Microsoft Office Project 2010

Essential Level
Jason Wong
MCT, MCSE, MCSA, MOS SCSA,SCNA, SCT, CCNA,
CCNP, CCSI LPI-1 & 2, RHCE, IBM AIX expert
Course Objectives

Module 1 : Introduction
Module 2 : Planning the Project
Module 3: Task Entry and Task Linking
Module 4: Resources and Resource Management
Module 1 : Introduction
 Start Project 2010.
 Note the difference between Project Standard and Project
Professional editions and the new features available.
 Open a Project File.
 Use the ribbon interface and the new Timeline view.
 Change the View of a Project.
 Understand terms and procedures in project management and
planning.
Fundamental of Project Management

 Projects – What are they?

• Inter-related tasks to achieve a goal
• Require resources to complete
• Within a certain time frame
 Complex or Simple
• Task link to Task
• Project link to project
Why use Project Management Software?
 Scheduling
 Cost Control
 Budget Management
 Resource Allocation
 Collaboration Software
 Communication
 Quality Management
 Documentation
Getting to know Microsoft Office Project 2010

 Is management program

 Manages schedules

 Manages resources
New Features and Edition Comparison

Professio
Standard
nal

Project Server
 Starting Project
 Getting Help
 Ms Project – The Screen
 Quick Access Toolbar
 The Ribbon
 The Timeline
 Entry Bar
 Views and Tables
 Status Bar
 Scroll Bar
The Screen
View Ribbon / Tab
View and Change the Project Information
The Stages of Project Management

 Defining the Project

 Plan/Design Project
 Determine Dependencies and Constraint
 Monitoring and Adjusting
 Track Progress
 Evaluation
 Reporting
How MS Project Helps…

Input Output
(Schedule)
Task Information
Task Name Gantt
Duration The “Black Box” Network Diagram
Task Relationships (algorithm) Resource Graph
Fixed Costs
Constraints

Resource
Information
Who
Availability
Cost
How MS Project Helps…
Summary Task

Delay Total Slack

EA SS Task A SE LE

Predecessor Task
Free Slack

Task B

Successor Task
EA The earliest possible time a task can start.
SS The scheduled start time of the task.
SE The scheduled end time of the task.
LE The latest possible time a task can end.
A Work Breakdown Structure (WBS)
Project Management Terminology

Critical
Float
Path
ASAP Lead/Lag Milest WBS Code
Baseli
ne
Cost
Variance PERT ALAP one Loading
Uniform)
Module 2 : Planning the Project

 Define your own project.

 Start to use MS Project.
 Amend and create project calendars.
 Save and close projects.
Defining the Project

 Setting out the Goal

 Identify major phases of Project
 Create tasks that represent a logical sequence of steps
 Collect necessary information you need to define the
project’s scope.
Planning …

 Plan tasks and resources

 Resources
 People, material, Machine or Equipment
 Get input from team members to make sure you’re using
the right combinations
 Create different plans – if time permits
Dependencies and Constraints…

 Dependencies
• Relationship between tasks that affect timing of
the project.
 Constraints
• Determine when a task must begin or end in
order to meet the deadline
• As soon as possible is the default
Monitoring and Adjusting

 An overview of your project schedule, once your

planning is complete
 Can have up to 11 different baselines that you
can track
 Helps determine whether or not your initial
planning goes as plan
 Sets a starting point for future project
Set Critical Path

 Outlines all critical tasks

 These are the tasks that will cause a project
deadline to delay if they slip
 Must be managed well to guarantee the success
of the entire project
 Project 2010 can helps to navigate and explore
this CPM every effectively.
Track Progress

 Important to keep project on track

 Planning is only the beginning – Tracking
progress is the key to project management.
 Solidify your tracking methods prior to starting the
project to avoid frustation – as to who tracks what
where and when.
Final : Reporting…

 Reports are generated automatically as when

task, resources, costing and etc. are entered into
the project.
 Report can be printed or shared across network
 Project 2010 has many pre-set reports
 Customization of reports are available too
Define the Project Start Date / End Date
Defining Working / Non Working Hours
Create New Calender

Shift Start End

Morning 6am 10am
Break 10am 11am
Morning 11am 3pm
Evening 3pm 7pm
Break 7pm 8pm
Evening 8pm 12am
Saving Project Files…

 A File name can contain up to 255 characters and will

automatically be given a file extension of .mpp.
 If you open a project created in a previous version, it will open
in compatibility mode and when you save it, it will be saved in
the previous file format.
 Click the File tab and choose Save As if you amend or update
a project and wish to save a separately named copy of it.
 Save as Project Template
 Save as PDF Format / XPS Format
Module 3: Task Entry and Task Linking
 Understand the new Task Mode and how it affect the project
schedule
 Enter, Delete and Edit Tasks.
 Link Tasks.
 Create a project outline using summary and subtasks
 Insert milestone and recurring tasks
 Understand how constraints and deadlines impact tasks
 Use automatic features including AutoCorrect and AutoFill
Creating Tasks

 The Title
 The Objective of the Task
 The time required to complete the task.
(Give an optimistic and pessimistic estimation.)
 A note of any previous task or tasks that are associated with
this task.
 The immediate subsequent tasks.
 The resource(s) that are required to complete the task.
 Any time constraints that apply.
Entering a Task Duration
Min = Minutes
Hr = Hours
D = Days
W = Weeks
M = Months
0 days = Milestone

? = Estimated
E prefix = Elapsed Time
Inserting a Task and Summary Task

Like Microsoft Excel, when editing an entry in a

cell the field entry bar is active and you can
choose or
Task Information Dialog Box
Deleting Task and Undo Changes
 By pressing del button
 Clear a cell
 Restore default value
 To remove a Task
 Click on Task ID, press del button
 Combination key Ctrl Minus
 Undo level limited to 20 changes [default]
Moving and Copying Tasks
 To Move
 Drag and Drop
 Cut and Paste
 To Copy
 Ctrl + Drag and Drop
 Copy and Paste
 AutoFill , AutoComplete, and AutoCorrect
Milestone in Project
 The end of a stage
 Marks the completion of work package or phase
 Signify an important decision made
 With PERT or CPM, more accurately determine whether or not
the project is on schedule.
Recurring Tasks
Other Tasks’s Options

 Adding a Note
 Cell Formatting
 Roll up Bars
 Manual or Automatic Scheduling
 Scheduling Ignore Resource Calendars
Task Relationships and Type of Links

 Predecessor
 Successor
 Four linkage types
• Finish to Start (FS)
• Start to Start (SS)
• Finish to Finish (FF)
• Start to Finish (SF)

 Lag and Lead Time

 Splitting Tasks
Creating Constraints for Tasks
Constraint type Description

As Late as Possible Starts the task as late as possible, depending on other task constraints and relationships. You do
not need to enter a date to use this constraint
As Soon as Possible Starts the task as soon as possible, depending on other task constraints and relationships. You
do not need to enter a date to use this constraint. This is the default and is equivalent to having
no constraint

Finish No earlier than Constrains the task to finish on or after the date that you enter in the Date box. You can manually
enter this constraint by typing a date in the Finish field in the Gantt table

Finish no later than Constrains the task to finish on or before the date that you enter in the Date box

Must Finish on Constrains the task to finish on the date that you enter in the Date box.

Must Start On Constrains the task to start on the date that you enter in the Date box.

Start No Earlier than Constrains the task to start on or after the date that you enter in the Date box. You can manually
enter this constraint by typing a date in the Start field
Start No Later than Constrains the task to start on or before the date that you enter in the Date box
Resolving Scheduling Conflicts

Manual vs Automatic Scheduling

Respect Links
Inspect Tasks
Move Tasks
Setting a deadline on a task
Module 4: Resources and Resource Management
 An understanding of the various information required to enter
resources
 Assigned resources to the tasks
 Changed individual resource calendars/availability
 Modified task assignments
 Completed the end of the design and planning stage and
baselined the project.
Creating Resources

 You are able to track the whereabouts of resources

 You can identify potential resource shortages or overallocation
that could force you to miss scheduled deadlines and which, in
turn, could possibly extend the duration of your project.
 You can identify under-utilised resources – and if you reassign
these resources, you may be able to shorten the project’s
duration.
 Project uses a resource calendar to automatically schedule the
working / non-working times of a resource
 Overallocated resources will show red person icon
Entering Resources
Resource Availability Dates
Assign Resources
Entry Table > Resource Names Field
Using Task Information
Using Resource Ribbon > Assign Resources Box
Understanding How Cost per use is calculated

For example allocating Peter Pan with Max Units = 100%,

Standard Rate of Rm100/hr to a 5 day task. Total Cost will
result in the following

Duration 5 day
Work 5 * 8 hours
= 40 hrs
Total Cost 100% * 100/hr * 40 hrs
= RM4000
Understanding How Total Cost is calculated

For example allocating a Peter Pan with Max Units = 50%,

Standard Rate of Rm100/hr to a 5 day task. Total Cost will
result in the following

Duration 5 day
Work 40 hours
Total Cost 50% * 100/hr * 40 hrs
= RM 2000
Understanding How Total Cost is calculated

For example allocating a Samuel with Max Units = 75%, Standard

Rate of Rm100/hr and Cost/Use = RM500 to 2 days task. Total
Cost will result in the following
Duration 2 days
Work 16 hours
Total Hourly Cost 75% * 100/hr * 16 hrs
= RM1200
Cost/Use 75% * Rm500
= RM 375
Total Cost RM1200 + RM 375
= RM 1575
Understanding How Total Cost is calculated

For example allocating a Resource with Units = 500%, Standard

Rate of Rm30/hr to 3 days task. Total Cost will result in the
following
Duration 3 days
Work 3 * 8 hours
= 24 hrs
Total Hourly Cost 500% * 30/hr * 24 hrs
= RM 3600
Understanding How Total Cost is calculated

For example allocating Samuel and 10 workers to a 5 days Task..

Total Cost will result in the following

Duration 5 days
Work 5 * 8 hours
= 40 hrs
Total Hourly Cost for 1000% * 30 /hr * 40 hrs
Workers = RM 12000
Total Hourly Cost + (100% * 100 /hr * 40 hrs) +
Cost/Use for Samuel RM500
= RM 4500
Total Cost RM12000 + RM 4500
= RM16500
Understanding How Overtime Rate is calculated
For example allocating Samuel Angel to a 10 days task and ask to
work for 40 hrs OT with Std Rate – 100/hr Ovt Rate – 150/hr.
Total Cost will result in the following
Duration 10 days
Ovt Work 40 hrs
Shorten New 10 d – ((40h / 80h )* 10 d)
Duration = 5 days
Total Cost (Normal Hrs*Std Rate)+(OT Hrs*OT Rate)+(Cost/use)
(40*100) + (40*150) + (500)
= 4000 + 6000 + 500
= RM 10500
Team Planner (New Features in 2010)
More Resources Options

 Assigning Additional Resources to reduce task duration

 Effort Driven and Manually Scheduled
 Fixed Duration / Fixed Units / Fixed Works
 Update the Task Completion Percentage
Baseline / Interim Plan
 Save Baseline / Interim Plan
 View Baseline / Interim Plan
 Clear Baseline / Interim Plan
 Manually Modify Baseline / Interim Plan
 Saving and Viewing Multiple Baseline / Interim Plan
Microsoft Office Project 2010
Essential Level – The End
Jason Wong
MCT, MCSE, MCSA, MOS SCSA,SCNA, SCT, CCNA,
CCNP, CCSI LPI-1 & 2, RHCE, IBM AIX expert