, change the view of it and much more, you’ll find all of the relevant commands on the
ribbon. The ribbon has commands organised thematically using a series of tabs across the top.
Commands on each tab are further organised into groups of related commands. For example, the
Task tab contains commands that allow you to work with tasks, while the Resource tab contains
commands for working with resources. These commands are organised into groups such as
Schedule, Assignments, and so on.
Backstage
When you want to do something
with the data in your work area,
such as save it so that you can
access it again later, print it,
share it with a colleague, send it
to your boss, apply protective
security and so on, you will
need to access the Backstage
area of Project. The Backstage
is accessed using the File tab
on the ribbon. Rather than
offering you commands on a
ribbon, the Backstage occupies
the entire screen and has a
series of options down the left
side. Here the Print option is
active, displaying a preview of
the work area and a series of
print-related options on the right
side of the Backstage.

USING THE RIBBON

The ribbon is the command centre for Project. It command groups. Commands are activated by
provides a series of commands organised into clicking on a button, tool or gallery option.
groups and placed on relevant tabs. Tabs are Everything you could possibly want to do in Project
activated by clicking on their name to display the will be found somewhere on the ribbon.
Try This Yourself:

Before starting this
exercise ensure that
Project has started...
1
 Examine the various
groups on the Task tab
The group names appear
at the bottom of the
ribbon…
 Click on the Resource tab

The commands on this tab
are used to work with
2
resources. Many will not
be available because
there are no resources in
3
the blank project on the
screen…
 Click on Resource Pool in

the Assignments group to
display a menu of options
 Select Share Resources

to display the Share
Resources dialog box
 Click on [Cancel] to close

the dialog box without
doing anything 4
 Click on the other tabs and

spend some time
examining the groups and
commands they contain
 Click on the Task tab to

display the commands and
options for working with
tasks

To use the ribbon:  Contextual tabs appear in the ribbon in
1. Click on a tab to display the commands specific circumstances. For example, if the
Gantt Chart view is active, the Gantt Chart
2. Click on a button to activate a command,
Tools: Format tab will appear. This provides
display a gallery or display a dialog box
quick access to all of the tools you may need
to modify and work with the Gantt Chart.

SHOWING AND COLLAPSING THE RIBBON

The ribbon, valuable as it is, does tend to occupy or have it remain constantly minimised and display
a reasonable amount of space. You can minimise full commands only briefly when a tab is clicked.
the ribbon so that only the tabs are visible. You
can minimise the ribbon as a once-off operation,
Try This Yourself:

Project has started...
1
 Click on the Project tab to
display the Project
commands
 Double-click on the Project

tab to minimise the ribbon
While the tabs stay visible,
the rest of the commands
are hidden...
 Click on the View tab to

display the ribbon and see
the commands for the
View tab
 Click back in the work area

of the project 2
The ribbon will hide again –
it only becomes visible
when you click on a tab…
 Double-click on the Task

tab to redisplay the ribbon
permanently again

To hide/display the ribbon:  You can use the keyboard shortcut +
1. Double-click on the active tab to hide the to show or hide the ribbon.
ribbon  You can hide the ribbon by clicking on the
2. Click on a tab to see the ribbon temporarily small grey arrow at the right end of the
3. Double-click on a tab to show the ribbon ribbon, and redisplay it permanently by
permanently clicking on the pin icon.

UNDERSTANDING THE BACKSTAGE

The ribbon lets you work on the content in a using the File tab, lets you do something with the
document so that you can add more content, content you create. You can save it for later use,
format it, insert pictures into it, copy it, and much print it on paper, send it via email, and more by
more. The Backstage view, which is accessed using the options found in the Backstage view.
The Backstage View

The File tab on the ribbon is not a normal tab – as you can tell by the fact that it is coloured. Clicking on
the File tab launches a mini-program within Project known as Backstage view. Backstage, as it’s
known for short, occupies the entire screen.
At the left of the Backstage is a
navigation pane which is made up of
tabs. These tabs provide you with
access to various operations such as
printing, saving and sharing. They can
also provide you with information
about your project such as the file
size.
Clicking on one of these tabs brings up
a range of options associated with that
particular operation.
The whole underlying purpose of the
Backstage is to let you protect your
data and share it with others, and to
provide you with valuable information
about your project. Depending on what
type of project it is and what has been
done to it, different information may
display when the Info tab is selected.
Backstage Tabs
The Backstage tabs provide more options for working with a project:
Info Provides status information about the current project and lets you
manage versions and permissions.
New Lets you create a new project and provides access to a gallery of
inbuilt templates as well as a range of online templates.
Open Provides a list of recent projects as well as the option to search
through your Computer, OneDrive or other place, to find what you are
looking for.
Save Saves your current project (if already saved to a location) or prompts
you to save to a location.
Save As Allows you to name your project and save it to a location.
Save as Lets you save a project as an Adobe PDF file.
Adobe PDF
Print Lets you print the current project and preview it.
Share Lets you share your project with other people via email, online
presentation, blog or cloud (e.g. OneDrive).
Export Allows you to export your project to a different application.
Close Closes your current project.
Account Contains product and user information.
Options Presents you with a range of options which assist in the creation and
editing of your project.

THE PROJECT WORK AREA

The main part of the Project screen is made up of area shows you different aspects and sometimes
the work area where your project data is combined views of this data. For example, you can
displayed. Remember, Project is really just two view your tasks and the resources assigned to
tables of data – tasks and resources. The work them.
The View Tab

The View tab on the ribbon
provides you with access to the
views for your project’s data.
Notice there are two different
groups of views: Task Views
and Resource Views.
When you click on the arrow for one of the View

commands you’ll receive a menu of further views
available to you. All of the menus feature the More
Views command which displays the More Views dialog
box. This dialog box lists all of the standard views
available to you in Project.
Built-In Project Views

Project contains twenty-seven different built-in views. Seven of these views are available from the
Task Views and Resource Views groups on the View tab, while the full twenty-seven are available
from the More Views dialog box. Here’s a list of the twenty-seven views – the ones marked with a (T)
or (R) are accessible directly from the View tab of the ribbon.
 Bar Rollup  Multiple Baselines Gantt  Task Details Form
 Calendar (T)  Network Diagram (T)  Task Entry
 Descriptive Network Diagram  Relationship Diagram  Task Form
 Detail Gantt  Resource Allocation  Task Name Form
 Gantt Chart (T)  Resource Form  Task Sheet
 Gantt with Timeline  Resource Graph  Task Usage (T)
 Levelling Gantt  Resource Name Form  Team Planner (R)
 Milestone Date Rollup  Resource Sheet (R)  Timeline

 Milestone Rollup  Resource Usage (R)  Tracking Gantt

WORKING WITH VIEWS

A view is the way the project and the data it The easiest way to change the view of your project
contains is displayed. In order to work with your is through the commands on the View tab or
project successfully, you will need to learn how to through the Quick Views buttons at the bottom
operate and manipulate the many different views. right of the screen.
Try This Yourself:

Microsoft Project has
started...
1 The commands on the ribbon grow or shrink in width depending on the
size of the Project window – when they’ve shrunk down their names
 Click on the View tab and
spend a few moments
studying the options in the
often don’t appear. You may need to enlarge the window (if possible)
to see the names properly.
Task Views and
Resource Views groups
 Click on the top half of

Task Usage in the Task
Views group to display
the work allocations on
the screen
 Click on the top half of

Calendar in the Task
Views group to display
the content on the screen
as a calendar
 Click on Other Views in

the Task Views group to
display a menu of options,
then select Task Form
 Click on the top half of

Resource Sheet in the
Resource Views group to
2 There is an obvious lack of data presented on this screen! Don’t worry
too much at this stage about what the view is all about. All we are
display a spreadsheet-like doing at the moment is examining the View commands to see how
view of the resources they work and what they offer.
 Click on the top half of

Gantt Chart in the Task
Views group to return to
the Gantt Chart view

To display different views:  The Gantt Chart, Task Usage, Team
 Click on a command on the View tab, or Planner and Resource Sheet views appear
as buttons at the bottom right of the screen.
Click on the arrow of a command and click
on More Views to display a list of all
available views

WORKING WITH SPLIT SCREENS

Sometimes in Project one view of your data is not and the resources they use at the bottom. One of
enough. Therefore, Project allows you to split these views is deemed to be the active view, as
your screen horizontally into two views. For indicated by the Active Pane indicator.
example, you might want to see tasks at the top
Try This Yourself:

Before starting this exercise
ensure that Microsoft Project
has started...
 Click on the View tab and

click on Details in the Split
View group so it appears
ticked
The Task Form view is now
displayed in the bottom half of
the screen…
 On the View tab, click on the

drop arrow next to Details to
see a list of available views
1
 Click on Resource Form to
display this view in the lower
area 5
 Click on Details in the Split

View group so it appears
unticked, to return to the
Gantt Chart view
 Point to the split screen

button at the bottom right of
the screen 6
The mouse pointer will change
to a double-headed arrow…
 Click and drag the button

about one third of the way up
the screen to create a custom
split
 Double-click on the button

(which now runs the full width
of the screen) to return to a
single view

To display a split view:  The Timeline tick box in the Split View
1. Click on Details in the Split View group on displays/hides a timeline that appears above
the View tab a Gantt Chart. The timeline encompasses
the whole project from start to end, and
2. Optionally, click on the drop arrow for
provides a useful way of quickly moving
Details and choose the desired view
through the duration of a project.

UNDERSTANDING SHEET VIEWS

Sheet views of data are common in database (called fields) for tasks and similarly for resources.
and spreadsheet applications. Project also uses To make it easier to work with these fields, they
sheet views where data is presented in rows and have been organised into tables.
columns. In Project there are dozens of columns
The Tables command on the

View tab provides access to
the tables in Project. The
menu presents a few of the
more commonly used tables
but all of the tables are
obtained using the More
Tables command.
About Tables
Since there are dozens of fields for both Tasks and Resources, Project organises these fields into
specialised groupings called tables. For example, fields for tasks associated with costs are
organised into a Cost table, fields that are commonly used for data entry are organised into an
Entry table, and so on.
Task Tables
There are seventeen pre-defined tables for tasks as follows:
 Baseline  Earned Value  Export  Summary

 Constraint Dates  Earned Value Cost Indicators  Hyperlink  Tracking
 Cost  Earned Value Schedule Indicators  Rollup Table  Usage
 Delay  Entry  Schedule  Variance
 Work
Resource Tables
There are ten pre-defined tables for resources as follows:
 Cost  Entry – Material Resources  Hyperlink  Usage

 Earned Value  Entry – Work Resources  Summary  Work
 Entry  Export

WORKING WITH TABLES

Project consists of two databases: tasks which columns (or fields) into organised and logical
contains over 240 columns of data, and groupings. Once a Sheet view has been chosen
resources which contains over 200 columns of you can change the table of fields that are
data. Tables display information from these presented.
Try This Yourself:

started...
1 The area to the left of the information icon shown above is known as the
 Click on the View tab,

click on Other Views in
the Task Views group,
All Cells box. If you click on this all of the cells in the sheet will be
selected. If you hover the mouse over this area the name of the current
table and view will appear in a ToolTip.
then select Task Sheet
to see tasks presented
in a sheet view
 Click on Tables in the

Data group, then select
Cost to see Cost
columns
 Click on Tables again,

then select More
Tables to display the
2
More Tables dialog box
 Click on Delay, then

click on [Apply]

Views group to see the
Gantt Chart view again
– together with the 5
Entry table
 Click on Tables in the

Data group, then select
Cost to see the Cost
table with the Gantt
Chart view
 Click on Tables again,

then select Entry
6

To change the tables in a sheet view:  To quickly see the name of the current table
1. On the View tab, click on Tables in the Data view, move your mouse pointer to the All
group, then select the desired table or select Cells box. This is located in the top left hand
More Tables corner of the table, where the rows and
columns intersect. A ToolTip will be
2. If you are using the More Tables dialog box,
displayed containing the table view name.
click on the desired table, then click on
[Apply]

GANTT CHART VIEW

There is one view in Project that acts as a kind of of a project. In the Gantt Chart view, the left side of
home base, and that is the Gantt Chart view. the chart displays tasks in a sheet view while the
This view contains all of the elements that are right side of the view displays tasks in a timeline so
usually required to obtain a quick visual snapshot that a quick visual overview can be obtained.
Understanding the Gantt Chart View

The Gantt Chart view is a split view of sorts – rather than being split horizontally it is split vertically so
that there is a sheet representation on the left and a timeline representation on the right.
These views are overlapping. In its default mode the sheet shown on the left is the Task Entry table.
This table has several columns, only some of which are visible on the screen. It is possible therefore to
scroll this sheet view to see more columns – that is why there is a scroll bar at the bottom of the sheet
view.
Similarly, the Gantt Chart on the right can be scrolled if the timescale goes beyond the physical limits of
the screen. Again a scroll bar is displayed at the bottom of the chart to facilitate the scrolling operation.
In addition to scrolling, the Gantt Chart on the right can also be zoomed in or out, thereby making it
larger or smaller on the screen.
Sheet view scroll bar Chart view scroll bar

Zooming slider tool –
slide left to zoom out,
slide right to zoom in

WORKING WITH GANTT CHARTS

The Gantt Chart view is used to display tasks It is the default view in Project and the most
and durations as bars plotted on a time scale. common view. It also contains a few useful features
It provides an overview of the project, as well as for displaying your data.
the capacity to enter or edit task information.
1
Try This Yourself:
started...
 Click on the right

arrow of the
horizontal scroll bar in
the left pane to scroll
the sheet view and
see different columns
 Click on the left arrow

until the first field
is back in view
3
 Click on the right

arrow of the
horizontal scroll bar in
the right pane and
notice how the chart
scrolls
 Point to the line that

divides the table on
the left from the chart
on the right so the
mouse pointer
4
changes to a double-
headed arrow, then
click and drag to the
right to see more of
the sheet view
 Double-click on the
vertical line to
precisely align it to
the nearest field

To work with a Gantt Chart:  Press + to jump to the first task.
1. Click on the horizontal scroll buttons in the  Press + to see the start of the Gantt
left pane to scroll the sheet and the right bar for the selected task.
pane to scroll the timeline
 Press to jump to the start of a task row.
2. Drag the scroll bar on the right pane to a
specific point in time  Press to jump to the end of a task row.

UNDERSTANDING THE QAT

The Quick Access Toolbar, also known as the most frequently, such as Save. By default, the QAT
QAT, is a small toolbar that appears at the top also contains the Undo and Redo tools. You can
left corner of the Project window. It is designed to add tools to the Quick Access Toolbar to make
provide access to the command tools you use finding your favourite commands easier.
The Quick Access Toolbar

The Quick Access Toolbar is positioned at the top left corner of the Project screen. In its default state,
it includes the Save tool, the Undo tool and the Repeat tool.
The Undo Tool

The Save Tool The Repeat
Tool
Customising the Quick Access Toolbar

Appearing immediately to the right of the Quick
Access Toolbar is the Customise Quick
Access Toolbar tool. Clicking on this tool
displays a list of commonly used commands
that you can add to the toolbar. You can select
the items that you want to add from the list by
clicking on them. The ticks that appear to the
left of the menu options show which options
already appear on the QAT.
You can also add commands to the Quick

Access Toolbar by right clicking on a
command in the ribbon and selecting Add to
Quick Access Toolbar.

WORKING WITH THE QAT

The Quick Access Toolbar (QAT), which done by choosing the Add to Quick Access
appears at the very top left hand corner of the Toolbar option which appears when you right-click
screen, is a handy location to place commands on the command when it is in the ribbon. The
from the ribbon that you use frequently. This is command appears as an icon in the QAT.
2
Try This Yourself:
started...
 Click on the Project tab
 Right-click on Project
Information in the
Properties group to see a
shortcut menu
3
 Click on Add to Quick
Access Toolbar to display
the command as a small
icon on the QAT
 Click on Project
Information on the QAT
to display the Project
Information dialog box
just as it would if you’d
used the command on the
ribbon
 Click on [Cancel] to close

the dialog box without
doing anything
 Right-click on Project
Information on the QAT
and click on Remove from
Quick Access Toolbar to
remove the icon

To display a command on the QAT:  Changes you make to the QAT are global in
1. Right-click on the command in the ribbon scope. This means that they stay in Project
for every project you create.
2. Click on Add to Quick Access Toolbar

WORKING WITH PROJECT FILES

Projects that you work on are normally contained else has worked on before, to save changes you
in their own project files. A project file is created have made in a project, or to close a project file,
when a new project is saved for the first time. To you will need to access the Backstage commands.
open an existing project file that you or someone
5 Three project files should be open at the

Try This Yourself: moment. Sample Project.mpp which you
just opened, a new project which you just
created, and the blank project that has
been open since the beginning of this
exercise ensure that session.
started and a blank
project is displayed...
 Click on the File tab,

then click on Open
 Click on This PC,

then click on Browse
to display the Open
dialog box
 Navigate to the folder

Course Files for
Microsoft Project
2016, then double-
click on the file called
Sample Project.mpp
 Click on the File tab

again, click on New,
then click on Blank
Project to create
another new project
 Click on the View tab,

then click on Switch
Windows in the
6
Window group to
display a menu of
open projects
 Select 3 Sample
Project.mpp
 On the View tab, click

on Arrange All in the
Window group to see
all open projects
7

To open an existing project file:  Any projects that have been opened and
1. Click on the File tab, then click on Open saved on your computer will appear in the
Recent Projects listing. This provides an
2. Choose the location where the file is stored
easier way of opening a previous file than
(e.g. OneDrive, This PC, etc.), then click on
searching through folders. By default, Project
Browse
will display the last twenty-five projects that
3. Click on the file, then click on [Open] have been worked on.

EXITING FROM PROJECT 2016

Although several methods exist for exiting from screen. You can exit from here using the close
Project, the best is to close individual project files button on the window. If you attempt to close a
that are open. When you close the last project file changed project file that has not been saved you
that is open you will be returned to Project’s start will be asked if you wish to save it.
1
Try This Yourself:
exercise ensure
started...

then click on Close
If changes have been
made while working
with the project file and
the file is unsaved you
will be prompted to save
the changes. Normally
you would choose this
option but as we have
only been playing
around we do not need
to save anything…
 If the save prompt has

appeared, click on [No]
 Repeat the above steps

until there are no more
open project files and
you have been returned
to the start screen 3
 Click on the Close

button at the top right
corner of the window as
shown to close Project
2016

To exit from Project 2016:  The keyboard shortcut for exiting Project is
1. Click on the File, then click on Close to + .
close each open project  You can click on the Close button at the top
2. Click on the Close button at the top right right corner of the Project 2016 screen to
corner of the start window to close Project close all project files and exit Project.
2016

CHAPTER 2
INFOCUS
PROJECT MANAGEMENT
This chapter is an introduction to the theoretical side of project

management, especially as it applies to Microsoft Project.
Project management is the process of planning, organising and
managing tasks and resources to accomplish a defined objective,
usually within the constraints of time, resources and cost.
Each project is unique, and although two projects may appear the
same, it is highly unlikely that they will be managed the same way.
A project is a sequence of tasks that leads to a specific objective or
accomplishment. A project is different from everyday routine events
in that it usually originates when something non-standard must be
achieved. For example, moving office, building a factory,
implementing a new computer system, are all examples of
non-routine events that could be defined as projects.
A project usually is made up of one or more non-routine tasks that
lead to a specific objective, has a start and finish date or time and is
accomplished with a limited or measurable set of resources.
 gain an understanding of the two key elements of a

project
 gain an understanding of the importance of planning a
project
 gain an understanding of the Gantt chart
 gain an understanding of the strengths and weaknesses
of Microsoft Project.
© Watsonia Publishing Page 21 Chapter 2 - Project Management

TASKS AND RESOURCES

A project comprises a sequence of tasks that finished. Other tasks may be independent in that
culminate in the completion of the project. These they can be completed simultaneously or without
tasks may be dependent, in that some can only needing to wait until another task has been
be started when their predecessors have been completed.
Tasks
The example below shows some possible tasks that might be listed in a typical project.
For example, when building a house, you may need to seek council approval, prepare the site works, lay
the slab, erect the walls, and so on. These are the tasks required to construct the house. The time taken
to complete each task is called its duration. The project is completed when all of the tasks have been
accomplished.
Resources
Tasks can only be accomplished if you have the necessary resources. Resources can take the form of
people, money, equipment, facilities or supplies. The following diagram shows resources listed in a
typical project.
The duration of tasks may be affected by the number or resources that can be directed towards it. For
example, it may take one painter three days to paint your house. Three painters however, may take only
one day. This type of task is known as resource driven, because the number of resources influences
the duration of the task.
Other tasks are fixed in duration. For example, when building a house on a concrete slab you may need
to wait five days for the concrete to cure before erecting the frame. No matter how many resources you
provide, you will still need to wait the five days.
Your project therefore, is made up of tasks and resources.

THE IMPORTANCE OF PLANNING

Since a project is non-routine it can only be and how long it will take. It is used to predict the
managed effectively with a plan. Planning is the outcome. When the plan has been produced you
most important step in project management as it will have a schedule with which to work. It should
formalises what you will do, how it will be done, detail tasks, timeframes and resources.
The Project Plan

Planning involves specifying:
 what you will do – the tasks needed to complete the project
 when you will do it – the duration required for the tasks
 how you will do it – the resources required to undertake the tasks.
The plan can be used as a baseline to measure actual performance. When the actual performance is
compared to the baseline the variance can be examined to determine the extent and nature of corrective
action required to ensure that targets are met. As a consequence, the schedule will change to reflect
changing circumstances.
While the plan remains fixed as a guideline, the schedule is constantly updated using actual data. Your
project needs to be rescheduled regularly to reflect actual circumstances.
Steps In Project Management

The steps of project management therefore involve the:
1. formulation of a plan
2. creation of a schedule based on the plan
3. monitoring of actual circumstance and comparison against the plan
4. revision of the schedule based on actual circumstance.

UNDERSTANDING THE GANTT CHART

One of the main tools used in project you visually track your project and understand the
management is the Gantt chart. Most project relationships that exist between project tasks. The
management software packages use a technique critical path is displayed in Project using a Gantt
known as critical path method (CPM) to help chart.
Gantt Chart and Critical Path

CPM was originally developed by DuPont and Remington Rand in the 1950s to improve scheduling of
projects. CPM requires you to define all of the tasks in a project that are critical to the project being
completed on time. CPM then passes through these tasks to calculate scheduled start and finish dates
for each task, and therefore also for the project as a whole.
In CPM two calculations are made to the schedule. CPM first works forward through each task
calculating respective start and end dates. CPM then passes backwards through the tasks from the
latest finish dates. This allows it to calculate earliest and latest start and finish times. The time between
these dates is known as the slack – this is the amount of time a task can be delayed without delaying
the overall project. The critical path is that sequence of tasks which represents the longest total time
required to complete the project.
The following diagram shows a Gantt Chart for CPM in Project.
The Gantt chart uses horizontal bars to represent task duration across a period referred to as the
timescale. Any tasks that are on the critical path appear with red horizontal bars, whilst those tasks that
have slack time appear in blue.
Project also uses the Gantt chart to display other important information. For example, you’ll notice above
that resources are also listed at the right of each of the bars in the chart. The percentage here indicates
the number of resources required to complete the task. Project will also indicate how much of a task is
completed by drawing a line through the bar.
There is also a variation of the Gantt chart available in Microsoft Project known as the Tracking Gantt.
This chart has the same information as the normal Gantt chart but also shows tasks that are slipping
behind schedule. This is done by drawing two bars for each task.

COMPUTERS AND PROJECT MANAGEMENT

The most time consuming aspect of project resources at hand. If the second task in the project
management is calculating the schedule. The slips behind, subsequent tasks need to be
schedule is based on the duration and rescheduled. This tedious job of calculating the
dependencies of the tasks and the amount of critical path is best done by the computer.
Computerised Project Information

The advantages of using a computer:
 the schedule is created and revised quickly and accurately allowing you to make faster decisions
to get the project back on track
 the total resource costs can be summed and calculated instantly
 printed output can be created uniformly, quickly and regularly
 project information can be presented on screen or in reports in a variety of ways
 you have access to what-if testing to try various scenarios to overcome potential problems.
To use a computer system you will need to input:
 the tasks required to complete the project
 the task sequences and their interdependence
 the resources required
 special information such as working hours and fixed costs.
As your project begins you will need to enter:
 actual start and completion dates
 actual costs.
As the actual data is entered a computer can be used to:
 provide information showing variance to plan
 check and reschedule resources if necessary
 check budget expenditure
 look at alternatives to decide how to keep the schedule on track.
The Pros and Cons of Microsoft Project

Microsoft Project is extremely useful for project management for many reasons. It enables you to plan
your project objectives, enter individual tasks and milestones, assign resources and track your progress,
to name a few. However, there are several aspects of Microsoft Project that you need to consider
carefully.
The Pros The Cons

Microsoft Project is a powerful tool for project You need to consider carefully the following
management because you can: characteristics when using Microsoft Project:
 easily create plans and schedules and compare  Microsoft Project does not easily lend itself to
the two working with routine operations – it is a project
 track progress and record actual information tool (remember a project is made up of
 easily allocate resources non-routine tasks, and has a defined start and
end date)
 work with different calendar timeframes for
resources (this is useful for projects where  Microsoft Project is more complex in operation
labour works in various timeframes – e.g. than a spreadsheet or word processing
shiftwork) package and therefore requires more initial
 link data between other applications learning
 easily change presentations and views of your  The schedule needs to be monitored
data constantly as subtle changes to a task or
 filter out unwanted data and create custom resource can have a rippling effect through
views your scheduled dates.
 sort the data in various ways
 automate tedious and/or repetitive steps with
macros.

NOTES:

CHAPTER 3
INFOCUS
CREATING A NEW PROJECT
The first step in using Project to manage the project you are
working on is to create a new project file and set up some of the
operational parameters.
If it hasn’t been done already you’ll need to update Project’s
definition of a work day, and then specify the working times
associated with your project and that of the resources available to
you.
 gain an understanding of the requirements needed to

create a new project file
 gain an understanding of the project case study
 learn how to create a new project file
 gain an understanding of how Project options control the
way time is handled
 learn how to change the calendar options
 gain an understanding of calendars and how they are
used
 learn how to adjust nonworking time in the Standard
Calendar
 learn how to enter public holidays and leave periods into
a calendar
 learn how to create a new resource calendar
 learn how to create a new task calendar
 learn how to specify project information and properly set
up a project
 learn how to specify project summary information.
© Watsonia Publishing Page 27 Chapter 3 - Creating a New Project

STEPS IN CREATING A PROJECT

Creating a new project file in Project is not as that need to be done before you even contemplate
clear-cut as creating a new document in entering tasks and resources into a project file.
Microsoft Word or a new workbook in Microsoft
Excel. There are a number of housekeeping jobs
Before You Begin

Before you create a new project file in Project you should have a good understanding of what your
project is about. For example, you will need to have established basic information such as when you
want your project to start and when you want your project to finish so that Project can help you schedule
critical tasks.
You will also need to specify some basic definitions and assumptions such as the duration of a standard
working day, the public holidays or other non-working periods during the anticipated project period, the
normal working times of the resources required for the project, and any anomalies in working time that
specific resources may have that differ to the standard working times.
Once all of these things are clear in your head, you can start a new project file and enter this information
so that Project will be set up to work through your project the way that you want.
The Basic Steps For Creating A New Project File

Generally, creating a new project requires these steps:
 determine an understanding of your project as detailed above
 create a new project file in Project
 set your own working times in the project file (or use the defaults)
 adjust the standard resource calendars in accordance with the working times of the resources
 enter project information that will be used in report headers and that will also determine the way in
which the project will be tracked by Project.
It doesn't matter in which order you tackle the steps involved in creating a new project. You can actually
change these settings after you have started a project. However, changing assumptions midway through
a project is sometimes the source of much anguish and frustration. You are better advised therefore to
get all of your assumptions and settings defined before you start scheduling tasks in your project.

UNDERSTANDING YOUR PROJECT

The best way to learn how to create a new called The Rostadium. The Rostadium is a football-
project is through a case study. In this oriented stadium built for the local community to
courseware you are going to help manage the conduct games in all codes of football.
construction of a new state-of-the-art stadium
The Case Study

The Rostadium is designed as a scaled-down version of some of the newer stadiums that have been
built in recent times. It will feature a retractable roof, detachable turf, and removable goal posts and
paraphernalia.
The architect's proposed drawings are shown below for your reference.
The retracting roof of the stadium should be able to open in stages. A cut-away section of the stadium
showing the roof half-open is shown below.
Key Construction Details

Construction of The Rostadium is expected to commence on Monday May 6, 2019. The building should
be ready for use within ten months and is budgeted at a total cost not exceeding $125 million.
The stadium will be built with contract labour hired for the job but paid through the normal payroll system.
Some specialised tasks, such as the laying of turf, the acoustics system, and the like, will be conducted
by external contractors.
The normal site working day will begin at 7:30 am and conclude at 3:30 pm with a half-hour break for
lunch at 12:30 pm. This makes it a 7.5 hour working day. The normal working week is from Monday to
Friday – a total of 37.5 hours (5 x 7.5).
This is the key information that you need to begin a new project.

CREATING A NEW PROJECT FILE

The new project you are about to begin will need allows you to base your project file on a specific
to be stored in a new project file. A new project is template which already has settings and
created using the New option on the Backstage information stored in it, or to base your project on a
(accessed from the File tab). This command blank template.
Try This Yourself:

ensure that Microsoft Project
has started...
 If the start screen is not in

view, click on the File tab on
the ribbon, then click on New
to see the available templates
Spend a few moments
studying the new file options
here…
 Click on Blank Project to

create a new project based on
a blank and empty template
Even though we haven’t
entered anything yet, it is a
1
good idea to save the new
project to create the file…
 Click on the File tab, then

click on Save
 Click on This PC, then click

on Browse to display the
Save As dialog box
 Type The Rostadium Project

in the File name
 Navigate to the course files

folder (most likely on your C:
drive)
 Click on [Save] to save the

project file
Notice that the file name
appears in the title bar of the 6
Project window

To create a new blank project file:  Templates are project files with settings and
1. Click on the File tab and click on New information already in them. While they can
save time it is generally a good idea to
2. Click on Blank Project
understand how to create a new file from
scratch so that you can fully understand what
actually happens in a file.

CALENDAR OPTIONS
As you will see later when you enter tasks, you be able to calculate appropriate dates around these
can enter their durations in a number of different durations it has to have a common set of rules to
ways. For example, you can enter the duration in work to. These calendaring rules are set up in the
days, or weeks, or even months. For Project to calendar options.
Project Options
The way that Project behaves and works can be controlled through its options which are found in the
Project Options dialog box. This dialog box can be found on the Backstage and is accessed from the
File tab.
Customising these options will vary from project to project, and you need to be aware of the more
important ones.
One of the most critical options that you will need to examine is the definition of a day and a week.
Project calculates everything based on minutes. When you enter a duration for a task, Project internally
converts that duration to minutes based on the definition of a day in the Options dialog box.
For example, if the Options

dialog box shows that there
are 8 hours in a day, Project
will internally convert a 1-day
task to 480 minutes (that is, 8
hours x 60 minutes). If the
Options dialog box shows that
there are 10 hours in a day,
Project will internally convert a
1-day task to 600 minutes.
Default Start and End Times

These are backup values for Project. Usually a task start time is determined by the finish time of the
predecessor task. However, the Default start time is used only when you don’t enter a specific start
time or one is not calculated for you based on a predecessor. Similarly, the finish time of a task is
automatically calculated for you based on the task’s start date and time and its duration. If you
specifically enter a finish date and don’t enter a finish time the Default end time is used to calculate a
finish time for the task.
Don’t worry if this sounds a bit hard to comprehend for the moment. Until you know otherwise you should
ensure that the Default start time and the Default end time match the start and end times for a normal
working day in your organisation.
24 hour versus 12 hour time settings

Windows can be configured to show time in a 24 hour or 12 hour format. Project shows time based on
how your Windows is configured. You can change the setting using the Clock, Language and Region
settings in the Windows Control Panel.
To display a 24 hour clock the Short Time style will need to be set to H:mm and the Long Time set to
H:mm:ss. To display a 12 hour clock the Short Time style will need to be set to h:mm and the Long
Time set to h:mm:ss (in lowercase letters).
Fiscal Year
Another trap to watch out for is the definition of a fiscal year. By default, as you can see from above, the
fiscal year on a Gantt chart is shown in the American format, beginning in January and running through
to December. Australia’s fiscal year starts in July and continues on to June of the following year. If this
will be an issue for your projects, you should adjust the Fiscal year starts in setting appropriate to your
needs.

CHANGING CALENDAR OPTIONS

The Calendar options affect the duration of the week starts on in our project and which month the
tasks. In the Options dialog box, the Schedule fiscal year starts in. Most importantly, however, we
tab allows us to set our default start and finish can specify how many hours per day and week the
times for tasks. We can also set which day the project requires.
Try This Yourself:

Continue using the
Same File
previous file you created

earlier, or open the file
Creating A New
Project_1.mpp...
 Click on the File tab and

click on Options to
display the Project
Options dialog box
 Click on the Schedule

tab and study the
Calendar options
 Click on the drop arrow

for Default start time
and click on 7:30 AM
2
(or 07:30 for 24 hour

settings)
 Click on the drop arrow

for Default end time
and click on 3:30 PM (or
15:30 for 24 hour
settings)
 Press to jump to
Hours per day and type
7.5
 Press to jump to
Hours per week and
type 37.5
 Click on [OK] to close

the Options dialog box

To set default working time:  The Options dialog box allows you to specify
1. Click on the File tab, then click on Options the number of days in a month. Since
months are variable, Project needs to have
2. Click on the Schedule tab
your mathematical interpretation of how
3. Change the options as required many days exist in a month in your business.
4. Click on [OK] Unless you specifically need to change this,
it is recommended to leave it at 20 days.

WORKING WITH CALENDARS

Calendars are used in Project to define the throughout your project there will at least be one
working and non-working days of the resources standard calendar available as the default project
and tasks in your project. While there can be calendar. This calendar should contain settings that
several calendars simultaneously in use reflect the basic working time of your organisation.
Calendars and Working Time

Having changed the settings in the Options dialog box, Project now assumes that a normal working day
is 7.5 hours and that there are 37.5 hours in a working week. While we entered a Default start time and
a Default end time, these don’t really give Project a clue as to how a working day or indeed a working
period is made up.
For instance, are there lunch breaks, and if so, when? How do we specify days off such as public
holidays, annual leave, and the like? And what happens if we have people such as shift workers who
don’t work the hours specified in the Options?
To address these situations Project uses calendars which can be applied to the tasks and resources in
your project. In a calendar you can define the working time (referred to as working weeks) for a resource
as well as any exceptions for time off, holidays, and so on.
Calendars are extremely important in Project and basically provide the guidelines for calculating how
much work is required to complete tasks in your project.
Project already has several calendars built into it which can, and should, be modified for the project you
are working on. These are template calendars, known as base calendars, which can either be used as
is, or modified or even cloned. The three calendars are:
 Standard – which includes a typical (at least in America) working time scenario from Monday to
Friday, starting at 8:00 am and finishing at 5:00 pm with lunch between 12 noon and 1:00 pm.
 Night shift – which sets the working time from Monday to Friday, starting at 11:00 pm and
concluding at 8:00 am, with lunch between 3:00 and 4:00 am.
 24 Hours – where work is scheduled 24 hours a day, 7 days a week.
The Standard calendar is the one most commonly used and the one that will be used for our case study.
Its hours should be adjusted to match those of the standard working time in our case study.
Calendars are accessed from the
Change Working Time dialog box.
This dialog box displays a view of one
month which shows working and
non-working days.
Normal daily working times are
adjusted using the Work Weeks tab
in the dialog box.
The Exceptions tab is used for
specifying things such as public
holidays and non-routine non-working
times and days.

MODIFYING THE STANDARD CALENDAR

The Standard calendar, sometimes also known working times in this calendar should be adjusted
as the project calendar, is the one that will be to match the normal working times of your
assigned as the default calendar to any tasks or organisation. This can be done using the Change
resources that are entered into the project. The Working Time command on the Project tab.
Try This Yourself:

Continue using the previous file
Same
with this exercise, or open the

File
file Creating A New

Project_2.mpp...
 Click on the Project tab, then

click on Change Working Time
in the Properties group to
display the Change Working
Time dialog box
The Standard calendar will
appear showing the current date
as the default…
 Click on the Work Weeks tab to

see the hours set up for the
working week
 Click on Default in Name, click

on [Details] to display the
Details dialog box
 Click on Monday, hold down

and click on Friday to
select the working days to 2
change
 Click on Set day(s) to these

specific working times
6
 Click in the times and adjust

them as follows:
7:30 AM 12:30 PM
1:00 PM 3:30 PM
 Click on [OK] and notice how the

times have now been updated
 Click on [OK] to close the

Change Working Time dialog
box

To modify the Standard calendar:  The Default start time and Default end
1. Click on the Project tab, then click on time in the Calendar options have no impact
Change Working Time in the Properties or bearing on the working times in the
group Standard calendar. You must always ensure
2. Click on the Work Weeks tab that the working time in the Standard
calendar matches those of your organisation.
3. Click on Default and change the times as
required

ENTERING PUBLIC HOLIDAYS

The Standard calendar, indeed any calendar, with the scheduling of the project. Work weeks in
can be updated to take account of public the calendar are used to specify working and
holidays, holiday leave, and other forms of non-working times, while leave and holidays are
absence from the workplace that directly interfere entered as exceptions to these times.
2
Try This Yourself:
Continue using the
Same File
previous file with this

exercise, or open the
file Creating A New
Project_3.mpp...
 Click on the Project tab,

then click on Change
Working Time in the
Properties group to see
the Change Working
Time dialog box
 Click on the scroll arrow

on the calendar part of
the box until December
2019 appears in view,
then click on Monday
the 23rd
 Click in Name in
Exceptions and type
End of year closure
 Click in Finish and click

on the drop arrow to
display a calendar 4
 Click on the arrow to the

right of December 2019
until you can see
January 2020, then
click on the 6th
 Click on [OK]

To enter public holidays in a calendar:  The next time you open the Change
1. Display the Change Working Time dialog Working Time dialog box and display the
box calendar, the dates entered as leave or
holidays will be shaded out as non-working
2. Enter the leave or holiday as an exception
days.
with a start and finish date

CREATING A NEW RESOURCE CALENDAR

Sometimes you may need to create a new study, some of the contract labour work a four-day
resource calendar for a specific group of week: Monday to Thursday. To ensure that they
resources. This may be the case where projects aren’t scheduled to work on Fridays, we will create
use multiple types of resources. In our case a new calendar which we will later assign to them.
2
Try This Yourself:
Continue using the previous
Same
file with this exercise, or open

File
the file Creating A New

Project_4.mpp...

click on Change Working
Time in the Properties group
to see the Change Working
Time dialog box
 Click on [Create New

Calendar] to display the
Create New Base Calendar
dialog box
 Type GBWU Award in

Name, then click on [OK]
You will now have cloned
your standard calendar…
 Click on the Work Weeks

tab, then click on [Details] to
display the Details for…
dialog box
 Click on Friday in Select

day(s), then click on Set
days to nonworking time
 Click on [OK] to return to the

Change Working Time
dialog box
3
Friday now appears shaded
as a non-working day…
 Click on [OK]

To create a resource calendar:  By cloning a calendar, you are creating a
1. Click on the Project tab, then click on new base (i.e. template) calendar. This
Change Working Time in the Properties template can be applied to as many
group resources and tasks as you like. When you
2. Click on [Create New Calendar] make a change to the calendar the changes
will be made to all of the resources and tasks
3. Type a name for the new calendar, then click
that use the calendar.
on [OK]

CREATING A NEW TASK CALENDAR

Normally tasks are scheduled based on the time in the project calendar), you can create a task
project calendar. To define unique or specific calendar setting weekends as working time then
exceptions, such as a task that can occur only on assign it to just that task while leaving the rest of
a weekend (and weekends are set as nonworking the project using the normal project calendar.
6
Try This Yourself:
Continue using the previous file
Same
with this exercise, or open the

File
file Creating A New

Project_5.mpp...

click on Change Working
Time in the Properties group
to see the Change Working
Time dialog box
 Click on [Create New

Calendar] to display the
Create New Base Calendar
dialog box
 Type PA Installation in Name,

then click on [OK] to create a
clone of the standard calendar
 Click on the Work Weeks tab,

then click on [Details] to
display the Details for… dialog
box
Select Monday – Friday in
 Select day(s), then click on Set
days to nonworking time
 Select both Saturday and

Sunday, click on Set day(s) to
these specific working times
then set the times as shown
 Click on [OK] to return to the

Change Working Time dialog
box
Only Saturdays and Sundays
are working days…
 Click on [OK]
7

To create a task calendar:  You will need to create a task calendar when
1. Click on the Project tab, then click on a task must happen during a certain time
Change Working Time in the Properties period. For example, if the email servers
group need to be taken down, it is probably best to
2. Click on [Create New Calendar] force that to happen during the evening or
weekend rather than during peak working
3. Type a name for the new calendar and click
hours.
on [OK]

SETTING UP PROJECT INFORMATION

Projects have a definite start and end date. This project, including start and end dates, the project
information can be entered into the Project calendar to use, and more. Probably the most
Information dialog box which allows you to important detail to enter here is the project start
specify the basic operational parameters of your date from which all tasks will be scheduled.
Try This Yourself:

Continue using the
Same File

file Creating A New
Project_6.mpp...

then click on Project
Information in the
Properties group to
display the Project
 Click on the drop arrow

for Start date to display
a calendar
 Change the date to

Monday May 6, 2019
1
 Click on the drop arrow

next to Calendar to
display a list of
calendars that have
been set up to be used 4
 Click on Standard to
select this calendar
 Click on [Statistics] to
view the project
situation thus far
6
Nothing has been

entered yet so this will
not have a lot of
information to display…
 Click on [Close]

To set up project information:  Project is a calculation machine – if you enter
1. Click on Project Information in the either a start date or an end date the other
Properties group on the Project tab will be automatically calculated for you. We
don’t have any scheduled tasks at the
2. Change the start date to the appropriate start
moment so in our project the project finishes
date for your project
when it starts.
3. Ensure the correct project calendar is used

ENTERING FILE PROPERTIES

All computer files on your computer have specific other details are ignored. In Project some of these
properties associated with them – their name, properties find their way into reports and it is a
location, author, etc. In most cases the relevant good idea to at least set up some of the Summary
details are entered by the computer whilst the properties of your project file.
Try This Yourself:

Continue using the
Same File

file Creating A New
Project_7.mpp...

then click on Info to
see the project details
(aka Project
Information) to the right
 Click on the small drop

arrow next to Project
Information to display
a menu of options
 Click on Advanced
Properties to display
the Properties dialog
2
box 4
 Ensure the Summary

tab is selected, then
change the Author to
your name and enter
the other details as
shown
 Click on [OK]

To enter file properties for the project:  File properties are not a really important part
1. Click on the File tab, then click on Info of Project. However, they can help to keep
track of things if you include some basic
2. Click on the small drop arrow next to Project
information in them.
Information, then click on Advanced
Properties

NOTES:

CHAPTER 4
INFOCUS
CREATING TASKS
A project normally consists of several tasks. Tasks are defined as

activities required to complete your project.
Tasks are entered in Project into rows and columns much the same
as data is entered into a spreadsheet like Excel.
 gain an understanding of tasks and how they are created

 gain an understanding of the symbols and icons
associated with tasks
 gain an understanding of the case study tasks
 learn how to review an existing project
 learn how to enter tasks into a project
 learn how to create summary tasks
 learn how to create additional summary tasks
 learn how to move around a task sheet
 learn how to manipulate summary tasks and outlining
 learn how to work with the various views of a task table
 learn how to work with tasks using the Task Information
dialog box
 gain an understanding of task durations
 learn how to enter durations for a task
 learn how to check project progress and status
 learn how to enter task milestones
 learn how to assign a calendar to a task.
© Watsonia Publishing Page 41 Chapter 4 - Creating Tasks

UNDERSTANDING TASKS
Tasks are the activities that make up your entered into a project file in a table-like way with
project. They form the very structure of your each task entered into a separate row of its own.
project and it is important that some thought and Tasks are automatically assigned an ID number
planning goes into their creation. Tasks are which appears at the left of the table.
Organising Tasks
Tasks can be grouped into phases. Project allows you to display the phases as well as the tasks – the
phase headings are actually referred to as summary tasks.
A summary task is created when the detail tasks below it are demoted in the hierarchy. The summary
task is automatically calculated to start at the start date of its earliest subordinate and will finish at the
end date of its latest subordinate. Project will also sum all project costs as well as calculate summary
start and finish dates.
Entering tasks can be done in two ways:
 top down, where specific summary tasks are worked out first, and then the detail tasks required
to complete the summaries
 bottom up, where the tasks are worked out and then grouped according to specific summaries.
You can elect to enter the tasks first, then the summaries, or you can enter the summaries then the
tasks.
When you have both summaries and tasks in a project, your project has a hierarchy. Project
managers traditionally use a hierarchical organisation known as a work breakdown structure to identify
major components of a project and then the detail required for each of those components.
The most important aspect of managing a project is being organised. It is a good idea to have your task
list well and truly determined before you enter it into Project.
Scheduling Modes
Tasks comprise of details such as duration, start date and finish date. In addition, tasks are related to
one another and these relationships together with the durations and dates form the overall project
schedule.
In Project tasks can be either automatically scheduled, where Project takes care of assigning and
adjusting start and finish times, or manually scheduled where you control when dates and times will be
adjusted and calculated.
Tasks can be switched between automatic and manual scheduling at any time. When a new project file
is created the tasks are manually scheduled as a default. This is indicated in the status bar at the bottom
left of the screen.
Manual scheduling only became available in Microsoft Project 2010. Prior to this version projects were
automatically scheduled. If you open a project in Microsoft Project 2016 that was created in a previous
version, it will still remain automatically scheduled.

UNDERSTANDING SCHEDULING ICONS

As you enter tasks into a project file various icons column of a task sheet and in the Gantt Chart. The
and symbols appear indicating what is going on Gantt Chart view of Project is a good place to
or where there are information shortfalls. These begin entering tasks.
icons and symbols appear in the task mode
Icon/symbol Location Description
Task Mode column A push pin indicates that the task is manually scheduled
and that all of the information required for scheduling
has been supplied.
Task Mode column A push pin with a question mark indicates that the task is
manually scheduled but that further information (such as
a duration, start or end date) is still required.
Task Mode column This icon indicates that the task is automatically
scheduled.
Gantt Chart A coloured bar with end caps indicates that the task is
manually scheduled and that all information has been
provided for scheduling.
Gantt Chart A coloured bar with no caps indicates that the task is
manually scheduled but that dates still need to be
provided.
Gantt Chart An end cap indicates that the start date has been
provided but that there is no start or end date.
Gantt Chart This icon indicates that the task is automatically

scheduled.

CASE STUDY TASKS

In our case study, Scott Harris, the Project be broken into five phases. Each of the phases
Manager at The Rostrum, has consulted with his (known as summary tasks) and their respective
project group and together they have determined tasks are shown in the table below.
that the construction of the new stadium should
Phase Tasks
Planning  Create architectural plans

 Submit plans for approval
 Order materials
Site Works  Erect fencing

 Erect site buildings
 Clear and level site
 Prepare drainage infrastructure
 Prepare cabling infrastructure
Building Construction  Pour foundations

 Erect steelwork
 Erect walls
 Install roofing superstructure
 Install roof retracting mechanism
 Erect seating tiers
Fit Out  Fit all windows and doors

 Install electrical cabling
 Install electrical fittings and fixtures
 Install all plumbing
 Install plumbing fittings and fixtures
 Lay astro turf
 Erect handrails and fencing
 Paint rooms, fixtures, fittings, etc
 Install PA system
 Install video imaging equipment
 Fit out control room
Commissioning  Test roof mechanism

 Test PA system
 Test video imaging equipment
 Test control room equipment
 Obtain official occupancy certificates
 Obtain safety certification
 Official opening

REVIEWING THE PROJECT

You are about to enter tasks into a newly created project information on a regular basis is a good way
project file. Even though this project file is of ensuring that data is entered correctly. We’ll
currently empty it still contains some basic project have a look at the information now, and then again
information that can be reviewed. Reviewing after the tasks are entered.
Try This Yourself:

Open
File
you MUST open the file

Tasks_1.mpp…
 Notice how the Gantt Chart

timeline in the project begins
with the week that the
project commences (May 6,
2019) in view
 Click on the Project tab,

Information in the
Properties group to display
the Project Information
dialog box
The start and finish dates 2
here are identical because
no scheduling has yet been
done… 5
 Click on [Statistics] to see

the Project Statistics
 Click on [Close] to close the

dialog box
While we are here we’ll
ensure that manual
scheduling is switched on…
 Click on the current

scheduling mode button at
the bottom left of the screen
6
 Click on Manually
Scheduled

To manually schedule tasks:  It is recommended that you review your
1. Click on the current scheduling mode button project statistics regularly. This is especially
at the bottom left of the screen useful after entering task durations and
dependencies.
2. Click on Manually Scheduled

ENTERING TASKS
There are many ways to enter tasks into a project screen. As you enter a task, a default duration of 1
file. One of these is the Gantt Chart, which is the day is automatically assigned to the task and a
default view. In the Gantt Chart view the tasks Gantt bar is drawn in the chart on the right of the
are entered into the sheet view on the left of the screen.
Try This Yourself:

Continue using the
Same
previous file with this 1

File
exercise, or open the file

Tasks_1.mpp...
 Click on the Task Name

cell in the first line
 Type Create
architectural plans, then
press
2
4 3. Order materials
A manually scheduled
4. Erect fencing
task pin appears in the 5. Erect site buildings
Task Mode column, with a 6. Clear and level site
question mark indicating 7. Prepare drainage infrastructure
that more information is 8. Prepare cabling infrastructure
required. Also, if the 9. Pour foundations
column has not been wide 10. Erect steelwork
enough, word wrapping 11. Erect wall
will occur, increasing the 12. Install roofing superstructure
height of the row… 13. Install roof retracting mechanism
14. Erect seating tiers
 Type Submit plans for 15. Fit all windows and doors
approval as the second 16. Install electrical cabling
task, then press 17. Install electrical fittings and fixtures
18. Install all plumbing
 Enter the remaining tasks 19. Install plumbing fittings and fixtures
as shown 20. Lay astro turf
21. Erect handrails and fencing
 Hold down and press

to return to the top
22.
23.
24.
Paint rooms, fixtures, fittings, etc.
Install PA system
Install video imaging equipment
left corner of the task list
25. Fit out control room
26. Test roof mechanism
27. Test PA system
28. Test video imaging equipment
29. Test control room equipment
30. Obtain official occupancy certificates
31. Obtain safety certification
32. Official opening

To enter tasks in Gantt Chart view:  When you enter a Task Name into the Gantt
1. Click in the first available task cell Chart view and press , nothing will
2. Type the name of the task, then press appear in the Gantt Chart because you
haven’t entered the duration, start date or
end date for the task. This information is
required to draw a timeline.

CREATING SUMMARY TASKS

Summary tasks are like headings that represent Subordinate tasks are indented to the right and
the phases in a project. They also summarise provide a further level of detail for that part of the
information. Summary tasks are general project. Summary tasks can be entered when tasks
headings that have subordinate tasks. are first entered or at a subsequent stage.
Try This Yourself:

Continue using the
Same

File

file Tasks_2.mpp...
 Click on Create
architectural plans,
hold down the left
1
mouse button and drag

down to Order
materials to select the
three tasks
 Click on the Task tab,

then click on Summary
in the Insert group to
insert a new summary
task 2
 Type Planning as the

name for the new
summary task, then
press
 Repeat the above steps

and create the
additional summary
tasks as shown on the
next page
3

To create a summary task:  Summary tasks appear as autoscheduled
1. Select the sub-ordinate tasks tasks. A summary task is calculated using
the start date of the first task and the end
2. Click on the Task tab, then click on
date of the last task. As such they have to be
Summary in the Insert group
automatically calculated based on their
3. Type a name for the summary task and subordinates.
press

ASSIGNMENT – CREATING SUMMARY TASKS

Using the steps outlined in the previous exercise, have selected the correct tasks. If you make a
create the following summary tasks as shown. mistake, use the Undo tool on the Quick Access
Take care when selecting the required Toolbar to undo the mistake.
subordinate tasks. You should check that you
Planning
Create architectural plans
Submit plans for approval
Order materials
Add Site Works
Erect fencing
Erect site buildings
Clear and level site
Prepare drainage infrastructure
Prepare cabling infrastructure
Add Building Construction
Pour foundations
Erect steelwork
Erect wall
Install roofing superstructure
Install roof retracting mechanism
Erect seating tiers
Add Fit Out
Fit all windows and doors
Install electrical cabling
Install electrical fittings and fixtures
Install all plumbing
Install plumbing fittings and fixtures
Lay astro turf
Erect handrails and fencing
Paint rooms, fixtures, fittings, etc.
Install PA system
Install video imaging equipment
Fit out control room
Add Commissioning
Test roof mechanism
Test PA system
Test video imaging equipment
Test control room equipment
Obtain official occupancy certificates
Obtain safety certification
Official opening

WORKING IN A SHEET VIEW

A tasksheet displays your data in columns and sometimes get lost in a task or resource sheet.
rows. The columns to the left of the Gantt chart There are some basic keyboard keys that will help
actually represent part of a sheet. As you scroll you to move about and, if necessary, re-orientate
around and enter or change data you can the project sheet so that you can get your bearings.
Try This Yourself:

Continue using the
Same

File

file Tasks_3.mpp...
 Hold down
press
and
to return to 1
the top left corner of the
table
 Press to jump
down one screen
 Press
one screen
to jump up
 Press to move right

in the table to the last
column in the current
row 2
 Press to move left

in the table to the first
column in the current
row

To move about a sheet view:  + moves the Gantt view to the first
 + takes you to the top left corner of timeline bar, while + moves the
the sheet Gantt view to the end of the last timeline bar.
 + takes you to the bottom right
corner of the sheet

WORKING WITH SUMMARY TASKS

Summary tasks allow you to hide unnecessary seeing a bird's eye view of your project. You can
detail. For example, you can collapse a project collapse and expand (display) all of the detail
so that the detail tasks below the summary tasks tasks, or just specific ones using the tools on the
are no longer visible. This is an excellent way of toolbar and the summary task headings.
Try This Yourself:

Continue using the
Same

File

file Tasks_3.mpp...

then click on Outline
in the Data group to
display a menu of
options
 Select Level 1 to see

only the summary
tasks
 Click on the white

arrow next to Site
Works to see the
1
detail tasks
 On the View tab, click

on Outline in the Data
group, then select All
Subtasks to see all of
the tasks again

To outline a project:  A white arrow to the left of a summary task
1. Click on the View tab, then click on Outline indicates that it can be expanded. A black
in the Data group arrow indicates that the summary task can
be collapsed.
2. Select the desired option

WORKING WITH TASK VIEWS

When using Project, it can be interesting to find tasks and the other for resources. Each of these
out how much you can see even after entering tables contains many fields. To see these fields
only a little information. As mentioned before, arranged thematically you can use one of the many
Project is simply two database tables, one for table views available on the View tab.
Try This Yourself:

Continue using the
Same

File

Tasks_3.mpp...

click on Other Views in
the Task Views group,
then select Task Sheet
to see the tasks in a
sheet view
1
 On the View tab, click
on Tables in the Data
group, then select
Schedule to see tasks
with scheduled dates
 Click on Tables again,

then select Cost to see
the Costs table
 Use the Tables

command to examine
some of the other tables

Views group to return to
the Gantt Chart view
2

To work with table views:  Until you add proper durations, relationships,
1. Click on the View tab, click on Other Views or start and end dates, that Project will
in the Task Views group, then select Task default to using the project’s start date when
Sheet you first begin entering tasks.
2. Click on Tables in the Data group, then
select the desired table

EXAMINING TASK INFORMATION

Just as Project provides you with a Project the information pertaining to a task in one easy
Information dialog box to see key information location. This dialog box can be accessed using the
about the overall project, there is also a separate Information command on the Task tab, or by
Task Information dialog box that provides all of double clicking on a task.
Try This Yourself:

Continue using the
Same

File

Tasks_3.mpp...
 Click on Create
architectural plans to
select the task

then click on Information
in the Properties group to
display the Task
This dialog box provides 2
all of the relevant
information available for a
task…
 Click on the various tabs

on the dialog box and
examine the options and
settings that they contain
 Click on [OK]

To examine task information:  The Task Information dialog box is often
1. Click on a task to select it used to modify tasks in a project. It provides
access to all of the fields of a task in one
convenient location.
Information in the Properties group

UNDERSTANDING TASK DURATIONS

To be able to create a project schedule you need complete the tasks. Once durations have been
to assign a duration to each of the tasks, specify entered, Project has sufficient information to be
how the tasks are inter-related or dependent able to calculate a critical path and determine the
upon one another and assign resources to amount of slack in the tasks.
Task Durations
Once tasks have been entered (or as they are being entered), you can specify the appropriate duration for
each task.
Unless specified otherwise, the default scheduling (Manual Scheduling) as set in the Options dialog box is
used. As manual scheduling requires you to enter the duration of your tasks manually, no duration will appear
in the Duration cell next to your tasks. An exception to this is summary tasks, which will appear with a default
duration of 1 day, as shown below on the left.
Abbreviations and Units

You can type the duration in minutes, days, hours, weeks, or months, and you can use a variety of
abbreviations for these. For example, you can express a day as d, dy, or day, and a week as w, wk, or
week. Minutes are normally entered as m, while months are entered as mo.
Project internally converts the duration to hourly units as defined by the duration of a day and a week in
the Options dialog box. If the Options dialog box states that a day comprises of 8 hours, and the base
calendar says that the day starts at 7:30 am and finishes at 4:00 pm with a half hour lunch break, and
you enter a task with a 10 hour duration, the task will be scheduled according to regular working hours.
This task will be scheduled to start at 7:30 am and finish at 9:30 am the following day – 8 hours on the
first day (7:30 – 4:00), and 2 hours on the second day (7:30 – 9:30).
Elapsed Duration
You can also specify elapsed duration where the passing of a certain amount of time is important.
Elapsed duration is based on 24 hours. For example, waiting for paint to dry is best measured as
elapsed time, rather than the other type of duration, which is based on the hours in a working day.
The following abbreviations can be used for durations.
Unit Abbreviation Unit Abbreviation
Minutes m Elapsed Minutes em
Hours h Elapsed Hours eh
Days d Elapsed Days ed
Weeks w Elapsed Weeks ew
Months mo Elapsed Months emo
If you are scheduling down to the hour it helps to actually display hours in the start and end time of
project tasks. The way dates and time are displayed can be changed in the Options dialog box. The
Options dialog box is accessed from the Backstage (by clicking on the File tab) and clicking on
Options. The date and time display settings are controlled using the Date Format option under Project
View on the General tab of the Options dialog box.

ENTERING TASK DURATIONS

Once tasks have been entered (or as they are duration is a rough estimate. You can later change
being entered) you can enter the appropriate the duration to confirm the estimate.
duration details for each task. Durations can also
be entered with a ? suffix. This indicates that the
Try This Yourself:

Continue using the
Same

File

Tasks_3.mpp...
 Click in the Duration

cell to the right of
Create architectural
2
plans, type 3w, then

press Site Works 15 days Fit Out 20 days
Erect fencing 3 days Fit all windows and doors 2 wks
Here we are setting the
Erect site buildings 4 days Install electrical cabling 1 wk
duration of this task to 3
Clear and level site 3 wks Install electrical fittings and
weeks… fixtures 2 wks
Prepare drainage
 Type 1mo in Duration infrastructure 1 wk Install all plumbing 2 wks

for Submit plans for Prepare cabling Install plumbing fixtures and
approval, and 8d for infrastructure 1 wk fittings 1 wk
Order materials Building Construction 60 days Lay astro turf 1 wk
Pour foundations 4 days Erect handrails and fencing 2 wks
Notice that the summary
Erect steelwork 3 mons Paint rooms, fixtures,
task has a duration fittings, etc 1 mon
derived from the task Erect wall 2 mons
Install roofing Install PA system 2 days
with the longest duration Install video imaging
– in this case 20 days superstructure 2 wks
Install roof retracting equipment 3 days
(i.e. 1 month)…
mechanism 1 wk Fit out control room 1 wk
 Enter the remaining

durations as shown
Erect seating tiers
3
3 wks Commissioning
Test roof mechanism
5 days
1 wk
Note: Do not enter the Test PA system 2 days
durations for the Test video imaging
equipment 2 days
summary tasks as these
Test control room
are automatically equipment 1 wk
calculated Obtain official occupancy
certificates 1 day
Obtain safety certification 2 days
Official opening 1 day

To enter task durations:  The durations of summary tasks (the ones in
1. Click in the duration cell of the task bold) are automatically calculated as you
enter the durations for the subordinate tasks.
2. Enter a duration value as a number
together with the appropriate abbreviation
(e.g. 4d for 4 days)
3. Press

CHECKING PROGRESS
Working with Project involves some repetitive project’s schedule. It is therefore imperative that
actions. For example, you’ll constantly be adding you check project progress and status on a regular
or modifying tasks and resource data where even basis. Our project now has durations – let’s see
the most trivial update can cause havoc with a what has happened.
Try This Yourself:

Continue using the
Same

File

Tasks_4.mpp...

Information in the
Properties group
 Click on [OK] to close the

dialog box
Let’s have a look at the
scheduling table to see
what is happening…
 Click on the View tab,

then click on Other Views
in the Task Views group 1 Notice that our project is now scheduled to finish in July. There are still
no relationships (or dependencies) between the tasks in the project.
and select Task Sheet The finish date is therefore calculated from the task that has the
greatest duration.
 On the View tab, click on
Tables in the Data group
and select Schedule
 On the View tab, click on

the top half of Gantt
Chart in the Task Views
group to return to this
view
4 We still haven’t definitely scheduled the tasks. However, given that

the project should finish in late July, Project has attempted to
calculate slack time for each task.

To check the progress of a project:  Slack time is that period in a task between
1. Click on the View tab, then click on Other the earliest date in which a task can start and
Views in the Task Views group and select the latest date in which the task can start.
Task Sheet The period is slack, meaning that the task
can begin anywhere between the earliest
2. On the View tab, click on Tables in the Data
and latest start dates.
group and select Schedule

ENTERING MILESTONES
Milestones are significant events that occur in your project, or, as in our case, after you have
your project. A milestone is entered like a normal entered your tasks. Milestones are handy to use as
task except that it is assigned a duration of zero. reference points in your project to identify key
Milestones can be entered when you first create targets or goals that have been achieved.
1
Try This Yourself:
Continue using the
Same

File

Tasks_4.mpp...
 Click on the Site Works

summary task to select it

then click on Milestone in
the Insert group to create
2
a milestone in the project

at the end of the
Planning phase
 Type Planning
Completed, then press
no  Repeat the above steps

and add milestones at the
end of each of the 3
project’s remaining
phases as shown
 Press +
save the project
, then
4 Milestone At End Of
Site Works Completed Site Works
Building Construction Completed Building Construction
Fit Out Completed Fit Out
Commissioning Completed Commissioning

To create a milestone in a project:  Milestones have zero duration because they
1. Click in the location for the milestone are designed to highlight a particular point in
the project. You can convert any existing
duration into a milestone by changing its
Milestone in the Insert group
duration to zero.
3. Type a name for the milestone, then press

ASSIGNING A CALENDAR TO A TASK

By default, tasks are scheduled based on the hours. To define unique or specific exceptions for
project calendar. However, tasks can have their working time and non-working time for an individual
own calendars, if necessary, such as for those task, you can create a specific task calendar and
tasks that must be completed during non-working then assign it to the task.
Try This Yourself:

Open
File
you MUST open the file

Tasks_5.mpp…
 Click on the Install PA

system task under Fit Out
to select it
This task must be
completed on a weekend so
we will assign the PA
Installation task calendar
that you created in the
previous chapter as it has
the appropriate working Here you can see Project’s three base calendars (24 Hours, Night
3
hours for the task… Shift and Standard), our resource calendar (GBWU Award) and the
task calendar (PA Installation).
 Click on the Task tab, then
click on Information in the
Properties group to display
the Task Information dialog 5
box
 Click on the Advanced tab,

then click on the Calendar
drop arrow to display the
project’s calendars
 Select PA Installation, then

click on [OK] to apply it
An icon will be added to the
Information column for the
task…
 Point to the icon to read the

tip

To assign a calendar to a task:  When Project schedules a task which has
1. Click on the task had a task calendar applied, the working
times in the task calendar override those in
2. On the Task tab, click on Information in the
the project calendar. If resources are
Properties group, then click on the
assigned, the task is scheduled based on the
Advanced tab
intersection of the working times of the task
3. Select the desired calendar in Calendar and resource calendar.

NOTES:

CHAPTER 5
INFOCUS
SCHEDULING
Tasks in a project are usually dependent on one another and

happen in a specific order. Quite often, one task cannot begin until
a previous task has been completed.
In order for tasks to happen at the right time, you need to link
dependent tasks and specify the type of dependency they have.
This can be done by developing task relationships between
predecessor tasks and successor tasks.
Once you establish task relationships, your project plan will begin to
look like a real schedule. Possible start dates and finish dates for
individual tasks and phases will become available.
 gain an understanding of task dependencies

 learn how to automatically create Finish-to-Start
dependencies
 learn how to create task relationships in Task Entry view
 learn how to create task dependencies using the Task
 learn how to create task dependencies in a sheet view
 learn how to manipulate the schedule using task
dependencies
 learn how to switch the tasks to auto schedule mode
 gain an understanding of the Critical Path Method and
project slack
 learn how to view the critical path
 learn how to examine the slack time available to non-
critical tasks
 gain an understanding of lag time
 learn how to enter lag time
 gain an understanding of lead time
 learn how to enter lead time
 learn how to inactivate a task.
© Watsonia Publishing Page 59 Chapter 5 - Scheduling

UNDERSTANDING TASK DEPENDENCIES

When you first enter tasks into a project they are the real world, tasks are inter-dependent, and most
not linked in any way. This is evident from the tasks in your project will relate to one another in
fact that they all start on the same day, and in the some way. Project offers four different types of task
Gantt Chart, appear along the start date line. In dependencies.
1 Finish-to-Start relationships are those where a task cannot start until its predecessor has been finished.
In reality, this is probably the most common, especially where resources are scarce. A typical example
would be when constructing a house: you dig the trenches for the foundations, then pour concrete, then
build the foundations – all after one another.
2 Start-to-Start relationships are those where both tasks commence at the same time. For example, you
might arrange the tiling of the kitchen at the same time as carpeting the lounge.
3 Finish-to-Finish relationships are those where both tasks finish at the same time. For example, you
might want to install bathroom cabinets and have the task finish at the same time that you have
organised to purchase the bathroom fittings.
4 Start-to-Finish relationships are those where the completion of one task is dependent on the start of
another. Generally, this is used when you are scheduling a task to finish just in time to start a more
important task. This is a little harder to comprehend, but a typical example would be dismantling a
superseded piece of equipment in a factory. You do not want to start dismantling until the new
equipment is fully operational. This type of relationship is often used when scheduling a task to finish just
in time to start a more important task that it supports.

CREATING DEPENDENCIES AUTOMATICALLY

The most common form of task dependency is a has a command that automatically creates this
Finish-to-Start type where one task starts after relationship between tasks in the project that have
its predecessor finishes. This type of dependency been selected.
is also the easiest to create as Project actually
Try This Yourself:

Open
exercise you MUST

File
open the file

Scheduling_1.mpp…
 Click on Create
architectural plans,
then hold down
1
and click on Order

materials to select the
first three tasks

then click on Link the
Selected Tasks (the
chain icon) in the
Schedule group to link
the selected tasks
Since the tasks are 2
linked, Project has
entered start and finish
dates for the tasks and
modified the timelines…
 Click on Order
materials, hold down
and click on
Planning Completed to
select both tasks
 On the Task tab, click

on Link the Selected
Tasks in the Schedule
4
group to link the

selected tasks

To automatically create a dependency:  The duration of summary tasks will change
1. Select the tasks you want to link when you link tasks as Finish-to-Start.
Summary tasks are automatically scheduled
2. Click on the Task tab, then click on Link the
and their duration depends upon the total
Selected Tasks in the Schedule group
duration of their dependencies.

CREATING DEPENDENCIES IN TASK ENTRY

Dependencies can be defined between tasks a task form at the bottom of the screen. You can
using a form view. Task Entry view is a good see the relationships drawn graphically on the
choice for entering dependencies as it is a split Gantt bars, and the details entered into a form.
view which shows the Gantt Chart at the top and Forms are ideal for more complex dependencies.
Try This Yourself:

Continue using the
Same

File

Scheduling_2.mpp...

then click on Details in
the Split View group so it
appears ticked to see the
task entry view
 Click on Planning
Completed in the Task
Name column of the
Gantt Chart
The details for this task
appear in the task form…
2
 Click below the current
entry in the ID column in
the Predecessor panel 4
(right side) of the form
 Type 2 (which is the ID of

Create architectural
plans), then click on [OK]
in the Task Form
 Repeat step 4 and add ID

3 to the predecessor list
 Repeat step 1 to deselect

Details and return to a
single view
5

To create dependencies in a task form:  Milestone tasks logically can only be
1. Click on the View tab, then click on Details completed when the tasks before it have
in the Split View group been completed. Therefore, it is a good idea
to enter all of a milestone’s predecessors
2. Click on the desired task
and the appropriate dependency type –
3. Enter the appropriate dependencies in the usually a Finish-to-Start (FS) for each.
Predecessor column on the form

CREATING DEPENDENCIES IN TASK INFORMATION

The Task Information dialog box contains all of dependencies that exist for the task. This area of
the information pertaining to a task in a project. It the dialog box also allows you to enter dependency
is made up of a number of tabs, one of which is information.
the Predecessors tab which shows you the
Try This Yourself:

Continue using the
Same

File

Scheduling_3.mpp...
 Double-click on Erect
fencing in the Task Name
column to display the Task
 Click on the
Predecessors tab
 Click in the ID column,

type 5, then press to
1
see the details
 Click on [OK] to record the

entry and close the dialog
box

To create dependencies using Task Information:  When you type a number into the ID column
1. Double-click on the task in a Predecessors form, Project
automatically assumes that you wish to
2. Click on the Predecessors tab, then enter
create a Finish-to-Start dependency. You
the appropriate details
can change the type of dependency using
the Type column in the form.

CREATING DEPENDENCIES IN A SHEET VIEW

Creating dependencies in forms and dialog boxes time you are setting up your schedule. The best
is handy for complex dependency types. way to quickly enter dependencies is in a sheet
However, it can be tedious if you have lots of view where you can easily see task ID numbers
dependencies you wish to enter – such as at the and have access to the Predecessors column.
Try This Yourself:

Continue using the
Same

File

Scheduling_4.mpp...

in the Task Views group
2
and select Task Sheet
Site Works
 On the View tab, click on
Tables in the Data group
and select Entry
4 Erect fencing
Erect site buildings
Clear and level site
5
7
8
Prepare drainage infrastructure 9
 Click in the Prepare cabling infrastructure 9

Predecessors cell for Site Works Completed 7,8,9,10,11
Building Construction
Erect site buildings, type Pour foundations 12
7, then press Erect steelwork 14
Erect wall 15
 Repeat step 3 to enter the Install roofing superstructure 16

Install roof retracting mechanism 17
predecessor details for Erect seating tiers 18
the remaining tasks as Building Construction Completed 14,15,16,17,18,19
shown Fit Out
Fit all windows and doors 20
 Press + to return Install electrical cabling 20

Install electrical fittings and fixtures 23
to the first task Install all plumbing 20
Install plumbing fittings and fixtures 25
Lay astro turf 20
Erect handrails and fencing 27
Paint rooms, fixtures, fittings, etc. 28
Install PA system 23
Install video imaging equipment 23
Fit out control room 29,30,31
Fit Out Completed 22,23,24,25,26,27,28,29,30,31,32
Commissioning
Test roof mechanism 33
Test PA system 33
Test video imaging equipment 33
Test control room equipment 35,36,37
Obtain official occupancy certificates 38
Obtain safety certification 39
Official opening 40
Commissioning Completed 35,36,37,38,39,40,41

To create dependencies in a sheet view:  To create alternative relationships, you need
1. Display the Entry table in a Task Sheet view to have a good grasp of the abbreviations
that Project uses when defining relationships.
2. Type relevant ID numbers in the
The predecessor ID is followed by the
Predecessors column in the table
dependency type e.g. Finish-to-Start (FS),
Start-to-Start (SS), Finish-to-Finish (FF) and
Start-to-Finish (SF).

MODIFYING A SCHEDULE USING DEPENDENCIES

We've just been informed that the powers-that-be what Project has calculated as a finish date. Now
have decided to schedule the first football match we can make whatever adjustments that may be
at the stadium on Saturday May 9, 2020. As all of necessary to bring the conclusion of the schedule
the relationships have been entered we can see back to an acceptable date.
Try This Yourself:

Same
File

the file Scheduling_5.mpp...

click on Project Information
in the Properties group and
notice that the project is
currently scheduled to finish
on Friday May 15, 2020 – too
late for the match on May 9
 Click on [OK] to close the

dialog box
We should be able to finish
the project earlier by
modifying some of the 1
dependencies. The seating
tiers, for example, can be
erected at the same time as
the roof is installed…
 Click on the Predecessors

cell for Erect seating tiers
under the Building
Construction summary task
 Type 18SS, then press

to make this task start at the 4
same time the roof is
installed
We can also bring the timing
of the handrail installation
forward…
 Click on the Predecessors

cell for Erect handrails and
fencing under the Fit Out
summary task, type 20 and 5
press

To modify dependencies:  If tasks are manually scheduled, the overall
1. Click in the Predecessors cell of the project end date will not change. You can
relevant task switch the project to auto-scheduling mode
or use the Respect Links command on the
2. Adjust the value as appropriate by either
Task tab to update the links between
typing a different task ID or changing the
selected tasks.
dependency type

AUTO SCHEDULING TASKS

You can choose to have Project instantly maintain complete control over the task scheduling.
recalculate a project’s end date based on any Doing it all manually requires a high level of
changes and manipulations you make to the vigilance and organisation. In our case study we
tasks by switching to auto scheduling, or want Project to control the scheduling for us.
1
Try This Yourself:
Continue using the
Same

File

file Scheduling_6.mpp...
 Point to the grey box

where the task IDs
meet the column
headings, then click to
select all of the tasks 4

then click on Auto
Schedule in the Tasks
group to auto schedule
all of the selected tasks
 Click on any task to

remove the selection
highlighting
 Click on the Project

tab, then click on
Project Information in
the Properties group
Notice that the project
is now scheduled to
finish on Thursday April
30, 2020…
6
 Click on [OK] to close
the dialog box
 Scroll to the bottom of

the task list to view the
start and end dates of
the tasks

To auto schedule tasks:  If you convert selected tasks to being auto
1. Select the tasks to be auto scheduled scheduled, the overall project will still be in
manual mode for new tasks. If you want to
2. Click on the Task tab, then click on Auto
ensure that new tasks you add to the project
Schedule in the Tasks group
are automatically scheduled too, you’ll need
to set the New Tasks button at the bottom
left of the screen.

CRITICAL PATH AND PROJECT SLACK

Once all of the project tasks together with their finishing date because it represents the longest
durations and dependencies have been entered sequence of tasks in a project. Finding the critical
into a project it is possible to view the critical path is essential for controlling the overall
path. The critical path controls a project’s scheduling of a project.
Critical Path Method

The critical path is the series of tasks that will affect the project’s end date if they are changed. For
example, if you shorten the duration of one of these critical tasks on the path the project will finish
earlier. Conversely if you lengthen the duration of a task, or if it is delayed in some way, then the finish
date for the project will be later.
The Critical Path Method (CPM) is a well-documented and common algorithm that calculates the
critical path in a project. The critical path method is used to calculate the earliest and the latest that each
task can start and finish without blowing out the project’s end date.
If a task’s earliest and latest start dates and earliest and latest finish dates are the same, the task is said
to be on the critical path because it has no free time available to it. Any change to the start or finish
dates of these critical tasks will directly impact on the project’s finish date.
Slack Time
The Critical Path Method (CPM) also identifies non-critical tasks. Non-critical tasks have slack time
(sometimes known as float) meaning that there is some variation between the task’s earliest and latest
start dates and earliest and latest finish dates.
In Project, a non-critical task can have two types of slack – free slack and total slack. Slack can act like
a buffer, allowing the task to slip a certain amount of time before it becomes critical, and causes a delay
in the schedule.
Free slack is the amount of slippage time before one task delays another, while total slack is the amount
of time a task can slip before affecting the project completion date.
The scheduled start and finish dates represent the dates that Project calculates during its forward pass
through your tasks and the critical path, using the durations and dependencies that you supplied.
Once the finish date of the path is established it is then used as the point at which Project commences
its backward pass through the tasks to calculate slack.
A Moving Target
A critical path is not normally a static item – it changes as you make adjustments to tasks and
scheduling in your project. Furthermore, a task becomes non-critical once it has been completed as it
obviously no longer can affect the outcome of the project.

VIEWING THE CRITICAL PATH

The Gantt Chart view in Project can be used to an appropriate formatting option for the critical
display those tasks that are deemed to be on the path (and also the slack time) to be seen.
critical path. The critical path is always there
on the Gantt Chart but you must actually choose
Try This Yourself:

Same
File

the file Scheduling_7.mpp...
 Click on the Task tab, then

click on Gantt Chart in the
View group
 Press + , then
if necessary to move to
+ 3
The task bar here now appears red…
the first to move to the top task
 Click on the Gantt Chart

Tools: Format tab, then click
on Critical Tasks in the Bar
Styles group so it appears
ticked
All tasks on the critical path will
now appear with red bars…
 Click on Zoom Out (the minus

icon) on the Zoom Slider in
the status bar until you can
see most of the bars on the
screen
Notice that many of the Fit Out
bars are blue indicating that
they are non-critical…
 On the Gantt Chart Tools:

Format tab, click on Slack in
Bar Styles so it appears ticked
5
The slack lines are the darker blue lines below
the normal task lines…
to see slack lines in non-critical
tasks
 Click on the Zoom In on the

Zoom Slider until you can see
the days of the week
 Press + to return to
the start bar of the project

To view the critical path:  There are many options on the Gantt Chart
1. Click on the Gantt Chart Tools: Format tab Tools: Format tab for making certain
aspects of your project stand out. However,
2. Click on Critical Tasks in Bar Styles so it
Project traditionally displays critical tasks in
appears ticked
red and non-critical tasks in blue.

EXAMINING TASK SLACK

Viewing critical and non-critical tasks in the Gantt isn’t accurate enough. If you really want to find out
Chart is quite useful. However, using the Gantt how much slack time a task has, it is best done by
Chart to determine the amount of slack in a viewing the Schedule table on a task sheet view.
non-critical task can be a bit tricky to do – it just
Try This Yourself:

Continue using the
Same

File

Scheduling_8.mpp...
 Use + to move
up to the first task
 Click on the View tab,

then click on Other
Views in the Task 2
Views group and select
Task Sheet
 On the View tab, click

on Tables in the Data
group and select
Schedule to display the
Schedule table
There’s not a lot of slack
time at the top of the
tasks because these are
mostly on the critical
path…
3
 Scroll down until the Fit
Out tasks are at the top
of the screen

To examine task slack:  It’s important to keep an eye on slack time as
1. Click on the View tab, then click on Other it can greatly help you reschedule tasks
Views in the Task Views group and select without impinging on the overall project’s
Task Sheet finish date.
2. On the View tab, click on Tables in the Data
group and select Schedule

UNDERSTANDING LAG TIME

Once you have established dependencies offering you plenty of scoping. Any one of those
between tasks you may find it necessary to dependency types can be further delayed using a
further delay the start of one of the tasks. Project lag time calculation.
provides four different types of task dependency
Lag Time
Task relationships are often more complex than the four relationship types that we have seen thus far.
Consider the situation of a house to be built on a concrete slab. The erection of walls cannot commence
until the concrete has properly cured. The two tasks, pouring the slab and erecting the walls, constitute a
definite finish-to-start relationship.
However, the laying of the slab must be finished some five days before the frame can be erected so that
the concrete can sufficiently cure. It would not be wise to factor this into the project, as time taken for the
curing would also include any resource allocation such as cost of concrete workers. These workers are
most likely working on another job while the slab for the house is curing.
Project therefore allows you to delay the start of a task, even though there may be a finish-to-start
relationship. This delay between the two tasks is called lag time.
Lag times are represented numerically, either as a direct duration value or as a percentage. For
example, waiting for the concrete to cure may take five days. This would be written as 5d in the lag field
of the Erect walls task (because this is the task that lags behind its predecessor) and would appear in
the Gantt Chart as shown below.
There is only one problem with the scenario above. While we have entered a lag of 5d, Project has
determined these as five work days. If you add all of the days, you'll notice that there is a lag of five work
days and two weekend days. The concrete can cure over the weekend as it requires no resources to do
so.
In the scenario above we need to enter elapsed days. This would be written as 5ed rather than 5d. With
this adjustment the lag will look as shown below.
You can also enter lag as a percentage. The percentage is calculated as a percentage of the
predecessor task. In the example below, a lag of 80% has been entered in the lag field of the Erect walls
field – the lag is calculated as 80% of the Pour Concrete duration.

ENTERING LAG TIME

Lag time is the delay from the end of the It can be entered in the Lag field in the Task
predecessor to the beginning of the successor Information dialog box. In our project, under
task. Lag time can be entered as a positive value, construction guidelines we must wait 100 hours
or as a percentage of the predecessor’s duration. after pouring foundations before erecting anything.
Try This Yourself:

Continue using the
Same

File

Scheduling_9.mpp...
 Click on the View tab, click

on the top half of Gantt
Chart in the Task Views
group, then press + 3
to return to the top
task
 Scroll down until the

tasks appear at the top of
the screen
 Click and drag the vertical

bar between the sheet and
the chart to the right until
you can see the start and
finish date columns
 Click on Pour foundations,

click on the Task tab, then
click on Scroll to Task in
the Editing group until you
can see the timeline for the
6
task
 Double-click on Erect
steelwork to display the
Task Information dialog
box, then click on the
Predecessors tab
 Click on 0d in Lag, then

type 100eh and press
 Click on [OK] to see the lag

in the timeline
7

To enter lag time for a task:  You can enter lag time in a Task Form view.
1. Double-click on the successor task, then This form can be seen using the split screen
display the Task Information dialog box and view, or by accessing a Task Form using the
click on the Predecessors tab Other Views command on the View tab.
2. Type the desired amount of lag into the Lag
field in the dialog box

UNDERSTANDING LEAD TIME

There may be times in your project when a Lead time is an overlap between tasks that have a
predecessor doesn’t have to be finished for the dependency. You enter a lead time as a negative
successor to start. In Project you can make tasks value in the Lag field for a task.
overlap. This overlap is known as lead time.
Lead Time
Lead time is the opposite of lag time. Whereas lag time delays the start of a successor task, lead time
accelerates it. Lead is normally used where a task may be starting earlier than the task before it
concludes.
For example, consider the building of a house as a project. Normally, you would expect that the task of
painting couldn’t begin until the plasterwork has been finished. Therefore, you would set a finish-to-start
relationship between the painting and the plastering tasks, as shown in the example below.
However, in a larger house, the painters may be able to move in and paint one room while the plasterers
are still working on another. Therefore, the painters may be able to start the painting task when the
plasterers have completed 80% of their task (rather than when the plasterers have finished). In other
words, the painters can start the painting task when the plasterers only have 20% of their work left to do.
This is still classified as a finish-to-start relationship. However, there is a slight overlap between the two
tasks. The time between when the second task begins and the first task ends is known as lead time.
Lead time can be entered into a sheet or a form. It can be entered as a duration or as a percentage.
Lead times, because of their overlapping nature, are preceded with a minus sign.
For example, to represent the fact that painters can start work with a lead time of one day you can enter
–1d. If this represents 20% of the task's total duration you can enter it as -20%.

ENTERING LEAD TIME

Lead time is an overlap between tasks that have or a negative percentage. Lead time reduces
a dependency. By assigning lead time to a elapsed time in the schedule and, when applied to
relationship, the successor gets a head start. critical tasks, can shorten the overall time of the
Lead time can be entered as a negative number project.
3
Try This Yourself:
Same
file with this exercise, or

File
open the file

Scheduling_10.mpp...
 Click on Erect wall under the

summary task, then on the
Task tab click on Scroll to
Task in the Editing group
In our case study we can
actually start erecting walls
when 90% of the steelwork is
done…
 Double-click on Erect wall to

display the Task
Information dialog box, then
4
ensure the Predecessors

tab is selected
 Click on 0d in Lag, then type

-10% and press
 Click on [OK] Notice that the Erect wall task has now come forward 6 days. The
calculation represents 10% of the duration for Erect steelwork, which is 3
months. The calculation is derived by finding the total hours for erecting
 Repeat the above steps to
apply a lead time of -2d to
the Paint rooms, fixtures,
steelwork (20 days per month x 3 months x 7.5 hours per day = 450
hours). 10% of the total hours divided by the hours per day determines the
amount of lead time (10% x 450 hours = 45/7.5 = 6 days). You can also
fittings, etc. task specify a precise amount for lead.
 Click on the Project tab, then

click on Project Information
in the Properties group 5
The project is now scheduled
to finish on Wednesday
22/4/20…
 Click on [OK] to close the

dialog box

To enter lead time for a task:  You can enter lead time directly into the
1. Double-click on the successor task, then Task Sheet. Click in Predecessors for the
click on the Predecessors tab of the Task successor task. You can enter the lead time
Information dialog box at the end of the task ID for the allocated
relationship. For example, Task 3 has a FS
2. Type the desired amount of lead as a
relationship with Task 2. To indicate a 2-day
negative value into the Lag field
lead, the entry would appear as 2FS -2d.

INACTIVATING A TASK
If you have an unnecessary task in your project tasks were dependent on the inactive task, Project
you can mark it as inactive. Project retains an ignores the inactive task when calculating the
inactive task but strikes it out in the task sheet schedules and resource availability for other tasks
and Gantt chart. If any automatically scheduled within the project plan.
Try This Yourself:

Continue using the
Same

File

Scheduling_11.mpp...
 Scroll to and click on Site

Works, click on the Task
tab, then click on Scroll To
Task in the Editing group 1
Let’s inactivate the Erect
fencing task…
 Click on the Erect fencing

task, then on the Task tab
click on Inactivate in the
Schedule group
The task is now grey with a
strikethrough and its task
bar is hollow indicating that
the task is inactive. Notice
that the start dates for the
following tasks have 2
moved forward – for
example, the Erect site
building task is now due to
start when the Erect
fencing task had been due
to start.
Let’s reactivate the task…
 Ensure that the inactive

Erect fencing task is
selected, then click on
Inactivate in the Schedule
group
3 Leaving an inactive task in the schedule provides an opportunity to
The task will revert to its track and document what has happened. For example, you can add
original formatting showing a note explaining why the task was removed, such as not having a
that it is active again budget that’s sufficient for completing the task.

To mark a task as inactive:  Note that the Inactivate feature is available
1. Click on the task in Project Professional only.
2. Click on the Task tab, then click on  If you know for certain that a specific task will
Inactivate in the Schedule group never be used during the project, you can
delete it. To do this, click on its task ID and
press . If you change your mind, click on
Undo immediately.

CHAPTER 6
INFOCUS
RESOURCING A PROJECT
Resources are the people, equipment, facilities, costs and materials

required to complete the tasks of your project. Project requires you
to create a resource sheet which lists the resources required to
perform the tasks of your project.
You can enter resources on an individual name basis (e.g. John
Smith) or as a consolidated group (e.g. carpenters). The method
you use depends entirely upon the nature of your business and the
scope of your project.
These resources form what is referred to as a resource pool.
 gain an understanding of resources in Project

 learn how to enter Work resources into a project
 learn how to create material resources
 learn how to enter cost resources into a project
 learn how to assign calendars to resources
 gain an understanding of resource availability
 learn how to change resource availability
 learn how to change the display of resource units.
© Watsonia Publishing Page 75 Chapter 6 - Resourcing a Project

UNDERSTANDING RESOURCES
Resources are the second main part of a project. can be anything required to perform tasks – people,
While tasks identify the individual components equipment, facilities, materials, and even costs.
and steps of a project, it is the resources that These are categorised into three main resource
actually get the job done. In Project, resources types: work, materials and costs.
Resource Types
To facilitate working with and tracking resources, Project requires you to categorise your resources into
one of three types.
Work Work resources are those that are associated with time. People are work resources
as they are tracked by the amount of time that they spend on a task. Similarly,
equipment used in a project is also considered a work resource as it is tracked by
time.
Tracking by time allows availability to be ascertained and over-allocation of resources
to be identified. It also allows costing to be tracked.
Material Material resources are assigned by quantity as opposed to time. For example, you
may need 100 tonnes of gravel for a driveway, 20 litres of paint for the walls, or 200
metres of carpet.
Cost Cost resources are ones that are purely based on costs without any time or quantity
variables. Costs can be things such as travel costs to attend a meeting, costs
associated with building permits, or end of project celebration costs.
Units
While Material types are measured by quantity (e.g. metre, litre, tonne, and so on) and Cost types are
measured by a numeric value, Work types are a little trickier.
It would be fair to assume that a numeric quantity value could be applied to a Work resource; for
example, one mechanic, or two bulldozers. However, problems emerge when the Work resource is not
fully available to your particular task or project. For example, what do you do with a Supervisor who
might be spending half of the time on your project, and the other half on your colleague’s project?
The answer lies in nominating the units of a Work resource as a percentage rather than an integer
value. In Project, when you set up a resource pool the default unit of measure for a Work resource is
100%. This means that you have one of these work resources available full-time to your project. If you
have three carpenters, they would be entered as 300%. A half-time Supervisor would be entered as
50%.
Naming Resources
The most common type of resource used in projects is usually the Work type. These are the people and
equipment used to complete the necessary tasks.
Before resources can be assigned to the tasks in your project, you will need to create a resource pool –
this identifies the resources that will be available to undertake the tasks.
When creating a resource pool you will need to decide how you want to name your resources. For
example, will you be naming people using their names or their job titles? Do you use a generic name for
your equipment (e.g. Dozer) or do you specifically identify a piece of equipment by its registration or
serial number?
The answer depends on the size, purpose, and nature of your project. Larger projects as a rule are
probably best set up with either job titles or occupations (e.g. Mechanic, Welder, etc.).
In our case study project we will be using occupational titles.

ENTERING WORK RESOURCES

By far the most common type of resource you’ll provide information such as a name, the maximum
be entering into a project will be Work resources. units available to the project, and other optional
The Work type is used for labour and equipment. information such as a group which can later be
When you enter a Work resource you can used for filtering resources.
Try This Yourself:

Open
File
exercise you MUST open

the file Resources_1.mpp...
2
 Click on the View tab, then
click on Resource Sheet
in the Resource Views
group to display the
Resource Sheet view
 Click in the first Resource

Name cell, type Architect,
then press to move to
the Type column 5
Notice that a number of 6 Name Initials Groups Max. Units

default items have been Architect Arc Consultant 100%
entered for you in the Draftsperson Dft Staff 200%
row…
Building Clerk BC Staff 100%
 Click in the Initials cell,

type Arc, then press to
Supervisor
Rigger
Sup
Rig
Staff
Wages
100%
600%
move to Group
Boilermaker BM Wages 600%
 Type Consultant in
Group, then press to
Welder
Carpenter
Weld
Car
Wages
Wages
500%
800%
move to Max Painter Ptr Wages 500%
 Ensure that Max shows

100%, press , then
Labourer
Driver
Lab
Drv
Wages
Wages
1,000%
300%
press to move to the No Barrier Fencing NBF Contractor 100%
first cell of the next line Rock Solid Concrete RSC Contractor 100%
 Repeat the above steps Listen Ear Audio LEA Contractor 100%
and enter the other In Focus Video IFV Contractor 100%
resources as shown Pure Grass Turf PGT Contractor 100%
Building Inspector BI Government 100%
High Jib Crane HJC Equipment 100%
Grader Grd Equipment 200%
Air Compressor AC Equipment 100%
Utility Ute Equipment 200%

To enter work resources into a project:  Normally when you enter work resources,
1. Click on the View tab, then click on you enter cost details as well.
Resource Sheet in the Resource Views
group
2. Click in the first free Resource Name cell
3. Type a Name, Initials, Group and Max.
Units for the resource, then press

ENTERING MATERIAL RESOURCES

Material resources in Project are resources that a material resource is added to the pool you will
are consumed during the project. They could need to change the Type field to Material, as
include: building supplies, paint, grass, aggregate opposed to Work, which is the default.
used in road construction, cloth and so on. When
Try This Yourself:

Continue using the
Same

File

Resources_2.mpp...
2
 Ensure that the Resource

Sheet appears, scroll
down and click in the first
empty Resource Name
cell
 Type Astro Turf, then

press to move to Type
 Type M (for Material), then

press to move to the
3
Material column
The Material column (not
to be confused with the
Type column) is used to
indicate a unit of
measure…
 Type Square Metre, then

press to move to
6
Initials
 Type Grass, then press

to move to Group
 Type Material, then press
 Repeat the above steps to

add the material resources
for Paint as shown
7

To enter material resources into a project:  Two fields in the Resource Sheet are not
1. In a Resource Sheet view, click in the first applicable to a Material resource. The Max
free Resource Name cell field is used to indicate variable availability,
and therefore does not apply to material
2. Type a Name and set the type to Material
resources. The other field is Base Calendar
3. Type Initials, Group and Material for the which is used only with work resources to
resource, then press indicate their availability.

ENTERING COST RESOURCES

The Cost resource type is used for ancillary building phase can commence. In addition, the
costs in a project that are not linked to either time project manager is going to throw a celebratory
or to materials. In our case study, project building party for the workers at the end of the project.
permits are required to be obtained so that the These are both Cost type resources.
Try This Yourself:

Continue using the
Same

File

Resources_3.mpp...
2
 Ensure that the Resource

Sheet is displayed, then
scroll down and click in the
first empty Resource
Name cell
 Type Building Permit,

then press to move to
3
Type
 Type C (for Cost), then

press twice to move to
the Initials column
 Type BPerm, then press

tab to move to Group
 Type Cost, then press

4
 Repeat the above steps

and add another cost
resource for End of
Project Party as shown

To enter cost resources into a project:  Even though ancillary costs are a Cost
1. In a Resource Sheet view, click in the first resource, no costs are ever entered into a
free Resource Name cell Resource Sheet for these resources. The
costs are entered when the resource is
2. Type a Name, then set the type to Cost
assigned to a task.
3. Type Initials and the Group for the
resource, then press

ASSIGNING CALENDARS TO RESOURCES

Project needs to know how much time your resources work the same hours as those defined in
resources can work on a project. The daily the standard calendar. However, part timers and
commitment of your resources is controlled casuals can make things difficult because they tend
through the resource calendar. Ideally, your not to work standard hours.
Try This Yourself:

Continue using the
Same File

file
Resources_4.mpp...
2
 Ensure that the
Resource Sheet is
displayed, then press
+ to move to
the top of the list
We need to assign the
special GBWU
calendar to our
contractors, since they
work only a four day
week…
3
 Click on Standard in
the Base Calendar for
No Barrier Fencing,
then click on the drop
arrow that has
appeared to see the
available calendars
 Select GBWU Award,

then press to
record the change
 Press +
return to the first
to
resource

To assign a calendar to a resource:  Unless you specifically assign a calendar to
1. In a Resource Sheet view, click on the your resources, Project will use the standard
calendar in Base Calendar to see a list of calendar of the current project.
calendars
2. Select the desired calendar from the drop list

UNDERSTANDING RESOURCE AVAILABILITY

As well as manipulating a resource’s calendar, availability may change during the project. For
Project allows you to enter availability dates for example, you may have a resource that is available
a resource. This is useful to block out dates when full time for the first week, but then available for
the resource will not be available or where only half of the time in the following week.
Adjusting Resource Information

The resource availability information can be entered on the General tab in the Resource Information
dialog box (you will learn how to open this dialog box on the next page).
In this example, the architect is

available on a full-time basis
(100%) until June 23
(inclusive). The architect will
then be unavailable until July 7.
However, on July 8 the
architect is available on a full
time basis again.
In this example, a third line has

been added. The architect is
still available on a full-time
basis (100%) until June 23
(inclusive). The architect will
then still be unavailable until
July 7. On July 8, until July 14,
the architect will still be
available on a full time basis
again. From July 15, however,
the architect will be available on
a half-time basis (50%) only.
In the Resource Information dialog box, on the General tab, NA appears in the Available From
column. In this context, NA means not applicable. You should leave NA in the field to indicate that the
architect is available from the Start Date or until the Finish Date of the project.

ADJUSTING RESOURCE AVAILABILITY

Each resource in your resource pool has a once a calendar has been applied it can be
calendar assigned to it. If you don’t do anything modified either for all resources that use it, or for
then the Standard calendar in your project will be just one particular resource. We need to change
automatically applied to a resource. However, some availability times for our Architect.
Try This Yourself:

Same

File
open the file

Resources_5.mpp...
 Double-click on Architect
under Resource Name to
display the Resource
 Ensure the General tab is

selected
 Under Resource
Availability, click on NA in
Available To, type 23/6/19,
then click in Available
From on the next line 4
 Type 8/7/19 and press

This indicates that the
architect will not be
available between
24/6/2019 and 7/7/2019…
 Click on the Notes tab, click

in the large white box and
type:
The architect will be
attending World Architects 5
Day festivities in Sao Paulo
between June 24 and July 7.
 Click on [OK] and click on

another resource to
deselect the Architect
resource
Notice that a note icon now
appears beside the
Architect resource 6

To change availability for a resource:  Double-clicking on a note icon to the left of a
1. Double-click on the resource resource in a Resource Sheet view will
display the note. You can also point to the
2. Change the Resource Availability dates in
note icon to see the note in a tooltip.
the General tab
3. Click on [OK]

CHANGING THE UNIT DISPLAY

Early versions of Project displayed the Max units perspective, you can change the display so that
for resources as integers rather than Max units appears as numbers if that suits the
percentages. While percentages make more project you are working on.
sense from a resource allocation and availability
Try This Yourself:

Continue using the
Same

File

file Resources_6.mpp...

click on Options to
display the Project
Options dialog box,
then click on the
Schedule tab

for Show assignment
units as a, then select
Decimal
 Click on [OK] to see the

Max column now
appear with numbers
rather than percentages
We’ll change them back
again for the case
study…
2
 Click on the File tab,

click on Options, then
click on the Schedule
tab
 Click on the drop arrow

for Show assignment
units as a, then select
Percentage
 Click on [OK]

To change the display of resource units:  The units are used to calculate the work
1. Click on the File tab, click on Options to effort required for a task. While it may not
display the Project Options dialog box, then seem like it now, it is much easier to see the
click on its Schedule tab logic of the work calculation when units are
expressed as percentages. We recommend
2. Click on the drop arrow for Show
leaving the units as percentages.
assignment units as a, then select an
option

NOTES:

CHAPTER 7
INFOCUS
RESOURCING CONCEPTS
Project’s primary purpose is to act as a scheduling tool – you enter the tasks
and resources, and a schedule is created for you which outlines appropriate
start and end dates not only for the entire project but also for each task.
You can elect not to use this powerful aspect of Project by leaving your
project and its tasks in manual scheduling mode. However, it can be very
useful to see what happens when tasks are delayed, or when you assign
more resources to a task, or when a contractor can’t start on the day
required. All of these require that some or all of the tasks be auto-scheduled
so that Project can apply its internal calculation methodologies to derive
relevant scheduling outcomes.
Once you auto-schedule tasks, start and end dates move around as you
manipulate your resource assignments. Understanding the underlying
methodologies, how they work, and what outcomes they will generate is
fundamental to working with Project effectively.
 gain an understanding of how resource assignment

calculations are made
 gain an understanding of the varying task types and work
effort
 learn how to perform simple resource assignments
 learn how to work with fixed unit tasks
 learn how to work with fixed duration tasks
 learn how to make multiple assignments of resources in a
Task Form
 learn how to add additional resources to a task and
handle the consequences
 learn how to add more of the same resource to a task
and work with the consequences
 learn how to add more of the same resource where
multiple resource types exist
 gain an understanding of effort driven scheduling
 learn how to work with tasks that are not driven by effort
 learn how to work with effort driven tasks
 gain an understanding of the resource key points.
© Watsonia Publishing Page 85 Chapter 7 - Resourcing Concepts

RESOURCE ASSIGNMENT CALCULATIONS

When tasks are auto-scheduled, their start and variables come into play which can affect their
end dates can be manipulated both by the task scheduling. Key amongst those variables are the
duration and the assignment of predecessors. number of resources (known as units) and the
Once resources are assigned to tasks, other amount of work required by those resources.
The Scheduling Triangle

Auto-scheduled tasks are controlled using three factors – duration, the number of resources, and the
amount of work required by those resources. Generally, you start a project with tasks and then assign
durations to those tasks.
For example, you may want to paint the inside of your house which you assume will take a week to do.
Let’s say for the sake of this example that a week is made up of five working days, each eight hours
long. So the duration of the task is one week (i.e. 40 hours). The task form for this example would look
as below (changing the view to incorporate a task form will be explained later in this chapter).
A painter has been hired to do the work. As soon as you assign the painter to the task, your task form
will appear as follows:
Important assumptions have been made here by Project based on what was just entered. Notice how
the work field shows 40h. This has been calculated from the number of units (100%) multiplied by the
duration (1w = 40 hours). In this example the formula used by Project for determining the amount of
work required by the painter is:
Work = units x duration (40 = 100% x 40)
So, we have updated Project with the information that the task will take 1 week (i.e. 40 hours) and that it
will take the painter 100% of his time to do it. Project in turn has determined from this that there is 40
hours of work required by this resource to complete the task.
Once initial values are entered, the calculations can begin. But what happens if we hire two painters and
assign them both to the task? In this scenario Project can either:
 halve the duration (20h of duration = 40h of work / 2 units of painters)
or
 increase the work value to 80h (80h of work = 2 units of painters x 1w duration)
By default Project will change the duration first. Therefore, if we assigned another painter to the task
above, the duration would halve from 1 wk to 0.5 wks (i.e. 40h to 20h).

TASK TYPES AND WORK EFFORT

With auto-scheduled tasks the scheduling will over what will be allowed to change through the
update when one of the three resource variables use of task types. You can lock a task into being
– duration, work, or units – are changed. either one that is fixed duration, fixed unit, or
Project affords you a greater degree of control fixed work.
Task Types
While Project needs all three aspects of an assignment – duration, work, and units – to perform the
appropriate calculation, it can fill in the missing pieces should you leave one blank. Generally, you’ll
know the duration of a task and the resources you wish to assign to it. With this information Project can
calculate the work and enter it for you.
However, once you are more confident in your skills with Project, or if you want to specify the work
yourself, you can manipulate the calculation methodology to get it to do what you want. At any point in
time one of three points of the assignment triangle is fixed, effectively allowing the other two to be
manipulated.
As a default the Units are fixed because Project’s default calculation bias leans towards changing
durations first, then work, and finally units. You can, however, override this bias by fixing one of the other
points. The consequences of this are outlined in the table below.
Task Type Usage Impact

Fixed Units This is the default setting. It means that  Change duration and the work will adjust
Units will not be altered.
 Change work or units and the duration will adjust
Fixed Use this setting if the duration must remain  Change units or duration and the work will adjust
Duration constant.
 Change work and the units will remain
unchanged
Fixed Work Used when work is to remain constant. For  Change units and the duration will adjust
example, when a specific amount of work
has been quoted and will be charged for  Change duration and units will remain
irrespective of resources used or duration. unchanged
Resource Work
While simple, single resource examples are fine and relatively easy to understand, it becomes more
complex when several resources are involved. For example, let’s say that erecting the framework of a
house takes six weeks. This translates to 240 hours given an eight hour working day (6 x 40 hours per
week). The work required for the following resources is:
Resource Units Assigned Work Resource Duration Work Formula

Carpenters 500% 1200h 240h 5 * 240
Labourers 800% 1920h 240h 8 * 240
Driver 100% 240h 240h 1 * 240
Supervisor 25% 60h 240h .25 * 240
All resources above have been assigned to work for the duration of the task (240 hours). The supervisor
works one quarter of each day (during the entire task), while the other categories work the full day.
As you can see, work should not be confused with duration – work is the total number of hours required
by the resource units to complete the task in the duration. So while carpenters will be taking 240 hours to
complete the task, because there are 5 (500%) carpenters there is actually 1,200 hours of carpenter
work effort required to complete the task within 240 hours.
The total work required by all of the resources is known as the effort. A task can be effort driven where
the total amount of work controls the scheduling.

CREATING A SIMPLE ASSIGNMENT

The best way to see how the calculation of work apply the concepts to a simple project. One of the
effort is performed is to create a relatively simple best ways to assign resources and to see what is
assignment in a project. We will step out of the going on is to use a split view incorporating a Task
case study for the remainder of this chapter and Form.
Try This Yourself:

Open
exercise you MUST

File
open the file Assignment

Concepts_1.mpp…

then click on Details in
the Split View group so
it appears ticked to
display a Task Form in 2
the lower part of the
5 The Assign
screen Resources
dialog box allows
 Click on Task Form
name in the Active
Pane Indicator to make
you to assign
resources to the
task that is
the Task Form active selected. Its
other advantage
 Click on the Task Form
Tools: Format tab, then
click on Work in the
is that it lets you
see the
resources
Details group to see the available to your
Work settings in the project.
form
 Click on Paint Building

A in the Gantt Chart
6 In this example
 Click on the Resource we have

tab, then click on Assign assigned the
Resources in the Supervisor to the
Assignments group to task. The task
has a duration of
display the Assign
1 week, which in
Resources dialog box this project file is
equivalent to
 Click on Supervisor,
then click on [Assign] to
assign this resource
37.5 hours. That
is why the Work
column shows
37.5h.
 Click on [Close] to close
the Assign Resources
dialog box

To assign a single resource to a task:  A split screen is made up of an upper and
1. Display the appropriate view and select the lower pane. The bar at the left of each pane
task is used to select the pane you want to work
2. Click on the Resource tab, then click on with. Commands on the ribbon sometimes
Assign Resources in the Assignments change according to the pane and the view
group that is currently selected.
3. Click on the resource and click on [Assign]

WORKING WITH FIXED UNIT TASKS

As a default, new tasks entered into Project are or if you change the work hours, the duration will
created with the Fixed Units type classification. automatically update.
This means that once entered, if you change the
duration the work hours will automatically update,
Try This Yourself:

Continue using the
Same File

file Assignment
Concepts_2.mpp...
 Spend a few moments

studying the duration,
the units, and the work
2 Because the Task type is Fixed Units, the Units of resource has
In the Task Form,
 select 1 wk in
Duration, type 2w, then
remained at 100%. The work however has doubled because the duration
has changed to 2 weeks (100% x 37.5h x 2).
click on [OK]
Here we’ve changed
the duration. Let’s alter
the work hours this time
to see what happens to
the duration...
Click on 75h in Work in
 the Task Form
Type 56.25h, then click
 on [OK]
Click on 56.25h in
 Work, type 37.5h, then
click on [OK] to reset 4 Since the Units are fixed at 100% and we have changed the work to
56.25h the only variable that can change is the duration. The duration
the values has changed to 1.5 weeks (1 supervisor x 56.25h)

When a task is Fixed Unit:  If a task is set with a Fixed Unit task type,
 If you change the Duration, the Work will you can still adjust the number of units.
automatically update When you do this, Project will make changes
to the duration by default.
 If you change the Work, the Duration will
automatically update

WORKING WITH FIXED DURATION TASKS

There are some tasks that need their durations outside of your control. Since the duration is fixed,
fixed. Fixed Duration type tasks are normally changes made to these tasks don’t normally
ones where the duration won't or can't change interrupt the schedule. However, they often create
because the events that shape the task are problems of insufficient resources for the task.
Try This Yourself:

Same

File

Concepts_3.mpp...
 Click on the drop arrow for

Task type in the Task
Form, select Fixed
Duration, then click on [OK]
1
 Click on 100% in Units, type
200%, then click on [OK]
At first glance it appears as
though things have worked.
Units have increased, as
have the work hours.
However, a resource
problem indicator has
appeared next to the task
name suggesting that we
have an allocation
problem…
 Point to the red icon in the

Gantt Chart and read the
information provided
 Right-click on the indicator

and select Fix in Task
Inspector to display the
4 There is only 1 supervisor in the whole project. The message here
indicates that we’ve assigned 2 supervisors (200%) which obviously
Task Inspector panel on can’t be done.
the left side of the screen Three solutions are offered to us. We can:
1. Increase the duration – since work is now 75h the duration will need
 Click on [Reduce Work] to
restore the work back to
37.5h and the units to 100%
to be increased to 2 weeks.
2. Reduce the work – it can be no more than 37.5h.
3. Assign another resource.
 Click on Close in the top

right corner of the Task
Inspector panel to close it
You can click on any of these options and Project will make the
necessary adjustments.

When a task is Fixed Duration:  When the Task Inspector is instructed to
 If you change the Units, the Work will repair an over allocation of resources
automatically update problem by reducing the work, the units will
revert back to the available number of units.
 If you change the Work, the Units will not
change

MAKING MULTIPLE ASSIGNMENTS

Planning is one of the most important aspects of required before you set up your project. If you know
working with Project. Often tasks will require the resources that will be required, it is best to
more than one resource assignment. Careful enter them directly into the Task Form in one
planning should reveal to you what resources are operation.
Try This Yourself:

Open
exercise you MUST

File

Concepts_4.mpp...
 Click on Paint Building

A in the Gantt Chart
There are currently no
assignments here… 2
 Click in Resource
Name in the form, then
click on the drop arrow
and select Supervisor
The assignment still has
to be recorded. This is
done later after we’ve
added all of the
resources…
 Click directly below the

Supervisor in
Resource Name, then
click on the drop arrow 3
and select Painter
 Click in Units next to

Painter, then type 300%
This represents 3
painters working for the
entire duration…
 Click on [OK] to record

all of the assignments
Notice that there are
37.5h for supervisors,
and 112.5h for the
painters in work
5 Tip: In this example, the effort is 150h (i.e. 37.5 + 112.5 hours).

To make multiple assignments:  When making multiple assignments, Project
1. Click on the Resource Name drop arrow in a will record the total effort for the task only
blank row in the Task Form, then select the once the [OK] button is clicked. The effort is
desired resource simply the sum of all of the work.
2. Once all of the resources have been listed
click on [OK]

ADDING ADDITIONAL RESOURCES

There will be times when you need to make Depending upon the type of task you are working
adjustments to the current resource assignments with, this may have interesting implications for your
of a task. This can escape the original planning schedule. When implications become apparent
phase and occur for all manner of reasons. Project will provide you with options.
3
Try This Yourself:
Same

File

Concepts_5.mpp...
 Click on Paint Building B

in the Gantt Chart
 Click on the Resource tab,

then click on Assign
Resources in the
Assignments group
 Click on Supervisor, then

click on [Assign]
Let’s see what happens
when another resource is
assigned…
 Click on Painter in the

Assign Resources dialog
box, then click on [Assign]
An error indicator appears
at the top left of the task
indicating that there are a 4
couple of ways of handling
this…
 Click on the diamond to

display a list of options
 Ensure Increase the

amount of work but keep
the same duration is
selected to resolve the
problem
 Close the Assign

5 We want the supervisor and painter both to work 37.5h each and
the duration to remain at 1 week.

To assign additional resources to a task:  When you add a second resource to a task,
1. Click on the Resource tab and click on Project won’t know whether you wish to keep
Assign Resources in the Assignments the total effort at the original number of hours
group assigned to the first resource, or whether
both resources are to work for the same
2. Click on the desired resource and click on
number of hours – thereby doubling the
[Assign] – look out for error indicators
original total effort.

ADDING MORE OF THE SAME RESOURCE

If you add or remove resources using the diamond. When you click on the diamond, an
Resource Assignment dialog box, Project will action button with suggestions and strategies will
try and help you overcome potential problems or display. This doesn’t occur when you add
scheduling issues by displaying a yellow resources by typing directly into the Task Form.
3
Try This Yourself:
Open

File
the file Assignment

Concepts_6.mpp…
 Click on Paint Building A

– notice that it has 1
painter assigned to it

Resources in the
Assignments group
 Click on 100% under Units

in the dialog box, type
200%, then press
Because this is a Fixed
Units task, the total work
has remained at 37.5h and
the duration has halved.
But there is also the yellow
diamond in the task
name…
4
 Point to the error indicator,

then click on it to see
available options
The default in this case is
fine…
 Click on Change the

duration but keep the
amount of work the same
to confirm that the right
choice has been made
 Close the Assign

5 Tip: If you had selected Change the amount of work but keep the
duration the same at step 5, Project would have increased Work to 75h
and kept Duration at 1 wk.

To increase resources:  If you select Change the amount of work
1. Click on the Resource tab, then click on but keep the duration the same from the
Assign Resources in the Assignments yellow diamond list of options, Project will
group increase the Work accordingly but keep the
Duration the same.
2. Increase the current percentage shown for
the resource, then press

MORE RESOURCES IN MULTIPLE ASSIGNMENTS

Adding more resources to a task should normally It doesn’t know whether you are trying to shorten
reduce the duration of the task; however, Project the duration, or simply add more resources
has issues when you add more of one type of a because more work for a resource is required.
resource where other resources are also present.
Try This Yourself:

Continue using the
Same File

Assignment
Concepts_7.mpp...
 Click on Paint Building B

– notice that it has 1
painter and 1 supervisor
3
Resources in the
Assignments group
 Click on 100% for Painter

in the dialog box, type
200%, then press
Nothing appears to have
happened. Even though
the duration and the work
remain the same, Project
has stored the information
that there are now 2
painters working a total of 4
37.5h – in other words they
are job sharing doing only
18.75h each on the task…
 Click on the error indicator

for Paint Building B to
see the available options
 Select Change the

amount of work but keep
the duration the same


When adding resources in multiple  When you add an additional resource to a
assignments: task (such as a second painter), Project
1. Click on the Resource tab, click on Assign retains the original Duration and Work, and
Resources in the Assignments group, then simply splits the Work for the resource type
add the desired resources between the total number of that resource
2. Click on the yellow diamond for the task and (such as the two painters working only half
select the best option for your project time).

UNDERSTANDING EFFORT DRIVEN SCHEDULING

It is safe to assume that if you add another handled by two carpenters. However, should the
carpenter to a task that already has a carpenter, duration change if you add a labourer to that task?
then the duration of the task should reduce If the answer is yes, then you will need to consider
given that the same amount of work is now changing the task to effort driven.
Work Driven Scheduling

In Project, the terms work and effort apply to two very different things. Work is a measurement of the
time that it takes resources to complete what is required of them in a task. Work is usually measured in
hours, and the resource in a task that has the most work (hours) is the one that normally controls how
long the task will take (the duration).
In the example above we have a carpenter who requires 40h to complete the task and a supervisor who
requires 40h. The duration is determined by the longest amount of work, which in this case is 40h, and it
is calculated at 1 week (assuming a 40 hour week).
We’ve now added another carpenter and also a labourer. Adding the carpenter resulted in no change to
the amount of work – however, each carpenter job shares and works only 20 hours. The duration hasn’t
changed because the supervisor had the greatest amount of work after the second carpenter was
added. When we subsequently added a labourer, Project assumed that the labourer would work the
duration of the task (40 hours).
Effort Driven Scheduling
Using the same example above we get a very different result when we convert the task to Effort driven
before making the changes. When we convert the original task to effort driven, Project totals all of the
work to derive an effort value. In the original schedule effort will be 80 hours (40h + 40h). If we now add
another carpenter and then a labourer the work values appear as shown:
Here the 80 hours of effort remain constant. Since the carpenters are both job sharing they are counted
as 1 resource, not 2. Therefore, there are 3 resources counted here (1 job-sharing carpenter, 1
supervisor, and 1 labourer). Dividing the total effort (80 hours) by 3 provides work hours for each
resource (26.67h), and since this is now the longest work value it controls the duration. Here all
resources share the effort. Since the effort is fixed, the more resources, irrespective of type, we throw at
the task the shorter the task takes to complete.

WORKING WITH NON EFFORT DRIVEN TASKS

By default, new tasks are created as non-effort of the task. This allows you to freely assign
driven. In other words, the duration calculations additional resource types without impacting too
are determined by the individual resource much on the workloads of the other resources.
workloads as opposed to the total work (or effort)
Try This Yourself:

Open File
exercise you MUST

open the file
Assignment
Concepts_8.mpp…
 Click on Build the front

walls – notice that a
carpenter and a
labourer have been 1
assigned to the task for
6 weeks
 Click on the Resource

tab, then click on
Assign Resources in
the Assignments group
 Click on Electricians,
then click on [Assign]
Here the total hours of
work have been
increased from 480h to
720h but the duration
remains intact… 4
 Click on the error

indicator in Build the
front walls to see a list
of available options
 Click on Increase the

amount of work but
keep the same
duration to accept the
default changes

5

To work with a non-effort driven task:  The total work (the sum of all of the work
1. Ensure that the Effort driven setting in the required by the resources) is the same as the
Task Form is not ticked task effort. When tasks are not driven by
effort the amount of total work can freely
2. Enter assignments as required
increase.

WORKING WITH EFFORT DRIVEN TASKS

If assigning additional resources to a task will you mark a task as Effort driven the total work
affect the duration, then the task should be times of the task are summed to create an effort
marked as effort driven. This is done by ticking value which is then used to control the overall
the Effort driven setting in a Task Form. When duration as the resources are updated.
Try This Yourself:

Same

File

Concepts_9.mpp...
 Click on Build the back

walls – notice that a
carpenter and a labourer
have been assigned for 6
weeks 2 This now sets up a total effort of 480 hours (240h + 240h)…
 Click on Effort driven in the

Task Form so it appears
ticked, then click on [OK]
 Click back on Build the back

walls, click on the Resource
tab, click on Assign
Resources in the
Assignments group, click on
Electricians, then click on
[Assign]
The duration will decrease to
4 weeks because the 480
hours of effort is now being 4
done by 3 resources rather
than 2 meaning that each
resource only needs to work
160 hours…
 Click on the error indicator in

Build the front walls to see
a list of available options
 Click on Reduce duration

but keep the same amount
of work to accept the default
changes

Resources dialog box 5

To make a task effort driven:  Effort driven is really only relevant for tasks
1. Click on Effort driven in the Task Form so it that have more than one resource
appears ticked assignment. With only one assignment
duration is automatically recalculated when
2. Click on [OK]
work or units change.

RESOURCE ASSIGNMENT SUMMARY

A lot of theory has been covered in this particular more familiar and probably more logical as you
chapter relating to scheduling and the use of work through your own projects.
resources. Below is a summary of the key points.
Much of what we’ve addressed here will become
Resource Assignment Calculations

Resource assignment calculations in Project are based on three elements – duration, work, and
resource units. In the equation, duration will be adjusted first where possible, then units, then work. The
calculation can be algebraically re-defined as follows:
Work = Duration x Units
Duration = Work ÷ Units
Units = Work ÷ Duration
Work is normally shown in hours, and Units (the number of resources) as percentages.
Task Types
Tasks must be assigned one of three possible types – Fixed Units, Fixed Duration, or Fixed Work. As
a default a new task is created as Fixed Units. The type assigned to a task determines the scheduling
calculation that will be performed by Project on the task.
Symbols
It can be easy to become frustrated with Project’s scheduling methodologies. Watch for symbols such as
the over-allocation symbol that appears in red in the information column on a task sheet, or the small
triangle that indicates an Action Button is available to guide you through an issue. These symbols and
icons can usually be clicked or right-clicked to reveal automated actions or inspectors that offer advice.
Consider using the Assign Resources dialog box for entering resources, as this dialog box will trigger
Action Buttons for you.
Effort Driven Scheduling

Effort driven scheduling is where the total work effort of a task remains fixed irrespective of how many
resources you assign to the task. The total work effort is derived by adding together all of the work done
by the resources.
Since the total work remains fixed the duration of the task will be shortened when you add more
resources and lengthened as you take them away.
Effort driven scheduling is turned off by default in Project 2016.
As a rule, if you have a task where the duration should reduce, the more resources (of any kind) that you
assign to it, then it should be set up as an effort driven task.
Adjust Your View

When allocating resources to tasks, adjust the views of your project to provide as much information and
easy access to features as possible. While you are beginning, we suggest splitting the screen so that a
Gantt Chart appears at the top and a Task Form appears below. The Gantt Chart will allow you to see
your tasks in a task sheet on the left, and as a timeline to the right – the timeline is a great way to
perceive scheduling changes. The Task Form at the bottom provides an easy way to adjust resource
allocation details. You can use options on the Format tab to modify the settings in the Task Form.

CHAPTER 8
INFOCUS
ASSIGNING RESOURCES
Once you have entered tasks and resources into a project, you can use the
resources and assign them to the tasks. There are a number of benefits to
assigning resources, particularly clarifying responsibility, knowing how long it
will take to complete a task and knowing how much the task will cost.
Project allows you to enter resources in a number of ways and using a
number of techniques. For example, you can assign resources through a form
view, a sheet view and even through a dialog box. The technique you use is
determined largely by your own personal preferences.
More than one resource can be assigned for any given task. However, as you
will see, care needs to be exercised to ensure that you assign resources at
the appropriate time and in the correct way, otherwise scheduling problems
may ensue.
You can also assign resources on a part-time basis, perhaps to share the
same resource across more than one task. Project is also flexible enough to
allow you to contour resource assignments.
 learn how to create simple assignments using a split view

 learn how to assign part time resources
 gain an understanding of contouring resource usage
 learn how to specify resource usage
 learn how to apply a default contour
 learn how to modify usage hours along an existing
contour
 learn how to enter work times for several resources
 learn how to resolve resourcing problems
 learn how to assign resources using Task Information
 learn how to assign resources in a sheet
 learn how to assign resources that aren't in the pool
 gain an understanding of assigning resources in a wider
range of tasks.
© Watsonia Publishing Page 99 Chapter 8 - Assigning Resources

SIMPLE RESOURCE ASSIGNMENTS

Split views where a Gantt Chart is displayed in used in a task. With this view you can see the
the top pane and a task form in the lower pane immediate effect on a Gantt bar of assigning
are useful for making resource assignments. The resources.
lower pane allows you to display the resources
Try This Yourself:

Before starting this exercise you
Open
File
MUST open the file

Assignment_1.mpp...
 Click on the View tab, then click

on the top half of Gantt Chart in
the Task Views group
 Click on Details in the Split

View group to display a task
form, then click and drag the
3 The Task Form (at the bottom of the split view) here shows Units and
Work. If your form is different to the one shown here, click in the form,
bar dividing the Gantt chart and click on the Gantt Chart Tools: Format tab, then click on Resources &
the task form up towards the Predecessors in the Details group.
top of the screen
 Click on the task name Create 6

architectural plans in the
Gantt Chart
 Click on the Resource tab, then

click on Assign Resources in
the Assignments group to
open the Assign Resources
dialog box
 Click on Architect in the dialog

box, then click on [Assign] to
assign one architect
 Click in Units for Draftsperson

in the dialog box, type 200%,
then click on [Assign]
One Architect working full-time for the 3 week duration will
work 112.5 hours (37.5 x 3). Two Draftspersons working
full-time for the 3 week duration will work 225 hours (37.5
 Click on Create architectural
plans in the Gantt Chart, then
click on the yellow diamond
x 3 x 200%)
action button to display a list of

options
 Select Increase the amount of

work but keep the same
duration

To create simple resource assignments:  If you are happy with the result of the Work,
1. Display a split view with a Gantt Chart in the Duration and Units after you’ve made an
top and a Task Form at the bottom assignment, you don’t have to click on the
yellow diamond action button to confirm what
2. Display the Assign Resources dialog box
Project has done.
(Resource tab > Assign Resources)
3. Assign the desired resources

ASSIGNING PART TIME RESOURCES

Not all resources will be required to work full-time percentage less than 100% in Units. For example,
on a task. Quite often you will need to assign a in the Create architectural plans task we need
resource on a part-time basis. Assigning some part time work done by the clerk.
part-time involvement is done by specifying a
3
Try This Yourself:
Continue using the
Same File

file
Assignment_2.mpp...
 Ensure that the Create

architectural plans
task is still selected in
the Gantt Chart and that
the Assign Resources
dialog box is displayed
 Click on Units for

Building Clerk in the
Assign Resources
dialog box
 Type 25%, then click on

[Assign]
 Click on Create
architectural plans in
the Gantt Chart, then
click on the error
indicator to display a list
of options
4 The question really being asked here by Project is do you want to
 Select Increase the
amount of work but
keep the same
make the calculation based on effort? For example, if you opt to
reduce the duration Microsoft Project will perform an effort-based
calculation as follows:
duration New Duration = (Existing hours / new number of resources) x Existing
Duration
 Click on [Close] to
close the Assign
Thus the new duration would be calculated at 103.85 hours or 2.77
weeks, i.e. (112.5 / 3.25) x 3.

To assign part-time resources:  It is recommended that you to click on an
1. Click on Units for the resource in the Assign error indicator even if you intend on simply
Resources dialog box selecting the default, in order to clear it away
and minimise clutter in your project.
2. Type a percentage that represents the part
time component (e.g. 25%), then click on
[Assign]

UNDERSTANDING WORK CONTOURING

Each resource has a resource work pattern which hours which have been assigned. You can apply
is defined as the division of work by a resource work amounts by manually adjusting the hours or
over the duration of the task. Project allows you by applying one of the built-in contours.
to shape the work amounts by adjusting the
The Resource Work Pattern

Project normally assigns a flat work pattern for resources over the duration of a task. This simply means
that an equal number of hours per day are assigned over the duration of a task.
If a plumber had to work for 20 hours over five days on a task, Project would calculate the resource work
pattern as shown in the table.
Resource Units M T W T F Total

Plumber 50% 4h 4h 4h 4h 4h 20h
Project allows you to assign a contour type to the task that the resource is working on. Contour refers
to the shape the work would appear in if it were charted on a graph; for example, a flat work pattern as
described above would display on a bar chart with all of the bars at the same height, as the same
amount of work is being done each day. You can choose other contour types in order to specify that
different amounts of work should be done each day. Project will then calculate the hours to assign daily
based on the contour type. The contour types are shown in the following table.
Icon Contour Type Description

Back Loaded More hours toward end of task
Front Loaded More hours toward front of task
Double Peak Two peaks in the middle of the task
Early Peak An early peak in the task
Late Peak A late peak in the task
Bell More hours toward the centre of the task
Turtle A plateau of more hours toward the centre of the task
The table below shows an example of the resource work pattern with a front loaded contour type
assigned.
Resource Units M T W T F M T W T F Total

Plumber 50% 4h 4h 3h 3h 2h 1h 1h 1h 1h 0h 20h
The useful thing about contouring is that you can edit the hours entered by Project and apportion them
exactly as you need.

SPECIFYING RESOURCE USAGE

In our case study, the architect is required to complete and submit the plans, then three hours at
submit plans for approval. While the task duration the end to collect the permits and approvals. We’ll
is currently one month, the architect is only use a front loaded contour to see whether this will
required for eight hours – five hours at the start to help us.
Try This Yourself:

Continue using the
Same

File

Assignment_3.mpp...
 Click on the Submit

plans for approval task
under the Planning
summary task, click on
the Task tab, then click 2
on Scroll to Task in the
Editing group to scroll
the timeline to this task

for Task Type in the
Task Form and select
Fixed Duration, then
click on [OK]
Since permit approvals
are largely out of our
control and we know that
it will take a month, we
should fix its duration...
4
 Click in Resource
Name, then click on the
drop arrow and select
Architect
Click in Work, type 8h,
 then click on [OK]
The Architect has only to
complete some forms
and take them to Council
at the beginning of the
task, then pick up the
permits and approvals at
the end of the task

To specify resource usage:  It is important to fix the duration of most
1. Select the task tasks that you wish to contour. If you don’t,
the duration will be probably changed by
2. Fix the duration of the task
Project.
3. Enter an assignment and change the Work
to the total hours the resource will work

CONTOURING WORK HOURS

If you want to contour a task in very precise work amounts in the timesheet area or the Task
measures you can by-pass automatic contouring Usage or Resource Usage view.
and insert work hours directly into the Task
Usage sheet. This can be done by editing the
3
Try This Yourself:
Continue using the
Same

File

Assignment_4.mpp...
 Click on the Submit plans

for approval task under
the Planning summary
task, click on the View
tab, then click on the drop
arrow for Details in the
Split View group and
select Task Usage
 If necessary, scroll the

task timeline until you can
see the work for the task
 Double-click on Architect
in the Task Usage pane
to display the
Assignment Information
dialog box
 Click on the drop arrow for

Work contour and select
Front Loaded, then click
4 Notice the work hours have dropped from 8 hrs to 4.8 hrs.
on [OK]
Project will now attempt to
load more work hours at
the beginning of the task.
A Front Loaded icon will
appear next to the
resource name in the
Task Usage view...
 Click on the right scroll

arrow of the timeline and
notice how the hours The problem here is that Front Loading doesn't really reflect the way we
5
gradually diminish want the hours to be. The Architect will spend 5 hours on the first day
submitting the plans, then 3 hours on the last day collecting permits.
We will therefore edit the values and adjust them to what we need.

To apply a default work contour:  As part of the contouring algorithm used in
1. Double-click on a resource to display the Project, the work hours will be recalculated
Assignment Information dialog box so that the contouring can be
accommodated.
2. Click on the drop arrow for Work contour
and select the desired contour
3. Click on [OK]

ASSIGNING SPECIFIC WORK TIMES

To take proper control of contouring you should you can insert hours as required. Using the contour
enter your own times into the Task Usage sheet. shape as a guide, we’ll now insert hours as we feel
Choosing a default contour from Project’s options they should be carried out.
can provide you with a starting point from which
Try This Yourself:

Continue using the
Same File

file
Assignment_5.mpp...
 Ensure that Submit

plans for approval
under the Planning
summary task is 2
selected in the top pane
 In the Task Usage

sheet in the lower right
pane, click on 0.4h for
Monday, May 27, type
5h as shown, then
press to move to
the next entry
 Repeat step 2 and

change all of the dates
from Tuesday, May 28,
to Thursday June 20
3
to 0
 Ensure that you are

currently at 0.03h for
Friday, 21 June, type
3h, then press

To change specific work usage:  Watch how the Work hours change as you
1. Display the Work Usage timeline modify the usage hours. Ensure when you
have finished that the adjusted usage hours
2. Type the desired hours into the relevant
equal the Work that you require to be done.
dates to achieve the work usage you need

WORK TIMES FOR MULTIPLE ASSIGNMENTS

Sometimes one resource on a task needs to work The draftsperson is required to create the original
at the start and another towards the end. In our quantity specifications and the clerk is required to
case study, the task of Ordering materials falls raise the orders based on these specifications.
upon both the draftsperson and the building clerk.
Try This Yourself:

Continue using the
Same File

file
Assignment_6.mpp...
 Click on the Order

materials task under
the Planning summary
task in the Gantt Chart, 3
click on the View tab,
arrow for Details in the
Split View group and
5 Draftsperson Clerk
click on Task Form to
display the Task Form Mon 24/6 7.5h 0h
in the lower pane
Tues 25/6 7.5h 0h
 In the Task Form, click

on the drop arrow for
Task type and select
Wed 26/6 7.5h 0h
Fixed Duration, then Thur 27/6 7.5h 0h

click on [OK] Fri 28/6 7.5h 0h
 Click in Resource
Name and enter a
Draftsperson for
Mon 1/7 7.5h 3.75h
Tues 2/7 3.75h 7.5h

48.75h of Work and a
Building Clerk for Wed 3/7 0h 7.5h
18.75h of Work – click
on [OK] when these
have been entered
 Click on the View tab,

arrow for Details and
select Task Usage to
see the usage again
 Enter the hours for the

two resources as shown

To enter work times for several resources:  A material resource can also have its work
1. Fix the duration of the task and enter the amounts manually contoured. This will give a
Work hours for relevant resources better indication of the distribution of the
quantity of materials over the duration of the
2. Change the view to Task Usage and enter
task.
the work hours on the timeline

PROBLEM ASSIGNMENTS
When working with Project, it is easy to overlook of the GBWU – this union has negotiated that they
some details while focusing on others, potentially don't work on Fridays. So, what happens when we
causing problems later on. The fencing contractor assign this resource to a task which falls on a
in our case study uses labour who are members Friday?
Try This Yourself:

Same
File

the file Assignment_7.mpp...
 Click on the View tab, then

click on the drop arrow for
Details in the Split View
group and select Task Form
 In the Gantt Chart, scroll to

and click on the Erect
fencing task under the Site
3 The Gantt bar now stretches over 4 working days, whilst the duration still
shows 3. The contractor requires 3 days (3 x 7.5h = 22.5h) to complete
the task. But since the contractor doesn’t work on Fridays it will take an
Works summary task extra day to complete the task.
 In the Task Form, click in

Resource Name, click on the
drop arrow, select No Barrier
Fencing, then click on [OK]
 Double-click on No Barrier
Fencing to display the Task
Information dialog box, click
on the General tab, then click
on [Change Working Time]
to open the Change Working
Time dialog box
 Click in Name in Exceptions,

type Additional work day
and change the Start and
5
Finish days to 5 July 2019
 Click on [Details] to see the

Details dialog box, click on
Working times and adjust
the hours as shown
 Click on [OK] in all three open

dialog boxes 6
The task will now finish on
Here we’re effectively adjusting the resource calendar so that
Monday, 8 July the fencing contractor will work on a Friday – but only Friday
July 5, 2019.

To change resource working time:  When a resource is created, one of the
1. Double-click on the resource name, then pre-existing calendars in the project is
click on [Change Working Time] assigned to it. The calendar belonging to the
resource becomes what is known as the
2. Make the necessary changes to the calendar
resource calendar. Any changes made here
and working time
remain only with the resource in which the
3. Click on [OK] change was made.

ASSIGNING RESOURCES IN TASK INFORMATION

Project has an information dialog box each for picture of each aspect of a project. You can also
tasks and resources. These boxes provide use a Task Information dialog box as a means of
access to the various fields for either the task or entering resource assignments.
the resource and present virtually a complete
Try This Yourself:

Continue using the
Same

File

Assignment_8.mpp...
 Double-click on the Erect

site buildings task under
the Site Works summary
task to display the Task
Information dialog box,
then click on the
Resources tab
 Click in the blank cell

beneath Resource Name,
click on the drop arrow and
2
select Supervisor, then

click in the next line
 Click on the drop arrow

and select Carpenter
 Click in Units and type

400%
 Click on the line beneath

Carpenter, then click on
the drop arrow and select
Labourer
 Click in Units and type

800%
 Click on [OK] to record the

assignments in the project
6

To assign resources using Task Information:  The Assign Resources dialog box is handy
1. Double-click on the task, then click on the for entering single resource assignments.
Resources tab However, each time you click [Assign] all of
the scheduling is recalculated. With multiple
2. Select a resource from Resource Name
assignments it is better to use the Task
3. Type the appropriate amount of units Information dialog box where the scheduling
4. Click on [OK] is updated only after [OK] is clicked.

ASSIGNING RESOURCES IN A SHEET

If you are familiar with spreadsheets, you might way of seeing the assignments of more than one
find it easier to assign resources using the Task task at a time.
Sheet view. It can be a very quick way of
assigning resources and provides a convenient
Try This Yourself:

Continue using the
Same

File

Assignment_9.mpp...
 If a split view is displayed,

double-click on the
dividing line between the
1
Gantt Chart and the Task
Form to remove Task
Form view, then change
the view to a Task Sheet
(View tab > Other Views
> More Views > Task
Sheet) with an Entry
table (View tab > Tables
> Entry)
 Point to the border

between the Resource
Names and Add New
2
Column headings, then

double-click to widen the
Resource Names column
 Click in the Resource

Names cell for Clear and
level site, then click on
the drop arrow to see the
resource list
4
 Click on Driver, Grader,

and Supervisor so they
appear ticked, then press
 Click in the text until the

edit cursor appears, edit
the entries as shown, then
press to complete
the edits
5

To assign resources in a sheet:  You can choose to type the resource names
1. Display a Task Sheet with an Entry table into the cell rather than use the drop arrow
and selection method.
2. Click in the Resource Name cell and click
on the drop arrow
3. Click on all of the required resources and
press

ASSIGNING RESOURCES YOU DO NOT HAVE

While we don’t recommend it, there may be times minimum of information so that you can continue
when you need to add a new task and assign a assigning resources without needing to update the
resource that isn’t in the pool. Microsoft Project resource pool.
allows you to add an unknown resource with a
Try This Yourself:

Continue using the
Same

File

Assignment_10.mpp...
3
 Click in the Resource
Names cell for the
Prepare drainage
infrastructure task
 Type Supervisor [50%],

Plumber [200%] and
press
 Type Supervisor [50%],

Electrician [300%] in the
Prepare cabling
4
infrastructure task and

press
 Click on the View tab,

then click on Resource
Sheet in the Resource
Views group
Notice the new resources
appear over-allocated… 5
 Click in Max for

Plumber, type 200% and
press
As soon as you press
the bold red will
disappear because there
are enough resources in
the pool to fulfil the
commitment... 6
 Type 300% in Max for

Electrician and press

To assign resources you don’t have:  The technique for adding resources that
1. Type the name of the resource into the aren’t in the pool works for any of the
appropriate location assignment methods. You simply type the
name of the resource and the required units
2. Change to a Resource Sheet view
– however, you’ll need to update the
3. Update the units to at least match those resource details at a later time.
required in the project

THE CASE STUDY RESOURCES

Resource assignment requires care and attention the assignment methods and techniques you prefer
to detail and the best way to learn this is through assign the resources to the remaining tasks as
practise. Our case tasks still require a great deal shown below.
more resource assignment. Using whichever of
Pour foundations Rock Solid Concrete

Erect steelwork Supervisor [50%], Rigger [600%], Boilermaker [600%], Welder [500%],
Labourer [600%], Driver [200%], High Jib Crane, Utility
Erect wall Supervisor [50%], Carpenter [700%], Labourer [400%], Driver, Grader, Air
Compressor, Electrician [75%], Plumber [25%]
Install roofing superstructure Supervisor [50%], Rigger [500%], Boilermaker [500%], Welder [300%],
Labourer [500%], Driver [200%], High Jib Crane, Utility, Air Compressor,
Plumber [50%]
Install roof retracting Supervisor [50%], Welder, Boilermaker [200%], Rigger [200%], Electrician
mechanism [200%], Driver, High Jib Crane
Erect seating tiers Supervisor [50%], Carpenter [800%], Welder [200%], Boilermaker [200%],
Labourer [500%], Driver, Utility, Air Compressor
Fit Out
Fit all windows and doors Carpenter [500%], Labourer [200%]

Install electrical cabling Electrician [300%], Labourer [200%]
Install electrical fittings and Electrician [300%]
fixtures
Install all plumbing Plumber [200%], Labourer [200%]
Install plumbing fixtures and Plumber [200%]
fittings
Lay astro turf Pure Grass Turf
Erect handrails and fencing Welder [400%], Boilermaker [200%]
Paint rooms, fixtures, fittings, Painter [500%]
etc.
Install PA system Listen Ear Audio
Install video imaging In Focus Video
equipment
Fit out control room Electrician [200%], Listen Ear Audio, In Focus Video
Commissioning
Test roof mechanism Supervisor, Electrician [200%], Rigger

Test PA system Listen Ear Audio
Test video imaging equipment In Focus Video
Test control room equipment Supervisor, Listen Ear Audio [20%], In Focus Video [20%], Architect,
Electrician [200%]
Obtain official occupancy Architect, Building Clerk, Supervisor
certificates
Obtain safety certification

NOTES:

CHAPTER 9
INFOCUS
PRINTING
Project allows you to print what is currently on the screen.

In Project you can move your project information from the screen to
paper by either creating a report, or by printing the current view.
The easiest method is to print the current view. You can print the
contents of any view, except for a form view.
To do this you need to spend some time setting up the view exactly
as you want it to appear on paper. You need to choose the
appropriate view, a relevant table if applicable, and appropriate
filters and sort orders of the data.
Fortunately, you can preview a print before committing it to paper –
and this is very strongly recommended. Previewing a view allows
you to see how it will appear on paper and it can save reams of
wasted paper.
Form views however cannot be printed. If you have a split view, one
pane can be printed at a time. However, if one pane is a form view
this will not be printed.
 gain an understanding of printing in Project

 learn how to preview print jobs before actually printing
them
 learn how to select a printer for printing
 learn how to print a Gantt chart
 learn how to print a sheet view
 learn how to print a list of tasks for a resource
 learn how to print a list of resources required for a task.
© Watsonia Publishing Page 113 Chapter 9 - Printing

UNDERSTANDING PRINTING
Printing, in its simplest form, means producing a printing only requires a printer which converts the
paper copy of what you have created on the electronic version into letters and other graphics on
computer screen. Early forms of printing required a page. Before you commit to printing to paper,
typesetting, printing presses and ink. These days there are a few things to consider.
Resisting The Urge To Print

These days printers are very cheap, easy to install and easy to use. While computers were
supposed to reduce the amount of paper and introduce a paperless age, in reality they have made it
easy to go through pages and pages of paper while we review and modify the data. If you take some
time to think the following things through, you may well reduce the amount of paper and ink or toner
that you go through, which will both save you money and reduce the impact on the environment.
Draft Versus Final

The first thing to consider is why you are printing. If you just want to review the layout and proof the
numbers, there is a good case for printing only a draft copy of the data. This uses less ink and in
some cases prints more quickly than a best-quality copy. If you have a colour printer, then you can
often choose to print in greyscale, saving the more expensive colour ink for later. If it’s the final copy
that you want to print, then you should make sure you’ve previewed the output so that you don’t
waste ink, time, paper and patience.
When Printing Isn’t Printing

Traditionally, printing referred to creating a hard copy of the data, meaning a copy of the data on
paper. These days, printing can also be used to create an electronic version of the data, known as a
soft copy. For example, you can print to the Microsoft XPS Document Writer and create an XPS
version of the file, or use the Export features to create a PDF (portable document file) version of the
workbook.
Knowing What To Print

Before attempting to print from Project you need to be aware and understand exactly what you are
printing. Do you want to print only a part of a project (such as all of the tasks within a summary task),
the entire project, or maybe a list of all of the project’s resources? As a default Project assumes that
you wish to print everything in the current project, and that’s what you’ll get if you choose the
simplest and easiest way to print in Project.
Knowing Where To Print

Even though it may appear like it, printing is not handled by Project, but rather through the operating
system of your computer. With the operating system you install printers on your computer – these
printers may be sitting on the table next to your computer, or may even be a fair distance away in
another room or on another floor and connected via your network. Once a printer has been installed
on your computer it will become available for printing your Project data. One of the installed printers
on your computer will be set up as the default printer. The default printer is the printer that appears
in the Print dialog box when you access the printing operation. It’s the printer that will be used
unless you select another one.
Knowing When To Print

When you tell Project to print, it must somehow convert what appears on a screen into a logical,
legible equivalent on paper. Naturally, if your data spans across dozens of rows or columns it won’t
print easily on one sheet of A4 paper. As a consequence, there will be breaks in the printing as it
spans across several pieces of paper – and these breaks may not necessarily occur where you want
them. So before you print anything on paper it is a good idea to use Print Preview to see on the
screen exactly how the data will print before you send it to the printer. Print Preview provides a way
of seeing how the data will look when it’s printed without actually printing it. You should always
check Print Preview before sending any data to a printer.

PREVIEWING BEFORE YOU PRINT

You would hope that what you see on your many columns, or wide columns? How will Project
screen is what you get when you print out on render this to paper? If you are not sure how your
paper – and generally this is the case. But what project data will print it is a good idea to preview
happens if you have a large number of rows, or the print data on the screen first.
Try This Yourself:

Open
File

the file Printing_1.mpp...
 Click on the File tab to

display the Backstage
view, then click on Print
The Print options are
displayed on the left and
Print Preview on the right.
Print Preview shows you
how the worksheet data
will appear when printed
on paper…
 Click on the Actual Size

tool at the bottom-right to
zoom in 2
You can use the scroll

bars if necessary to move
around the page when
zoomed in. Clicking on the
Zoom to Page tool will
zoom in and out…
 Click on the One Page

tool to zoom out
 Click on the Multiple

Pages tool next to the
Zoom to Page tool to
display all of the pages in
the project
We won’t actually print at
this point so let’s exit out…
 Click on the Back arrow

to close the preview and
return to the worksheet
4

To preview before printing:  After you have previewed or printed you may
1. Click on the File tab notice dotted lines in your worksheet – these
lines are page boundaries that indicate
2. Click on Print to see a preview of your
where pages will break.
worksheet

SELECTING A PRINTER
When you perform any printing operation, Project while working in the current session of Project.
must be told which printer to use. Unless you Should you wish to use a different printer you can
specify otherwise Project will use the Windows do so using the Printer drop list which allows you
default printer or the last printer you specified to choose from any printer installed in Windows.
2
Try This Yourself:
Continue using the
Same

File

file Printing_1.mpp...
 Click on the File tab

to open the
Backstage view,
then click on Print
 Click on the drop

arrow under Printer
to see a list of
available printers
 Select the name of

the printer that you
wish to use, or click
on the drop arrow
under Printer again
to close the list 3
Ensure that the
printer you have
chosen is turned on,
connected and ready
to use – it will say
Ready underneath
the printer when this
is the case.
You could print at
this point, or return to
your project, but we
will continue the next
exercise from here…
 Click on the Back

arrow to close the
preview and return to
the project

To select a specific printer:  The list of printers on your computer will
1. Click on the File tab, then click on Print differ from the one shown above. The list of
printers will show all printers installed for use
2. Click on the drop arrow under Printer and
on your computer and could include the
select the desired printer
printer on your desk as well as the one
connected via the network two floors below
where you currently are.

PRINTING A GANTT CHART

One of the more popular printouts is a Gantt count will indicate the number of pages that will be
chart. Before you print a Gantt chart, you will printed. There are view buttons at the bottom right
need to set it up and then preview it on the of the preview pane for seeing and zooming pages.
screen. When you preview a printout a page
Try This Yourself:

Continue using the
Same

File

Printing_1.mpp...

then click on Gantt
Chart in the Task
Views group
 Click on the File tab,

then click on Print to
see the print settings
and a preview
 Click on Multiple Pages

at the bottom right of the
preview to see all of the
2
pages
 Point to any page and

click once to zoom in on
that page
Let’s print only those
tasks for the first
calendar month of the
project…
 Click on the date in To,

type 28/5/19 and press
to update the
preview
 Ensure that your printer

is ready to print, then
click on [Print]
If you do not wish to
print, click on the Back
arrow 3

To print a Gantt chart:  The page count indicator at the bottom of the
1. Display the Gantt Chart, click on the File print preview in the Backstage indicates
tab, then click on Print which page you are currently viewing.
2. Specify the pages or dates you wish to print
3. Click on [Print]

PRINTING SHEET VIEWS

A sheet view printout is just as informative as a will appear on paper as it does on the screen. You
Gantt chart printout. Remember, there are a can choose the appropriate table, then format it so
number of sheet views, each dictated by a that the correct data is available for the print out.
particular table. When you print a sheet view it
Try This Yourself:

Continue using the
Same

File

Printing_1.mpp...

in the Task Views group 3
and select Task Sheet
 Click on Tables in the

Data group and select
Cost
 Point between the column

headings for Task Name
and Fixed Cost, then
double-click to perform a
best fit
 Repeat step 3 for other

columns that need fitting
 Click on the File tab, then

click on Print to see a
preview of the sheet
 Click on Print Specific

Dates (below Settings on
the left) and select Print
Entire Project 5
 Click on Portrait
Orientation and select
Landscape Orientation
 Ensure that your printer is

ready to print, and click on
[Print]
If you do not wish to print,
click on the Back arrow

To print a sheet view:  Prior to printing a sheet view, you can format,
1. Display the sheet in the project, ensuring all hide or even move columns so that just the
columns are visible correct amount of data is made available for
the printout.
2. Click on the File tab, then click on Print
3. Specify the pages or dates you wish to print
4. Click on [Print]

PRINTING TASKS FOR RESOURCES

Once you have mastered the skills in printing you view where the top pane shows the resources in
can concentrate on developing some useful the project, while the lower pane lists the tasks
printouts. One of these is a jobs list for your undertaken by the resource that is currently
resources. This can be done using a combination selected in the top pane.
Try This Yourself:

Continue using the
Same

File

Printing_1.mpp...

then click on Resource
Sheet in the Resource
2
Views group
 Click on Details in the

Split Views group so it
appears ticked, then click
on the drop arrow for
Details and select Task
Sheet to see a task sheet
in the lower pane
 Click on Supervisor in
the top pane to see all of
the tasks for this resource
in the lower pane
5
 Click in the lower pane,
then, on the View tab,
click on Tables in the
Schedule
 Double-click between the

column headings to
re-size them where
necessary
 Click on the File tab, then

click on Print to see a
preview of the tasks
worked by the supervisor
 If you wish, print the

listing

To print tasks for a resource:  Printing tasks for a resource produces a
1. Set up a split view with resources at the top quick and rough task list. When you print the
and tasks at the bottom tasks using this technique there is no
mention of the resource you are printing the
2. Click on the desired resource in the top
tasks for. Project has reports that are more
pane, then click in the lower pane
appropriate for more formal documents and
3. Click on the File tab, then click on Print printing.

PRINTING RESOURCES FOR TASKS

Another useful printout is the opposite of the sheet is required to create this printout. The top
tasks for resources printout. In this printout you pane shows the tasks while the lower pane shows
print a list of resources for a particular task. the required resources.
Again, a combination view set up with the correct
Try This Yourself:

Continue using the
Same

File

Printing_1.mpp...
 Click in the top pane,

click on the View tab,
then click on Gantt
Chart in the Task
Views group 4
 Click on the Erect site

buildings task
 On the View tab, ensure

Details in the Split
View group appears
ticked, then click on the
drop arrow for Details
and select Resource
Sheet to display a
resource sheet in the
lower pane
 Click in the lower pane,

then on the View tab
click on Tables in the
Cost
 Click on the File tab,

then click on Print to
see a preview of the
resources required for 5
the task
 If you wish, print the

listing

To print resources required for a task:  There’s not a lot of choice in the way of
1. Set up a split view with tasks at the top and resource tables. However, you can actually
resources at the bottom build your own custom tables to printing
quick and dirty lists of resources required for
2. Click on the desired task in the top pane,
a task.
then click in the lower pane
3. Click on the File tab, then click on Print

CHAPTER 10
INFOCUS
GETTING HELP
The interface in Project can be confusing and complex for newer

users. As a result, there may be aspects that you don’t quite
understand or require assistance with. This is where Help comes in
handy.
 gain an understanding of how Project Help works

 learn how to use Tell Me
 learn how to access the Help window
 learn how to navigate the Help window
 learn how to use Google to search for help
 learn how to print a help topic
 gain an understanding of alternative sources of help.
© Watsonia Publishing Page 121 Chapter 10 - Getting Help

UNDERSTANDING HOW HELP WORKS

Office contains help facilities and options for you the ribbon or click on the Help tool in certain dialog
to use. The main access point for help is the boxes.
Project Help window. This window appears
when you press , point to some commands on
1
2
Tip: Microsoft’s help

system tends to be
dynamic as it is
relatively easy for
Microsoft to change or
update its web-based
3 content. As a result,
your Project Help
window may look a little
different to the screen
shown here.
 Help tools These tools are provided to make working with the Project Help window easier. They
include Back and Forward buttons you can use to step through topics you’ve
researched and a Print button. You can quickly return to the Project Help home
screen by clicking on Home. You can even magnify the text if it is too small by clicking
on Use Large Text.
 Search
box
You can use the search box to specify the information you wish to find. Simply type
the topic name or term you require help with or information on and press .
 Top
Categories
These are a list of commonly searched topics that may be related to the subject on
which you wish to find information. When you click on the plus icon next to one of
these, all help articles related to that general function or topic will appear listed.
By clicking on the pin icon known as Keep Help on Top/Don’t Keep Help on Top
 Pin icon
you can pin the Project Help window so that it stays open even while you are working
on your worksheet. Once you have selected Keep Help on Top, the pin icon will
change to Don’t Keep Help on Top so you can easily turn off this feature again.

USING TELL ME
The Tell Me feature available in Project is task, you can type keywords or a phrase into the
designed to provide users with fast and efficient Tell me what you want to do box in the ribbon
access to help. If you can’t find a tool you wish to and Project will provide a list of suggestions.
use or you can’t remember how to perform a
Try This Yourself:

Open
exercise you MUST

File
open the file

Help_1.mpp...
 Click on the Create

architectural plans
task, then click on
Tell me what you
1
want to do in the
ribbon
 Type insert to see a

list of suggestions
 Select Insert
Milestone to insert a
new task milestone
 Click on Undo in the

Quick Access
Toolbar to undo the
previous step
Click on Tell me…, 2
 type change, then
point to Font Colour
to see a menu of
options
 Click anywhere on the

screen to close the
Tell Me options

To use Tell Me:  Press + to activate the Tell me what
1. Click in Tell me what you want to do you want to do box.
2. Type a keyword or phrase
3. Select an option

ACCESSING THE HELP WINDOW

The Project Help window can be accessed from Help for a specific dialog box can be accessed by
three main places in Project. General help can be clicking on Help in the dialog box, and command-
accessed by clicking in Tell me what you want specific help can be accessed for some commands
to do in the top left corner of the Excel screen. by pointing to the command and pressing .
2
Try This Yourself:
exercise you MUST
ensure Project has
started and a blank
Press to display the
 Help window
 Click on Close to close

the Project Help
window, as shown
 Click in Tell me what

you want to do, as
shown
Type insert milestone
 to display a menu of
options
 Select Get Help on

“insert table” to display
the Help window
You could click on a link
to access relevant
information…
 Click on Close to close

the Project Help
window
3

To access the Project Help window:  Specific Help isn’t available for every
 Click in Tell me what you want to do and command. However, if you point to a
select Get Help, or command a tooltip will appear including a
description of the tool. Below this, if specific
 Open a dialog box and click on Help, or help is available, the text Tell me more will
 Press appear. Clicking on Tell me more will display
the Help topics for that command.

NAVIGATING THE HELP WINDOW

The Project Help window has a series of buttons you have visited. There is also the Home tool
that you can use to navigate Help topics, such as which allows you to return to the home screen
the Forward and Back arrows which allow you to without having to move back through your previous
move backwards and forwards between screens screens.
Try This Yourself:

exercise you MUST
ensure Project has
started and a blank
 Press to display the

Project Help window
 Under Top Categories,

scroll to and click on
Print, save, and export
to display a list of articles
as shown
 Click on Save a project

file as PDF to open the
article
2 3
 Click on Back, as
shown, to return to the
list of categories
 Click on Forward to
return to the Save as
PDF article
 Click on Home to return

to the Project Help
home screen
 Click in the Search, type

levelling, then press
to display articles
related to functions
 Click on Level resource

assignments to display
this article
 Click on Close to exit

the Project Help window
4 7

To navigate within the Help window:  You can increase the size of the text in the
 Click on Back to return to the previous Project Help window by clicking on Use
screen Large Text located immediately to the left of
 Click on Forward to return to the next screen the search box. Simply click on Use Large
 Click on Home to return to the Project Help Text again if you wish to return to the default
home screen font size.

USING GOOGLE TO GET HELP

If you’re having difficulty with Project (or another concerns and have posted tips and possible
product for that matter) or would like to find some solutions on the web. Using a popular search
quicker and easier ways of working with Project, engine such as Google can easily put you in touch
you can rest assured that others have had similar with a range of information from other users.
1
Try This Yourself:
exercise ensure your
computer is
connected to the
internet...
 Open your web

browser in the usual
way and access the
Google website
(www.google.com.au)
 Type level resources

in project 2016 into
the search box, then
press
After a few moments
a whole range of
suggested sites will 2
appear. Since the
web is dynamic and is
constantly changing
your results will most
likely differ to what we
have shown…
 Scroll through and

follow any links you
find interesting
 Click on Close to
close the browser
window

To Google help for Project:  This type of help tends to be more eclectic
1. Open your web browser in the usual way than Project’s direct help. Instead of an
and use it to access the Google website organised help system, by using a Google
search you’ll find plenty of help and support,
2. Type search criteria into the search box, then
but also opinions (both good and bad),
press
commentary, observations, and a whole
range of other information.

PRINTING A HELP TOPIC

When viewing help topics in Project, you may find easier to print the help topic. The Print button is
information that you want to keep for future provided to make printing help topics easy. You
reference or that you want to pass on to can print one page, a selection or an entire topic.
someone else. In this situation, you may find it
4
Try This Yourself:
you MUST ensure Project
has started and a blank
 Press to display the

Project Help window
 Type format text in the

Search box, then press
 Click on Use the Format

Painter – Office Support
to display the article
 Click on Print, as shown, to

display the Print dialog box
In this case the topic is only
one page. However, there
may be times when the
topic is several pages long
but you only wish to print 5
the first page. In this case
you would select Pages
under Page Range and
type 1 in the Pages option
box so that only the first
page will be printed…
 Ensure the correct printer is

selected, then click on
[Print]
The help information will be
reformatted to fit your paper
and then printed...
 Click on Close to exit the

Project Help window

To print a help topic:  If you want to print only a section of a help
1. Display the help information in the Project page, select the required text using the
Help window mouse before clicking on Print. Then, in the
Print dialog box, click on Selection and click
2. Click on Print
on [Print]. Only the selected text will be
3. Select the desired settings printed.
4. Click on [Print]

OTHER SOURCES OF ASSISTANCE

Microsoft Office 2016 applications are extremely functions. No matter how much you know, you’ll still
sophisticated. They allow you to perform get stuck from time to time. Fortunately, there is a
everyday tasks with relative ease, but also have wealth of information out there for you to call upon.
the power for very specialised and advanced
Friends And Colleagues

Friends and colleagues can be valuable sources of information. If they have been using the software long
enough, there is a fair chance that they will know a way around a problem or at least know where to find
help.
Reference Manuals
There are hundreds of reference books available for software
applications. These books can be found in the Computer
section of most bookstores. They are reference books
because they are too large and too technical to read from
cover to cover. While they can be expensive, many people
prefer to keep one or two by their computers for reference.
They all have an extensive table of contents and index to
make searching for topics relatively easy.
Training Manuals
Training manuals focus more on how to do things rather than
provide a complete reference. They are usually written as a
series and in sequence, e.g. Level 1, 2 and 3, or Module 1
and 2. Good training manuals provide step-by-step
instructions and plenty of screen shots so that you can easily
and quickly see where you are up to and what you should
have done. Many are written to a particular curriculum or
accreditation syllabus and can be used for examination
preparation. For more information on our training manuals
you can visit our website at www.watsoniapublishing.com.
Computer Magazines
Computer magazines have undergone radical change in the last few years. In the past computer
magazines were available as a printed monthly magazine that could be purchased from a newsstand.
Today most magazines are available as an online magazine rather than a print magazine. The online
magazines can be viewed on a computer, a tablet or even a smart-phone.
Computer magazines provide the most up to date information because they are published so frequently.
The only real downside to them is that you may not find specific information – they are handy as a
general learning tool. The other problem is that they are often full of advertising that you’ll need to wade
through to get to the information.
Blogs and Personal Websites

There are hundreds of blogs and personal websites dedicated to the various Office applications. If you do
a general Google search for help you’ll come across the more popular of these sites. You can also
choose to subscribe to many of these bloggers and experts. You’ll then receive regular updates from
them regarding the product you are interested in.

CONCLUDING REMARKS
Congratulations!
You have now completed Microsoft Project 2016 - Level 1. Microsoft Project 2016 - Level 1 was
designed to get you to the point where you can competently perform a variety of operations.
We have tried to build up your skills and knowledge by having you work through specific tasks.
The step-by-step approach will serve as a reference for you when you need to repeat a task.
Where To From Here?

The following is a little advice about what to do next:
 Spend some time playing with what you have learnt. You should reinforce the skills that you
have acquired and use some of the application's commands. This will test just how much of
the concepts and features have stuck! Don't try a big task just yet if you can avoid it – small
is a good way to start.
 Some aspects of the course may now be a little vague. Go over some of the points that you
may be unclear about. Use the examples and exercises in these notes and have another go
– these step-by-step notes were designed to help you in the classroom and in the work
place!
Here are a few techniques and strategies that we've found handy for learning more about
technology:
 read computer magazines – there are often useful articles about specific techniques
 if you have the skills and facilities browse the internet, specifically the technical pages of
the application that you have just learnt
 take an interest in what your work colleagues have done and how they did it – we don't
suggest that you plagiarise, but you can certainly learn from the techniques of others
 if your software came with a manual (which is rare nowadays) spend a bit of time each day
reading a few pages. Then try the techniques out straight away – over a period of time
you'll learn a lot this way
 and of course, there are also more courses and books for you to work through.
Hungry for More?

We live in an ever-changing world where we all need to review and upgrade our
skills.
If you have received this course book on a training course, why not ask the tutor or
trainer for other courses that may be of benefit to you. If you are attending a
college ask for one of their brochures.
Alternatively, if you’ve enjoyed using this course book you can find others that
cover a wide range of topics at our website www.watsoniapublishing.com.
© Watsonia Publishing Page 129 Concluding Remarks

INDEX
duration ............................. 22, 54, 86
duration, abbreviations ................. 53
A duration, elapsed ........................... 53 I
access Help .................................. 124 inactivated task, reactivating .........74
Account............................................ 9 E inactivating tasks ............................74
Action Button ................................ 93 Indent tool .....................................47
Active Pane Indicator ....................... 5 effort ........................................ 87, 91 Info ...................................................9
add command, QAT ....................... 18 effort driven ......... 87, 95, 96, 97, 101
additional resources ...................... 92 elapsed duration ............................ 53
Arrange Windows .......................... 19 enter task ....................................... 46 L
Assign Resources dialog box ........ 100 exceptions ...................................... 35
auto schedule mode ...................... 66 Exit command ................................ 20 lag time .................................... 70, 71
automatic scheduling .................... 42 expand project tasks ...................... 50 launching Project .............................3
lead time .................................. 72, 73
Link command ................................61
B F
Backstage............................... 6, 9, 19 FF dependency ............................... 64 M
base calendar ................................ 33 File tab ............................................. 9
base calendar, creating new .......... 36 file, close ........................................ 20 magazines ....................................128
file, open ........................................ 19 manual scheduling ................... 42, 45
finish date ...................................... 38 material resources .........................78
C finish-to-finish ................................ 60 Max units, change ..........................83
finish-to-start ........................... 60, 61 milestones ......................................56
calendar ................................... 28, 33 fiscal year ....................................... 31 modifying tasks ..............................52
calendar exceptions ..................... 107 fixed duration .......................... 87, 90 multiple resource assignment ........91
Calendar tab .................................. 32 fixed units .......................... 87, 89, 93 multiple resources .........................94
calendar, assigning to task ............. 57 fixed work ...................................... 87
calendar, creating new .................. 36 flat work pattern .......................... 102
calendar, resources ....................... 36 float................................................ 67
Format tab ..................................... 68
N
case study ...................................... 29
changing tables .............................. 14 formatting critical path .................. 68
formatting views ............................ 88 Navigating Help ............................125
changing views .............................. 11
forms................................................ 2 new resources ..............................110
changing working time ................ 107
friends .......................................... 128 nonworking time ...................... 34, 35
close file ......................................... 20
close Project .................................. 20 FS dependency ............................... 64
collapse project tasks .................... 50
collapse ribbon ................................ 8 O
computerised project management G
.................................................. 25 offline help ...................................128
contour ................................ 102, 103 Gantt chart ..................................... 24 open file .........................................19
cost resource, entering .................. 79 Gantt Chart .................... 5, 15, 16, 46 outlining .........................................47
Cost table................................. 14, 51 Gantt Chart icons ........................... 43
creating a new project file ....... 28, 30 Gantt Chart, printing .................... 117
critical path ........................ 53, 67, 68 Google help .................................. 126 P
critical path method (CPM) ........... 24
Critical Path Method (CPM) ........... 67 part time resources ......................101
critical path, formatting ................. 68 H pin Project to taskbar .......................3
pin ribbon .........................................8
Help...................................... 122, 124 planning the project .......................23
D Help articles ................................. 125 predecessors ..................................63
help print ..................................... 127 previewing printing ......................115
default contours .......................... 104 hide ribbon ...................................... 8 print help......................................127
default printer ..................... 114, 116 hierarchy ........................................ 42 print previewing ...........................115
default time ................................... 32 hours per day ........................... 31, 32 printers.........................................116
default working time ..................... 31 hours per week ........................ 31, 32 printing ......................... 114, 115, 118
demoted task ................................. 47 printing Gantt Chart .....................117
display ribbon .................................. 8 printing resource tasks .................119
printing resources for tasks ......... 120 ribbon, commands ........................... 7 Task Inspector ................................90
Project Help window ................... 124 ribbon, display ................................. 8 task sheet ............................... 49, 109
project information ........... 38, 45, 65 ribbon, groups ................................. 7 task tables ......................................51
project options .............................. 31 ribbon, hide ..................................... 8 task type .........................................87
project plan ................................... 23 ribbon, tabs ...................................... 7 Task Views ......................................10
Project start screen ......................... 4 task, assigning calendar .................57
project statistics ............................ 45 task, deleting ..................................74
project status ................................. 55 S task, demoting ...............................47
project summary information ....... 45 task, enter ......................................46
Project, pin to taskbar ..................... 3 schedule ......................................... 23 task, inactivating ............................74
Project, start .................................... 3 Schedule table ............................... 51 task, reactivating ............................74
properties ...................................... 39 scheduling mode .............................. 5 tasks ......................... 2, 13, 22, 42, 46
public holidays ......................... 34, 35 Search box ................................... 122 Tell me..........................................123
selecting a printer ........................ 116 Tell me what you want to do .......123
SF dependency ............................... 64 templates .......................................30
Q sheet view .............. 5, 13, 51, 64, 118 Timeline view .................................12
slack ................................... 53, 55, 67 training manuals ..........................128
quick access toolbar (QAT) ...... 17, 18 slack time ................................. 68, 69
quick access toolbar (QAT), add split screens ................................... 12
buttons ...................................... 17 split view ...................................... 100 U
quick access toolbar (QAT), SS dependency ............................... 64
customise .................................. 17 standard calendar .............. 33, 34, 80 unit display .....................................83
Quick View buttons ......................... 5 start date ....................................... 38 Use Large Text ..............................125
start screen ...................................... 4
starting Project ................................ 3
R start-to-finish ................................. 60 V
start-to-start .................................. 60
reference manuals ....................... 128 status bar ......................................... 5 view Gantt Chart ............................15
relationships ..... 60, 61, 62, 63, 70, 72 subordinate.................................... 47 viewing slack time ..........................69
resource assignment .... 88, 100, 108, successors ...................................... 63 views ........................................ 10, 11
109, 110 summary information .................... 39 views tables....................................13
resource availability................. 81, 82 summary tasks ............. 42, 47, 48, 50
resource calendar ...... 33, 57, 80, 107 Switch Windows ............................ 19
resource calendar, creating new ... 36 W
resource driven.............................. 33
resource information ..................... 82 T Watsonia Publishing .....................128
Resource Information dialog box .. 81 work ......................................... 86, 87
resource over-allocation................ 90 tables ......................................... 2, 14 work area .........................................6
resource pool................................. 77 tables resources predefined .......... 13 work breakdown structure ............42
Resource Sheet .............................. 77 tables tasks predefined .................. 13 work calculation .............................86
resource units ................................ 86 task calendar ............................ 33, 57 work contour........................ 104, 105
resource usage .................... 102, 103 task calendars, creating ................. 37 work driven ....................................95
Resource Views ............................. 10 task dependencies ................... 64, 65 work effort .....................................92
resource work pattern ................. 102 task duration .................................. 53 work resources ...............................77
resource, adding more of the same Task Entry View...................... 62, 100 working days, exceptions ...............35
.................................................. 93 Task Form .......................... 86, 88, 91 working time .................... 28, 32, 106
resources ............................. 2, 22, 77 task icons ....................................... 43 working time, default .....................31
ribbon .......................................... 5, 6 Task Information .............. 52, 63, 108

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Microsoft Project 2016

Designed to fast-track you through the process of learning

This publication has been created using EngineRoom

MICROSOFT PROJECT 2016

Product Code: INF1664

© 2016 Watsonia Publishing

 start Microsoft Project and identify how it works

© Watsonia Publishing -i- Preface

WORKING WITH TOPIC SHEETS

 General topic overview provides an introduction to the topic

 Try This Yourself (task-based topic sheets) is a detailed step-by-step practice

 The Handy To Know (optional) element provides additional information such as

© Watsonia Publishing - ii - Preface

Chapter 1 Getting To Know Project 2016 ............................................................................. 1

© Watsonia Publishing - iii - Contents

Examining Task Information ............................................................................................. 52

© Watsonia Publishing - iv - Contents

Problem Assignments ..................................................................................................... 107

© Watsonia Publishing -v- Contents

© Watsonia Publishing - vi - Contents

Microsoft Project is software specifically designed to assist you in

In this session you will:

 gain an understanding of Microsoft Project's operating

© Watsonia Publishing Page 1 Chapter 1 - Getting to Know Project 2016

HOW PROJECT 2016 WORKS

ID Name Duration Start Finish Fixed Cost etc.

The two tables are joined together by assigning resources to tasks.

© Watsonia Publishing Page 2 Chapter 1 - Getting to Know Project 2016

STARTING PROJECT IN WINDOWS 10

Before you begin, ensure

 If there is no Project icon in

 Click on All apps to display

 Scroll down to the P section

 Click on Project 2016 to

 Right-click on the Project

 Repeat step 5 to select

 Click on the Project icon in

For Your Reference… Handy to Know…

© Watsonia Publishing Page 3 Chapter 1 - Getting to Know Project 2016

UNDERSTANDING THE PROJECT START SCREEN

The Project 2016 Start Screen

© Watsonia Publishing Page 4 Chapter 1 - Getting to Know Project 2016

THE PROJECT 2016 SCREEN

Scheduling Mode Status Bar Quick View buttons

© Watsonia Publishing Page 5 Chapter 1 - Getting to Know Project 2016

The Work Area

© Watsonia Publishing Page 6 Chapter 1 - Getting to Know Project 2016

USING THE RIBBON

Try This Yourself:

 Click on the Resource tab

 Click on Resource Pool in

 Select Share Resources

 Click on [Cancel] to close

 Click on the other tabs and

 Click on the Task tab to

For Your Reference… Handy to Know…

© Watsonia Publishing Page 7 Chapter 1 - Getting to Know Project 2016

SHOWING AND COLLAPSING THE RIBBON

Try This Yourself:

 Double-click on the Project

 Click on the View tab to

 Click back in the work area

 Double-click on the Task