SPSS + MS Project Final Exam Course By: Ms Saima Gul 1 Computer for Executives By: Ms Saima Gul 2 Introduction SPSS (Statistical Package for the Social Sciences) is a computer program used for statistical analysis. In 2009, it has been re-branded as PASW (Predictive Analytics SoftWare). SPSS is among the most widely used programs for statistical analysis in social science. It is used by market researchers, health researchers, survey companies, government, education researchers, marketing organizations and others. 3 Data Editor The Data Editor displays the contents of the active data file. The information in the Data Editor consists of variables and cases. In Data View, columns represent variables, and rows represent cases (observations). In Variable View, each row is a variable, and each column is an attribute that is associated with that variable. Variables are used to represent the different types of data that you have compiled. Variables come in many different types, including numbers, strings, currency, and dates. 4 On start up, click Type in data, then click OK. 5 Data Editor 6 Entering Data Click the Variable View tab at the bottom of the Data Editor window. You need to define the variables that will be used. In this case, the needed variables are: staffNo, Fname, LName, Position, Gender, DoB, Salary and BranchNo. In the first row of the first column, type staffNo, in the second row, type FName, in the third row, type LName and so on. New variables are automatically given a Numeric data type. For string data type, click the button on the right side of the Type cell to open the Variable Type dialog box. Select String to specify the variable type. Click OK to save your selection and return to the Data Editor. If you don't enter variable names, unique names are automatically created. However, these names are not descriptive and are not recommended for large data files. Click the Data View tab to continue entering the data. 7 Entering Data (Contd.) 8 Entering Data 9 Entering Data (Contd.) Click the Data View tab to continue entering the data. The names that you entered in Variable View are now the headings for the first three columns in Data View. Begin entering data in the first row, starting at the first column. In the StaffNo column, type s21. In the Fname column, type John. In the LName column, type White and so on. Move the cursor to the second row of the first column to add the next subject's data, and repeat the above steps. Currently, the salary column displays decimal points, even though its value is intended to be integer. To hide the decimal points in variables: Click the Variable View tab at the bottom of the Data Editor window. In the Decimals column of the Salary row, type 0 to hide the decimal. 10 Entering Data (Contd.) 11 Defining Data In addition to defining data types, you can also define descriptive variable labels and value labels for variable names and data values. These descriptive labels are used in statistical reports and charts. Labels are meant to provide descriptions of variables. These descriptions are often longer versions of variable names. Labels can be up to 255 bytes. These labels are used in your output to identify the different variables. Click the Variable View tab at the bottom of the Data Editor window. In the Label column of the FName row, type First Name. In the Label column of the LName row, type Last Name. In the Label column of the DoB row, type Date of Birth. 12 Defining Data (Contd.) 13 Defining Data (Contd.) 14 Adding Value Labels for Variables Value labels provide a method for mapping your variable values to a string label. In this example, there are two acceptable values for the Gender variable. A value of F means that the subject is female, and a value of M means that the subject is male. Click the Values cell for the Gender row, and then click the button on the right side of the cell to open the Value Labels dialog box. The value is the actual numeric/string value. The value label is the string label that is applied to the specified numeric (or string) value. Type M in the Value field. Type Male in the Label field. Click Add to add this label to the list. 15 Adding Value Labels for Variables 16 Adding Value Labels for Variables Now repeat the same for F. Then click ok. Because string values are case sensitive, you should be consistent. A lowercase m is not the same as an uppercase M. 17 18 Adding Value Labels for Variables These labels can also be displayed in Data View, which can make your data more readable. Click the Data View tab at the bottom of the Data Editor window. From the menus choose: View -> Value Labels The labels are now displayed in a list when you enter values in the Data Editor. This setup has the benefit of suggesting a valid response and providing a more descriptive answer. If the Value Labels menu item is already active (with a check mark next to it), choosing Value Labels again will turn off the display of value labels. 19 When Value Label is Active 20 Using Value Labels for Data Entry You can use value labels for data entry. Click the Data View tab at the bottom of the Data Editor window. In the first row, select the cell for gender. Click the button on the right side of the cell, and then choose Male from the drop-down list. In the second row, select the cell for gender. Click the button on the right side of the cell, and then choose Female from the drop-down list. Only defined values are listed, which ensures that the entered data are in a format that you expect. 21 Using Value Labels for Data Entry 22 Handling Missing Data Missing or invalid data are generally too common to ignore. Survey respondents may refuse to answer certain questions, may not know the answer, or may answer in an unexpected format. If you don't filter or identify these data, your analysis may not provide accurate results. For numeric data, empty data fields or fields containing invalid entries are converted to system-missing, which is identifiable by a single period. The reason a value is missing may be important to your analysis. For example, you may find it useful to distinguish between those respondents who refused to answer a question and those respondents who didn't answer a question because it was not applicable. 23 Handling Missing Data Click the Variable View tab at the bottom of the Data Editor window. Click the Missing cell in the salary row, and then click the button on the right side of the cell to open the Missing Values dialog box. In this dialog box, you can specify up to three distinct missing values, or you can specify a range of values plus one additional discrete value. Select Discrete missing values. Type 000 in the first text box and leave the other two text boxes empty. Click OK to save your changes and return to the Data Editor. 24 Handling missing data 25 Missing Values for a Numeric Variable Now that the missing data value has been added, a label can be applied to that value. Click the Values cell in the Salary row, and then click the button on the right side of the cell to open the Value Labels dialog box. Type 000 in the Value field. Type No Response in the Label field. Click Add to add this label to your data file. Click OK to save your changes and return to the Data Editor. 26 Missing Values for a Numeric Variable 27 Missing Values for a String Variable Missing values for string variables are handled similarly as the missing values for numeric variables. However, unlike numeric variables, empty fields in string variables are not designated as system-missing. Rather, they are interpreted as an empty string. Missing values for string variables are case sensitive. 28 File -> Display Data File Info This option provides useful information regarding a data file, the variables it contains, their labels and their format. 29 Edit -> Insert Variable If you want to insert a new variable (column) between two variables, click once on the label of one of the two columns in order to highlight it, and then choose the Insert Variable option. A new column will appear in the data file. 30 Edit -> Insert Cases If you want to insert a new row (e.g., one questionnaire you forgot to enter) between two rows, highlight one of the two rows by clicking once on its number, and then choose the Insert Case option. Edit -> Go to Case/Variable This option is useful if you have a large data file and you want to go directly to a particular case (participant). Type the case number and click OK. 31 Data -> Transpose With this option you can create a new data file in which the rows and the columns of the old file are transposed in the new file, so that the rows become columns and vice versa. Move all the variables of the old file into the Variable(s) box; otherwise they will not appear in the new data file. If the old file contains a variable whose values could be used as variable names in the new data file, move this variable into the Name Variable box. 32 Data Before Applying Transpose 33 Data -> Transpose 34 Data After Applying Transpose 35 Data -> Merge File (Add Cases) This option is useful when you want to combine two different data files. 36 Data -> Merge File (Add Cases) (Contd.) 37 Result of Merge Cases 38 Data -> Merge File (Add Variables) 39 Result of Merge Variables 40 Data -> Select Cases You use this option to separate some cases from the rest of the sample, e.g. separating cases where BranchNo is B Data -> Select Cases (Contd.) 42 Data -> Select Cases (Contd.) 43 Data -> Split File With this option, the results of any analysis will be presented separately for the number of groups selected. If you change your mind and you do not want to compare groups, select the Analyze all cases, do not create groups option. 44 Descriptives before splitting file Go to ANALYZE/STATISTICS/DESCRIPTIVES 45 Now apply Data -> Split File 46 Again Analyze/Statistics/Descriptives 47 The statistics are shown separately for males and females. From this table you can compare males and females easily. Transform -> Count values within cases With this option you can count the number of occurrences of a particular value across the different variables of the same case(individual). Let's assume a wholesaler has conducted a simple survey to determine the ratings given by five retailers (firm 1, firm 2, , firm 5) to product quality on products supplied by this wholesaler to these retailers. The retailers were asked to rate the products on a scale from 1-10, with a higher rating implying a higher quality rating. The data was entered by product, with one variable for each retailer. The wholesaler wants to determine the distribution of products that got an Excellent rating, defined by the wholesaler to be ratings in the range To do this, a new variable must be created. This variable should count the number of firms that gave a positive rating (that is, a rating in the range 7-10) for a product. 48 Data before Counting applied 49 Transform -> Count values within cases 50 Click Define Values Transform -> Count values within cases 51 Data after Transform -> Counting applied 52 Transform -> Recode into same variable You can recode the values of a variable and still retain this variable in a data file. Talking about the Firm example, there range 1-3 was for Poor, 4-6 for Good, and 7-10 for Excellent. We can also recode it as 1 for Poor, 2 for Good and 3 for Excellent. 53 Data before applying recode 54 Transform -> Recode into same variable 55 Transform -> Recode into same variable 56 Data after applying Recode 57 Transform -> Recode into different variable In some cases you may want to recode the values of a variable but retain its original values. To achieve this, you need to recode the original variable into a different variable. 58 Transform -> Recode into different variable 59 Define name and label of new variable, then click on old and new values Transform -> Recode into different variable 60 Data after applying recode into different variable 61 Running an Analysis The Analyze menu contains a list of general reporting and statistical analysis categories. We will start by creating a simple frequency table (table of counts). From the menus choose: Analyze -> Descriptive Statistics-> Frequencies The Frequencies dialog box is displayed. An icon next to each variable provides information about data type and level of measurement. In the dialog box, you choose the variables that you want to analyze from the source list on the left and drag and drop them into the Variable(s) list on the right. Click the variable Salary. You can obtain additional information by right-clicking any variable name in the list. For example, you could click Salary and choose Variable Information. Click OK to run the procedure. 62 Running an Analysis 63 Running an Analysis 64 Running an Analysis 65 Running an Analysis 66 Running an Analysis 67 Examining Summary Statistics for Individual Variables We will now discuss simple summary measures and how the level of measurement of a variable influences the types of statistics that should be used. 68 Level of Measurement Different summary measures are appropriate for different types of data, depending on the level of measurement: Categorical. Data with a limited number of distinct values or categories (for example, gender or marital status). Also referred to as qualitative data. Categorical variables can be string (alphanumeric) data or numeric variables that use numeric codes to represent categories (for example, 0 = Fail and 1 = Pass). There are two basic types of categorical data: o Nominal. Categorical data where there is no inherent order to the categories. For example, a job category of sales is not higher or lower than a job category of marketing or research. o Ordinal. Categorical data where there is a meaningful order of categories, but there is not a measurable distance between categories. For example, there is an order to the values high, medium, and low, but the "distance" between the values cannot be calculated. 69 Level of Measurement (Contd.) Scale. Data measured on an interval or ratio scale, where the data values indicate both the order of values and the distance between values. For example, a salary of $72,195 is higher than a salary of $52,398, and the distance between the two values is $19,797. Also referred to as quantitative or continuous data. 70 Reading Data Data can be entered directly, or it can be imported from a number of different sources such as SPSS- format data files; spreadsheet applications, such as Microsoft Excel; database applications, such as Microsoft Access; and text files. 71 Reading Data from Spreadsheets 72 Rather than typing all of your data directly into the Data Editor, you can read data from applications such as Microsoft Excel. You can also read column headings as variable names. From the menus choose: File -> Open -> Data Select Excel (*.xls) as the file type you want to view. The Opening Excel Data Source dialog box is displayed, allowing you to specify whether variable names are to be included in the spreadsheet, as well as the cells that you want to import. Make sure that Read variable names from the first row of data is selected. This option reads column headings as variable names. If the column headings do not conform to the SPSS variable- naming rules, they are converted into valid variable names and the original column headings are saved as variable labels. Reading Data from Spreadsheets (Contd.) If you want to import only a portion of the spreadsheet, specify the range of cells to be imported in the Range text box. Click OK to read the Excel file. The data now appear in the Data Editor, with the column headings used as variable names. Since variable names can't contain spaces, the spaces from the original column headings have been removed. For example, Marital status in the Excel file becomes the variable Maritalstatus. The original column heading is retained as a variable label. 73 Reading Data from Spreadsheets (Contd.) 74 Reading Data from Spreadsheets (Contd.) 75 Reading Data from Spread sheets (Contd.) 76 Computing New Variables Using a wide variety of mathematical functions, you can compute new variables based on highly complex equations. In this example, however, we will simply compute a new variable that is the difference between the values of two existing variables. Add two new variables to your data file, namely Current Age and Number of years worked. We will create a variable for the employees age at the time he or she started that job. It is going to be the computed difference between current age and number of years at current job, which should be the approximate age at which the employee started that job. 77 Computing New Variables (Contd.) From the menus in the Data Editor window choose: Transform - > Compute Variable. For Target Variable, enter jobstart. Select Current Age in the source variable list and click the arrow button to copy it to the Numeric Expression text box. Click the minus () button on the calculator pad in the dialog box (or press the minus key on the keyboard). Select Number of Years worked and click the arrow button to copy it to the expression. Click OK to compute the new variable. The new variable is displayed in the Data Editor. Since the variable is added to the end of the le, it is displayed in the far right column in Data View and in the last row in Variable View. 78 Computing New Variables (Contd.) 79 Computing New Variables (Contd.) 80 Using Functions in Expressions You can also use predened functions in expressions. More than 70 built-in functions are available, including: Arithmetic functions Statistical functions Distribution functions Logical functions Date and time aggregation and extraction functions Missing-value functions Functions are organized into logically distinct groups, such as a group for arithmetic operations and another for computing statistical metrics. A brief description of the currently selected function (in this case, SUM) or system variable is displayed in a reserved area in the Compute Variable dialog box. 81 Using Functions in Expressions (Contd.) 82 Using Functions in Expressions (Contd.) To paste a function into an expression: Position the cursor in the expression at the point where you want the function to appear. Select the appropriate group from the Function group list. The group labeled All provides a listing of all available functions and system variables. Double-click the function in the Functions and Special Variables list (or select the function and click the arrow adjacent to the Function group list). The function is inserted into the expression. If you highlight part of the expression and then insert the function, the highlighted portion of the expression is used as the first argument in the function. The function is not complete until you enter the arguments, represented by question marks in the pasted function. The number of question marks indicates the minimum number of arguments required to complete the function. Highlight the question mark(s) in the pasted function. Enter the arguments. If the arguments are variable names, you can paste them from the variable list. 83 Using Functions in Expressions (Contd.) Remove variable Current age and calculate it from variables jobStart and Number of years worked 84 Using Functions in Expressions (Contd.) 85 Sorting Data Sorting cases (sorting rows of the data le) is often useful and sometimes necessary for certain types of analysis. To reorder the sequence of cases in the data le based on the value of one or more sorting variables: From the menus choose: Data -> Sort Cases The Sort Cases dialog box is displayed. Add the CAge variable to the Sort by list. If you select multiple sort variables, the order in which they appear on the Sort by list determines the order in which cases are sorted. For string variables, uppercase letters precede their lowercase counterparts in sort order. 86 Sorting Data (Contd.) 87 Sorting Data (Contd.) 88 The End 89 Lecture 1 Computer for Executives By: Ms Saima Gul Starting Project When you open Microsoft Project from the Programs folder of the Windows Start menu, Project initially displays the main screen for Project 2007, as shown on next slide. On the left, you see the Project Guide pane. The Project Guide pane helps users set up and work with a project. You also can open Project by double-clicking any Project file. Project files are saved with the extension.mpp. Starting Project (Contd.) Working with the Project Guide The Project Guide is a goal-based user interface that helps you build projects. In addition to the Project Guide pane on the left side of the screen, you also can display the Project Guide toolbar, which appears just above the Project Guide pane. To display the Project Guide toolbar, right-click anywhere in the toolbar area at the top of the screen and choose Project Guide (or Tools -> Options -> Interface Tab) (see next slide). Using the buttons on the Project Guide toolbar, you can limit the choices that appear in the Project Guide pane. At this point, you can use the Project Guide toolbar and the Project Guide pane to begin building your project. Click a button on the Project Guide toolbar to start working in the associated area. The choices listed in the Project Guide pane change, based on the Project Guide toolbar button that you click. T he buttons on the Project Guide toolbar Working with the Project Guide (Contd.) When you click a link in the Project Guide, a wizard starts and walks you through the process thats suggested by the link. For example, if you click the Tasks button on the Project Guide toolbar and then click the Define the project link, a three-step wizard walks you through starting a project. The first step helps you to establish the starting date for your project. After setting the date, click the right arrow at the top of the pane or click Save and go to Step 2 at the bottom of the Project Guide pane to continue. In Step 2 of the Define the Project Wizard, you identify whether you intend to use Project Server. In Step 3, you return to the Project Guide. Examining the Gantt Chart view By default, Project opens a new project in the Gantt Chart view. The Gantt Chart view has two main sections: the Gantt table and the Gantt Chart. After you enter task information, the Gantt table (in the left pane) holds columns of information about your project, such as the task name, duration, start date, and more. The Gantt Chart (in the right pane) is a graphic representation that helps you see the timing and relationships among tasks. The timescale along the top of the Gantt Chart acts like a horizontal calendar. Project enables you to display up to three timescales along the top of the Gantt Charta top, middle, and bottom timescale (Format->time scale). On the next slide, you see two timescales. The top timescale shows months; the bottom timescale shows weeks. Multiple timescales help you to see the multiple levels of timing simultaneously, such as the day and hour or the month, week, and day. Gantt Chart view Entering Information Several views or portions of views in Project, such as the Gantt table, use a familiar spreadsheet style interface. Information appears in columns and rows. The intersection of a column and a row is a cell, just as in Excel. Project assigns each task in your project an ID number, which corresponds to the tasks row number running along the left of the spreadsheet. You can enter project information either in dialog boxes or directly into cells. When you select a cell, the Entry bar, which appears immediately above the column names of the table, displays the information in the cell. Whats New in Project 2007 Project 2007 introduces a multilevel Undo capabilitya long- awaited feature. And, the Gantt Chart view and the Calendar views have been enhanced. The new Change Highlighting feature helps you see the effects that changes to one tasks timing has on other tasks. The Task Driver feature helps you identify, quickly and easily, the scheduling factors that drive individual tasks. Lecture 2 Computer for Executives By: Ms Saima Gul 100 Gathering Information First, you must understand the overall goal and scope of the project so that you can clearly see the steps that lie between you and that goal. Dont worry about the order of the tasks at this pointjust brainstorm all the major areas of activity. Suppose that youve been given the project of organizing an annual meeting for your company. You may take the following steps: Book the meeting space Schedule speakers Arrange for audiovisual equipment Order food Send out invitations Mail out annual reports 101 Determining detail tasks After you have prepared a list of major tasks, break them into more detailed tasks. Take one of the items on the listOrder food, for exampleand consider how you can break down this task. How detailed should you get? The following is one possible breakdown of the Order food task: Create a budget. Determine a menu. Select a caterer. Send out requests for bids. Receive all estimates. Review estimates and award contract. Give final head count to caterer. Confirm menu one week before the meeting 102 Determining detail tasks (Contd.) Keep the following points in mind: Create tasks that remind you of major action items, but dont overburden yourself with items of such detail that keeping track of your schedule becomes a full-time job. Thats the purpose of daily to-do lists. Include milestones to mark off points in your project. For example, the Review estimates and reward contract task under the summary task Select a caterer is a milestoneit marks a point in time by which you want to have made a major decision. If that time comes and goes and you havent selected the caterer, will missing this deadline affect other subsequent tasks? If so, including that milestone could be vital to your success. Include tasks that management should know about, because youll use the Project schedule to report progress. If your boss wants to see that youve sent out a purchase order to the caterer per your new Accounting department procedures, you may want to include the task. 103 Establishing time limits After you have an idea of the tasks that are involved in your project, you need to have some idea of the timing of these tasks. Should you allow two weeks for caterers to reply with bids? Not if you have only three weeks to organize the meeting. You may want to approach determining task timing by building an initial schedule in Project, assigning time to tasks, and seeing how close you can come to your deadline. If youre way off, you can go back and tweak the timing for individual tasks until your schedule works. At this early planning stage, get any information that you need to assign timing to tasks. For example, contact vendors or subcontractors to get their timing estimates, which you need to reflect in your schedule. If your project has a drop-dead completion date, you should be aware of it. However, leave it to Project to show you whether your estimates work in an overall schedule. 104 Lining up your resources Before you can build a Project schedule, you need to know what resources are available to you, as well as their costs. You dont necessarily need to know these resources by name, but you should know, for example, that your construction project needs three engineers at a cost of $75 per hour and one piece of earthmoving equipment at a daily rental cost of $450. You need to identify these resources and assign them to individual tasks early in the project-planning process. Find out anything you can about the availability of these resources: Are some resources available only half-time for your project? Will all the engineers be unavailable during the third week of August because of a professional conference? Research the cost and availability of resources as much as possible as you begin to build a project. 105 Looking at dependencies Finally, before you enter project information into a schedule, be aware of relationships among tasks. Does the CEO have to approve the menu before you book the caterers? Are you required to wait three weeks after applying for a permit before starting construction on a building? If your project faces issues involving the order and relationships of tasks, you will save yourself some headaches down the line and build a more realistic schedule if you can identify these obstacles now. 106 Entering Tasks To begin building a project, enter the major steps to reach your goal in roughly the same order that you expect them to occur. For the sample project (organizing a corporate annual meeting), follow these steps to create your first taskbooking the meeting space: 1. Click the Task Name column in the first row of the Gantt table. 2. Type Book Meeting Space. The text appears in the cell and in the entry bar that is above the Gantt table. 3. Press Enter to accept the text. Information begins to appear in your schedule. Project lists the task name in the Task Name column and makes a corresponding entry in the Duration column. The question mark in the Duration column represents an estimated duration. According to the Start column, the task begins today, and a taskbar reflects the one-day duration of the task graphically. And, as you work, Project highlights any change you make that affects the schedule. If you use the scroll bar that is located at the bottom of the Gantt table to move to the right, you see the Finish Date entry. Because this is a one-day task, it will be completed by the end of the day. 107 Entering Tasks (Contd.) 108 Adding Subtasks After you enter the major tasks in your project, you can begin to flesh out the details by adding subordinate tasks, also referred to as subtasks. When you add subtasks, the upper-level task becomes a summary task. Summary tasks and subtasks provide an easy-to-apply outline structure for your schedule. Projects outline approach also enables you to display and print your project information with various levels of detail. For example, with only summary tasks showing, you see a higher-level overview of the project that you may want to present to management. On the other hand, you can reveal the details of only one or two phases of a project so that you can discuss those tasks with the people who will be performing them. The outline structure gives you a lot of flexibility in working with your schedule. By default, summary tasks appear in boldface type and subtasks appear in normal type. 109 Adding Subtasks (Contd.) When you insert a new task, it appears above the currently selected task. Begin by adding subtasks under the Book meeting space task. Follow these steps to insert a new task: 1. Click the Schedule Speakers task. 2. Choose Insert New Task. Row 2 becomes a blank row, all the other tasks move down one row, and Project selects the new task row. 3. Type Request purchase order and click the check mark button to accept the new task. 4. Click the Indent button on the Formatting toolbar to indent the subtask, as shown on next slide. Notice that the summary task (Book meeting space) now displays a black bar on the Gantt Chart, with a down arrow shape marking its beginning and end. When a task becomes a summary task (that is, when it contains subtasks), the timing of the summary task reflects the total amount of time that is required to complete its subtasks. If a task has a duration assigned to it and you make it into a summary task, the timing of the subtasks overrides the assigned duration. If you change the timing of a subtask, the summary task duration changes to reflect the change. 110 Adding Subtasks (Contd.) 111 Adding Subtasks (Contd.) To move the task higher in the outline hierarchy, simply select the new task and use the Outdent button on the toolbar. You can also use your mouse to move the task as follows: 1. Move your mouse over the first few letters of a task name until the mouse pointer becomes a two-way pointing arrow. 2. Drag the task to the left until a thick, gray line indicates that the task is lined up with the upper-level tasks in the outline, as shown on next slide. 3. Release the mouse button to complete the move. Project didnt use any Change Highlighting when you outdented the task because outdenting didnt affect any task dates or durations. 112 Adding Subtasks (Contd.) You can use your mouse to drag tasks in or out in the outline hierarchy. 113 Working with a Project Outline After you build a project outline, reorganizing the sequence of individual tasks is easy. You can also manipulate the outline to show more or less detail about your project. 114 Adjusting tasks in an outline To move tasks in an outline, you can cut and paste (Steps 1 through 4) or you can drag and drop (Steps 5 through 7). You also can change the relative position of tasks in the hierarchy of the outline by promoting or demoting them (outdenting or indenting). To move tasks, you must first select them. Use any of the following techniques to select tasks: To select a single task, click its ID number. To select several contiguous tasks, select the first task. Then hold down Shift and click the last task that you want to select. To select several noncontiguous tasks, hold down Ctrl as you click the ID numbers of the tasks that you want to select. 115 Adjusting tasks in an outline (Contd.) Moving tasks and subtasks can be a little tricky. Its important to remember that although you can move tasks wherever you like, when you move a summary task, its subtasks move with it. Furthermore, if you move a task at the highest level of the outline to a new location just below a task with subtasks, Project demotes the task that you move. Similarly, if you move a subtask so that it appears below a task at the highest level of the outline, Project promotes the subtask that you move. To get a feel for this behavior, try the following steps: 1. Click the ID number (in the leftmost column) for the Order Flowers task. Project highlights (selects) the entire row. 2. Click the Cut tool on the Standard toolbar. 3. Click the Gantt bar for the Send Invitations task. Project selects the row. 4. Click the Paste tool on the Standard toolbar. The Order Flowers task appears selected in its new location above the Send Invitations task. 116 Adjusting tasks in an outline (Contd.) 5. Click the ID number of the Request Purchase Order task to select the task. 6. Move the mouse pointer over the ID number of the selected task; the pointer changes to a four-way arrow. 7. Press and hold down the left mouse button while you drag the Request Purchase Order task below the Order Food task. A horizontal gray line appears on-screen, indicating the new proposed position as you drag. When you release the mouse button, Project moves the Request Purchase Order task below the Order Food taskand promotes the Request Purchase Order task in accordance with its new position in the outline. 8. With the Request Purchase Order task selected (either the entire row or just the task name), click the Indent button on the Formatting toolbar to make the task subordinate. 117 Copying tasks To copy tasks, you must first select them using any of the technique. You can copy tasks in the following two ways: Use the Edit Copy and Edit Paste commands (or their corresponding tools on the Standard toolbar) to copy the selected task(s) to another location. (Remember, to copy a summary task and its subtasks, you need only select the summary task and copy it. Project automatically copies the summarys subtasks for you.) Press and hold the left mouse button followed by the Ctrl key; then, drag the task(s) to another location. Release the mouse button to complete the copy. 118 Displaying and hiding tasks The outline structure enables you to view your project at different levels of detail by expanding or collapsing the summary tasks. You can use the Show button on the Formatting toolbar to quickly hide or display subtasks based on their outline level, as shown on next slide. By using the Show button, you also can quickly display all the detail tasks in your schedule. 119 Displaying and hiding tasks Use the Show button on the Formatting toolbar to easily determine the level of detail that you want to view in a project. 120 Looking at Project Calendars By default, Project uses the Standard calendar, also called the base calendar because it serves as the basis for the calendar scheduling calculations Project makes. You can create a Standard calendar for each group of resources in your project. For example, if the plant employees work a nine-hour day from 6:00 a.m. to 3:00 p.m., and the office employees work an eight- hour day from 8:00 a.m. to 5:00 p.m., you can create two calendars. When you assign one day of an office employees time, Project understands it to be an eight-hour day. You can change your calendar, designating whether you want your project to use a standard, 24-hour, or night-shift calendar for most of your work assignments. 121 Setting calendar options Project makes default assumptions about certain items that form the basis of the default project calendar. For example, Project assumes that the default week contains five working days and 40 working hours. Project uses this calendar for resources unless you assign a different calendar to them. You can see the assumptions that Project uses on the Calendar tab of the Options dialog box. The Calendar tab of the Options dialog box does not affect scheduling. The options that you see in this dialog box show you the defaults that Project uses to convert durations into corresponding time amounts. For example, if you enter 1mo for a tasks duration, Project assumes that you are allotting one month (which is equal to 20 days) for that task. To view the default calendar options, choose Tools Options. Click the Calendar tab in the Options dialog box. 122 Setting calendar options (Contd.) 123 Setting calendar options (Contd.) You can select any day of the week as your start day. If your company uses a fiscal year other than the calendar year (January through December), you may want to set the Fiscal Year Starts In option. This setting is especially useful when you generate reports that show costs per quarter or year. The final five settings on the Calendar tab of the Options dialog box enable you to designate specific start and end times for each day, the number of hours in a day and in a week, and the number of days in a month. For example, you can set the work day to start at 9:00 a.m. and end at 6:00 p.m., assign 9 hours to your work day (no lunch for you!), and end up with a 45-hour week. 124 Setting schedule options You also can modify the way in which Project enters task information. In the Options dialog box (Tools Options), click the Schedule tab to change the default settings for entering tasks, as shown on next slide. On this tab, you determine the default unit of time for entering task durations (the default is days), work time (hours), and whether new tasks start on the project start date or the current date. For example, if you are working on a five-year project in which most tasks run for monthsnot daysyou may want to change the default setting for the Duration Is Entered In field. If you prefer to have any new tasks begin no earlier than the current date, you can adjust the setting for New tasks. When you are satisfied with the settings on the Schedule tab, click OK to close the Options dialog box 125 Setting schedule options (Contd.) 126 Creating a new calendar The Standard calendar may not work for your project under all circumstances. To create a new, project-wide calendar, choose Tools Change Working Time to display the Change Working Time dialog box, as shown on next slide. The Legend panel on the left side of the dialog box identifies Working, Nonworking, Edited working hours, and exception days and non- default work weeks. If other calendars exist, you see them listed in the For calendar list box. You can create a custom calendar by clicking the Create New Calendar button. Project then displays the Create New Base Calendar dialog box, shown on slide 31. To model your calendar on an existing calendar, select the existing calendar from the Make a copy of drop-down box. Provide a name for the new calendar in the Name box. Click OK to create the new calendar. 127 Creating a new calendar (Contd.) 128 Creating a new calendar (Contd.) 129 Adjusting the calendar You can create exceptions to the Standard calendar or any other calendar using the tabs at the bottom of the Change Working Time dialog box. To accommodate the maintenance time needed for some project, you would modify the work week by following these steps: 1. Click the Work Weeks tab. 2. Click the [Default] work week already defined for the calendar by Project (see slide 33). 3. Click Details. Project displays the Details dialog box (see slide 34). 4. Select the day you want to change on the left side of the dialog box. 5. Select the Set day(s) to these specific working times option. 6. In the Working times section, define the working time for the selected day. 7. Click OK. Project redisplays the Change Working Time dialog box. 130 Adjusting the calendar (Contd.) 131 Adjusting the calendar (Contd.) 132 Adjusting the calendar (Contd.) When you change the work week, the change you make is not considered an exception; instead, it is considered the normal work week. So, you wont notice any changes to the calendar in the Change Working Time dialog box. However, you can identify the working time for any day by clicking that day on the calendar; the working time appears to the right. To set up a working time exception, follow these steps: 1. In the Name column on the Exceptions tab, type a name that helps you remember the purpose of the exception. 2. In the Start column, select the date on which the exception starts. 3. In the Finish column, select the date on which the exception ends. Project sets every day between the starting and ending dates as an exception on the calendar, and the Details button and the Delete button become available (see slide 36). 4. Click the Details button. Project displays the Details for dialog box shown on slide To set up a working time exception 134 Use this dialog box to define the working time exception 135 Adjusting the calendar (Contd.) 5. In the top section of the dialog box, click the Working Times option button and then set the working times; in this example, I set the working time from 8:00 a.m. to 1:00 p.m. 6. To repeat this working time pattern every Wednesday, click Weekly in the Recurrence pattern section and check the Wednesday check box. 7. In the Range of recurrence section, Project set the starting and ending dates for the working time exception using the dates you supplied in Steps 2 and 3. You can change these dates if you want. 8. Click OK. When Project redisplays the Change Working Time dialog box, every Wednesday between the beginning and ending dates you specified appears as an exception on the calendar (see slide 40). 136 Adjusting the calendar (Contd.) 137 Project marks exceptions to the typical schedule with an underscore 138 The End 139