Step 5 - File →Options → Save tab → Save projects → Save files In this format.

Select Project (* .mpp).

 MS Project - Quick Guide

Step 6 - File → Options → Advanced tab → Edit.

Check all options.

MSProject - Quick Guide

S tep 7 - File → Options → Advanced tab → View → Show status bar → Show status bar scrolling.

Both options, status bar and scroll bar must be checked.

Step 8 Resources → Level → Options leveling → Leveling calculations.

Set to manual.

MS Project - Quick Guide

 MS Project - Quick Guide

Step 9 - Resources → Level → Leveling options → Leveling calculations → Check for overuse.

Select "Day by day" from the drop-down list.

 MS Project - Quick Guide

MS Project - Introduction

Microsoft Project is project management software developed and sold by Microsoft, designed to help a project manager build a schedule, allocate resources to tasks, track progress, manage budget, and analyze workloads.

Project creates budgets based on the work ofallocation and rates of resources. As resources are allocated to tasks and assignment work is estimated, the program calculates the cost, equal to the work multiplied by the rate, which rolls back to the task level, and then to any summary task. , and finally at the project level.

Each resource can have its own calendar, which defines the days and times when a resource is available. Microsoft Project is not suitable for solving production constraints of available materials (resources). Additional software is needed to manage a complex installation that produces physical goods.

Project Management

MS Project is feature rich, but project management techniques are required to run a project effectively. Many project managers are confused between a diagram and a plan. MS Project can help you create a schedule for the project, even with the constraints provided. He can't plan for you. As a project manager, you should be able to answer the following specific questions as part of the planning process to develop a schedule. MS Project cannot answer these questions for you.

Strictly speaking, from a project management methodology point of view, a plan and a schedule are not the same. A plan is a detailed action, experience and knowledge-based exercise that takes into account all elements of strategy, scope, cost, time, resources, the quality and risks of the project.

Planning is the science of using mathematical calculations and logic to generate a time efficient sequence of tasks, taking into account resource constraints and costs. The schedule is part of the plan. In project management methodology, schedule would only mean the list of milestones, tasks / activities and deliverables of a project, with start and end dates. Of course, the schedule is related to resources, budgets and dependencies.

However, inIn this tutorial for MS Project (and in all the help available for MS Project), the word "Plan" is used as "Calendar" being created in MS Project. This is for two reasons.

First, MS Project does more than just create a schedule, it can establish dependencies between tasks, it can create constraints, it can resolve resource conflicts, and it can also help examine the performance of costs and forecasts over the life of the project. So it doesn't just allow you to create a calendar. It makes sense for Microsoft to market MS Project as a plan creator rather than oversimplifying it as a calendar creator.

Second, this is due to the limitation of the generally accepted form of the English language, where a schedule can be in both noun and verb form. As a name, a calendar is like a calendar or series of things to do ou events that occur at or during a particular time or period. And in verbal form, the calendar is all about planning a certain date. Therefore, it is much easier to say that "we can plan a plan from a start date" but very embarrassing to say: "We can plan a program from a start date". The distinction is important to you as the project manager, but for MS project the nominal form of Schedule is a plan.

Of course, a project manager should also be able to respond to other projects. related issues as well. For example -

MS Project can help you -

MS Project - Getting Started

In this chapter we will take a close look at the user interface of MS Project.

MS Project UI

The following screen is the start screen for the project. Here you have options to open a new plan, other plans, and even a new plan template.

 MS Project - Quick Guide

Click on the Empty Project tab. The following screen appears.

 MS Project - Quick Guide

The screen should show the MS Project interface. Most of it of this interface is -

MS Project - Create New Plan

When working with MS Project, you specify a start date or an end date. Because once you enter one of the two project tasks, constraints and dependencies, MS Project will calculate the other date. It is always a good practice to use a start date even if you know the project deadline.

Launch MS Project

Create a blank project

MS Project 2013 will display a list of options. In the list of available templates, click on Empty project .

 MS Project - Quick Guide

The project sets the start date of the plan to the current date, a thin green vertical line in the graphic part of the Gantt Chart view shows this current date.

 MS Project - Quick Guide

Project Info

Let's change the start date of the project and add some more info.

Step 1: Start date

Click on the Project tab → Property group → Project info.

A box dialog appears. In the Start date box, type 5/11/15 or click the down arrow to view the calendar, select November 5, 2015 (or any date fromyour choice).

Click OK to accept the start date.

Step 2: Configure the schedule

Click on the Project tab → Property group → Project information.

Click the arrow in the Current Date drop-down list. A list appears containing three basic calendars.

 MS Project - Quick guide

Select a standard calendar as your project calendar . Click "Cancel " or "OK " to close the dialog box.

Now let's add exceptions.

Step 3: Add exceptions to the 'agenda

Exceptions are used to modify a calendarr project to have a non-standard working day or a non-working day. You can also assign unique working hours to a particular resource.

Here is an example to create a non-working day, which may be due to vacation or office celebrations or events other than the standard office work effort.

Click on the Project tab → Property group → Edit working time.

The Edit Working Time dialog box appears. Under the Exceptions tab, click the Name field, enter the event as "Office Birthday". In the Start field, enter 11/22/15, and then enter the same date in the End field. This date is now programmed as a non-working day for the project. You can also check the changed color shown in the calendar in the dialog box as below. Click Ok to close.

 MS Project - Quick Guide

Step 4: Configure the resource calendar

Just as you can modify a standard base calendar , you can modify the working and non-working time for each resource. You can change the resource schedule to accommodate flexible hours, vacations, training time, etc.

Also remember that resource calendar can only be applied to working resources and not to material and resource costs.

By default, when we create the resources in a plan, the resource calendar is the Standard base calendar . And any changes you make to the project calendar are automatically reflected in the resource calendars, except when you create an exception in the resource calendar. In this case, even if you update the project calendar, the resource calendar exception is not affected.

Click Project tab → Properties group → Click Edit Working Time Edit Working Time dialog box appears. Click the down arrow for the drop-down list" For the calendar ". Select the resource for which you want to create an exception. In the example below, I chose John.

Under the Exceptions tab, click the Name , enter the event as “Personal vacation.” In the Start field, enter the date (example 09/15/2015), then enter the same date in the field End .

MS Project - Quick guide

 MS Project - Quick guide

Step 5: Change working times for each resource

Click Project tab → Properties group → Click Edit working time. The Edit Time dialog box Work schedule is displayed. Click the down arrow for the "To Schedule" drop-down list. Select the resource for which you want to change the work schedule.me. In the next screen you can see that we have chosen John. Click on the "Work Weeks" tab. Double-click on the [default] cell under the Name column heading. Under "Selected day (s)" choose the day you want to change the work schedule. We chose Tuesday and Wednesday. Click Set days to these specific working hours. Change the time.

 MS Project - Quick guide

Step 6: Create days non-working

Click on Project tab → Properties group → Click on Change working time. The Edit Working Time dialog box appears. Click the down arrow for the "For Calendar" drop-down list. Select the resource for which you want to change the work schedule. We chose John again. Click on the "Work Weeks" tab. Double-click on the [default] cell under the Name column heading. Under "Selected day (s)",choose the day you want to change the work schedule. Click on any day (we have chosen Friday) and use the "Set days off" radio button. Click OK to close the dialog box. You will now see that all Fridays are grayed out in the calendar.

 MS Project - Quick guide

Edit file properties

With Microsoft Windows operating system, right click on a file and select "Properties " to display the file properties dialog box which contains version, security and other details of the file. You can also save some top level information for your .mpp project file. This can be done as follows -

Step 1: Launch MS Project

Step 2: Save properties

Click on the File tab. Under the Info tab, go to Project Info. Click the arrow next to project information to click Advanced Properties. A dialog box opens, you can enter the changes if necessary. Click OK and don 't forget to save by clicking Save.

MS Project - Quick guide

Create a task list

Before we begin, let's assume that you already have a Work Breakdown Structure (WBS). In the context of WBS, "work" refers to "deliverables" and not to effort.

WBS identifies the lowest level deliverable as a work package. This work package is broken down into smaller tasks / activities, which corresponds to the effort bornrequired to complete the work package. Thus, a task is action oriented and the work package is the deliverable or the result of one or more tasks in progress.

There is great confusion between what constitutes an activity and what constitutes a task within the project management community. But for MS Project, a task is the effort and action required to produce a particular project deliverable. MS Project does not use the term "activity".

Entering a task

It 's simple. In the Gantt Chart view, just click a cell directly under the Task Name column. Enter the name of the task. In the next screen we have entered 5 different tasks.

MS Project - Quick Guide

Enter duration

A task duration is the estimated time it will take to complete a task. As a project manager, you can estimate the duration of a task using expert judgment, historical information,'analogous or parametric estimates.

You can enter the duration of the task in terms of different dimensional units of time, namely minutes, hours, days, weeks and months. You can use abbreviations for simplicity and ease, as shown in the tab following the.

Value you want to enter Abbreviation Appearance
45 minutes 45 m 45 min
2 hours 2h 2 hours
3 days 3d 3 days
6 weeks 6 weeks 6 weeks
2 months 2mo 2 mons

Remember that the project defaults depend on your working hours. So 1 day is not the samet not at 24 hours but has 8 working hours per day. Of course, you can change these defaults at any time.

Value entered Value Default value of the project
1 minute 60 seconds 60 seconds
1 hour 60 minutes 60 minutes
1 day 24 hours 8 hours ( 1 working day)
1 week 7 days 40 hours (5 working days)
1 month 28 to 31 days 160 hours (20 working days)

Edit the default time dimensions

Click on the Project tab → Property group → Click on Edit working time → Click on Options.

You can apply it to allprojects or a specific project you are currently working on.

 MS Project - Quick Guide

One of the interesting tricks of MS Project is to take into account the duration of the task in the sense of the working day. So if you have a non-working day in between, that takes that into account and guarantees a task that takes 16 hours to complete on the 3rd day. In other words, if you have a task that requires 16 hours to complete from Monday 8:00 a.m. (if it is time y our working day begins, and 8 hours is the total number of 'working hours in a day), and Tuesday being a public holiday, the task will logically end on Wednesday evening.

Tip - With manually scheduled tasks, if you are not sure how long a task will last, you can simply enter text such as "Check with manager / engineer ”to come back to later.

Enter the duration of the task

It's easy in the Diagram viewme de Gantt , click the cell under the Duration column heading. Enter the duration. (Task 1 in the following screenshot)

You can also enter the start and end date and MS Project will calculate the duration by itself. (Task 2 in the following screenshot)

You can also enter text when you don't have a duration metric currently. (Task 3 and Task 4 in the following screenshot)

 MS Project - Quick guide

Note - In the screenshot above, task 6 is scheduled to start on Sunday, which is a nonworking day and ends on Wednesday. So basically it looks like with these 3 days Monday, Tuesday, Wednesday, the calculated duration would be 3 days. But MS Project 2013 calculates it as 4 days. You must therefore be careful when choosing the start date of the task. Because for any successive operation, MS Project 2013 considers that task 6 will take 4 days. The next time you change the start date, the end date changes to refContinue this period of 4 days.

Elapsed time

Elapsed time is the time that elapses while an event occurs that does not require any resources. The elapsed time of a task can be used in cases where a task will run 24 hours a day without any downtime. A normal working day consists of 8 hours and an elapsed day of 24 hours. The task also continues during nonworking days (public holidays and vacation) and working days.

MS Project - Quick Guide

You can enter the elapsed time by preceding any abbreviation of duration with an "e". So 1ew is seven 24 hour days .

For example, when you "wait for the paint to dry." And it takes 4 days for this to happen. It doesn't need any resources or labor effort, and all you do is wait for it to dry.You can use 4ed as the duration which means 4 days have passed, the paint can dry regardless of whether it is a weekend ou on a public holiday. Here, in this example, drying occurs over 24 hours on weekends.

 MS Project - Quick Guide

Create milestones

In project management, milestones are specific points in the schedule of a project. They are used as major progress points to manage project success and stakeholder expectations. They are mainly used for review, contributions and budgets.

Mathematically, a milestone is a task of zero duration. And they can be placed where there is a logical conclusion to a work phase, or at deadlines imposed by the project plan.

There are two ways to insert a milestone.

Method 1: Inserting a milestone

Click on the name of the task to which you want to insert a milestone

Click on the Task tab → Insert group → Click on Milestone.

MS Project names the new task as with a duration of zero days.

Click to change its name.

You can see the milestone appear with a diamond symbol in the Gantt Chart view on the right.

Method 2: Converting a task to a milestone

Click on a particular task or enter a new task under the heading Task name . Under Duration , enter "0 days ".

MS Project converts it to milestone.

Method 3: Convert to a milestone task

In method 2, a task has been converted to a milestone of zero duration. But you can also convert a non-zero duration task to a milestone. This is rarely used and ready to go. confusion.

Double-click on a particular task name. The Task Info dialog box opens. Click the Advanced tab → select it 'option "Mark the task as milestone".

MS Project - Quick Guide

Make the project summary task visible

The Project Summary task summarizes your entire project.

In the Gantt Chart view → Format tab → Show / Hide → click to check Project summary task on.

Create summary task

There can be a large number of tasks in a project calendar, so it is a good idea to have a bunch of related tasks grouped into a Summary Task to help you better organize the plan. It helps you organize your plan into phases.

In MS Project 2013, you can have multiple subtasks under any top level task. These top-level tasks are called summary tasks. At an even higher level, they are called Phases . The highest level of a plan's hierarchical structure is called a Project Summary Task , which encompasses the entire project schedule.

Do not forget that theThe summary task is not a separate task entity but a phase of the project containing several sub-tasks, the duration of the summary task is from the start of the first sub-task to the end of the last sub-task. This will be automatically calculated by MS Project.

Of course, you can also enter a manual duration of the summary task which could be different from the automatically calculated duration. MS Project will keep track of both, but it can cause significant confusion.

In most cases, you should make sure that there is no manually entered duration for any task that you will use as a summary task.

Let's use the following screenshot as a full exam. If you want to combine task 4 and task 5 into a summary task 1. You can do this in two ways.

 MS Project - Quick guide

Method 1

Select the names of task 4 and task 5.

Click onr Task tab → Insert group → Click on Summary

MS Project creates a .

Rename it to summary task 1.

Method 2

You can click on 4-line task.

Select "Insert task ". A is created.

You can rename the task. Here it is renamed Summary Task 1. Do not enter any duration for this task.

Now select Task 4 and Task 5. Click on Task tab → Planning group → Click on Withdrawal Task

Link Tasks

Once you have a task list ready to accomplish your project goals, you need to link them to their called task relationships Dependencies. For example, task 2 can start after task 1 is completed. These dependencies are called links. A Guide to the Project Management Body of Knowledge (PMBOK Guide) does not define the term dependency, but refers to it as a logical relationship, which in turn is defined as a dependency between two activities, or between an activity and a milestone.

In MS Project, the first task is called a predecessor because it precedes the tasks that depend on it. The next task is called a successor because it succeeds or follows tasks on which it depends. Any task can be a predecessor for one or more successor tasks. Likewise, any task can succeed one or more predecessor tasks.

There are only four types of task dependencies, we present them here with examples.

In MS Project you can identify the task links -

Method 1

Select the two tasks youwant to link. In the following screenshot, taken as an example, we have selected the names, Task 1 and Task 2.

Click the tab Task → Schedule group → Link selected tasks.

Task 1 and task 2 have an end-to-start relationship.

Note - Task 2 will have a start date of the next day job from the end date of task 1.

 MS Project - Quick Guide

Method 2

Double click on a successor task that you want to link.

Here I clicked Task 4

The Task Info dialog box opens

Click the Predecessors tab In the table, click the empty cell under the Task Name column.

A drop-down list appears with all the tasks defined in the project.

Choose the predecessor task. Click OK .

Here, I I chose task 3.

 MS Project - Quick guide

Method 3

In this method, you select a group of tasks and link them all with an end-to-start relationship.

Select multiple tasks with the mouse → Task tab → Schedule group → Link selected tasks.

All tasks are linked. To select non-adjacent tasks, hold down the Ctrl key and select each task separately.

Respect links

If you are in Scheduled mode manually, any change in duration of the previous task will not reflect the start date of task 4. For example, the task 4 starts on 09/03/15 which is the day after the task 3 finish date.

 MS Project - Quick Guide

Now when we change the duration of task 3 from 5 to 7 days, the start date is not automatically updated for task 4 in manual schedule.

 MS Project - Quick guide

You can force MS Project to respect the link (dependency) by doing the following -

MS Project - Quick Guide

Change of task - Manual to Automatic

MS Project by default sets new tasks to be scheduled manually. Scheduling is controlled in two ways.

Manual scheduling - This is done to capture quickly some details without scheduling the tasks. You can omit the details of some tasks regarding duration, start and end dates, if you don't know them yet.

Automatic scheduling - This uses engine scheduling in MS Project. It automatically calculates values ​​like task duration, start dates and finish dates. It takes into account all constraints, links and schedules.

For example, at Lucerne Publishing, the new book launch plan has been reviewed by the resources that will carry out the work and by other pastakeholders of the project. While you would expect the plan to change somewhat as you learn more about the book launch, now you have enough confidence in the overall plan to move from manual scheduling to automatic task scheduling.

Convert task to automatic schedule

We have three different methods to convert a task to automatic schedule.

Method 1

If you want to change the mode of a particular task, say Task 5 in the following example. Click on the Task Mode cell in the same row. Then click the down arrow to open a drop down list, you can select Auto Scheduled.

 MS Project - Quick guide

Method 2

Click Task → Task Group → Automatic Schedule.

 MS Project - Quick guide

Method 3

To pass completely in automatic planning mode -

Toggle the plan planning mode by clicking on the status bar NewThe tasks (bottom left) then selecting the automatic planning mode.

 MS Project - Quick Guide

You can also change the default schedule mode that Project applies to all new clips.

Go to the File tab and click on Options. Then click on the Schedule tab and under the schedule options for this project, select "All new projects" from the drop-down list. Under the new tasks created, select “Auto Scheduled” from the drop-down list.

MS Project - Quick Guide

MS Project - Configure resources

In project management terminology, resources are required to complete the project tasks.These may be people, equipment, facilities, funding or any other element (except labor) necessary to carry out the project. 'a project task. Optimizing duling resources is the key to successful project management.

Resource types

Note - Be aware of the crucial difference between human resources and equipment. Human resources will have limited working hours, say 6, 8 or 12 hours. Equipment resources have different working capacities of 2, 8 or 24 hours and may also have maintenance breaks. Also note that it is possible for multiple people resources to use an equipment resource, or for one equipment to perform multiple tasks.

Enter the names of the working resources

You can enter the names of the resources according toat your convenience.

Resource Example
Resource working as identified person John, Kevin
Work resource as a function or work group Engineer, Coordinator, Typist
Work resource as only equipment Tower machine, Earth Mover

Steps involved

Click on the View tab → Resource Views group → Click Resource Sheet. Click the cell directly below the Resource Name heading column. Enter the resources as an individual person, job title, or group.

By default, the Max Units field is set to 100%.

 MS Project - Quick guide

Maximum capacity of the resource

Max Units represents the maximum capacity of a resource for workinggo on assigned tasks. 100% means 100% of the resource's working time is available for work on the assigned task. The resource is available full time each working day. If the resource is allocated to one or more tasks that would require more than its working hours, the resource is over-allocated and MS Project will indicate this in red format.

If a resource does not represent an individual person but a job function, where a group of people with the same set of skills can work on the task, we can enter larger maximum units to represent the number of people in the group. So 400% would indicate 4 people working full time every working day.

Working resources as a group

Click on the View tab → Resource Views group → Click on the resource sheet Click on the cell directly sous header column Resource Name Enter resources as a group, here we take an example of engineers. Click on Max. Units field of the Engineers resource.

Type or select 400%. Hit enter.

 MS Project - Quick Guide

Part-time work resource

If you enter a value less than 100% in max units, you would expect the resource capacity to be less than a full-time resource. So 50% would mean the individual is working for half of normal full capacity, so if a normal work week is 40 hours, this equates to a capacity of 20 hours.

Click on View tab → Group Resource Views → Click on Sheet Resource Click on the cell directly under the Resource Name header column Enter the resource as an individual or job function. Let's take an example here.

 MS Project - Quick Guide

Enter resource cost

You can enters standard rates and costs per use for labor and material resources. You can also enter overtime rates for work resources. Standard rates are calculated on an hourly basis. Costs per use, on the other hand, are costs that do not vary with the task. Cost per use is a flat rate used to complete a task. There are three types of resources - labor, material, and cost.

Note - Be aware of the crucial difference between human resources and equipment. The ressoHuman urces will have limited working hours, for example 6, 8 or 12 hours. Equipment resources can have different working capacities of 2, 8 or 24 hours and can also have maintenance breaks. Also note that it is possible for multiple people resources to use an equipment resource, or for one equipment to perform multiple tasks.

Cost resources do not use pay rates. Remember that cost per use and cost of resources are two different things. Cost resources are the financial cost associated with a task, such as travel expenses, food expenses, etc. The cost value of the cost resource is only affected when you assign a cost resource to a task.

The project calculates the cost of a task using this formula -

Cost of the task = Value of the work (in number of 'hours) x Taux remuneration of the resource.

You can then see the cost per resource and the cost per task (as well as the cumulative costs to the summary tasks and the whole plan). MS Project will not automatically apply overtime calculations.

To enter standard rates of pay and overtime for working resources -

Click on the View tab → View group. resources → Resource sheet. Click the cell directly below the Resource Name header column to create resources. Click on the Std. Rate field for each resource at hourly (default), daily, weekly, monthly and annual rate costs.

In the following example, the Ras mus resource is left at zero. This is useful when you don't have to keep track of rate-based costs for certain resources.

Click on Ovt. Rate field to enter tat overtime.

 MS Project - Quick Guide

Add Notes to Resources

Click on the View tab → Resource Views group → Resource Sheet. Double click on the resource, a Resource Information dialog box opens. Click on the Notes tab. Enter a note for Rasmus here as “Rasmus will work part time”. Click on OK.

 MS Project - Quick Guide

A note icon now appears to the left of Rasmus's name in the view Resource sheet . The hover will bring up the note.

 MS Project - Quick Guide

Configure cost resources

You can use a cost resource to represent an associated financial cost to a task in a plan. Travel, food, entertainment, and training are examples of cost resources, so it is obvious that costs do not work on a task nor affect the planning of a task.

The cost value of the cost resource is entered when it is assigned to a task.

Click the View tab → Resource Views group → Resource Sheet. Click the empty cell in the Resource Name column. Type Training and press the Tab key. In the Type field, click on the down arrow to select Cost.

 MS Project - Quick guide

MS Project - Assign resources to a task

After task and resource list are completed, resources need to be assigned to tasks in order to work on them. With MS Project, you can track task progress, resources and tasks. task costs.

Assign a material resource to the task

Method 1

Click on the View tab → Gantt chart display → Resource Name column. Click the box under the Resource Name column for the task to which you want to assign the resource. From the drop-down list, choose the name of the resource. In the capture Decran as an example. For task 1 "PT1", we have chosen the resource "Celic".

You can also select multiple resources to work on a single task.

 MS Project - Guidequick

Method 2

Click on the Resource tab → Under the Assignments group → Assign resources. In the Assign Resources dialog, click on the name of the resource you want to assign.

Here, let's choose "Hitesh ". Now click on the Assign button.

You can also select multiple resources to work on a single task.

MS Project - Quick Guide

Method 3

Click on the View tab → Graphic Gantt → Task name column. Double-click on the name of the task. The Task Information dialog box opens. Click on the Resources tab. Click the cell under the Resource Name column. Select the resource from the drop-down list.

You can alsot select multiple resources to work on a single task.

 MS Project - Quick Guide

Method 4

Click on the View tab → Split view group → Details → Task form.

The window is

In the Task Form view, click below the Resource Name column and select the resource.

You can also select multiple resources to work on a single task.

 MS Project - Quick Guide

Assign cost resource to tasks

Click the View tab → Gantt Chart View → Task Name Column. Double-click the Task Name. The Task Info dialog box opens. Click the Resources tab . Click the cell under the Resource Name column. Select the resource from the drop-down list.

In the example below, choose "Travel "as the cost and enter the cost as $ 800.

We can also assign other hardware resources to the same task.

 MS Project - Quick Guide

MS Project - Schedule duration Cost and time

After assigning resources to tasks, you can view the cost, duration, and work required for the plan to complete.

Check plan duration

In the Gantt Chart view → View tab → Split view group → Timeline checkbox.

You will be able to see the start and end dates of the plan.

In the Gantt Chart View, you can also consult the project summary task, to note the duration, start and end dates of the plan.

In the The following example, Assign Resources is the summary task of the project (identified as Task 0). Duration = 53 days, start date: 01/05/15 and end date: 03/19/15.

We can activate the summary task of the project by following these steps -

In the Gantt Chart view → Format tab → Show / Hide → To check the project summary task.

 MS Project - Quick Guide

Check cost plan

Click on the View tab → Data group → Tables → Cost.

The cost of each task is grouped into summary tasks , then finally as a project summary task.

 MS Project - Quick Guide

Check Plan 's Work

Click on the 'Reports tab → View Reports group → click Resources → click Resources Overview

 MS Project - Quick Guide

In the resource status table that appears at the bottom, you will get a summary of the first start and last end dates of the resource dates as well as the remaining jobs.

 MS Project - Quick guide

Check project statistics

Click on Project tab → Properties group → Project Info → in the new dialog box, click Statistics…

MS Project - Follow advancement

Once qOnce your project plan is ready in MS Project, it becomes essential for a project manager to measure actuals (in terms of work done, resources used and costs incurred) and review and modify information on tasks and resources due to changes to the plan. A project manager should not assume that everything is progressing as planned and should always keep track of every task. Resistance to formal monitoring of project management data is normal. You can overcome resistance to follow-up by explaining your expectations, explaining the benefits of follow-up, and training people to follow the task themselves.

Save a baseline

To assess project performance, you need to create a baseline against which to compare progress. The baseline should be saved once a plan is fully developed. Of course, due to the planning of successive waves or theAs the progressive development required to manage projects, one can always add new tasks, resources, constraints and costs to the plan.

Also note that it is a good idea to save the baseline before entering any actual value such as percentage complete for the task.

Note - With MS Project 2013, you can save up to 11 baselines in a single plan. These multiple baselines seem contrary to the definition of the baseline. You can use this flexibility when -

Create a baseline

Click on the Project tab → Schedule group → Define line basic → OK.

 MS Project - Quick Guide

Show baseline on Gantt chart

Click the View tab → Task Views group → Gantt Chart. Click the Format tab → Bars and Styles group → Baseline (which you want to display).

You will see the base Gantt bars displayed with the current Gantt bars.

 MS Project - Quick guide

Update a reference

As time and work progresses on a project, you may need to change the baseline as well. You have several options for the same -

Update the reference for the setthe project

This simply replaces the original benchmarks with the currently planned values.

Click on the Project tab → Planning group → Define baseline → OK.

Update baseline for selected tasks

This does not affect baseline values ​​for other tasks or baseline values ​​for resources in the plan.

Click on the Project tab → Schedule group → Define baseline → To select Selected tasks → OK.

Record multiple baselines

You can record up to 11 baselines in a single plan. The first is called Baseline, and the others are from Baseline 1 to Baseline 10.

Click on the Project tab → Schedule group → Set baseline → click on the drop-down list to save any referenceyou like. Click on OK.

 MS Project - Quick guide

Interim plans

A provisional plan records only two types of information for each task: current start dates and current finish dates .

It can be used as a project marker. It's visually easy to see how out of step or on track the project's progress is. Since it only specifies dates, it is simple, clear and easy information.

Click on the Project tab → Planning group → Define baseline → Define provisional plan → OK.

 MS Project - Quick guide

Follow the plan by specific date

If all the tasks have started and finish as expected, you can save it in the Update Project dialog. Most of the time, a seasoned project manager understands that this is not the case. But sometimes this approach can work when the actual values ​​of work and cost generated are close enough to yourbasic schedule.

Click on the Project tab → Status group → Update project. Enable the radio button for "Update job as completed until" option, then set 0% -100% complete. Select the current date. Click on OK.

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Checkmarks will appear in the column indicators for completed tasks. On the right of the Graph section, progress bars are generated in the Gantt bars of each task.

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Follow plan as% complete

Method 1

Click any task → Task tab → planning group → 0%, 25%, 50%, 75% or 100%.

 MS Project - Quick guide

Method 2

Click on View tab → Data Group → Tables → Tracking.

Now for the required task click on the corresponding % Comp column and enter the% complete required.

Plan monitoring by actual values ​​

You can enter the valuesActual following for your project -

Actual duration of the task

Click on the View tab → Dataset → Tables → Work .

You will see the% W. Comp. Column (% work complete).

This table includes the Work (Scheduled Work), Actual and Remaining columns.

Click on the Task you want to update. In the following example, the Actual field for task 9 is clicked and 24 hours are entered. For this task, the initial scheduled work was 16 hours because 24 hours is more. The project marks the task as 100% complete and updates the Work column at 24 hours (from the initial 16 hours). In the example, a baseline is enteredsaved because the baseline does not change and is used as a comparison. The baseline is still at 4 PM and an 8 hour change is now calculated by MS Project.

Note - Actual work is cumulative and also reflects on the summary task.

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Actual start and end dates

Click on Task whose dates you want to change.

Click on the Task tab → Schedule group → drop-down menu for Mark on Track → Update Tasks Change the Start or End field in the Actual group.

You can also fill in the Actual Duration field.

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MS Project - Advanced Planning

There are four types of task dependencies.

Adjust task link relationship

Click on the Task tab → double click on the required task under Task name column → The Task Info dialog box opens → Predecessors tab. Click the box under the Type column and choose the relationship according to your needs.

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Apply lead and delay

By default, when you link tasks, a "Finish at start" relation to them is assigned. In this relation,

Click on the Task tab → double-click on the desired task under the Task name column → The dialog box Job Info opens → Predecessors tab.

Under the Delay header column, enter the delay in terms of hours, days, weeks, or years. You can also apply an offset or a percentage advance. If you enter 50% for the selected task that lasts 6 days, the task is delayed 3 days after the predecessor finishes.

The offset is entered in positive units and the advance in negative units (example, -3d or -50%).

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Apply the constraints of task

Every task created in MS Project 2013 will be constrained by default as "As soon as possible " whenthat automatic scheduling is enabled. As soon as possible means that the task starts as soon as the project starts, if there are no dependencies that would delay it. Thus, no fixed start or end date is imposed by this type of constraint, but of course the predecessor and successor dependencies are kept.

When MS Project 2013 performs calculations to save you time in a late project, constraint settings are applied.

There are 8 task constraints.

< td class = "ts "> Must end on (MFO)
Type of constraint Constraint name Deion
Flexible As Late As Possible (ALAP) The task is scheduled as late as possible, the task endingbefore the end of the project and without delaying the following tasks. Default constraint when planning from the project end date. Do not enter a task start or end date with this constraint.
ASAP (ASAP) The task is should start as soon as possible. Default constraint when planning from the project start date. Do not enter a start or end date with this constraint.
Semi-flexible Start no earlier than (SNET) The task is scheduled to start on or after a specified date.
End No Earlier On (FNET) The task is scheduled to finish on or after a specified date.
Start No later than (SNLT) The task is scheduled to start on a date sspecified or before.
Complete on or before (FNLT) The task is scheduled to complete on or before a specified date.
Inflexible The task is scheduled to complete on a specified date.
Must start on (MSO) The task is scheduled to start on a specified date.

Click on the Task tab → double click on the required task under the Task name column → The dialog Task Info opens → Advanced tab. Click the drop-down list for the constraint type. Choose the constraint you want to apply.

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Enter the deadline

If you use task constraints, you limit your planning flexibility, where MS Project 2013will set a specific start or end date for the task depending on the constraint. It is best to use a deadline that has no effect on the scheduling of a task or summary task. MS Project will alert you with a red exclamation symbol in the Indicators column, if the scheduled completion of the task exceeds its deadline.

Click the Task tab → double-click the required task in the Task name column → Task The Info dialog box opens → Advanced tab.

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Enter the fixed cost

The fixed cost is associated with a task that is not tied to any resource or amount of work.

Click View tab → Data Group → Tables → Cost.

Enter the cost in the column Fixed cost for the task you are interested in. In the following example, we have assigned a fixed cost of $ 500 to task 7.

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Enter a recurring task

Status meetings, status reports, inspection datesction can recur with a particular frequency. In MS Project 2013, you can specify recurring tasks without having to assign tasks each time separately. You can also assign resources to these tasks.

In the Gantt Chart view → Task tab → Insert group → drop-down list for Task → Recurring task.

Enter the name of the task and choose Recurrence pattern.

You can also choose a specific time to start the task. By default, Project schedules a recurring task to start at the plan's default start time. You can add a time value in the Start box for the Recurring Task Information dialog box to change this. In the following figure, the start time of 10:00 is entered.

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Show critical path

Critical path is the succession of connected tasks that will take the longest time to complete. The word "critical" does not mean that theTasks are complex or important or need to be closely monitored, but the emphasis is on timing terms that will affect the project end date.

So if you want to shorten the duration of a project, you should first start with the activities / tasks on the critical path. The critical path can be a single task sequence (a single critical path) or there can be multiple critical paths for a single project. Although schedule changes are made, it is also likely that the critical path will change from time to time.

You should always focus on the critical path first, when you want to apply accelerated tracking or crashing to shorten the duration of the project.

Slack or Floats are essential to understand the critical path. There are two types of Float -

In the Gantt Chart view → Format tab → Bar style group → Check the Critical Tasks box ON.

All task bars in the critical path, in the Gantt Chart view on the right, will turn red.

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Check resource allocations

Relationship between the capacity of a resource and task assignments is called allocation .

This can be defined by 3 states -

In the Gantt Chart view

Click on the View tab → Task Group Views → Diagram View by Gantt.

The Gantt Chart view displays limited information about resources, as shown in the following screenshot.

It summarizes if there could be a problem with the red over-allocated icon in the indicator column.

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Click on the View tab → Resource Views group → Resource Usage view.

The Resource Usage view displays the resources and any tasks assigned to them under the resource name. The left side of the screen lists the resources and resource names. tasks with columns of total information for the resource or assignment. The right part shows a chronological view.

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You can also reduceView the board outline to see the total work by resource over time.

Click the heading of the Resource Name column.

Click on the View tab → Data group → Plan → Hide subtasks.

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Resolve resource over-allocation

Either change the scope (reduce the amount of work), allocate more resources, or accept a longer schedule to resolve the overuse.

This can be achieved using some of the following techniques -

Adjust schedule

By changing its lead or lag when the resource has more tasks assigned than can be completed during a given period. If you add a lower deadline or equal to the task's wiggle room, you will not affect the project end date.

By default, when you link tasks, a "Finish to start". In this relation,

Click on the Task tab → double -click the required task under the Task Name column → The Task Info dialog box opens → Predecessors tab.

Under the Delay header column, enter the late in terms of hours, days, weeks or years. You can also apply an offset or a percentage advance. If you enter 50% for the selected task that lasts 6 days, the task is delayed by 3 days after the end of the predecessor.

The offset is entered in positive units and the advance in negative units (example, -3d or -50%).

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Replace resources or add additional resources

You can manually assign another resource to thea task.

Click the View tab → Gantt Chart View → Resource Name Column. Click the box under the Resource Name column for the task to which you want to assign the resource. From the drop-down list, choose the name of the resource. In the following example, for task 1 "PT1", we have chosen the resource "Celic".

You can also select multiple resources to work on a single task.

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Minimize assigned work

Click on the View tab → View group resources → View resource usage.

In the following example, Trish Patrick is over-allocated, the resource name and the job appear in red.

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View tab → Zoom group → Time box → Days.

You can also right-click on the Time-phased grid in the right window to aShow the amount of overuse by activating overuse.

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You can now reduce the assigned hours. In the following example, the 8 hour assignment is reduced to 4 assignment hours . Not only is Trish Patrick's work reduced, but the total work in the plan has changed. You will also notice a new icon in the indicator column to let you know that assignment work has changed.

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Decrease task duration

You can reduce task duration (if no actual work has been entered) to reduce the required amount of work from the resource, which is assigned to completion of the task. If actual work has been saved, you must manually reduce the remaining work on the task.

Remove overused resource

You can simply remove a resource assignment from an overused resource.

Level of overused resources

If the resources are overused, you canYou can use the resource leveling feature in MS Project 2013. It works either by splitting the tasks or adding a delay to the tasks to ensure that the resource is not overloaded. Leveling can delay individual task finish dates and even the project end date. The project does not change who is assigned to each task, the total work, or the assignment unit values.

The project first delays the tasks to use all the available slack. After the slack goes to zero, MS Project 2013 makes changes based on priorities, dependency relationships, and task constraints (such as a Finish on or before constraint).

Set priorities

It is always better to prioritize tasks (it is a measure of the importance / availability of a task for leveling ). You can enter a value between 1 and 1000, depending on the amount ofe control you want in the leveling process. A priority level of 1000 will ensure that MS Project does not level up a particular task. By default, the priority is set to 500 or a medium control level. Tasks with a lower priority are delayed or

Click the View tab → Task Views → Gantt Chart View. In the Gantt chart table area, scroll right to see Add a new column. Click the drop-down list and select Priority.

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You can now add priority to each task as you need.

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Leveling

The stages of the leveling process are just a few, but it is important to understand what each option does. The steps are as follows -

Click on the View tab → Resource display group → Worksheetresources. Click Resource tab → Level group → Leveling options → Level all.

The project performs leveling and overused indicators are removed (if leveling is done completely, sometimes this may not happen).

In the next section we will look at the leveling options in detail -

Click on Resource tab → Level group → Leveling options .

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In the Resource Leveling dialog, under Level calculations, try to use the manual more often. This will ensure that MS Project 2013 performs the leveling process only when you ask it, and not as soon as a resource is overused, even if you don't want it (when you choose the Automatic option). For example, if a resource is overused, say a half an hour more per week, from 40 hours to 40.5 hours, you wouldn't want it to bother you in etant automatically leveled.

In the Resource Upgrade dialog box, under Level Calculations, choose Day-to-day basis for the "Check for overuse on one" option. This will not level the resources, but will determine when Project displays overuse indicators next to the resource names.

In the Resource Leveling dialog, under Level Calculations, use the clear leveling values ​​before you check the leveling box. This will ensure that Project removes any existing leveling delays from all tasks and assignments before leveling. And if you have previously leveled the plan and then added other assignments, you may want the box unchecked to make sure you don't lose previous leveling results.

In the Resource Leveling dialog box, under Leveling range for "…….", you can choose Level entire project.Here you choose to level the entire plan or just the assignments that fall within a date range you specify.

In the Resource Leveling dialog box, under Overuse resolution, Leveling order drop-down list, you can choose Standard. You have 3 options here -

In the Resource Leveling dialog box, under Resolving Overuse, you have several options that you can select. These are explained as follows -

Check plan cost

Types of costs in a project 's lifecycle include -

Method 1

You can view plan cost values ​​in the Project Statistics dialog box.

Click on the Project tab → Property group → Project information → Statistics…

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Method 2

Click the View tab → Task Views group → Other Views → Task Sheet. Click the tabView → data group → Tables → Cost.

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MS Project - Status Report

After creating a project plan and references, the project begins. At this point, the project manager would focus on collecting, monitoring, analyzing project performance and updating project status by communicating with stakeholders.

re is a difference between what is expected and the actual performance of the project, this is called a Variance . Variance is primarily measured in terms of time and cost.

Task slippage

There are several ways to display a task with variance.

Method 1: graphical view by Gantt Tracking

Click View tab → Task Views group → Gantt Chart dropdown → Tracking Gantt.

By comparing the currently scheduled Gantt bars with the base Gantt bars, you can see which tasks started morelater than expected or took longer to complete.

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Method 2: Detailed Gantt graphic view

 Click on the View tab → Group Views group tasks → Other views → double-click on Tracking Gantt. 

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Method 3: Variance table

Click the View tab → Dataset → Tables → Variance.

Method 4: Filters

Click the View tab → dataset → Filters → More filters → choose the filter like Late Tasks, Sliding task etc.

MS Project 2013 will filter the task list to show only the filtered tasks in this process. So if you select Slipping Task, you will only show incomplete tasks. Any tasks already completed will not appear.

Task costs

To review costs in the life cycle of a project, you should be aware of these terms and their meanings in MSProject 2013 -

Click on the View tab → Do groupyears → Tables → Cost.

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You will be able to see all the relevant information. You can also use filters to see which tasks are over budget.

Click on View tab → Dataset → Filters → More filters → Over cost → Apply.

Resource Cost

For some organizations, resource costs are primary costs, and sometimes the only cost, so they need to be monitored closely.

Click the View tab → Resource Views group → Resource Sheet. Click View tab → dataset → Tables → Cost.

We can sort the Cost column to see which resources are the most and least expensive.

Click the AutoFilter arrow in the Cost column header, when the drop-down menu appears, click Sort Largest to Smallest.

You can use theautomatic filter function for each of the columns. By sorting the Variance column, you will be able to see the variance pattern.

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Project report

Project 2013 comes with a set of predefined reports and dashboards. You will find all of these in the Report tab. You can also create and customize graphical reports for your project.

Dashboard Reports

Click Report → Group View Reports → Dashboards.

Reports Resource

Click Report → Group View Reports → Resources.

Cost Reports

Click Report → Group View reports → Costs.

Progress reports

Click Report → Group View reports → In progress.

Reports custom

Click on Report→ View reports group → New report.

There are four options.