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MS Project Training Material
MS Project Training Material
Tasks
Duration
Alarm sounds
0 (Milestone)
15 min
Take a shower
20 min
Get dressed
15 min
Eat breakfast
15 min
10 min
60 min
Drive to work
30 min
Arrive at work
0 (Milestone)
Sequence/Predecessors
and Resources
Trigger that starts the
project
Do this after alarm
sounds
After getting out of bed
Use hot water which costs
$1 per litre
After showering
Assume clothes are not
part of project resources
After getting dressed
Breakfast costs $5 each
time
While having breakfast
The paper costs $1.20
each morning
You have the radio on for
one hour
The radio starts when the
alarm goes off
After eating breakfast.
We assume petrol costs
$1.50 per kilometre for 4
kilometres
After driving to work
The aim of this exercise is to determine how long it takes to get to work, and how much it will
cost. MS Project will help us do that, but we need to set up all this information accurately in a
project file.
Starting MS Project
To run MS Project, find MS Project in the Start menu. Some introductory dialog boxes may
appear. If this happens, just close these boxes. The standard main screen will look like
similar to the shot shown below.
Initial settings
1. Select the File Tab and click Options menu item. In the options dialog box that appears,
ensure the Schedule menu item is selected:
1. Select Decimal from the Show assignment units as a combobox.
2. Un-tick New tasks are effort.
3. Select Automatically Scheduled from the New tasks created combobox.
Make sure the settings appear as is shown below.
5. Select the Display tab and ensure that the Currency selected is AUD as shown below.
6. Finally, once all initial settings are adjusted, click OK. Click on the project tab to begin
work on your schedule if necessary.
8. Press the Tab key. The next cell on the right will be selected.
9. Type in the duration 0. This makes the task a milestone.
10. Press the Arrow Down key to go to the next row.
11. Press the Arrow Left key to go to the cell under Task Name.
12. Type in the name of the second task: Get out of bed.
13. Press the Tab key. Type in 15m.
14. Press the Arrow Down key. Notice how the 15m became 15 min.
15. Continue entering the tasks as listed in the earlier table (page 1-2).
As each project task is entered, a blue bar appears in the Bar Chart pane on the right side of
the chart, as shown below. Note that your dates will be different.
16. Select the View Tab and click a number of times on the Zoom>Zoom In button, until the
differences in the length of the bars is more obvious. Take note of the vertical bar
separating tasks and Gannt Chart (or time bar) panes. It can be moved to allow data
entry in Predecessors or Resource Names columns.
Complete the list of predecessors for the tasks as follows (see overleaf):
20. Task 7 The first radio that is being listened to is a clock radio that is used as an alarm
21. Task 8 requires Task 5 to have been finished before it can start
22. Arrive at work occurs after the Drive to work (Task 8)
The resulting Gantt chart looks like this you may need to zoom in further to achieve the
same appearance in your Gannt Chart:
Hanging tasks
There are a couple of hanging tasks, (tasks that have predecessors but no successors). All
tasks must have predecessors (except the first one) and successors (except the last one).
Add the following predecessors to task eight using the entry bar underneath the horizontal
menu:
23. Task 6 (Read the newspaper) should have the successor Task 8 (Drive to work)
24. Task 7 (Listen to the radio) should have the successor Task 8 (Drive to work) That
means that Tasks 5, 6 and 7 all finish before Task 8 begins.
25. Click on the Save button to ensure you have a copy of all of your changes to the
schedule.
Entering resources
The next thing is to enter the list of resources and their costs.
26. To do so you need to open the Resource Sheet. Go to View then select
Resource Sheet.
The Resource Sheet is like a spreadsheet where important information about the project
resources is entered. These are:
Costs either fixed (per use) or variable (depending on amount of resources used)
Time constraints when these resources are available or not available.
These have to be entered first before resources are assigned to tasks. Then MS Project will
compute the total project cost and consider all the constraints in the project schedule.
Resource Name: Enter a descriptive name for the resource.
Type:
This refers to whether the resource is a Material resource or aWork resource
(e.g., manpower). For now, enter all resources as Material resources. Later, a
Work resource will be added to see how it is different.
Initials:
This is just a short name for the resource. Usually, this is the first letter of the
Resource Name. There is no need to change this.
Std. Rate: This means a cost per unit of the material. If the Hot Water costs $1 per litre,
then just put $1 as the rate. Later, when the resource is assigned, it will be
important to state how many litres are needed for taking a shower.
Cost/Use: This is a fixed cost. Any amount entered here will be added to the total cost each
time this resource is assigned. If there is a Std Rate and a Cost/Use for a
resource, this means the usage of this resource will be the Std Rate multiplied
by the number of units plus the Cost/Use.
Accrue at: Determines when the cost of the resource is incurred: at the Start of a task, at
the End, or during the task (Prorated). Leave this at Prorated.
To enter values noted in the table on page 1-2 in the Resource Sheet:
27. Click in the first row under Resource Name. Type in the name of the resource Hot
water
28.
29.
30.
31.
32.
33.
34.
After entering all your resources, you can now assign these to the tasks in the project.
Return to the Gantt chart view through the menu by selecting View then Gantt chart.
There are a number of ways to assign resources, but the simplest is to use the method
of entering the information in the rows and columns on the left side of the Gantt chart.
Notice that the resource name Hot Water[30] will appear both in the Resource Names
column and in the Gantt Chart time bar area. If a number is not typed in after the resource
name (i.e. Enter is pressed), the default value is [1].
38.
Continue assigning resources in a similar fashion. It takes four litres of petrol to get
from home to work. After assigning all resources the screen will appear as follows:
42.
Total duration is shown, total man-hours, and total cost. During the planning stage, the
values in the Current row are what should be considered and watched. Click Close.
The blue time bars represent the non-critical tasks, and the red bars represent the critical
tasks.
45.
46.
To understand how the critical path works, change any of the durations of the critical
tasks. If it takes 20 mins instead of 15 mins to Get Dressed (delay this task by 5
minutes), then the finish time will change by 5 minutes.
If the duration of a non-critical task was extended (up to a certain point) the project will
not be delayed at all. For example if the task Listen to the radio was extended by 5
minutes, it would not extend the finish time. On the other hand, if it took 120 minutes, it
will. Change all the values back to those shown in the figure above.
48.
By default, the project starts on the day that the tasks are entered into MS Project. To
change the project start time, select the Project tab and click Project Information.
Click the combobox for Start Date. On the resulting calendar clicking on a date selects
the date in that month. Select the date December 8th, 2014. Change the start time to
10:00am by clicking next to the time 8:00am in the start date box, delete the old time
and type in 10:00am.
Click Ok to change the start date and time on your Gantt Chart.What time does it finish
now?
To set this, access the Project menu and select Project Information, then select the
Schedule from and then select Project Finish Date. Notice that the Finish date can
be edited but the Start Date cant. Set the project finish date to 8th December, 2014,
9:30am. This means we want to arrive at work at this time. Click Ok to implement this
change.
Notice that the start date and time of the first task now changes to the 5th December, 2014 at
4:55pm. What happened?
What caused this involves Working Time set in the project. By default MS Project
assumes that projects will only take place on Monday to Friday, 8am to 5pm. Since the
whole project takes more than one hour and a half, and has a finish time of 9.30 am, then it
must be started during the working time on the previous working day.
50.
You have just completed planning a project in MS Project and hopefully learnt how to
manipulate a number of key aspects to using the application.
Acknowledgement
TheGettingupinthemorningprojecthasbeenadaptedbyGinaReyesandAdrianRampfrom
Tatnall,A2008,AguidetoMicrosoftProject,2ndedn,DataPublishing,Melbourne,Australia