MS Project

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Intro to MS Project

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Introduction to MS Project - tasks
MS Project makes managing projects easier as the different tasks can be inputted and
tracked throughout the project lifetime. MS Project also creates schedules and work
plans that can include the entire project, or be tailored to a specific person or resource.
MS Project as well as tracking the progress performs cost analysis, so reports on the
project process and comparisons to targets can be quickly generated. MS Project,
therefore, is useful for communicating responsibility and for giving the project team
visibility of the project progress.

MS Project Opening Screen
MS Project looks like a combination of a spreadsheet on the left and a drawing program
on the right. The spreadsheet side lists the tasks and their durations (more information
will need to be added by clicking on the task, e.g. resources, dependencies etc.). The
diagram side automatically creates a Gantt chart. The key benefit of MS Project over
using a spreadsheet, is that you when enter and/or modify data all the diagrams are
automatically created.

Before entering the tasks into MS Project, you need to enter the overall project
information, by going to Project/Project Information.
In project information, the first decision to make is whether you are setting a finish date
and thus scheduling back from this date or a start date and scheduling forward.
 If you select a finish date, MS Project will work out the start date by calculating
back based on the durations you set, the latest start time and give a project start
date.
are date, MS Project will calculate forward based on the
 If you selectTasks
a start
entered here
A Gantt chart
durations you (double-click
set and give
you a finish date.
to
add detail)

Calendar also needs to be set, give the broadest calendar across
later set up calendars for resources.

will be
automatically
resources
created here. as

you will

The Project Information Dialog Box (Project/Project Information)

Set the calendar

Decide on whether to
schedule from the start
or from the finish date

Entering Tasks into MS Project
As in Excel you simply type in the task name and then select the duration, e.g. one of the
tasks in the brochure is to “Create the brochure”. This task is made up of many different
tasks, e.g., etc. These tasks also can be added to the task list. In order to indicate that
these are sub-tasks of “Create the brochure”, you need to indent the tasks, using the
indenting toolbar:

The main task “Create the brochure”, now appears in bold, and the sub-tasks are
indented. You can just show the main task or all tasks by clicking on the – or + buttons
respectively.

Click on the + to
show all tasks
or the – to just
show the main
task

Main task in
bold, sub tasks
indented.

In order to create a meaningful Gantt chart, network diagram or to be able to track
resources etc more information will need to be added. Double-clicking on the task, opens
up the Task Information dialog box.

Task information Dialog box

General – The duration is by default in days, to enter other time increments, use the
following: m for minutes; h for hours; d for days; w for weeks; and mo for
months.
Predecessors – List here the dependencies, e.g. Finish-to-start is for tasks that must
be completed before this task can commence. You can also set a lag (if there is to be a
delay after the task or if the task can start a while before its predecessor finishes).
Resources – You state which resources will be needed on the task – more on this next
week.
Advanced options – You can set further constraints etc. and the task type.

Milestones - To set up a milestone, simply set task duration of 0.
Recurring tasks - Some tasks will be recurring, e.g. you may wish to enter a
weekly project meeting in, so that it appears in everyone’s calendar.
Changing the calendar to suit the overall project
You can change the calendar for the whole project (and for individual resources). To
change the calendar, go to File/Options and then click at Schedule, here you can set

the starting times of the working day, etc. If you need to set more information than this,
e.g. if you company works a longer day than 8 hours or if you have a half-day on
Friday, you should set up a new calendar. Go to Project/Changing Working Time and
click on Create New Calendar…, you can base your calendar on any of the 3 calendars,
give it a name you will remember and then you can edit the working times.

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