ICDL Project Planning 2013 1.0

ICDL PROJECT
PLANNING
Syllabus 1.0
Learning Material (MS Project 2013)
Provided by:
Shree Cutchi Leva Patel Samaj
School
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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
Programme. Any and all assessment items and / or performance-based exercises contained in this courseware relate solely to this
publication and do not constitute or imply certification by ICDL Foundation in respect of the ICDL Foundation Certification Programme or
any other ICDL Foundation test. This material does not constitute certification and does not lead to certification through any other process
than official ICDL Foundation certification testing.
Candidates using this courseware must be registered with the National Operator before undertaking a test for an ICDL Foundation
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.
Screen shots used with permission from Microsoft.
Page ii ICDL Project Planning 2013 S1.0 V1 130616 © 2016

ICDL Project Planning
Understanding and having the ability to use a project planning application may be the
difference between a successful project carried out in an efficient manner, and one that
lacks clarity and fails to meet targets. This module focuses on using a project management
application, allowing you to prepare project plans and monitor projects, including planning
and managing time, costs, tasks and resources.
On completion of this module the candidate will be able to:

 Understand the key concepts relating to managing projects.
 Use a project management application to create a new project and maintain an
existing project.
 Create and schedule tasks; add project constraints and deadlines.
 Assign costs; create and assign resources to tasks.
 View the critical path, monitor progress, and reschedule work.
 Prepare and print outputs, including charts and reports.
What are the benefits of this module?

With this ICDL Project Planning module you will learn the key skills relating to project
planning applications, terminologies and methods, as well as how to maintain a project from
start to finish. Using project planning applications can be a cost and time saving measure
that will improve your chances of completing a project successfully. Once you have
developed the skills and knowledge set out in this book, you will be in a position to become
certified in an international standard in this area – ICDL Project Planning.
For details of the specific areas of the ICDL Project Planning syllabus covered in each
section of this book, refer to the ICDL Project Planning syllabus map at the end of the book.
How to use this book

This book covers the entirety of the ICDL Project Planning course. It introduces important
concepts and sets out the specific steps associated with using different features of the
application. You will also have the opportunity to practice some of these activities yourself
using sample files provided in the Student Folder. It is recommended that you do not save
your changes to sample files, as you may want to practice an activity more than once.
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ICDL PROJECT PLANNING
LESSON 1 – LEARNING PROJECT BASICS............................................................................. 1

1.1 Projects and Project Management ....................................................................................... 2
1.2 Project Management Application ......................................................................................... 2
1.3 Tools and Features of Project Management Application ...................................................... 3
1.4 Starting/Closing Microsoft Project 2013 ............................................................................... 5
1.5 Exploring and Using the New Interface ................................................................................ 6
1.6 Customising the Quick Access Toolbar ............................................................................... 8
1.7 Setting Preferences ............................................................................................................. 9
1.8 Creating and saving a new Project .................................................................................... 10
1.9 Defining a New Project and Project Information ................................................................ 12
1.10 Defining the Project Working Times................................................................................. 14
1.11 Adding a Nonworking Day ............................................................................................... 16
1.12 Using a Project Template ................................................................................................ 17
1.13 Change Between Project Views ...................................................................................... 18
1.14 Use magnification/zoom tools .......................................................................................... 19
1.15 Closing a Project ............................................................................................................. 20
1.16 Review Exercise .............................................................................................................. 21
LESSON 2 – WORKING WITH TASKS ..................................................................................... 22

2.1 Entering Tasks .................................................................................................................. 23
2.2 Editing Tasks..................................................................................................................... 24
2.3 Splitting a Task .................................................................................................................. 25
2.4 Entering a Milestone .......................................................................................................... 26
2.5 Entering a Recurring Task ................................................................................................. 26
2.6 Viewing and Hiding Recurring Tasks ................................................................................. 27
2.7 Editing Recurring Tasks .................................................................................................... 27
2.8 Sort & Filter Tasks ............................................................................................................. 28
2.9 Multi-Level Undos.............................................................................................................. 28
2.10 Understanding Task Duration .......................................................................................... 29
2.11 Review Exercise .............................................................................................................. 31
LESSON 3 – ORGANISING TASKS ......................................................................................... 32
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3.1 Insert a new task ............................................................................................................... 33
3.2 Delete a Task .................................................................................................................... 33
3.3 Moving a Task ................................................................................................................... 34
3.4 Easily Summarise Data - Outlining Tasks .......................................................................... 34
3.5 Create, Modify, View Subtasks and Summary Tasks ........................................................ 34
3.6 Add, Edit, Remove a Note for a Task ................................................................................ 35
3.7 Creating a Project Summary Task ..................................................................................... 36
3.8 Viewing the WBS Codes ................................................................................................... 37
3.9 Creating a Hyperlink to Another File .................................................................................. 38
3.10 Review Exercise .............................................................................................................. 40
LESSON 4 – SCHEDULING TASKS ......................................................................................... 41

4.1 Scheduling Tasks .............................................................................................................. 42
4.2 Linking Tasks .................................................................................................................... 43
4.3 Linking Multiple Tasks ....................................................................................................... 44
4.4 Linking Summary Tasks .................................................................................................... 45
4.5 Changing Task Relationships - Modifying Task Link Types ............................................... 45
4.6 Deleting a Task Link .......................................................................................................... 46
4.7 Setting a Task Lag ............................................................................................................ 46
4.8 Setting a Task Lead .......................................................................................................... 47
4.9 Applying, Modifying and Deleting Constraints .................................................................... 47
4.10 Entering a Start or Finish Date ........................................................................................ 49
4.11 Setting a Deadline Date................................................................................................... 50
4.12 Setting a Manually Scheduled Task................................................................................. 50
4.13 Identifying Critical Tasks.................................................................................................. 51
4.14 Rolling Up Gantt Bars to a Summary Bar ........................................................................ 52
4.15 Managing Network Diagram Views .................................................................................. 53
4.16 Review Exercise .............................................................................................................. 55
LESSON 5 – WORKING WITH RESOURCES .......................................................................... 56

5.1 Creating Work, Material & Cost Resources ....................................................................... 57
5.2 Changing Resource Working Hours .................................................................................. 58
5.3 Assigning Resources to Tasks .......................................................................................... 59
5.4 Various Methods of Assigning Single Resources to Tasks ................................................ 60
5.5 Entering Data in the Resource Names Column ................................................................. 62
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5.6 Assigning Material Resource to a Task ............................................................................. 62
5.7 Assigning Cost Resource to a Task ................................................................................... 62
5.8 Adding More Resources to a Task .................................................................................... 63
5.9 Other Resources Assignment Methods ............................................................................. 63
5.10 Removing a Resource Assignment.................................................................................. 64
5.11 Review the Assignment Information ................................................................................ 65
5.13 Review Exercise .............................................................................................................. 66
LESSON 6 – ASSIGNING COSTS ............................................................................................ 67

6.1 Defining Costs ................................................................................................................... 68
6.2 Assigning Standard Rates ................................................................................................. 68
6.3 Viewing Resource Costs ................................................................................................... 70
6.4 Viewing Task Costs ........................................................................................................... 71
6.5 Assigning a Fixed Cost To a Task ..................................................................................... 73
6.6 Assigning a Cost Resource to a Task ................................................................................ 73
6.7 Rescheduling Uncompleted Work ..................................................................................... 75
6.8 Review Exercise ................................................................................................................ 76
LESSON 7 – WORKING WITH BASELINES ............................................................................ 77

7.1 Using Baselines................................................................................................................. 78
7.2 Saving a Project Baseline .................................................................................................. 78
7.3 Viewing Baselines ............................................................................................................. 80
7.4 Updating a Project Baseline .............................................................................................. 82
7.5 Clearing a Baseline ........................................................................................................... 83
7.6 Display Current Project Schedule and Baseline ................................................................ 84
7.7 Review Exercise ................................................................................................................ 86
LESSON 8 – TRACKING YOUR PROGRESS .......................................................................... 87

8.1 Tracking Project Progress ................................................................................................. 88
8.2 Updating Project Progress with % Complete ..................................................................... 88
8.3 Applying Progress Lines .................................................................................................... 88
8.4 Review Exercise ................................................................................................................ 92
LESSON 9 – EVALUATING AND DISTRIBUTING DATA......................................................... 93

9.1 Creating A Report.............................................................................................................. 94
9.2 Changing Page Setup Options .......................................................................................... 96
9.3 Printing a Report ............................................................................................................... 99
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9.4 Show, Hide Columns Like: % Complete, Fixed Cost, Deadline........................................ 100
9.5 Prepare a Gantt Chart, Network Diagram for Print ........................................................... 100
9.6 Preview A Gantt Chart, Network Diagram or Report ........................................................ 102
9.7 Review Exercise .............................................................................................................. 103
ICDL SYLLABUS ..................................................................................................................... 104
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LESSON 1 –
LEARNING PROJECT BASICS
In this section, you will learn about:
 Starting Microsoft Project

 Using the interface
 Displaying/hiding toolbars
 Opening an existing project
 Using the project guide
 Closing a project
 Creating a new blank project
 Defining a new project
 Defining the project working times
 Adding a nonworking day
 Changing project information
 Using a project template
Lesson 1 – Learning Project Basics ICDL Project Planning
1.1 PROJECTS AND PROJECT MANAGEMENT

Concepts
Any activity that has multiple steps can be considered to be a project. In addition,
projects are generally restricted to a certain time period, may involve collaboration
with other people, and can vary in size and scope. Planning a child’s birthday
party and sending someone to the moon are both projects, but they have very
different features!
Projects generally have defined goals – “having a nice party” or “landing on the
moon” are two examples. In order to achieve these goals the project needs to be
managed carefully and in a structured way.
Project management has three main elements:

1. Planning – Before a projects starts, a plan should be created. This should
take into account the different activities involved in the projects, the
resources and people that are needed for the project, and the timelines
associated with each stage in the project.
2. Schedule Management – Once the project starts, the activities need to be
coordinated and monitored against the project plan to ensure that the
project says on track.
3. Communication – Before, during, and after the project, it is important that
there is clear communication not only between those who are involved in
the project, but also with those who may have authorised the project or
who may be anticipating the output of the project.
At the centre of project management is the balancing of different demands. Time,

cost, and resources generally “constrain”, or set limits on, a project. However,
when planning or executing a project, you may be able to reduce one of these
features by increasing another.
For example, “work” is considered to be the amount of time used in a project
activity multiplied by the resource unit. This means you may be able to reduce
time by increasing resources and so forth.
1.2 PROJECT MANAGEMENT APPLICATION

Concepts
It may be possible to carry out simple projects without the aid of a formal tool.
However, if you want to plan a relatively complex project with a range of activities
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ICDL Project Planning Lesson 1 – Learning Project Basics
and resources, you should use a project management application. A project

management application, such as Microsoft Project 2013, helps you plan,
organise, and manage projects.
Project management applications specifically support:

 Design – You can use the application to efficiently design the project plan.
 Maintenance – You can use the application to help you maintain the
project by updating the plan as the project progresses.
 Representation of Activities – You can use the application to set the
order and dependency between tasks in the project, as well as their
relationship to each other and their length.
 Reporting – You can use the application to create outputs to, for example,
communicate the project’s progress to the project team.
1.3 TOOLS AND FEATURES OF PROJECT

MANAGEMENT APPLICATION
Concepts
Project management applications have some key features that specifically relate
to managing projects.
 Gantt chart – These charts are a type of bar chart that are used to depict
a project schedule. They include start and finish dates for the overall
project and for individual tasks.
 Work breakdown structure – This approach is used to define and group
a project’s tasks, in order to organise and define the total work of the
project.
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Example of a work breakdown structure (left) and Gantt chart (right)
 Network diagram – This is a visual flow chart used to analyse and

represent the tasks involved in completing a project. The elements of the
project are represented in sequence from left to right.
Example of a network diagram
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1.4 STARTING/CLOSING MICROSOFT PROJECT 2013

Concepts
Microsoft Project 2013 is an example of a project management application. It can
be used to plan a project, schedule the tasks, and assign resources and costs to
them. A project plan can be adjusted to take into account any restrictions or
constraints that define the project’s limitations. The actual performance of the
project can be monitored and various reports made available to team members.
Steps
To start Microsoft Project:
1. Go to Start.
2. Select All Programs.
3. Select Microsoft Project 2013.
Concepts
There are several ways to close Microsoft Project. You will be prompted to save
any open file if unsaved changes have been made to it.
To exit Project:
 Click the Close button (the X) in the upper-right corner of the Project 2013
program window.
 Click the Project 2013 icon in the top left corner of the Project 2013
program window and click Close.
 Press Alt+F4.
Steps
1. Navigate your cursor to the upper-left Click the Project 2013 icon
hand corner of the Project program icon
and click on the Project icon.
The popup menu opens.
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2. Select the Close command.

Project closes.
Click
1.5 EXPLORING AND USING THE NEW INTERFACE

Concepts
Project 2013 uses a ribbon interface, which is an interface that presents
functionality based on the sort of work the user is carrying out. Different functions
and options are grouped on the ribbon using different tabs. For example, the FILE
tab contains activities relating to saving and printing the file, whereas the VIEW
tab allows you to control how you view your project.
As you select and move from one tab to another be aware of the tool tips that pop
up when you point to each button or control – they give extra information on what
each button or control is used for.
Steps
Explore the Project ribbon:
1. Click the FILE tab. This leads to the Backstage view, where items related
to managing files are listed. The Backstage view contains the same basic
commands available on the File menu in earlier versions of MS Project to
open, save, and print project files.
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Open Backstage view
2. Click the TASK tab. This tab contains options for adding, formatting, and
working with tasks.
TASK Tab
3. Click the RESOURCES tab. This tab contains options that assist you when
you are managing the resources which are carrying out the work in the
project.
RESOURCE Tab
4. Click the PROJECT tab. This tab contains options related to project-based
activities, such as working with project information.
PROJECT Tab
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5. Click the VIEW Tab. This tab contains options that allow you choose and
customise how you view your project.
VIEW Tab
6. Click on the FORMAT tab. This tab contains options that allow you to
change the appearance of your projects, for example how text and project
elements are displayed.
FORMAT Tab
1.6 CUSTOMISING THE QUICK ACCESS TOOLBAR

Concepts
The Quick Access Toolbar is a customisable toolbar placed by default above the
Ribbon. You can add icons for frequently used commands to this toolbar. It can
also be placed below the Ribbon.
Steps
1. Click the FILE tab.
2. Click Options, which will open the Project Options window.
3. Click Quick Access Toolbar.
4. Choose a command from the list on the left and click the Add button to
add that command to Quick Access toolbar.
5. Click the OK button.
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Customising Quick Access Toolbar
1.7 SETTING PREFERENCES

Concepts
Project Options is used to set various preferences in Project, such as the default
project view, the default name to be used as the author for projects, and the
default folder in which to open and save projects.
Steps
1. Click FILE.
2. Click Options.
3. Click General.
4. Enter the user name and initials.
5. Click OK.
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Setting Project Options
1.8 CREATING AND SAVING A NEW PROJECT

Concepts
A blank project is created when you want to start a completely new project from
the very beginning, rather than creating a project based on an existing template or
another project. The blank project file can be given a name and saved as the
default project file type, or you can save it as a different file type.
Steps
To create a blank project:
1. Click FILE.
2. Click New.
3. Click Blank Project icon.
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To create a project based on a template:
1. Click FILE.
2. Click New.
3. Click My templates.
4. Click to select a template.
5. Click OK.
To Save the Project:
1. Click FILE.
2. Select the location to save the file.
3. In the Save As dialog box, click the File name box.
4. Type 1NewHouse.
5. Click Save.
6. If a file already exists, overwrite it.
To Save the Project to a Different Location
In the navigation pane on the left side of the Save As dialog box, click the folder
you wish to save the project to.
Type the name of the file into the File name box and then click save.
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Save As Dialog Box
To Save the Project as another File Type
You can also save the project file into other file types such as a template, web
page, spreadsheet, CSV, XML, text file, and PDF by using the Save as type:
options when saving the file.
Tip: Having saved a project you can use the Ctrl+S keyboard shortcut to quickly
save the project thereafter. To open a project you have saved, select the Ctrl+O
shortcut and choose the appropriate file.
1.9 DEFINING A NEW PROJECT AND PROJECT

INFORMATION
Concepts
Microsoft Project uses Critical Path Method (CPM) in calculating the end of a
project. The critical path is simply all the tasks that determine the finish date in
your project schedule. If one of those tasks is late by one day, then your project
end date will be extended by one day. Oftentimes, there will be tasks that are not
on the critical path; this is due to the slack in the project schedule.
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This allows you to choose when you want to start a project, with Microsoft Project
determining the end of the project. Alternatively you can choose a finish date and
Microsoft Project will determine the latest you should start a project by.
Steps
To set project start date:
Open 1NewHouse if necessary.
1. On the PROJECT tab, click Project Information in the Properties group.
2. In the Start date type, 4/7/2011 or use the date picker to enter the date.
This is to indicate the estimated project start date. The rest of the boxes
should be left alone. We will be working with them later.
3. In the Schedule from: select Project Start Date.
4. In the Calendar: select Standard.
5. Click OK.
To Set Project Finish Date:
1. On the PROJECT tab, click Project Information in the Properties group.
2. In the Schedule from: select Project Finish Date.
3. In the Finish date type, the desired finish date or use the date picker to
enter the date. This is to indicate the estimated project start date. The rest
of the boxes should be left alone. We will be working with them later.
4. In the Calendar: select Standard.
5. Click OK.
To Set Basic Project Information:
1. Click FILE.
2. Select Info.
3. On the right hand side select Project Information.
4. Click on Advanced Properties.
5. Project properties dialog box will appear where you can key in information
such as Project Title and Project Manager.
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Properties Dialog Box - Summary Tab
1.10 DEFINING THE PROJECT WORKING TIMES

Concepts
The project calendar, resource calendars and task calendars are defined by a
base calendar that specifies the standard working and non-working times for a
project, the work hours for each work day and the work days for each week and
any holidays. There are three default base calendars in Project:
1. Standard base calendar is the default calendar for the project. It defines
an ordinary business week schedule, Monday to Friday, 8:00 AM to 5:00
PM with a one hour work break.
2. 24 Hours base calendar defines a 24 hour work schedule that has no non-
working time. This type of schedule is usually used to schedule a
mechanical process.
3. Night Shift base calendar defines a work schedule, Monday night to
Saturday morning, 11:00 PM to 8:00 AM, with a one hour work break.
Steps
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Standard (Project Calendar) – Set Working Time
1. Select the PROJECT tab. Click on Change Working Times in the

Properties group to open the Change Working Time window.
2. Select Standard (Project Calendar) from the For calendar: drop-down

menu.
3. Select the Work Weeks tab and select Default.
4. Click the Details button to open the Details for [Default] window, where
you can set the working time for this work week.
5. If you want to use the project default times for the days listed in the Select
day(s) box, then select Use Project default times for these days and
click OK.
OR
If you want to set one or more days as non-working days, then select the
option Set days to nonworking time, select one or more days from the
Select day(s) box and click OK.
OR
If you want to specify different working hours for one or more days, then
select the option Set day(s) to these specific working times. Select the
day from the Select day(s) box, specify the working hours, and click OK.
Night Shift

2. Select Night Shift from the For calendar: drop-down menu.
3. Click OK.
24 Hours

2. Select 24 Hours from the For calendar: drop-down menu.
3. Click OK.
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1.11 ADDING A NONWORKING DAY

Steps
1. In The PROJECT tab, click on Change Working Times in the Properties
group.
2. In the Exceptions box, in the first row for the Name column type Labor
Day, for the Start type 1/5/11.
3. Type the rest of the Non-working days.

Name Start Finish
Vesak Day 17/5/11 17/5/11
National Day 9/8/11 9/8/11
Hari Raya Puasa 30/8/11 30/8/11
Deepavali 26/1011 26/10/11
Hari Raya Haji 6/10/11 6/10/11
Christmas Day 25/12/11 25/12/11
List of Non-Working Days
Change Working Time Dialog Box
4. Click on National Day in the Exceptions box. Click on the Details button.
In the recurrence pattern, click Yearly.
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5. In the Range of recurrence section, in the End after: type 10, indicating
that the exception recurs for the next 10 years.
6. Click OK.
1.12 USING A PROJECT TEMPLATE

Concepts
Project gives you access to a large selection of templates designed to suit a wide
range of project types. For example, you can search for templates under the
categories of Business, Construction, Marketing, Products.
Steps
1. Click FILE.
2. Click New.
3. Select a Template.
4. Click Create.
Create New File from Template
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1.13 CHANGE BETWEEN PROJECT VIEWS

Concepts
The Gantt Chart view is the default view for new projects. The left side of the
screen lists the project tasks and the right side of the screen displays a Gantt
Chart showing duration information as bars on a timescale.
Gantt Chart View
The Network Diagram view in Microsoft Office Project shows the dependencies
between tasks in a graphical manner. A box (also called a node) represents each
task, and a line connecting two boxes represents the dependency between two
tasks. You can create new tasks quickly in a visual format using the Network
Diagram. You can type the name and duration for each task as you create it, or
you can add this information to all the tasks later.
Network Diagram
Steps
From the Student Folder, open AnnualReportPrep.mpp.
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1. Click VIEW.
2. Click Network Diagram.
3. Click Gantt View.
1.14 USE MAGNIFICATION/ZOOM TOOLS

Concepts
You can change the timescale in a project view to show smaller or greater time
units ranging from hours, days, weeks, months, all the way up to years. For
example, in a Gantt Chart view you may want to view the chart across months
rather than days.
Steps
1. Select Gantt Chart view.
2. In the VIEW tab, click the Timescale drop-down box arrow in the Zoom
group and select a time unit.
Timescale dropdown
3. This can also be done using the Zoom Slider on the bottom right corner of
the screen. To increase the time scale drag towards + and to decrease the
time scale drag towards –.
4. Drag the Zoom slider right to increase the timescale. Drag the Zoom slider
left to decrease the timescale.
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1.15 CLOSING A PROJECT

Concepts
There are several ways to close Microsoft Project. You will be prompted to save
any open file if unsaved changes have been made to it.
To exit Project:
 Click the Close button (the X) in the upper-right corner of the Project 2013
program window.
 Click the Project Application icon in the top left corner of the Project 2013
program window and click Close.
 Press Alt+F4.
Steps
1. Navigate your cursor to the upper-left 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
Close AnnualReportPrep.mpp without saving.
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1.16 REVIEW EXERCISE
1. Name the three main elements of project planning:

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

__________________________________________________
__________________________________________________
__________________________________________________
__________________________________________________
3. A ____________ is a visual flow chart used to analyse and represent the tasks
involved in completing a project.
a. Network diagram
b. Gantt chart
c. Work breakdown structure
d. Project management application
4. CPM stands for:

a. Critical Project Management
b. Critical Path Management
c. Critical Project Method
d. Critical Path Method
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LESSON 2 –
WORKING WITH TASKS
 Entering tasks
 Editing tasks
 Splitting a task
 Entering a milestone task
 Entering a recurring task
 Viewing and hiding recurring tasks
 Editing recurring tasks
 Filtering tasks
 Multilevel undos
 Task duration
ICDL Project Planning Lesson 2 – Working with Tasks
2.1 ENTERING TASKS

Concepts
A project is made up of tasks. A task is an essential job or operation that needs to
be finished in order to complete a project. Most tasks are given a duration, which
is the length of time it takes to complete a task.
Tasks can occur in sequence, or they can stand alone. When you create a task
you can provide the task name only, or the task name and duration, or any
combination of the task name and other information. You can enter tasks in the
Gantt Chart view, which is the default view.
The default setting for new projects scheduling is manually scheduled, i.e. the
project manager will have to manually enter the start and finish dates. The data
entered need not be numerical in form. The Duration, Start and Finish fields could
have information like: “Start one week after approval is given”. This allows for draft
project planning without too many details.
Steps
Create New Tasks:
Open 2NewHouse.mpp file.
1. The file should open in Gantt Chart view.
2. If not, select TASK tab in the Ribbon, click on the Gantt Chart icon.
The Gantt Chart View
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Lesson 2 – Working with Tasks ICDL Project Planning
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
2 Auto Develop Blueprints 2 wks
3 Auto Draft Proposal 3 days?
4 Auto Review Proposal 1 day?
5 Auto Request Bids 1 wk
6 Auto Request Permits 1 wk
7 Auto Obtain Bids 1 wk
8 Manual Select Sub

Contractors
Task List
2.2 EDITING TASKS

Concepts
You can edit tasks by replacing the current entry or by editing portions of an entry.
To replace an entire entry, you can select the field containing the entry and type
the new entry. To only edit portions of an entry, you can use the entry bar or use
in-cell editing.
The entry bar appears below the toolbars and displays the content of the currently
selected field. Using the entry bar, you can select the words or characters you
want to edit. Using in-cell editing, you simply select the field and edit the entry in
the field as desired.
Steps
To edit a task:
1. Open 3NewHouse.mpp file.
2. Click the duration field for the Develop Blueprints task.
3. Type 1w or 1wk.
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4. Press Enter.
2.3 SPLITTING A TASK

Concepts
Splitting a task is helpful when you have two tasks that overlap and use the same
resource. For example, you could split the first task where the second task begins
and then resume work on the first task when the second task is complete.
You may also need to split a task if part of the task occurs on one day and part on
another, non-consecutive day. For example, it will take a painter two days to paint
a room. On the first day, the painter applies the first coat. Two days later, on the
second day of the task’s duration, the painter applies the second coat. In this
situation, you could split the task to show that the painter works on the task on two
non-consecutive days. This type of scheduling would enable the painter to work
on other tasks between the first day and second day of the split task.
As you track your project and mark tasks complete, you may also need to split
tasks that are partially complete. You can then reschedule the unfinished work for
a later time.
Splitting a task
Steps
To split a task:
1. Switch to the Gantt Chart view.
2. Click on the TASK tab.
3. Click the Split Task button on the Schedule group.
4. Point to the area of the task bar where you want the split to begin.
5. Drag the mouse button from the start of the split to the location where you
want work on the task to begin again.
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2.4 ENTERING A MILESTONE

Concepts
A milestone is a reference point used to mark a point in time or a major event in a
project. They differ from tasks in that they do not have a specific duration.
Steps
To enter a milestone:
1. Click the first empty field in the Task Name column.
2. Type Complete Planning Phase.
3. Type 0 days in the duration column.
Or
2. On the TASK tab, in the Insert group, click the Insert Milestone button.
2.5 ENTERING A RECURRING TASK

Concepts
You may have tasks that occur at regular intervals during a project, such as a
weekly progress meeting. Instead of entering each individual occurrence of the
task, you can create a recurring task. A recurring task appears on the project
schedule at the specified intervals and is identified by a recurring task indicator.
The recurring task indicator appears as two arrows in a circular formation.
Steps
To enter a recurring task:
2. Click the Task Tab. Click task button in the Insert Group.
3. Select Recurring Task in the drop-down list.
4. Type Status Meeting in the Task Name box.
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5. Type 1 hr in duration box.
6. Select any day of the week.
7. Click OK.
2.6 VIEWING AND HIDING RECURRING TASKS

Concepts
A recurring task appears on the task list as a single task in bold type with the
recurring task indicator to its left. Although it appears as a single task, a recurring
task is actually made up of several subtasks. Each subtask represents one
occurrence of the task and can be viewed or hidden as desired.
1. To view or expand, click the plus sign (+) to the left of the Status Meeting
task.
2. Click the minus sign (-) to hide.
2.7 EDITING RECURRING TASKS

Concepts
A recurring task is made up of subtasks that represent each occurrence of the
recurring task. You can edit the recurring task, which will affect all subtasks, or
you can edit the individual subtasks. This feature is helpful as schedules change.
Steps
If necessary, display the Status Meeting subtasks.
1. Double-click the Status Meeting 1 subtasks.
2. Change the duration to 2 hrs.
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2.8 SORT & FILTER TASKS

Concepts
As the size of your project increases, you may find it useful to display only a
subset of your tasks. Filters provide the means for displaying or selecting only the
information you need at a particular time. For example, you could use a filter to
display only milestone tasks or tasks with estimated durations. You can also sort
tasks by name to find tasks easily.
Steps
To filter task:
1. Click the VIEW Tab.
2. In the Data group, select Milestone from the drop down list in the Filter
box.
To sort task:
1. Go to the Gantt Chart.
2. Click the arrow to the right of the Task Name column heading.
3. Click Sort A to Z.
2.9 MULTI-LEVEL UNDOS

Concepts
What-if-scenarios such as allocating resources or changing durations are easy to
map using the undo and redos to back out of any number of steps.
Steps
1. Click the down arrow of the Undo button on the Quick Access Toolbar.
2. Undo the number of steps required.
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2.10 UNDERSTANDING TASK DURATION

Concepts
A task's duration is the total period of working time it takes to complete the task.
Duration
At task duration can be entered in:
Increments Abbreviation
minutes min
hours hr
days d
weeks wk
months mo
Types of Duration
When you enter duration in days, Microsoft Project schedules the task based on
the default number of working hours per day; eight hours. Along with other task
information, such as calendars and resource assignments, the duration
determines the task's start and finish dates.
Using the default settings on the Standard project calendar (eight working hours
per day), weekends are nonworking time and each working day is eight hours
long.
Estimated Duration
When you enter a task without a duration, Microsoft Project calculates the
duration based on start and finish dates of the task and flags the duration as
estimated, indicated by a question mark after the duration. Estimated durations
are not calculated differently than normal durations.
Increments Estimated
minutes min?
hours hr?
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days d?
weeks wk?
months mo?
Types of Estimated Duration
You can also signify an estimated duration by typing a question mark after a
duration you enter. You can eventually change a task's estimated duration to
another number or remove the question mark as you receive more accurate
information.
Elapsed Duration
Elapsed durations disregard working time and nonworking time in all calendars
and resource assignments. They schedule tasks 24 hours a day, seven days a
week until they are completed. Elapsed durations also ignore the schedule
settings in the Options dialog box when determining duration, calculating each day
of elapsed duration as 24 hours instead.
Elapsed durations can be used for processes that cannot stop once they have
begun, such as shipping a piece of machinery from the other side of the world.
You designate an elapsed duration by entering an "e" before the duration unit
such as below:
Increments Abbreviation
minutes emin
hours ehr
days ed
weeks ewk
months emo
Types of Elapsed Duration
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1. Define what a task is in relation to a project.

__________________________________________________
__________________________________________________
__________________________________________________
2. You can have two tasks using the same resource in Microsoft Project.
a. True
b. False
3. A ________________ is a reference point used to mark a period in time or a

significant event in a project.
a. Task
b. Gantt chart
c. Milestone
d. Subtask
4. Which of the following symbolises an elapsed duration in a project:

a. mo
b. d?
c. ehr
d. hr
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LESSON 3 –
ORGANISING TASKS
 Easily summarising data

 Indenting and outdenting tasks
 Collapsing and expanding an outline
 Inserting a task
 Deleting a task
 Moving a task
 Documenting a task
 Creating a project summary task
 Viewing the WBS codes
ICDL Project Planning Lesson 3 – Organising Tasks
3.1 INSERT A NEW TASK

Steps
Open 3NewHouse.mpp file, if necessary, from the Student Folder.
Inserting a new task into the list:

1. Click Task ID 7 - Select Sub Contractors, press Insert on the keyboard.
2. In the empty row under Task Name column, type Obtain Permits. Under
Duration column, type 1wk.
In the empty row under Task Name column, type Complete Planning Phase,
under Duration column, type 0 day to create a milestone.
To copy a task:
1. Select the task that you want to copy.
2. Click on the task number so all the information is selected.
3. In the TASK tab, Clipboard group, click Copy.
4. Click on the location where you want to paste the task.
5. In the TASK tab, Clipboard group, click Paste.
Tip: You can use the keyboard shortcut Ctrl+C to quickly Copy a task to the
Clipboard. You can also use the Cut feature by selecting Ctrl+X, and Paste by
selecting Ctrl+V.
3.2 DELETE A TASK

Steps
Deleting a task from the list:
1. Click Task ID 5 – Obtain Bids.
2. Press Delete on the keyboard or right-click and select Delete Task.
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Lesson 3 – Organising Tasks ICDL Project Planning
3.3 MOVING A TASK

Steps
Moving a task to change the sequence.
 Click Task ID 6 - Obtain Permits, and drag down below Task ID 7.
3.4 EASILY SUMMARISE DATA - OUTLINING TASKS

Concepts
Tasks can be organised into an outline in any view that includes a task sheet.
Creating an outline allows you to view the structure of a project more easily. You
can group related tasks together to identify the major phases of a project.
When you arrange the tasks in an outline, you create summary tasks and
subtasks. Summary tasks summarise the cost, work, and scheduling information
of other tasks. The duration of a summary task is the span of time between the
earliest start date and the latest finish date of all its subtasks.
When subtask information changes, the summary task changes as well.
3.5 CREATE, MODIFY, VIEW SUBTASKS AND

SUMMARY TASKS
Concepts
In order to create an outline, you need to decide which tasks should be subtasks
and which should be summary tasks. Subtasks are related tasks that have been
indented below a summary task. The summary task summarises information
about the subtasks.
Steps
1. Select Request Permits and ObtainPermits tasks.
2. Click the TASK Tab.
3. In the Schedule group, click the  right green arrow button (indent task).
4. Click the  left green arrow (outdent task) to outdent (Modify subtask).
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5. Click on – (minus) sign (right of the summary task) to collapse it (Hide subtask
or viewing summary task).
6. Click on + (plus) sign (right of the summary task) to collapse it (View subtask).
3.6 ADD, EDIT, REMOVE A NOTE FOR A TASK

Concepts
You can create task notes for any additional task information you want to
document. When a task contains a note, a Notes icon appears in the Indicators
column. Pointing to the icon displays a ScreenTip with the note text. Task notes
are recorded in the Notes page of the Task Information dialog box.
Steps
Add a note for a task:
1. Select the task you want.
2. In the TASK Tab, click the Information button in the Properties group.
3. Click the Notes tab and enter the info you want.
Edit a note for a task:
3. Click the Notes tab and edit the info you want.
Delete a note for a task:
3. Click the Notes tab and delete the info you want.
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3.7 CREATING A PROJECT SUMMARY TASK

Concepts
You can display a project summary task to quickly view cost, work, and
scheduling information for your entire project. When you display a project
summary task, it is inserted at the beginning of the task list and reflects the name
of the project file. You can collapse and expand the project summary task, just as
you collapse and expand other summary tasks.
Steps
To view project summary task:
1. Click FILE.
2. Click Options.
3. Click the Advanced category, and scroll to Display options for this
project.
4. Click the check box next to Show Project Summary Task.
5. Click OK.
Or
1. Select Format Contextual tab in Gantt Chart Tools.
2. In the Show/Hide group, tick the Project Summary Task.
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Advanced Options Dialog Box
3.8 VIEWING THE WBS CODES

Concepts
A work breakdown structure (WBS) is a hierarchical organisation of tasks that
uses codes to show which tasks are required to complete the next highest level of
tasks. Basically, it is a numbered outline of the project. The default WBS codes
are the outline numbers assigned by Microsoft Project.
Steps
Open 3NewHouse.mpp, if necessary. Select Gantt Chart view.
1. Right click the Indicator column and click Insert column.
2. Select WBS from the list.
OR
3. Click Gantt Chart Format contextual tab.
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4. In the show/hide group, click the check box for Outline Number.
3.9 CREATING A HYPERLINK TO ANOTHER FILE

Concepts
Hyperlinks can be added to a project to quickly access other project files, files
created with other applications, or locations on the Web. This feature is helpful
when you want to include information in your project for which you do not have a
saved location. The hyperlink allows you to open the desired file or jump to a web
page.
You create hyperlinks using the Insert Hyperlink dialog box by specifying the file
or web page to which you want to create a link. To link to a file, you type the file
path and document name or select the Browse button to locate it. To link to a web
page, type its address (URL).
You can create customised text that appears when you point to a hyperlink by
entering the text in the Text to display box or by creating a ScreenTip.
Insert Hyperlink dialog box
Steps
Add a Hyperlink:
1. Select the task or resource to which you want to attach the hyperlink.
2. Right-click on the task and select Hyperlink from the contact sensitive
menu.
3. Under Link to, select Existing File or Web Page.
4. Select the Look in list.
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5. Select the drive containing the file to which you want to link.
6. Select the folder containing the file to which you want to link.
7. Select the file to which you want to link.
8. Include additional screen text by customising the text in the Text to
display or by using the ScreenTip button to add text as desired.
9. Select OK.
Edit a Hyperlink:
1. Select the task or resource with the hyperlink you wish to edit.
2. Right-click on the task and select Hyperlink then Edit Hyperlink from the
contact sensitive menu.
3. Under Link to, select Existing File or Web Page.
4. Select the Look in list.
5. Select the drive containing the file to which you want to link.
6. Select the folder containing the file to which you want to link.
7. Select the file to which you want to link.
8. Include additional screen text by customising the text in the Text to
display or by using the ScreenTip button to add text as desired.
9. Select OK.
Delete a Hyperlink:
1. Select the task or resource to which you want to attach the hyperlink.
2. Right-click on the task and select Hyperlink then Clear Hyperlink from
the contact sensitive menu.
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1. When subtask information changes, the summary task must be manually changed:
a. True
b. False
2. How are subtasks presented below a summary task?

a. Highlighted
b. Indented
c. Bolded
d. Italicised
3. What do the following commands do to a task:

a.  right green arrow
b.  left green arrow
c. – symbol
d. + symbol
4. Hyperlinks in Microsoft Project allow you to access which of the following:

a. Other project files
b. Files created with other applications
c. Locations on the WWW
d. All of the above
5. WBS stands for:

a. Work Breakdown Structure
b. Work Breakdown System
c. Work Backup System
d. Work Backup Structure
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LESSON 4 –
SCHEDULING TASKS
 Linking tasks
 Linking summary tasks
 Changing task relationships/modifying linked tasks
 Setting a task lag
 Setting a task lead
 Applying a constraint
 Entering a start or finish date
 Setting a deadline date
 Identifying critical tasks
 Rolling up Gantt bars to a summary bar
Lesson 4 – Working with Other Views ICDL Project Planning
4.1 SCHEDULING TASKS

Concepts
Scheduling tasks identifies the sequence of carrying out tasks and other
dependencies that a task would have. This identifies whether the task can be
started or has to wait for another task to be completed before it can start, are
there any constraints etc.
Link Example Description

type
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)
Relationship Link Types
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ICDL Project Planning Lesson 4 – Working with Other Views
4.2 LINKING TASKS

Concepts
Linking tasks sets up a dependency relationship between two or more tasks. The
Finish-to-Start relationship is the default relationship when two tasks are linked;
the start of one task is dependent upon the completion of another.
Steps
Open 4NewHouse.mpp file from the Student Folder.
Basic Tasks Links:
1. Select Task IDs 2 and 3.
2. Click TASK tab. In the Schedule group, click on the Link Tasks icon. This
will link Task ID 2 to Task ID 3, with a Finish to Start Link. i.e. the start of
task 3 depends on the finish of task 2.
Link Task Button
3. Select Task ID 4, in the Properties group, click on the Information icon.
Task Information Button
4. In the Task Information dialog box, select the Predecessor tab, in the Id
column type 3, click the Task Name column, and ensure that Develop
Blueprints is displayed.
5. Click OK.
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Task Information Dialog Box Predecessors
6. Select Task ID 5.
Gantt Chart View Divider Bar
7. In the Gantt Chart view move the Divide Bar to the right until the
Predecessor column is exposed. Type 4 in the Predecessor column.
4.3 LINKING MULTIPLE TASKS

Steps
Linking more than one task at a time:
1. Select Task IDs 5 through 10. In the Schedule group of the TASK tab,
click the Link Tasks icon.
2. Create the following links:
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Select the Tasks IDs

13 to 15
17 to 19
21 to 24
Link Between Tasks
4.4 LINKING SUMMARY TASKS

Steps
For the tasks listed below, enter the following predecessor information in the
Predecessors column.
ID Task Name Predecessors Link Type
7 Obtain Bids 6 (FS)Finish to Start
11 Build Structure 1 (FS)Finish to Start
16 Construct Frame 12 (FS)Finish to Start
20 Build Infrastructure 11 (FS)Finish to Start
List of Predecessors
4.5 CHANGING TASK RELATIONSHIPS - MODIFYING

TASK LINK TYPES
Steps
Changing task link types.
Modifying the task links after they have been set:
1. Double click Task ID 8, in the Task Information dialog box, in the

Predecessor tab, select ID 7 and in the Type column, select Start to
Start.
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4.6 DELETING A TASK LINK

Steps
To delete a Task Link:
1. Click VIEW.
2. Select Gantt Chart.
3. Double-click the link line between the two tasks. A Task Dependency
dialog box will appear.
4. Click Delete.
4.7 SETTING A TASK LAG

Concepts
A Lag is set when a task can only be started after period of delay.
Steps
1. Double click Task ID 7- Obtain Bids.
2. In the Task Information dialog box, select the Predecessors tab.
3. Select ID 6 – Request Bids, in the Lag column type +3, this creates a lag,
i.e. the task Obtain Bids starts 3 days after task 6, Request Bids.
4. Click OK.
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4.8 SETTING A TASK LEAD

Concepts
A Lead is set when a task can be started before a predecessor task is not yet
completed.
Steps
1. Double click Task ID 4.
2. In the Task Information dialog box, select the Predecessors tab.
3. Select ID 3 – Develop Blueprints. In the Lag column type -2, this creates a
lead, i.e. the task Draft Proposal starts 2 days before task 3, Develop
Blueprints finishes.
4. Click OK.
4.9 APPLYING, MODIFYING AND DELETING

CONSTRAINTS
Concepts
Constraints are restrictions set on the start or finish date of a task. You can
specify that a task must start on or finish no later than a particular date.
Constraints can be flexible [not tied to a specific date] or inflexible [tied to a
specific date]. A Constraint is set when a task cannot be carried out in the normal
sequence.
Constraint Type Definition

As Late As Possible Schedules the task as late as it can without delaying
subsequent tasks. Use no constraint date.
As Soon As Possible Schedules the task to start as early as it can. Use no
constraint date.
Finish No Earlier Schedules the task to finish on or after the constraint date.
Than
Finish No Later Than Schedules the task to finish on or before the constraint
date.
Must Finish On Schedules the task to finish on the constraint date. Once
selected the task will not be moveable on the timescale.
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Constraint Type Definition

Must Start On Schedules the task to start on the constraint date. Once
selected the task will not be movable on the timescale.
Start No Earlier Than Schedules the task to start on or after the constraint date.
Start No Later Than Schedules the task to start on or before the constraint date.
Constraint Types
Steps
To add constraints:
1. Double click Task ID 9 – Select Sub Contractors, in the Task Information
dialog box, select the Advanced tab.
Task Information Dialog Box Predecessors
2. In the Constraint type: select Start No Earlier Than, and in the Constraint
date: type 12/8/11.
3. Select the Notes tab, in the Notes: type Owner will be back on the 12/8/11.
4. Click OK.
5. Double click Task ID 13 – Dig Foundation, in the Task Information dialog
box, select the Advanced tab.
6. In the Constraint type: select Start No Later Than, and in the Constraint
date: type 30/8/11.
7. Click OK.
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To modify constrains:
1. Double-click the task that you want to modify the constraints.
The Task Information dialog box will appear.
2. Click on the Advanced Tab.
3. Change in the Constraint type box to the constraint that you desire.
4. Click OK.
To delete constrains:
1. Double-click the task that you want to modify the constraints.
The Task Information dialog box will appear.
2. Click on the Advanced Tab.
3. In the Constraint type box select “As Soon As Possible.”
4. Click OK.
4.10 ENTERING A START OR FINISH DATE

Concepts
You can enter a start or finish date manually when you enter or edit a task.
Entering a date imposes a constraint and limits the ability of Microsoft Project to
adjust and calculate your schedule.
Steps
1. Double click the task ‘Dig Foundation’. The Task information dialog box will
appear.
2. Select the General Tab.
3. Enter the new Start or Finish Date.
4. Click OK.
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4.11 SETTING A DEADLINE DATE

Concepts
In addition to using the available constraint types, you can set a deadline date for
a task. Unlike other constraints, a deadline date is not inflexible and does not
affect the project schedule. Instead, the deadline date assists you in keeping your
schedule.
When you assign a deadline date to a task, a down arrow appears on the Gantt
chart, next to or on the bar for the task, indicating the deadline date. If you point to
the deadline symbol, a ScreenTip displays the word Deadline followed by the task
name and the deadline date.
Steps
1. Double click the task Dig Foundation. Select Advanced Tab.
2. Enter date in deadline box.
3. Click OK.
4.12 SETTING A MANUALLY SCHEDULED TASK

Concepts
A manually scheduled task doesn’t depend on other tasks, and the start and finish
dates are defined by the project manager.
Steps
1. Select Task ID 33. In the Tasks Mode column, select Manually
Schedule. The icon in the Task Mode column shows that the tasks are
manually scheduled.
2. In the Start column for task ID 33, type 23/11/11. The Gantt bars are
formatted differently. The schedule for this task is adjusted manually.
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4.13 IDENTIFYING CRITICAL TASKS

Concepts
The Critical Path in a project schedule plan is made up of critical tasks. Critical
Tasks affect the project completion date.
Steps
Displaying Critical Tasks:
1. To see the critical path, in the VIEW tab on the ribbon. In the Task Views
group, click on Gantt Chart and select Tracking Gantt view.
Gantt Chart View Button
Or
2. Click on the FORMAT tab on the ribbon. In the Bar Styles group, select
the Critical Tasks checkbox.
Critical Task Check Box
3. The red colour bars in the Gantt Chart indicate the tasks making up the
critical path.
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4.14 ROLLING UP GANTT BARS TO A SUMMARY BAR

Concepts
For a summary task, the Gantt bar has inverted triangles at both ends and
extends from the earliest start date to the latest finish date of its subtasks. The
individual Gantt bars for each subtask appear below the summary task bar when
the subtasks are displayed.
You can roll up the individual Gantt bars to a summary task bar to better see how
each subtask makes up the summary task. When you point to a rolled up subtask
bar, a ScreenTip appears and displays the subtask name, duration, start and
finish dates, as well as the text *Rolled Up Task.
You can quickly display or remove multiple rolled up Gantt bars by selecting the
appropriate subtasks and then opening the Task Information dialog box. You can
then select or deselect the Roll up Gantt bar to summary option and select OK.
Steps
1. Double click the task Dig Foundation.
2. Tick on the box next to the Rollup.
3. Click OK.
Task Information Dialog Box - General Tab
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4.15 MANAGING NETWORK DIAGRAM VIEWS

Concepts
You can edit tasks by replacing the current entry. Using in-shape editing, you
simply select the field in the task box and edit the entry in the field as desired. You
can edit other information about the task by double clicking on the task box.
You can change the way the boxes appear by adopting a different layout style.
Layout Dialog Window
Steps
To edit tasks:
1. Click the Duration field for the Request Bids task.

© 2016 KE000124 Page 53
2. Type 3w.
3. Press [Enter].
4. Double-click the Task box.
5. Click Priority.
6. Type 900.
7. Press [Enter].
8. Click OK.
9. Click Format.
10. Click Layout.
11. Point to the Box Layout.
12. Click on the Arrangement combo box.
13. Select the Top Down By Month option.
Layout Dialog Box - Arrangement Combo Box
14. Click OK.
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1. Match the four images with the link type:
a. Start-to-Start
b. Finish-to-Finish
c. Finish-to-Start
d. Start-to-Finish
2. What is the default relationship when two tasks are linked:

a. Start-to-Start
b. Finish-to-Start
c. Finish-to-Finish
d. Start-to-Finish
3. A Task Lag can only be set before an expected period of delay.

a. True
b. False
4. Define what a constraint is in relation to a project.
5. The Gantt bar for a summary task has inverted triangles at both ends and extends
from the earliest start date to the latest finish date of its subtasks.
a. True
b. False
© 2016 KE000124 Page 55

LESSON 5 –
WORKING WITH RESOURCES
 Creating work, material and cost resources

 Changing resource working hours
 Assigning material resource to a task
 Assigning cost resource to a task
 Adding more resources to a task
 Other resource assignment methods
 Removing a resource assignment
ICDL Project Planning Lesson 5 – Working with Resources
5.1 CREATING WORK, MATERIAL & COST

RESOURCES
Concepts
Resources are the people, equipment, and supplies utilised to carry out tasks or
activities. These resources must be obtained, their rates and working hours must
be defined, and their utilisation must be planned. The Resource Type field
indicates whether the resource for this assignment is a work or material resource.
Work resources are people and equipment. Material resources are consumable
supplies, such as steel, concrete, or soil. Cost resources are time independent
resources, like airplane tickets.
Steps
1. Click on the TASK tab, click on the Gantt Chart view, and select
Resource Sheet. The Resource sheet should be displayed.
2. In the RESOURCE tab, go to the Insert group, and click on the Add
Resources icon. Select Work Resource.
3. In the Resource Name column, overwrite <New Resource> and type
Laborer - the type should automatically be Work. In the Max. column,
type: 500%, Microsoft Project assigns a Resource ID of 1. Complete
entering the following Resource Information:
ID Resource Name Type Material Label Initials Group
1 Laborer Work L Union
2 Architect Work A Contractor
3 Carpet Layer Work CL Contractor
4 Paint Material gallons PN Supplies
5 Windows Material Units W Supplies
6 Superintendent Work SP Manager
7 Backhoe Work B Equipment
8 Tile Material square feet T Supplies
9 Admin Cost Cost
Resource Information
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Lesson 5 – Working with Resources ICDL Project Planning
ID Max. Units Std. Rate Ovt. Rate Cost/Use Accrue At Base Calendar
1 500% 20 30 $0.00 Prorated Standard
2 100% 300/day 0 $0.00 Start Standard
3 200% 20 35 $0.00 Prorated Standard
4 10 $0.00 Prorated
5 150 $0.00 Prorated
6 100% 35 35 $0.00 End Standard
7 200% 400/day 0 $0.00 Prorated Standard
8 4 $0.00 Prorated
Resource Information (Continued)
5.2 CHANGING RESOURCE WORKING HOURS

Concepts
In some cases, the resource working hours might be different from the standard
working hours. In this situation the work hours must be changed.
Steps
1. Double click Resource ID 6 - Superintendent, and in the Resource
Information dialog box, select the General tab.
Resource Information Dialog Box - General Tab
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2. Click the Change Working Time button. Select Work Weeks from the
bottom section. Select [Default], click Details… button.
3. In the Details for ‘[Default]’ dialog window, select Monday to Friday in
the Select days(s): Section, select Set day(s) to these Specific Working
times:, enter the following:
From To
8:30am 1:30pm
3:30pm 8:30pm
Working Times Specifics
4. Click OK thrice. This changes the working time to 8:30 am to 8:30 pm for
the Superintendent.
5. Close the file without saving it.
5.3 ASSIGNING RESOURCES TO TASKS

Concepts
Once the project schedule has been completed and resources required have been
identified, they must be assigned to carry out the tasks.
There is a complex relationship between duration, work and resource. Project
managers have to understand that if one element changes there is an impact on
another element.
The Project Triangle
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Elements Equation Example

Duration work ÷ effort Two people are assigned full-time to a two-day
task: the duration will be one day (1 = 2 ÷ 2). The
more resources assigned to the task, the shorter
the duration. So, four people would take half a day
to complete the work.
Work duration x effort A task is scheduled to be completed in four days.
Two people have been assigned full-time to the
task. Work equals eight days (8 = 4 x 2). If two
people had been assigned half-time, work would
equal four days.
Effort work ÷ duration Completing four days of work in two days would
require two resources working full-time. As
duration increases, effort decreases and vice
versa.
Resource Elements Relationship
Steps
1. Open 6NewHouse.mpp file.
2. Examine the resources in the resource sheet.
5.4 VARIOUS METHODS OF ASSIGNING SINGLE

RESOURCES TO TASKS
Steps
Using task information:
1. Switch to the Gantt Chart view by right-clicking on Resource Sheet on
the right of the application window and select Gantt Chart for the Gantt
Chart view.
2. Double click on Task ID 2 – Conduct Site Survey, in the Task Information
dialog box, select the RESOURCES tab.
3. Click on the first row, under the Resource Name column, click on the
button on the side, select or type Surveyor, in the Units column type
200%.
4. Click OK.
Using the assign resources:

1. Select Task ID 3, - Develop Blueprint, select the RESOURCES tab on the
Ribbon, and click on the Assign Resources icon.
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Assign Resources Button
2. In the Assign Resources dialog box, select Architect under the

Resource Names column. In the Units column type 100 and then click
Assign button.
Assign Resources Dialog Box
3. Click on the Close button to close the dialog window.

4. Select Task ID 8, - Obtain Permits, select Superintendent under the
Resource Names column. In the Units column type 100 and then click
Assign button. The 100% indicates that the resource will be working on
the task full time. A 50% will mean that the resource will be utilised only
50% of the resource available work hours.
5. Move the divide bar to the right, exposing the Resource Names column.
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5.5 ENTERING DATA IN THE RESOURCE NAMES

COLUMN
Steps
1. Select Task ID 4 – Draft Proposal, click in the Resource Names column
on the Entry Table of the Gantt Chart, click on the List button and select
Contracting Specialist.
2. Press Enter.
3. Select Task ID 29 – Final Electrical, click in the Resource Names column
on the Entry Table of the Gantt Chart, click on the List button and select
Electrician.
4. Press Enter.
5.6 ASSIGNING MATERIAL RESOURCE TO A TASK

Steps
1. Double click on Task ID 29, - Final Electrical, in the Task Information
dialog box, select the RESOURCES tab. You should see the Cost of the
resource Electrician assigned to the task of $480.
2. Click on the second row, under the Resource Name column, click on the
button on the side, select or type Light Fixtures, in the Units column type
1.
3. Click OK.
5.7 ASSIGNING COST RESOURCE TO A TASK

Steps
1. Double click on Task ID 8 – Obtain Permits, in the Task Information dialog
box, select the Resources tab.
2. Click on the second row, under the Resource Name column, click on the
button on the side, select or type Admin Cost, in the Cost column type 500.
3. Click OK.
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5.8 ADDING MORE RESOURCES TO A TASK

Steps
1. Double click on Task ID 9, - Select Sub Contractor, in the Resource Names
column type Owner. This adds the Owner resource to the Resource
Sheet.
5.9 OTHER RESOURCES ASSIGNMENT METHODS

Steps
Assigning multiple resources to a task:
1. Double click on Task ID 13 – Dig Foundation. In the Task Information
dialog box, select the RESOURCES tab.
2. Click on the empty first row. Under the Resource Name column, click on
the button on the side. Select or type Back Hoe, in the Units column type
200%.
3. Click on the next row. Under the Resource Name column, click on the
button on the side. Select or type Back Hoe Operator, in the Units
column type 200%.
4. Click OK.
5. Double click on Task ID 17 – Frame House. In the Task Information
dialog box, select the Resources tab.
6. Click on the first row. Under the Resource Name column, click on the
button on the side. Select or type Carpenter in the Units column type
300%.
7. Click OK.
Non-default assignments:
1. Double click on Task ID 7 - Obtain Bids. In the Task Information dialog
box, select the RESOURCES tab.
2. Click on the first row. Under the Resource Name column, click on the
button on the side. Select or type Contracting Specialist in the Units
column type 50%.
3. Click on the next row. Under the Resource Name column, click on the
button on the side. Select or type Superintendent, in the Units column
type 50%.
4. Click OK.
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5.10 REMOVING A RESOURCE ASSIGNMENT

Concepts
You can remove a resource assignment at any time. Before you remove a
resource assignment, you need to switch to a task view, such as the Gantt Chart
view. When you remove an assignment, the resource remains in the resource list,
but it is no longer assigned to the selected task.
Steps
1. In Gantt Chart view, select the Conduct Site Survey task.
2. Click the RESOURCE tab.
3. Click Assign Resource button in the Assignments group.
4. Click the resource you want to remove, and click Remove button.
5. Click OK.
Assign Resources Dialog Box
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5.11 REVIEW THE ASSIGNMENT INFORMATION

Steps
1. Click on the TASK tab, and click on the Gantt Chart view icon.
2. Right-click at the top of the table, select Cost, to display cost related
information, review the information.
Select Table Shortcut
3. Right-click again and select Work, to see the work related information,
review the information.
Select Work Table
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1. Resources are ___________ utilised to carry out tasks or activities.

a. People and supplies
b. Supplies
c. Supplies and equipment
d. People, supplies and equipment
2. _____________ are time dependent resources.

a. Material resources
b. Cost resources
3. Work hours do not have to be changed if they are different from standard working
hours.
a. True
b. False
4. What are the three components of the Project Triangle:

__________________________________________________
__________________________________________________
__________________________________________________
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LESSON 6 –
ASSIGNING COSTS
In this section, you will learn how to:
 Define costs
 Assign standard rates
 View resource costs
 View task costs
 Assign a fixed cost to a task
 Assign a resource cost to a task
 Reschedule uncompleted work
Lesson 6 – Assigning Costs ICDL Project Planning
6.1 DEFINING COSTS

Concepts
Costs are an important aspect of project scheduling and control. Project caters for
several types of costs. When you define a resource in Microsoft Project, you can
assign costs to it. The costs may include the cost of the various resources as well
as the expenses not directly related to the resources, such as overhead, fringe
benefits, and fixed costs. A cost can be defined as fixed or variable.
Variable cost or Rate-based cost generally applies to people or equipment that

accrue costs over time or per use. When you define a cost for a resource, you can
also specify when the cost is incurred. A cost can be prorated, which is the
default, or it can be incurred at the start or end of a task. Prorating the cost means
that as work is done on a task, a proportional amount of the cost is considered
incurred. This cost is calculated based on the pay rates that are specified for a
resource and the amount of work that is performed by that resource.
A Fixed cost is set for a task and not for a resource. A fixed cost does not
change, regardless of task duration or the work performed on the task by a
resource. Contractors often bid a fixed price for a job.
By default, the Std. Rate field is formatted for currency. You can change the
formatting using the FILE tab and then selecting the Options command and
Display.
6.2 ASSIGNING STANDARD RATES

Concepts
You can enter a standard rate for both work resources and material resources in
the Std. Rate field, which is available in the Resource Sheet view.
The standard rate for a work resource is the cost per unit of time. The default
setting for the standard rate is hourly, but you can also enter a rate per minute,
day, week, month, or year. You can identify the unit of time with the appropriate
letter: m for minute, d for day, w for week, mo for month, and y for year. If you do
not enter a unit of time, Microsoft Project calculates the costs for the resource
based on an hourly rate. When you enter the rate, you need to enter the dollar
amount followed by a forward slash (/) and then the unit. Therefore, if the cost of a
resource is $25,000 per year, you would enter 25000/y in the Std. Rate field.
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ICDL Project Planning Lesson 6 – Assigning Costs
The standard rate for a material resource is the rate per unit of measurement. The
unit of measurement, such as tons, should be entered into the Material Label
field. When you enter this rate, you simply type the number, such as 20 for $20
per yards, gallons, etc. For example, if you entered Paint as a material resource
and entered gallons in the Material Label field, the rate you enter in the Std.
Rate field is the price per gallon of paint. Therefore, if you enter $10 in the Std.
Rate field, the rate is $10 per gallon.
Steps
From the Student Folder, open 7New House.mpp.
Assign standard rates:
 If necessary, switch to the Resource Sheet view.
 Filter for Resources - Work.
1. Click the Std. Rate field for the 20 Backhoe resource.

2. Type 400/d.
3. Press [Enter].
 Notice that the 400/d appears as $400.00/day. The rate is formatted for
currency, which is the default setting.
Practice the Concept: Complete the rate information for the following work
resources. It is not necessary to type the currency symbol, decimal point or
decimals. In addition, you do not need to type the /hr since hours is the default
standard unit.
ID Resource Name Std.Rate
20 Backhoe Operator $25.00/hr
16 Superintendent $35.00/hr
18 Phone Technician $30.00/hr
19 Cable Specialist $18.00/hr
Rate Information for Work Resource
Practice the Concept: Filter for Resources - Material and enter the rate
information for the following resources:
ID Resource Name Material Label Std.Rate
22 Concrete yards $80.00
23 Insulation square feet $2.00
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24 Drywall sheet $8.00

Rate Information for Material Resource
Filter again for All Resources.
6.3 VIEWING RESOURCE COSTS

Concepts
You can view cost information regarding each resource using the Resource
Usage view with the Cost table applied. The columns that appear are Cost,
Baseline Cost, Variance, Actual Cost, and Remaining. The following table
describes each of these columns in detail.
Column Description
Cost Total cost for a resource for all assignments.
Baseline Cost Total costs planned for a resource for all assignments.
Variance The difference between the baseline cost and the
scheduled (total) cost. Once a project baseline has been
saved, a negative variance number indicates that the cost
is under budget and a positive variance number indicates
the cost is over budget.
Actual Cost Total cost for the work already performed by a resource.
Remaining Total costs that will be incurred by completing the work
that has yet to be performed by a resource.
Types of Cost
Depending upon what point you are at in a project, some of these fields may not
reflect cost information. For example, until you save a project baseline the
Baseline Cost field will not display costs.
You can print any table in a view. To print the table only, drag the vertical split bar
to the right to hide the timeline. If you are printing a usage view, such as the
Resource Usage or Task Usage views, you can add row and column totals to the
printout using the FILE tab, Print command, click the Page Setup hyperlink.
Select the View tab. To print column totals at the bottom of the table, enable the
Print column totals option. The totals will appear on the last page of the printout.
If you are printing a date range, you can add row totals to the printed table by
selecting the Print row totals for values within print date range option.
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Resource Sheet
Steps
View resource costs.
1. Switch to the Resource Sheet view. Click the VIEW tab.

2. Click Tables button in the Data group.
3. Select Cost from the drop-down menu.
Drag the vertical split bar as far to the right as possible and then scroll to view the
cost information.
Select the FILE tab and the Print command to display the Print section.
Click the Page Setup hyperlink and then the View tab. Magnify the last row on
page.
Notice that it shows the task information for 29 Landscaping. Enable the Print
column totals option and select OK to close the dialog box. Notice that there is a
new Total row with column totals on page 2. Close the Print Preview window.
6.4 VIEWING TASK COSTS

Concepts
Microsoft Project provides several ways to view the cost information for a project.
You can view the cost information for the Fixed Cost, Fixed Cost Accrual, Total
Cost Baseline, Variance, Actual, and Remaining field for each task when you
apply the Cost table to the Gantt chart. The following table describes each of
these fields in detail:
Field Description
Fixed Cost Costs that remain constant regardless of a task’s
duration or the resource assigned to it.
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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
Viewing Task Costs
Depending upon what point you are at in your project, some of these fields may
not reflect cost information. For example, until you save a project baseline the
Baseline field will not display costs.
Steps
View task costs.
Switch to the Gantt Chart view.
1. Click the VIEW tab.

2. Click Tables button in the Data group.
3. Select Cost from the drop-down menu.
Drag the vertical split bar as far to the right as possible and then scroll to view the
cost information.
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6.5 ASSIGNING A FIXED COST TO A TASK

Concepts
When you assign a fixed cost to a task, it means that you know the total cost of
the task and resource costs do not affect the task. The task does not need a
resource assignment because the resource costs have no bearing on the cost of
the task. However, for scheduling purposes, you may still want to assign
resources to the task and then leave the cost fields for the resources at $0.00.
Overhead charges are often entered into projects as a fixed cost.
If you have fixed costs in addition to resource costs, you can enter these costs in
the Fixed Cost field. Then, the fixed cost and resource cost will be calculated for
the total cost of the task.
Steps
Assign a fixed cost to a task.
If necessary, switch to the Gantt Chart view and apply the Cost table format.
1. Scroll as necessary and click the Fixed Cost field for the 25 Security
System task.
2. Type 2000.
3. Press [Enter].
Practice the Concept: Assign a fixed cost of $5,400 to the 31 Cabinets.
6.6 ASSIGNING A COST RESOURCE TO A TASK

Concepts
A cost resource is independent from the amount of work on a task or the duration
of a task. A cost resource provides a means of applying a cost to a task by
assigning a cost item to that task.
The value of the cost resource doesn’t depend on the amount of work done on a
task. Unlike with fixed costs, you can apply any number of cost resources to a
task.
Steps
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1. On the VIEW tab, click Gantt Chart.

2. In the Task Name field, select the task to which you want to assign a
resource.
3. Click Assign Resources .

4. In the Resource Name field, click the name of the cost resource that you
want to assign.
In the Cost field, enter a value that represents the amount of the cost resource. A
single cost resource that is assigned to different tasks can have different cost
values. For example, a single cost resource named Travel that is assigned to two
different work resources can have different cost values for the different cities that
are travelled to.
Cost Resource
E.g. assigning a travel cost of $88 to Conduct Site Survey.
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6.7 RESCHEDULING UNCOMPLETED WORK

Concepts
Projects do not always proceed according to plan. If work has not been completed
on time, you can reschedule the uncompleted work for another date. You can
manually reschedule the work by splitting a task or you can let Microsoft Project
reschedule the uncompleted work for you.
When Microsoft Project reschedules a task, it reschedules uncompleted work after
the status date or a date you specify. You can let the program reschedule
uncompleted work for the entire project or for selected tasks only.
If you use the status date to reschedule work, you can use the Calculation page
in the Options dialog box to choose how rescheduled work that is completed
should be treated. Work completed after the status date can be moved back to the
status date and work completed before the status date can be moved forward to
the status date.
Steps
1. To reschedule the uncompleted work for specific tasks, select the desired
tasks.
2. Select the PROJECT tab.
3. Point to the Status group.
4. Select the Update Project command.
5. Select the Reschedule uncompleted work to start after option.
6. Type the desired date in the Reschedule uncompleted work to start
after box.
7. Select the Selected tasks option to reschedule work for selected tasks
only.
8. Select OK.
Close the open files without saving.
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6.8 REVIEW EXERCISE
1. Define what a Variable cost is in relation to a project.
2. Define what a Fixed cost is in relation to a project.
3. A per-use cost is calculated differently for each resource type.

a. True
b. False
4. When you assign a fixed cost to a task, it means you know the total cost of the task
and resource costs do not affect the task.
a. True
b. False
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LESSON 7 –
WORKING WITH BASELINES
 Saving a project baseline

 Viewing baselines
 Updating a project baseline
 Clearing a baseline
Lesson 7 – Working with Baselines ICDL Project Planning
7.1 USING BASELINES

Concepts
Once a project plan includes the draft of the schedule, assigned resources, and
an approved budget, a Baseline can be set. The baseline is the approved plan
that will be used as the reference for measuring performance.
A baseline is a copy of the scheduled dates, cost, and work data that is used to
track the progress of a project by comparing it against the current schedule. It is
usually a copy of the final plan just before the work on a project begins. You must
remember to create the baseline copy before you start entering actual data. When
you enter actual data, you are recording the schedule as it happens and it may no
longer reflect the original plan.
When the baseline is saved, the current dates, work, and cost data are used for
comparison with the actual progress of the project. Before deciding on the final
baseline, everyone involved in the project should know what is expected of them
and agree to perform according to the plan. In addition, necessary approval
should be obtained for the required resources.
7.2 SAVING A PROJECT BASELINE

Concepts
Once a Project plan has been approved, the baseline can be set (created).
Steps
1. On the PROJECT tab, in the Schedule group, click on the Set Baseline
icon.
Set Baseline Button
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ICDL Project Planning Lesson 7 – Working with Baselines
2. Select Set Baseline…. In the Set Baseline dialog box, select Set
Baseline and then select Baseline from the list. In the For: section, Select
Entire Project.
3. Click OK.
Set Baseline Option
Set Baseline for Entire Project
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7.3 VIEWING BASELINES

Concepts
The Baseline cannot normally be seen in the Gantt Chart view. There are many
ways to see the Baseline.
Steps
1. Click the VIEW tab. In the Task Views group, click on Gantt Chart icon
and select Tracking Gantt view.
Tracking Gantt View
OR
2. On the FORMAT tab, in the Bar Styles group, click on the Baseline icon,
and select Baseline.
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Choosing Baseline
Gantt Chart with Baseline Shown
3. The grey colour bar in the Gantt Chart represents the baseline.
4. To see other captured Baseline information, change the table.
5. In the VIEW tab, in the Data group, click on Tables.
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Changing Table
6. Select Cost. This table shows the cost information and the Baseline Cost
information is in the Baseline Cost column.
7. Select Work. This table shows the cost information and the Baseline Work
information is in the Baseline Work column.
7.4 UPDATING A PROJECT BASELINE

Concepts
As you make changes to the original plan, you can update the project’s baseline.
Updating the baseline for the entire project overwrites all the data in the current
baseline with the new information.
Steps
1. On the PROJECT tab in the Schedule group, click on Set Baseline.
2. Select Baseline, which has a timestamp of the original baseline saved day
and time.
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3. Because the baseline change is for the entire project, select Entire
project.
4. Click OK.
Set Baseline Dialog Box
7.5 CLEARING A BASELINE

Concepts
After saving baseline data, you may decide that you do not want this data used for
comparison purposes. If desired, you can clear the baseline and save it at a later
time. You may also want to clear baseline data if you plan to use a completed
project as the basis for future projects.
You can clear baseline information for the entire project or for a particular task. In
addition, you can clear the dates saved in an interim plan as desired.
Steps
1. On the PROJECT tab in the Schedule group, click on the Set Baseline
icon.
2. Select Set Baseline.
3. Select Clear baseline plan or Clear interim plan as required.
4. Click OK.
© 2016 KE000124 Page 83
Clear Baseline Dialog Box
7.6 DISPLAY CURRENT PROJECT SCHEDULE AND

BASELINE
Steps
1. On the PROJECT tab in the Properties group, click on the Project
Information icon.
2. The Project Information dialog window opens.
3. Click on the Statistics… button at the left bottom of the window.
Project Information Dialog Box
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4. The Project Statistics dialog window opens. This displays the overall
project progress, in terms of the Project Start, the Projected Finish, the
Projected Duration, the Projected Amount of Work and the Projected Cost in
comparison with the Baseline. The Projected data is the current data.
5. Click on the Close button to close the window. (You can customise the
Quick Access Toolbar to include the Project Statistics button.)
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7.7 REVIEW EXERCISE
1. A baseline is set in a project once the approved project plan includes:

a. Draft of the schedule
b. Assigned resources
c. Approved budget
d. All of the above
2. The baseline can normally be seen in the Gantt chart view.

a. True
b. False
3. Once a baseline is set you cannot change it.

a. True
b. False
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LESSON 8 –
TRACKING YOUR PROGRESS
 Setting up a project for tracking

 Updating project progress with % complete
 Updating project progress with actual work done and remaining work done
 Updating project progress with number of hours of work complete
 Viewing overall project progress
Lesson 8 – Tracking your Progress ICDL Project Planning
8.1 TRACKING PROJECT PROGRESS

Concepts
After the plan has been approved and a baseline set, the next phase is the
execution and controlling phase of the project to ensure that the project is
completed on schedule and on or below budget.
Before updating project progress information into the project, Microsoft Project
must be set up for Tracking.
8.2 UPDATING PROJECT PROGRESS WITH %

COMPLETE
Concepts
Record the percentage of a specific task that has been completed.
1. Click the TASK tab. In the Schedule group, click on the 100% icon.
100% Button
100% Progress Updated
Or
2. Select Task ID 2 – Conduct Site Survey, in the Tracking Gantt view. In the
% Complete column type 100% to signify the task is completed.
8.3 APPLYING PROGRESS LINES

Concepts
To create a visual representation of the progress of your project, you can display
progress lines on your Gantt Chart.
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ICDL Project Planning Lesson 8 – Tracking your Progress
Microsoft Project provides many ways to view the progress of a project. In addition
to the different views available, you can display progress lines on the Gantt chart.
Progress lines connect tasks in progress and contain peaks that illustrate whether
or not a task is behind or ahead of schedule.
If a peak points to the left, then the task is behind schedule.

If a peak points to the right, then the task is ahead of schedule.
Progress Lines
When you apply progress lines, you can display them as of the current date or the
status date entered in the Project Information dialog box. The project status date
is any date you specify for checking progress. You can also display progress lines
on particular dates and at recurring intervals. In addition, you can display progress
lines in relation to the actual plan or the baseline plan.
Progress Lines Dialog Box
© 2016 KE000124 Page 89

Steps
Applying progress line:
2. Click the FORMAT tab under Gantt Chart Tools contextual tab.
3. Click on the small arrow to the right of Gridlines button in Format group.
Gridlines Button
4. Select the Progress Lines command.

5. Select the Dates and Intervals tab.
6. Select the Display checkbox in Current progress line group.
7. Select the At project status date or At current date option.
8. Select OK.
Progress Lines Dialog Box
Removing Progress Lines:

2. Click the FORMAT tab under Gantt Chart Tools contextual tab.
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ICDL Project Planning Lesson 8 – Tracking your Progress
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.
© 2016 KE000124 Page 91

8.4 REVIEW EXERCISE
1. When you apply progress lines you can only view them as of the current date.
a. True
b. False
2. You can display progress lines in relation to the actual plan or the baseline plan.
a. True
b. False
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LESSON 9 –
EVALUATING AND DISTRIBUTING DATA
In this section, you will learn how to:
 Create a report
 Use the Print Preview window
 Change page setup options
 Print a report
Lesson 9 – Evaluating and Distributing Data ICDL Project Planning
9.1 CREATING A REPORT

Concepts
Microsoft Project provides a variety of reports you can use to view and distribute
project information. You can choose reports from the following categories:
Overview, Current Activities, Costs, Assignments, Workload, and Custom.
The Overview category provides reports that reflect summary information for the
entire project, such as summary tasks and working days. The Current Activities
category offers reports that contain a variety of task information, such as tasks
starting soon, in progress, and complete. The Costs category contains reports
that reflect a variety of cost information, such as overbudget tasks and resources.
The Assignments category provides reports containing resource assignment
information, such as who does what, when, and overallocated resources. The
Workload category offers two types of reports: task usage and resource usage.
The Custom category allows you to create custom reports that reflect the specific
information you need.
Steps
Create a report.
1. Click the REPORT tab.
Report Tab
2. Click Custom.
3. Click More Reports.
4. Click Costs.
5. Click Cash Flow.
6. Click Select.
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ICDL Project Planning Lesson 9 – Evaluating and Distributing Data
Reports Dialog Box
Cash Flow Report
© 2016 KE000124 Page 95

9.2 CHANGING PAGE SETUP OPTIONS

Concepts
Before printing a report, you may need to make some changes to the page setup.
When you create a report, it either appears automatically in the Print Preview
window, or you can open this window manually. Viewing a report in the Print
Preview window enables you to see what page setup changes you need to make.
You can change the orientation and margins, as well as add a header and/or
footer to your reports. A header is text that appears at the top of every printed
page and a footer is text that appears at the bottom of every printed page. You
can type text, or you can enter codes to print the current date, time, file name, or
page number. In addition, you can add project-level fields, such as % Complete,
to a header or footer as desired.
Page Setup Dialog Box
Steps
Change page setup options.
1. Click FILE.
2. Click Print.
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Print Backstage View
4. Click the Page Setup.

5. Click Landscape, if necessary.
6. In the Paper Size box select A4.
7. Click the Margins tab.
8. You can change Top, Bottom, Left, Right margins if necessary.
9. Click the Footer tab.
10. Click Right.
11. Click General.
© 2016 KE000124 Page 97

Page Setup Dialog Box
8. Scroll as necessary and click Project Current Date.
General Fields Drop Down
9. Click Add next to the General option.

10. Click OK.
Click the date in the footer to zoom in. Leave the report in the Print Preview
window open.
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9.3 PRINTING A REPORT

Concepts
After you create a report, preview it, and change any page setup options, you can
print it. You may want to print a report to keep a copy for yourself or distribute it to
others.
Steps
Print an entire report:
If necessary, create the Cash Flow report that appears in the Costs category and
view it in the Print Preview window.
1. Click FILE.
2. Click Print.
3. Click the Print button.
Print more than one copy of the report:

1. Click FILE.
2. Click Print.
3. Enter the number of copies in the Copies box.
4. Click the Print button.
Print specific pages in the report:

1. Click FILE.
2. Click Print.
3. Under Settings, select Print Specific Pages.
4. Select the pages using the from and to boxes.
Tip: You can use the keyboard shortcut Ctrl+P to begin the printing process.
© 2016 KE000124 Page 99

9.4 SHOW, HIDE COLUMNS LIKE: % COMPLETE,

FIXED COST, DEADLINE
Concepts
Project 2013 provides a wide range of columns you can add to a view. You can hide
or unhide columns to cut through the clutter and see just the right information you
need to manage your project.
Steps
To hide a column:
1. Go to the Gantt Chart or any sheet view.
2. Right-click the title of the column you want to hide.
3. Click Hide Column.
Unhide (Show) a column:

1. Right-click the title of the column to the right of where you want the new
column to appear.
2. Click Insert Column.
3. Pick a column type from the long list.
9.5 PREPARE A GANTT CHART, NETWORK DIAGRAM

FOR PRINT USING OPTIONS LIKE: COLUMNS TO PRINT,
NOTES
Steps
 On the FILE tab, click Print.

 Click Page Setup.
 Click the View tab.
 To print all sheet columns, check the print all sheet columns checkbox.
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Print all sheet columns
 To print a specified number of columns, check the print first [insert required
number] columns on all pages option and enter the required number.
Print specified number of columns
 Check the print notes checkbox to print notes.
© 2016 KE000124 Page 101

Print notes
 Click OK.
9.6 PREVIEW A GANTT CHART, NETWORK DIAGRAM

OR REPORT
Steps
To preview a Gantt chart, network diagram or report.
1. Click FILE.
2. Click Print.
3. You will see the preview of what you have chosen.
Page 102 KE000124 © 2016

9.7 REVIEW EXERCISE
1. Name four categories of report that you can choose from:

__________________________________________________
__________________________________________________
__________________________________________________
__________________________________________________
2. Before printing a report, you may need to make change to ________ options.
a. Gantt chart
b. Resource assignment
c. Network diagram
d. Page setup
3. Microsoft Project 2013 offers a wide range of ________ that you can add to a view.
e. Tables
f. Columns
g. Charts
h. Baselines
© 2016 KE000124 Page 103

ICDL Syllabus
Ref ICDL Task Item Location Ref ICDL Task Item Location
1.1.1 Understand the term 1.1 Projects and 2.2.1 Create a new project based 1.8 Creating and
project. Project on default template, other Saving a New
Management available template. Project
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 KE000124 © 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
© 2016 KE000124 Page 105

Ref ICDL Task Item Location
6.1.3 Prepare a Gantt chart, 9.5 Prepare A
network diagram for print Gantt Chart,
using options like: columns Network Diagram
to print, notes. For Print Using
Options Like:
Columns To Print,
Notes
6.2.1 Preview a Gantt chart, 9.6 Preview A

network diagram, report. Gantt Chart,
Network Diagram
Or Report
6.2.2 Print a Gantt chart, network 9.3 Printing a

diagram, report from an Report
installed printer using
output options like: entire
document, specific pages,
number of copies.
Page 106 KE000124 © 2016

Congratulations! You have reached the end of the ICDL Project Planning book.
You have learned about the key skills relating to project planning software, including:
 Understand the key concepts relating to managing projects.
 Use a project management application to create a new project and maintain an
existing project.
 Create and schedule tasks; add project constraints and deadlines.
 Assign costs; create and assign resources to tasks.
 View the critical path, monitor progress, and reschedule work.
 Prepare and print outputs, including charts and reports.
Having reached this stage of your learning, you should now be ready to undertake ICDL
certification testing. For further information on taking this test, please contact your ICDL test
centre.
Shree Cutchi Leva Patel Samaj School
Nairobi West Complex
PO Box 17953-00500
Nairobi, Kenya
icdlafrica.org

ICDL Project Planning 2013 1.0

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ICDL PROJECT

Screen shots used with permission from Microsoft.

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

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

What are the benefits of this module?

How to use this book

© 2016 KE000124 Page iii

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

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

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

© 2016 KE000124 Page v

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

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

Page vi KE000124 © 2016

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

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

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

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

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

Page viii KE000124 © 2016

In this section, you will learn about:

 Starting Microsoft Project

1.1 PROJECTS AND PROJECT MANAGEMENT

Project management has three main elements:

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

1.2 PROJECT MANAGEMENT APPLICATION

Page 2 KE000124 © 2016

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

Project management applications specifically support:

1.3 TOOLS AND FEATURES OF PROJECT

© 2016 KE000124 Page 3

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

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

Example of a network diagram

Page 4 KE000124 © 2016

1.4 STARTING/CLOSING MICROSOFT PROJECT 2013

© 2016 KE000124 Page 5

2. Select the Close command.

1.5 EXPLORING AND USING THE NEW INTERFACE

Page 6 KE000124 © 2016

Open Backstage view

© 2016 KE000124 Page 7

1.6 CUSTOMISING THE QUICK ACCESS TOOLBAR

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

3. Click Quick Access Toolbar.

5. Click the OK button.

Page 8 KE000124 © 2016

Customising Quick Access Toolbar

1.7 SETTING PREFERENCES

4. Enter the user name and initials.

© 2016 KE000124 Page 9

Setting Project Options

1.8 CREATING AND SAVING A NEW PROJECT

3. Click Blank Project icon.

Page 10 KE000124 © 2016

To create a project based on a template:

4. Click to select a template.

To Save the Project:

2. Select the location to save the file.

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

6. If a file already exists, overwrite it.

To Save the Project to a Different Location

© 2016 KE000124 Page 11

Save As Dialog Box