Microsoft Project – Tutorial 2 Project Goal network company computers to easily share resources within a time frame of three months and within a budget of $ open a new project save it as LANtutorial2 add the following tasks in order with their correct durations: Document Current Environment – 5 days Conduct Needs Analysis – 15 days Build RFP – 2 days Gather Bids – 15 days Choose Vendors – 2 days Install Hardware – 3 days Install Software – 3 days Conduct Training – 5 days *note that you can copy and paste, then rename tasks; even from the powerpoint

Microsoft Project – Tutorial 2 viewing Project Information open Project Information at the bottom of the Project Menu *at certain points I will ask you to undo (Edit>Undo; or Control+Z) here you can set start and finish dates for your project you can also Schedule projects form the Start Date or the Finish Date certain dates cannot be changed depending on which is chosen set the Start Date for October 1 and click OK look at the Gantt Chart and notice the change; undo zoom into the Gantt Chart view *if you ever lose sight of a task or all tasks; select one and click the Go To Selected Task button beside the Zoom buttons (Magnifying Glasses)

Microsoft Project – Tutorial 2 viewing Project Information return to Project Information (ALT+P and P again) Schedule from Project Finish Date notice that subsequent tasks will be scheduled As Late as Possible not As Soon As Possible set the Finish Date for October 31 st notice that the current tasks still start As Soon As Possible

Microsoft Project – Tutorial 2 viewing Task Information you can view the information for specific tasks, not the overall Project, by double clicking a task open the Task Information for Install Software and select the Advanced tab notice the Constrain type is As Soon As Possible open the drop-down menu (click little down arrow) and switch it to As Late As Possible note the change; undo select all tasks 5,6 and 7; right-click and choose Task Information; switch this to As Late As Possible; undo return to Project Information and re-Schedule the Project from Project Start Date starting today

Microsoft Project – Tutorial 2 working with the Project Calendar go to Tools > Change Working Time schedule a holiday as Nonworking time on Monday February 1st Select February 1 st on the Calendar Type Company Holiday as the name in the first row of the Exceptions tab open the Project Guide Toolbar (View > Toolbars > Project Guide) Click Tasks > Define General Working Times Follow the instructions to make Fridays end at 4:00 instead of 5:00 you can make changes to working hours at any time during the project

Microsoft Project – Tutorial 2 create a Task Calendar the training task is to be scheduled in the morning only go to Tools > Change Working Time click Create New Calendar make a copy of the Standard Calendar and call it Training delete the afternoon hours Friday should be changed separately as it was already changed in the Standard Calendar click F and remove the afternoon hours

Microsoft Project – Tutorial 2 apply the Training Task Calendar open Task Information for Conduct Training make sure you are on the advanced tab change Calendar from None to Training note the changes

Microsoft Project – Tutorial 2 entering Recurring Tasks some tasks such as Meetings may recur at fixed times and intervals (ex. weekly) click the next empty task cell Insert > Recurring Task name it Status Meeting give it a duration of 2h (2 hours) schedule it weekly for Mondays click okay; what happens? click the Expand (+) button to see details click the Collapse (-) button to hide details

Microsoft Project – Tutorial 2 entering Milestones a milestone is a significant point in time or progress point in the project they have no duration we will add a milestone indicating when Vendor Contracts are signed click the cell Install Hardware click the Insert key on your keyboard name it Sign Contracts give it a duration of 0 note what happens

Microsoft Project – Tutorial 2 Task Dependencies are the relationships between tasks Finish-to-Start (FS) dependency indicates that one task must be completed before another can begin other dependencies include Start-to-Start (SS), Finish-to-Finish (FF) and Start-to-Finish (SF) these establish the sequence of tasks select the first two tasks click the Link Tasks (chain) button to create the dependency; undo click on the Task Bar of the first task (Document Current Environment) and drag to the second task (Conduct Needs Analysis) to create the dependency you can create dependencies similarly in other views

Microsoft Project – Tutorial 2 Task Dependencies and the Critical Path the Critical Path indicates Tasks that must be completed within the given schedule dates in order for the project to finish on time select the Network Diagram in the View Bar the Critical Path is seen along the top in red add task 3 to the critical path return to the Gantt Chart create FS dependencies for the remaining tasks note that tasks 1 and 2 can occur at the same time remove the dependency between them

Microsoft Project – Tutorial 2 Lag Times some tasks may begin while other tasks are still in progress or some time after a task is completed (lead time) lag and lead times allow you overlap or spread tasks apart the RFP can be started while the Needs Analysis is still in process double-click the link line between tasks 2 and 3 set the lag at -2d (2 days) lag and lead times can also be entered as %

Microsoft Project – Tutorial 2 Work Breakdown Structure (WBS) defines total scope of the project provides basis for planning and managing project schedules, costs and changes organize tasks into summary tasks (groups of tasks that logically belong to each other) top-down method starts with broad categories, then breaks them down bottom-up method starts with all tasks then groups them tasks are made into summary tasks by indenting and outdenting

Microsoft Project – Tutorial 2 Work Breakdown Structure (WBS) add the tasks Train Staff and Train Management below the task Training select them both and click the indent button link the tasks to make them dependent add Install Cabling above Install Hardware add Installation above that make all of the Install tasks sub-tasks of Installation

Microsoft Project – Tutorial 2 Work Breakdown Structure (WBS) add Analysis above Document Current Environment make Document Current Environment and Conduct Needs Analysis sub-tasks of Analysis add a Project Summary task bar go to Tools > Options and click the View tab click the checkbox for Show project summary task a Summary task bar will be added at the top you can rename it if you like hide it again

Microsoft Project – Tutorial 2 Work Breakdown Structure (WBS) you can show and hide summary tasks using expand and collapse or the tools to the right of the indent and outdent tools note that you can show different levels of the project

Microsoft Project – Tutorial 2 Work Breakdown Structure Codes (WBS codes) go to Tools > Options and click the View tab click the checkbox for Show outline number you can create your own coding system select Project > WBS> Define Code switch the Sequence to Uppercase Letters you can’t yet see these codes right-click on the Task Name column heading and add Insert Column select WBS from the list you can now see your new coding system turn off the original number codes