MS Project is a scheduling tool that becomes useful once projects have been planned out with defined deliverables, activities, and implementation strategy. It helps define and assign tasks and resources, and allows comparison of planned progress to actual progress through reports. While project management software can make work simpler, the key is to first understand core project management concepts before relying too heavily on tools alone.

1. MS Project
Presented by Rolf Kuhnast, Pr Eng, B.Sc.Eng, MBL

2. MS Project
✤ MS Project is a scheduling tool
✤ It becomes useful once the projects
deliverables and activities have been
defined, and the implementation strategy
crafted by means of the Critical Path
technique (Network diagram)
2

3. 3
A Word about Tools
✤ Many people assume that Project Management is about
Management software
✤ That’s like saying that residential construction is all about
hammers!
✤ Such tools will often make your work simpler and handle
complex calculations with ease.
✤ Without a solid understanding of PM concepts, the tools often
provide an illusion of project control that does not exist
✤ Learn the concepts, then the tools!
✤ Buying Accounting software does not make you an Accountant
!

4. 4To use a Tool
✤ One has to understand the context in which it is
applicable
✤ One has to understand its limitations
✤ MS Project can improve productivity in Scheduling
and monitoring progress of a project by, maybe,
5-15%

5. 5
What does it do?
It helps to :
✤ Define Tasks /activities
✤ Assign resources to activities
✤ Allows the management of Resources and
Activities
✤ Allows comparison of planned with actual
progress
✤ Produce reports in various formats

6. 6
Lets recap: Some
Definitions
✤ Tasks ?
✤ Scope ?
✤ Resources ?

7. 7
The Project Management
Processes
Initiating
Planning
Executing
Controlling
Terminating

8. Lesson 1: Creating a new Project
Plan, Setting the Scene
✤ The Default Screen
✤ The Options Screen
✤ Project attributes
✤ The Calendar Screen
✤ Views and the Organiser
8

9. 9
MS Project 2010 Default
view: Gantt Chart
Gantt Pane

10. 1.1 Create a new Project
File
✤ To create a new blank project in Project, click
the File tab. Click New, and then click Blank
Project.
✤ To create a new project from a template, click
the File tab. Select a template from Templates
(local), Office Online Templates (Web), or
Project Server Templates.
10

11. 1.2 Set the Project start
Date
✤ Click the File tab, and then click Info.
✤ On the right side of the Information page,
select a date in the Start Date box.
11

12. 12
Project Information Box

13. 1.3 Define the Project
Calendar
✤ Click the Project tab.
✤ In the Properties group, click Change
Working Time.
✤ Identify working and non-working days and
times for your project.
13

14. 14The Project Calendar

15. The Organiser 15

16. Lesson 2:Working with Tasks
✤ Planning tasks
✤ Scheduling tasks
✤ Entering tasks
✤ Outlining tasks
✤ Summary and Recurring
tasks
✤ Entering durations
✤ Linking tasks
✤ Applying and removing
constraints 16

17. 2.1 Plan the Tasks
✤ In the planning stage, you devise a workable
scheme to accomplish the project’s goals.
✤ To do this, you identify the project’s milestones,
deliverables, and tasks.
✤ This plan can be your work breakdown structure
(WBS).
✤ You develop and refine the schedule, and identify
the resources required to implement the project.
17

18. 2.2.1Decide how you want
to schedule tasks
✤ In Project 2010, you can now schedule tasks manually in addition to
having Project automatically schedule them. Select the scheduling
method after you enter a new task by clicking one of the following in the
Task Mode column:
Manually scheduled With this method, Project won't move a task after it
is created, even when resources are assigned to it, or tasks get linked to it,
or if the Project calendar changes. New tasks are manually scheduled by
default.
✤ Note New tasks are manually scheduled by default. To make new tasks
automatically scheduled by default, click the Tasks tab. In the Schedule
group, point to Task Mode, and in the list, click Auto Schedule.
18

19. 2.2.2 Decide how you
want to schedule tasks
✤ Auto scheduled Use this method when you
want Project to schedule the task based on
dependencies, constraints, calendars, and
other factors.
19

20. 20
Types of Tasks
✤ Summary tasks, contain subtasks and their
properties
✤ Subtasks, are smaller tasks that are part of
the summary task
✤ Recurring tasks, are tasks that occur at
regular intervals
✤ Milestones, are tasks with zero durations and
are like interim goals in the project

21. 2.3 Entering Tasks
✤ Click the View tab. In the Task Views group,
click Gantt Chart.
✤ In the Task Name field, enter tasks.
✤ Tasks can also include summary tasks,
milestones, and WBS items.
21

22. 2.4 Outline Tasks
✤ Create your task hierarchy, including tasks and milestones under
summary tasks, which can represent phases or other work
divisions. Click the View tab. In the Task Views group, click
Gan, Chart. Select a task (or several tasks), and then in the
Tasks group, click the Indent or Outdent bu>on .
✤ Tip If you created a summary task with a dura@on, start date,
or finish date, then the tasks that fall under the summary task
will not be rolled up to this summary task. They'll be
independent of it. This is known as top-down scheduling.
22

23. 23
Advantages of Outlining
Tasks
✤ Creates multiple levels of subtasks that roll up
into a summary task
✤ Collapse and expand summary tasks when
necessary
✤ Apply a Work Breakdown Structure
✤ Move ,copy or delete entire groups of tasks
(Scope Change)

24. 24
2.5 Summary tasks
✤ Summary tasks contain the broad concepts ,
phases or deliverables of projects.
✤ They are represented in the Gantt view by black
bars with black triangular end points
✤ Schedule and cost information from tasks are
accumulated at summary task level
✤ NOTE :Never link summary tasks!

25. 25
2.6 Recurring tasks
✤ To enter recurring tasks, such as
progress meetings, in the “Task”
tab, drop down the list under the
Task button. Select “Recurring
Task”
✤ Enter the required information

26. 26Recurring Task Screen

27. 2.7 Enter Durations
✤ Click the Dura7on field for a task and enter a dura@on. For Project 2010, you
can enter dura@on in two different ways, depending on the scheduling
method that is being used for the task.
• Manually scheduled task Enter dura@on as either a number or as text. For
example, you can enter "Some@me aOer June," or "Two days aOer ship."
• Auto scheduled task Enter dura@on as a number. For example, type 4d to
indicate 4 days. To specify a milestone without dura@on, type 0d. To indicate
that a dura@on is an es@mate, add a ques@on mark; for example, type 6d?
• Note When using automa@c scheduling, avoid entering start and finish dates
for tasks. Instead, enter dura@on and let Project 2010 automa@cally set these
dates, which might change anyway as resources are assigned to tasks.
27

28. 28
Task Durations
Displays as:
m, min, minute
h, hr, hour
d, dy, day
w, wk, week
emin, ehr, eday, ewk
Duration
✤ Minutes
✤ Hours
✤ Days
✤ Weeks
✤ Elapsed Duration

29. Check your knowledge
Exercise 1.1
29

30. 30
2.8 Linking Tasks
✤ Tasks are usually scheduled to start as
soon as possible
✤ The duration of tasks can be seen in
the form of grey bars in the Gantt Chart
✤ Tasks that need to be completed before
a task , are called predecessor tasks.

31. 31
Task Links
✤ Task dependencies should be determined by means
of a network diagram completed manually together
with the project team
✤ Once the task dependencies have been logically
determined, taking strategic limitations and
constraints into account, the tasks may be linked
accordingly in MS Project Link tasks to show
relationships

32. Task Relationships
32

33. Task Relationships
Finish-Start
Start-start
Finish-finish
Start-finish
Lead Lead
lag
33

34. Float
Activity A
Activity B
Activity C
Activity D
ES EF=LF
LS
34

35. Lead
Wideman Comparative Glossary of Common Project Management Terms
v3.1 is copyright by R. Max Wideman, March 2002.
Activity A
Activity B
35
In a network diagram, the minimum
necessary lapse of time between the start
of one activity and the start of an
overlapping activity

36. Lag
Wideman Comparative Glossary of Common Project Management Terms
v3.1 is copyright by R. Max Wideman, March 2002.
Activity A Activity B
36
The amount of time after one task is
started or finished before the next task
can be started or finished.

37. ✤ Click the View tab. In the Task Views group, click Gantt
Chart. Select the tasks that you want to link, and then
click the Link Tasks button in the Tasks group. which is
found under the Tasks tab. To change the default finish-
to-start dependency type, double-click the line between
the tasks that you want to change, and then select a
task link from the Type list.
37
1. Link tasks to show
relationships

38. 38
Task Information box

39. 39
To link Tasks in F-S
Dependency
✤ Select tasks to be linked
Hold "Ctrl" while click tasks in order
✤ Click Ctrl+F2 , or click on the link icon in the schedule
group
✤ NOTE: Summary tasks should never be linked; they
should be left to float with the durations of their
subtasks
✤ To unlink tasks , select the tasks and click the "Unlink
Task" icon in the Schedule group
Ø Never remove a link by deleting a cell in the predecessor
column, as this will delete the entire task!

40. 40
Delayed and Overlapping
Links
✤ Tasks may be dependent on other factors
causing delay time or overlapping, necessitating
a lag or a lead time to be incorporated in a link
✤ Lag or lead times can be entered as units of time,
or as a percentage of the duration of a
predecessor. (See next)

41. 41
To enter Lag or Lead
times
✤ Double-click a task to open the Task Information Dialog
Box
✤ Click the Predecessors tab
✤ Select the lag/lead field
✤ Enter a number or a percentage in the cell
A negative number signifies a Lead time
A positive number is a Lag time
✤ click"OK"

42. 42
Entering Leads/Lags

43. Check your knowledge
Exercise 1.2
43

44. 442.9 Applying Constraints
✤ Intermediate deadlines need to be specified
✤ Certain tasks may need to be completed by a certain
date
✤ But Note!: Constraints on a task can account for
scheduling problems !

45. 45
There are 8 Types of
Constraints
✤ Flexible constraints allow Project to calculate
the schedule and make appropriate
adjustments based on the constraint applied
✤ Inflexible constraints can cause conflict
between successive and preceding tasks ,
and may require manual intervention to
remove the constraint

46. 46Applying Constraints

47. 47To apply a Constraint
✤ Open the task information dialog box
✤ Click the “Advanced” tab and open the
Constraint Type list by clicking on the Drop-
down arrow
✤ Select the appropriate date for the
constraint and click"OK"

48. 48
To remove a Constraint and
apply ASAP/ALAP
Constraint
✤ Select the tasks by holding Ctrl and clicking the tasks in order
✤ Click Task information Button and "Multiple Tasks" dialog
opens
✤ Chose ASAP if the project has been scheduled from the start
date, and ALAP if it has been scheduled from the finish date
✤ Click "OK"

49. 49
Removing a Constraint

50. Check your knowledge
Exercise 1.3
50

51. Lesson 3: Working with Resources
✤ Assigning resources to
tasks
✤ Task types & task
tradeoffs
✤ Adding resources to the
project
✤ Assigning resources to
tasks
✤ Defining and controlling
costs
51

52. 52
Questions to be answered
✤ What kind of resources are needed
✤ How many of each resource
✤ Where do these resources come from?
✤ How do you determine the cost of the
project?

53. 3.1 Assigning Resources
✤ Assignments are the associations between
specific tasks and the resources needed to
complete them. You can assign more than one
resource to a task. In addition to work resources
(people), you can assign material resources
(such as cement) and cost resources (such as
travel) to tasks.
53

54. 3.2 Know your Task Type
✤ As soon as you assign resources to
automatically scheduled tasks, Project 2010
determines how to schedule the task based on
the task type. (Manually scheduled tasks don't
use task types.) Durations might change as you
assign resources to tasks.
54

55. 55
The Work, Duration and
Units trade-off
✤ Project takes the tasks duration and multiplies it by the specific
percentage or number of units to arrive at the hours of work that
will be done
✤ Work is the amount of time or effort that a resource expends on a
task
✤ Duration is the amount of clock time between the beginning and
end of a task
✤ Work = Duration * Units (Number * Availability)
NOTE: Given the choice between duration, work and units, project
will change duration. If Duration is fixed, then it will change work
before it changes units

56. How Task Types Work
In a...
If you revise
work...
If you revise
duration...
If you revise
units...
Fixed unit
task
Duration
changes
Work
changes
Duration
changes
Fixed work
task
Duration
changes
Units change
Duration
changes
Fixed
duration task
Units change
Work
changes
Work
changes
56

57. How to change task
types
✤ To set a default task type for the entire project, click
the File tab, and then click Options. In the Default
task type box, select Fixed Units (the default), Fixed
Duration, or Fixed Work.
✤ To change the task type for an individual task, click
the Task tab, and then in the Properties group, click
the Task Information button . Click the Advanced
tab, and then in the Task type box, click the task type
that you want to create.
57

58. 3.3 Add Resources to your
Project
✤ Click the View tab. In the Resource Views group,
click Resource Sheet . In the Resource Name field,
type the names of the resources you will use for this
project.
✤ If you are using Project Professional, you can add
resources from the enterprise resource pool. Click the
Resources tab. In the Insert group, click Add
Resources, and then click Build Team from
Enterprise. This feature requires Project Professional
2010 that is connected to Project Server 2010.
58

59. 59
Entering Resource information
in the Resource Sheet
✤ Select a cell in the “name” column and type a resource
name. Press Enter.
✤ Enter the information, "work" for people, "material" for
material, and “cost” for cost items
✤ Repeat the above until all the resources have been entered
✤ Enter all other relevant information, e.g. Hourly rate,
Overtime rate etc as required
✤ Click 'OK.

60. 60
Resource Information
Dialog box
✤ Double-clicking on a resource name in the Resource
Sheet will display the Resource information Dialog
Box

61. 3.4 Assign Resources to
Tasks
✤ In the Gantt Chart view, select a task to which you
want to assign a resource. On the Resources tab, in
the Assignments group, click Assign Resources .
Click the resource names, and then click Assign.
✤ Tip Use the new Team Planner to drag and drop tasks
around easily from one person to another within your
team, or back and forth in the schedule. Click the View
tab. In the Resources group, click Team Planner. You
can even create new tasks on the Team Planner, or
remove tasks—by just dragging or dropping.
61

62. Enter the Work Hours that
Resources spend on Tasks
✤ When scheduling tasks, project managers
sometimes prefer to enter the amount of work (or
the amount of labor) needed to complete a task,
rather than the duration for the task. Entering
work reflects real-world scheduling.
✤ To enter work hours for resources assigned to
tasks, add the Work column to the Gantt Chart
view. Right click a column, and then click Insert
Column. Type "Work", to select the Work
column.
62

63. Identify factors affecting
task schedules
✤ You can use Project 2010 to help you understand
how changes to one task can affect the rest of the
project. Click the Task tab, and then in the Tasks
group, click Inspect Task. A pane opens on the left
showing the factors that affect the scheduling of the
selected task.
✤ Tip You can also see task scheduling information
(such as scheduling mode, duration, and start and
stop times) quickly by hovering the mouse over the
task's Gantt bar.
63

64. 64
Assigning a Base Calendar other
than the Project Calendar to the
Resource
✤ In the Resource Information dialog box click “ Change
Working Time” to change the resource calendar

65. Check your knowledge
Exercise 2.1 & 2.2
65

66. 66
3.5 Defining and
Controlling Costs
✤ “Project” multiplies the number of hours a resource works and the
hourly cost rate to give you the resource cost rate
✤ For multiple resources the individual resource costs are added
✤ The number of units used reflect material costs
✤ The “Standard Rate” or the “Rate of Pay” per time unit for regular
working hours , or the cost per unit of a material resource and the
Overtime Rate defined for overtime hours are the two rate values
that have to be filled into the Resource Sheet view
✤ Fixed costs and the resource cost add up to the total cost

67. 67
Accrual Methods
✤ Accrual methods describe the way in which Project
calculates costs
✤ If payment for a resource has to be made before work
starts , then the accrual method is "Start"
✤ Likewise, if payment is made after the work has been
completed, then the accrual method is "End"
✤ For partially completed Tasks, estimated costs are prorated
✤ Accrual methods do not affect the final cost of the project

68. 68
Entering Cost for a
Resource
✤ Open the resource information dialog box and click "cost' tab (In the resource
sheet, double-click the resource name)
✤ Enter the effective date for the cost in the drop-down calendar
✤ Enter the standard rate. The default is R/h, but this can be changed to R/y, R/m
as necessary
✤ Materials use the Materials label assigned to the resource
✤ Enter the overtime rate
✤ Enter any additional 'per use cost' for a resource
✤ If resources have different accrual methods, select from the Cost Accrual drop-
down list
✤ Project supports fixed and variable costs.
✤ To enter a fixed cost, in the Gantt chart view, chose View>Table>Cost. Open
cost table. Select Fixed Cost for the task . Enter the amount

69. 69
Entering Resource Costs

70. 70
Entering Cost Information
✤ On the Cost tab of the Resource Information Dialog
Box, you can record up to 5 different rates for a
selected resource that is assigned to 5 different tasks,
by selecting one of 5 tabs.
✤ You can also enter separate rates such as Standard
Rates, Overtime Rates and Per-Use rates

71. Lesson 4: Fine-tuning the Plan
✤ Finding and resolving over-
allocations
✤ Project contours
✤ Working with filters
✤ Viewing and grouping
information
✤ Viewing costs
✤ Reducing durations
✤ Selecting views
✤ Formatting text
✤ Displaying statistics
✤ Set the Project baseline
71

72. 72
4.1 Over-allocated
Resources
✤ A Resource is over-allocated when the total of its time-
phased work exceeds the resources maximum units
✤ In every Resource View, over-allocated resources are
formatted in red
✤ In the Resource Sheet, Project displays a caution icon
in the Indicator column of the over-allocated resource.
✤ Hover over this icon to view a tip to correct the over-
allocation

73. 73
Resolving over-allocations
✤ In addition to levelling, you can eliminate some over-
allocations by using other methods. To resolve over-
allocations:
✤ Reduce a task's duration.
✤ Delay a task.
✤ Split a task.
✤ Adjust the resources assigned to a task.
✤ Assign more resources to a task.
✤ Replace an over-allocated resource with an under-allocated
one or remove a resource.
✤ Adjust or contour the amount of work assigned to a resource.

74. 74
Locating Over-allocations
✤ Choose View>Other views>More views>Resource
Graph
✤ In the View tab, chose Split View, select Details
✤ Open Resource Graph
✤ Open Resource Form
✤ Right-Clicking on the graph will open the shortcut menu
✤ Select Over-allocation
✤ Scroll through the resources with the horizontal scroll
bar in the Resource Graph to identify the times of
over-allocation

75. 75
Locating Over-allocations

76. 76
Applying Resource
Levelling
✤ Select any task
✤ In the Resource Tab, click on Leveling Options
✤ In the Resource leveling dialog box that opens, Select
From/To option and use the drop-down calendar to
select beginning and ending dates between which
Project must search for over-allocations
✤ After it identifies over-allocations , it delays tasks based
on the leveling order selected
✤ Tasks with constraints, and tasks which have begun,
are left alone

77. 77
Resource Levelling
dialogue box

78. 78
Three Levelling Orders
✤ I.D.: Higher ID tasks are delayed. Enter tasks in
order of importance!
✤ Standard: This is the default levelling order
✤ Task priority can be set to any value between 0 and
1000 on the General Tab of the Task Information
Form

79. 79
Standard Levelling Order
✤ Tasks without successors are delayed first
✤ Tasks that are not on the critical path are delayed first
✤ Tasks with later start dates are allowed to begin later

80. 80
Level Resources Manually
✤ In the View Tab, select More Views and select Resource
Allocation
✤ Click in the Gantt Chart in the lower pane
✤ Chose View>Table>More Tables, and the More Tables dialog box
opens
✤ Select "Delay"
✤ Click "Apply"
✤ In the Resource Usage Table in the upper pane , right click on
"work" Column
✤ Select “Insert Column”
✤ Select “Assignment Delay” in the column definition dialog box
✤ Click "O.K.“
✤ You can now enter the required delays into this column

81. 81
Levelling Resources
Manually

82. 82
Delaying a Task

83. 83
To Delay an Assignment
✤ Select the assignment that you want to delay in the
Resource Usage Table
✤ Enter the duration of the delay in the Assignment
Delay Field

84. 84
4.2 Contours
✤ A contour is the shape of the distribution of work
within an assignment
✤ To Change the work contour for an assignment,in
either the task Usage , or Resource Usage Views,
double-click an assignment to open the Assignment
Information Dialog box and chose a contour from the
Work Contour drop-down list

85. 85
MS Project Contours
✤ Flat: The default contour with an even distribution of work
✤ Back-loaded: Peak activity happens at the end of the project
✤ Front-loaded: Peak activity is at the beginning of the project
✤ Double Peak: A Project has two major periods of peak activity
✤ Early Peak: The same as front-loaded, but with a ramp up to peak activity
✤ Late Peak: a back-loaded contour with a ramp
✤ Bell: A single peak in the middle of the project
✤ Turtle: A bell with a ramp up and a ramp down

86. 86
To change the Work
Contour
✤ In either Task Usage View, or Resource
Usage view, double click an assignment
to open the Assignment Information
Dialog box.
✤ Chose a contour from the Work Contour
drop-down list

87. 87
Changing Work Contour

88. Check your knowledge
Exercise 3.1& 3.2
88

89. 89
4.3 Using Filters
✤ Filtering allows you to Impose certain conditions
on which you want to display your information at
any time
✤ You can chose to hide information that you don't
want to view, or highlight information that is
important to you

90. 90
To Apply an Auto-filter
✤ In the View tab, drop down the list next to the Filter icon
✤ Select the required heading
✤ When the table is filtered, the column headings and filter drop-down arrow
turns blue
✤ To include additional filter conditions use the drop-down list to select other
headings
✤ To turn off Auto Filter, select Display Auto Filter again in the Filter drop-
down list
✤ You can use pre-defined filters in Project to filter tasks like milestones,
incomplete tasks , critical tasks and resource-specific tasks etc.

91. 91
Custom Filters
✤ Select Auto-filter from View> Filter>Display Auto-
filter.
✤ In the “Cost” column click on the dropdown list.
✤ Select “Custom” and enter the desired range

92. 92
4.4 Sorting and Grouping
Information
✤ Data can be sorted by ascending order, cost,
priority etc. Standard sorts are available for Name,
I.D. and costs.
✤ In the View tab, drop down the list next to the
Group By icon.
✤ Chose the method of grouping required

93. 93
4.5 Viewing Costs
✤ To view costs, display any List View
✤ Chose View>Table>Summary.
✤ Columns for Duration, Start, Finish, Cost,
Work and % completion are displayed

94. 94
Viewing Costs

95. 95
4.6 Reducing Duration
✤ Since the project's duration is determined by the
tasks on the critical path, reducing the critical path
will reduce the duration.
✤ In the Views tab, drop down the Filter list. Select
“Critical” from the list of filters. Drop down the
Highlight list, and select Critical
✤ All critical tasks will appear in a different colour
from the other tasks

96. 96
To Reduce the Duration of
the Critical Path
✤ Overlap tasks (Fast Track)
✤ Schedule Overtime
✤ Break large tasks into smaller ones
✤ Identify and correct errors
✤ Reduce the scope of work

97. Check your knowledge
Exercise 3.3
97

98. 4.7 Select a view
✤ Project 2010 has some old views and some new views to help
you see project information and report it to others on your team
or organization. Click the View tab. In either the Task Views
group or the Resource Views group, select the view you want
to use. There are many views, but the most useful ones include:
✤ Team planner view Move tasks easily from one person to another within your team, or back and forth in the
schedule. You can create new tasks in the team planner or remove tasks—just by dragging them.
✤ Timeline view Place tasks, subtasks, or milestones onto a single timeline at the top of most views. You can
copy the timeline into Word, PowerPoint, Excel, or Outlook. You can instantly create attractive project reports
this way. Click the Timeline check box to see how the timeline works.
✤ Gantt Chart view View project tasks in a combination view, with columns on one side and bars along a timeline
on the other side.
✤ Calendar view See project information in a familiar monthly or weekly calendar format that can be printed.
98

99. Add a column
✤ Adding columns to a view is one of the easiest ways to create the
view that meets your needs.
✤ Click the View tab. In either the Task Views group or the Resource
Views group, select the view you want to use. Right click on a
column header to the left of where you want to insert a new column,
and then click Insert column. Type the name of the column you want
to insert.
✤ Tip You can also insert a custom column as easily as a built-in
column. For example, if you want a column called "Deliveries", type
that name when you insert a new column. If you want the new column
to contain only numbers (to specify the number of deliveries), then
right click the column down-arrow, point to Data Type, and select the
type of data that the column should contain.
99

100. Customising Views
✤ Customizing views beyond adding columns has been made
considerably easier in Project 2010. Whether it’s the Team Planner,
Timeline, or classic Gantt Chart, all formatting options are available
on the Format tab.
✤ Select the view you want to customize, and then on the Format
tab click the type of view element you want to change, such as the
bar styles on the Gantt Chart, callout text on the Timeline, or the
gridlines and timescales of any views.
✤ Tip If you want to filter, sort, or group tasks prior to printing, Click
the View tab, and then in the Data group, click the Sort, Filter, or
100

101. Check your knowledge
Exercise 4.1
101

102. 102
4.8 Formatting Text
✤ Select the cell to be formatted
✤ Chose Format, Text styles to display the Text
Styles dialog box
✤ Assign a font to selected text
✤ Select a new font type, and change the style,
colour and size required
✤ click O.K.

103. 103
Formatting Gridlines
✤ Chose Format>Grid-lines to open the grid-line dialog box
✤ Select the required line style from the list
✤ In the Normal section of the dialog box, select the type
and pattern for the gridline
✤ To delete an existing grid-line, select it from the list and
check the blank area in the Type drop-down list
✤ Select an Interval, line type and colour
✤ In the "At Interval section, chose “None” to display all
lines of the selected type, or chose an interval to display
line only at that interval

104. 104
Changing Timescales
✤ The default timescale in the Gantt Chart View are
weeks and days
✤ In the View tab, select the drop-down list under
the Zoom icon will allow you to select the set of
time units of your choice
✤ Alternately, right click with the cursor on the
timescales in Gantt view and select the
Timescales icon. Chose the required options

105. 105Changing Timescales

106. 106
4.9 Displaying a Summary
of all Statistics
✤ In the Project tab click on the Project information
icon>Statistics
✤ At the top of the box you will see the current start and
finish dates
✤ If you saved a project Baseline when you first save your
complete Project plan, and if you updated this baseline
plan with actual progress and cost data, the statistics
box will give you the variances between the baseline
and the actual results

107. 107
Displaying Statistics

108. 108
To add a Hyperlink
✤ Open a view
✤ Select a task, resource or assignment that you want to add a
Hyperlink to
✤ Right Click on the task. In the drop-down menu that appears,
select Hyperlink
✤ In the Insert Hyperlink menu that appears, select the document
required, or type in a website URL, as required
✤ Click O.K.

109. Check your knowledge
Exercise 4.3
109

110. 110
Dividing a Project into
Smaller Pieces
✤ Open a large project that is to be sub-divided
✤ Create a view that puts all the tasks that are to be moved into
consecutive order, or move the tasks so that they are in consecutive
order
✤ Select these tasks and click the Cut Button, on the clipboard group
✤ Select the File tab, and click the "New" button and create a new
project
✤ Click the first cell of the Gantt Chart and press the Paste button
✤ Save the new Project under an appropriate name
✤ Repeat the above steps for all the Task Groups that are to be
moved

111. 111
Creating links between
Tasks that cross Projects
✤ Open both projects and in the View tab, select the Arrange All
icon to see both project in the same window
✤ Double-click the task that is to be the successor. This will open
the Task information dialog box
✤ Click the predecessors' tab to establish the task as the
predecessor
✤ Select the I.D. field and type the project name and ID# of the
predecessor task, using the format: Project Name/Task ID #.
✤ Press Enter; Project adds External project to the Type and Lag
fields.
✤ Click O.K.

112. 4.10 Set the Project
Baseline
✤ Create a baseline or an interim plan so that later
you can compare your up-to-date schedule to
your baseline.
✤ Saving a baseline plan enables you to identify
and solve discrepancies and plan more
accurately for similar future projects.
112

113. Save the Baseline Plan, and
viewing the baseline data
✤ After your project plan is solidly in place for the finish date, budget,
and scope, you can submit the plan for approval. Once it has been
approved, save the baseline plan. Click the Project tab, in the
Schedule group, click Set Baseline.
✤ Click the View tab, and then click the Gantt Chart button. Click the
Format tab, and then in the Bar Styles group, click Baseline. The
baseline information is shown as the lower of the two Gantt bars for
each task.
✤ Click the View tab. In the Task Views group, click Gantt Chart (or
any view that includes columns). Point to Tables, and then select
Variance. This table includes fields for baseline and variance start
and finish.
113

114. Lesson 5: Tracking and updating the
Project
✤ Managing changes
✤ Updating progress
✤ Tracking actual hours
and costs
✤ Tracking actual dates
and durations
114

115. 5.1 Managing Changes
✤ Managing changes involves modifying durations,
dates, dependencies, resource assignments, or
tasks based on requested changes or new
information.
✤ Keeping the current fields up to date and
compare them to the baseline.
115

116. 5.2 Updating Progress
✤ Updating the progress of your project is the only way to
make sure it stays on track as work is performed. The
focus at this point is on managing changes, updating the
schedule, tracking progress, and communicating project
information.
✤ Note Project 2010 tracks three sets of dates: current,
baseline, and actual. When you first set the baseline,
current = baseline. When a task is 100% complete, current
= actual. Baseline, current, and actual values exist for the
start date, finish date, duration, cost, and work.
116

117. 117
Using the Update Task
dialog box
✤ In the Task tab, click on the drop-down arrow of
the Mark on Track button. Select the Update
Task icon
✤ Enter the required information

118. Track actual hours and
costs
✤ If you want to enter actual and remaining work
hours or costs, use the tracking table. Click the
View tab. In the Data group, point Table, and then
click Tracking. Enter progress data in the Act.
Work or Act. Cost fields for the task.
✤ You can also use the tracking table to enter
percent complete, actual start and finish dates,
and actual and remaining duration.
118

119. Track actual dates and
durations
✤ It’s best to decide on a single method for
tracking progress. You can enter
percentage complete, actual start and
finish dates, actual and remaining
durations, or actual and remaining work.
✤ Click the Task tab, and select the task for
which you want to enter actual progress.
In the Schedule group, select the
amount of progress done on the task .
119

120. Check your knowledge
Exercise 5.1
120

121. Lesson 6: Sharing and Publishing
✤ Workgroups
✤ View or report information
✤ Generate a report
✤ Print or view a report
✤ Create a new report
✤ Create a final report
✤ Save the project as a
template
✤ Close the project
121

122. Check your knowledge
Exercise 5.2
122

123. 123
6.1 Workgroups
✤ A Workgroup comprises people who are directly involved
in the project- the manager and team in a project as well
as external contractors and customers
✤ Project information can be communicated electronically
by means of e-mail, Intranet or Internet.
✤ Team members do not require to have
Project installed on their systems. Only
the workgroup manager must have it
installed

124. 124
To save as a different file and
communicate with workgroups
✤ In the File tab, select Save as
✤ In the Save as window, select the file type in the save as
type drop-down list
✤ Select the file type, and click Save
✤ Alternatively select Save and Send in the File tab
✤ Chose the option required , as above

125. 6.2 View or report
information
✤ Keep stakeholders and team members up-to-
date on project progress by providing them
with access to online or printed views and
reports.
✤ Project 2010 provides many ways to print and
distribute both detailed and overview
information project information quickly and
efficiently.
125

126. 6.3 Generate a report
✤ Click the Project tab, and then in the Reports group, click one of
the following:
✤ Visual Reports Use visual reports to see your project’s data as
a PivotTable report in Excel 2010 or a PivotDiagram view in Visio
Professional 2010.
✤ Reports Use basic reports to see your project's data in tabular
reports that don't require Excel or Visio. These basic reports are
collected in categories for easy selecting and printing.
✤ Compare Projects Use a compare projects report to view a
report that displays changes in the current project compared to
another project.
126

127. 127
Displaying a Gantt Chart Graphic in
a Web Page (1)
■ In Gantt chart view, click the copy icon on the
clipboard
■ Select to GIF Image File option
■ In the Timescales section, select the dates range , or
select as shown on screen to capture the timescale
that is currently displayed on the screen
■ Click O.K
■ Open File> Save As>XML and select a filename and
location. Click save

128. 6.4 Print a view or report
✤ Set up the current view the way that you want
it to look when printed. Click the File tab, and
then click Print. A preview of the view will be
printed appears on the right.
✤ Tip Click in the preview part of the view to see
the actual size of the view as it will be printed.
128

129. 129
Printing Gantt Charts
✤ In the File tab, select Print
✤ Select the printer to be used, and the number of
copies
✤ Under the Settings heading, use the drop-down lists
to chose the desired settings
✤ The layout settings may be changed by selecting
the required layout by clicking on the icons on the
bottom right of the screen

130. 1306.5 Creating new Reports
✤ In the Project tab, click the Reports icon
✤ In the Reports window, double-click the Custom
icon
✤ The Custom Reports Dialog box gives a few options:
✤ New, for a completely new report:
✤ Copy, for a copy of a selected report:
✤ Organizer, shares reports with other projects

131. 6.6 Create a final report
✤ Click the Project tab. In the Reports group, click Visual
Reports to see your project’s data as a PivotTable report
in Excel 2010 or a PivotDiagram view in Visio Professional
2010.
✤ You can also view basic reports that don’t require Excel or
Visio. Click the Project tab, and in the Reports group,
click Reports. Double-click a report category, and then
double-click the predefined report. Enter any requested
information. A preview of the report appears. To print the
report, click Print.
131

132. 6.7 Save a project as a
template
✤ AOer comple@ng a project, you should leverage
what you’ve learned in the project by making it a
template for future projects. Click the File tab, click
Save As, and then in the Save As Type box, click
Template.
132

133. 6.8 Close the project
✤ Just because your project is almost finished doesn’t mean
that your work is done.
✤ You s@ll need to resolve any final project details and obtain
customer acceptance of final deliverables.
✤ Conduct a “lessons learned” session, recording
informa@on about areas for improvement and best
prac@ces.
✤ Make any final updates to the project plan.
✤ Finally, archive the project plan according to your
organiza@on’s guidelines.
133

134. Check your knowledge
Exercise 5.4
134

135. 135