PROJECT

PREP
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7
Steps to Create a Schedule in Microsoft Project
It’s easy to create a schedule in Microsoft Project! You can put a simple one together
in about 15 minutes. To get you started, here are the most important steps.

1. List Project Activities

o List the activities of the project in the “Task Name” column.
o Group the activities (in some meaningful way) using indentation.
o Set the “Task Mode” column to “Auto-Schedule” for all activities.

2. Set Durations (Time)

o Add the time required to finish an activity in the “Duration” column.
o You should add durations for ALL lowest-level activities – and only those.
o Update the “Start Date” in the “Project Information” (on the “Project” ribbon tab).

3. Add Predecessors
o Predecessors are activities that come before another. (e.g. Writing before editing.)
o You should add predecessors for ALL lowest-level activities – except the first.
o (Lowest-level activities are those that are indented the farthest and are NOT bold.

4. Assign Resources
o Go to the “Resource Sheet” and add your labor and material resources (and rates).
o Go back to the “Gantt Chart” and add resources to the “Resource Name” column.
o You should add resources for ALL lowest-level activities – and only those.

5. Add Fixed Costs

o Insert the “Cost” column. (This sums fixed and variable costs.)
o Insert the “Fixed Cost” column and add any fixed costs to the activities.
o (Because you already assigned resources, variable costs are auto-calculated.)

6. Set the Baseline

o The “baseline” is the plan for the project. You will compare this to your actuals.
o Under the “Project” tab, select “Set Baseline.” Baseline the “entire project.”
o This will populate the “Baseline Start” and “Baseline Finish” columns.

7. Update Status
o Insert the “% Complete” column and update in progress or complete activities.
o Update the “Status Date” in the “Project Information” (on the “Project” ribbon tab.)
o You should update project status on a regular basis.