Microsoft project 2013 microsoft official academic course pdf

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.

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, Inc. 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030-5774, (201) 748-6011, fax (201) 748-6008. To order books or for customer service, please call 1-800-CALL WILEY (225-5945).

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ISBN 978-047-0-13312-5

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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.

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).

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

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

• Take notes

• Highlight key materials

• 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

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

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.

In Microsoft Project, the Gantt Chart view is the default view. A view is a window through which you can see various elements of your project schedule. You will learn more about the Gantt Chart view in Lesson 8.

This manual is based on the Windows 7 operating system. If you are using Windows 8, some of the commands (such as “Start button”) do not exist. Additionally there are some slight visual variations between the two operating systems. You are encouraged to use this manual with either operating system and understand that the differences are cosmetic only and in no way affect the functionality of Microsoft Project 2013.

TAKE NOTE*

Starting Microsoft Project 2013 and Opening a Template

When you launch Project, the Start screen appears. In this exercise, you learn how to start Microsoft Project and open a template.

4 | Lesson 1

OPEN A TEMPLATE

GET READY . Microsoft Project should be open.

1. On the Start screen (Figure 1-1), click the Search for online templates box located at the top of the screen. Type annual report preparation, then press Enter . The template is displayed and a preview of it is on the left of the screen as in Figure 1-3.

You must be connected to the Internet to gain access to online templates.

TAKE NOTE*

As you create your own templates, you can store them wherever you wish. However, it is recom- mended that they are stored in the default Microsoft templates folder.

TAKE NOTE*

Figure 1-3

Preview of the Annual Report Preparation template

Figure 1-4

Project created from the Annual Report Preparation template

2. Double-click the Annual Report Preparation template graphic. The template is downloaded to your system, then opens a new project based on the template in the Gantt Chart view and closes the New Project screen. Your screen should look similar to Figure 1-4.

PAUSE . LEAVE Microsoft Project open for the next exercise.

Project Basics | 5

You have just opened a project schedule from a template in Microsoft Project. A project schedule is a model of a real project – what you want to happen or what you think will happen. The schedule contains 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.

THE RIBBON AND ITS DYNAMIC VIEW

USE the project schedule you created from a template in the previous exercise.

1. To demonstrate the dynamic nature of the ribbon, click the Restore Down/Maximize button. This is located in the upper right corner of the screen, just to the left of the close application button. See Figure 1-5.

2. Using the resizing feature, change the width of the reduced window and watch how the ribbon changes with the changing width. Figure 1-6 shows an example of the ribbon at a reduced level of resolution.

Restore Down/ Maximize Button

Close Application Button

Close File Button

Figure 1-5

The Restore Down/Maximize button

Command Groups show less buttons

Commands are accessed when button is selected

Figure 1-6

The Ribbon at a reduced level of resolution

3. Click the Restore Down/Maximize button again. This will set the window back to full screen. Note the automatic change in the ribbon as shown in Figure 1-7.

6 | Lesson 1

You must have Microsoft Project Professional 2013 to sync or import tasks from a SharePoint task list.

TAKE NOTE*

Microsoft Project’s Databases Microsoft Project is a database. More correctly, it is three databases in one, as shown in Figure 1-8. The fi rst is a task database. This is where all task-related information such as the task name, start, fi nish, cost, duration, and work is kept. The second is the resource database. All resource-related information is stored in the resource database, such as resource name, type of resource, standard rate (pay rate), resource group they belong to, the base calendar they are assigned, and the maximum number of units for the resource.

The third database is called the assignment database. When a resource is assigned to a task, all of the assignment-related information for each specifi c resource on each specifi c task is stored here. Items stored in the assignment database include a resource’s start and fi nish date and the amount of work and the total cost for that resource on a specifi c task.

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

Figure 1-7

The Ribbon at full resolution

PAUSE . LEAVE Microsoft Project open for the next exercise.

In this exercise, you changed the resolution of the Project window and the software automati- cally changed the resolution of the ribbon command groups.

THE BACKSTAGE AREA

The Backstage Area is the name given to the File tab. This is where the user will change options, save, print, import and export, set fi le properties, and much more.

USE the project schedule you created in the previous exercise.

1. Click the File tab. On the left navigation bar click New. 2. This screen is similar to the Start screen that appeared when you fi rst started the

software. From this screen you can open an existing schedule, start a new project from a blank template, or import from Excel or SharePoint.

3. Click Print in the left navigation bar. This section provides a print preview, allows the user to change printers and the print settings, as well as setting the page options such as headers, footers, and margins.

4. Click Share in the left navigation bar. Here the user can send the project fi le as an email attachment or sync it with SharePoint.

5. Click Export in the left navigation bar. This section allows the user to create a PDF/ XPS Document or to save the project fi le in different formats such as Excel, XML, or legacy versions of Microsoft Project.

PAUSE . LEAVE Microsoft Project open for the next exercise.

In this exercise, you reviewed some sections of the Backstage Area. Throughout this text, you will return to this area to check and change options.

Project Basics | 7

Figure 1-8

Microsoft Project’s three databases

Column Title

Actual Column (or Field) name

Figure 1-9

ScreenTip for Task Name column

HOW MICROSOFT PROJECT HANDLES PROJECT DATA

In this exercise, you will learn how the software displays data from each of its three databases.

USE the project schedule you created in the previous exercise.

1. Your screen should be on the Gantt Chart view. Place your mouse cursor on the Task Name column heading, but do not click it. You will notice that a ScreenTip appears, displaying the title of the column (Task Name) and its actual name (Name). See Figure 1-9.

8 | Lesson 1

Column Title

Actual Column (or Field) name

Figure 1-10

ScreenTip for Resource Name column

Task Resource

Planned work hours by resource

Figure 1-11

Task Usage View

4. On the ribbon, click the Task Usage button, located in the Task Views command group. This is one of two views that displays information from the assignment database. Note the Task Usage button is a two-part button, with a submenu on the bottom half.

5. Select the name cell of task 1, Perform Initial Planning. 6. Press the key stroke combination of Ctrl+Shift+F5 . This is the Scroll to Task feature

which will be discussed later. Your screen should look similar to Figure 1-11.

2. Click the View tab then, in the Resource Views command group, select the Resource Sheet view.

3. Place the mouse cursor on the Resource Name column heading and observe the ScreenTip that appears as in Figure 1-10. You will notice that this fi eld has the same name as the one in Figure 1-9. You have just witnessed two of the databases.

Table 1-1 shows the default view and the databases from which they collect informa- tion. Knowing which database has the information will help later in knowing not only which view to activate but will also assist in developing custom reports.

Project Basics | 9

Figure 1-12

Calendar View

PAUSE . LEAVE Microsoft Project open for the next exercise.

Table 1-1

Default Views and their respective databases

DEFAULT VIEW DATABASE

Calendar Task

Gantt Chart Task

Network Diagram Task

Task Usage Assignment

Timeline Task

Tracking Gantt Task

Resource Form Resource

Resource Graph Assignment

Resource Sheet Resource

Resource Usage Assignment

Team Planner Assignment

In this exercise, you viewed some of basic views in the software and the database that held the information. In the next exercise, you will become familiar with more views.

DEFAULT VIEWS

In the previous exercise you learned that Microsoft Project consists of three databases. When you want to look at data from any one of the databases, you must activate a view. In this exercise, you will learn about some of the common, default views and how to activate them.

USE the project schedule you created in the previous exercise.

You have already seen three of the default views in Microsoft Project, including the Gantt Chart view, Resource Sheet view, and the Task Usage view.

1. On the View tab, select the Calendar view from the Task View command group. Your screen should look similar to Figure 1-12.

10 | Lesson 1

2. The Calendar view provides task data in a calendar format. It is helpful when you need to get project information to those project team members who may not have, or know how to operate, Microsoft Project.

3. On the View tab, select the Network Diagram view. Your screen should look similar to Figure 1-13.

Figure 1-13

Network Diagram view

Expand Button

Resource

Tasks Assigned

to The Audit Committee

Figure 1-14

Resource Usage view

The network diagram view displays the logical sequencing of the tasks and the relationship these tasks have with other tasks in the project. It is helpful during planning and execution and can show the complexity of a project.

4. On the View tab, select the Resource Usage view. Click the Resource Name column once to highlight the entire column.

5. On the ribbon, in the Data command group, click the Outline button then select Hide Subtasks.

6. Auto fi t the Resource Name column. You do this by placing your cursor on the right side of the column name and double-clicking.

7. Click the Expand button at the left of resource 1, Audit Committee. Your screen should look like Figure 1-14.

Project Basics | 11

The Resource Usage view shows assignments, categorized by resource. In other words, it is helpful to see the assignments each resource has been assigned. This is opposite from the Task Usage view you selected earlier, which categorized assign- ments by task.

8. CLOSE the fi le. When asked to save the fi le, click No. LEAVE Microsoft Project open for the next exercise.

In this exercise, you viewed three additional, commonly used views in the software. Now that you are familiar with how to navigate in the program, you will now create your own project schedule.

Creating a Project Schedule

THE BOTTOM LINE

Microsoft Project is an active scheduling tool. You should perform all the planning processes associated with the project management methodology of your organization before entering any information into Microsoft Project 2013. When you create a new project schedule, the fi rst task is to set a start date for your project.

Opening a New Blank Project Schedule

OPEN A NEW BLANK PROJECT SCHEDULE

GET READY. Microsoft Project should be open.

1. On the Start screen, click New. 2. On the screen, double-click the Blank Project option. A new blank project schedule

appears and you are briefl y notifi ed that new tasks will be created in the new Manually Scheduled Mode, which is discussed in lesson 2. Your screen will look like Figure 1-15.

Rather than use a project schedule template, you can create a new, blank project schedule that you can fi ne-tune to your specifi c project. In this exercise, you open a new project schedule.

12 | Lesson 1

Specifying the Project’s Start Date

The fi rst step of creating a new project schedule is to specify the start date for the project. In this exercise, you create a start date for the new project you have created.

SPECIFY A START DATE

USE the project schedule you opened in the previous exercise.

1. Click the Project tab. In the Properties group click the Project Information button. The Project Information dialog box appears.

2. Single-click the drop-down arrow next to the Start Date text box once. For this exercise, you will change the project start date to January 4, 2016.

By default, Microsoft Project uses the current date as the project start date.

TAKE NOTE*

Figure 1-15

Manual scheduling notifi cation

PAUSE. LEAVE the project schedule open to use in the next exercise.

In this exercise, you created a new, blank project schedule. Now you will begin to add details to the project schedule, such as start date, tasks, durations, and calendars. This information should be entered in the sequence presented. When using Microsoft Project the user must perform data entry steps in a specifi c order. Entering information out of sequence could result in inaccurate information or re-entry of the data. For example, if you enter duration informa- tion before setting the calendar options, the durations entered will be altered when calendar options are set.

Project Basics | 13

3. Click the calendar’s Left or Right Arrow key until January 2016 is displayed, as shown in Figure 1-16.

4. In the January calendar, click January 4th.

Figure 1-16

Setting the Start Date in the project information dialog box

5. Click OK at the bottom of the dialog box. PAUSE . LEAVE the project schedule open to use in the next exercise.

In this exercise, you specifi ed a start date for your project. You can schedule a project from either the start date or the end date, but not both. Most projects should be scheduled from a start date. Scheduling from a start date causes all tasks to start as soon as possible, and it gives you the greatest scheduling fl exibility. Scheduling from a fi nish date can be helpful in deter- mining when a project must start if the fi nish date is fi xed.

Saving the Newly Created Project Schedule

Once you have created a new project schedule and specifi ed the start date, you need to save the fi le.

SAVE THE PROJECT SCHEDULE

USE the project schedule you created in the previous exercise.

1. On the ribbon, click the File tab and then click the Save option. Because you have not previously saved the project schedule, the Save-As section is activated.

2. In the Save As section, click Computer then select Browse.

You can also quickly set the start date in the Project Information dialog box by highlight- ing the current date in the Start Date box and typing the start date in month/day/year format.

ANOTHER WAY

14 | Lesson 1

3. Locate and select the solutions folder for this lesson as directed by your instructor.

4. In the File Name box, type Don Funk Music Video 1.

5. Click Save. The Save As dialog box closes and the project schedule is saved as Don Funk Music Video 1 .

PAUSE. Leave the project schedule open to use in the next exercise.

You can also have Microsoft Project save your project schedule at specifi ed intervals. Under the File tab, click Options in the navigation bar, then select Save. In the Save Options dialog box, under Save Projects, select the Auto Save Every check box and then specify the time interval at which you want Microsoft Project to automatically save your fi le.

TAKE NOTE*

Defi ning Project Calendars

THE BOTTOM LINE

In Microsoft Project, calendars determine how tasks and resources assigned to these tasks are scheduled. You can set your project calendar to refl ect the working days and hours of your project, as well as nonworking times such as evenings, weekends, and holidays.

Defi ning Project Calendars

In this exercise, you defi ne the calendar for your project and set up two exception days (holidays).

DEFINE THE PROJECT CALENDAR

USE the project schedule you created in the previous exercise.

1. On the ribbon, in the Properties command group, select the Change Working Time button. The Change Working Time dialog box is displayed.

2. Click the For Calendar drop-down arrow. In the dropdown menu, select Standard, if it is not already selected.

3. Using the scroll control at the right of the calendar, navigate until the calendar displays January, 2016. Click the date box for January 18.

4. In the Exceptions tab, click in the fi rst Name fi eld and type Martin Luther King Jr. Day and press Enter . Your screen should look similar to Figure 1-17.

In this exercise, you named and saved your project fi le. It is important to get into the habit of saving your fi le frequently so that minimal information is lost should you experience a software or hardware malfunction.

Project Basics | 15

5. Single-click the name of the exception you just entered. Then click the Details button. The Details dialog box appears. Under Recurrence Pattern, click Yearly.

6. Click the The: button, and use the arrows next to each selection box to select Third, Monday, and January.

7. In the Range of Recurrence section, select the option for End after: then type 3, then press Enter .

8. Note the new fi nish date of the exception is now 1/15/2018.

9. Scroll until calendar in the Change Working Time dialog box displays May, 2016. Click once on May 30, 2016.

10. In the next blank exception name cell, type Memorial Day and press E nter . 11. Single-click the name of the exception you just entered. Then click the Details

button. The Details dialog box reappears. Under Recurrence Pattern, click Yearly. 12. Click the The: button, and use the arrows next to each selection box to select Last,

Monday, and May. 13. In the Range of Recurrence section, select the option for End after: then type 3. 14. Note the new fi nish date of the exception is now 5/28/2018.

15. Click OK to close the Details dialog box, and then click OK to close the Change Working Time dialog box.

16. SAVE the project schedule. PAUSE . LEAVE the project schedule open to use in the next exercise.

Exceptions tab

Figure 1-17

Change Working Time dialog box

16 | Lesson 1

You have just defi ned the calendar for this project, as well as set up two exception days (holidays). Exceptions can also be used to indicate additional time away from the project, such as company-wide training days or morale events. A calendar is a scheduling tool that deter- mines the standard working time and nonworking time (such as evening or holidays) for the project, resources, and tasks. Calendars are used to determine how tasks and resources assigned to these tasks are scheduled. Project uses four types of calendars:

• A base calendar specifi es default working and nonworking times for a set of resources. It can serve as a project calendar or a task calendar. Microsoft Project provides three base calendars: Standard, 24-Hours, and Night Shift.

• A project calendar is the base calendar that is used for an entire project. It defi nes the normal working and nonworking times.

• A resource calendar defi nes working and nonworking times for an indivi d ual work resource.

• A task calendar is the base calendar you can use for individual tasks to manage the scheduling of these tasks. A task calendar defi nes working and nonworking times for a task, regardless of the settings in the project cale n dar.

Base calendars can be created and assigned to a project, a resource, or a task. Project, resource, and task calendars are used in scheduling tasks. If resources are assigned to tasks, the task is scheduled based upon the resource calendar. If a task calendar is used to schedule a task and the resources assigned do not work during the task calendar’s working hours, you will receive a warning about an assignment mismatch.

You will learn more about base calendars, project calendars, and resource calendars in Lesson 2. You’ll learn about task calendars in Lesson 4.