Software Process Group Microsoft Project TutorialWhat is project management?How does Microsoft Project help?Project Element DefinitionsSet Up A ProjectCreate a new projectSet up the project calendarEnter A Task ListEnter Tasks and DurationsCreate a MilestoneCreate a recurring taskStructure tasks into a logical outlineSchedule TasksEstablish Dependencies between TasksSet lead or lag time for task linksAssign ResourcesCreate a resource listAssign resources to tasksCheck Resource AssignmentsHow do you view the scheduleSee the entire project on the screenIdentify the critical pathDisplay specific information by using a filterSave the PlanSave a baselineTrack WorkUpdate task progress (as %)Compare actual task information to the baselineCopyright © Software Process Group1Software Process GroupMicrosoft Project TutorialSteve MeyersCopyright © Software Process Group2What is project management? •Project management is the process of planning, organizing, and managing tasks and resources to accomplish a defined objective, usually within limitations on time, resources, or cost.Copyright © Software Process Group3How does Microsoft Project help? •MS Project stores details about your project in its database. Project then uses this information to calculate and maintain the project's schedule and costs, thereby creating your project plan. •Project keeps the information you enter in fields, which usually appear in columns. •Like a spreadsheet, Microsoft Project displays results of its calculations immediately. •Provides graphical interfaces for, Gantt chart, Pert chart, resource allocation chart, etc., for creating and monitoring the schedules.Copyright © Software Process Group4Project Element Definitions•Task: –A division of all the work that needs to be completed in order to accomplish the project goals. –Represents an amount of work with a clear deliverable; it should be short enough to track its progress regularly. Tasks should generally be between one day and two weeks long. –Summary Task:•A task that is broken down into two or more smaller tasks•Milestone:– is a task you use to identify significant events in your schedule, such as the completion of a major phase. When you enter a duration of zero days for a task, Microsoft Project displays the milestone symbol on the Gantt Chart at the start of that day.•Resource: –People –Equipment, materials or services that are needed to complete various tasks.Copyright © Software Process Group5Set Up A ProjectCopyright © Software Process Group6Create a new project•To start a new project in Microsoft Project, you can enter your project's start or finish date, but not both. It's recommended that you enter only your project's start date and let MS Project calculate the finish date after you have entered and scheduled tasks.–Step 1: Click New . –Step 2: Click Project Information on the Project menu. Type or select a start date or a finish date for your project, and then click OK–Step 3: Click Save . –Step 4: In the File name box, type a name for your project, and then click Save.•Tips –You can change the start or finish date at any time by clicking Project Information on the Project menu.Copyright © Software Process Group7Set up the project calendar•You can change the project calendar to reflect the working days and hours for everyone on your project. The calendar defaults are Monday through Friday, 8:00 A.M. to 5:00 P.M., with an hour off for lunch.•You can specify nonworking times, such as weekends and evenings, as well as special days off, such as holidays.–Step1: On the View menu, click Gantt Chart–Step2: On the Tools menu, click Change Working Time–Step3: Select a date on the calendar •To change one day of the week for the entire calendar, for example, to have Fridays end at 4:00 P.M., click the abbreviation for that day at the top of the calendar. •To change all working days, for example, to begin working days Tuesday through Friday at 9:00 A.M., click the day heading (such as T for Tuesday) for the first working day of the week. Hold down SHIFT, and then click the day heading for the last working day of the week (such as F for Friday). –Step 4: Click Nonworking time for days off, or Nondefault working time to change the hours worked–Step 5: If you clicked Nondefault working time in step 3, type the times you want work to start in the From boxes, and the times you want work to end in the To boxes–Step 6: Click OK.Copyright © Software Process Group8Enter A Task ListCopyright © Software Process Group9Enter Tasks and Durations•Step 1: On the View menu, click Gantt Chart•Step 2: In the Task Name field, type a task name, and then press TAB. Microsoft Project enters an estimated duration of one day for the task followed by a question mark.•Step 3: In the Duration field, type the amount of time each task will take in months, weeks, days, hours, or minutes, not counting nonworking time. You can use the following abbreviations: months = mo, weeks = w, days = d, hours = h, minutes = m –Note To show an estimated duration, type a question mark after the duration.•Step 4: Press ENTER.•Step 5: Enter additional tasks as needed for the project.•Tips –You can also add a note about a task. Double-click in the task’s Name field, and then click Notes tab in the dialog box. Type your information in the Notes box, and then click OK.Copyright © Software Process Group10Create a Milestone•Step 1: In the Duration field, click the duration of the task you want to make a milestone, and then type 0d.•Step 2: Press ENTER.Copyright © Software Process Group11Create a recurring task •Step 1: In the Task Name field, click the row where you want the recurring task to appear.•Step 2: On the Insert menu, click Recurring Task.•Step 3: In the Task Name box, type the task name.•Step 4: In the Duration box, type or select the duration of a single occurrence of the task.•Step 5: Under Recurrence pattern, click Daily, Weekly, Monthly, or Yearly.•Step 6: To the right of Daily, Weekly, Monthly, or Yearly, specify the task frequency.•Step 7: Under Range of recurrence, type a start date in the Start box and then select End after or End by. –If you selected End after, type the number of occurrences for the task.–If you selected End by, type the date you want the recurring task to end.•Step 8: Click OK.•Tip To view all instances of a
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