How to create cash flow in microsoft project 2013

Microsoft Official Academic Course

Microsoft Project 2013

Microsoft® Official Academic Course

Microsoft® Project 2013

Credits

EDITOR Bryan Gambrel DIRECTOR OF SALES Mitchell Beaton EXECUTIVE MARKETING MANAGER Chris Ruel MICROSOFT STRATEGIC RELATIONSHIPS MANAGER Gene Longo of Microsoft Learning eXperience EDITORIAL PROGRAM ASSISTANT Allison Winkle SENIOR PRODUCTION AND MANUFACTURING MANAGER Janis Soo ASSOCIATE PRODUCTION MANAGER Joel Balbin CREATIVE DIRECTOR Harry Nolan COVER DESIGNER Tom Nery PHOTO EDITOR Felicia Ruocco TECHNOLOGY AND MEDIA Wendy Ashenberg

Cover Photo Credit: Getty Images, Inc.

This book was set in Garamond by Aptara, Inc. and printed and bound by Bind Rite Robbinsville. The covers were printed by Bind Rite Robbinsville.

Copyright © 2013 by John Wiley & Sons, Inc. All rights reserved.

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ISBN 978-047-0-13312-5

Printed in the United States of America

10 9 8 7 6 5 4 3 2 1

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| iii

Wiley’s publishing vision for the Microsoft Official Academic Course series is to provide students and instructors with the skills and knowledge they need to use Microsoft technology effectively in all aspects of their personal and professional lives. Quality instruction is required to help both educators and students get the most from Microsoft’s software tools and to become more productive. Thus our mission is to make our instructional programs trusted educational companions for life.

To accomplish this mission, Wiley and Microsoft have partnered to develop the highest quality educational programs for Information Workers, IT Professionals, and Developers. Materials created by this partnership carry the brand name “Microsoft Official Academic Course,” assuring instructors and students alike that the content of these textbooks is fully endorsed by Microsoft, and that they provide the highest quality information and instruction on Microsoft products. The Microsoft Official Academic Course textbooks are “Official” in still one more way – they are the officially sanctioned courseware for Microsoft IT Academy members.

The Microsoft Official Academic Course series focuses on workforce development. These programs are aimed at those students seeking to enter the workforce, change jobs, or embark on new careers as information workers, IT professionals, and developers. Microsoft Official Academic Course programs address their needs by emphasizing authentic workplace scenarios with an abundance of projects, exercises, cases, and assessments.

The Microsoft Official Academic Courses focus on real skills for real jobs. As students work through the projects and exercises in the textbooks, they enhance their level of knowledge and their ability to apply the latest Microsoft technology to everyday tasks. These students also gain resume-building credentials that can assist them in finding a job, keeping their current job, or in furthering their education.

The concept of lifelong learning is today an utmost necessity. Job roles, and even whole job categories, are changing so quickly that none of us can stay competitive and productive without continuously updating our skills and capabilities. The Microsoft Official Academic Course offerings, and their focus on Microsoft certification exam preparation, provide a means for people to acquire and effectively update their skills and knowledge. Wiley supports students in this endeavor through the development and distribution of these courses as Microsoft’s official academic publisher.

Joe Heider General Manager and Senior Vice President

Foreword from the Publisher

www.wiley.com/college/microsoft or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)

Welcome to the Microsoft Official Academic Course (MOAC) program for Microsoft Project 2013. MOAC represents the collaboration between Microsoft Learning and John Wiley & Sons, Inc. publishing company. Microsoft and Wiley teamed up to produce a series of text- books that deliver compelling and innovative teaching solutions to instructors and superior learning experiences for students. Infused and informed by in-depth knowledge from the crea- tors of Microsoft Project and Windows, and crafted by a publisher known worldwide for the pedagogical quality of its products, these textbooks maximize skills transfer in minimum time. Students are challenged to reach their potential by using their new technical skills as highly productive members of the workforce.

Because this knowledgebase comes directly from Microsoft, creator of Microsoft Project 2013, you are sure to receive the topical coverage that is most relevant to students’ personal and pro- fessional success. Microsoft’s direct participation not only assures you that MOAC textbook content is accurate and current; it also means that students will receive the best instruction possible to enable their success in the workplace.

The Microsoft Official Academic Course Program The Microsoft Official Academic Course series is a complete program for instructors and institu- tions to prepare and deliver great courses on Microsoft software technologies. With MOAC, we recognize that, because of the rapid pace of change in the technology and curriculum devel- oped by Microsoft, there is an ongoing set of needs beyond classroom instruction tools for an instructor to be ready to teach the course. The MOAC program endeavors to provide solutions for all these needs in a systematic manner in order to ensure a successful and rewarding course experience for both instructor and student – technical a nd curriculum training for instructor readiness with new software releases; the software itself for student use at home for building hands-on skills, assessment, and validation of skill development; and a great set of tools for delivering instruction in the classroom and lab. All are important to the smooth delivery of an interesting course on Microsoft software, and all are provided with the MOAC program. We think about the model that follows as a gauge for ensuring that we completely support you in your goal of teaching a great course. As you evaluate your instructional materials options, you may wish to use the model for comparison purposes with available products.

Preface

iv | www.wiley.com/college/microsoft or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)

Illustrated Book Tour

Pedagogical Features

Many pedagogical features have been developed specifically for Microsoft Official Academic Course programs. Unique features of our task-based approach include a Lesson Skill Matrix Workplace Ready, and Step by Step exercises; and three levels of increasingly rigorous lesson- ending activities: Competency, Proficiency, and Mastery Assessment.

Presenting the extensive procedural information and technical concepts woven throughout the textbook raises challenges for the student and instructor alike. The Illustrated Book Tour that follows provides a guide to the rich features contributing to Microsoft Official Academic Course program’s pedagogical plan. Following is a list of key features in the lessons, which are designed to prepare students for success on the certification exams and in the workplace:

• Lesson Skill Matrix: Each lesson begins with a lesson skill matrix. This feature outlines all the topics covered in the lesson.

• Business Cases: Each lesson features a real-world business case scenario that places the software skills and knowledge to be acquired in a real-world setting.

• Software Orientation: Every lesson includes a software orientation. This feature pro- vides an overview of the software features students will be working with in the lesson. The orientation will detail the general properties of the software or specific features, such as a ribbon or dialog box, and it includes a large, labeled screen image.

• Step-by-Step Instructions: Concise and frequent step-by-step instructions teach stu- dents new features and provide an opportunity for hands-on practice. Numbered steps give detailed instructions to help students learn software skills. The steps also show results and screen images to match what students should see on their computer screens.

• Illustrations: Screen images provide visual feedback as students work through the exercises. The images reinforce key concepts, provide visual clues about the steps, and allow students to check their progress.

• Button Images: When the text instructs a student to click a particular button, an image of that button is shown in the margin or in the text.

• Key Terms: Important technical vocabulary is listed at the beginning of the lesson. When these terms are used later in the lesson, they appear in bold italic type and are defined. The Glossary contains all of the key terms and their definitions.

• Reader Aids: Engaging point-of-use reader aids, located throughout the lessons, tell students why this topic is relevant (The Bottom Line), provide students with helpful hints (Take Note), show alternate ways to accomplish tasks (Another Way), or point out things to watch out for or avoid (Troubleshooting). Reader aids also provide additional relevant or background information that adds value to the lesson.

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vi | Illustrated Book Tour

• Skill Summary: Each lesson ends with a recapping of the skills covered in the lesson.

• Knowledge Assessment: Provides a total of 20 questions from a mix of True/False, Fill-in-the-Blank, Matching, or Multiple Choice, testing students on concepts learned in the lesson.

• Competency, Proficiency, and Mastery Assessment: Provide three progressively more challenging lesson-ending activities.

• Circling Back: These integrated projects provide students with an opportunity to renew and practice skills learned in previous lessons.

• Online Files: The student companion website contains the data files needed for each lesson. These files are indicated by the icon in the margin of the textbook.

www.wiley.com/college/microsoft or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)

Illustrated Book Tour | vii

Lesson Features

Lesson Skill Matrix

Key Terms

Step-by-Step Exercises

The Bottom Line

Another Way Reader Aid

59

3 Resource and Task Assignments

LESSON

As the video production manager at Southridge Video, you are working on a new music video for Don Funk, an up-and-coming singer/songwriter. You fi rst mapped out the initial tasks in the project, then identifi ed the resources needed to complete the tasks in the project. Now you need to put the two together. When you make assignments (link resources and tasks), Microsoft Project 2013 can provide several key pieces of information including: who is working on what tasks and when; if the resources are available when you need them to be, or are over-allocated; and more. In this lesson, you will learn how to assign work, material, and cost resources to a task and how to use the Actions tag to affect Project’s scheduling behavior.

K E Y T E R M S actions tag assignment duration formula effort-driven scheduling units work work formula

L E S S O N S K I L L M A T R I X

SKILLS TASKS

Assigning Work Resources to Tasks Make individual resource assignments

Assign multiple resources simultaneously

Adding More Work Resource Assignments to Tasks Add work resources to a task

Add work resources to an effort-driven task

Use the Actions tag to change Project’s scheduling behavior

Assigning Material Resources to Tasks Assign a material resource to a task

Assigning Cost Resources to Tasks Assign a cost resource to a task

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42 | Lesson 2

ESTABLISH EQUIPMENT RESOURCES

USE the project schedule you created in the previous exercise.

1. In the Resource Sheet, click the next empty cell in the Resource Name column. 2. Click the Resource tab and then click the Information button in the Properties group;

the Resource Information dialog box appears.

Establishing Equipment Resources

THE BOTTOM LINE

Setting up equipment resources in Microsoft Project is very similar to setting up people resources. There are key differences, however, in the way equipment resources can be scheduled.

Establishing Equipment Resources

You don’t need to track every piece of equipment that will be used in your project. It will be helpful, though, to track equipment resources when you need to schedule and track equipment costs or when the equipment might be needed my multiple people at the same time. In this exercise, you learn how to establish the equipment resources for your project.

3. If it is not already displayed, click the General tab in the Resource Information dialog box.

4. In the Resource Name fi eld, type Digital Truck-Mounted Video Camera. 5. In the Type fi eld, select Work from the drop-down menu. Your screen should look

similar to Figure 2-5. Notice that the Resource Information dialog box contains many of the same fi elds as the Resource Sheet.

Figure 2-5

Resource Information dialog box with newly added resource

Resource name field

Resource type field

You can also activate the Resource Information dialog box by double-clicking a resource name or an empty cell in the Resource Name column.

ANOTHER WAY

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Screen Images with Callouts

File Download icon

Project Information: Sorting, Grouping, and Filtering | 143

Microsoft Project’s Sort Dialog Box In Microsoft Project, you can use the Sort dialog box to sort task or resource information in the current view by a specifi ed fi eld or fi elds (see Figure 7-1).

SO F T W A R E OR I E N T A T I O N

Sorting Data

THE BOTTOM LINE It is easiest to review and utilize data in Microsoft Project when you have it organized to fi t your needs. The simplest way to reorganize task and resource data in Project is by sorting.

SORT DATA IN A RESOURCE VIEW

GET READY. Before you begin these steps, launch Microsoft Project. OPEN the Don Funk Music Video 7M from the data fi les for this lesson. SAVE the fi le as Don Funk Music Video 7 in the solutions folder for this lesson as directed by your instructor.

1. Click the View tab, and then click Resource Sheet. The Resource Sheet view appears. The default table in the Resource Sheet view is the Entry table. However, you want to look at the cost per resource, which is not displayed in the Entry table.

2. On the ribbon, click the Tables button in the Data group and then select Summary. The Summary table appears in the Resource Sheet view.

3. Auto fi t the columns so the data can be easily read. Your screen should look similar to Figure 7-2.

Figure 7-1

Sort dialog box

The Sort dialog box enables you to select up to three fi elds for three levels of sorts within sorts, to choose whether the view should be sorted in ascending or descending order, and to indicate whether items should be permanently renumbered according to the sort.

Ascending & Descending sort options for each levelPrimary Sort

Secondary Sort

Tertiary Sort

Permanently renumber resources check box

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viii | Illustrated Book Tour

Troubleshooting Reader Aid

Summary Skill Matrix

Easy-to-Read Tables

Cross- Reference Reader Aid

20 | Lesson 1

lunch each day. Microsoft Project differentiates between working and nonworking time, so the duration of a task doesn’t always correspond to elapsed time. If you estimate that a task will take 24 hours of working time, you would enter its duration as 3d to schedule the task over three 8-hour workdays. If this task were to start at 8:00 A.M. on Thursday, it would not be completed until 5:00 P.M. on Monday. No work is scheduled on evenings or weekends because these have been defi ned as nonworking times.

You can also schedule tasks to occur over working and nonworking time by assigning an elapsed duration to a task. Elapsed duration is the total length of working and nonworking time you expect it will take to complete a task. Suppose you own an automobile body shop. In the process of repainting a car, you have the tasks “Apply rustproof undercoat” and “Apply fi rst color overcoat.” You also need a task called “Wait for undercoat to dry” because you cannot apply the color paint until the undercoat is dry. The task “Wait for undercoat to dry” will have an elapsed duration because the undercoat will dry over a contiguous range of hours, whether they are working or nonworking. If the undercoat takes 24 hours to cure, you would enter the duration for this task as 1ed (or 1 elapsed day). If you scheduled it to start at 11 A.M. on Wednesday, it would be complete at 11 A.M. on Thursday.

Table 1-1 shows abbreviations and meanings for actual and elapsed times in Microsoft Project.

Table 1-2

Abbreviations and meanings for actual and elapsed times

IF YOU ENTER THIS ABBREVIATION IT APPEARS LIKE THIS AND MEANS

m min minute

h hr hour

d day day

w wk week

mo mon month

em emin elapsed minute

eh ehr elapsed hour

ed eday elapsed day

ew ewk elapsed week

emo emon elapsed month

TROUBLESHOOTING

For most projects, you will use task durations of hours, days, and weeks. When estimating task durations, think carefully about the level of detail you want to apply to your project’s tasks. If you have a multiyear project, it is probably not practical or even possible to track tasks that are measured in minutes or hours. You should measure task durations at the lowest level of detail or control necessary, but no lower.

Although the task durations are supplied for you for the exercises in this book, you and the project team will have to estimate task durations for most real-world projects. There are a number of sources of task duration estimates:

• Information from previous, similar projects

• Estimates from the people who will actually complete the tasks

• Recommendations from people who have managed similar projects

• Professional or industry organizations that deal with the project subject ma t ter

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54 | Lesson 2

S K I L L S U M M A R Y

IN THIS LESSON YOU LEARNED: MATRIX SKILL

To establish people resources Establish individual people resources

Establish a resource that represents multiple people

To establish equipment resources Establish equipment resources

To establish material resources Establish material resources

To establish cost resources Establish cost resources

To establish resource pay rates Enter resource cost information

To adjust resource working times Establish nonworking times for an individual work resource

Establish a specifi c work schedule for a resource

To add resource notes Attach a note to a resource

Knowledge Assessment

Matching

Match the term in column 1 to its description in column 2.

Column 1

1. resource calendar

2. Max. Units

3. material resource

4. project calendar

5. cost resource

6. work resource

7. base calendar

8. availability

9. resources

10. note

Column 2

a. the maximum capacity of a resource to accomplish tasks

b. specifi es default working and nonworking times for a resource, a project, or a task

c. when and how much of a resource’s time can be assigned to work on tasks

d. the people and equipment that do work to accomplish the tasks of the project

e. the people, equipment, money, and materials used to complete the tasks in a project

f. a way of documenting information about resources, tasks, and assignments

g. consumable items used up as the tasks in a project are accomplished

h. a resource that doesn’t depend on the amount of work on a task or the duration of a task

i. the base calendar that provides default working times for an entire project

j. defi nes the working and nonworking time for an individual resource

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184 | Lesson 9

ESTABLISH A PROJECT BASELINE

GET READY. Before you begin these steps, launch Microsoft Project.

1. OPEN the Don Funk Music Video 9 M project schedule from the data fi les for this lesson.

2. SAVE the fi le as Don Funk Music Video 9 in the solutions folder for this lesson as directed by your instructor.

3. Click the Project tab. In the Schedule group, click the Set Baseline button and then select Set Baseline.

4. The Set Baseline dialog box appears. You will accept all of the default settings in this dialog box by clicking OK.

Microsoft Project saves the baseline, although there is no indication in the Gantt Chart view that anything has changed. In the next few steps, you will explore some of the changes caused by saving the baseline.

5. On the ribbon, click the View tab and then click the down-arrow under Gantt Chart. Select More Views, and the More Views dialog box appears.

6. In the More Views box, select Task Sheet and click Apply. Using this view, there is more room to see the fi elds in the table because the Gantt Chart is not shown. Now you will switch to a different table in the Task Sheet view.

7. On the ribbon, click Tables, and then click Variance. The Variance table appears. This table includes both the Scheduled and Baseline columns so that you can compare them easily. Your screen should look similar to Figure 9-2.

You will go deeper into the Set Baseline dialog box in Lesson 11. Cross

Ref

You can save up to eleven baselines in a single project schedule. The baselines are named Baseline (the fi rst baseline you would normally save) and Baseline 1 through Baseline 10. Saving multiple baselines is helpful if your project duration is especially long or if you have approved scope/schedule changes. You can save multiple baselines to record different sets of baseline values and later compare these against each other and against actual values.

TAKE NOTE*

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Take Note Reader Aid

Illustrated Book Tour | ix

Proficiency Assessment Projects

Knowledge Assessment Questions Knowledge Assessment Fill in the Blank

Complete the following sentences by writing the correct word or words in the blanks provided.

1. enables you to see on your screen what will print on paper before you print it.

2. People or organizations that might be affected by project activities are called .

3. If you have two views displayed in a combination view and want to print the view, only the view in the pane will print.

4. When previewing a view in print preview, you can change the number of pages visible by selecting either the or pages button.

5. A common activity for project managers is to information from the project schedule to share with stakeholders.

6. To add your company name so that it prints at the top of every page, use the dialog box to add the company name to the header.

7. A is a predefi ned format intended for printing Microsoft Project data.

8. A report is used to represent high-level information usually on one page.

9. If subtasks are hidden in a view, reports that contain task lists will include only tasks.

10. In a report, you can only information.

Multiple Choice

Select the best response for the following statements.

1. In a view, you can information.

a. enter

b. edit

c. print

d. All of the above are correct.

2. If assignments are hidden under tasks or resources in a usage view, what will the usage report show?

a. tasks or resources with corresponding assignment details

b. only the tasks or resources

c. only overallocated assignment details

d. it depends on how you set up the report

3. In the Print Preview window, the status bar shows “4 rows by 3 columns.” How many pages will be printed?

a. 7

b. 4

c. 12

d. 3

216 | Lesson 10

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74 | Lesson 3

Project 3-3: Offi ce Remodel Material Resources

You now need to assign material resources to tasks in your offi ce remodel project schedule.

OPEN Offi ce Remodel 3-3 from the data fi les for this lesson.

1. Open the Assign Resources dialog box using the button on the Resource ribbon. 2. Select task 9, Install drywall. 3. In the Assign Resources dialog box, assign drywall as a resource and then assign 50

units for the drywall resource.

4. In the Assign Resources dialog box, assign nails as a resource and then assign 5 units for the nails resource.

5. Close the Assign Resources dialog box. 6. SAVE the project as Offi ce Remodel Material Resources and then CLOSE the fi le.

LEAVE Project open for the next exercise.

Project 3-4: Don Funk Video – Change Project’s Behavior Using Actions tag

Although you have already assigned most of the resources for your music video, you have realized that you need to assign additional resources for a few of the tasks. You can use an Actions tag to do this.

OPEN Don Funk Music Video 3-4 from the data fi les for this lesson.

1. Select task 7, Book Musicians. 2. Activate the Assign Resources dialog box. 3. Click on Brenda Diaz, and then assign her to the task. 4. Use the Actions tag to indicate that you want to reduce the number of hours

resources work per day (units), but keep the same duration and work.

5. Close the Assign Resources dialog box. 6. SAVE the project schedule as Don Funk Actions and then CLOSE the fi le.

LEAVE Project open to use in the next exercise.

Profi ciency Assessment

Project 3-5: Don Funk Cost Resources

In this exercise, you will assign cost resources for the Don Funk Music Video.

OPEN the Don Funk Music Video 3-5 from the data fi les for this lesson.

1. Open the Assign Resources dialog box. 2. For task 6, Identify and reserve locations, assign Travel as a resource at a cost of

5000. 3. For task 18, Scene 1 vocal recording, assign Food as a resource at a cost of 250. 4. Close the Assign Resources dialog box. 5. SAVE the project schedule as Don Funk Cost Resources and then CLOSE the fi le.

LEAVE Project open for the next exercise.

Mastery Assessment

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158 | Lesson 7

Competency Assessment

Project 7-1: Sorting by Multiple Criteria

You have some additional setup work that needs to be completed before the shooting of one of the Don Funk Music Video scenes can begin. Because you will need to pay overtime (time and one-half ) for this additional work, you would like to get a volunteer who has a low standard rate. Sort your resources according to Standard Rate and Max Units so that you can make your request from the least-cost group of employees.

GET READY. Launch Microsoft Project if it is not already running.

OPEN Don Funk Music Video 7-1 from the data fi les for this lesson.

1. Click the View ribbon, then in the Resource Views group, click Resource Sheet. 2. On the ribbon, click Sort, and then click Sort by. 3. In the Sort by section select Type from the dropdown menu. Next to that, click

Descending. 4. In the fi rst Then by section, select Standard Rate from the dropdown menu. Next to

that, click Descending. 5. In the last Then by section, select Max Units from the dropdown menu. Next to that,

click on Descending. Make sure the Permanently renumber resources box is not checked. 6. Click the Sort button.

7. SAVE the project schedule as Don Funk Standard Rate Sort and then CLOSE the fi le. LEAVE Project open for the next exercise.

Project 7-2: Apply HR Filter

You are reviewing your project schedule for hiring a new employee. You want to specifi cally review the staff members from the Human Resources (HR) department who are involved with this project. You need to apply a fi lter that will screen out any staff except HR. OPEN Hiring New Employee 7-2 from the data fi les for this lesson.

1. Click the View ribbon and then click Resource Sheet. 2. Click the down-arrow in the Group column heading, point to Filters and then click

[Custom . . .]. 3. In the Group section, select contains from the dropdown list in the fi rst box if it is

not already visible. In the adjacent box, type HR. 4. Click the OK button.

5. SAVE the project schedule as Hiring New Employee HR Filter and then CLOSE the project schedule.