– Microsoft project 2016 user manual pdf free
This is really a combination of two views in one. On the left, you have a table that you can change. On the right you have the typical Gantt chart.
You can move the partition between two simply by attaching the cursor to the partition edge and dragging it to the left or to the right. Dragging it to the right reveals more of the table, but lessons the amount of the Gantt chart that is in view. Dragging it to the left does just the opposite. Click View on the menu bar at the top of the display.
With the View menu pulled down, click Gantt Chart. In most cases this was the view you were placed in to begin with so nothing changes. In the Task name field, type in several task names, one to a line. Use the down arrow to move to the line below after typing a task name. In order to insert a task, between two tasks, position the cursor on the task above the point in which the insertion is to be made.
Click on insert on the menu bar and then enter the task name. Once you’ve entered a task name, simply hit the down arrow, to enter the next name on the line below. If you should skip a task, its easy to go back and insert the task in the list. Position the cursor on the cell of the task that is to have a task inserted before it. Click on Insert on the menu bar and then Insert Task. This is basically a grouping tasks into phases, which makes it easier to track a project and also makes it easier to read the task list.
Grouping is done by indenting tasks. A task can also be removed from a group and that is called out-denting. Tasks that are subordinate to a higher level task on the work break down structure are so indicated by subordination. In the Task name field, select the task you want to indent or out-dent by boxing it as you would in any spreadsheet.
Boxing is done by simply clicking on the cell in which the task resides. Click on the indent button to indent the task or out-dent button to outdent the task. These buttons are found on the second row of tools below the menu bar in the upper-left-hand corner.
You can also highlight a number of tasks and then click on the indent button to indent the entire collection of tasks at once. These are called outline numbers. If we indent 3 tasks under a particular task say task no.
To display the outline no. From the drop-down menu, click options and then click the view tab. To show outline no. You will obviously have to change many of these. Doing so requires the following. In the Duration field enter the duration. Note : A milestone is a task whose duration is zero days.
Any task can be changed to a milestone by changing duration to zero. You will not need to enter the durations of tasks which have subtasks subordinated below them. These tasks have their durations calculated as the sum of all the demoted task durations.
Consider the following list of tasks: NO. It is not possible for the user to change this. The same can be said for subtasks when they have sub-subtasks. MS Project accepts durations in minutes, hours, days or weeks. When entering data into the duration filed, use the following designations for minutes m , hours h , days d , or weeks w. The default is days d and therefore, the “d” is optional and need not be entered when the intent is to enter durations in days. MS Project has its own built-in understanding of time and it is making a lot of assumptions about the way in which you work.
For example, it is assuming 8-hour work days, five-day work weeks and that you do not work on Sat. To see this, view the.
You can change these, but you cannot assign a task ID number that has already been assigned. For example, it is assuming 8-hour work-days, five-day work weeks and that you do not work on Sat. To see this view the project in the Calendar view; notice the duration of the tasks and how they fall across weekends as necessary to fill up the required number of weekdays. Inserting Columns You can insert columns within any table in the Gantt view.
Make certain that your first task is a summary task under which all other tasks are subordinated. Include a cost column in the entry table next to the duration column.
You can also include major function, output, and input columns within the entry table simply by clicking on Insert and then Column and typing in the name of the column, followed by clicking on OK..
To show that a particular task can begin only when the predecessor task has completed, the two tasks must be linked. After you decide the task sequence, you can link the tasks, as follows. In the task name field, select two or more tasks that you want to link.
To avoid confusion, it is best to select only a pair of tasks at a time. The first task you click on will be assumed to be the precedent task and the second task that you click on will be assumed to be the subsequent task. Click the Link task button on the tool bar.
It is the button with the solid chain link icon. MS Project generally links tasks as Finish-to-Start tasks, i. Several precedent tasks can be linked into a single subsequent task, but this has to be done in pairs in which each precedent task is clicked on first, followed by a click on the subsequent task. In the task name field, double click the task you want to link. The task information dialog box appears.
Click the predecessor tab. In the ID field, type the ID number of the predecessor task this is the number in the column to the left of task name field. Click in the Type box and then click the drop down arrow to see the four types of dependency relationships that can be established.
You can also select link under the Edit menu item on the menu bar after selecting the pair of tasks to be linked.
In these latter cases, the analyst wants tasks to start together or finish together. To change the link type, identify the starting task by clicking on it. Select the predecessors tab and click on the link type field. To do so, begin in the Gantt View with the Entry table visible. Slide the partition to the right to expose as much of the entry table as possible.
You should see two side-by-side columns the start column and the finish column. By changing any of the dates in these columns, you are setting a hard date constraint. If you do so, a flag will appear in the very first column of the entry table, the column labeled I for information. If you rest the cursor on that flag, a message appears that informs you of the hard date constraint that has been applied to the task.
Only one hard date constraint can be set per task at the start date or at the stop date, but not both. Resources can be places, departments, businesses, people, equipment–anything required to complete an activity. When you create an assignment, you assign a resource to a task. The resource issue makes the project.
You can assign: Individual resources Assign resources part time Several resources Remove resources from a task Replace one resource with another. In the Task name field, select the task to which you have to assign a resource. Click on the assign resource button on the tool bar button with 2 faces on it.
In the Name field, type in the name of the resource. Click assign. This is a bad assumption in the software business because as Brooks  pointed out, men and months are not interchangeable unless there is no interaction between them. If you decide to split your job with another person, you will have to spend some time training the other person to do your part of the job.
Then you will have to interact with the other person as the two of you together build the interfaces that are necessary between each person s module s. Clearly, the time is not split in half. In the Task name field, select the task to which you have to remove a resource.
Click on the assign resource button button with 2 faces on it. Select the resource you want to remove. Click Remove. To print the required view,. The numbers to the left will appear automatically if you add the WBS column as demonstrated in class. The numbers shown in the WBS column above are there to indicate subordination. This is precisely what the 1.
Likewise, Management Supervisor Technical Clerical. Notice that, for the walk-throughs, all resources get assigned. MS Project will try to cut the duration to something less than one day. You must re-set the duration to one day for the walk-throughs once all resources have been assigned. Explain why summary tasks have no stated duration in the table above.
Explain why the first subordinate task immediately below a summary task has no predecessor. The end result of all of these tasks and assignment entries is the following:.
It also helps you to determine how closely the final project cost matches its estimated cost and also helps in planning for the future. For hourly rates, you can assign a standard rate, which is the rate you pay a resource during normal working hours. Rate is the amount you will pay the resource for any overtime that it does.
To resources that charge a flat amount to do a job, you can assign a fixed cost per use. On the View baron the left, click Resource sheet 2. In the Std. Rate, Ovt. On the View Bar, click Gantt Chart. On the View menu, click on Table, select Cost from the list and then click on Cost. In the Fixed Cost field for the task, type-in the cost 4. A fixed resource cost is added to other resource costs when MS Project calculates the total cost of a task, but doesn t depend on the time a resource spends working on the task.
In the Task Name field, select a task. On the Window menu, click Split. In the Resource Name field, select the resource name. If a new, undefined resource is to be assigned, it must be added to the list, so do so.
On the format menu, point to details and then click Resource Cost. In the Task type box, click Fixed Duration. In the units field for the resource, type 0 and then click OK 8. In the Cost field, type the fixed resource cost. On the Window menu, click Remove Split. Notice how this task is displayed on the Gantt Chart. You can:. View cost per resource. View the total project cost.
View cost per task The sum of individual task costs make up most if not all of the total project cost. To view the total cost of each task 1. On the vertical View Bar on the left, click Gantt Chart. Select View on the menu bar, click Table, and then choose Cost. Scroll the table on the left to view the Total Cost field.
Alternatively, pull the partition back to the right to view more of the table and less of the Gantt Chart. View the cost per Resource This helps you to know the total cost of that resource for all the tasks the resource is assigned to. On the vertical View Bar on the left, click Resource Sheet. On the Project menu, click Project Information. Click Statistics. Perhaps you would like to view project costs on the Entry table which is the default table that loads up with MS Project when it is booted.
You would like an additional column to appear right after the name field and right before the duration field. First position the highlight anywhere in the duration column. The click on the insert item on the menu bar. Then, click on Column In the Column Definition dialog box that appears, click on the drop down arrow associated with the Field Name field, the first field in the box.
The list of columns that you can insert appear alphabetized by name. Scroll to cost and click on it. Now, click on the OK button in the upper right corner of the box.
The column now appears in your table exactly where you want it. And, now you can see all of your costs. The main goals of analyzing your project plan are to: Shorten the schedule, to meet project deadline. Distribute the work load evenly, by resolving resource over allocations, so that no resources are overworked. Reduce costs to a minimum, to save money and complete the project within your budget.
The main factors that affect how MS Project determines a task s start and finish dates are: Placement. In a logically ordered set of tasks, the tasks are usually performed in the order in which they appear in the task list. Several factors affect duration, but, in general, the longer the duration you enter, the later a task finishes.
Changing the duration may change the task finish date. Task dependencies. The type of link you establish between two tasks determines whether the successor task starts after the predecessor task is complete. By replacing one type of link with another, you can change the task s start and finish dates and, perhaps the project end date.
Overlap and delay. The overlap or lead-time you add between two tasks causes the successor task to begin earlier. The delay or lag time between two tasks causes the successor task to begin later. You can force a task to start or finish on or near a date you specify by entering a start or finish date yourself or you can change the default constraint, as soon as possible to an inflexible constraint such as Must start on or Finish no later than. Its however better to let MS Project calculate and, if the schedule changes, recalculate.
Assigned resources. When you assign resources to a task, the task duration can change. Generally, more the resources you assign to a task, shorter its duration becomes.
If you assign resources to a task, then by default, MS Project calculates a task duration based on the amount of work required to complete the task, the number of resources allotted, the working times and work assigned to the resources. By changing the amount of work required to accomplish a task, you can change the task duration and thus the final date.
Task type. By default each task is a fixed units task. You can change the task type to fixed duration or fixed work. Tasks that can delay a project are called critical tasks and the ones that do not delay are called non-critical tasks.
Critical tasks make up a special path known as the critical path. The critical path is the sequence of tasks that ends on the latest finish date, i. As previously mentioned in the main body of this chapter, the critical path is the longest path through the network and the path that determines the duration of the total project. When you want to shorten the schedule, the critical path has to be shortened.
For one you can right click anywhere in the Gantt Chart, select Gantt Chart Wizard and select Critical Path off the list of options that it gives you. Another way is to change the view as follows: 1. On the view bar, click More views. On the View Bar, click more Views 2. In the Views list, click Detail Gantt, and then click Apply. Slack on a task appears graphically as thin slack bars adjoining the regular Gantt bars.
Drag the divider bar to the right to view the free slack and total slack fields To change the default slack time for critical tasks 1. On the tools menu click Options, and then click the Calculation tab. In the Tasks are critical if slack is less than or equal to box, enter the amount of slack time. Adjusting non-critical tasks will not shorten the schedule. The actions you can take to shorten your schedule fall into two categories. Shorten task duration: This can be done by decreasing the duration directly, by decreasing total work,,assigning more resources to a task, by assigning overtime work and by increasing a resource s work schedule.
Compress the schedule by making the tasks start sooner: This can be done by combining or deleting tasks, breaking down a task into non-critical subtasks, by adding lead time to a task, changing the task dependency, type of task etc.
Breaking down a critical task into non critical subtasks 1. On the view bar click more views. In the Task Name field, select a single task on the critical path that could be completed in several steps.
Click Unlink Tasks. Remove the resources assigned to the task. Select the task beneath the task you want to change, and then click new task on the insert menu. Repeat step 6 for each subtask you want to add.
For each new task, type a name in the Task name field and a duration in the Duration field. In the task Name field, select all the new tasks, and then click Indent to make them subtasks of the original task. Click Link task. Exercises 1. The Irving Companies are a small conglomerate specializing in health-related businesses, from wholesale planning to in-home health care and medical supplies.
The company wants to replace its old legacy systems with an ERP system. Define the business case 60 days 2. Specify requirements 10 days 3. Select an ERP vendor 10 days 5. Install the system 6. Install phase 1 10 days. Install phase 2 10 days 8. Install phase 3 12 days 9. Perform parameterization Parameterize phase 1 22 days Parameterize phase 2 15 days Parameterize phase 3 14 days Perform Testing Test phase 1 of the system 20 days Test phase 2 of the system 20 days Test phase 3 of the system 30 days Create tasks Sidebar: Project management focus: Defining the right tasks for the deliverable Enter task durations and dates Sidebar: Project management focus: How do you come up with accurate task durations?
Set up work resources Sidebar: Equipment resource considerations Enter the maximum capacity for work resources Enter work resource pay rates Sidebar: Project management focus: Getting resource cost information Adjust working time in a resource calendar Set up cost resources Document resources by using notes Skills review Practice tasks.
Assign work resources to tasks Control work when adding or removing resource assignments Sidebar: Project management focus: When should effort-driven scheduling apply? Assign cost resources to tasks Check the plan after assigning resources Skills review Practice tasks. Skills review Practice tasks. Part 3: Advanced scheduling techniques. See task relationships by using Task Path Adjust task link relationships Control task scheduling by using constraints Interrupt work on a task Adjust working time for individual tasks Control task scheduling by using task types Sidebar: Assignment units, Peak, and the assignment calculation Sidebar: Task types and effort-driven scheduling See task schedule details by using the Task Inspector Skills review Practice tasks.
Change resource availability over multiple date ranges Work with multiple resource pay rates Change resource pay rates over different date ranges Delay the start of assignments Apply contours to assignments Create and assign material resources View resource capacity Adjust assignments in the Team Planner view Project Professional only Skills review Practice tasks.
Sort plan details Group plan details Filter plan details Create new tables Sidebar: Create custom fields quickly Create new views Skills review Practice tasks.
Update a baseline Sidebar: Save interim plans Track actual and remaining work for tasks and assignments Sidebar: Enter actual costs manually Track timephased actual work for tasks and assignments Sidebar: Project management focus: Collect actuals from resources Reschedule incomplete work Skills review Practice tasks. Examine task costs Examine resource costs Skills review Practice tasks.
Create a custom report Sidebar: How reports compare to views Customize charts in a report Customize tables in a report Skills review Practice tasks. Copy Project data to and from other programs Open files in other formats in Project Save to other file formats from Project Sidebar: Share files with previous versions of Project Generate reports with Excel and Visio Skills review Practice tasks.
Introduction Welcome! This Step by Step book has been designed so you can read it from the beginning to learn about Microsoft Project and then build your skills as you learn to perform increasingly specialized procedures. Or, if you prefer, you can jump in wherever you need ready guidance for performing tasks. The how-to steps are delivered crisply and concisely —just the facts. Who this book is for Microsoft Project Step by Step is designed for use as a learning and reference resource by home and business users of Microsoft Office programs who want to use Project to create and manage projects more efficiently.
– Microsoft project 2016 user manual pdf free
Project managers may choose to use Microsoft Project to assist them in planning ing method of automatic or manual, identify the project’s tasks. microsoft project manual pdf. Get started with a FREE account. Microsoft Project Step by Step MS Project, especially the edition before can use this tutorial for.