1. Microsoft Project 2003 By: Mahmoud Saad El-Din

2. Topics  Creating a new project.  Working with workspace project.  Defining project information.  Working with project calendar:  Working with tasks.  Working with PERT Analysis.  Marking task.  Working with Recurring tasks.

3. Topics (Cont.)  Creating sub tasks for a main task.  Putting all tasks under the main project.  Displaying/Hiding tasks in it’s levels.  Linking tasks.  Stopping and resuming task.  Specifying a deadline to the task.  Specifying a constraint to the task.

4. Topics (Cont.)  Working with resources.  Assign a resources to a specific task.  Working with Task Usage view.  Working with Resource Usage view.  Working with tables.  Grouping Tasks and Resources.  Filtering Tasks and Resources.  Working with Reports

5. Creating a new project:  Blank project.  From existing project.  Templates on my Computer. Steps: File >New

6. Working with workspace project:  Steps: Open all projects. Open all projects. File >Save Workspace File >Save Workspace

7. Defining project information:  Steps: Project >Project Information >set: Start date. Start date. Finish date. Finish date. Select the Calendar. Select the Calendar.

8. Working with project calendar:  Edit an existing calendar: Tools >Change working time > Select the calendar from the drop down list >Select columns and then select "nondefault working time" to cancel this holiday or select "nonworking time" to make a new holiday. Tools >Change working time > Select the calendar from the drop down list >Select columns and then select "nondefault working time" to cancel this holiday or select "nonworking time" to make a new holiday. And you can change the from and to time for any selected day. And you can change the from and to time for any selected day. Note: The changed day will be underlined or dashed. Note: The changed day will be underlined or dashed.

9. Working with project calendar (Cont.):  Creating a new calendar: Tools >Change working time >New >type the name of the new calendar and select a calendar to copy from it >>edit it and press "ok“ Tools >Change working time >New >type the name of the new calendar and select a calendar to copy from it >>edit it and press "ok“Or Select “Create new base calendar”. Select “Create new base calendar”.

10. Working with tasks:  The default show of the program is the Gantt chart view which is divided into two parts: 1. Task entry table. 2. Task Bar chart.  Entering task using: Gantt chart Gantt chart Calendar Calendar Task Form Task Form

11. Working with tasks (Cont.):  ? = default value  d = day  w = week  mo = month (28 day)  h = hour

12. Working with tasks (Cont.):  Changing the task bar chart tiers & the nonworking hours bar color. Steps: Format >Timescale >Tiers tab & nonworking time tab. Steps: Format >Timescale >Tiers tab & nonworking time tab.

13. Working with tasks (Cont.):  Specifying a note for the task: Task Information >Notes >>write the note and format it. Task Information >Notes >>write the note and format it.Or From the standard toolbar press "Task Notes" button. From the standard toolbar press "Task Notes" button.  Also you can insert object to the note

14. Working with tasks (Cont.):  Changing a task calendar: Select the task >Task Information >Advanced >Calendar >select the calendar. Select the task >Task Information >Advanced >Calendar >select the calendar.

15. Working with PERT Analysis:  PERT (Program Evaluation and Review Technique).  Used to create task duration estimation when you don't have a specific duration.  Estimated Duration = (Optimistic + Pessimistic + (4*Expected)) / 6.

16. Working with PERT Analysis (Cont.):  View >toolbars >PERT analysis >press "PERT entry sheet" button >Specify optimistic, expected, pessimistic times >Press "Calculate PERT" button. Or  View >More Tables >PA_PERT Entry.

17. Marking task (Creating a Milestone):  It’s like a checkpoint to define something such as end of phase. Right click on the task >Task Information >Advanced >check "Mark task as milestone". Right click on the task >Task Information >Advanced >check "Mark task as milestone". If you use the milestone task to mark - for example - end of phase, you should set the task duration equal to zero. If you use the milestone task to mark - for example - end of phase, you should set the task duration equal to zero.

18. Marking task (Cont.):  To change the milestone shape: Right click on it >Format bar >Bar Shape tab>Start >select the shape. Right click on it >Format bar >Bar Shape tab>Start >select the shape. And from the "Bar Text tab" >select the text appear beside it. And from the "Bar Text tab" >select the text appear beside it. E.g. Select name to show the task name E.g. Select name to show the task name

19. Making a Recurring task:  Tasks that occur periodically such as project meeting. Insert >Recurring task >Specify task name, duration, start date, end date, etc Insert >Recurring task >Specify task name, duration, start date, end date, etc

20. Creating sub tasks for a main task: 1. Create the main task above the sub tasks 2. Select all tasks and then press "Indent" button in the formatting toolbar.

21. Creating sub tasks for a main task (Cont.):  Putting all tasks under the main project: Tools >Options >View tab >check "Show project summary task“ Tools >Options >View tab >check "Show project summary task“  Displaying/Hiding tasks: From the formatting toolbar >Press the "Show" drop down list and select level to show. From the formatting toolbar >Press the "Show" drop down list and select level to show.

22. Linking tasks (Task dependency):  Select tasks and then press "Link Tasks" from the standard toolbar.  The Default link: Finish-to-Start.  Double click on the link and select another link type. Or  Select tasks and then press "Unlink Tasks" from the standard toolbar to unlink them.

23. Stopping and resuming task:  Select the task >From the standard toolbar press "Split" and then drag the bar to the other day. Or  Drag the second part to the first part of the bar to resume task.

24. Specifying a deadline to the task:  If the task passed the deadline date, a warning will appear in the task indicator. Task Information >Advanced >Deadline. Task Information >Advanced >Deadline.

25. Specifying a constraint to the task:  Task Information >Advanced >Constraints type>select the type.  It will appear a note in the task indicator for the constraint.

26. Working with Resources:  Resource: People, equipments, and material used to complete the project task.  Resource Cost: If the resource is a person, then Cost=Salary. If the resource is a person, then Cost=Salary. If the resource is a material or equipments, then Cost=Price. If the resource is a material or equipments, then Cost=Price.

27. Working with Resources (Cont.):  Changing the currency symbol: Tools >Options >View tab >Currency Options >Enter your currency symbol. Tools >Options >View tab >Currency Options >Enter your currency symbol.  Filling the resource sheet: View >Resources sheet: View >Resources sheet:

28. Resource Sheet (Cont.): 1. Type: Work: people that used to perform the task. Work: people that used to perform the task. Material: materials that is used by this people. Material: materials that is used by this people. 2. Material Label: Measurement unit for the material type. E.g. for paper, measurement unit=pack E.g. for paper, measurement unit=pack 3. Initials: resource name abbreviation for you. 4. Max Units: specify the max percentage the resource can be assigned to the task. E.g. If your resource will work full time, then max unit=100 %. E.g. If your resource will work full time, then max unit=100 %. 5. Std. Rate: rate of paid for regular work (per hour or month or year) Microsoft project will break down the yearly or monthly costs to hourly cost to calculate the resource cost. Microsoft project will break down the yearly or monthly costs to hourly cost to calculate the resource cost.

29. Resource Sheet (Cont.): 6. Ovt. Rate: rate of paid for overtime work. 7. Cost/Use: used instead of the standard rate (for materials cost). 8. Group: specify a group for some resources. Select "Resource Group" from the "Group By" box in the standard toolbar. Select "Resource Group" from the "Group By" box in the standard toolbar. 9. Accrue At: (Start, End, and Prorated) paid at the beginning of the assigned task or at the end or as the task progresses. 10. Code: used to store any extra information about the resource.

30. Assign a resource to a specific task:  Task Information >Resources >select one or more resource, or you can add a new resource.  The resource name will appear beside the bar of the task.  Or  From the "Assign Resource" button in the standard toolbar >Select resource and press "Assign" or press "Remove" to uncheck or press "Replace" to select another resource.  Note: Replacement of resources must be in the same type.

31. Specifying the start date and the end date for the resource:  Select the resource from the resource sheet and then press "Resource Information" button in the formatting toolbar >General >Select the available start and end dates.  Available From = NA & Available To=NA (i.e. resource is always available).

32. Changing resource work time:  e.g. Making the resource work all days without holiday:  Resource Information >Working time >Select the nonworking column and then select "nondefault working time".

33. Grouping Tasks:  The default group is "No Group".  Select the Gantt chart view >Project >Group by >Duration or Priority (0-1000) or….etc. Or  From the standard toolbar >select a group from the "Group Box".

34. Grouping Resources:  Select the Resource Sheet view >Project >Group by >"Resource Group" or "Work vs. Material Resources" ….etc. Or  Project >Group by >"More Groups" > Select Task or Resource >New >Add a new group.

35. Filtering Tasks:  The Default filter is "All tasks".  Select the Gantt chart view >Project >Filtered for >"Completed Task" or "Incomplete Task" or "Date Range" or "Task range"……etc. Or:  Project >Filtered for >"Auto Filter" >Select your filter from the dropdown list for each column (the filtered column shown in blue color). Or:  Project >Filtered for >"More Filters" > select Task or Resource >New >add a new filter. Or:  From the standard toolbar >select a filter from the "Filter Box".

36. Filtering Resources:  The Default filter is "All Resources".  Select the Resource Sheet view >Project >Filtered for >"Resource Work" or "Resource Material" or "Resource Range" or "Cost greater Than"…..etc. Or:  Project >Filtered for >"Auto Filter" >Select your filter from the dropdown list for each column (the filtered column shown in blue color). Or:  Project >Filtered for >"More Filters" > select Task or Resource >New >add a new filter. Or:  From the standard toolbar >select a filter from the "Filter Box".

37. Working with Reports:  View >Reports > Select the report type Or  View >Reports >Custom report >New >Select the report type >From the Definition Tab >enter the report name, report period, period count, select table, select filter.  From the Sort by Tab >Select the sorting column.