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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| 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
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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.
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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.
PAUSE. LEAVE Project open to use in the next exercise.
Profi ciency Assessment
Project 7-3: Resource Groups by Standard Rate for Don Funk Music Video
You are working on employee reviews and pay increases for your staff for the upcoming year. You have decided it would be benefi cial to be able to look at the standard rate variation within resource groups working on this project. You need to set up a custom group that will enable you to do this. OPEN Don Funk Music Video 7-3 from the data fi les for this lesson.
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Competency Assessment Projects
x | Illustrated Book Tour
Circling Back Exercises
198 | Lesson 9
Project 9 - 5 : Offi ce Remodel Task Delay
You have just been informed that while the plumber was re-running the pipes for the offi ce lunchroom remodel, a pipe burst and the fl oor was fl ooded with several inches of water. It will take a week to clean and dry the water damage. You need to reschedule the remaining work on incomplete tasks to restart when the cleanup is complete.
OPEN the Offi ce Remodel 9- 5 project schedule from the data fi les for this lesson.
1. Activate the Update Project dialog box. 2 . Reschedule uncompleted work to start after Thursday, October 22, 2016.
3 . SAVE the project schedule as Offi ce Remodel Reschedule , and then CLOSE the fi le. LEAVE Project open to use in the next exercise.
Project 9 - 6 : Tracking the Don Funk Music Video as Scheduled
The last phase of the Don Funk Music Video, Post-Production, is going well. Tasks are being completed on schedule. You want to update the project to show that the tasks are complete through a specifi ed current date.
OPEN the Don Funk Music Video 9- 6 project schedule from the data fi les for this lesson.
1. Activate the Update Project dialog box. 2. Update the project as complete through July 15, 2016.
3. Scroll the Gantt Chart bars so that the task and progress bars on the week of July 10, 2016 are visible.
4. SAVE the project schedule as Don Funk On Schedule , and then CLOSE the fi le. CLOSE Project.
Mastery Assessment
OPEN Don Funk Music Video 9- 4 from the data fi les for this lesson.
1. Activate the Project Statistics box to view the costs for the project. 2. Display the Cost table. 3. Filter the tasks to show only the tasks that are over budget.
4. Collapse all Production Scene summary tasks (hide subtasks) except for the Scene summary task with the greatest cost variance
5. SAVE the project schedule as Don Funk Overbudget , and then CLOSE the fi le. LEAVE Project open to use in the next exercise.
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Circling Back | 117
Mete Goktepe is a project management specialist at Woodgrove Bank. The management at Woodgrove has recently decided that the eight-year old commercial lending software currently in use is outdated and needs to be replaced. Mete has been assigned as the project manager for the Request For Proposal (RFP) process to evaluate and select new software. This process entails determining needs, identifying vendors, requesting proposals, reviewing proposals, and selecting the software.
Project 1: Entering Tasks
Acting as Mete, you fi rst need to enter project information and then enter and organize the tasks for this project.
GET READY. Launch Project if it is not already running.
1. In the New section of the Backstage area, double-click Blank Project. 2. On the Tasks tab, in the Tasks command group, click the Mode button. From the list,
click Auto Schedule. 3. Click the Project tab, then click Project Information. Set the start date to May 2,
2016. 4. SAVE the project plan as RFP Bank Software Tasks. 5. In the Properties group on the ribbon, click the Change Working Time button. 6. Add the following exception dates:
• Memorial Day to begin on May 30, 2016 and to occur yearly on the last Monday of May for 2 occurrences.
• Independence Day to begin on July 4, 2016 and to occur yearly on July 4 for 2 occurrences.
• Labor Day to begin on September 5, 2016 and to occur the fi rst Monday of September for 2 occurrences
• Thanksgiving Day to begin on November 24, 2016 and to occur on the fourth Thursday of November for 2 occurrences
7. Click OK to close the Change Working Time dialog box. 8. In the Gantt Chart view, enter the following task names and durations (enter all tasks,
even if no duration is listed). [This is a partial list of tasks in the project plan. Additional data will be available in future exercises.]
Circling Back
c05FineTuningTasks.indd Page 117 31/08/13 7:08 PM user-1 /208/WB01159/9780470133125/ch05/text_s
Mastery Assessment Projects
Conventions and Features Used in This Book
This book uses particular fonts, symbols, and heading conventions to highlight important information or to call your attention to special steps. For more information about the features in each lesson, refer to the Illustrated Book Tour section.
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CONVENTION MEANING
CLOSE Words in all capital letters indicate instructions for opening, saving, or closing files or programs. They also point out items you should check or actions you should take.
Reader aids appear in shaded boxes found in your text. Take Note provides helpful hints related to particular tasks or topics.
Another Way provides an alternative procedure for accomplishing a particular task.
These notes provide pointers to information discussed else- where in the textbook or describe interesting features that are not directly addressed in the current topic or exercise.
Alt + Tab A plus sign (+) between two key names means that you must press both keys at the same time. Keys that you are instructed to press in an exercise will appear in the font shown here.
A shared printer can be used Key terms appear in bold italic. by many individuals on a network.
Key My Name is. Any text you are asked to key appears in blue.
Click OK. Any button on the screen you are supposed to click on or select will also appear in color.
OPEN BudgetWorksheet1 The names of data files will appear in bold, italic font for easy identification.
This icon notifies you that a file is available for download in the accompanying student data files.
ANOTHER WAY
TAKE NOTE*
Cross Ref
Instructor Support Program
The Microsoft Official Academic Course programs are accompanied by a rich array of resources that incorporate the extensive textbook visuals to form a pedagogically cohesive package. These resources provide all the materials instructors need to deploy and deliver their courses. Resources available online for download include:
• The Instructor’s Guide contains solutions to all the textbook exercises as well as chapter summaries and lecture notes. The Instructor’s Guide and Syllabi for various term lengths are available from the Instructor’s Book Companion site (www.wiley.com/college/microsoft).
• The Solution Files for all the projects in the book are available online from our Instructor’s Book Companion site (www.wiley.com/college/microsoft).
• The Test Bank contains hundreds of questions organized by lesson in multiple-choice, true-false, short answer, and essay formats and is available to download from the Instructor’s Book Companion site (www.wiley.com/college/microsoft). A complete answer key is provided.
This title’s test bank is available for use in Respondus’ easy-to-use software. You can download the test bank for free using your Respondus, Respondus LE, or StudyMate Author software.
Respondus is a powerful tool for creating and managing exams that can be printed to paper or published directly to Blackboard, WebCT, Desire2Learn, eCollege, ANGEL, and other eLearning systems.
• A complete set of PowerPoint Presentations and Images is available on the Instructor’s Book Companion site (www.wiley.com/college/microsoft) to enhance classroom presen- tations. Tailored to the text’s topical coverage and Skills Matrix, these presentations are designed to convey key Microsoft Project concepts addressed in the text.
All figures from the text are on the Instructor’s Book Companion site (www.wiley.com/ college/microsoft). You can incorporate them into your PowerPoint presentations, or create your own overhead transparencies and handouts.
By using these visuals in class discussions, you can help focus students’ attention on key elements of Microsoft Project and help them understand how to use it effectively in the workplace.
• The Student Data Files are available online on both the Instructor’s Book Companion Site and for students on the Student Book Companion Site.
• When it comes to improving the classroom experience, there is no better source of ideas and inspiration than your fellow colleagues. The Wiley Faculty Network connects teachers with technology, facilitates the exchange of best practices, and helps to enhance instructional efficiency and effectiveness. Faculty Network activities include technology training and tutorials, virtual seminars, peer-to-peer exchanges of experiences and ideas, personal consulting, and sharing of resources. For details visit www.WhereFacultyConnect.com.
WFN
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DreamSpark Premium is designed to provide the easiest and most inexpensive way for schools to make the latest Microsoft developer tools, products, and technologies available in labs, classrooms, and on student PCs. DreamSpark Premium is an annual membership program for departments teaching Science, Technology, Engineering, and Mathematics (STEM) courses. The membership provides a complete solution to keep academic labs, faculty, and students on the leading edge of technology.
Software available through the DreamSpark Premium program is provided at no charge to adopting departments through the Wiley and Microsoft publishing partnership.
Note: Microsoft Project 2013 Professional can be downloaded from DreamSpark Premium for use by students in this course.
Contact your Wiley rep for details.
For more information about the DreamSpark Premium program, go to Microsoft’s DreamSpark website
DREAMSPARK PREMIUM—FREE 3-YEAR MEMBERSHIP AVAILABLE TO QUALIFIED ADOPTERS!
Important Web Addresses and Phone Numbers
To locate the Wiley Higher Education Representative in your area, go to the following Web address and click on the “Contact Us ” link at the top of the page:
www.wiley.com/college
Or call the MOAC toll-free number: 1 + (888) 764-7001 (U.S. & Canada only).
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Instructor Support Program | xiii
Student Support Program
Book Companion Web Site (www.wiley.com/college/microsoft)
The students’ book companion site for the MOAC series includes any resources, exercise files, and Web links that will be used in conjunction with this course.
xiv | www.wiley.com/college/microsoft or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
Wiley Desktop Editions Wiley MOAC Desktop Editions are innovative, electronic versions of printed textbooks. Students buy the desktop version for 50% off the U.S. price of the printed text, and get the added value of permanence and portability. Wiley Desktop Editions provide students with numerous additional benefits that are not available with other e-text solutions.
Students also have access to fully integrated resources within their Wiley Desktop Edition. From highlighting their e-text to taking and sharing notes, students can easily personalize their Wiley Desktop Edition as they are reading or following along in class.
Wiley E-Text: Powered by Vitalsource When you choose a Wiley E-Text you not only save money; you benefit from being able to access course materials and content anytime, anywhere through a user experience that makes learning rewarding.
With the Wiley E-Text you will be able to easily:
• Search
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• Have all your work in one place for more efficient studying
In addition, the Wiley E-Text is fully portable. Students can access it online and download to their computer for off line access and access read and study on their device of preference— computer, tablet, or smartphone.
Student Support Program | xv
Student Data Files
All of the practice files that you will use as you perform the exercises in the book are available for download on our student companion site. By using the practice files, you will not waste time creating the samples used in the lessons, and you can concentrate on learning how to use Microsoft Project 2013. With the files and the step-by-step instructions in the lessons, you will learn by doing, which is an easy and effective way to acquire and remember new skills.
Copying the Practice Files
Your instructor might already have copied the practice files before you arrive in class. However, your instructor might ask you to copy the practice files on your own at the start of class. Also, if you want to work through any of the exercises in this book on your own at home or at your place of business after class, you may want to copy the practice files.
OPEN Internet Explorer.
1. In Internet Explorer, go to the student companion site: www.wiley.com.
2. Search for your book title in the upper-right corner.
3. On the Search Results page, locate your book and click the Visit the Companion Sites link.
4. Select Student Companion Site from the pop-up box.
5. In the left-hand column, under “Browse by Resource” select Student Data Files.
6. Now select Student Data Files from the center of the screen.
7. In the File Download dialog box, select Save to save the data files to your external drive (often called a ZIP drive, a USB drive, or a thumb drive) or a local drive.
8. In the Save As dialog box, select from the left-hand panel a local drive that you’d like to save your files to; again, this should be an external drive or a local drive. Remember the drive name that you saved your files to.
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Acknowledgments
We would like to thank the many instructors and reviewers who pored over the Microsoft Official Academic Course series design, outlines and manuscript, providing invaluable feedback in the service of quality instructional materials.
Erik Amerikaner, Oak Park Unified
Connie Aragon, Seattle Central Community College
Sue Bajt, Harper College
Gregory Ballinger, Miami—Dade College
Catherine Bradfield, DeVry University
DeAnnia Clements, Wiregrass Georgia Technical College
Mary Corcoran, Bellevue College
Andrea Cluff, Freemont High School
Caroline de Gruchy, Conestoga College
Janis DeHaven, Central Community College
Rob Durrance, East Lee County High School
Janet Flusche, Frenship High School
Greg Gardiner, SIAST
Debi Griggs, Bellevue College
Phil Hanney, Orem Junior High School
Portia Hatfield, Tennessee Technology Center—Jacksboro
Dee Hobson, Richland College
Terri Holly, Indian River State College
Kim Hopkins, Weatherford College
Sandra Jolley, Tarrant County College
Keith Hoell, Briarcliffe College
Joe LaMontagne, Davenport University
Tanya MacNeil, American InterContinental University
Donna Madsen, Kirkwood Community College
Lynn Mancini, Delaware Technical Community College
Edward Martin, Kingsborough Community College—City University of New York
Lisa Mears, Palm Beach State College
Denise Merrell, Jefferson Community and Technical College
Diane Mickey, Northern Virginia Community College
Robert Mike, Alaska Career College
Cynthia Miller, Harper College
Sandra Miller, Wenatchee Valley College
Mustafa Muflehi, The Sheffield College
xvi | www.wiley.com/college/microsoft or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
www.wiley.com/college/microsoft or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
Aditi Mukherjee, University of Florida—Gainesville
Linda Nutter, Peninsula College
Diana Pack, Big Sandy Community & Technical College
Bettye Parham, Daytona State College
Tatyana Pashnyak, Bainbridge State College
Kari Phillips, Davis Applied Technical College
Michelle Poertner, Northwestern Michigan College
Barbara Purvis, Centura College
Dave Rotherham, Sheffield Hallam University
Theresa Savarese, San Diego City College
Janet Sebesy, Cuyahoga Community College—Western
Lourdes Sevilla, Southwestern College
Elizabeth Snow, Southwest Florida College
Denise Spence, Dunbar High School
Amy Stolte, Lincoln Land Community College
Linda Silva, El Paso Community College
Dorothy Weiner, Manchester Community College
We would also like to thank the team at Microsoft Learning Xperiences (LeX), including Alison Cunard, Tim Sneath, Zubair Murtaza, Keith Loeber, Rob Linsky, Anne Hamilton, Wendy Johnson, Gene Longo, Julia Stasio, and Josh Barnhill for their encouragement and support in making the Microsoft Official Academic Course programs the finest academic materials for mastering the newest Microsoft technologies for both students and instructors. Finally we would like to thank Jeff Riley and his team at Box Twelve Communications, Laura Town and her team at WilliamsTown Communications, Debbie Collins and Sandy DuBose for their editorial and technical assistance.
We would like to thank the following instructors for their contributions to particular titles in the series as well:
Access 2013
Catherine Bradfield, DeVry University Mary Corcoran, Bellevue College Cynthia Miller, Harper College Elizabeth Snow, Southwest Florida College Aditi Mukherjee, University of Florida—Gainesville
Excel 2013
Catherine Bradfield, DeVry University DeAnnia Clements, Wiregrass Technical College Sandy Jolley, Tarrant County College Dee Hobson, Richland College Joe Lamontagne, Davenport University Edward Martin, Kingsborough Community College-City University of New York Aditi Mukherjee, University of Florida—Gainesville Linda Nutter, Peninsula College Dave Rotherham, Sheffield Hallam University
Acknowledgments | xvii
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Outlook 2013
Erik Amerikaner, Oak Park Unified Sue VanLanen, Gwinnett Technical College Robert Mike, Alaska Career College Lourdes Sevilla, Southwestern College—Chula Vista Kari Phillips, Davis Applied Technical College
PowerPoint 2013
Mary Corcoran, Bellevue College Rob Durrance, East Lee County High School Phil Hanney, Orem Junior High School Terri Holly, Indian River State College Michelle Poertner, Northwestern Michigan College Kim Hopkins, Weatherford College Tatyana Pashnyak, Bainbridge State College Theresa Savarese, San Diego City College
Project 2013
Sandy Jolley, Tarrant County College Debi Griggs, Bellevue College Elizabeth Snow, Southwest Florida College
Word 2013
Erik Amerikaner, Oak Park Unified Sue Bajt, Harper College Gregory Ballinger, Miami-Dade College Barb Purvis, Centura College Janet Sebesy, Cuyahoga Community College Andrea Cluff, Freemont High School Caroline de Gruchy, Conestoga College Donna Madsen, Kirkwood Community College Lynn Mancini, Delaware Technical Community College Denise Merrell, Jefferson Community and Technical College Diane Mickey, Northern Virginia Community College Robert Mike, Alaska Career College Bettye Parham, Daytona State College Dorothy Weiner, Manchester Community College
xviii | Acknowledgments
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Author Credits
Gregg D. Richie Gregg D. Richie, PMP, MCTS is the founding member and managing partner of P8, LLC, which is a consulting firm that provides consulting and training in project management tech- niques, including advanced usage and application of Microsoft Project. He is an adjunct faculty member teaching project planning and risk management for the University of Washington’s Project Management Certificate Program. With more than 30 years of experience in the field of project management, working on projects on almost every continent, he travels all over the world as an international project management consultant and speaker. He joined the US Navy in 1979 and is a 20-year veteran of the SEABEES, which is the self-sustained, combat-trained construction force for the US Navy. It was here that his love for both teaching and project man- agement was discovered and developed. He began instructing in 1983, has taught thousands people in classroom environments, and publicly spoken to thousands at a time. His education includes two technical degrees; one in computer programming and the other in civil engineering and architectural drafting; he also holds a Bachelor of Science from Southern Illinois University in Workforce Education and Development, and a Master’s Certificate from Villanova University in Applied Project Management.
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xx |
Brief Contents
Lesson 1: Project Basics 1
Lesson 2: Establishing Resources 37
Lesson 3: Resource and Task Assignments 59
Lesson 4: Refining Your Project Schedule 76
Lesson 5: Fine-Tuning Tasks 101
Circling Back 1 117
Lesson 6: Fine-Tuning Resources 121
Lesson 7: Project Information: Sorting, Grouping, and Filtering 142
Lesson 8: Project Schedule Formatting Fundamentals 161
Lesson 9: Project Schedule Tracking Fundamentals 182
Lesson 10: Project Reporting 199
Circling Back 2 221
Lesson 11: Advanced Project Schedule Tracking 224
Lesson 12: Integrating Microsoft Project with Other Programs 240
Lesson 13: Project Schedule Optimization 255
Lesson 14: Advanced Project Schedule Formatting 277
Lesson 15: Managing Multiple Projects 294
Lesson 16: Working with Resource Pools 307
Lesson 17: Customizing Microsoft Project 328
Circling Back 3 341
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Contents
UNIT 1
Lesson 1: Project Basics 1
Navigating in Microsoft Project 2013 3 Starting Microsoft Project 2013 and Opening a Template 3
Creating a Project Schedule 11 Opening a New Blank Project Schedule 11 Specifying the Project’s Start Date 12 Saving the Newly Created Project Schedule 13
Defining Project Calendars 14 Defining Project Calendars 14
Entering Tasks and Task Details 16 Entering Tasks 16 Entering Task Durations 18 Switching from Manual to Automatic Scheduling 21 Creating a Milestone 22
Organizing Tasks into Phases 23 Create Summary Tasks 23
Linking Tasks 26 Linking Two Tasks 26 Linking Several Tasks 27 Linking Milestones 28
Documenting Tasks 29 Entering Task Notes 30
Reviewing the Project Schedule’s Duration 31 Checking Project Duration 31
Knowledge Assessment 33 Competency Assessment 34 Proficiency Assessment 35 Mastery Assessment 36
Lesson 2: Establishing Resources 37
Establishing People Resources 38 Establishing Individual People Resources 38 Establishing a Group Resource 40
Establishing Equipment Resources 42 Establishing Equipment Resources 42
Establishing Material Resources 44 Establishing Material Resources 44
Establishing Cost Resources 45 Establishing Cost Resources 45
Establishing Resource Pay Rates 46 Entering Resource Cost Information 46
Adjusting Resource Working Times 49 Establishing Nonworking Times 49 Establishing Specific Work Schedules 50
Adding Resource Notes 53 Attaching a Note to a Resource 53
Knowledge Assessment 54 Competency Assessment 56 Proficiency Assessment 57 Mastery Assessment 58
Lesson 3: Resource and Task Assignments 59
Assigning Work Resources to Tasks 61 Making Individual Resource Assignments 61 Assigning Multiple Resources Simultaneously 62
Adding More Work Resource Assignments to Tasks 64 Adding Work Resources to a Task 64 Using the Actions Tag to Change Project’s Scheduling Behavior 66
Assigning Material Resources to Tasks 69 Assigning Cost Resources to Tasks 70
Assigning a Cost Resource to a Task 70
Knowledge Assessment 71 Competency Assessment 73 Proficiency Assessment 74 Mastery Assessment 74
Lesson 4: Refining Your Project Schedule 75
Applying a Task Calendar to an Individual Task 78 Assigning a Task Calendar to an Individual Task 78
Changing Task Types 80 Task Types and the Effect of the Work Formula 81 Using the Task Information Dialog Box to Change a Task Type 83
| xxi
xxii | Contents
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Splitting a Task 84 Splitting a Task 84
Establishing Recurring Tasks 86 Setting Up a Recurring Task 86 Assigning Resources to a Recurring Task 88
Applying Task Constraints 89 Applying a Constraint to a Task 90
Reviewing the Project’s Critical Path 92 Reviewing the Project’s Critical Path 92
Viewing Resource Allocations Over Time 93 Reviewing Resource Allocations 93
Knowledge Assessment 97 Competency Assessment 98 Proficiency Assessment 99 Mastery Assessment 99
Lesson 5: Fine-Tuning Tasks 101
Managing Task Constraints and Relationships 102 Exploring Effects of Constraints and Relationships 102
Setting Deadline Dates 105 Setting Task Deadline Dates 106
Establishing Task Priorities 107 Establish Manually Scheduled Tasks 108
Manually Scheduling Tasks 108
Knowledge Assessment 112 Competency Assessment 113 Proficiency Assessment 114 Mastery Assessment 115
Circling Back 117
UNIT 2
Lesson 6: Fine-Tuning Resources 121
Entering Material Resource Consumption Rates 122
Entering Costs Per Use for Resources 123 Assigning Multiple Pay Rates for a Resource 124 Applying Different Cost Rates to
Assignments 126 Specifying Resource Availability at Different
Times 127 Resolving Resource Over Allocations
Manually 129
Leveling Over Allocated Resources 134 Knowledge Assessment 138 Competency Assessment 139 Proficiency Assessment 139 Mastery Assessment 140
Lesson 7: Project Information: Sorting, Grouping, and Filtering 142
Sorting Data 143 Grouping Data 148 Filtering Data 151
Creating and Applying a Filter 151
Creating a Custom Filter 154 Knowledge Assessment 156 Competency Assessment 158 Proficiency Assessment 158 Mastery Assessment 159
Lesson 8: Project Schedule Formatting Fundamentals 161
Gantt Chart Formatting 163 Modifying the Gantt Chart Using the Bar Styles Dialog Box 163 Modifying the Gantt Chart Using Gantt Chart Styles 165
Modifying Text Appearance In a View 168 Modifying the Appearance of a Single Piece of Text 170
Creating Custom Fields 171 Creating and Editing Tables 173 Creating Custom Views 176 Knowledge Assessment 178 Competency Assessment 179 Proficiency Assessment 180 Mastery Assessment 181
Lesson 9: Project Schedule Tracking Fundamentals 182
Establishing a Project Baseline 183 Tracking a Project as Scheduled 187 Entering the Completion Percentage for a Task 188 Identifying Over Budget Tasks and Resources 190
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Contents | xxiii
Identifying Time and Schedule Problems 193 Knowledge Assessment 196 Competency Assessment 197 Proficiency Assessment 197 Mastery Assessment 198
Lesson 10: Project Reporting 199
Activate and Print a Dashboard Report 201 Customize and Print a Report 203 Reporting Project Status 205 Using Visual Reports 207 Customizing and Printing a View 211 Knowledge Assessment 216 Competency Assessment 218 Proficiency Assessment 219 Mastery Assessment 219
Circling Back 221
UNIT 3
Lesson 11: Advanced Project Schedule Tracking 224
Recording Actual Start, Finish, and Duration Values of Tasks 226
Adjusting Remaining Work of Tasks 228 Evaluating Performance with Earned Value
Analysis 232 Knowledge Assessment 235 Competency Assessment 237 Proficiency Assessment 238 Mastery Assessment 239
Lesson 12: Integrating Microsoft Project with Other Programs 240
Using a GIF Image to Display Project Information 241
Using the Timeline View to Display Project Information 244
Saving Project Information In Other File Formats 247
Knowledge Assessment 250 Competency Assessment 251 Proficiency Assessment 253 Mastery Assessment 254
Lesson 13: Project Schedule Optimization 255
Making Time and Date Adjustments 256 Viewing the Project’s Critical Path 258 Delaying the Start of Assignments 261 Applying Contours to Assignments 263
Applying a Contour to a Resource Assignment 263 Manually Editing a Task Assignment 265
Optimizing the Project Schedule 266 Identifying the Project Finish Date and Total Cost 266 Compressing the Project Schedule 267
Knowledge Assessment 273 Competency Assessment 274 Proficiency Assessment 275 Mastery Assessment 276
Lesson 14: Advanced Project Schedule Formatting 277
Customizing the Calendar View 278 Using Task IDs and WBs Codes 281 Formatting the Network Diagram 287 Knowledge Assessment 290 Competency Assessment 291 Proficiency Assessment 292 Mastery Assessment 293
Lesson 15: Managing Multiple Projects 294
Managing Consolidated Projects 295 Creating Task Relationships Between
Projects 298 Knowledge Assessment 302 Competency Assessment 303 Proficiency Assessment 304 Mastery Assessment 305
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xxiv | Contents
Lesson 16: Working with Resource Pools 307
Developing a Resource Pool 308 Viewing Assignment Details in a Resource Pool 312 Revising Assignments in a Sharer File 314 Updating Resource Information in a Resource
Pool 315 Updating Working Time for All Projects in a
Resource Pool 317 Adding New Project Schedules to a Resource
Pool 319 Revising a Sharer File and Updating a Resource
Pool 321 Knowledge Assessment 323 Competency Assessment 324 Proficiency Assessment 325 Mastery Assessment 326
Lesson 17: Customizing Microsoft Project 328
Defining General Preferences 329 Working with Templates 330 Working with the Organizer 332 Knowledge Assessment 337 Competency Assessment 338 Proficiency Assessment 339 Mastery Assessment 340
Circling Back 341
Glossary 344 Index 347
1
1Project Basics LESSON
L E S S O N S K I L L M A T R I X
SKILLS TASKS
Navigating in Microsoft Project 2013 Start Microsoft Project Open a template The ribbon and its dynamic view The Backstage area How Microsoft Project handles project data Default views
Creating a Project Schedule Open a new blank project schedule Specify a start date Save the project schedule
Defi ning Project Calendars Defi ne the project calendar
Entering Tasks and Task Details Enter tasks Enter task durations Switch from Manual to Automatic Scheduling Create a milestone
Organizing Tasks into Phases Create summary tasks
Linking Tasks Link two tasks Link several tasks at once Link the milestone tasks
Documenting Tasks Enter a task note
Reviewing the Project Schedule’s Duration Check the project’s duration
K E Y T E R M S base calendar bottom–up planning calendar deliverable dependency duration elapsed duration Gantt Chart view link milestone note phase predecessor project calendar
project schedule resource calendar ribbon risk sequence successor summary task task task calendar Task ID template top–down planning work breakdown structure
Southridge Video is a video production and editing agency that works primarily with clients in the music industry to produce promotional videos for tours and full-length music videos for television play. Video production managers must identify the production tasks, plan and manage the schedule, and communicate project information to all the members of the production team. Microsoft Project 2013 is the perfect tool for managing a project such as this. In this lesson, you will learn how to navigate in Microsoft Project 2013, how the software handles data, how to create a new project sched- ule, enter tasks, durations, and milestones into the schedule, and organize the tasks in the schedule.
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2 | Lesson 1
Microsoft Project’s Start Screen When you fi rst launch Microsoft Project, you will see a screen similar to that shown in Figure 1-1. Your screen may be different if default settings have been changed or if other preferences have been set. Later, you will set the option directing the software to go directly to the Gantt Chart view.
SO F T W A R E OR I E N T A T I O N
Before you begin using Microsoft Project 2013, you will need to become familiar with the user interface, also known as the Ribbon. This is similar to other Offi ce applications in that the commands are in tabs, such as File, Task, Resource, Report, Project, and View. Selecting a tab activates the ribbon. Within each ribbon, commands are organized into groups; each command has its own button, which you activate by clicking with the mouse. Project's user interface makes it easy to fi nd the commands you need more quickly.
Figure 1-1
Microsoft Project 2013 Start screen
Figure 1-2
Gantt Chart view
Ribbon
Command Groups
Table Area Chart Area
Chart Timescale
Quick Access Toolbar Ribbon Tabs Title Bar
Status Bar View Shortcuts Zoom Slider
Timeline
The most widely used view is the Gantt Chart view as shown in Figure 1-2. This view displays various task data as well as a graphical display of how the project is currently scheduled.
Project Basics | 3
START MICROSOFT PROJECT
GET READY. Before you begin these steps, be sure to turn on or log on to your computer.
1. On the Windows taskbar, click the Start button. The Start screen appears. 2. On the Start menu, point to All Programs, point to Microsoft Offi ce 2013, and then
click Microsoft Project 2013. Microsoft Project opens. 3. Your screen should look similar to Figure 1-1. This is the start screen. From this screen
you can choose to open a blank project, import information from Microsoft Excel or a SharePoint task list, open an existing project fi le, or open a template.
PAUSE . LEAVE Microsoft Project open for the next exercise.
Navigating in Microsoft Project 2013
THE BOTTOM LINE
Microsoft Project is the tool used by project managers to manage project schedules – it is not the process of project management. A project schedule is a model of a real project – what you want to happen or what you think will happen throughout the project. The schedule contains all of the tasks, resources, time frames, and costs that might be associated with such a project. You can modify this schedule (or any other project template) to fi t your specifi c project needs. Later in this lesson you will learn how to create a project schedule from a blank template. A template is a predefi ned fi le that can be blank with the default characteristics set, or it could already contain project task and resource information. Knowing how to navigate in Microsoft Project and how Microsoft Project handles data will increase your effi ciency in locating needed information.
The Gantt Chart view is the primary way of viewing the data in a project schedule. It became the standard for visualizing project schedules in the early twentieth century when American engineer and management consultant Henry L. Gantt developed a bar chart with two main principles; 1) to measure activities by the amount of time needed to complete them; and 2) to represent the amount of the activity that should have been done in a given time.