1. Application Extension 10a
Part 4: Information Systems Management
Application Extension 10a
Introduction to Microsoft Project
Experiencing MIS, Fourth Canadian Edition
Copyright © 2016 Pearson Canada Inc.

2. Study Questions What is project management software?
How do I create and manage tasks?
How do I manage resources?
Q1 What is project management software?
Q2 How do I create and manage tasks?
Q3 How do I manage resources?

3. What is project management software?
There are many types of project management software:
Focusing on organizing tasks
Managing resources or schedules
Tracking employee work hours on different projects
Providing repositories for storing and providing access to project documentation
No one piece of project management software does it all
Q1 What is project management software?
There are many types of project management software. Some software focuses on organizing tasks. Other software helps you manage resources or schedules. Still other software tracks employee work hours on different projects, or provides repositories for storing and providing access to project documentation. What is important to understand is that no one piece of project management software does it all. So, the choice as to which software to use in an organization is something that takes careful analysis.

4. MS Project
MS Project provides full-service product for the project management process
Has largest number of installed users in project management software
Provides an excellent entry point into how project management software differs from other applications
Q1 What is project management software?
Although no one product does it all, there are many products that provide strong support for the project management process. MS Project is an example of this type of full-service product. The program has the largest number of installed users in project management software and provides an excellent entry point into how project management software differs from other applications, such as spreadsheets and databases.

5. MS Project Looks like a spreadsheet, but it is a database product
Has a sophisticated relational database that stores information about tasks, resources, schedule, baselines, and budgets
Allows you to enter information into the database through specifically designed forms
Presents the project data through specially designed “views” that often focus on one or two aspects of the project
Q1 What is project management software?
Though MS Project often looks like a spreadsheet, it is best described as a database product. Underlying MS Project is a sophisticated relational database that stores information about tasks, resources, schedule, baselines, and budgets. MS Project allows you to enter information into the database through specifically designed forms and then presents the project data through specially designed “views” that often focus on one or two aspects of the project. Since projects are often complex, it is difficult to present all of the information about them on one screen. So, MS Project provides a variety of screens to capture the full picture of the project.

6. Gantt View Q1 What is project management software?
Figure AE10a-1 The Gantt Chart View in MS Project

7. Resource View Q1 What is project management software?
Figure AE10a-2 The MS Project Resource Sheet

8. The Resource Usage Sheet
Q1 What is project management software?
Figure AE10a-3 The Resource Usage Sheet

9. How do I create and manage tasks?
We begin with a brand-new file
Open MS Project
Select New File
Create a blank project
Now save this project as “Intro to MS Project”
Q2 How do I create and manage tasks?
Let us begin with a brand-new file. To do this, open MS Project, select New File, and create a blank project. Then, save this project as “Intro to MS Project.” If you are successful, your screen should look like the screen in Figure AE10a-4.

10. Blank Project in MS Project
Q2 How do I create and manage tasks?
Figure AE10a-4 Blank Project in MS Project

11. Adding a Task Click in the first row of Task Name column
Type “Requirements”
Press Enter
Q2 How do I create and manage tasks?
You are now ready to add a task. Start at the top of the Task Name column and complete the following:
1. Click in the first row of Task Name column.
2. Type “Requirements.”
Press Enter.
Figure AE10a-5 Adding a Task to a New Project

12. Creating Subtasks Select one or more tasks
Then click the right tab button
The three selected tasks then become subtasks
The opposite happens when you select a task and click on the left tab button
The higher-level tasks are given a different icon, which envelops all the subtasks within it
The duration time for the tasks is equal to the largest subtask duration
This happens automatically when you create tasks and subtasks
Q2 How do I create and manage tasks?

13. Preparing to Create Subtasks
Q2 How do I create and manage tasks?
Figure AE10a-6 Preparing to Create Subtasks

14. Project Tasks and Subtasks Created
Q2 How do I create and manage tasks?
Figure AE10a-7 Project Tasks and Subtasks Created

15. Creating Dependencies
Some tasks cannot be completed until other tasks are completed
There is often a dependency between two tasks
One task therefore becomes the predecessor
The other task is the successor
These dependencies are crucial for creating a meaningful schedule
To assign predecessors, we use the task window in MS Project
Q2 How do I create and manage tasks?

16. Assigning a Predecessor to a Task
Q2 How do I create and manage tasks?
Figure AE10a-8 Assigning a Predecessor to Task 3—Focus Group

17. Project Gantt Chart after Dependencies
Q2 How do I create and manage tasks?
Figure AE10a-9 Project Gantt Chart after Dependencies

18. How do I manage resources?
We use the Resource Sheet view in MS Project
The view can be selected by clicking on the View menu and highlighting the Resource Sheet view
Once the Resource Sheet is selected, a blank resource sheet pops up
The resource sheet is empty, because no one has filled in the information about the people who may be working on your project
Enter information into the resource sheet
Q3 How do I manage resources?

19. Completed Resource Sheet
Q3 How do I manage resources?
Figure AE10a-11 Completed Resource Sheet

20. Adding Resources to Tasks
Assign people on resource sheet to the tasks defined earlier
Click on the View menu and highlight the Gantt Chart view
Start by assigning resources to Task 2, Interviews
To add a resource, double click on the Task 2, Interviews row
Click on the Resource tab and you will get a form that allows you to add resources to the task
Click in the top box in the resource table and you will see a drop-down box appear
Q3 How do I manage resources?

21. Assigning a Resource to a Task
Q3 How do I manage resources?
Figure AE10a-12 Assigning a Resource to a Task

22. Resources Allocated to Tasks
Q3 How do I manage resources?
Figure AE10a-13 Resources Allocated to Tasks

23. The Resource Usage View
Q3 How do I manage resources?
Figure AE10a-14 The Resource Usage View of the Project

24. Active Review Q1 What is project management software?
Is MS Project more like a spreadsheet or a database? What is a Gantt chart? What are dependencies? What is the Resource Sheet view of a project? How does the Resource Sheet view differ from the Resource Usage view? Can you show a Network Diagram for a project?

25. Active Review Q2 How do I create and manage tasks?
Can you open a new MS Project file? Can you add tasks to a new project? Can you create subtasks within a task list? Can you create a dependency between two tasks? Can you enter resources into the resource page?

26. Active Review Q3 How do I manage resources?
Can you select the Resource Sheet view? Can you add information about resources (std. rate, ovt. rate, etc.)? Can you add resources to tasks? How does adding resources change the Gantt Chart? Can you select the Resource Usage view?