Professional Documents
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PLANNING
Syllabus 1.0
Learning Material (MS Project 2013)
Provided by:
TARUC
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Trade Marks of The European Computer Driving Licence Foundation Limited (“ICDL Foundation”).
This courseware may be used to assist candidates to prepare for the ICDL Foundation Certification Programme as titled on the
courseware. ICDL Foundation does not warrant that the use of this courseware publication will ensure passing of the tests for that ICDL
Foundation Certification Programme.
The material contained in this courseware does not guarantee that candidates will pass the test for the ICDL Foundation Certification
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than official ICDL Foundation certification testing.
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Certification Programme. Without a valid registration, the test(s) cannot be undertaken and no certificate, nor any other form of
recognition, can be given to a candidate. Registration should be undertaken at an Approved Test Centre.
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.
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.
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 Click the Project 2013 icon
hand corner of the Project program icon
and click on the Project icon.
The popup menu opens.
Click
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.
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
Steps
1. Click the FILE tab.
4. Choose a command from the list on the left and click the Add button to
add that command to Quick Access toolbar.
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.
5. Click OK.
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.
1. Click FILE.
2. Click New.
3. Click My templates.
5. Click OK.
1. Click FILE.
4. Type 1NewHouse.
5. Click Save.
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.
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.
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:
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.
5. Click OK.
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.
5. Click OK.
1. Click FILE.
2. Select Info.
5. Project properties dialog box will appear where you can key in information
such as Project Title and Project Manager.
© 2016 TARUC Page 13
Lesson 1 – Learning Project Basics ICDL Project Planning
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
Page 14 TARUC © 2016
ICDL Project Planning Lesson 1 – Learning Project Basics
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
3. Click OK.
24 Hours
3. Click OK.
2. In the Exceptions box, in the first row for the Name column type Labor
Day, for the Start type 1/5/11.
4. Click on National Day in the Exceptions box. Click on the Details button.
In the recurrence pattern, click Yearly.
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.
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.
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.
Page 18 TARUC © 2016
ICDL Project Planning Lesson 1 – Learning Project Basics
1. Click VIEW.
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.
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 Click the Project icon
hand corner of the Project program icon
and select the Project icon.
The popup menu opens.
2. Select the Close command.
Project closes.
Click
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
• 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
Steps
Create New Tasks:
2. If not, select TASK tab in the Ribbon, click on the Gantt Chart icon.
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 Task
Task Name Duration
ID Mode
Steps
To edit a task:
3. Type 1w or 1wk.
4. Press Enter.
Splitting a task
Steps
To split a task:
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.
Steps
To enter a milestone:
Or
2. On the TASK tab, in the Insert group, click the Insert Milestone button.
Steps
To enter a recurring task:
2. Click the Task Tab. Click task button in the Insert Group.
7. Click OK.
1. To view or expand, click the plus sign (+) to the left of the Status Meeting
task.
Steps
If necessary, display the Status Meeting subtasks.
Steps
To filter task:
2. In the Data group, select Milestone from the drop down list in the Filter
box.
To sort task:
2. Click the arrow to the right of the Task Name column heading.
3. Click Sort A to Z.
Steps
1. Click the down arrow of the Undo button on the Quick Access Toolbar.
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?
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
2. You can have two tasks using the same resource in Microsoft Project.
a. True
b. False
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:
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.
Steps
1. Select Request Permits and ObtainPermits tasks.
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).
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).
Steps
Add a note for a task:
2. In the TASK Tab, click the Information button in the Properties group.
3. Click the Notes tab and enter the info you want.
2. In the TASK Tab, click the Information button in the Properties group.
3. Click the Notes tab and edit the info you want.
2. In the TASK Tab, click the Information button in the Properties group.
3. Click the Notes tab and delete the info you want.
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.
5. Click OK.
Or
1. Select Format Contextual tab in Gantt Chart Tools.
2. In the Show/Hide group, tick the Project Summary Task.
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.
4. In the show/hide group, click the check box for Outline Number.
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.
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ICDL Project Planning Lesson 3 – Organising Tasks
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.
• 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
Finish- The finish date of one task drives the start date of another.
to-
In other words, Task A must be completed before Task B
Start
commences.
(FS)
Start- The start date of one task drives the start date of another.
to-
In other words, Task B can start after Task A has started.
Start
(SS)
Finish- The finish date of one task drives the finish date of another.
to-
In other words, Task A must be completed before Task B can
Finish
finish.
(FF)
Start- The start date of one task drives the finish date of another.
to-
In other words, Task B cannot finish before Task A starts.
Finish
(SF)
Steps
Open 4NewHouse.mpp file from the Student Folder.
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.
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.
6. Select Task ID 5.
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.
1. Select Task IDs 5 through 10. In the Schedule group of the TASK tab,
click the Link Tasks icon.
List of Predecessors
4. Click Delete.
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.
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.
Steps
To add constraints:
1. Double click Task ID 9 – Select Sub Contractors, in the Task Information
dialog box, select the Advanced tab.
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.
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.
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.
Steps
1. Double click the task Dig Foundation. Select Advanced Tab.
2. Enter date in deadline box.
3. Click OK.
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.
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.
Or
2. Click on the FORMAT tab on the ribbon. In the Bar Styles group, select
the Critical Tasks checkbox.
3. The red colour bars in the Gantt Chart indicate the tasks making up the
critical path.
Steps
1. Double click the task Dig Foundation.
3. Click OK.
You can change the way the boxes appear by adopting a different layout style.
Steps
To edit tasks:
2. Type 3w.
3. Press [Enter].
5. Click Priority.
6. Type 900.
7. Press [Enter].
8. Click OK.
9. Click Format.
a. Start-to-Start
b. Finish-to-Finish
c. Finish-to-Start
d. Start-to-Finish
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
Steps
Open 5NewHouse.mpp file.
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
Resource Information
ID Max. Units Std. Rate Ovt. Rate Cost/Use Accrue At Base Calendar
4 10 $0.00 Prorated
8 4 $0.00 Prorated
Steps
1. Double click Resource ID 6 - Superintendent, and in the Resource
Information dialog box, select the General tab.
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.
Steps
1. Open 6NewHouse.mpp file.
2. Examine the resources in the resource sheet.
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.
© 2016 TARUC Page 63
Lesson 5 – Working with Resources ICDL Project Planning
Steps
1. In Gantt Chart view, select the Conduct Site Survey task.
4. Click the resource you want to remove, and click Remove button.
5. Click OK.
3. Right-click again and select Work, to see the work related information,
review the information.
3. Work hours do not have to be changed if they are different from standard working
hours.
a. True
b. False
• 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
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.
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.
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.
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
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.
Resource Sheet
Steps
View resource costs.
Fixed Cost Accrual Accrual method for calculating fixed costs. Prorated is
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
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.
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].
Steps
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
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.
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
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.
Steps
Open 8NewHouse.mpp file.
1. On the PROJECT tab, in the Schedule group, click on the Set Baseline
icon.
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.
Steps
1. Click the VIEW tab. In the Task Views group, click on Gantt Chart icon
and select Tracking Gantt view.
OR
2. On the FORMAT tab, in the Bar Styles group, click on the Baseline icon,
and select Baseline.
Choosing Baseline
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.
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.
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.
3. Because the baseline change is for the entire project, select Entire
project.
4. Click OK.
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.
© 2016 TARUC Page 83
Lesson 7 – Working with Baselines ICDL Project Planning
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.)
6. Close the file without saving it.
100% Button
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.
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.
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.
Steps
Applying progress line:
1. Switch to the Gantt Chart view.
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
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.
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
• Create a report
• Use the Print Preview window
• Change page setup options
• Print a report
Lesson 9 – Evaluating and Distributing Data ICDL Project Planning
Steps
Create a report.
Open 8NewHouse.mpp file.
1. Click the REPORT tab.
Report Tab
2. Click Custom.
3. Click More Reports.
4. Click Costs.
5. Click Cash Flow.
6. Click Select.
Steps
Change page setup options.
1. Click FILE.
2. Click Print.
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.
Tip: You can use the keyboard shortcut Ctrl+P to begin the printing process.
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.
• 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 notes
• Click OK.
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.
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
1.1.2 Recognise the main 1.1 Projects and 2.2.2 Understand how choosing 1.9 Defining a
elements of managing a Project to schedule from a start New Project and
project like: planning the Management date, finish date will impact Project
project, managing the on the project schedule. Information
schedule, communicating
project information. 2.2.3 Enter basic project 1.9 Defining a
information such as start New Project and
1.1.3 Understand the advantages 1.2 Project
date or finish date, Project
of using a project Management scheduling options and Information
management application Application project properties like:
like: efficient project design,
project title, project
ease of project plan
manager.
maintenance, effective
activity representation, 2.2.4 Set up calendar options 1.10 Defining the
ease of monitoring and like: base calendar, working Project Working
reporting. time, nonworking time. Times
1.1.4 Understand the tools and 1.3 Tools and 3.1.1 Create, modify tasks. 2.1 Entering
features of a project Features of
management application Tasks
Project
like: Gantt chart, network Management 3.1 Insert a New
diagram, work breakdown Application Task.
structure.
3.1.2 Copy, move, delete tasks. 3.1 Insert a New
1.1.5 Recognise that managing 1.1 Projects and
projects involves balancing Task.
Project
work, time, resource, and Management 3.1.3 Create, modify, view 3.5 Create,
cost.
subtasks and summary Modify, View
2.1.1 Open, close a project 1.4 Starting tasks. Subtasks and
management application. Microsoft Project Summary Tasks
Open, close projects. 2013
3.1.4 Understand task duration 2.1 Entering
1.15 Closing a options: elapsed, duration, Tasks
Project effort, estimated.
2.1.2 Save a project to a location 1.8 Creating and 3.1.5 Set, modify task duration. 2.2 Editing Tasks
on a drive. Save a project Saving a New
under another name to a Blank Project 3.1.6 Split tasks. 2.3 Splitting a
location on a drive. Task
2.1.3 Save a project as another 1.8 Creating and 3.1.7 Understand the term
file type like: template, web 2.4 Entering a
Saving a New milestone. Milestone
page, spreadsheet, CSV, Blank Project
XML, text file, pdf. 3.1.8 Create project milestones. 2.4 Entering a
2.1.4 Change between project 1.13 Change Milestone
view modes like: Gantt Between project
chart, network diagram. Views 3.1.9 Create, modify recurring 2.5 Entering a
tasks. Recurring Task
2.1.5 Use magnification/zoom 1.14 Use
tools. Magnification / 3.2.1 Understand logical 4.1 Scheduling
Zoom Tools relationships between Tasks
tasks: finish to start, start to
start.
Page 104 TARUC © 2016
Ref ICDL Task Item Location Ref ICDL Task Item Location
3.2.2 Create, modify, delete 4.1 Scheduling 4.2.1 Understand the terms fixed 6.1 Defining
relationships between Tasks cost, variable cost. Costs
tasks: finish to start, start to
start. 4.2 Linking Tasks 4.2.2 Assign, modify fixed costs. 6.5 Assigning a
3.2.3 Understand the terms lead Fixed Cost to a
4.7 Setting a
time, lag time. Task
Task Lag
4.2.3 Assign, modify variable 6.2 Assigning
3.2.4 Add, edit task lag time, lead 4.7 Setting a
costs. Standard Rates
time. Task Lag
5.1.1 Understand the terms 4.13 Identifying
3.3.1 Understand task constraint 4.9 Applying, critical task, critical path. Critical Tasks
options like: as late as Modifying and
possible, as soon as Deleting 5.1.2 Identify critical tasks and 4.13 Identifying
possible, must finish on, Constraints show the critical path. Critical Tasks
must start on.
3.3.2 Add, modify, delete 4.9 Applying, 5.2.1 Create, save, clear a 7.1 Using
constraints to tasks. Modifying and baseline. Baselines
Deleting
7.2 Saving a
Constraints
Project Baseline
3.3.3 Understand the term 4.11 Setting a 5.2.2 Show, hide progress line. 8.3 Applying
deadline. Deadline Date
Progress Lines
3.3.4 Create a deadline. 4.11 Setting a 5.2.3 Show, hide columns like: % 9.4 Show, Hide
Deadline Date complete, fixed cost, Columns like: %
deadline. Complete, Fixed
3.4.1 Add, edit, remove a note for 3.6 Add, Edit,
a task. Cost, Deadline
Remove a Note
for a Task 5.2.4 Sort, filter tasks. 2.8 Sort and Filter
3.4.2 Insert, edit, remove a Tasks
3.9 Creating a
hyperlink for a task. Hyperlink to 5.2.5 Update task progress. 8.2 Updating
Another File
Project Progress
4.1.1 Identify resource types like: with % Complete
5.1 Creating
people, materials, Work, Material 5.2.6 Reschedule incomplete 6.7 Rescheduling
equipment. and Cost work. Uncompleted
Resources
Work
4.1.2 Understand the relationship 5.3 Assigning
5.2.7 Display current project 7.6 Display
between duration, work and Resources to
schedule and baseline. Current Project
resource. Understand that if Tasks
one element changes there Schedule
is an impact on another Baseline
element.
6.1.1 Change page orientation: 9.2 Changing
4.1.3 Create, delete resources. 5.1 Creating portrait, landscape. Change Page Setup
Modify resource details like: Work, Material paper size. Options
name, type, units, rates. and Cost
Resources 6.1.2 Change page margins: top, 9.2 Changing
bottom, left, right. Page Setup
4.1.4 Add, remove, replace 5.3 Assigning Options
resource assignments and Resources to
associated units. Tasks