icdl professional project planning

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ICDL Professional

PROJECT PLANNING Syllabus 1.0

Learning Material

(MS Project 2013)

ICDL Professional

PROJECT PLANNING

Syllabus 1.0

Page ii ICDL Project Planning 2013 S1.0 V1 130616 © 2016

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Screen shots used with permission from Microsoft.

© 2016 NG-ETC0001T Page iii

ICDL Project Planning

Understanding and having the ability to use a project planning application may be the

difference between a successful project carried out in an efficient manner, and one that

lacks clarity and fails to meet targets. This module focuses on using a project management

application, allowing you to prepare project plans and monitor projects, including planning

and managing time, costs, tasks and resources.

On completion of this module the candidate will be able to:

Understand the key concepts relating to managing projects.

Use a project management application to create a new project and maintain an

existing project.

Create and schedule tasks; add project constraints and deadlines.

Assign costs; create and assign resources to tasks.

View the critical path, monitor progress, and reschedule work.

Prepare and print outputs, including charts and reports.

What are the benefits of this module?

With this ICDL Project Planning module you will learn the key skills relating to project

planning applications, terminologies and methods, as well as how to maintain a project from

start to finish. Using project planning applications can be a cost and time saving measure

that will improve your chances of completing a project successfully. Once you have

developed the skills and knowledge set out in this book, you will be in a position to become

certified in an international standard in this area – ICDL Project Planning.

For details of the specific areas of the ICDL Project Planning syllabus covered in each section of this book, refer to the ICDL Project Planning syllabus map at the end of the book.

How to use this book

This book covers the entirety of the ICDL Project Planning course. It introduces important

concepts and sets out the specific steps associated with using different features of the

application. You will also have the opportunity to practice some of these activities yourself

using sample files provided in the Student Folder. It is recommended that you do not save

your changes to sample files, as you may want to practice an activity more than once.

© 2016 NG-ETC0001T Page v

ICDL PROJECT PLANNING

LESSON 1 – LEARNING PROJECT BASICS............................................................................. 1

1.1 Projects and Project Management ....................................................................................... 2

1.2 Project Management Application ......................................................................................... 2

1.3 Tools and Features of Project Management Application ...................................................... 3

1.4 Starting/Closing Microsoft Project 2013 ............................................................................... 5

1.5 Exploring and Using the New Interface ................................................................................ 6

1.6 Customising the Quick Access Toolbar ............................................................................... 8

1.7 Setting Preferences ............................................................................................................. 9

1.8 Creating and saving a new Project .................................................................................... 10

1.9 Defining a New Project and Project Information................................................................. 12

1.10 Defining the Project Working Times ................................................................................. 14

1.11 Adding a Nonworking Day ............................................................................................... 16

1.12 Using a Project Template ................................................................................................ 17

1.13 Change Between Project Views ...................................................................................... 18

1.14 Use magnification/zoom tools .......................................................................................... 19

1.15 Closing a Project ............................................................................................................. 20

1.16 Review Exercise .............................................................................................................. 21

LESSON 2 – WORKING WITH TASKS...................................................................................... 22

2.1 Entering Tasks .................................................................................................................. 23

2.2 Editing Tasks ..................................................................................................................... 24

2.3 Splitting a Task .................................................................................................................. 25

2.4 Entering a Milestone .......................................................................................................... 26

2.5 Entering a Recurring Task ................................................................................................. 26

2.6 Viewing and Hiding Recurring Tasks ................................................................................. 27

2.7 Editing Recurring Tasks .................................................................................................... 27

2.8 Sort & Filter Tasks ............................................................................................................. 28

2.9 Multi-Level Undos .............................................................................................................. 28

2.10 Understanding Task Duration .......................................................................................... 29

2.11 Review Exercise .............................................................................................................. 31

LESSON 3 – ORGANISING TASKS ......................................................................................... 32

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3.1 Insert a new task ............................................................................................................... 33

3.2 Delete a Task .................................................................................................................... 33

3.3 Moving a Task ................................................................................................................... 34

3.4 Easily Summarise Data - Outlining Tasks .......................................................................... 34

3.5 Create, Modify, View Subtasks and Summary Tasks......................................................... 34

3.6 Add, Edit, Remove a Note for a Task ................................................................................ 35

3.7 Creating a Project Summary Task ..................................................................................... 36

3.8 Viewing the WBS Codes ................................................................................................... 37

3.9 Creating a Hyperlink to Another File .................................................................................. 38

3.10 Review Exercise .............................................................................................................. 40

LESSON 4 – SCHEDULING TASKS ......................................................................................... 41

4.1 Scheduling Tasks .............................................................................................................. 42

4.2 Linking Tasks .................................................................................................................... 43

4.3 Linking Multiple Tasks ....................................................................................................... 44

4.4 Linking Summary Tasks .................................................................................................... 45

4.5 Changing Task Relationships - Modifying Task Link Types ............................................... 45

4.6 Deleting a Task Link .......................................................................................................... 46

4.7 Setting a Task Lag ............................................................................................................ 46

4.8 Setting a Task Lead .......................................................................................................... 47

4.9 Applying, Modifying and Deleting Constraints .................................................................... 47

4.10 Entering a Start or Finish Date ........................................................................................ 49

4.11 Setting a Deadline Date ................................................................................................... 50

4.12 Setting a Manually Scheduled Task ................................................................................. 50

4.13 Identifying Critical Tasks .................................................................................................. 51

4.14 Rolling Up Gantt Bars to a Summary Bar ........................................................................ 52

4.15 Managing Network Diagram Views .................................................................................. 53

4.16 Review Exercise .............................................................................................................. 55

LESSON 5 – WORKING WITH RESOURCES .......................................................................... 56

5.1 Creating Work, Material & Cost Resources ....................................................................... 57

5.2 Changing Resource Working Hours .................................................................................. 58

5.3 Assigning Resources to Tasks .......................................................................................... 59

5.4 Various Methods of Assigning Single Resources to Tasks ................................................ 60

5.5 Entering Data in the Resource Names Column ................................................................. 62

© 2016 NG-ETC0001T Page vii

5.6 Assigning Material Resource to a Task ............................................................................. 62

5.7 Assigning Cost Resource to a Task ................................................................................... 62

5.8 Adding More Resources to a Task..................................................................................... 63

5.9 Other Resources Assignment Methods ............................................................................. 63

5.10 Removing a Resource Assignment .................................................................................. 64

5.11 Review the Assignment Information ................................................................................ 65

5.13 Review Exercise .............................................................................................................. 66

LESSON 6 – ASSIGNING COSTS ............................................................................................ 67

6.1 Defining Costs ................................................................................................................... 68

6.2 Assigning Standard Rates ................................................................................................. 68

6.3 Viewing Resource Costs ................................................................................................... 70

6.4 Viewing Task Costs ........................................................................................................... 71

6.5 Assigning a Fixed Cost To a Task ..................................................................................... 73

6.6 Assigning a Cost Resource to a Task ................................................................................ 73

6.7 Rescheduling Uncompleted Work ..................................................................................... 75

6.8 Review Exercise ................................................................................................................ 76

LESSON 7 – WORKING WITH BASELINES ............................................................................ 77

7.1 Using Baselines................................................................................................................. 78

7.2 Saving a Project Baseline .................................................................................................. 78

7.3 Viewing Baselines ............................................................................................................. 80

7.4 Updating a Project Baseline .............................................................................................. 82

7.5 Clearing a Baseline ........................................................................................................... 83

7.6 Display Current Project Schedule and Baseline................................................................. 84

7.7 Review Exercise ................................................................................................................ 86

LESSON 8 – TRACKING YOUR PROGRESS .......................................................................... 87

8.1 Tracking Project Progress ................................................................................................. 88

8.2 Updating Project Progress with % Complete ..................................................................... 88

8.3 Applying Progress Lines .................................................................................................... 88

8.4 Review Exercise ................................................................................................................ 92

LESSON 9 – EVALUATING AND DISTRIBUTING DATA......................................................... 93

9.1 Creating A Report .............................................................................................................. 94

9.2 Changing Page Setup Options .......................................................................................... 96

9.3 Printing a Report ............................................................................................................... 99

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9.4 Show, Hide Columns Like: % Complete, Fixed Cost, Deadline ........................................ 100

9.5 Prepare a Gantt Chart, Network Diagram for Print ........................................................... 100

9.6 Preview A Gantt Chart, Network Diagram or Report ........................................................ 102

9.7 Review Exercise .............................................................................................................. 103

ICDL SYLLABUS ..................................................................................................................... 104

LESSON 1 –

LEARNING PROJECT BASICS

In this section, you will learn about:

Starting Microsoft Project

Using the interface

Displaying/hiding toolbars

Opening an existing project

Using the project guide

Closing a project

Creating a new blank project

Defining a new project

Defining the project working times

Adding a nonworking day

Changing project information

Using a project template

Lesson 1 – Learning Project Basics ICDL Project Planning

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1.1 PROJECTS AND PROJECT MANAGEMENT

Concepts

Any activity that has multiple steps can be considered to be a project. In addition,

projects are generally restricted to a certain time period, may involve collaboration

with other people, and can vary in size and scope. Planning a child’s birthday

party and sending someone to the moon are both projects, but they have very

different features!

Projects generally have defined goals – “having a nice party” or “landing on the

moon” are two examples. In order to achieve these goals the project needs to be

managed carefully and in a structured way.

Project management has three main elements:

1. Planning – Before a projects starts, a plan should be created. This should

take into account the different activities involved in the projects, the

resources and people that are needed for the project, and the timelines

associated with each stage in the project.

2. Schedule Management – Once the project starts, the activities need to be

coordinated and monitored against the project plan to ensure that the

project says on track.

3. Communication – Before, during, and after the project, it is important that

there is clear communication not only between those who are involved in

the project, but also with those who may have authorised the project or

who may be anticipating the output of the project.

At the centre of project management is the balancing of different demands. Time,

cost, and resources generally “constrain”, or set limits on, a project. However,

when planning or executing a project, you may be able to reduce one of these

features by increasing another.

For example, “work” is considered to be the amount of time used in a project

activity multiplied by the resource unit. This means you may be able to reduce

time by increasing resources and so forth.

1.2 PROJECT MANAGEMENT APPLICATION

Concepts

It may be possible to carry out simple projects without the aid of a formal tool.

However, if you want to plan a relatively complex project with a range of activities

ICDL Project Planning Lesson 1 – Learning Project Basics

© 2016 NG-ETC0001T Page 3

and resources, you should use a project management application. A project

management application, such as Microsoft Project 2013, helps you plan,

organise, and manage projects.

Project management applications specifically support:

Design – You can use the application to efficiently design the project plan.

Maintenance – You can use the application to help you maintain the

project by updating the plan as the project progresses.

Representation of Activities – You can use the application to set the

order and dependency between tasks in the project, as well as their

relationship to each other and their length.

Reporting – You can use the application to create outputs to, for example,

communicate the project’s progress to the project team.

1.3 TOOLS AND FEATURES OF PROJECT

MANAGEMENT APPLICATION

Concepts

Project management applications have some key features that specifically relate

to managing projects.

Gantt chart – These charts are a type of bar chart that are used to depict

a project schedule. They include start and finish dates for the overall

project and for individual tasks.

Work breakdown structure – This approach is used to define and group

a project’s tasks, in order to organise and define the total work of the

project.



Example of a work breakdown structure (left) and Gantt chart (right)

Network diagram – This is a visual flow chart used to analyse and

represent the tasks involved in completing a project. The elements of the

project are represented in sequence from left to right.

Example of a network diagram



1.4 STARTING/CLOSING MICROSOFT PROJECT 2013

Concepts

Microsoft Project 2013 is an example of a project management application. It can

be used to plan a project, schedule the tasks, and assign resources and costs to

them. A project plan can be adjusted to take into account any restrictions or

constraints that define the project’s limitations. The actual performance of the

project can be monitored and various reports made available to team members.

Steps

To start Microsoft Project:

1. Go to Start.

2. Select All Programs.

3. Select Microsoft Project 2013.

Concepts

There are several ways to close Microsoft Project. You will be prompted to save

any open file if unsaved changes have been made to it.

To exit Project:

Click the Close button (the X) in the upper-right corner of the Project 2013

program window.

Click the Project 2013 icon in the top left corner of the Project 2013

program window and click Close.

Press Alt+F4.

Steps

1. Navigate your cursor to the upper-left

hand corner of the Project program icon

and click on the Project icon.

The popup menu opens.

Click the Project 2013 icon



2. Select the Close command.

Project closes.

Click

1.5 EXPLORING AND USING THE NEW INTERFACE

Concepts

Project 2013 uses a ribbon interface, which is an interface that presents

functionality based on the sort of work the user is carrying out. Different functions

and options are grouped on the ribbon using different tabs. For example, the FILE

tab contains activities relating to saving and printing the file, whereas the VIEW

tab allows you to control how you view your project.

As you select and move from one tab to another be aware of the tool tips that pop

up when you point to each button or control – they give extra information on what

each button or control is used for.

Steps

Explore the Project ribbon:

1. Click the FILE tab. This leads to the Backstage view, where items related

to managing files are listed. The Backstage view contains the same basic

commands available on the File menu in earlier versions of MS Project to

open, save, and print project files.



Open Backstage view

2. Click the TASK tab. This tab contains options for adding, formatting, and

working with tasks.

TASK Tab

3. Click the RESOURCES tab. This tab contains options that assist you when

you are managing the resources which are carrying out the work in the

project.

RESOURCE Tab

4. Click the PROJECT tab. This tab contains options related to project-based

activities, such as working with project information.

PROJECT Tab



5. Click the VIEW Tab. This tab contains options that allow you choose and

customise how you view your project.

VIEW Tab

6. Click on the FORMAT tab. This tab contains options that allow you to

change the appearance of your projects, for example how text and project

elements are displayed.

FORMAT Tab

1.6 CUSTOMISING THE QUICK ACCESS TOOLBAR

Concepts

The Quick Access Toolbar is a customisable toolbar placed by default above the

Ribbon. You can add icons for frequently used commands to this toolbar. It can

also be placed below the Ribbon.

Steps

1. Click the FILE tab.

2. Click Options, which will open the Project Options window.

3. Click Quick Access Toolbar.

4. Choose a command from the list on the left and click the Add button to

add that command to Quick Access toolbar.

5. Click the OK button.



Customising Quick Access Toolbar

1.7 SETTING PREFERENCES

Concepts

Project Options is used to set various preferences in Project, such as the default

project view, the default name to be used as the author for projects, and the

default folder in which to open and save projects.

Steps

1. Click FILE.

2. Click Options.

3. Click General.

4. Enter the user name and initials.

5. Click OK.


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Setting Project Options

1.8 CREATING AND SAVING A NEW PROJECT

Concepts

A blank project is created when you want to start a completely new project from

the very beginning, rather than creating a project based on an existing template or

another project. The blank project file can be given a name and saved as the

default project file type, or you can save it as a different file type.

Steps

To create a blank project:

1. Click FILE.

2. Click New.

3. Click Blank Project icon.


© 2016 NG-ETC0001T Page 11

To create a project based on a template:

1. Click FILE.

2. Click New.

3. Click My templates.

4. Click to select a template.

5. Click OK.

To Save the Project:

1. Click FILE.

2. Select the location to save the file.

3. In the Save As dialog box, click the File name box.

4. Type 1NewHouse.

5. Click Save.

6. If a file already exists, overwrite it.

To Save the Project to a Different Location

In the navigation pane on the left side of the Save As dialog box, click the folder

you wish to save the project to.

Type the name of the file into the File name box and then click save.


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Save As Dialog Box

To Save the Project as another File Type

You can also save the project file into other file types such as a template, web

page, spreadsheet, CSV, XML, text file, and PDF by using the Save as type:

options when saving the file.

Tip: Having saved a project you can use the Ctrl+S keyboard shortcut to quickly

save the project thereafter. To open a project you have saved, select the Ctrl+O

shortcut and choose the appropriate file.

1.9 DEFINING A NEW PROJECT AND PROJECT

INFORMATION

Concepts

Microsoft Project uses Critical Path Method (CPM) in calculating the end of a

project. The critical path is simply all the tasks that determine the finish date in

your project schedule. If one of those tasks is late by one day, then your project

end date will be extended by one day. Oftentimes, there will be tasks that are not

on the critical path; this is due to the slack in the project schedule.


© 2016 NG-ETC0001T Page 13

This allows you to choose when you want to start a project, with Microsoft Project

determining the end of the project. Alternatively you can choose a finish date and

Microsoft Project will determine the latest you should start a project by.

Steps

To set project start date:

Open 1NewHouse if necessary.

1. On the PROJECT tab, click Project Information in the Properties group.

2. In the Start date type, 4/7/2011 or use the date picker to enter the date.

This is to indicate the estimated project start date. The rest of the boxes

should be left alone. We will be working with them later.

3. In the Schedule from: select Project Start Date.

4. In the Calendar: select Standard.

5. Click OK.

To Set Project Finish Date:

1. On the PROJECT tab, click Project Information in the Properties group.

2. In the Schedule from: select Project Finish Date.

3. In the Finish date type, the desired finish date or use the date picker to

enter the date. This is to indicate the estimated project start date. The rest

of the boxes should be left alone. We will be working with them later.

4. In the Calendar: select Standard.

5. Click OK.

To Set Basic Project Information:

1. Click FILE.

2. Select Info.

3. On the right hand side select Project Information.

4. Click on Advanced Properties.

5. Project properties dialog box will appear where you can key in information

such as Project Title and Project Manager.


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Properties Dialog Box - Summary Tab

1.10 DEFINING THE PROJECT WORKING TIMES

Concepts

The project calendar, resource calendars and task calendars are defined by a

base calendar that specifies the standard working and non-working times for a

project, the work hours for each work day and the work days for each week and

any holidays. There are three default base calendars in Project:

1. Standard base calendar is the default calendar for the project. It defines

an ordinary business week schedule, Monday to Friday, 8:00 AM to 5:00

PM with a one hour work break.

2. 24 Hours base calendar defines a 24 hour work schedule that has no non-

working time. This type of schedule is usually used to schedule a

mechanical process.

3. Night Shift base calendar defines a work schedule, Monday night to

Saturday morning, 11:00 PM to 8:00 AM, with a one hour work break.

Steps


© 2016 NG-ETC0001T Page 15

Standard (Project Calendar) – Set Working Time

1. Select the PROJECT tab. Click on Change Working Times in the

Properties group to open the Change Working Time window.

2. Select Standard (Project Calendar) from the For calendar: drop-down

menu.

3. Select the Work Weeks tab and select Default.

4. Click the Details button to open the Details for [Default] window, where

you can set the working time for this work week.

5. If you want to use the project default times for the days listed in the Select

day(s) box, then select Use Project default times for these days and

click OK.

OR

If you want to set one or more days as non-working days, then select the

option Set days to nonworking time, select one or more days from the

Select day(s) box and click OK.

OR

If you want to specify different working hours for one or more days, then

select the option Set day(s) to these specific working times. Select the

day from the Select day(s) box, specify the working hours, and click OK.

Night Shift



2. Select Night Shift from the For calendar: drop-down menu.

3. Click OK.

24 Hours



2. Select 24 Hours from the For calendar: drop-down menu.

3. Click OK.


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1.11 ADDING A NONWORKING DAY

Steps

1. In The PROJECT tab, click on Change Working Times in the Properties

group.

2. In the Exceptions box, in the first row for the Name column type Labor

Day, for the Start type 1/5/11.

3. Type the rest of the Non-working days.

Name Start Finish

Vesak Day 17/5/11 17/5/11

National Day 9/8/11 9/8/11

Hari Raya Puasa 30/8/11 30/8/11

Deepavali 26/1011 26/10/11

Hari Raya Haji 6/10/11 6/10/11

Christmas Day 25/12/11 25/12/11 List of Non-Working Days

Change Working Time Dialog Box

4. Click on National Day in the Exceptions box. Click on the Details button.

In the recurrence pattern, click Yearly.


© 2016 NG-ETC0001T Page 17

5. In the Range of recurrence section, in the End after: type 10, indicating

that the exception recurs for the next 10 years.

6. Click OK.

1.12 USING A PROJECT TEMPLATE

Concepts

Project gives you access to a large selection of templates designed to suit a wide

range of project types. For example, you can search for templates under the

categories of Business, Construction, Marketing, Products.

Steps

1. Click FILE.

2. Click New.

3. Select a Template.

4. Click Create.

Create New File from Template


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1.13 CHANGE BETWEEN PROJECT VIEWS

Concepts

The Gantt Chart view is the default view for new projects. The left side of the

screen lists the project tasks and the right side of the screen displays a Gantt

Chart showing duration information as bars on a timescale.

Gantt Chart View

The Network Diagram view in Microsoft Office Project shows the dependencies

between tasks in a graphical manner. A box (also called a node) represents each

task, and a line connecting two boxes represents the dependency between two

tasks. You can create new tasks quickly in a visual format using the Network

Diagram. You can type the name and duration for each task as you create it, or

you can add this information to all the tasks later.

Network Diagram

Steps

From the Student Folder, open AnnualReportPrep.mpp.


© 2016 NG-ETC0001T Page 19

1. Click VIEW.

2. Click Network Diagram.

3. Click Gantt View.

1.14 USE MAGNIFICATION/ZOOM TOOLS

Concepts

You can change the timescale in a project view to show smaller or greater time

units ranging from hours, days, weeks, months, all the way up to years. For

example, in a Gantt Chart view you may want to view the chart across months

rather than days.

Steps

1. Select Gantt Chart view.

2. In the VIEW tab, click the Timescale drop-down box arrow in the Zoom

group and select a time unit.

Timescale dropdown

3. This can also be done using the Zoom Slider on the bottom right corner of

the screen. To increase the time scale drag towards + and to decrease the

time scale drag towards –.

4. Drag the Zoom slider right to increase the timescale. Drag the Zoom slider

left to decrease the timescale.


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1.15 CLOSING A PROJECT

Concepts

There are several ways to close Microsoft Project. You will be prompted to save

any open file if unsaved changes have been made to it.

To exit Project:

Click the Close button (the X) in the upper-right corner of the Project 2013

program window.

Click the Project Application icon in the top left corner of the Project 2013

program window and click Close.

Press Alt+F4.

Steps

1. Navigate your cursor to the upper-left

hand corner of the Project program icon

and select the Project icon.

The popup menu opens.

Click the Project icon

2. Select the Close command.

Project closes.

Click

Close AnnualReportPrep.mpp without saving.


© 2016 NG-ETC0001T Page 21

1.16 REVIEW EXERCISE

1. Name the three main elements of project planning:

__________________________________________________ __________________________________________________ __________________________________________________

2. What four specific features do project management applications support?

__________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________

3. A ____________ is a visual flow chart used to analyse and represent the tasks

involved in completing a project.

a. Network diagram

b. Gantt chart

c. Work breakdown structure

d. Project management application

4. CPM stands for:

a. Critical Project Management

b. Critical Path Management

c. Critical Project Method

d. Critical Path Method

LESSON 2 –

WORKING WITH TASKS


Entering tasks

Editing tasks

Splitting a task

Entering a milestone task

Entering a recurring task

Viewing and hiding recurring tasks

Editing recurring tasks

Filtering tasks

Multilevel undos

Task duration

ICDL Project Planning Lesson 2 – Working with Tasks

© 2016 NG-ETC0001T Page 23

2.1 ENTERING TASKS

Concepts

A project is made up of tasks. A task is an essential job or operation that needs to

be finished in order to complete a project. Most tasks are given a duration, which

is the length of time it takes to complete a task.

Tasks can occur in sequence, or they can stand alone. When you create a task

you can provide the task name only, or the task name and duration, or any

combination of the task name and other information. You can enter tasks in the

Gantt Chart view, which is the default view.

The default setting for new projects scheduling is manually scheduled, i.e. the

project manager will have to manually enter the start and finish dates. The data

entered need not be numerical in form. The Duration, Start and Finish fields could

have information like: “Start one week after approval is given”. This allows for draft

project planning without too many details.

Steps

Create New Tasks:

Open 2NewHouse.mpp file.

1. The file should open in Gantt Chart view.

2. If not, select TASK tab in the Ribbon, click on the Gantt Chart icon.

The Gantt Chart View

Lesson 2 – Working with Tasks ICDL Project Planning

Page 24 NG-ETC0001T © 2016

In the first row, in the Task Name column, type Conduct Site Survey, in the

Duration column Type 1 day. Microsoft Project automatically assigns a Task ID of

1 to the task, indicating that this is the first task in the project. Type in the

following:

Task

ID

Task

Mode Task Name Duration

2 Auto Develop Blueprints 2 wks

3 Auto Draft Proposal 3 days?

4 Auto Review Proposal 1 day?

5 Auto Request Bids 1 wk

6 Auto Request Permits 1 wk

7 Auto Obtain Bids 1 wk

8 Manual Select Sub

Contractors

Task List

2.2 EDITING TASKS

Concepts

You can edit tasks by replacing the current entry or by editing portions of an entry.

To replace an entire entry, you can select the field containing the entry and type

the new entry. To only edit portions of an entry, you can use the entry bar or use

in-cell editing.

The entry bar appears below the toolbars and displays the content of the currently

selected field. Using the entry bar, you can select the words or characters you

want to edit. Using in-cell editing, you simply select the field and edit the entry in

the field as desired.

Steps

To edit a task:

1. Open 3NewHouse.mpp file.

2. Click the duration field for the Develop Blueprints task.

3. Type 1w or 1wk.


© 2016 NG-ETC0001T Page 25

4. Press Enter.

2.3 SPLITTING A TASK

Concepts

Splitting a task is helpful when you have two tasks that overlap and use the same

resource. For example, you could split the first task where the second task begins

and then resume work on the first task when the second task is complete.

You may also need to split a task if part of the task occurs on one day and part on

another, non-consecutive day. For example, it will take a painter two days to paint

a room. On the first day, the painter applies the first coat. Two days later, on the

second day of the task’s duration, the painter applies the second coat. In this

situation, you could split the task to show that the painter works on the task on two

non-consecutive days. This type of scheduling would enable the painter to work

on other tasks between the first day and second day of the split task.

As you track your project and mark tasks complete, you may also need to split

tasks that are partially complete. You can then reschedule the unfinished work for

a later time.

Splitting a task

Steps

To split a task:

1. Switch to the Gantt Chart view.

2. Click on the TASK tab.

3. Click the Split Task button on the Schedule group.

4. Point to the area of the task bar where you want the split to begin.

5. Drag the mouse button from the start of the split to the location where you

want work on the task to begin again.


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2.4 ENTERING A MILESTONE

Concepts

A milestone is a reference point used to mark a point in time or a major event in a

project. They differ from tasks in that they do not have a specific duration.

Steps

To enter a milestone:

1. Click the first empty field in the Task Name column.

2. Type Complete Planning Phase.

3. Type 0 days in the duration column.

Or


2. On the TASK tab, in the Insert group, click the Insert Milestone button.

2.5 ENTERING A RECURRING TASK

Concepts

You may have tasks that occur at regular intervals during a project, such as a

weekly progress meeting. Instead of entering each individual occurrence of the

task, you can create a recurring task. A recurring task appears on the project

schedule at the specified intervals and is identified by a recurring task indicator.

The recurring task indicator appears as two arrows in a circular formation.

Steps

To enter a recurring task:


2. Click the Task Tab. Click task button in the Insert Group.

3. Select Recurring Task in the drop-down list.

4. Type Status Meeting in the Task Name box.


© 2016 NG-ETC0001T Page 27

5. Type 1 hr in duration box.

6. Select any day of the week.

7. Click OK.

2.6 VIEWING AND HIDING RECURRING TASKS

Concepts

A recurring task appears on the task list as a single task in bold type with the

recurring task indicator to its left. Although it appears as a single task, a recurring

task is actually made up of several subtasks. Each subtask represents one

occurrence of the task and can be viewed or hidden as desired.

1. To view or expand, click the plus sign (+) to the left of the Status Meeting

task.

2. Click the minus sign (-) to hide.

2.7 EDITING RECURRING TASKS

Concepts

A recurring task is made up of subtasks that represent each occurrence of the

recurring task. You can edit the recurring task, which will affect all subtasks, or

you can edit the individual subtasks. This feature is helpful as schedules change.

Steps

If necessary, display the Status Meeting subtasks.

1. Double-click the Status Meeting 1 subtasks.

2. Change the duration to 2 hrs.


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2.8 SORT & FILTER TASKS

Concepts

As the size of your project increases, you may find it useful to display only a

subset of your tasks. Filters provide the means for displaying or selecting only the

information you need at a particular time. For example, you could use a filter to

display only milestone tasks or tasks with estimated durations. You can also sort

tasks by name to find tasks easily.

Steps

To filter task:

1. Click the VIEW Tab.

2. In the Data group, select Milestone from the drop down list in the Filter

box.

To sort task:

1. Go to the Gantt Chart.

2. Click the arrow to the right of the Task Name column heading.

3. Click Sort A to Z.

2.9 MULTI-LEVEL UNDOS

Concepts

What-if-scenarios such as allocating resources or changing durations are easy to

map using the undo and redos to back out of any number of steps.

Steps

1. Click the down arrow of the Undo button on the Quick Access Toolbar.

2. Undo the number of steps required.


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2.10 UNDERSTANDING TASK DURATION

Concepts

A task's duration is the total period of working time it takes to complete the task.

Duration

At task duration can be entered in:

Increments Abbreviation

minutes min

hours hr

days d

weeks wk

months mo

Types of Duration

When you enter duration in days, Microsoft Project schedules the task based on

the default number of working hours per day; eight hours. Along with other task

information, such as calendars and resource assignments, the duration

determines the task's start and finish dates.

Using the default settings on the Standard project calendar (eight working hours

per day), weekends are nonworking time and each working day is eight hours

long.

Estimated Duration

When you enter a task without a duration, Microsoft Project calculates the

duration based on start and finish dates of the task and flags the duration as

estimated, indicated by a question mark after the duration. Estimated durations

are not calculated differently than normal durations.

Increments Estimated

minutes min?

hours hr?


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days d?

weeks wk?

months mo?

Types of Estimated Duration

You can also signify an estimated duration by typing a question mark after a

duration you enter. You can eventually change a task's estimated duration to

another number or remove the question mark as you receive more accurate

information.

Elapsed Duration

Elapsed durations disregard working time and nonworking time in all calendars

and resource assignments. They schedule tasks 24 hours a day, seven days a

week until they are completed. Elapsed durations also ignore the schedule

settings in the Options dialog box when determining duration, calculating each day

of elapsed duration as 24 hours instead.

Elapsed durations can be used for processes that cannot stop once they have

begun, such as shipping a piece of machinery from the other side of the world.

You designate an elapsed duration by entering an "e" before the duration unit

such as below:

Increments Abbreviation

minutes emin

hours ehr

days ed

weeks ewk

months emo

Types of Elapsed Duration


© 2016 NG-ETC0001T Page 31


1. Define what a task is in relation to a project.

__________________________________________________ __________________________________________________ __________________________________________________

2. You can have two tasks using the same resource in Microsoft Project.

a. True

b. False

3. A ________________ is a reference point used to mark a period in time or a

significant event in a project.

a. Task

b. Gantt chart

c. Milestone

d. Subtask

4. Which of the following symbolises an elapsed duration in a project:

a. mo

b. d?

c. ehr

d. hr

LESSON 3 –

ORGANISING TASKS


Easily summarising data

Indenting and outdenting tasks

Collapsing and expanding an outline

Inserting a task

Deleting a task

Moving a task

Documenting a task

Creating a project summary task

Viewing the WBS codes

ICDL Project Planning Lesson 3 – Organising Tasks

© 2016 NG-ETC0001T Page 33

3.1 INSERT A NEW TASK

Steps

Open 3NewHouse.mpp file, if necessary, from the Student Folder.

Inserting a new task into the list:

1. Click Task ID 7 - Select Sub Contractors, press Insert on the keyboard.

2. In the empty row under Task Name column, type Obtain Permits. Under

Duration column, type 1wk.

In the empty row under Task Name column, type Complete Planning Phase,

under Duration column, type 0 day to create a milestone.

To copy a task:

1. Select the task that you want to copy.

2. Click on the task number so all the information is selected.

3. In the TASK tab, Clipboard group, click Copy.

4. Click on the location where you want to paste the task.

5. In the TASK tab, Clipboard group, click Paste.

Tip: You can use the keyboard shortcut Ctrl+C to quickly Copy a task to the

Clipboard. You can also use the Cut feature by selecting Ctrl+X, and Paste by

selecting Ctrl+V.

3.2 DELETE A TASK

Steps

Deleting a task from the list:

1. Click Task ID 5 – Obtain Bids.

2. Press Delete on the keyboard or right-click and select Delete Task.

Lesson 3 – Organising Tasks ICDL Project Planning

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3.3 MOVING A TASK

Steps

Moving a task to change the sequence.

Click Task ID 6 - Obtain Permits, and drag down below Task ID 7.

3.4 EASILY SUMMARISE DATA - OUTLINING TASKS

Concepts

Tasks can be organised into an outline in any view that includes a task sheet.

Creating an outline allows you to view the structure of a project more easily. You

can group related tasks together to identify the major phases of a project.

When you arrange the tasks in an outline, you create summary tasks and

subtasks. Summary tasks summarise the cost, work, and scheduling information

of other tasks. The duration of a summary task is the span of time between the

earliest start date and the latest finish date of all its subtasks.

When subtask information changes, the summary task changes as well.

3.5 CREATE, MODIFY, VIEW SUBTASKS AND

SUMMARY TASKS

Concepts

In order to create an outline, you need to decide which tasks should be subtasks

and which should be summary tasks. Subtasks are related tasks that have been

indented below a summary task. The summary task summarises information

about the subtasks.

Steps

1. Select Request Permits and ObtainPermits tasks.

2. Click the TASK Tab.

3. In the Schedule group, click the right green arrow button (indent task).

4. Click the left green arrow (outdent task) to outdent (Modify subtask).


© 2016 NG-ETC0001T Page 35

5. Click on – (minus) sign (right of the summary task) to collapse it (Hide subtask

or viewing summary task).

6. Click on + (plus) sign (right of the summary task) to collapse it (View subtask).

3.6 ADD, EDIT, REMOVE A NOTE FOR A TASK

Concepts

You can create task notes for any additional task information you want to

document. When a task contains a note, a Notes icon appears in the Indicators

column. Pointing to the icon displays a ScreenTip with the note text. Task notes

are recorded in the Notes page of the Task Information dialog box.

Steps

Add a note for a task:

1. Select the task you want.

2. In the TASK Tab, click the Information button in the Properties group.

3. Click the Notes tab and enter the info you want.

Edit a note for a task:



3. Click the Notes tab and edit the info you want.

Delete a note for a task:



3. Click the Notes tab and delete the info you want.


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3.7 CREATING A PROJECT SUMMARY TASK

Concepts

You can display a project summary task to quickly view cost, work, and

scheduling information for your entire project. When you display a project

summary task, it is inserted at the beginning of the task list and reflects the name

of the project file. You can collapse and expand the project summary task, just as

you collapse and expand other summary tasks.

Steps

To view project summary task:

1. Click FILE.

2. Click Options.

3. Click the Advanced category, and scroll to Display options for this

project.

4. Click the check box next to Show Project Summary Task.

5. Click OK.

Or

1. Select Format Contextual tab in Gantt Chart Tools.

2. In the Show/Hide group, tick the Project Summary Task.


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Advanced Options Dialog Box

3.8 VIEWING THE WBS CODES

Concepts

A work breakdown structure (WBS) is a hierarchical organisation of tasks that

uses codes to show which tasks are required to complete the next highest level of

tasks. Basically, it is a numbered outline of the project. The default WBS codes

are the outline numbers assigned by Microsoft Project.

Steps

Open 3NewHouse.mpp, if necessary. Select Gantt Chart view.

1. Right click the Indicator column and click Insert column.

2. Select WBS from the list.

OR

3. Click Gantt Chart Format contextual tab.


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4. In the show/hide group, click the check box for Outline Number.

3.9 CREATING A HYPERLINK TO ANOTHER FILE

Concepts

Hyperlinks can be added to a project to quickly access other project files, files

created with other applications, or locations on the Web. This feature is helpful

when you want to include information in your project for which you do not have a

saved location. The hyperlink allows you to open the desired file or jump to a web

page.

You create hyperlinks using the Insert Hyperlink dialog box by specifying the file

or web page to which you want to create a link. To link to a file, you type the file

path and document name or select the Browse button to locate it. To link to a web

page, type its address (URL).

You can create customised text that appears when you point to a hyperlink by

entering the text in the Text to display box or by creating a ScreenTip.

Insert Hyperlink dialog box

Steps

Add a Hyperlink:

1. Select the task or resource to which you want to attach the hyperlink.

2. Right-click on the task and select Hyperlink from the contact sensitive

menu.

3. Under Link to, select Existing File or Web Page.

4. Select the Look in list.


© 2016 NG-ETC0001T Page 39

5. Select the drive containing the file to which you want to link.

6. Select the folder containing the file to which you want to link.

7. Select the file to which you want to link.

8. Include additional screen text by customising the text in the Text to

display or by using the ScreenTip button to add text as desired.

9. Select OK.

Edit a Hyperlink:

1. Select the task or resource with the hyperlink you wish to edit.

2. Right-click on the task and select Hyperlink then Edit Hyperlink from the

contact sensitive menu.

3. Under Link to, select Existing File or Web Page.

4. Select the Look in list.

5. Select the drive containing the file to which you want to link.

6. Select the folder containing the file to which you want to link.

7. Select the file to which you want to link.

8. Include additional screen text by customising the text in the Text to

display or by using the ScreenTip button to add text as desired.

9. Select OK.

Delete a Hyperlink:

1. Select the task or resource to which you want to attach the hyperlink.

2. Right-click on the task and select Hyperlink then Clear Hyperlink from

the contact sensitive menu.


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1. When subtask information changes, the summary task must be manually changed:

a. True

b. False

2. How are subtasks presented below a summary task?

a. Highlighted

b. Indented

c. Bolded

d. Italicised

3. What do the following commands do to a task:

a. right green arrow

b. left green arrow

c. – symbol

d. + symbol

4. Hyperlinks in Microsoft Project allow you to access which of the following:

a. Other project files

b. Files created with other applications

c. Locations on the WWW

d. All of the above

5. WBS stands for:

a. Work Breakdown Structure

b. Work Breakdown System

c. Work Backup System

d. Work Backup Structure

LESSON 4 –

SCHEDULING TASKS


Linking tasks

Linking summary tasks

Changing task relationships/modifying linked tasks

Setting a task lag

Setting a task lead

Applying a constraint

Entering a start or finish date

Setting a deadline date

Identifying critical tasks

Rolling up Gantt bars to a summary bar

Lesson 4 – Working with Other Views ICDL Project Planning

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4.1 SCHEDULING TASKS

Concepts

Scheduling tasks identifies the sequence of carrying out tasks and other

dependencies that a task would have. This identifies whether the task can be

started or has to wait for another task to be completed before it can start, are

there any constraints etc.

Relationship Link Types

Link

type

Example Description

Finish-

to-

Start

(FS)

The finish date of one task drives the start date of another.

In other words, Task A must be completed before Task B

commences.

Start-

to-

Start

(SS)

The start date of one task drives the start date of another.

In other words, Task B can start after Task A has started.

Finish-

to-

Finish

(FF)

The finish date of one task drives the finish date of another.

In other words, Task A must be completed before Task B can

finish.

Start-

to-

Finish

(SF)

The start date of one task drives the finish date of another.

In other words, Task B cannot finish before Task A starts.

ICDL Project Planning Lesson 4 – Working with Other Views

© 2016 NG-ETC0001T Page 43

4.2 LINKING TASKS

Concepts

Linking tasks sets up a dependency relationship between two or more tasks. The

Finish-to-Start relationship is the default relationship when two tasks are linked;

the start of one task is dependent upon the completion of another.

Steps

Open 4NewHouse.mpp file from the Student Folder.

Basic Tasks Links:

1. Select Task IDs 2 and 3.

2. Click TASK tab. In the Schedule group, click on the Link Tasks icon. This

will link Task ID 2 to Task ID 3, with a Finish to Start Link. i.e. the start of

task 3 depends on the finish of task 2.

Link Task Button

3. Select Task ID 4, in the Properties group, click on the Information icon.

Task Information Button

4. In the Task Information dialog box, select the Predecessor tab, in the Id

column type 3, click the Task Name column, and ensure that Develop

Blueprints is displayed.

5. Click OK.


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Task Information Dialog Box Predecessors

6. Select Task ID 5.

Gantt Chart View Divider Bar

7. In the Gantt Chart view move the Divide Bar to the right until the

Predecessor column is exposed. Type 4 in the Predecessor column.

4.3 LINKING MULTIPLE TASKS

Steps

Linking more than one task at a time:

1. Select Task IDs 5 through 10. In the Schedule group of the TASK tab,

click the Link Tasks icon.

2. Create the following links:


© 2016 NG-ETC0001T Page 45

Select the Tasks IDs

13 to 15

17 to 19

21 to 24

Link Between Tasks

4.4 LINKING SUMMARY TASKS

Steps

For the tasks listed below, enter the following predecessor information in the

Predecessors column.

ID Task Name Predecessors Link Type

7 Obtain Bids 6 (FS)Finish to Start

11 Build Structure 1 (FS)Finish to Start

16 Construct Frame 12 (FS)Finish to Start

20 Build Infrastructure 11 (FS)Finish to Start

List of Predecessors

4.5 CHANGING TASK RELATIONSHIPS - MODIFYING

TASK LINK TYPES

Steps

Changing task link types.

Modifying the task links after they have been set:

1. Double click Task ID 8, in the Task Information dialog box, in the

Predecessor tab, select ID 7 and in the Type column, select Start to

Start.


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4.6 DELETING A TASK LINK

Steps

To delete a Task Link:

1. Click VIEW.

2. Select Gantt Chart.

3. Double-click the link line between the two tasks. A Task Dependency

dialog box will appear.

4. Click Delete.

4.7 SETTING A TASK LAG

Concepts

A Lag is set when a task can only be started after period of delay.

Steps

1. Double click Task ID 7- Obtain Bids.

2. In the Task Information dialog box, select the Predecessors tab.

3. Select ID 6 – Request Bids, in the Lag column type +3, this creates a lag,

i.e. the task Obtain Bids starts 3 days after task 6, Request Bids.

4. Click OK.


© 2016 NG-ETC0001T Page 47

4.8 SETTING A TASK LEAD

Concepts

A Lead is set when a task can be started before a predecessor task is not yet

completed.

Steps

1. Double click Task ID 4.

2. In the Task Information dialog box, select the Predecessors tab.

3. Select ID 3 – Develop Blueprints. In the Lag column type -2, this creates a

lead, i.e. the task Draft Proposal starts 2 days before task 3, Develop

Blueprints finishes.

4. Click OK.

4.9 APPLYING, MODIFYING AND DELETING

CONSTRAINTS

Concepts

Constraints are restrictions set on the start or finish date of a task. You can

specify that a task must start on or finish no later than a particular date.

Constraints can be flexible [not tied to a specific date] or inflexible [tied to a

specific date]. A Constraint is set when a task cannot be carried out in the normal

sequence.

Constraint Type Definition

As Late As Possible Schedules the task as late as it can without delaying

subsequent tasks. Use no constraint date.

As Soon As Possible Schedules the task to start as early as it can. Use no

constraint date.

Finish No Earlier

Than

Schedules the task to finish on or after the constraint date.

Finish No Later Than Schedules the task to finish on or before the constraint

date.

Must Finish On Schedules the task to finish on the constraint date. Once

selected the task will not be moveable on the timescale.


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Constraint Type Definition

Must Start On Schedules the task to start on the constraint date. Once

selected the task will not be movable on the timescale.

Start No Earlier Than Schedules the task to start on or after the constraint date.

Start No Later Than Schedules the task to start on or before the constraint date.

Constraint Types

Steps

To add constraints:

1. Double click Task ID 9 – Select Sub Contractors, in the Task Information

dialog box, select the Advanced tab.

Task Information Dialog Box Predecessors

2. In the Constraint type: select Start No Earlier Than, and in the Constraint

date: type 12/8/11.

3. Select the Notes tab, in the Notes: type Owner will be back on the 12/8/11.

4. Click OK.

5. Double click Task ID 13 – Dig Foundation, in the Task Information dialog

box, select the Advanced tab.

6. In the Constraint type: select Start No Later Than, and in the Constraint

date: type 30/8/11.

7. Click OK.


© 2016 NG-ETC0001T Page 49

To modify constrains:

1. Double-click the task that you want to modify the constraints.

The Task Information dialog box will appear.

2. Click on the Advanced Tab.

3. Change in the Constraint type box to the constraint that you desire.

4. Click OK.

To delete constrains:

1. Double-click the task that you want to modify the constraints.

The Task Information dialog box will appear.

2. Click on the Advanced Tab.

3. In the Constraint type box select “As Soon As Possible.”

4. Click OK.

4.10 ENTERING A START OR FINISH DATE

Concepts

You can enter a start or finish date manually when you enter or edit a task.

Entering a date imposes a constraint and limits the ability of Microsoft Project to

adjust and calculate your schedule.

Steps

1. Double click the task ‘Dig Foundation’. The Task information dialog box will

appear.

2. Select the General Tab.

3. Enter the new Start or Finish Date.

4. Click OK.


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4.11 SETTING A DEADLINE DATE

Concepts

In addition to using the available constraint types, you can set a deadline date for

a task. Unlike other constraints, a deadline date is not inflexible and does not

affect the project schedule. Instead, the deadline date assists you in keeping your

schedule.

When you assign a deadline date to a task, a down arrow appears on the Gantt

chart, next to or on the bar for the task, indicating the deadline date. If you point to

the deadline symbol, a ScreenTip displays the word Deadline followed by the task

name and the deadline date.

Steps

1. Double click the task Dig Foundation. Select Advanced Tab.

2. Enter date in deadline box.

3. Click OK.

4.12 SETTING A MANUALLY SCHEDULED TASK

Concepts

A manually scheduled task doesn’t depend on other tasks, and the start and finish

dates are defined by the project manager.

Steps

1. Select Task ID 33. In the Tasks Mode column, select Manually

Schedule. The icon in the Task Mode column shows that the tasks are

manually scheduled.

2. In the Start column for task ID 33, type 23/11/11. The Gantt bars are

formatted differently. The schedule for this task is adjusted manually.


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4.13 IDENTIFYING CRITICAL TASKS

Concepts

The Critical Path in a project schedule plan is made up of critical tasks. Critical

Tasks affect the project completion date.

Steps

Displaying Critical Tasks:

1. To see the critical path, in the VIEW tab on the ribbon. In the Task Views

group, click on Gantt Chart and select Tracking Gantt view.

Gantt Chart View Button

Or

2. Click on the FORMAT tab on the ribbon. In the Bar Styles group, select

the Critical Tasks checkbox.

Critical Task Check Box

3. The red colour bars in the Gantt Chart indicate the tasks making up the

critical path.


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4.14 ROLLING UP GANTT BARS TO A SUMMARY BAR

Concepts

For a summary task, the Gantt bar has inverted triangles at both ends and

extends from the earliest start date to the latest finish date of its subtasks. The

individual Gantt bars for each subtask appear below the summary task bar when

the subtasks are displayed.

You can roll up the individual Gantt bars to a summary task bar to better see how

each subtask makes up the summary task. When you point to a rolled up subtask

bar, a ScreenTip appears and displays the subtask name, duration, start and

finish dates, as well as the text *Rolled Up Task.

You can quickly display or remove multiple rolled up Gantt bars by selecting the

appropriate subtasks and then opening the Task Information dialog box. You can

then select or deselect the Roll up Gantt bar to summary option and select OK.

Steps

1. Double click the task Dig Foundation.

2. Tick on the box next to the Rollup.

3. Click OK.

Task Information Dialog Box - General Tab


© 2016 NG-ETC0001T Page 53

4.15 MANAGING NETWORK DIAGRAM VIEWS

Concepts

You can edit tasks by replacing the current entry. Using in-shape editing, you

simply select the field in the task box and edit the entry in the field as desired. You

can edit other information about the task by double clicking on the task box.

You can change the way the boxes appear by adopting a different layout style.

Layout Dialog Window

Steps

To edit tasks:

1. Click the Duration field for the Request Bids task.


Page 54 NG-ETC0001T © 2016

2. Type 3w.

3. Press [Enter].

4. Double-click the Task box.

5. Click Priority.

6. Type 900.

7. Press [Enter].

8. Click OK.

9. Click Format.

10. Click Layout.

11. Point to the Box Layout.

12. Click on the Arrangement combo box.

13. Select the Top Down By Month option.

Layout Dialog Box - Arrangement Combo Box

14. Click OK.


© 2016 NG-ETC0001T Page 55


1. Match the four images with the link type:

a. Start-to-Start

b. Finish-to-Finish

c. Finish-to-Start

d. Start-to-Finish

2. What is the default relationship when two tasks are linked:

a. Start-to-Start

b. Finish-to-Start

c. Finish-to-Finish

d. Start-to-Finish

3. A Task Lag can only be set before an expected period of delay.

a. True

b. False

4. Define what a constraint is in relation to a project.

5. The Gantt bar for a summary task has inverted triangles at both ends and extends

from the earliest start date to the latest finish date of its subtasks.

a. True

b. False

LESSON 5 –

WORKING WITH RESOURCES


Creating work, material and cost resources

Changing resource working hours

Assigning material resource to a task

Assigning cost resource to a task

Adding more resources to a task

Other resource assignment methods

Removing a resource assignment

ICDL Project Planning Lesson 5 – Working with Resources

© 2016 NG-ETC0001T Page 57

5.1 CREATING WORK, MATERIAL & COST

RESOURCES

Concepts

Resources are the people, equipment, and supplies utilised to carry out tasks or

activities. These resources must be obtained, their rates and working hours must

be defined, and their utilisation must be planned. The Resource Type field

indicates whether the resource for this assignment is a work or material resource.

Work resources are people and equipment. Material resources are consumable

supplies, such as steel, concrete, or soil. Cost resources are time independent

resources, like airplane tickets.

Steps


1. Click on the TASK tab, click on the Gantt Chart view, and select

Resource Sheet. The Resource sheet should be displayed.

2. In the RESOURCE tab, go to the Insert group, and click on the Add

Resources icon. Select Work Resource.

3. In the Resource Name column, overwrite <New Resource> and type

Laborer - the type should automatically be Work. In the Max. column,

type: 500%, Microsoft Project assigns a Resource ID of 1. Complete

entering the following Resource Information:

ID Resource Name Type Material Label Initials Group

1 Laborer Work L Union

2 Architect Work A Contractor

3 Carpet Layer Work CL Contractor

4 Paint Material gallons PN Supplies

5 Windows Material Units W Supplies

6 Superintendent Work SP Manager

7 Backhoe Work B Equipment

8 Tile Material square feet T Supplies

9 Admin Cost Cost

Resource Information

Lesson 5 – Working with Resources ICDL Project Planning

Page 58 NG-ETC0001T © 2016

ID Max. Units Std. Rate Ovt. Rate Cost/Use Accrue At Base Calendar

1 500% 20 30 $0.00 Prorated Standard

2 100% 300/day 0 $0.00 Start Standard

3 200% 20 35 $0.00 Prorated Standard

4 10 $0.00 Prorated

5 150 $0.00 Prorated

6 100% 35 35 $0.00 End Standard

7 200% 400/day 0 $0.00 Prorated Standard

8 4 $0.00 Prorated

Resource Information (Continued)

5.2 CHANGING RESOURCE WORKING HOURS

Concepts

In some cases, the resource working hours might be different from the standard

working hours. In this situation the work hours must be changed.

Steps

1. Double click Resource ID 6 - Superintendent, and in the Resource

Information dialog box, select the General tab.

Resource Information Dialog Box - General Tab


© 2016 NG-ETC0001T Page 59

2. Click the Change Working Time button. Select Work Weeks from the

bottom section. Select [Default], click Details… button.

3. In the Details for ‘[Default]’ dialog window, select Monday to Friday in

the Select days(s): Section, select Set day(s) to these Specific Working

times:, enter the following:

From To

8:30am 1:30pm

3:30pm 8:30pm

Working Times Specifics

4. Click OK thrice. This changes the working time to 8:30 am to 8:30 pm for

the Superintendent.

5. Close the file without saving it.

5.3 ASSIGNING RESOURCES TO TASKS

Concepts

Once the project schedule has been completed and resources required have been

identified, they must be assigned to carry out the tasks.

There is a complex relationship between duration, work and resource. Project

managers have to understand that if one element changes there is an impact on

another element.

The Project Triangle

Elements Equation Example


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Elements Equation Example

Duration work ÷ effort Two people are assigned full-time to a two-day task:

the duration will be one day (1 = 2 ÷ 2). The more

resources assigned to the task, the shorter the

duration. So, four people would take half a day to

complete the work.

Work duration x effort A task is scheduled to be completed in four days.

Two people have been assigned full-time to the task.

Work equals eight days (8 = 4 x 2). If two people had

been assigned half-time, work would equal four

days.

Effort work ÷ duration Completing four days of work in two days would

require two resources working full-time. As duration

increases, effort decreases and vice versa.

Resource Elements Relationship

Steps

1. Open 6NewHouse.mpp file.

2. Examine the resources in the resource sheet.

5.4 VARIOUS METHODS OF ASSIGNING SINGLE

RESOURCES TO TASKS

Steps

Using task information:

1. Switch to the Gantt Chart view by right-clicking on Resource Sheet on

the right of the application window and select Gantt Chart for the Gantt

Chart view.

2. Double click on Task ID 2 – Conduct Site Survey, in the Task Information

dialog box, select the RESOURCES tab.

3. Click on the first row, under the Resource Name column, click on the

button on the side, select or type Surveyor, in the Units column type

200%.

4. Click OK.

Using the assign resources:

1. Select Task ID 3, - Develop Blueprint, select the RESOURCES tab on the

Ribbon, and click on the Assign Resources icon.


© 2016 NG-ETC0001T Page 61

Assign Resources Button

2. In the Assign Resources dialog box, select Architect under the

Resource Names column. In the Units column type 100 and then click

Assign button.

Assign Resources Dialog Box

3. Click on the Close button to close the dialog window.

4. Select Task ID 8, - Obtain Permits, select Superintendent under the

Resource Names column. In the Units column type 100 and then click

Assign button. The 100% indicates that the resource will be working on

the task full time. A 50% will mean that the resource will be utilised only

50% of the resource available work hours.

5. Move the divide bar to the right, exposing the Resource Names column.


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5.5 ENTERING DATA IN THE RESOURCE NAMES

COLUMN

Steps

1. Select Task ID 4 – Draft Proposal, click in the Resource Names column

on the Entry Table of the Gantt Chart, click on the List button and select

Contracting Specialist.

2. Press Enter.

3. Select Task ID 29 – Final Electrical, click in the Resource Names column

on the Entry Table of the Gantt Chart, click on the List button and select

Electrician.

4. Press Enter.

5.6 ASSIGNING MATERIAL RESOURCE TO A TASK

Steps

1. Double click on Task ID 29, - Final Electrical, in the Task Information

dialog box, select the RESOURCES tab. You should see the Cost of the

resource Electrician assigned to the task of $480.

2. Click on the second row, under the Resource Name column, click on the

button on the side, select or type Light Fixtures, in the Units column type

1.

3. Click OK.

5.7 ASSIGNING COST RESOURCE TO A TASK

Steps

1. Double click on Task ID 8 – Obtain Permits, in the Task Information dialog

box, select the Resources tab.

2. Click on the second row, under the Resource Name column, click on the

button on the side, select or type Admin Cost, in the Cost column type 500.

3. Click OK.


© 2016 NG-ETC0001T Page 63

5.8 ADDING MORE RESOURCES TO A TASK

Steps

1. Double click on Task ID 9, - Select Sub Contractor, in the Resource Names

column type Owner. This adds the Owner resource to the Resource

Sheet.

5.9 OTHER RESOURCES ASSIGNMENT METHODS

Steps

Assigning multiple resources to a task:

1. Double click on Task ID 13 – Dig Foundation. In the Task Information

dialog box, select the RESOURCES tab.

2. Click on the empty first row. Under the Resource Name column, click on

the button on the side. Select or type Back Hoe, in the Units column type

200%.

3. Click on the next row. Under the Resource Name column, click on the

button on the side. Select or type Back Hoe Operator, in the Units

column type 200%.

4. Click OK.

5. Double click on Task ID 17 – Frame House. In the Task Information

dialog box, select the Resources tab.

6. Click on the first row. Under the Resource Name column, click on the

button on the side. Select or type Carpenter in the Units column type

300%.

7. Click OK.

Non-default assignments:

1. Double click on Task ID 7 - Obtain Bids. In the Task Information dialog

box, select the RESOURCES tab.

2. Click on the first row. Under the Resource Name column, click on the

button on the side. Select or type Contracting Specialist in the Units

column type 50%.

3. Click on the next row. Under the Resource Name column, click on the

button on the side. Select or type Superintendent, in the Units column

type 50%.

4. Click OK.


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5.10 REMOVING A RESOURCE ASSIGNMENT

Concepts

You can remove a resource assignment at any time. Before you remove a

resource assignment, you need to switch to a task view, such as the Gantt Chart

view. When you remove an assignment, the resource remains in the resource list,

but it is no longer assigned to the selected task.

Steps

1. In Gantt Chart view, select the Conduct Site Survey task.

2. Click the RESOURCE tab.

3. Click Assign Resource button in the Assignments group.

4. Click the resource you want to remove, and click Remove button.

5. Click OK.

Assign Resources Dialog Box


© 2016 NG-ETC0001T Page 65

5.11 REVIEW THE ASSIGNMENT INFORMATION

Steps

1. Click on the TASK tab, and click on the Gantt Chart view icon.

2. Right-click at the top of the table, select Cost, to display cost related

information, review the information.

Select Table Shortcut

3. Right-click again and select Work, to see the work related information,

review the information.

Select Work Table



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1. Resources are ___________ utilised to carry out tasks or activities.

a. People and supplies

b. Supplies

c. Supplies and equipment

d. People, supplies and equipment

2. _____________ are time dependent resources.

a. Material resources b. Cost resources

3. Work hours do not have to be changed if they are different from standard working

hours.

a. True b. False

4. What are the three components of the Project Triangle:

__________________________________________________ __________________________________________________ __________________________________________________

LESSON 6 –

ASSIGNING COSTS

In this section, you will learn how to:

Define costs

Assign standard rates

View resource costs

View task costs

Assign a fixed cost to a task

Assign a resource cost to a task

Reschedule uncompleted work

Lesson 6 – Assigning Costs ICDL Project Planning

Page 68 NG-ETC0001T © 2016

6.1 DEFINING COSTS

Concepts

Costs are an important aspect of project scheduling and control. Project caters for

several types of costs. When you define a resource in Microsoft Project, you can

assign costs to it. The costs may include the cost of the various resources as well

as the expenses not directly related to the resources, such as overhead, fringe

benefits, and fixed costs. A cost can be defined as fixed or variable.

Variable cost or Rate-based cost generally applies to people or equipment that

accrue costs over time or per use. When you define a cost for a resource, you can

also specify when the cost is incurred. A cost can be prorated, which is the

default, or it can be incurred at the start or end of a task. Prorating the cost means

that as work is done on a task, a proportional amount of the cost is considered

incurred. This cost is calculated based on the pay rates that are specified for a

resource and the amount of work that is performed by that resource.

A Fixed cost is set for a task and not for a resource. A fixed cost does not

change, regardless of task duration or the work performed on the task by a

resource. Contractors often bid a fixed price for a job.

By default, the Std. Rate field is formatted for currency. You can change the

formatting using the FILE tab and then selecting the Options command and

Display.

6.2 ASSIGNING STANDARD RATES

Concepts

You can enter a standard rate for both work resources and material resources in

the Std. Rate field, which is available in the Resource Sheet view.

The standard rate for a work resource is the cost per unit of time. The default

setting for the standard rate is hourly, but you can also enter a rate per minute,

day, week, month, or year. You can identify the unit of time with the appropriate

letter: m for minute, d for day, w for week, mo for month, and y for year. If you do

not enter a unit of time, Microsoft Project calculates the costs for the resource

based on an hourly rate. When you enter the rate, you need to enter the dollar

amount followed by a forward slash (/) and then the unit. Therefore, if the cost of a

resource is $25,000 per year, you would enter 25000/y in the Std. Rate field.

ICDL Project Planning Lesson 6 – Assigning Costs

© 2016 NG-ETC0001T Page 69

The standard rate for a material resource is the rate per unit of measurement. The

unit of measurement, such as tons, should be entered into the Material Label

field. When you enter this rate, you simply type the number, such as 20 for $20

per yards, gallons, etc. For example, if you entered Paint as a material resource

and entered gallons in the Material Label field, the rate you enter in the Std.

Rate field is the price per gallon of paint. Therefore, if you enter $10 in the Std.

Rate field, the rate is $10 per gallon.

Steps

From the Student Folder, open 7New House.mpp.

Assign standard rates:

If necessary, switch to the Resource Sheet view.

Filter for Resources - Work.

1. Click the Std. Rate field for the 20 Backhoe resource.

2. Type 400/d.

3. Press [Enter].

Notice that the 400/d appears as $400.00/day. The rate is formatted for

currency, which is the default setting.

Practice the Concept: Complete the rate information for the following work

resources. It is not necessary to type the currency symbol, decimal point or

decimals. In addition, you do not need to type the /hr since hours is the default

standard unit.

ID Resource Name Std.Rate

20 Backhoe Operator $25.00/hr

16 Superintendent $35.00/hr

18 Phone Technician $30.00/hr

19 Cable Specialist $18.00/hr

Rate Information for Work Resource

Practice the Concept: Filter for Resources - Material and enter the rate

information for the following resources:

ID Resource Name Material Label Std.Rate

22 Concrete yards $80.00

23 Insulation square feet $2.00


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24 Drywall sheet $8.00

Rate Information for Material Resource

Filter again for All Resources.

6.3 VIEWING RESOURCE COSTS

Concepts

You can view cost information regarding each resource using the Resource

Usage view with the Cost table applied. The columns that appear are Cost,

Baseline Cost, Variance, Actual Cost, and Remaining. The following table

describes each of these columns in detail.

Column Description

Cost Total cost for a resource for all assignments.

Baseline Cost Total costs planned for a resource for all assignments.

Variance The difference between the baseline cost and the

scheduled (total) cost. Once a project baseline has been

saved, a negative variance number indicates that the cost

is under budget and a positive variance number indicates

the cost is over budget.

Actual Cost Total cost for the work already performed by a resource.

Remaining Total costs that will be incurred by completing the work

that has yet to be performed by a resource.

Types of Cost

Depending upon what point you are at in a project, some of these fields may not

reflect cost information. For example, until you save a project baseline the

Baseline Cost field will not display costs.

You can print any table in a view. To print the table only, drag the vertical split bar

to the right to hide the timeline. If you are printing a usage view, such as the

Resource Usage or Task Usage views, you can add row and column totals to the

printout using the FILE tab, Print command, click the Page Setup hyperlink.

Select the View tab. To print column totals at the bottom of the table, enable the

Print column totals option. The totals will appear on the last page of the printout.

If you are printing a date range, you can add row totals to the printed table by

selecting the Print row totals for values within print date range option.


© 2016 NG-ETC0001T Page 71

Resource Sheet

Steps

View resource costs.

1. Switch to the Resource Sheet view. Click the VIEW tab.

2. Click Tables button in the Data group.

3. Select Cost from the drop-down menu.

Drag the vertical split bar as far to the right as possible and then scroll to view the

cost information.

Select the FILE tab and the Print command to display the Print section.

Click the Page Setup hyperlink and then the View tab. Magnify the last row on

page.

Notice that it shows the task information for 29 Landscaping. Enable the Print

column totals option and select OK to close the dialog box. Notice that there is a

new Total row with column totals on page 2. Close the Print Preview window.

6.4 VIEWING TASK COSTS

Concepts

Microsoft Project provides several ways to view the cost information for a project.

You can view the cost information for the Fixed Cost, Fixed Cost Accrual, Total

Cost Baseline, Variance, Actual, and Remaining field for each task when you

apply the Cost table to the Gantt chart. The following table describes each of

these fields in detail:

Field Description

Fixed Cost Costs that remain constant regardless of a task’s

duration or the resource assigned to it.

Fixed Cost Accrual Accrual method for calculating fixed costs. Prorated is


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the default, but you can also select Start or End.

Total Cost Total scheduled cost for a task.

Baseline Total costs planned for a task.

Variance The difference between the baseline cost and the

scheduled (total) cost. Once a project baseline has been

saved, a negative variance number indicates that the

cost is under budget and a positive variance number

indicates the cost is over budget.

Actual Total cost actually incurred for a task.

Remaining Total costs that will be incurred to complete a task as

scheduled.

Viewing Cost

Viewing Task Costs

Depending upon what point you are at in your project, some of these fields may

not reflect cost information. For example, until you save a project baseline the

Baseline field will not display costs.

Steps

View task costs.

Switch to the Gantt Chart view.

1. Click the VIEW tab.

2. Click Tables button in the Data group.

3. Select Cost from the drop-down menu.

Drag the vertical split bar as far to the right as possible and then scroll to view the

cost information.


© 2016 NG-ETC0001T Page 73

6.5 ASSIGNING A FIXED COST TO A TASK

Concepts

When you assign a fixed cost to a task, it means that you know the total cost of

the task and resource costs do not affect the task. The task does not need a

resource assignment because the resource costs have no bearing on the cost of

the task. However, for scheduling purposes, you may still want to assign

resources to the task and then leave the cost fields for the resources at $0.00.

Overhead charges are often entered into projects as a fixed cost.

If you have fixed costs in addition to resource costs, you can enter these costs in

the Fixed Cost field. Then, the fixed cost and resource cost will be calculated for

the total cost of the task.

Steps

Assign a fixed cost to a task.

If necessary, switch to the Gantt Chart view and apply the Cost table format.

1. Scroll as necessary and click the Fixed Cost field for the 25 Security

System task.

2. Type 2000.

3. Press [Enter].

Practice the Concept: Assign a fixed cost of $5,400 to the 31 Cabinets.

6.6 ASSIGNING A COST RESOURCE TO A TASK

Concepts

A cost resource is independent from the amount of work on a task or the duration

of a task. A cost resource provides a means of applying a cost to a task by

assigning a cost item to that task.

The value of the cost resource doesn’t depend on the amount of work done on a

task. Unlike with fixed costs, you can apply any number of cost resources to a

task.

Steps

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Page 74 NG-ETC0001T © 2016

1. On the VIEW tab, click Gantt Chart.

2. In the Task Name field, select the task to which you want to assign a

resource.

3. Click Assign Resources .

4. In the Resource Name field, click the name of the cost resource that you

want to assign.

In the Cost field, enter a value that represents the amount of the cost resource. A

single cost resource that is assigned to different tasks can have different cost

values. For example, a single cost resource named Travel that is assigned to two

different work resources can have different cost values for the different cities that

are travelled to.

Cost Resource

E.g. assigning a travel cost of $88 to Conduct Site Survey.


© 2016 NG-ETC0001T Page 75

6.7 RESCHEDULING UNCOMPLETED WORK

Concepts

Projects do not always proceed according to plan. If work has not been completed

on time, you can reschedule the uncompleted work for another date. You can

manually reschedule the work by splitting a task or you can let Microsoft Project

reschedule the uncompleted work for you.

When Microsoft Project reschedules a task, it reschedules uncompleted work after

the status date or a date you specify. You can let the program reschedule

uncompleted work for the entire project or for selected tasks only.

If you use the status date to reschedule work, you can use the Calculation page

in the Options dialog box to choose how rescheduled work that is completed

should be treated. Work completed after the status date can be moved back to the

status date and work completed before the status date can be moved forward to

the status date.

Steps

1. To reschedule the uncompleted work for specific tasks, select the desired

tasks.

2. Select the PROJECT tab.

3. Point to the Status group.

4. Select the Update Project command.

5. Select the Reschedule uncompleted work to start after option.

6. Type the desired date in the Reschedule uncompleted work to start

after box.

7. Select the Selected tasks option to reschedule work for selected tasks

only.

8. Select OK.

Close the open files without saving.


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6.8 REVIEW EXERCISE

1. Define what a Variable cost is in relation to a project.

2. Define what a Fixed cost is in relation to a project.

3. A per-use cost is calculated differently for each resource type.

a. True

b. False

4. When you assign a fixed cost to a task, it means you know the total cost of the task

and resource costs do not affect the task.

a. True

b. False

LESSON 7 –

WORKING WITH BASELINES


Saving a project baseline

Viewing baselines

Updating a project baseline

Clearing a baseline

Lesson 7 – Working with Baselines ICDL Project Planning

Page 78 NG-ETC0001T © 2016

7.1 USING BASELINES

Concepts

Once a project plan includes the draft of the schedule, assigned resources, and

an approved budget, a Baseline can be set. The baseline is the approved plan

that will be used as the reference for measuring performance.

A baseline is a copy of the scheduled dates, cost, and work data that is used to

track the progress of a project by comparing it against the current schedule. It is

usually a copy of the final plan just before the work on a project begins. You must

remember to create the baseline copy before you start entering actual data. When

you enter actual data, you are recording the schedule as it happens and it may no

longer reflect the original plan.

When the baseline is saved, the current dates, work, and cost data are used for

comparison with the actual progress of the project. Before deciding on the final

baseline, everyone involved in the project should know what is expected of them

and agree to perform according to the plan. In addition, necessary approval

should be obtained for the required resources.

7.2 SAVING A PROJECT BASELINE

Concepts

Once a Project plan has been approved, the baseline can be set (created).

Steps


1. On the PROJECT tab, in the Schedule group, click on the Set Baseline

icon.

Set Baseline Button

ICDL Project Planning Lesson 7 – Working with Baselines

© 2016 NG-ETC0001T Page 79

2. Select Set Baseline…. In the Set Baseline dialog box, select Set

Baseline and then select Baseline from the list. In the For: section, Select

Entire Project.

3. Click OK.

Set Baseline Option

Set Baseline for Entire Project


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7.3 VIEWING BASELINES

Concepts

The Baseline cannot normally be seen in the Gantt Chart view. There are many

ways to see the Baseline.

Steps

1. Click the VIEW tab. In the Task Views group, click on Gantt Chart icon

and select Tracking Gantt view.

Tracking Gantt View

OR

2. On the FORMAT tab, in the Bar Styles group, click on the Baseline icon,

and select Baseline.


© 2016 NG-ETC0001T Page 81

Choosing Baseline

Gantt Chart with Baseline Shown

3. The grey colour bar in the Gantt Chart represents the baseline.

4. To see other captured Baseline information, change the table.

5. In the VIEW tab, in the Data group, click on Tables.


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Changing Table

6. Select Cost. This table shows the cost information and the Baseline Cost

information is in the Baseline Cost column.

7. Select Work. This table shows the cost information and the Baseline Work

information is in the Baseline Work column.

7.4 UPDATING A PROJECT BASELINE

Concepts

As you make changes to the original plan, you can update the project’s baseline.

Updating the baseline for the entire project overwrites all the data in the current

baseline with the new information.

Steps

1. On the PROJECT tab in the Schedule group, click on Set Baseline.

2. Select Baseline, which has a timestamp of the original baseline saved day

and time.


© 2016 NG-ETC0001T Page 83

3. Because the baseline change is for the entire project, select Entire

project.

4. Click OK.

Set Baseline Dialog Box

7.5 CLEARING A BASELINE

Concepts

After saving baseline data, you may decide that you do not want this data used for

comparison purposes. If desired, you can clear the baseline and save it at a later

time. You may also want to clear baseline data if you plan to use a completed

project as the basis for future projects.

You can clear baseline information for the entire project or for a particular task. In

addition, you can clear the dates saved in an interim plan as desired.

Steps

1. On the PROJECT tab in the Schedule group, click on the Set Baseline

icon.

2. Select Set Baseline.

3. Select Clear baseline plan or Clear interim plan as required.

4. Click OK.


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Clear Baseline Dialog Box

7.6 DISPLAY CURRENT PROJECT SCHEDULE AND

BASELINE

Steps

1. On the PROJECT tab in the Properties group, click on the Project

Information icon.

2. The Project Information dialog window opens.

3. Click on the Statistics… button at the left bottom of the window.

Project Information Dialog Box


© 2016 NG-ETC0001T Page 85

4. The Project Statistics dialog window opens. This displays the overall

project progress, in terms of the Project Start, the Projected Finish, the

Projected Duration, the Projected Amount of Work and the Projected Cost in

comparison with the Baseline. The Projected data is the current data.

5. Click on the Close button to close the window. (You can customise the

Quick Access Toolbar to include the Project Statistics button.)



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7.7 REVIEW EXERCISE

1. A baseline is set in a project once the approved project plan includes:

a. Draft of the schedule

b. Assigned resources

c. Approved budget

d. All of the above

2. The baseline can normally be seen in the Gantt chart view.

a. True

b. False

3. Once a baseline is set you cannot change it.

a. True

b. False

LESSON 8 –

TRACKING YOUR PROGRESS


Setting up a project for tracking

Updating project progress with % complete

Updating project progress with actual work done and remaining work done

Updating project progress with number of hours of work complete

Viewing overall project progress

Lesson 8 – Tracking your Progress ICDL Project Planning

Page 88 NG-ETC0001T © 2016

8.1 TRACKING PROJECT PROGRESS

Concepts

After the plan has been approved and a baseline set, the next phase is the

execution and controlling phase of the project to ensure that the project is

completed on schedule and on or below budget.

Before updating project progress information into the project, Microsoft Project

must be set up for Tracking.

8.2 UPDATING PROJECT PROGRESS WITH %

COMPLETE

Concepts

Record the percentage of a specific task that has been completed.


1. Click the TASK tab. In the Schedule group, click on the 100% icon.

100% Button

100% Progress Updated

Or

2. Select Task ID 2 – Conduct Site Survey, in the Tracking Gantt view. In the

% Complete column type 100% to signify the task is completed.

8.3 APPLYING PROGRESS LINES

Concepts

To create a visual representation of the progress of your project, you can display

progress lines on your Gantt Chart.

ICDL Project Planning Lesson 8 – Tracking your Progress

© 2016 NG-ETC0001T Page 89

Microsoft Project provides many ways to view the progress of a project. In addition

to the different views available, you can display progress lines on the Gantt chart.

Progress lines connect tasks in progress and contain peaks that illustrate whether

or not a task is behind or ahead of schedule.

If a peak points to the left, then the task is behind schedule.

If a peak points to the right, then the task is ahead of schedule.

Progress Lines

When you apply progress lines, you can display them as of the current date or the

status date entered in the Project Information dialog box. The project status date

is any date you specify for checking progress. You can also display progress lines

on particular dates and at recurring intervals. In addition, you can display progress

lines in relation to the actual plan or the baseline plan.

Progress Lines Dialog Box


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Steps

Applying progress line:


2. Click the FORMAT tab under Gantt Chart Tools contextual tab.

3. Click on the small arrow to the right of Gridlines button in Format group.

Gridlines Button

4. Select the Progress Lines command.

5. Select the Dates and Intervals tab.

6. Select the Display checkbox in Current progress line group.

7. Select the At project status date or At current date option.

8. Select OK.

Progress Lines Dialog Box

Removing Progress Lines:


2. Click the FORMAT tab under Gantt Chart Tools contextual tab.

ICDL Project Planning Lesson 8 – Tracking your Progress

© 2016 NG-ETC0001T Page 91

3. Click on the small arrow below the Gridlines button in Format group.

4. Select the Progress Lines command.

5. Select the Dates and Intervals tab.

6. Deselect the Display checkbox in Current progress line group.


Page 92 NG-ETC0001T © 2016

8.4 REVIEW EXERCISE

1. When you apply progress lines you can only view them as of the current date.

a. True

b. False

2. You can display progress lines in relation to the actual plan or the baseline plan.

a. True

b. False

LESSON 9 –

EVALUATING AND DISTRIBUTING DATA

In this section, you will learn how to:

Create a report

Use the Print Preview window

Change page setup options

Print a report

Lesson 9 – Evaluating and Distributing Data ICDL Project Planning

Page 94 NG-ETC0001T © 2016

9.1 CREATING A REPORT

Concepts

Microsoft Project provides a variety of reports you can use to view and distribute

project information. You can choose reports from the following categories:

Overview, Current Activities, Costs, Assignments, Workload, and Custom.

The Overview category provides reports that reflect summary information for the

entire project, such as summary tasks and working days. The Current Activities

category offers reports that contain a variety of task information, such as tasks

starting soon, in progress, and complete. The Costs category contains reports

that reflect a variety of cost information, such as overbudget tasks and resources.

The Assignments category provides reports containing resource assignment

information, such as who does what, when, and overallocated resources. The

Workload category offers two types of reports: task usage and resource usage.

The Custom category allows you to create custom reports that reflect the specific

information you need.

Steps

Create a report.


1. Click the REPORT tab.

Report Tab

2. Click Custom.

3. Click More Reports.

4. Click Costs.

5. Click Cash Flow.

6. Click Select.

ICDL Project Planning Lesson 9 – Evaluating and Distributing Data

© 2016 NG-ETC0001T Page 95

Reports Dialog Box

Cash Flow Report


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9.2 CHANGING PAGE SETUP OPTIONS

Concepts

Before printing a report, you may need to make some changes to the page setup.

When you create a report, it either appears automatically in the Print Preview

window, or you can open this window manually. Viewing a report in the Print

Preview window enables you to see what page setup changes you need to make.

You can change the orientation and margins, as well as add a header and/or

footer to your reports. A header is text that appears at the top of every printed

page and a footer is text that appears at the bottom of every printed page. You

can type text, or you can enter codes to print the current date, time, file name, or

page number. In addition, you can add project-level fields, such as % Complete,

to a header or footer as desired.

Page Setup Dialog Box

Steps

Change page setup options.

1. Click FILE.

2. Click Print.


© 2016 NG-ETC0001T Page 97

Print Backstage View

4. Click the Page Setup.

5. Click Landscape, if necessary.

6. In the Paper Size box select A4.

7. Click the Margins tab.

8. You can change Top, Bottom, Left, Right margins if necessary.

9. Click the Footer tab.

10. Click Right.

11. Click General.


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Page Setup Dialog Box

8. Scroll as necessary and click Project Current Date.

General Fields Drop Down

9. Click Add next to the General option.

10. Click OK.

Click the date in the footer to zoom in. Leave the report in the Print Preview

window open.


© 2016 NG-ETC0001T Page 99

9.3 PRINTING A REPORT

Concepts

After you create a report, preview it, and change any page setup options, you can

print it. You may want to print a report to keep a copy for yourself or distribute it to

others.

Steps

Print an entire report:

If necessary, create the Cash Flow report that appears in the Costs category and

view it in the Print Preview window.

1. Click FILE.

2. Click Print.

3. Click the Print button.

Print more than one copy of the report:

1. Click FILE.

2. Click Print.

3. Enter the number of copies in the Copies box.

4. Click the Print button.

Print specific pages in the report:

1. Click FILE.

2. Click Print.

3. Under Settings, select Print Specific Pages.

4. Select the pages using the from and to boxes.

Tip: You can use the keyboard shortcut Ctrl+P to begin the printing process.


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9.4 SHOW, HIDE COLUMNS LIKE: % COMPLETE,

FIXED COST, DEADLINE

Concepts

Project 2013 provides a wide range of columns you can add to a view. You can

hide or unhide columns to cut through the clutter and see just the right information

you need to manage your project.

Steps

To hide a column:

1. Go to the Gantt Chart or any sheet view.

2. Right-click the title of the column you want to hide.

3. Click Hide Column.

Unhide (Show) a column:

1. Right-click the title of the column to the right of where you want the new

column to appear.

2. Click Insert Column.

3. Pick a column type from the long list.

9.5 PREPARE A GANTT CHART, NETWORK DIAGRAM

FOR PRINT USING OPTIONS LIKE: COLUMNS TO PRINT,

NOTES

Steps

On the FILE tab, click Print.

Click Page Setup.

Click the View tab.

To print all sheet columns, check the print all sheet columns checkbox.


© 2016 NG-ETC0001T Page 101

Print all sheet columns

To print a specified number of columns, check the print first [insert required

number] columns on all pages option and enter the required number.

Print specified number of columns

Check the print notes checkbox to print notes.


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Print notes

Click OK.

9.6 PREVIEW A GANTT CHART, NETWORK DIAGRAM

OR REPORT

Steps

To preview a Gantt chart, network diagram or report.

1. Click FILE.

2. Click Print.

3. You will see the preview of what you have chosen.


© 2016 NG-ETC0001T Page 103

9.7 REVIEW EXERCISE

1. Name four categories of report that you can choose from:

__________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________

2. Before printing a report, you may need to make change to ________ options.

a. Gantt chart

b. Resource assignment

c. Network diagram

d. Page setup

3. Microsoft Project 2013 offers a wide range of ________ that you can add to a view.

e. Tables

f. Columns

g. Charts

h. Baselines

NG-ETC0001T © 2016

ICDL Syllabus

Ref ICDL Task Item Location

1.1.1 Understand the term

project. 1.1 Projects and

Project

Management

1.1.2 Recognise the main

elements of managing a

project like: planning the

project, managing the

schedule, communicating

project information.

1.1 Projects and

Project

Management

1.1.3 Understand the advantages

of using a project

management application

like: efficient project design,

ease of project plan

maintenance, effective

activity representation,

ease of monitoring and

reporting.

1.2 Project

Management

Application

1.1.4 Understand the tools and

features of a project

management application

like: Gantt chart, network

diagram, work breakdown

structure.

1.3 Tools and

Features of

Project

Management

Application

1.1.5 Recognise that managing

projects involves balancing

work, time, resource, and

cost.

1.1 Projects and

Project

Management

2.1.1 Open, close a project

management application.

Open, close projects.

1.4 Starting

Microsoft Project

2013

1.15 Closing a

Project

2.1.2 Save a project to a location

on a drive. Save a project

under another name to a

location on a drive.

1.8 Creating and

Saving a New

Blank Project

2.1.3 Save a project as another

file type like: template, web

page, spreadsheet, CSV,

XML, text file, pdf.

1.8 Creating and

Saving a New

Blank Project

2.1.4 Change between project

view modes like: Gantt

chart, network diagram.

1.13 Change

Between project

Views

2.1.5 Use magnification/zoom

tools. 1.14 Use

Magnification /

Zoom Tools


2.2.1 Create a new project based

on default template, other

available template.

1.8 Creating and

Saving a New

Project

2.2.2 Understand how choosing

to schedule from a start

date, finish date will impact

on the project schedule.

1.9 Defining a

New Project and

Project

Information

2.2.3 Enter basic project

information such as start

date or finish date,

scheduling options and

project properties like:

project title, project

manager.

1.9 Defining a

New Project and

Project

Information

2.2.4 Set up calendar options

like: base calendar, working

time, nonworking time.

1.10 Defining the

Project Working

Times

3.1.1 Create, modify tasks. 2.1 Entering

Tasks

3.1 Insert a New

Task.

3.1.2 Copy, move, delete tasks. 3.1 Insert a New

Task.

3.1.3 Create, modify, view

subtasks and summary

tasks.

3.5 Create,

Modify, View

Subtasks and

Summary Tasks

3.1.4 Understand task duration

options: elapsed, duration,

effort, estimated.

2.1 Entering

Tasks

3.1.5 Set, modify task duration. 2.2 Editing Tasks

3.1.6 Split tasks. 2.3 Splitting a

Task


milestone. 2.4 Entering a

Milestone

3.1.8 Create project milestones. 2.4 Entering a

Milestone

3.1.9 Create, modify recurring

tasks. 2.5 Entering a

Recurring Task

3.2.1 Understand logical

relationships between

tasks: finish to start, start to

start.

4.1 Scheduling

Tasks

© 2016 NG-ETC0001T Page 105


3.2.2 Create, modify, delete

relationships between

tasks: finish to start, start to

start.

4.1 Scheduling

Tasks

4.2 Linking Tasks

3.2.3 Understand the terms lead

time, lag time. 4.7 Setting a

Task Lag

3.2.4 Add, edit task lag time, lead

time. 4.7 Setting a

Task Lag

3.3.1 Understand task constraint

options like: as late as

possible, as soon as

possible, must finish on,

must start on.

4.9 Applying,

Modifying and

Deleting

Constraints

3.3.2 Add, modify, delete

constraints to tasks. 4.9 Applying,

Modifying and

Deleting

Constraints


deadline. 4.11 Setting a

Deadline Date

3.3.4 Create a deadline. 4.11 Setting a

Deadline Date

3.4.1 Add, edit, remove a note for

a task. 3.6 Add, Edit,

Remove a Note

for a Task

3.4.2 Insert, edit, remove a

hyperlink for a task. 3.9 Creating a

Hyperlink to

Another File

4.1.1 Identify resource types like:

people, materials,

equipment.

5.1 Creating

Work, Material

and Cost

Resources

4.1.2 Understand the relationship

between duration, work and

resource. Understand that if

one element changes there

is an impact on another

element.

5.3 Assigning

Resources to

Tasks

4.1.3 Create, delete resources.

Modify resource details like:

name, type, units, rates.

5.1 Creating

Work, Material

and Cost

Resources

4.1.4 Add, remove, replace

resource assignments and

associated units.

5.3 Assigning

Resources to

Tasks


4.2.1 Understand the terms fixed

cost, variable cost. 6.1 Defining

Costs

4.2.2 Assign, modify fixed costs. 6.5 Assigning a

Fixed Cost to a

Task

4.2.3 Assign, modify variable

costs. 6.2 Assigning

Standard Rates

5.1.1 Understand the terms

critical task, critical path. 4.13 Identifying

Critical Tasks

5.1.2 Identify critical tasks and

show the critical path. 4.13 Identifying

Critical Tasks

5.2.1 Create, save, clear a

baseline. 7.1 Using

Baselines

7.2 Saving a

Project Baseline

5.2.2 Show, hide progress line. 8.3 Applying

Progress Lines

5.2.3 Show, hide columns like: %

complete, fixed cost,

deadline.

9.4 Show, Hide

Columns like: %

Complete, Fixed

Cost, Deadline

5.2.4 Sort, filter tasks. 2.8 Sort and Filter

Tasks

5.2.5 Update task progress. 8.2 Updating

Project Progress

with % Complete

5.2.6 Reschedule incomplete

work. 6.7 Rescheduling

Uncompleted

Work

5.2.7 Display current project

schedule and baseline. 7.6 Display

Current Project

Schedule

Baseline

6.1.1 Change page orientation:

portrait, landscape. Change

paper size.

9.2 Changing

Page Setup

Options

6.1.2 Change page margins: top,

bottom, left, right. 9.2 Changing

Page Setup

Options

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6.1.3 Prepare a Gantt chart,

network diagram for print

using options like: columns

to print, notes.

9.5 Prepare A

Gantt Chart,

Network Diagram

For Print Using

Options Like:

Columns To Print,

Notes

6.2.1 Preview a Gantt chart,

network diagram, report. 9.6 Preview A

Gantt Chart,

Network Diagram

Or Report

6.2.2 Print a Gantt chart, network

diagram, report from an

installed printer using

output options like: entire

document, specific pages,

number of copies.

9.3 Printing a

Report

Congratulations! You have reached the end of the ICDL Project Planning book.

You have learned about the key skills relating to project planning software, including:

Understand the key concepts relating to managing projects.

Use a project management application to create a new project and maintain an

existing project.

Create and schedule tasks; add project constraints and deadlines.

Assign costs; create and assign resources to tasks.

View the critical path, monitor progress, and reschedule work.

Prepare and print outputs, including charts and reports.

Having reached this stage of your learning, you should now be ready to undertake ICDL

certification testing. For further information on taking this test, please contact your ICDL test

centre.

E-TECH COMPLETE SOLUTIONS LIMITED

32, Mediterranean Street,

Maitama, Abuja

Nigeria

icdlafrica.org

icdl professional project planning

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