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Project creates budgets based on assignment work and resource rates. As resources are assigned to tasks and assignment work estimated, the program calculates the cost, equal to the work times the rate, which rolls up to the task level and then to any summary task, and finally to the project level.

Each resource can have its own calendar, which defines what days and shifts a resource is available. Microsoft Project is not suitable for solving problems of available materials resources constrained production.

Additional software is necessary to manage a complex facility that produces physical goods. Project Management MS Project is feature rich, but project management techniques are required to drive a project effectively. A lot of project managers get confused between a schedule and a plan. MS Project can help you in creating a Schedule for the project even with the provided constraints. It cannot Plan for you. As a project manager you should be able to answer the following specific questions as part of the planning process to develop a schedule.

MS Project cannot answer these for you. This relates to the scope of the project. This relates to the schedule of the project. This would relate to the cost of the project. This might affect the scope, cost and time constraints of your project. Strictly speaking, from the perspective of Project Management Methodology, a Plan and Schedule are not the same. A plan is a detailed action-oriented, experience and knowledge-based exercise which considers all elements of strategy, scope, cost, time, resources, quality and risk for the project.

Scheduling is the science of using mathematical calculations and logic to generate time- effective sequence of task considering any resource and cost constraints. Schedule is part of the Plan. Of course the schedule is linked with resources, budgets and dependencies.

This is because of two reasons. One, MS Project does more than just create a schedule it can establish dependencies among tasks, it can create constraints, it can resolve resource conflicts, and it can also help in reviewing cost and schedule performance over the duration of the project. So it does help in more than just creating a Schedule. This it makes sense for Microsoft to market MS Project as a Plan Creator rather than over-simplifying it as just a schedule creator.

Two, it is due to limitation of generally accepted form of English language, where a schedule can be both in a noun as well as verb form.

As a noun, a Schedule is like a time table or a series of things to be done or of events to occur at or during a particular time or period. And in the verb form, schedule is to plan for a certain date. The distinction is important for you as a project manager, but as far as MS project is concerned the noun form of Schedule is a Plan. Of course, a project manager should also be able to answer other project-related questions as well.

Here you have options to open a new plan, some other plans, and even a new plan template. Click the Blank Project Tab. The following screen pops up. Toolbar controls have heterogeneous sizes and are classified in visually distinguishable Groups. Groups are collections of related commands. Each tab is divided into multiple groups. Each tab contains several commands. If you point at a command you will see a description in a tooltip. Active view is the one you can see in the main window at a given point in time.

The View label just tells you about the view you are using currently. Project can display a single view or multiple views in separate panes. Because once you enter one of the two, and other project tasks, constraints and dependencies, MS Project will calculate the other date. It is always a good practice to use a start date even if you know the deadline for the project. In the list of available templates, click Blank Project. A dialog box appears.

Click OK to accept the start date. Click the arrow on the Current Date dropdown box. A list appears containing three base calendars. Now let us add exceptions. Step 3: Adding Exceptions to Calendar Exceptions are used to modify a Project calendar to have a non-standard workday or a non-working day. You can also allot unique working hours for a particular resource as well. Here is an example to create a non-working day, which could be because of a holiday or office celebrations or events other than the standard office work effort.

Change Working Time dialog box appears. This date is now scheduled as a non-working day for the project. You can also verify the changed color indicated in the calendar within the dialog box as below. Click Ok to close. You can modify the resource calendar to accommodate flex-time, vacation time, training time, etc. Also remember, Resource Calendar can only be applied to work resources and not to material and cost resources. By default when we create the resources in a plan, the resource calendar matches the Standard base calendar.

And any changes you make to the Project Calendar, gets reflected automatically in resource calendars, except when you create an exception in the resource calendar. In that case even if you update the project calendar, the exception in resource calendar is not affected. Select the resource for whom you want to create an exception. In example below I have chosen John. The Change Working Time dialog box appears. In the following screen you can see we have chosen John. Double-click the [default] cell below the Name column heading.

We have chosen Tuesday and Wednesday. Click Set day s to these specific working times. Change the time.

Select the resource for whom you want to change work schedule. We have chosen John again. Click OK to close the Dialog box. You will now see all Fridays are greyed out in the calendar. You can record some top level information for your. Under Info Tab go to Project Information.

Click arrow near Project Information to click Advanced Properties. A dialog box opens, you can type in the changes as required. WBS identifies the deliverable at the lowest level as work package. So a task is action-oriented, and the work package is the deliverable or a result of one or more tasks being performed. There is a significant amount of confusion between what constitutes an activity and what constitutes a task within the project management community.

But for MS Project, a task is the effort and action required to produce a particular project deliverable. Enter the task name. In the following screen, we have entered 5 different tasks. Enter Duration A duration of the task is the estimated amount of time it will take to complete a task. As a project manager you can estimate a task duration using expert judgment, historical information, analogous estimates or parametric estimates. You can enter task duration in terms of different dimensional units of time, namely minutes, hours, days, weeks, and months.

You can use abbreviations for simplicity and ease as shown in the following table. So 1 day is not equivalent to 24 hours but has 8 hours of work for the day. Of course, you can change these defaults anytime you want. You can apply this to all projects or a specific project that you are working on currently. One of the neat tricks MS Project possesses is, it considers duration of the task in work- day sense.

So if you have a non-working day in between, it accommodates this and ensures a task that takes 16 hours to complete to end on the 3rd day. In other words, if you have a task that needs 16 hours to complete starting on Monday AM if this is the time your work day starts, and 8 hours being total work hours in a day , and Tuesday being a holiday, the task will logically end on the evening of Wednesday.

Enter the duration. Task 1 in the following screenshot You can also enter Start and Finish date and MS Project will calculate the duration on its own. Task 3 and Task 4 in the following screenshot Note: In the above screenshot, Task 6 is scheduled to start on Sunday, which is a non- working day and ends on Wednesday. So essentially, one would believe that with these 3 days Monday, Tuesday, Wednesday, the duration calculated would be 3 days.

But MS Project calculates it as 4 days. So one needs to be careful when choosing the start date of the task. Because for any successive operation, MS Project considers that Task 6 will take 4 days. The next time, you change the start date, the Finish date changes to reflect this 4-day duration. Elapsed Duration Elapsed Duration is the time that elapses while some event is occurring which does not require any resources.

Elapsed duration for a task can be used in instances where a task will go on round-the-clock without any stoppage. A normal workday has 8 hours, and an elapsed day duration will have 24 hours. The task also continues over non-working holidays and vacations and working days. So 1ew is seven hour days. And it takes 4 days for this to happen.

It does not need a resource or a work effort, and all you are doing is waiting for it to dry. You can use 4ed as the time duration, which signifies 4 elapsed days, the paint can dry regardless of whether it is a weekend or if it falls on a holiday. Here in this example, the drying occurs over 24 hours over the weekend. They are used as major progress points to manage project success and stakeholder expectations.

They are primarily used for review, inputs and budgets. Mathematically, a milestone is a task of zero duration. And they can be put where there is a logical conclusion of a phase of work, or at deadlines imposed by the project plan. There are two ways you can insert a milestone.

You can see the milestone appear with a rhombus symbol in the Gantt Chart View on the right. MS Project converts it to a Milestone. But one can also convert a task of non-zero duration into a Milestone. This is rarely used and causes confusion. Double-click a particular Task name.

Task Information dialog box opens. Create Summary Task There can be a huge number of tasks in a project schedule, it is therefore a good idea to have a bunch of related tasks rolled up into a Summary Task to help you organize the plan in a better way.

It helps you organize your plan into phases. In MS Project , you can have several number of sub-tasks under any higher level task. These higher level tasks are called Summary Task. At an even higher level, they are called Phases. Remember because summary task is not a separate task entity but a phase of the project with several sub-tasks in it, the duration of the summary task is from the start of the first sub-task to the finish of the last sub-task.

This will be automatically calculated by MS Project. Of course, you can enter a manual duration of the summary task as well which could be different from the automatically calculated duration. MS Project will keep track of both but this can cause significant confusion. In most cases, you should ensure that there is no manually entered duration for any task you will be using as a Summary Task. If you would like to group Task 4 and Task 5 into a Summary Task 1.

You can do it in two ways. Method 1 Select the names of Task 4 and Task 5. Rename it to Summary Task 1. Method 2 You can click Task 4 row. You can rename the Task.

Here it is renamed as Summary Task 1. Now select Task 4 and Task 5. For example, Task 2 can start once Task 1 has finished. These dependencies are called Links. A Guide to the Project Management Body of Knowledge PMBOK Guide does not define the term dependency, but refers to it as a logical relationship, which in turn is defined as a dependency between two activities, or between an activity and a milestone.

In MS Project, the first task is called a predecessor because it precedes tasks that depend on it. The following task is called the successor because it succeeds, or follows tasks on which it is dependent.

Any task can be a predecessor for one or more successor tasks. Likewise, any task can be a successor to one or more predecessor tasks. There are only four types of task dependencies, here we present them with examples. Most used. One does not have to finish collecting survey response before starting the tabulation. Least used.

Method 1 Select the two tasks you want to link. In the following screenshot taken as an example, we have selected names, Task 1 and Task 2. Task 1 and Task 2 are linked with a Finish-to-Start relationship. A drop down box appears with all Tasks defined in the project. Choose the predecessor task. Click OK. Here I have chosen Task 3. All tasks get linked. To select non-adjacent tasks, hold down Ctrl key and select each task separately.

Respect Links If you are in Manually Scheduled mode, any change in duration of the predecessor task will not reflect on Start date of Task 4. Scheduling is controlled in two ways. Manual Scheduling: This is done to quickly capture some details without actually scheduling the tasks. It calculates values such as task durations, start dates, and finish dates automatically. It takes into accounts all constraints, links and calendars. For example, at Lucerne Publishing, the new book launch plan has been reviewed by the resources who will carry out the work and by other project stakeholders.

Although you expect the plan to change somewhat as you learn more about the book launch, you now have enough confidence in the overall plan to switch from manual to automatic task scheduling.

Converting Task to Automatic Schedule We have three different methods to convert a task to automatic schedule. Method 1 If you want to change the mode for a particular task, say Task 5 in the following example. Click on Task Mode cell in the same row. Then, click the down arrow to open a dropdown box, you can select Auto Scheduled. Method 3 To switch completely to Auto Schedule mode: Toggle the scheduling mode of the plan by clicking the New Tasks status bar at the bottom-left and then selecting Auto scheduling mode.

Go to File tab and click Options. They can be people, equipment, facilities, funding, or anything except labor required for the completion of a project task. Optimum Resource Scheduling is the key to successful project management. Travel expenses, food expenses, etc.

For example, paint being used while painting a wall. Note: Be aware of the crucial difference between People and Equipment resources.

People resources will have limited work hours, say 6, 8 or 12 hours. Equipment resources have different working capacities of 2, 8 or 24 hours and could have maintenance breaks as well. Also note, that it is possible multiple people resources might be using one equipment resource, or one equipment might be accomplishing multiple tasks. Enter Work Resource Names You can enter resource names according to your convenience. Click the cell directly below the Resource Name heading column.

Enter Resources as an individual person, job function or group. The resource is available full-time on each workday. If a resource does not represent an individual person but a job function, where a group of people with the same skill set can work on the task, we can enter larger Max Units to represent the number of people in the group.

Click the Max. Units field for the Engineers resource. Press Enter. Units would mean you expect the resource capacity to be lower than a full-time resource. Click the cell directly below Resource Name heading column.

Enter Resource as an individual or job function. You can also enter overtime rates for work resources. Standard rates are calculated on per hour basis. Costs per use on the other hand are costs that do not vary with task. Cost per use is a set fee used up to complete a task.

There are three types of resources: work, material, and cost. VICO Constructor. Civil Engg. Professional Ethics. Materials Engineering.

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You can rename the Task. Here it is renamed as Summary Task 1. Now select Task 4 and Task 5. For example, Task 2 can start once Task 1 has finished. These dependencies are called Links. A Guide to the Project Management Body of Knowledge PMBOK Guide does not define the term dependency, but refers to it as a logical relationship, which in turn is defined as a dependency between two activities, or between an activity and a milestone.

In MS Project, the first task is called a predecessor because it precedes tasks that depend on it. The following task is called the successor because it succeeds, or follows tasks on which it is dependent. Any task can be a predecessor for one or more successor tasks. Likewise, any task can be a successor to one or more predecessor tasks.

There are only four types of task dependencies, here we present them with examples. Most used. One does not have to finish collecting survey response before starting the tabulation.

Least used. Method 1 Select the two tasks you want to link. In the following screenshot taken as an example, we have selected names, Task 1 and Task 2.

Task 1 and Task 2 are linked with a Finish-to-Start relationship. A drop down box appears with all Tasks defined in the project. Choose the predecessor task. Click OK. Here I have chosen Task 3. All tasks get linked. To select non-adjacent tasks, hold down Ctrl key and select each task separately. Respect Links If you are in Manually Scheduled mode, any change in duration of the predecessor task will not reflect on Start date of Task 4. Scheduling is controlled in two ways.

Manual Scheduling: This is done to quickly capture some details without actually scheduling the tasks. It calculates values such as task durations, start dates, and finish dates automatically. It takes into accounts all constraints, links and calendars. For example, at Lucerne Publishing, the new book launch plan has been reviewed by the resources who will carry out the work and by other project stakeholders. Although you expect the plan to change somewhat as you learn more about the book launch, you now have enough confidence in the overall plan to switch from manual to automatic task scheduling.

Converting Task to Automatic Schedule We have three different methods to convert a task to automatic schedule. Method 1 If you want to change the mode for a particular task, say Task 5 in the following example. Click on Task Mode cell in the same row.

Then, click the down arrow to open a dropdown box, you can select Auto Scheduled. Method 3 To switch completely to Auto Schedule mode: Toggle the scheduling mode of the plan by clicking the New Tasks status bar at the bottom-left and then selecting Auto scheduling mode.

Go to File tab and click Options. They can be people, equipment, facilities, funding, or anything except labor required for the completion of a project task. Optimum Resource Scheduling is the key to successful project management. Travel expenses, food expenses, etc. For example, paint being used while painting a wall. Note: Be aware of the crucial difference between People and Equipment resources.

People resources will have limited work hours, say 6, 8 or 12 hours. Equipment resources have different working capacities of 2, 8 or 24 hours and could have maintenance breaks as well. Also note, that it is possible multiple people resources might be using one equipment resource, or one equipment might be accomplishing multiple tasks.

Enter Work Resource Names You can enter resource names according to your convenience. Click the cell directly below the Resource Name heading column. Enter Resources as an individual person, job function or group. The resource is available full-time on each workday. If a resource does not represent an individual person but a job function, where a group of people with the same skill set can work on the task, we can enter larger Max Units to represent the number of people in the group.

Click the Max. Units field for the Engineers resource. Press Enter. Units would mean you expect the resource capacity to be lower than a full-time resource. Click the cell directly below Resource Name heading column. Enter Resource as an individual or job function. You can also enter overtime rates for work resources. Standard rates are calculated on per hour basis.

Costs per use on the other hand are costs that do not vary with task. Cost per use is a set fee used up to complete a task. There are three types of resources: work, material, and cost. Like paint being used while painting a wall. People resources will have limited work hours say 6, 8 or 12 hours.

Equipment resources can have different working capacities of 2, 8 or 24 hours and could have maintenance breaks as well. Also note that it is possible multiple people resources might be using one equipment resource, or one equipment might be accomplishing multiple tasks.

Cost resources do not use pay rates. Remember cost per use and cost resources are two different things. Cost resources are financial cost associated with a task, like travel expenses, food expenses, etc.

The cost value of cost resource is only assigned when you assign cost resource to a task. MS Project will not automatically apply overtime calculations.

Click the cell directly below Resource Name heading column to create Resources. Click the Std. Rate field for each resource to costs in hourly default , daily, weekly, monthly and yearly rates.

In the following example, the resource Rasmus is left at zero. Click the Ovt. Rate field to enter overtime rates. Double-click the Resource, a Resource Information dialog box opens. Click on Notes tab. Hovering over it will make the note appear. Set Up Cost Resources You can use a cost resource to represent a financial cost associated with a task in a plan. Examples of cost resources are travel, food, entertainment and training.

So it is obvious that cost resources do no work on a task and do not affect scheduling of a task. Cost value of the cost resource is entered when assigning it to a task. Click the empty cell in the Resource Name column. Type Training and press the Tab Key. In the Type field, click the down arrow to select Cost. MS Project — Assign Resources to Task MS Project Once the task and resource list are complete, resources need to be assigned to tasks in order to work on them.

With MS Project you can track task progress, resource and tasks costs. Click the box below the Resource Name column for the task you need the resource to be assigned. From the dropdown, choose the resource name. In the following screenshot as an example. You can also select multiple resources to work on a single task. Now click the Assign button. Double-click the Task Name.

Click the Resources tab. Click the cell below the Resource Name column. Select the resource from the dropdown list. The window is split in two, Gantt Chart view and Task Form view below it. In the Task Form view, click under the Resource Name column and select the resource.

We can also assign other material resources to the same task. In the Gantt Chart view, you can also look at the project summary task, to note the duration, start and finish dates of the plan. In the following example, Assign Resources is the project summary task identified as Task 0.

MS Project — Track Progress MS Project Once your project plan is ready in MS Project, it becomes essential for a project manager to measure the actuals in terms of work completed, resources used and costs incurred and to revise and change information about tasks and resources due to any changes to the plans. A Project Manager should not assume that everything is progressing according to plan and should always keep track of each task. Resistance to formal tracking of project management data is normal.

You can overcome resistance to tracking by explaining your expectations, explaining the benefits of tracking, and training people to track the task themselves. Save a Baseline To evaluate project performance you need to create a baseline against which you will compare the progress. One needs to save the baseline, once a plan is fully developed. Of course, due to rolling wave planning or progressive elaboration needed to manage projects one can always add new tasks, resources, constraints and costs to the plan.

Also note, it makes sense to save the baseline before entering any actual values such as percentage of task completion. These multiple baselines seem contrary to the definition of baseline. You want to develop separate baseline plans for risk response and recovery. You will see Baseline Gantt bars displayed together with the current Gantt bars. Update the Baseline for the Entire Project This simply replaces the original baseline values with the currently scheduled values.

Update the Baseline for Selected Tasks This does not affect the baseline values for other tasks or resource baseline values in the plan. Save Multiple Baselines You can save up to 11 baselines in a single plan.

The first one is called Baseline, and the rest are Baseline 1 through Baseline It can be used as a project marker. It is visually easy to see how off-track or on-track the project progress is. Because it only specifies dates, it is simple, clear and easy information. But sometimes this approach might be fine when the actual work and cost values generated are close enough to your baseline schedule. Select the current date. Check marks will appear in the indicators column for tasks that have been completed.

On the right in the Chart portion, progress bars are generated in the Gantt bars of each task. This table includes Work Scheduled work , Actual, and Remaining columns. Click on Task you want to update. For this task, initial scheduled Work was 16 hours, because 24 hours is greater. In the example, a Baseline is saved, because the Baseline does not change and is used as a comparison. Note: Actual work is rolled up and also reflects on the summary task.

Change Start or Finish field in Actual group. You can fill Actual duration field as well. One does not have to finish collecting survey responses before starting the tabulation. Click the box under the Type column and choose the relationship according to your requirement. Under Lag heading column, enter the lag in terms of hours, days, weeks, or years.

You can also apply lag or lead as a percentage. As Soon As Possible means the task starts as soon as the project starts, if there are no dependencies that would delay it. So, no fixed start or end dates are imposed by this constraint type, but of course predecessor and successor dependencies are maintained.

Default constraint when you schedule from the project finish date. Do not enter a Flexible task start or finish date with this constraint. As Soon As Task is scheduled to begin as early as possible.

Do not enter a start or finish date with this constraint. Start No Earlier Task is scheduled to start on or after a specified date. Must Finish On Task is scheduled to finish on a specified date. Click dropdown box for Constraint type. Choose the constraint you would like to apply.

It is a better idea to use a Deadline Date which has no effect on the scheduling of a task or summary task. MS Project will alert you with a red exclamation symbol in the indicators column, if the scheduled completion of the task exceeds its deadline date. Enter the cost under the Fixed Cost column for the task of interest.

Enter a Recurring Task Status meetings, status reports, inspection dates can recur with a particular frequency. In MS Project , you can specify recurring tasks without having to assign tasks each time separately. You can also assign resources to these task. Enter Task Name and choose Recurrence pattern. You can also choose a specific time for the task to start as well. You can add time value in the Start box for Recurring Task Information dialog box to change this.

In the following figure, start time of AM is entered. While schedule changes are made, it is also likely that the critical path will change from time to time. One needs to always focus on the Critical Path first, when one wants to apply fast-tracking or crashing to shorten the project duration. Slack or Float are key to understanding Critical path. All task bars in the critical path, in the Gantt Chart View on the right, will turn Red in color.

Gantt Chart View displays some limited resource information, as shown in the following screenshot. It summarizes whether there may be a problem by the red over allocated icon in the indicator column. The Resource Usage view displays resources and all tasks assigned to them underneath the Resource Name. The left-hand side of the screen lists the Resources and the Task Names together with columns of total information for the resource or assignment.

The right-hand side shows a time-phased view. Click on Resource Name column heading. Resolve Resource Over Allocation One would need to either change the scope reduce the amount of work , assign more resources, or accept a longer schedule to resolve overallocation. If you add delay that is less than or equal to the amount of slack on the task, you will not affect the finish date of the project.

Substitute Resources or Add Additional Resources You can manually allot some other resource to the task. You can also right-click on the Time-phased grid in the right hand side window to display amount of overallocation by switching on overallocation. Now you can reduce the assigned hours. In the following example, 8-hour assignment is reduced to 4-hour assignments. You will also notice a new icon in the indicator column to let you know that the assignment work has been edited.

If actual work has been recorded, you must manually reduce the remaining work on the task. Remove Overallocated Resource You can just remove a resource assignment from an overallocated resource.

Level Overallocated Resources If resources are overallocated you can use resource-leveling feature in MS Project It works by either splitting tasks or by adding delay to tasks to ensure the resource is not overloaded. Leveling can delay the individual task finish dates and even the project finish date.

Project does not change who is assigned to each task, total work, or assignment unit values. Project first delays tasks to use up any available slack. Once the slack becomes zero, MS Project makes changes according to priorities, dependency relationships and task constraints such as a Finish No Later Than constraint. You can enter value between 1 and , according to the amount of control you like in the leveling process. A priority level of will ensure MS Project does not level a particular task.

By default, priority is set at or a medium level of control. Tasks that have lower priority are delayed or split before those that have higher priority. Click on the dropdown box and select Priority. Now you can add priority to each task as required. Leveling Steps in the Leveling process are only a few, but it is important to understand what each option does.

Project does leveling and overallocated indicators are removed If leveling is done completely, sometimes this might not happen. In Resource Leveling dialog box, under Level calculations, try to use Manual more often. For examples, if a resource is overallocated, for say half an hour more in a week, from 40 hours to Doing so will not level resources, but it will determine when Project displays overallocation indicators next to resource names. In Resource Leveling dialog box, under Level calculations, use the clear leveling values before leveling checkbox is selected.

Doing so will ensure Project removes any existing leveling delays from all tasks and assignments before leveling. Here you choose to level either the entire plan or only assignments that fall within a date range you specify. Numerically higher ID numbers for example, 10 will be delayed before numerically lower ID numbers.

You might want to use this option when your plan has no task relationships or constraints. NET apps. Civil Related Links. Video Training Tutorial. VICO Constructor. Civil Engg.

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Microsoft project 2010 free tutorial pdf free download

 
iii Contents at a Glance Part 1: Get started with Microsoft Project 1 1: Project, project management, and. This document provides an introduction in using Microsoft Project Microsoft Project is a project management application that contains a set of tools to help managers plan, schedule, and control projects. The project plan file acts as a repository for all project-related information, including task lists, resources, calendars, and cost. Download Free PDF. Download Free PDF. Ms project tutorial. Quynh Dinh. Download PDF. Download MS Project About the Tutorial MS Project, the project management software program by Microsoft, is a very handy tool for project managers that helps them develop a schedule, assign resources to tasks, track the progress, manage the budget, and. Introducing Microsoft PowerPoint Microsoft PowerPoint is a full-featured presentation program that helps you quickly and efficiently develop dynamic, professional-looking presentations and then deliver them to an audience. You can use PowerPoint to: ntroduce an idea, proposal, organization, product, or process with professionally I. Download. MS Project Video Tutorials Software. All project managemenet softwares have the facility that their files can be opened in MS Project manger or can be exported to it. Microsoft Project Standard makes adding and managing resources (both employees and material resources) extremely easy, which is essential to successful project replace.mery: Project Planning and Management Software.
 
 

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Check the On button. Both options, Status Bar and Scroll Bar should be checked. Set to manual. MS Project — Introduction MS Project Microsoft Project is a project management software program developed and sold by Microsoft, designed to assist a project manager in developing a schedule, assigning resources to tasks, tracking progress, managing the budget, and analyzing workloads. Project creates budgets based on assignment work and resource rates. As resources are assigned to tasks and assignment work estimated, the program calculates the cost, equal to the work times the rate, which rolls up to the task level and then to any summary task, and finally to the project level.

Each resource can have its own calendar, which defines what days and shifts a resource is available. Microsoft Project is not suitable for solving problems of available materials resources constrained production. Additional software is necessary to manage a complex facility that produces physical goods. Project Management MS Project is feature rich, but project management techniques are required to drive a project effectively.

A lot of project managers get confused between a schedule and a plan. MS Project can help you in creating a Schedule for the project even with the provided constraints. It cannot Plan for you. As a project manager you should be able to answer the following specific questions as part of the planning process to develop a schedule. MS Project cannot answer these for you. This relates to the scope of the project. This relates to the schedule of the project.

This would relate to the cost of the project. This might affect the scope, cost and time constraints of your project. Strictly speaking, from the perspective of Project Management Methodology, a Plan and Schedule are not the same.

A plan is a detailed action-oriented, experience and knowledge-based exercise which considers all elements of strategy, scope, cost, time, resources, quality and risk for the project.

Scheduling is the science of using mathematical calculations and logic to generate time- effective sequence of task considering any resource and cost constraints. Schedule is part of the Plan. Of course the schedule is linked with resources, budgets and dependencies. This is because of two reasons. One, MS Project does more than just create a schedule it can establish dependencies among tasks, it can create constraints, it can resolve resource conflicts, and it can also help in reviewing cost and schedule performance over the duration of the project.

So it does help in more than just creating a Schedule. This it makes sense for Microsoft to market MS Project as a Plan Creator rather than over-simplifying it as just a schedule creator. Two, it is due to limitation of generally accepted form of English language, where a schedule can be both in a noun as well as verb form.

As a noun, a Schedule is like a time table or a series of things to be done or of events to occur at or during a particular time or period. And in the verb form, schedule is to plan for a certain date. The distinction is important for you as a project manager, but as far as MS project is concerned the noun form of Schedule is a Plan.

Of course, a project manager should also be able to answer other project-related questions as well. Here you have options to open a new plan, some other plans, and even a new plan template. Click the Blank Project Tab. The following screen pops up. Toolbar controls have heterogeneous sizes and are classified in visually distinguishable Groups.

Groups are collections of related commands. Each tab is divided into multiple groups. Each tab contains several commands. If you point at a command you will see a description in a tooltip. Active view is the one you can see in the main window at a given point in time.

The View label just tells you about the view you are using currently. Project can display a single view or multiple views in separate panes. Because once you enter one of the two, and other project tasks, constraints and dependencies, MS Project will calculate the other date. It is always a good practice to use a start date even if you know the deadline for the project.

In the list of available templates, click Blank Project. A dialog box appears. Click OK to accept the start date. Click the arrow on the Current Date dropdown box.

A list appears containing three base calendars. Now let us add exceptions. Step 3: Adding Exceptions to Calendar Exceptions are used to modify a Project calendar to have a non-standard workday or a non-working day. You can also allot unique working hours for a particular resource as well.

Here is an example to create a non-working day, which could be because of a holiday or office celebrations or events other than the standard office work effort. Change Working Time dialog box appears. This date is now scheduled as a non-working day for the project. You can also verify the changed color indicated in the calendar within the dialog box as below. Click Ok to close.

You can modify the resource calendar to accommodate flex-time, vacation time, training time, etc. Also remember, Resource Calendar can only be applied to work resources and not to material and cost resources.

By default when we create the resources in a plan, the resource calendar matches the Standard base calendar. And any changes you make to the Project Calendar, gets reflected automatically in resource calendars, except when you create an exception in the resource calendar. In that case even if you update the project calendar, the exception in resource calendar is not affected.

Select the resource for whom you want to create an exception. In example below I have chosen John. The Change Working Time dialog box appears. In the following screen you can see we have chosen John. Double-click the [default] cell below the Name column heading. We have chosen Tuesday and Wednesday. Click Set day s to these specific working times.

Change the time. Select the resource for whom you want to change work schedule. We have chosen John again. Click OK to close the Dialog box. You will now see all Fridays are greyed out in the calendar. You can record some top level information for your.

Under Info Tab go to Project Information. Click arrow near Project Information to click Advanced Properties. A dialog box opens, you can type in the changes as required. WBS identifies the deliverable at the lowest level as work package. So a task is action-oriented, and the work package is the deliverable or a result of one or more tasks being performed.

There is a significant amount of confusion between what constitutes an activity and what constitutes a task within the project management community. But for MS Project, a task is the effort and action required to produce a particular project deliverable. Enter the task name. In the following screen, we have entered 5 different tasks.

Enter Duration A duration of the task is the estimated amount of time it will take to complete a task. As a project manager you can estimate a task duration using expert judgment, historical information, analogous estimates or parametric estimates.

You can enter task duration in terms of different dimensional units of time, namely minutes, hours, days, weeks, and months. You can use abbreviations for simplicity and ease as shown in the following table. So 1 day is not equivalent to 24 hours but has 8 hours of work for the day. Of course, you can change these defaults anytime you want. You can apply this to all projects or a specific project that you are working on currently.

One of the neat tricks MS Project possesses is, it considers duration of the task in work- day sense. So if you have a non-working day in between, it accommodates this and ensures a task that takes 16 hours to complete to end on the 3rd day. In other words, if you have a task that needs 16 hours to complete starting on Monday AM if this is the time your work day starts, and 8 hours being total work hours in a day , and Tuesday being a holiday, the task will logically end on the evening of Wednesday.

Enter the duration. Task 1 in the following screenshot You can also enter Start and Finish date and MS Project will calculate the duration on its own. Task 3 and Task 4 in the following screenshot Note: In the above screenshot, Task 6 is scheduled to start on Sunday, which is a non- working day and ends on Wednesday.

So essentially, one would believe that with these 3 days Monday, Tuesday, Wednesday, the duration calculated would be 3 days. But MS Project calculates it as 4 days. So one needs to be careful when choosing the start date of the task.

Because for any successive operation, MS Project considers that Task 6 will take 4 days. The next time, you change the start date, the Finish date changes to reflect this 4-day duration. Elapsed Duration Elapsed Duration is the time that elapses while some event is occurring which does not require any resources.

Elapsed duration for a task can be used in instances where a task will go on round-the-clock without any stoppage. A normal workday has 8 hours, and an elapsed day duration will have 24 hours. The task also continues over non-working holidays and vacations and working days. So 1ew is seven hour days.

And it takes 4 days for this to happen. It does not need a resource or a work effort, and all you are doing is waiting for it to dry. You can use 4ed as the time duration, which signifies 4 elapsed days, the paint can dry regardless of whether it is a weekend or if it falls on a holiday.

Here in this example, the drying occurs over 24 hours over the weekend. They are used as major progress points to manage project success and stakeholder expectations. They are primarily used for review, inputs and budgets. Mathematically, a milestone is a task of zero duration. And they can be put where there is a logical conclusion of a phase of work, or at deadlines imposed by the project plan.

There are two ways you can insert a milestone. You can see the milestone appear with a rhombus symbol in the Gantt Chart View on the right. MS Project converts it to a Milestone. But one can also convert a task of non-zero duration into a Milestone. This is rarely used and causes confusion. Double-click a particular Task name. Task Information dialog box opens. Create Summary Task There can be a huge number of tasks in a project schedule, it is therefore a good idea to have a bunch of related tasks rolled up into a Summary Task to help you organize the plan in a better way.

It helps you organize your plan into phases. In MS Project , you can have several number of sub-tasks under any higher level task. These higher level tasks are called Summary Task. At an even higher level, they are called Phases.

Remember because summary task is not a separate task entity but a phase of the project with several sub-tasks in it, the duration of the summary task is from the start of the first sub-task to the finish of the last sub-task. This will be automatically calculated by MS Project. Of course, you can enter a manual duration of the summary task as well which could be different from the automatically calculated duration.

MS Project will keep track of both but this can cause significant confusion. In most cases, you should ensure that there is no manually entered duration for any task you will be using as a Summary Task. If you would like to group Task 4 and Task 5 into a Summary Task 1. You can do it in two ways. Method 1 Select the names of Task 4 and Task 5. Rename it to Summary Task 1. Method 2 You can click Task 4 row. You can rename the Task.

Here it is renamed as Summary Task 1. Now select Task 4 and Task 5. For example, Task 2 can start once Task 1 has finished. These dependencies are called Links. A Guide to the Project Management Body of Knowledge PMBOK Guide does not define the term dependency, but refers to it as a logical relationship, which in turn is defined as a dependency between two activities, or between an activity and a milestone. In MS Project, the first task is called a predecessor because it precedes tasks that depend on it.

The following task is called the successor because it succeeds, or follows tasks on which it is dependent. Any task can be a predecessor for one or more successor tasks. Likewise, any task can be a successor to one or more predecessor tasks.

There are only four types of task dependencies, here we present them with examples. Most used. One does not have to finish collecting survey response before starting the tabulation. Least used. Method 1 Select the two tasks you want to link.

In the following screenshot taken as an example, we have selected names, Task 1 and Task 2. Task 1 and Task 2 are linked with a Finish-to-Start relationship. A drop down box appears with all Tasks defined in the project. Choose the predecessor task. Click OK. Here I have chosen Task 3. All tasks get linked. To select non-adjacent tasks, hold down Ctrl key and select each task separately. Respect Links If you are in Manually Scheduled mode, any change in duration of the predecessor task will not reflect on Start date of Task 4.

Scheduling is controlled in two ways. Manual Scheduling: This is done to quickly capture some details without actually scheduling the tasks. It calculates values such as task durations, start dates, and finish dates automatically. It takes into accounts all constraints, links and calendars.

For example, at Lucerne Publishing, the new book launch plan has been reviewed by the resources who will carry out the work and by other project stakeholders. Although you expect the plan to change somewhat as you learn more about the book launch, you now have enough confidence in the overall plan to switch from manual to automatic task scheduling.

Converting Task to Automatic Schedule We have three different methods to convert a task to automatic schedule. Method 1 If you want to change the mode for a particular task, say Task 5 in the following example. Click on Task Mode cell in the same row. Then, click the down arrow to open a dropdown box, you can select Auto Scheduled.

Method 3 To switch completely to Auto Schedule mode: Toggle the scheduling mode of the plan by clicking the New Tasks status bar at the bottom-left and then selecting Auto scheduling mode. Go to File tab and click Options. They can be people, equipment, facilities, funding, or anything except labor required for the completion of a project task. Optimum Resource Scheduling is the key to successful project management. Travel expenses, food expenses, etc. For example, paint being used while painting a wall.

Note: Be aware of the crucial difference between People and Equipment resources. People resources will have limited work hours, say 6, 8 or 12 hours. Equipment resources have different working capacities of 2, 8 or 24 hours and could have maintenance breaks as well.

Also note, that it is possible multiple people resources might be using one equipment resource, or one equipment might be accomplishing multiple tasks. Enter Work Resource Names You can enter resource names according to your convenience.

Click the cell directly below the Resource Name heading column. Enter Resources as an individual person, job function or group. The resource is available full-time on each workday. If a resource does not represent an individual person but a job function, where a group of people with the same skill set can work on the task, we can enter larger Max Units to represent the number of people in the group.

Click the Max. Units field for the Engineers resource. Press Enter. Units would mean you expect the resource capacity to be lower than a full-time resource.

Click the cell directly below Resource Name heading column. Enter Resource as an individual or job function. You can also enter overtime rates for work resources. Engineering Economics. Technical Report Writing. Concrete Technology. Hydraulic Structures. Strength of materials. Engineering Geology. Building Construction.

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