Microsoft Project Tutorial

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

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. I hope such an online course existed for MS Project and other office software. Warm regards CRSK. This thread is locked. You can follow the question or vote as helpful, but you cannot reply to this thread. I have the same question Report abuse.

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Project Engineers. Delivery Managers. Program Managers. Project Controllers. Project Planners. Project Coordinators. Project Management Consultants. Information Systems IS. Technology Managers. See more See more. View All Schedules. Can’t find the batch you’re looking for? Increase Productivity Efficiently work with estimates, tasks, and resources. Tools and Features Learn everything about the new tools and features of this latest edition of Microsoft Project.

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Online lessons provide a surprisingly engaging experience. You must try it yourself! You share your time with other students in your classroom education.

However, since video tutorials are actually a complete educational resource for you, you can only focus on topics that may be of interest to you. In virtual training, you can start at the most convenient level you want. You can skip topics you already know. This way, you can use your precious time to focus on other unfamiliar matters.

Classroom training has to be more restrictive as it is aimed at a group of students within the same time frame. However, group training allows you to participate in discussions and plays an important role in learning this new information. Another advantage is that you have hands-on exercises, but this is not just for classroom training.

Exercises are also widely used in online education. You can access online training wherever you have an internet connection. You do not have a time or location constraint for this.

Many training programs are now offered on platforms that you can follow not only from your PC but even from your mobile phone. Think about it, you have the opportunity to look at something whenever your smartphone is with you, you can get training while traveling.

You will never miss a lesson, moreover, you can repeat it as much as you want. However, classroom training has to follow a predetermined schedule and a predetermined location. Students must be in the designated classroom environment at the specified time. Therefore, if they miss class due to illness, vacation, overtime, etc.

Online courses do not require travel for students and instructors, whether registered or live. In addition, thanks to video training, instructors will have the opportunity to reach more students than one class with the effort they spend once.

So it is a scalable education model. This reduces the costs of online training. In classroom training, there are fixed costs and an increasing cost per participant. The instructor will take time each time, this comes at a cost.

The training location will be rented. Travels will be made. Hard copy training documents will be distributed. During the training, there will be additional expenses due to the equipment needs such as projection as well as food and beverage offerings.

These costs will be reflected in your classroom tuition fees. In this way, the prices of classroom training will be very high compared to online training.

Online training often works in an environment where disruptions can occur. For example, while watching online videos at home, your spouse or mother may call out to you, you may need to put the video on hold and respond, or go near it. Or, while you are on the subway while watching the training video, you may have approached the stop where you will get off, you need to stop the video and prepare.

When they have to pause their training and then return to it, they lose their productivity due to the cognitive costs of switching tasks. But of course, it is possible to plan your time for training and avoid this disadvantage. Whereas, classroom training, by its nature, encourages a time when you are not distracted. This is one of the benefits of classroom education. Even though the most successful instructor in a subject is at the farthest point of the world, it is possible to reach this thanks to online training.

It is possible for a student in India to take a course from an instructor in the United States or vice versa, for a student in the United States to take a course from an instructor in India thanks to online training.

Classroom training would be very costly and often impossible due to hotel and flight costs. Moreover, you will not be able to find vacancies in the classes of popular instructors. These criteria are valid not only for MS project training but also for any training. You should evaluate your own situation by considering all these criteria one by one. You need to evaluate how important and applicable each criterion is for you. But if I talk for myself, I d efinitely prefer online education.

According to the criteria I shared with you, I prefer to have access to top-quality training provided by the best instructors, with the flexibility of time and location, at reasonable prices.

And whenever I buy new training, I always prefer online training. For this reason, the target audience of the video includes people who have just met MS Project. For those who have used MS Project before, the first parts of the video may sound familiar, but I recommend watching them anyway. Popular streaming servers such as Twitch and Facebook can likewise be employed. All controls are highly intuitive, so the user will not have to possess any previous experience. A built-in widget provides a live camera overlay during any stream so that the user will know what others are seeing.

A timer can be set in the event that the screen needs to be locked after a predetermined period of time. Multiple connections can be made at the same time, idea for webcasts and similar group events. Laws concerning the use of this software vary from country to country.

We do not encourage or condone the use of this program if it is in violation of these laws. Softonic may receive a referral fee if you click or buy any of the products featured here.

In Softonic we scan all the files hosted on our platform to assess and avoid any potential harm for your device. What will happen when you click Download? You will be redirected to an external website to complete the download. If you encounter any issues with your download, please report them here. Last month’s downloads Start now. Download now. Get started. Get started with Tips. Work together. Check it out. Get now. See all.