EMT 7101

COMPUTER APPLICATIONS IN
ENGINEERING

MANAGING PROJECTS WITH MS

PROJECT

TOPIC 2: CREATING A TASK-BASED SCHEDULE

Presented by
Tom Joseph MUKASA RSU(QS), MRICS, FISU

Contact Information:
C/O P.O. Box 3085, Kampala
Tel. 0755 979936
E-mail: tjmukasa79@yahoo.com
 INTRODUNCTION

 Once you have created and defined your project plan, including the start, and end
date. And when your resources will be working on the project you can start, mapping
out a schedule of the tasks, that need to be completed and when they will need to be
performed.
 For each task, you'll need to capture the specific details that, both collectively and
individually will have an effect on your Project Timetable.
 These include, when a task must be completed? how long a task will take to
complete? how much time a resource can work on that task? how tasks are related to
each other, in terms of start and end dates and so on.
 In this lesson, you'll create a project schedule in Microsoft project that contains, all
the tasks, that need to be performed throughout the duration of your project.

CREATING A TASK-BASED
SCHEDULE 2
GENERAL INTRODUCTION

CREATING A TASK-BASED
SCHEDULE 3
 2.1.01 MANUALLY SCHEDULED vs AUTO SCHEDULED
TASKS

 When scheduling new tasks in Microsoft Project, you are given two
options: Manually Scheduled and Auto Scheduled. By default, all new tasks that
you enter into a project plan will be manually scheduled, which gives you complete
control of the task’s start date, end date, and duration. However, you can also choose
to have new tasks auto scheduled, which automatically calculates the start date, end
date, and duration for the task based on relationships to other tasks, calendar dates,
and other assorted factors.
 Using the manually scheduled option is the most useful when you have a simple
project or are just getting started with a project plan. But as your project plan grows
more complex, you may want to switch to the auto scheduled option. Microsoft
Project allows you switch between these modes whenever you’d like, either for
individual tasks or for all tasks in the project plan. There may be some cases where
you need some tasks to be manually scheduled and others auto scheduled, based on
your project’s specifications.
 To change whether new tasks that you add to a project are manually scheduled or
auto scheduled, you can select the New Tasks button in the status bar at the bottom
of the project file window.

CREATING A TASK-BASED
SCHEDULE 4
 2.1.01 MANUALLY SCHEDULED vs AUTO SCHEDULED
TASKS

 To change whether existing tasks are manually scheduled or auto scheduled, you
can select the appropriate command from the Tasks group on the Task tab of the
ribbon.

CREATING A TASK-BASED
SCHEDULE 5
 2.1.02 THE TASK ENTRY BOX

 The default Gantt Chart view in Microsoft Project contains the Task
Entry table at the left, which is the main area where you can view,
enter, and modify your project’s tasks.

CREATING A TASK-BASED
SCHEDULE 6
 2.1.02 THE TASK ENTRY BOX

 The Task Entry table contains information for each of the tasks
entered in columns from left to right.
Task Entry Table Column Description
Row Number Displays the row number of
the task in the Gantt Chart,
which also corresponds to
the Task ID number for that
task.
Indicators Displays icons that show
the status of the task and
pertinent information about
the task. For instance, if a
task has a note associated
with it, a note indicator will
appear in this column.

CREATING A TASK-BASED
SCHEDULE 7
 2.1.02 THE TASK ENTRY BOX

 The Task Entry table contains information for each of the tasks
entered in columns from left to right.
Task Entry Table Column Description
Task Mode Shows whether the task is a
manually scheduled or auto
scheduled task.
Task Name Displays a brief description
of the task and the work to
be done. Short, action-
oriented task names are
recommended, such as
“secure permit.”

CREATING A TASK-BASED
SCHEDULE 8
 2.1.02 THE TASK ENTRY BOX

 The Task Entry table contains information for each of the tasks
entered in columns from left to right.
Task Entry Table Column Description
Duration Displays how long a task
will take to complete. By
default, Microsoft Project
displays the duration in
days, but you can specify
minutes, hours, weeks, or
even months as the unit of
time.
Start Displays the date when the
task is supposed to begin.

CREATING A TASK-BASED
SCHEDULE 9
 2.1.02 THE TASK ENTRY BOX

 The Task Entry table contains information for each of the tasks
entered in columns from left to right.
Task Entry Table Column Description
Finish Displays the date when the
task is supposed to be
completed.
Predecessors Displays the Task ID(s) of
any other tasks on which
the task is dependent upon
for completion.

CREATING A TASK-BASED
SCHEDULE 10
 2.1.03 THE TASK INFORMATION DIALOG BOX

 When you open a task from the Gantt Chart view, the Task Information dialog box
displays.
 You can view and modify all of the information for the task from the six tabs within the
dialog box.

CREATING A TASK-BASED
SCHEDULE 11
 2.1.03 THE TASK INFORMATION DIALOG BOX

 You can view and modify all of the information for the task from the six
tabs within the dialog box.
Tab Description
General On the General tab you can view and
modify the task’s name, duration, schedule
mode, start date, and finish date. This
information corresponds to the fields in
the Task Entry table.
Predecessors A predecessor is a task that must be
started or completed before another task
can begin. On the Predecessors tab you
can view all of the task’s predecessors,
including their task ID, name, and type.

CREATING A TASK-BASED
SCHEDULE 12
 2.1.03 THE TASK INFORMATION DIALOG BOX

 You can view and modify all of the information for the task from the six
tabs within the dialog box.
Tab Description
Resources On the Resources tab you can view, enter,
or modify the resources assigned to the
task, including the resource’s name, the
assignment owner, the number of
assignment units allocated to the task, and
the costs associated with the resource.
Advanced On the Advanced tab you can view, enter,
or modify supplemental information about
the task, including its deadline, any
constraints that might affect the task, the
task type, the calendars or work
breakdown structure that the task is
associated with, whether to mark the task
as a milestone,
CREATING and more.
A TASK-BASED
SCHEDULE 13
 2.1.03 THE TASK INFORMATION DIALOG BOX

 You can view and modify all of the information for the task from the six
tabs within the dialog box.
Tab Description
Notes On the Notes tab, you can view, enter or
modify any further information for the task
that may be useful, in the form of a text
note.
Custom Fields On the Custom Fields tab, you can view,
enter, or modify any custom data fields that
have been created and associated with the
task.

CREATING A TASK-BASED
SCHEDULE 14
 2.1.04 TASK DURATIONS

 In the Task Information dialog box, the Duration field shows the amount of time it will
take to complete the specific task. In most cases, you will know how long it is going to
take to complete the task, so you would enter this amount in the Duration field. The
default unit of time for task duration is days, but if needed, you can also enter the
duration in minutes, hours, weeks, or months.

CREATING A TASK-BASED
SCHEDULE 15
 2.1.05 DURATION Vs WORK

 In project management, the concepts of duration and work are not the same
thing. Duration is the total number of work periods (excluding holidays or
other nonworking periods) required to complete a schedule activity or work
breakdown structure component. Usually expressed as workdays or
workweeks. Sometimes incorrectly equated with elapsed time. Contrast with
effort.* Work is the amount of time it will take to complete the task (the
duration), multiplied by the level of effort that will be given to the task by the
resources assigned to it. For example, if the task “secure work permit” has a
duration of 3 days and the resource “Jack” will give 50% of effort to the task,
then the work for the task is 1.5 days.

 For tasks with a fixed amount of work, then, you can decrease the duration of
the task by increasing the effort level through more resources. For instance, if
the task “perform quality testing” has a duration of 6 days and a single quality
controller is assigned to the task with 100% effort level, assigning another
quality controller to the same task with 100% effort level would reduce the
duration to 3 days.
CREATING A TASK-BASED
SCHEDULE 16
 2.1.06 DEPENDENCIES

 A dependency is a relationship between a task and its predecessor. Or also

referred as a Logical Relationship in the PMBOK® Guide 6th Edition. A
Logical Relationship is a dependency between two activities, or between an
activity and a milestone. All of these relationships are displayed on
the Predecessors tab of the Task Information dialog box.

CREATING A TASK-BASED
SCHEDULE 17
 2.1.06 DEPENDENCIES

There are four types of dependencies:

 Finish-to-start (FS)-A logical relationship in which a successor activity cannot
start until a predecessor activity has finished. Example: The awards ceremony
(successor) cannot start until the race (predecessor) has finished.*
 Start-to-Start (SS)-A logical relationship in which a successor activity cannot
start until a predecessor activity has started. Example: Level concrete
(successor) cannot begin until pour foundation (predecessor) begins.*
 Finish-to-Finish (FF)-A logical relationship in which a successor activity
cannot finish until a predecessor activity has finished. Example: Writing a
document (predecessor) is required to finish before editing the document
(successor) can finish.*
 Start-to-Finish (SF)-A logical relationship in which a successor activity
cannot finish until a predecessor activity has started. Example: The first
security guard shift (successor) cannot finish until the second security guard
shift (predecessor) starts.*

CREATING A TASK-BASED
SCHEDULE 18
2.1.06 DEPENDENCIES

CREATING A TASK-BASED
SCHEDULE 19
 2.1.07 LAG TIME

 In a typical Finish-to-Start (FS) relationship between tasks in a project plan, there is no

delay or overlap between the end of the predecessor task and the start of the successor
task. However, there may be times when there is a delay between tasks or an overlap
between them. This is called lag and lead.
 Lag is the amount of time whereby a successor activity will be delayed with respect to a
predecessor activity. In an FS relationship, this would mean that the successor task
would be scheduled to start some time after the predecessor task is completed, rather
than immediately after it ends.
 For example, when you are making a birthday cake, you have to bake the cake before
you can put frosting on it. So, there is an FS relationship between the task of baking the
cake and the task of frosting the cake. However, after baking the cake, you have to
allow the cake to cool before you can start frosting it. The delay between baking and
frosting, while the cake cools, is the lag time.

 You can add lag time between tasks by opening the Task Information dialog box for
the successor task, and on the Predecessors tab, entering a positive value in
the Lag field for the predecessor task.

CREATING A TASK-BASED
SCHEDULE 20
 2.1.08 LEAD TIME

 Lead is the amount of time whereby a successor activity can be advanced

with respect to a predecessor activity. In an FS relationship, this would mean
that the successor task would be scheduled to start when the predecessor
task is still in progress—such as 50% complete—rather than when it is
completed.
 For example, when you are making your birthday cake, you have to mix all the
ingredients together before you can bake the cake. So, there is an FS
relationship between the task of mixing the ingredients and the task of baking
the cake. However, you need to preheat the oven for baking while you are
mixing the ingredients, so that the oven is at the proper temperature for
baking once you have mixed your ingredients. The overlap between mixing
and baking, while the oven preheats, is the lead time.

 You can add lead time between tasks by opening the Task
Information dialog box for the successor task, and on the Predecessors tab,
entering a negative value in the Lag field for the predecessor task. (In short,
negative lag is technically lead.)
CREATING A TASK-BASED
SCHEDULE 21
2.1.08 LEAD TIME

CREATING A TASK-BASED
SCHEDULE 22
 2.1.09 TASK CONSTRAINTS

 A task constraint is a date-based limitation placed on a task in order to

control the start and finish dates. The constraint parameters are selected
from the Advanced tab of the Task Information dialog box.

CREATING A TASK-BASED
SCHEDULE 23
 2.1.09 TASK CONSTRAINTS

 There are eight schedule constraint types:

 As Late As Possible (which is the default for projects scheduled from a finish
date)
 As Soon As possible (which is the default for projects scheduled from a start
date)
 Finish No Earlier Than
 Finish No Later Than
 Must Start On
 Must Finish On
 Start No Earlier Than
 Start No Later Than
 In general, you will want to keep the default constraint assigned to your task, to
ensure that your schedule is as flexible as possible. However, you may choose a
different constraint type and constraint date if you have a specific task whose start or
end date is critical to the project’s success.

CREATING A TASK-BASED
SCHEDULE 24
 2.1.10 DEADLINES

 In general project management terms, a deadline is the latest time by which

something—a task, a phase, even a whole project—must be completed. In
Microsoft Project, you can set a deadline for a task, in order to track how
closely its finish date aligns with the deadline. Setting a deadline for a task
does not affect the schedule, but rather gives you a visual indicator in the
Gantt chart—in the form of a small green arrow—that you can use to easily
monitor your progress. If your task extends beyond the deadline, you will
see a red diamond as a warning in the Indicators field of the Task
Entry table.

CREATING A TASK-BASED
SCHEDULE 25
 2.1.10 DEADLINES

 You can set a deadline for a task on the Advanced tab of the Task
Information dialog box, by selecting the appropriate date from
the Deadline field.

CREATING A TASK-BASED
SCHEDULE 26
HOW TO CREATE A PROJECT SCHEDULE

CREATING A TASK-BASED
SCHEDULE 27
 2.1.11 How to Create a Project Schedule

The key pieces of information you need to Set a Task's Duration

complete your project plan are tasks. Here  To set the duration of task:
are the general steps you will use to add
tasks to a project; define relationships
between tasks; change how a task is
scheduled; and set task constraints and
deadlines. When you have completed these
tasks, you will have a project schedule.
Add a New Task
 To add a new task:
 Make sure you are in Gantt Chart view.
 In the Task Entry table, find the cell in
the first empty row of the Task
Name column, and type the name of the  In the Task Entry table, highlight the
task in that cell.
 Make sure you are in Gantt Chart view.
 In the Task Entry table, find
the Duration column for the task you
wish to modify, and enter the number
and unit, for example 1 day or 2 weeks.
 To make the Duration an estimate, add
a question mark, for example 1 day?
Link Tasks
 To link tasks:
 Make sure you are in Gantt Chart view.
tasks you wish to link.
 On the ribbon, in the Schedule group of
the Task tab, select the Link the
Selected Tasks button.

CREATING A TASK-BASED
SCHEDULE 28
 2.1.11 How to Create a Project Schedule
Define Task Relationships Add Lead Time
 To change the relationship type between a  To add lead time to linked tasks:
task and its predecessor:  Double-click the successor task in the Task
 Double-click the successor task in the Task Entry table.
Entry table.  In the Predecessors tab of the Task
 In the Predecessors tab of the Task Information dialog box, enter a negative value
and the unit of time in the Lag column, for
Information dialog box, select the
example, -1 day to set a lead time of one day.
predecessor task relationship you want to
change and select the appropriate relationship Set a Constraint on a Task
type.  To set a constraint on a task:
Add Lag Time  Double-click the task to open the Task
Information dialog box.
 To add lag time to linked tasks:
 In the Advanced tab, select the desired
 Double-click the successor task in the Task constraint type, and in the Constraint date box,
Entry table. enter or select a date for the constraint.
 In the Predecessors tab of the Task Set a Deadline for a Task
Information dialog box, enter a positive value  To set a deadline for a task:
and the unit of time in the Lag column, for
 Double-click the task to open the Task
example, 1 day to set a lag of one day. Information dialog box.
 In the Advanced tab, enter or select a date for
the deadline.

CREATING A TASK-BASED
SCHEDULE 29
 2.1.12 ACTIVITY - Creating a Project Schedule
Scenario
 Now that you have begun your project plan in
Microsoft Project, you want to add some tasks to
it. Your project will have several phases, and you
will add a few tasks in the first phase of the work.
You know how long each task should take, so you
can add duration values to the plan at this time.
You will also link the tasks in the correct
sequence and address special considerations (lag 
and lead time, constraints, and deadlines) where
they will apply.
 Open
the Trey_Slide_Presenter_Tasks.mpp project
plan file.
 Set Microsoft Project so all new tasks are
automatically scheduled.
 On the Status Bar at the bottom of
the Gantt Chart, left-click New Tasks:
Manually Scheduled, and change it to New
Tasks: Auto Scheduled.
 Add the following tasks in the Gantt Chart.
 In the Task Entry pane, in the Name field,
CREATING A TASK-BASED
SCHEDULE
enter the following tasks in the first four
rows:
 Determine sales objectives
 Define launch timing and publicity
objectives
 Identify budget requirements
 Obtain launch budget approval
Add durations for each task.
 In the Duration field for each task, enter the
following values:
 For the Determine sales
objectives task, enter 3 days
 For the Define launch timing and
publicity objectives task, enter 3
days
 For the Identify budget
requirements task, enter 1 week?
 For the Obtain launch budget
approval task, enter 1 week
30
 2.1.12 ACTIVITY - Creating a Project Schedule
 Link the tasks in a Finish-to-Start relationship.
 Select all of the tasks you just entered.
 In the Schedule group of the Task tab on
the ribbon, select Link the selected
tasks.
 Change the relationship between Tasks 1 and
2 to Start-to-Start.
 Open the Task Information dialog box
for Task 2, Define launch timing and  Add a lead time between Tasks 2 and 3.
publicity objectives, by selecting the
task name, then selecting
the Information button in
the Properties group of the Task tab.
 In the Predecessors tab of the Task
Information dialog box,
select Determine sales objectives and
in the Type field, select Start-to-Start
(SS).
 Add a lag time between Tasks 3 and 4.
 Open the Task Information dialog box
CREATING A TASK-BASED
SCHEDULE
for Task 4, Obtain launch budget
approval, by selecting the task name,
then selecting the Information button in
the Properties group of the Task tab.
 In the Predecessors tab of the Task
Information dialog box, select Identify
budget requirements, and in the Lag
column type 1d for a 1-day lag.
 Open the Task Information dialog box
for Task 3, Identify budget
requirements, by selecting the task
name, then selecting
the Information button in
the Properties group of the Task tab.
 In the Predecessors tab of the Task
Information dialog box, select Define
launch timing and publicity objectives,
and in the Lag column type -2d for a 2-
day lead.
31
 2.1.12 ACTIVITY - Creating a Project Schedule
 Set a constraint for Task 3. Information dialog box, set
 Open the Task Information dialog box the Deadline to 8/19/16
for Task 3, Identify budget  Save the file
requirements, by selecting the task as My_Trey_Slide_Presenter_Tasks
name, then selecting
the Information button in
the Properties group of the Task tab.
 In the Advanced tab of the Task
Information dialog box, change
the Constraint type to Start No Earlier
Than, and set the Constraint
date to 8/2/16
 Set a deadline for Task 4.
 Open the Task Information dialog box
for Task 3, Identify budget
requirements, by selecting the task
name, then selecting
the Information button in
the Properties group of the Task tab.
 In the Advanced tab of the Task

CREATING A TASK-BASED
SCHEDULE 32
 2.2.01 USER-CONTROLLED SCHEDULING
 There may be instances, when you want to have a greater amount of
control over your project schedule. When you want to forgo any of the
automatic calculations in Microsoft project is capable of performing, for your
schedule tasks. Or maybe you don't know, the specific details of your tasks,
such as start and end dates or duration's. Instead, you just know that there
are certain tasks that need to be completed in those dates and time frames
have yet to be determined.

 In any case, you still want to capture the task within the project schedule, so
you have a general idea of the overall organization of the project.

 User control scheduling in Microsoft project gives you the ability to craft the
project scheduling using vague, estimated tasks and still have an organized,
easy-to-understand schedule that you can use to execute your plan.

CREATING A TASK-BASED
SCHEDULE 33
 2.2.01 USER-CONTROLLED SCHEDULING
 Microsoft Project enables you to utilize user-controlled scheduling, in
which you can enter tasks in manually scheduled mode, with or without
specific task information for durations, start dates, or end dates. Instead,
you can enter this information as text—rather than specific dates or units of
time—in order to create a schedule that is more a documentation of
estimations and assumptions, instead of a date-based plan.

CREATING A TASK-BASED
SCHEDULE 34
 2.2.02 ESTIMATED DURATIONS
 When crafting a user-controlled schedule, you may be unsure of the
task’s true duration. When this is the case, you can mark the task’s
duration as Estimated. To do so, you would enter your best guess
at how long it is going to take to complete the task, and then select
the Estimated checkbox or type a question mark after the value of
the duration. A duration that has been estimated will be shown with
a question mark following the number in the Duration column.

CREATING A TASK-BASED
SCHEDULE 35
 2.2.03 Manually Scheduled Summary Tasks
 With user-controlled scheduling, Microsoft Project allows you to
manually define the duration of a summary task, rather than
calculating it automatically based on the relationships and durations
of the subtasks. However, by manually scheduling your summary
tasks, it is possible that the duration of the subtasks could be less
than or greater than the duration of the summary task. If so,
Microsoft Project will display a blue or red bar beneath the Gantt bar
for the summary task, warning you of the inconsistency.

CREATING A TASK-BASED
SCHEDULE 36
 2.2.04 Warnings and Suggestions
 When creating a user-controlled schedule, you may want to use the warnings and
suggestions that Microsoft Project can display to notify you of any potential
problems in your schedule. From the Inspect command drop-down, you can
choose to do one of the following for your tasks:
 Show Warnings: displays a warning icon in the Indicators field or some other
visual notification (such as a red squiggle) for tasks that have problems that may
potentially affect the project’s finish date.
 Show Suggestions: displays a suggestion icon in the Indicators field or some
other visual notification (such as a green squiggle) for tasks that have potential
minor issues or where optimizations could be made to improve the schedule.
 Show Ignored Problems: displays a half-shaded warning icon in
the Indicators field for tasks that have warnings or suggestions that have been
previously noted and ignored.
 When you select the Inspect Task command for the indicated task, more
detailed information about the task—including information about the warning or
suggestion—is displayed in the Task Inspector pane at the left side of the
window.

CREATING A TASK-BASED
SCHEDULE 37
2.2.04 Warnings and Suggestions

CREATING A TASK-BASED
SCHEDULE 38
2.2.05 How to Create a User-Controlled Schedule

CREATING A TASK-BASED
SCHEDULE 39
 2.2.05 How to Create a User-Controlled Schedule

By default, Microsoft Project sets all tasks to  On the status bar at the bottom of
the manually-scheduled mode. Here are the the Gantt Chart, left-click the New
general steps you will perform to change the Tasks button and select Auto Scheduled.
scheduling mode of tasks. Change the Default Project Setting So All
Change the Scheduling Mode for a Task New Projects Are Auto-Scheduled
 To change a task from manually-scheduled  To change the scheduling mode for all new
to auto-scheduled, and the reverse, follow projects:
these steps while in the Gantt Chart view:  Select the File tab, then Options, and
 Select the name of the task you wish to then Schedule Options.
change.  Click the drop-down arrow next
 From the Tasks group on the Task tab of to Scheduling options for this project,
the ribbon, change the mode to the and select All new projects.
scheduling mode you want the task to  Beneath this, change New tasks
adopt, either Manually Schedule or Auto created to Auto Scheduled, and
Schedule. click OK to close Project Options.
Change the Scheduling Mode for All New
Tasks
 To change the scheduling mode for all new
tasks:
CREATING A TASK-BASED
SCHEDULE 40
 2.2.06 Activity – Creating a Project Plan with User-
Controlled Scheduling
Scenario
 You are becoming more familiar with
user-controlled-scheduling, and you
want to experiment with it before
applying it to the Trey Slide Presenter
project. You remember that by default all
tasks in Microsoft Project are set to
Manually Scheduled, which means that 
when you add a new task, Microsoft
Project does not set dates and durations
for it. The Project Management Office
(PMO) at Trey Research has created a
small file for you to work with. The tasks
are presently Manually Scheduled, and
some of the tasks should become Auto
Scheduled. You also want to change the
default setting in Microsoft Project so all
new projects are Auto Scheduled.
 Open the file
CREATING A TASK-BASED
SCHEDULE
named New_Widget_Project from
the Create a Project Schedule folder.
Note that some of the fields have data in
them and others do not, and that some
fields have text instead of dates or
numbers. This is a feature of Manually
Scheduled tasks.
Link the tasks.
 Select the first task name in the
Task Entry table, hold the Shift key
and select the last task name.
 In the Schedule group of the Task
tab select the Link the Selected
tasks button. The duration and
dates fields will then be populated,
but the tasks will still be Manually
Scheduled.
41
 2.2.06 Activity – Creating a Project Plan with User-
Controlled Scheduling
 Change the scheduling mode of the Design to New Tasks: Auto Scheduled.
task.  Add a new task at the end of the project.
 Select the Design task name, and in  In the first blank row of the Task
the Properties group of the Task tab Entry table, enter the
select Information. name Production
 In the General tab, change  Change the default scheduling mode for all
the Schedule Mode to Auto new projects to Auto Scheduled.
Scheduled. The color of the Gantt bar  Select the File tab, then Options, and
will change to a different shade of then Schedule Options.
blue.
 Click the drop-down arrow next
 Change the scheduling mode of the to Scheduling options for this
Marketing task in the same manner, and project, and select All new projects.
note that the values in
 Beneath this, change New tasks
the Duration and Date fields have
changed. created to Auto Scheduled, and
click OK to close Project Options.
 Change the scheduling mode for all new
tasks to Auto Scheduled.  Save the file
as My_New_Widget_Project and close it.
 On the Status Bar at the bottom of
the Gantt Chart, select New Tasks:
Manually Scheduled and change it
CREATING A TASK-BASED
SCHEDULE 42
 2.3.01 Create and Modify Project Task Structure

 Once you've created a task base schedule, by adding all the necessary tasks in
details. You need a way, to group and organize those tasks in a manner, this is easy
to understand and manage.
 Many of your tasks are really larger task that can be broken up into smaller ones, or
they are smaller tasks, that can be rolled up into one larger task.
 Within Microsoft Project, you can organize your task into a hierarchical structure, that
helps you easily track the large significant points, within your project schedule.

 A Work Breakdown Structure (WBS) is a hierarchical decomposition of the total

scope of work to be carried out by the project team to accomplish the project
objectives and create the required deliverables.
 The WBS for your project should be created during the planning process, and should
detail the full scope of work that needs to be performed to complete the project—in
short, it should encompass all of the tasks in the project. This is important for
estimating project costs, assigning resources, and effectively scheduling your project.
Your progress will be based on comparing the actual work that has been completed
during execution and what was detailed in the WBS during planning.

CREATING A TASK-BASED
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 2.3.02 Summary Tasks and Subtasks

 In the WBS hierarchy, a larger task is called a summary task, and

the smaller tasks that are grouped within it are called subtasks.

 In the Gantt Chart view, summary tasks are displayed in bold text in
the task list at the left and with brackets in the Gantt Chart at the
right. Subtasks are indented underneath their summary task. The
summary task can be expanded to show its subtasks using the
arrows to the left of the task name, which makes it easier to switch
between a high-level view of just the larger tasks and a more
detailed view of all of the related tasks.

 If needed, summary tasks can also be made into subtasks of a

higher-level summary task, which can be quite helpful for projects
that are particularly complex.

CREATING A TASK-BASED
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2.3.02 Summary Tasks and Subtasks

CREATING A TASK-BASED
SCHEDULE 45
 2.3.02 Summary Tasks and Subtasks

 You can create new summary tasks in the Task Entry table using
the Insert Summary Task command from the Insert command
group on the Task tab. For existing tasks, you can change them to
summary tasks using the Outdent Task command or change them
to subtasks using the Indent Task command (from
the Schedule command group on the Task tab).
 It is important to note that grouping tasks under a summary task
does not automatically create dependencies among the subtasks.
You must still link subtasks manually in order to create dependent
relationships between them.
 Additionally, changing the duration of a summary task will not
always automatically change the duration of the subtasks. However,
changing the duration of the subtasks will change the duration of the
summary task accordingly.

CREATING A TASK-BASED
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 2.3.03 The Project Summary Task

 Every new project that you create automatically contains a project summary task,
which is the main objective of the project plan. All new tasks that you add to the
project will be subtasks of the project summary task.
 By default, the project summary task is hidden for new projects. However, if you want
to see the project summary task, you can unhide it in the Gantt Chart view by
selecting the Format contextual tab, and checking the Project Summary Task check
box in the Show/Hide command group. Then, the project summary task appears as
the first task in the task list and Gantt chart.
 Note: The project summary task is sometimes referred to as “Task 0.”

CREATING A TASK-BASED
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 2.3.04 Outline Numbers

 Every new project that you create automatically contains a project summary task,
which is the main objective of the project plan. All new tasks that you add to the
project will be subtasks of the project summary task.
 By default, the project summary task is hidden for new projects. However, if you want
to see the project summary task, you can unhide it in the Gantt Chart view by
selecting the Format contextual tab, and checking the Project Summary Task check
box in the Show/Hide command group. Then, the project summary task appears as
the first task in the task list and Gantt chart.
 Note: The project summary task is sometimes referred to as “Task 0.”

CREATING A TASK-BASED
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 2.3.04 Outline Numbers

 When you are working with a complex project that has multiple summary tasks and
subtasks, you might find it helpful to see the outline numbers that Microsoft Project
can automatically assign to each task. Microsoft Project uses a decimal hierarchy
numbering scheme to show the sequence and level of the summary tasks and their
subtasks.
 By default, outline numbers are hidden, but you can unhide them in the Gantt
Chart view by selecting the Format contextual tab and checking the Outline
Number checkbox in the Show/Hide command group.

CREATING A TASK-BASED
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 2.3.05 Milestone Tasks

 A milestone is a significant point or event in a project, program, or portfolio. While a

milestone in more traditional project management practices is not a true task—it
doesn’t have time or effort associated with it—in Microsoft Project, a milestone is a
task with zero duration (but may have duration if appropriate). In the Gantt
Chart view, milestones are indicated in the chart with a diamond.

 You can create a new milestone using the Insert Milestone command in the Insert
command group on the Task tab, or you can insert a new task in the Task
Entry table and set the duration to zero and Microsoft Project will automatically
change it to a milestone task. You can convert an existing regular task into a
milestone by viewing the task’s information and checking the Mark task as
milestone check box on the Advanced tab of the Task Information dialog box. In
this case, the milestone task will retain its duration and resources.

CREATING A TASK-BASED
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 2.3.06 Task Notes

 As needed, you can use the Notes tab of the Task Information dialog box to
capture important information about a task that might be useful.

CREATING A TASK-BASED
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 2.3.06 Task Notes

There are three ways you can add notes for your task:
 You can type text directly into the Notes field.
 You can copy text or graphics from a source document (such as Microsoft®
Word®, Excel®, or PowerPoint®) and paste them into the Notes field.
 A task that has notes associated with it will be indicated by a note icon in
the Indicators column in the task list.

CREATING A TASK-BASED
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2.3.07 How to Create a Work Breakdown Structure

CREATING A TASK-BASED
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 2.3.07 How to Create a Work Breakdown Structure

Here are the general steps you will use to  In the Task Entry table, replace the
create a work breakdown structure. All of
the steps assume that you are in the Gantt
Chart view.
Rearrange Tasks
 To rearrange tasks on the task list:
 Select the task(s) you want to move.
 Drag and drop the task(s) to their new
location.
Insert a Summary Task
 To insert a summary task:
 In the left pane, select the row(s) of one
or more tasks that you want to become
subtasks of the new summary task.
 On Task tab of the ribbon, select Insert
Summary Task.
text <New Summary Task> with your
desired name for the summary task.
Indent Tasks
 To indent tasks so they are subtasks of
a Summary Task:
 In the Task Entry table, select the task
numbers or task names of the tasks that
you want indented.
 In the Schedule group of the Task tab,
select the Indent Task button.

CREATING A TASK-BASED
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 2.3.07 How to Create a Work Breakdown Structure

Indent Tasks text <New Milestone> with your desired

 To indent tasks so they are subtasks of name for the milestone.
a Summary Task: Add Text to a Task Note
 In the Task Entry table, select the task  To add text to a note:
numbers or task names of the tasks that  Double-click the task to open the Task
you want indented. Information dialog box.
 In the Schedule group of the Task tab,  In the Notes tab, type and format your
select the Indent Task button. desired text.
Insert a Milestone Show the Project Summary Task
 To insert a milestone:  To show the project summary task:
 In the left pane, select the row of the  On the ribbon, select
task immediately below the point where the Format contextual tab.
you want to insert the milestone.  In the Show / Hide group, check
 On the Task tab of the ribbon, the Project Summary Task check box.
select Insert Milestone.
 In the Task Entry table, replace the

CREATING A TASK-BASED
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 2.3.08 Activity – Creating a Work Breakdown Structure

Data File:  Drag the selected task up until it is

 To complete this lab, you must first between Kickoff product
download the following data launch and Define sales
presentation.
file: Trey_Slide_Presenter_Tasks_a.mpp
 Insert a summary task.
Scenario
 Select row numbers 9-12.
 A member of your project team has begun
to list the tasks for your project. She has  In the Insert group of the Task tab,
entered the first two phases of work into select Summary.
Microsoft Project, and you need to make  Replace the placeholder text <New
some changes so that the work will flow Summary Task> with Marketing
smoothly.  Insert a milestone.
Open the file.  Select the task named Phase 2 –
 From the Create a Project Detailed Planning.
Schedule folder,  In the Insert group of the Task tab,
open Trey_Slide_Presenter_Tasks_ select Milestone.
a.mpp.  Replace the placeholder text <New
 Rearrange the task list. Milestone> with High-Level Planning
 Select the row for the Define press Complete
release requirements task.
CREATING A TASK-BASED
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 2.3.08 Activity – Creating a Work Breakdown Structure

 Indent tasks so they are subtasks of a 
summary task.
 Select the tasks named Identify
budget requirements and Obtain
launch budget approval.
 In the Schedule group of
the Task tab, select Indent Task. 
 Add text to a task note.
 Select the Engineering task.
 In the Properties group of
the Task tab, select Information.
 In the Notes area on the Notes tab,
enter Engineering has its own set
of plans that it will follow and
select OK.
Show the Project Summary Task.
 On the ribbon, select
the Format tab.
 In the Show / Hide group, select
the Project Summary Task check
box.
Save the file
as My_Trey_Slide_Presenter_Tasks_a
.mpp

CREATING A TASK-BASED
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 2.3.09 Schedule Options

 Throughout your project planning, you may need to add tasks to your project plan to
account for the work that needs to be completed—especially if you used a template
as a basis for your plan and now you need to modify it to include your project’s
specific details. Before you insert any new tasks into an existing task list, it’s a good
idea to modify the schedule options for the project to ensure that new tasks are
properly scheduled.

 You can access these options by selecting the File tab, and then
selecting Options on the Backstage; in the Project Options dialog box, select
the Schedule tab. In the New tasks created field, make sure that Auto
Scheduled has been selected in order to automatically calculate the task’s
parameters in the schedule. Then, make sure that the Autolink inserted or moved
tasks check box is checked, so that Microsoft Project will automatically manage the
dependencies between the tasks for you.

CREATING A TASK-BASED
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2.3.09 Schedule Options

CREATING A TASK-BASED
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 2.3.10 Insert Tasks
 You can insert new tasks directly in the Task Entry table in the Gantt
Chart. The key is to select the task directly below the point where you want
to place the new task; then, select the Insert Task command from
the Tasks command group on the Task tab and the new task will be
inserted directly above the task you selected. By default, the new task is
named <New Task> and you can rename it with a more descriptive title
directly in the Gantt Chart or in the Task Information dialog box.

 If the task that you selected when adding the new task was part of a path,
the new task will be automatically inserted into the path. The selected task
will become the successor of the new task, and the task that was previously
the predecessor of the selected task will now become the predecessor of
the new task.

 Other than that, the new task will not inherit any other characteristics of the
selected task. You will still need to set the task duration, assign resources to
it, and make any other adjustments to the task information as is appropriate.

CREATING A TASK-BASED
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 2.3.11 Insert Task Options
 In addition to adding a task to the task list, there are other options that you
can choose from the Insert Task command drop-down while in the Gantt
Chart view:
 Select Recurring Task to insert a repeating task, such as a task that you
want to occur on a certain day each month.
 Select Blank Row to insert blank rows into your task list to separate tasks
from one another.
 Select Import Outlook Tasks to convert a task that was created in
Microsoft Outlook into a Microsoft Project task.

CREATING A TASK-BASED
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 2.3.12 Inactive Tasks
 An inactive task is a task that is no longer needed in the project plan, but it does not
affect resource availability or the project schedule. When you make a task inactive,
the task stays in the task list but the text is greyed out and crossed out in
strikethrough format.

 You can mark a task as inactive either in the Task Information dialog box or by
selecting the Inactivate command from the Schedule command group on
the Task tab.

 It is a best practice to inactivate tasks, rather than delete them, to ensure that
your project plan accurately reflects all of the original tasks in the schedule
while accounting for any changes that were made as the project moved from
the planning phase into execution.

CREATING A TASK-BASED
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 2.3.13 The Update Project Dialog Box
 If and when a delay occurs in your project, it is likely that you will
need to reschedule tasks in the project plan. Fortunately, Microsoft
Project can automatically reschedule any remaining work based on
the changes you make to a task or tasks. To do so, select the tasks
you need to reschedule, and use the Update Project command to
specify when you want to reschedule the uncompleted work for
those tasks.

 For example, you may have an unforeseen power outage that stops
all work being done on the hardware systems for a software system
upgrade. You can select the tasks that are affected in the project
plan, and then specify the date after which that work can resume in
the Reschedule uncompleted work to start after field in
the Update Project dialog box.

CREATING A TASK-BASED
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2.3.13 The Update Project Dialog Box

Note: By default, Microsoft Project will

update this information for the entire
project. Be sure to select the Selected
tasks radio button to reschedule the work
that remains uncompleted for just the tasks
that are affected.

CREATING A TASK-BASED
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 2.3.14 Splitting Tasks

 When you assign a resource to a task in the project plan, Microsoft Project
assumes that person will be working on that task until it is complete. In
reality, however, this is not always the case: the assigned resource may
need to work on a task in two or more chunks of time. This is called splitting
a task.

 In Microsoft Project, you can manually split a task by selecting the Split
Task command from the Schedule command group on the Task tab. Then,
in the Gantt chart, select the task bar for the task that needs to be split and
drag the split piece to the date in the future when the second chunk of work
will be performed. Microsoft Project will connect the two halves of the split
task with a dotted line in the Gantt chart.

CREATING A TASK-BASED
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2.3.14 Splitting Tasks

CREATING A TASK-BASED
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 2.3.15 The Move Command

 If you need to move certain tasks forward or backward in your project schedule or
reschedule a task when resources are available, you can easily do so using
the Move command. Simply select the task that needs to be changed, and then
select how it should be moved or rescheduled from the Move command drop-down
from the Tasks command group on the Task tab.

CREATING A TASK-BASED
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2.3.16 HOW TO MODIFY A WORK BREAKDOWN
STRUCTURE

CREATING A TASK-BASED
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 2.3.16 HOW TO MODIFY A WORK BREAKDOWN
STRUCTURE
Here are the general steps you will use to Insert a New Task into an Existing Task
modify a work breakdown structure. List
Set Schedule Options for Automatic  To insert a new task into an existing task
Management list:
 To set the scheduling options so that  Select the task below the row where you
Microsoft Project helps you manage the want to insert the new task.
schedule for modified and inserted  On the Task tab, Insert Task.
tasks:  In the Task Entry table, update the
 In the File tab, select Options. fields for the new task as needed.
 In the Project Options dialog box,  Mark a Task Inactive
select the Schedule tab.  To mark an existing task as inactive:
 In the Scheduling options for this  Select the task that you want to mark
project section, in the New tasks inactive.
created drop-down list, ensure
that Auto Scheduled is selected, and  In the Schedule group of the Task tab,
ensure that the Autolink inserted or select Inactivate.
moved tasks check box is checked.  In the Task Entry table, verify that the
task appears crossed out.

CREATING A TASK-BASED
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 2.3.16 HOW TO MODIFY A WORK BREAKDOWN
STRUCTURE
Mark a Task Inactive Manually Split a Task
 To mark an existing task as inactive:  To control how a task is split:
 Select the task that you want to mark inactive.  Select the task that you want to split. Ensure
 In the Schedule group of the Task tab, that you can see the task in the Gantt chart
select Inactivate. pane and set the zoom level so that you can
 In the Task Entry table, verify that the task see the entire task.
appears crossed out.  In the Schedule group on the Task tab,
select Split Task.
Reschedule Incomplete Work
 In the Gantt Chart pane, select the place in
 To reschedule incomplete work:
the bar for the task where you want to create
 Select the tasks for which you want to the split, then drag the split bar to the new
reschedule incomplete work. starting date.
 In the Status group of the Project tab, Move a Task
select Update Project.
 To move a task:
 In the Update Project dialog box, select
the Reschedule uncompleted work to start  Select the task that you want to move.
after radio button and then select the date on  In the tasks group of the Task pane,
which you want the work to resume. select Move.
 Select the Selected Tasks radio button, and  In the menu, select how you want to move the
Select OK to apply the changes and close task.
the Update Project dialog box.
CREATING A TASK-BASED
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 2.3.17 ACTIVITY - MODIFYING A WORK BREAKDOWN
STRUCTURE
To complete this lab, you must first
download the following data
file: Trey_Slide_Presenter_Tasks_b(1).mpp
Scenario
 Your team has made progress on the Work
Breakdown Structure, by adding durations and
links to the tasks. You need to make some
changes to your Work Breakdown Structure,
as it is still a work in progress. You will add a
new task in the middle of the project, mark a
task inactive because you do not think you will
need to perform it, split a task into two
separate pieces, and move a task forward by a
day. You also want to learn how to reschedule
incomplete work, although you will not need to
do this until the project is underway.
Open the file.
 Open the file
named Trey_Slide_Presenter_Tasks_b(
1).mpp from the Create a Project
CREATING A TASK-BASED
SCHEDULE
Schedule folder.
 Insert a new task into the existing task
list.
 Select the Phase 3 - Execution task
name.
 In the Insert group on the Task tab,
select Task.
Note: The new task will appear
immediately above the task Phase 3 –
Execution, and it will be linked in
a Finish-to-Start relationship with Plan
team staffing to support sales
goals and Evaluate market and refine
messaging.
 Replace the <New Task> placeholder
with the text Detailed Planning
Complete
 Set the Duration to 0 days, to make the
task a milestone.
71
 2.3.17 ACTIVITY - MODIFYING A WORK BREAKDOWN
STRUCTURE
 Mark the Define internal communication presentation task.
needs task as inactive.  In the Tasks group of the task tab,
 Select the Define internal select Move Task, and then select Move
communication needs task. Task Forward 1 day.
 On the Schedule group on the Task tab,  Save the file
select Inactivate. The task name and as My_Trey_Slide_Presenter_Tasks_b(1).m
associated Gantt bar will have a strikeout pp
line through them, and the linking of the  Reschedule incomplete work.
tasks will be updated to reflect that this  Select the Define sales
task will not be done. presentation task.
 Manually split the Obtain launch budget  In the Schedule group of the Task tab,
approval task to have a one-day delay that select 50%. The Gantt bar for the task
will occur two days after the task begins. will be dark blue for 2 days (50% of the
 Select the Obtain launch budget duration).
approval task.  In the Status group of the Project tab,
 In the Schedule group of the Task tab, select Update Project.
select Split task.  In the Update Project window, select
 In the Gantt Chart pane, select the place Reschedule uncompleted work to start
in the bar where the split will after and enter 8/25/2016. The task will
occur, Friday 8/12/2016. then appear with a one-day split.
 Move the Define sales presentation task.  Close the file and do not save changes.
 Select the Define sales CREATING A TASK-BASED
SCHEDULE 72
 2.4 MANAGING MULTIPLE PROJECTS

 There may be times, when you need to manage multiple projects that
are dependent on each other. Perhaps, the task in the project plan
directly affect tasks in another project plan.

 For example, a major construction project might be made up of

smaller projects. That are being managed by a different project
managers, but still using the same resources.

 This creates relationships between the task in the various project

plans. Fortunately, Microsoft Project enables you to connect projects
to one another. So you can easily manage these inter-dependencies.

CREATING A TASK-BASED
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 2.4.01 LINKED PROJECTS

 Just like you can link tasks within a project

plan, you can also link tasks from separate
project files or link whole project files to one
another. Linking projects or tasks in
different project plans establishes a
relationship between the files.

CREATING A TASK-BASED
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 2.4.02 MASTER PROJECTS AND SUBPROJECTS

 A master project is a project that is linked to one or more smaller

subprojects. Conversely, a subproject is a project that is linked to a larger
master project. If you are managing a large, complex project that is comprised
of several smaller, related projects, you might find it easier to create a project
plan for each of the small projects and combine them into a master project
plan.
 For example, the master project Moonshot.mpp might be composed of the
following subprojects:
 Launch from Earth.mpp
 Travel from Earth to Moon.mpp
 Land on Moon.mpp
 Explore Moon.mpp
 Launch from Moon.mpp
 Travel from Moon to Earth.mpp
 Land on Earth.mpp

CREATING A TASK-BASED
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 2.4.02 MASTER PROJECTS AND SUBPROJECTS

 One of the advantages of combining your subprojects into a master project is

that it allows you to view all of your resources across all of your projects and
make sure that they are not overallocated.
 To link a subproject to a master project, select the Insert
Subproject command from the Insert command group on the Project tab.

Note: To insert a subproject into a master project, you need to be in a task-

related view such as Gantt Chart or Task Usage. If you are in any other
type of view, such as Calendar or Team Viewer,
the Insert Subproject command will be inactive.

CREATING A TASK-BASED
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 2.4.03 INSERT SUBPROJECT OPTIONS

 When you select the Insert Subproject command, the Insert Project dialog
box opens.

CREATING A TASK-BASED
SCHEDULE 77
 2.4.03 INSERT SUBPROJECT OPTIONS

 From here, you will navigate to and select the file that you want to insert as a
subproject, and then choose from one of three options for establishing a link
between the subproject and master project files.
Option Description
Link to Establishes a two-way link between the
project and Insert subproject and the master project.
Changes made in either file will be updated
in the other file.

Link to Establishes a one-way link between the

project and Insert subproject and the master project.
Read-Only Changes made in the subproject file will be
updated in the master project file, but
changes made in the master project file will
not be updated in the subproject file.

CREATING A TASK-BASED
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 2.4.03 INSERT SUBPROJECT OPTIONS

 From here, you will navigate to and select the file that you want to insert as a
subproject, and then choose from one of three options for establishing a link
between the subproject and master project files.
Option Description
Insert Does not establish a link between the
subproject and master project. Instead, a
copy of the subproject data is simply
inserted into the master project file, and
changes made in either file will not be
updated in the other file.

CREATING A TASK-BASED
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 2.4.04 DEPENDENCIES BETWEEN LINKED PROJECTS
 When subprojects are linked to a master project, you can establish dependencies
between the tasks of the subprojects or between the tasks of the master project and its
subprojects. These relationships are established exactly as they are done for an
individual project, using the Link the Selected Tasks command. However, if you link
tasks between tasks in different projects, it is important to remember that changes you
make to a linked task will affect its successors—even if those successors exist in
another project file.

CREATING A TASK-BASED
SCHEDULE 80
2.4.05 HOW TO LINK PROJECT PLANS

CREATING A TASK-BASED
SCHEDULE 81
 2.4.05 HOW TO LINK PROJECT PLANS

Here are the general steps you will take Create a Dependency Between
to link projects to one another. Tasks in Different Subprojects
Insert a Subproject into a Master  To create a dependency between tasks
Project in different subprojects:
To insert a subproject into a master project:  Make sure both subprojects are inserted
into the master project.
 Make sure you are in a task-related
view.  Expand both subprojects to display the
tasks comprising each project.
 In the Insert group of the Project tab on
the ribbon, select the Insert  Select the task in one subproject that
Subproject button. you wish to be the predecessor.
 Navigate to the location of the  While holding the Ctrl key, select the
subproject file and select it to insert it. task in the other subproject that you
wish to be the successor.
 In the Schedule group of the Task tab
on the ribbon, select the Link the
Selected Tasks button.

CREATING A TASK-BASED
SCHEDULE 82
 2.4.06 ACTIVITY - LINKING PROJECT PLANS
Data Files:
To complete this lab, you must first download the
following data
file: My_Trey_Slide_Presenter_Tasks_a1.mpp
AND Contractor_Selection(1).mpp
Scenario
You have decided to use a contractor for the
engineering phase of your Trey Slide Presenter
project, and the Trey Research PMO has made
available a Microsoft Project file that contains the
steps to select such a contractor. You want to
incorporate these steps into your project, and you
decide to create a master project that includes two
sub-projects, the slide presenter project and the
contractor selection project.
Create a new blank project and set it up
for your use.
 From the New page, select Blank Project.
 Set the project’s scheduling mode and start
date.
 From the Project tab on the ribbon,
CREATING A TASK-BASED
SCHEDULE
select Project Information. Set the Start
date to August 1, 2016
 Ensure that the Schedule
from drop-down list is set to Project
Start date.
 Select OK.
 Set the Task Mode so all new tasks are
auto scheduled.
 On the Status Bar below the Gantt
Chart, select New Tasks: Manually
Scheduled and change it to New
Tasks: Auto Scheduled.
 Show the Project Summary Task.
 On the ribbon, select
the Format tab.
 In the Show/Hide group, select
the Project Summary Task check
box.
 Save the file in the a folder, and name
it My_Trey_Slide_Presenter_with_Cont
ractor(1).mpp
83
 2.4.06 ACTIVITY - LINKING PROJECT PLANS
Insert two subprojects into the master
project you just created.
 Insert the first subproject into the master
project.
 Select the Task Name cell in the first
blank row below the Project
Summary task.
 In the Insert group of the Project tab,
select Subproject.
 If necessary, navigate to the Create a
Project Schedule folder and insert the
file My_Trey_Slide_Presenter_Tasks_a
1.mpp.
 Expand the tasks in the subproject by
selecting the open triangle next to
the Task Name in the second row.
 Insert the second subproject into the master
project.
 Select the Engineering task name in the
CREATING A TASK-BASED
SCHEDULE
task list.
 In the Insert group of
the Project tab, select Subproject.
 From the Create a Project
Schedule folder, insert the
file Contractor_Selection(1).mpp.
 Select
the Contractor_Selection task
name, and in the Schedule group of
the Task tab, select the
green Outdent arrow.
 Expand the tasks in the subproject
by selecting the open triangle next
to Contractor_Selection task name
in the second row. The subproject is
then parallel to
the Marketing and Engineering su
mmary tasks, and below the Define
internal communications
needs task.
84
 2.4.06 ACTIVITY - LINKING PROJECT PLANS

Create dependencies between tasks in

different projects.
 Select the Define internal
communication needs task name, hold
the Control key, and select the Write
Statement of Work task name.
 In the Schedule group of the Task tab,
select the Link the Selected
Tasks button.
 Select the Select contractor task name,
hold the Control key, and select
the Align product release timing with
marketing plan task name.
 In the Schedule group of the Task tab,
select the Link the Selected
Tasks button.
 Save the file, but do not save changes
to My_Trey_Slide_Presenter_Tasks_a1.mpp
or to Contractor_Selection(1).mpp.

CREATING A TASK-BASED
SCHEDULE 85
 2.5 SUMMARY

 The most important components of any project plan are the specific tasks,
that must be completed in order to achieve the desired outcome for a
project. As the project manager it's your responsibility, to create and
manage these tasks, and organize them into a structured time-bound
schedule, that is achievable.
 In this module, you have performed all the tasks necessary to create a task
balanced schedule.
 You created a project schedule made up of tasks in their relevant details.
You created and modified at work breakdown structure as a way to organize
your tasks in a manageable manner and you linked related project plans to
help you manage multiple projects simultaneously.
 By performing all these tasks in Microsoft project, you'll be able to create a
project schedule, that reflects the specific parameters of your project tasks
and time frames to help ensure a successful execution and completion.

CREATING A TASK-BASED
SCHEDULE 86
 2.6 MODULE ASSESSMENT TEST 2

Complete the following multiple choice assessment questions to test your knowledge
about the concepts you just learned.

# QUESTION ANSWER PASS FAIL

(1) (0)
1 Which of the following terms refers to an overlap
in time between the predecessor task and the
successor task?
A. Task Constraint
B. Dependency
C. Lag Time
D. Lead Time
2 Which of the following commands will display a
notification in the Indicators field for any tasks
that have problems that may affect the project’s
finish date?
A. Show Warnings
B. Show Suggestions
C. Show Ignored Problems
D. View Task Information CREATING A TASK-BASED
SCHEDULE 87
 2.6 MODULE ASSESSMENT TEST 2

Complete the following multiple choice assessment questions to test your knowledge
about the concepts you just learned.
# QUESTION ANSWER PASS FAIL
(1) (0)
3 Which of the following terms refers to the latest
possible time by which a task, phase, or project
must be completed?
A. Duration
B. Constraint
C. Deadline
D. Milestone
4 What is the name of the Microsoft Project feature
that allows you to enter tasks with or without
specific task information for durations, start dates,
or end dates, in order to create a schedule that
documents estimations and assumptions for a
project?
A. Manually Scheduled Tasks
B. Auto Scheduled Tasks
C. User-Controlled Scheduling
D. User-Defined SchedulingCREATING A TASK-BASED 88
SCHEDULE
 2.6 MODULE ASSESSMENT TEST 2

Complete the following multiple choice assessment questions to test your knowledge
about the concepts you just learned.
# QUESTION ANSWER PASS FAIL
(1) (0)

5 In which type of dependency does the

predecessor task need to begin before the
successor task can end?
A. Finish-to-Start (FS)
B. Start-to-Start (SS)
C. Finish-to-Finish (FF)
D. Start-to-Finish (SF)
6 Which command would you use to view the
dependencies that exist between tasks in projects
that have been linked to one another?
A. Project Information
B. Zoom Entire Project
C. Compare Projects
D. Links Between Projects

CREATING A TASK-BASED
SCHEDULE 89
 2.6 MODULE ASSESSMENT TEST 2

Complete the following multiple choice assessment questions to test your knowledge
about the concepts you just learned.
# QUESTION ANSWER PASS FAIL
(1) (0)
7 When you are inserting a subproject into a master
project, which of the following options would you
select to establish a two-way link between the two
projects, so that changes made to the subproject
will be reflected in the master project and vice
versa?
A. Link the Selected Tasks
B. Link to project and Insert
C. Link to project and Insert Read-Only
D. Insert
8 Which of the following terms refers to a specific
point in your project, such as important
deliverable or end of a phase?
A. Milestone
B. Summary task
C. Deadline
D. Linked task CREATING A TASK-BASED
SCHEDULE 90
 2.6 MODULE ASSESSMENT TEST 2
Complete the following multiple choice assessment questions to test your knowledge
about the concepts you just learned.
# QUESTION ANSWER PASS FAIL
(1) (0)

9 Which of the following terms refers to the amount

of working time it will take to perform a task from
start to finish?
A. Duration
B. Deadline
C. Lag Time
D. Lead Time
10 When you are inserting a subproject into a master
project, which of the following options would you
select to avoid establishing any links between the
two projects, so that changes made in either file
will not be reflected in the other?
A. Link the Selected Tasks
B. Link to project and Insert
C. Link to project and Insert Read-Only
D. Insert
CREATING A TASK-BASED
SCHEDULE 91
Find out more about the professional bodies on their
websites
ISU at www.surveyorsofuganda.org
AAQS at www.aaqs.org
ICMS at www.icms-coalition.org
ICEC at www.icoste.org
RICS at www.rics.org

CREATING A TASK-BASED
SCHEDULE 92