1. Projmgmt-1/15 Depaul University Intro To MicroSoft Project Instructor: David A. Lash

2. Projmgmt-2/15 Creating and Organizing a Schedule u A project schedule includes a list of – the tasks or activities you want to do, – and the length of time or duration each task will take. u Microsoft Project uses tasks, durations, and other information, to build a schedule and give you a realistic model of the project you are managing.

3. Projmgmt-3/15 Creating and Organizing a Schedule u To create and organize a schedule, you will: 1. Start a new schedule. 2. Enter tasks, milestones, and durations so Microsoft Project can calculate schedule dates. 3. Organize your project by outlining tasks, so you can display and work with phases of the schedule. 4. Create a project calendar so Microsoft Project can schedule tasks based on working hours.

4. Projmgmt-4/15 Starting A New Schedule u The first step is to open a new file and designating a project start date or finish date, as well as other general project information. – Start project, – Goto file->new (select blank project) – Enter schedule by start date or end-date u For most projects, it is most effective to schedule a project from a start date and let Microsoft Project determine the finish date based on the tasks, durations, dates, and other information you enter. u If you don't enter a project start date or finish date, Microsoft Project automatically uses the current date as the start date. u Example: Next slide

5. Projmgmt-5/15 Using a Project Start or Finish Date u Julie Rogers, a manager at Exotic Excursions, has decided to schedule her project from a project start date. – Because she is using a project start date, Microsoft Project will schedule each task to begin as soon as possible. u If she had entered a project finish date, Microsoft Project would schedule backwards from that date.

6. Projmgmt-6/15 Creating and Organizing a Schedule u To create and organize a schedule, you will: 1. Start a new schedule. 2. Enter tasks, milestones, and durations so Microsoft Project can calculate schedule dates. 3. Organize your project by outlining tasks, so you can display and work with phases of the schedule. 4. Create a project calendar so Microsoft Project can schedule tasks based on working hours.

7. Projmgmt-7/15 About Entering Tasks u After you enter the project start date or finish date, you're ready to add tasks to your schedule. u Simply enter each task and a duration u Tip: Organizing Your Project as You Enter Tasks – You can assign durations to tasks using minutes, hours, days, or weeks. You also can use an elapsed duration when you want to schedule a task over a continuous period of time, regardless of working hours. u Example: Using Duration rolled up table from estimation phase.

8. Projmgmt-8/15 A Task Estimate Summary Table

9. Projmgmt-9/15 Changing a Task to a Milestone Milestone u A reference point marking a major event in a project, used to monitor the project's progress. Any task with zero duration is displayed as a milestone. 1. From the View menu, choose Gantt Chart. 2.In the Duration field of the task you want to change, type 0d 3.Click the enter button or press ENTER.

10. Projmgmt-10/15 Creating and Organizing a Schedule u To create and organize a schedule, you will: 1. Start a new schedule. 2. Enter tasks, milestones, and durations so Microsoft Project can calculate schedule dates. 3. Organize your project by outlining tasks, so you can display and work with phases of the schedule. 4. Create a project calendar so Microsoft Project can schedule tasks based on working hours.

11. Projmgmt-11/15 Why Outline Your Schedule? u When you outline the tasks in your project schedule, you organize it so you can see the structure of your project, making the schedule easier to manage. u With outlining, you can: – Arrange tasks in a hierarchical structure so you can see how subtasks fit within broader groups of tasks called summary tasks. – Identify the major phases of your project with summary tasks. – Use either a top-down (enter summary tasks first) or bottom-up (enter subtasks first) approach to building your schedule. – Display only the summary tasks for the project. – Create reports that include subtasks, summary tasks, or both. – Display your project using a task numbering system called a work breakdown structure.

12. Projmgmt-12/15 Outline Your Schedule? u Using outlining, you can create up to 10 indented levels of tasks in your task list. – You move a task to a lower level by indenting or demoting it. u Enter task, then hit the indent arrow (->) – You create a summary task by demoting the task directly following it (in the order of task ID numbers). u You can move a task to a higher level by outdenting or promoting it, unless it is already at the highest level. – Enter the task, then hit the oppisite arrow <-

13. Projmgmt-13/15 Creating and Organizing a Schedule u To create and organize a schedule, you will: 1. Start a new schedule. 2. Enter tasks, milestones, and durations so Microsoft Project can calculate schedule dates. 3. Organize your project by outlining tasks, so you can display and work with phases of the schedule. 4. Create a project calendar so Microsoft Project can schedule tasks based on working hours.

14. Projmgmt-14/15 About Working Days and Hours u A project calendar defines the working days and hours for the entire project. u Microsoft Project schedules tasks on only the working days and hours established in the project calendar. When you open a new project, Microsoft Project automatically uses a default project calendar with the following settings: – Workdays: Monday through Friday – Work hours: 8 A.M. to 12 noon and 1 P.M. to 5 P.M. – No holidays u In addition to the project calendar, Microsoft Project also provides a resource calendar for each resource.

15. Projmgmt-15/15 Changing Working Days and Hours 1.From the Tools menu, choose Change Working Time. 2.Selection options to define standard hours. 3. Select a date and select nonworking time to set up holidays.