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SCHEDULING WITH MICROSOFT PROJECT 2007

1. BASIC PROJECT INFORMATION

• Select Project → Project Information in order to open the Project Information dialog box. Here, we can select and set some basic information and definitions regarding our project. More specifically, and for the time being (we will return here later), we can select the scheduling type, as well as the project’s start or finish date. • Select the scheduling type in the drop-down list Schedule from.

• Project Start Date: (1) The project is scheduled from the start date (that is, the project is

scheduled from the start date to the finish). (2) We set the project’s start date in the drop-down list Start date, and

Project schedules the project forward from that date and calculates the project’s finish date (thus, the drop-down list Finish date is unavailable).

(3) By default, all tasks are scheduled to start as soon as possible (that is, on their ES date). However, we can later change this for some, or even all, of the tasks (we will return to this when we address setting constraints on the tasks dates).

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• Project Finish Date: (1) The project is scheduled from the finish date (that is, the project is

scheduled from the finish date to the start). (2) We set the project’s finish date in the drop-down list Finish date, and

Project schedules the project backwards from that date and calculates the project’s start date (thus, the drop-down list Start date is unavailable).

(3) By default, all tasks are scheduled to start as late as possible (that is, on their LS date). However, we can later change this for some, or even all, of the tasks (again, we will return to this when we address setting constraints on the tasks dates).

2. BASIC TASK INFORMATION

Throughout this section, we will assume that the current view is Gantt Chart (select View → Gantt Chart).

2.1. Task name and identifier number (ID)

• In order to enter the name of a task: • Write the name in the column Task Name ... • ... or use the Task Information dialog box; in this dialog box we can set all

kinds of information related to a task. • To open the Task Information dialog box for a given task:

• Double click on that task’s row ...

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• ... or click the Task Information icon ... • ... or select Project → Task Information.

• This dialog box contains several tabs, where we can set and insert all kinds of information related to this task.

• To enter the name, select the General tab and enter the name in the Name box.

• As tasks are inserted, Project automatically assigns a unique identifier number to each task. This number can be used for several purposes, among which is setting the precedence relations, as we will see later.

• To view a task’s identifier number (ID): • We can add the ID column to the existing table. By default, Project only

includes some columns at first. However, it is possible to add many others, several of which Project calculates automatically.

• To add the ID column (the same procedure is used to add any other column, including some we will be adding later): • Select Insert → Column ... • ... or right click where you would like to insert the new column, and then

select Insert → Column. • Select the desired column in the drop-down list Field name. ID is

actually the default value!

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2.2. Task duration

• To enter the duration of a task: • Enter the duration in the column Duration ... • ... or open the Task Information dialog box:

• Select the General tab and enter the duration in the box Duration.

• The duration of a task can be entered in minutes, hours, days (default), weeks or months, by adding m (or min or minute), h (or hr or hour), d (or dy or day), w (or wk or week) and mo (or mon or month) after the task duration, respectively.

• It is possible to choose which of the alternative time unit identifiers will appear in the table. That is, and for instance, we can choose whether d, dy or day will appear after a task duration which is set in days. More specifically, this is achieved as follows: • Select Tools → Options.

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• Select the Edit tab. • Select the desired identifier in the section View options for time units.

• It is possible to choose the default time unit, that is, the time unit that Project will use if we simply insert a number, without any time unit identifier. More specifically, this is achieved as follows: • Select Tools → Options. • Select the Schedule tab. • In the Scheduling options section, select the default time unit in the drop-

down list Duration is entered in.

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2.3. Precedence relations

• To insert the precedence relations for a task: • Enter the IDs of the predecessor task(s) in the column Predecessors; when a

task has multiple predecessors, the IDs of those predecessors must be separated by a “;” ...

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• ... open the Task Information dialog box: • Select the Predecessors tab. • For each predecessor: (1) Enter the corresponding ID in the ID column ... (2) ... or select the corresponding name in the Task Name column.

• Project includes the four types of precedence relation (FS, SS, FF, SF) we described in the precedence diagramming section in the scheduling chapter, and also allows us to set lags. • The type of precedence can be set as follows::

• In the Predecessors column, write SS, FF or SF, as appropriate, immediately after the ID of the predecessor task. If the precedence type

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is of the most common FS type, nothing is required, since this is the default type of precedence relation in Project ...

• ... or, in the Predecessors tab in the Task Information dialog box, select the appropriate type of precedence relation in the drop-down list Type.

• Lags can be set as follows: • In the Predecessors column, write the type of precedence immediately

after the ID of the predecessor task (FS, SS, FF, SF), even when the precedence is of the FS type, followed by + X (where X is the desired lag, for instance 1day) ...

• ... or, in the Predecessors tab in the Task Information dialog box, enter the desired lag in the Lag box.

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2.4. Summary Tasks

• Project allows us to insert the entire project’s WBS. That is, in addition to the lowest level tasks, we can also include higher level tasks. In Project, these higher level tasks (which are essentially a set of lower level tasks) are named summary tasks.

• In order to create a summary task: • If needed, insert a new task at the appropriate place:

• Right click where you would like to insert the new task and select New Task ...

• ... or, with the cursor placed somewhere in the row where you would like to insert the new task, select Insert → New Task.

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• If required, move all the subtasks for that summary task to the rows immediately below the summary task. In order to do this, and for each subtask or set of adjacent subtasks, simply select the row(s) containing that task or tasks and drag it (them) to the appropriate location.

• Select the rows with all the subtasks of that summary task.

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• Then:

• Click the Indent icon ... • ... or select Project → Outline → Indent.

• To insert the Level 0 summary task, that is, the project main summary task: • Select Tools → Options. • Select the View tab. • In the section Outline options, check Show project summary task.

• Project automatically calculates the duration of a summary task. This duration is not the sum of the durations of the corresponding subtasks. Indeed, and as it should, the duration of a summary task is the time required to do all its subtasks. Therefore, the duration of a summary task is the time elapsed between the start date of its first subtask to start and the finish date of its last subtask to finish.

• It is not necessary to insert predecessor information on a summary task. Indeed, it is enough to insert precedence information on the lowest level tasks. If some precedence relation is specified for a summary task, that relation will apply to all the subtasks of that summary task.

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• It is also possible to add a WBS column, which contains a WBS identifier for each task.

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2.5. Constraining and Formatting the Task Dates

• Project automatically calculates the tasks start and finish dates, taking into account the type of scheduling, the task durations and the precedence relations.

• We recall that we can choose between two types of scheduling: • Schedule from: Project Start Date:

• The project is scheduled from the start date (that is, the project is scheduled from the start date to the finish).

• By default, all tasks are scheduled to start as soon as possible (that is, on their ES date).

• Schedule from: Project Finish Date: • The project is scheduled from the finish date (that is, the project is

scheduled from the finish date to the start). • By default, all tasks are scheduled to start as late as possible (that is, on

their LS date). • However, it is possible to set various types of constraints regarding the dates

when a task is to be performed. These constraints can be defined in the section Constrain task on the Advanced tab in the Task Information dialog box: • In the drop-down list Deadline we can enter a finish date that we would like

to be able to meet. However, this does not in any way prevent the task from being completed after this date. Indeed, when we enter a deadline, we are simply given a warning when that deadline is not met.

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• In the drop-down list Constraint type we can choose among various constraints regarding the start or finish date of a task: • As previously mentioned, when a project is scheduled from the start

(finish) date, the default constraint is As Soon As Possible (As Late As Possible).

• Other constraints may be chosen. The corresponding date must then be entered in the drop-down list Constraint date.

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• These other constraints naturally influence and constrain the scheduling of the project. As such, it is wise to only use them when needed and appropriate, particularly in what regards the rather strong Must Start On or Must Finish On constraints. Therefore, use these other constraints only when they make sense and are really needed, and otherwise let Project do the job of scheduling the jobs for you!

• The date format can also be chosen. First, select Tools → Options and then select the View tab. The date format can then be set in the drop-down list Date format.

2.6. ES, EF, LS, LF and Total Slack

• Project automatically calculates the ES, EF, LS and LF dates, as well as the total slack.

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• All that is required is to add the corresponding columns, which are denoted by: • ES: Early Start. • EF: Early Finish. • LS: Late Start. • LF: Late Finish. • Total Slack: Total Slack.

3. CUSTOMIZING THE PROJECT NETWORK

The project’s network is automatically drawn by Project as we insert the tasks. Throughout this section, we will assume that the current view is Network Diagram (select View → Network Diagram); it is here that the network is shown. The network can be customized. By default, the critical path and the critical activities are shown in red, while noncritical paths and noncritical activities are shown in blue. However, both the visuals and the contents of the network can be fully customized.

3.1. Node Positioning

• As mentioned, Project automatically draws the network. By default, however, Project does not allow us to manually position the nodes. In order to be able to manually move and position the nodes, it is necessary to: • Select Format → Layout ... • ... or right click anywhere outside the nodes and arcs and select Layout. • In the Layout Mode section, choose Allow manual box positioning. • It is now possible to manually move and position the nodes.

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• We can also choose whether or not the summary tasks are to be shown in the network. Should we choose to include the summary tasks, we can also decide whether we want Project to try (as best as possible) to keep the nodes of the various subtasks close to their respective summary task. In order to make these choices: • Select Format → Layout ... • ... or right click anywhere outside the nodes and arcs and select Layout. • The corresponding options are found in the Box Layout section. • We can choose whether or not to show the summary tasks by checking or

unchecking Show summary tasks. • Should we choose to show the summary tasks, we can also decide whether or

not we want Project to try (as best as possible) to keep the nodes of the various subtasks close to their respective summary task by checking or unchecking Keep tasks with their summaries.

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3.2. Customizing the arcs

• To customize the arcs: • Select Format → Layout ... • ... or right click anywhere outside the nodes and arcs and select Layout. • In the Link style section we can customize:

• The link style. • Choose whether or not the arrow tips are shown by checking or

unchecking Show arrows. • Choose whether or not the type of precedence relation (FS, SS, …) is

shown next to each arc by checking or unchecking Show link labels. • In the Link color section we can choose the color of critical and noncritical

arcs.

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3.3. Customizing the Nodes

• To customize the nodes: • Select Format → Box Styles ... • ... or right click anywhere outside the nodes and arcs and select Box Styles. • In the Style settings for list, we must then choose the type of node whose

formatting we wish to customize (critical task, noncritical task, critical summary task, ...).

• In the Border and Background sections, we can naturally customize the node’s border and background, respectively!

• In the Data template section we can select among several predefined data templates, or even create a new template. The date templates specify the information (such as dates, duration, resources, …) that is shown inside the node.

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4. WORKING TIME AND CALENDARS

• By default, Project considers a 5 day working week (Monday to Friday), with working times 8:00 to 12:00 and 13:00 to 17:00.

• However, the working time is fully customizable. To customize the working time, select Tools → Change Working Time.

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• It is possible to define multiple calendars / working times. • The calendar we wish to customize can be selected in the drop-down list For

Calendar. • It is also possible to create a new calendar by selecting Create New

Calendar: • This opens the Create New Base Calendar dialog box. Here, we can: (1) Enter the calendar’s name in the Name box. (2) Choose whether the new calendar is based on an existing one, by

choosing Make a copy of and selecting the desired calendar (this is useful if we want to create a calendar that is quite similar to an existing one) ...

(3) ... or whether the new calendar is to be built from scratch, by choosing Create new base calendar.

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• Once the calendar we wish to customize has been selected or created, we can then fully customize it.

• We can set the working hours and decide whether a day or a set of days are working days or not. This can be set: • For a single day. In this case, we should: (1) Select that day. (2) In the Exceptions tab, select an empty cell in the Name column and insert

a name which identifies the unique situation occurring on that day. (3) Make sure that day is selected on both the Start and Finish columns.

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(4) Select Details. (5) This opens the dialog box Details, where we can then define all the

specificities regarding this day.

• For a set of days. In this case, we should: (1) Select that set of days. (2) Follow the same procedures as described for a single day.

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• For a given day of the week or for several given days of the week (that is, and for instance, for all Mondays, or all Tuesdays and Thursdays). Naturally, this does not prevent us from later specifying something different for one single Monday, as described above. In this case, we should:

(1) Select the Work Weeks tab. (2) Select [Default] in the Name column. (3) Select Details.

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(4) This opens the Details dialog box. Here we select a day of the week (or days) and then define the corresponding working time.

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• When we create a new calendar, we should be aware that that calendar will not

automatically become the calendar used by the project. Indeed, in order for the project to use that calendar, we must: • Select Project → Project Information. • Choose the desired calendar in the Calendar drop-down list.

5. THE GANTT CHART AND THE CALENDAR

5.1. Customizing the Gantt Chart

• The project’s Gantt chart is automatically drawn by Project as we insert the tasks. This chart is shown on the right side in the view Gantt Chart.

• The Gantt chart can be customized. By default, both critical and noncritical activities are shown in blue. However, both the visuals and the contents of the Gantt chart can be fully customized.

• The easiest way to customize the Gantt chart is: • Select Format → Gantt Chart Wizard ... • ... or right click anywhere on the empty area in the Gantt chart and select

Gantt Chart Wizard. • We must first decide whether to use one of the partially defined

configurations provided by Project (by selecting Standard, Critical Path, Baseline or Other), or to fully customize the Gantt chart (by selecting Custom Gantt Chart).

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• In the Standard, Critical Path (which, as the name clearly indicates, highlights the critical tasks), Baseline or Other choices, some configuration options are set by Project, while others are defined by us in the next steps in the Wizard. By choosing Custom Gantt Chart we are given full control in the configuration of the Gantt chart, since we are able to define the options that Project had set in the previous configurations.

• The partially defined configurations allow us to: • Choose the information regarding each task (such as resources, dates, or

any other information we desire) which will be displayed next to the corresponding bar in the Gantt chart.

• Choose whether or not we wish the precedence relations to be included in the chart, via arrows.

• In addition, the Custom Gantt Chart option also allows us to: • Choose whether or not we want the critical and noncritical tasks to be

formatted differently. When such is desired, we can fully customize both types of task.

• Customize summary tasks and milestones. • Choose whether or not to include in the chart the project’s baseline (to be

discussed in the chapter monitoring and controlling the project) and / or the tasks total slack.

5.2. The Project Calendar

• Project also automatically creates a calendar for the project. That calendar shows, for each day, the task or tasks being performed on that day.

• This calendar can be found in the Calendar view (select View → Calendar).

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6. REPORTS

• Project can automatically generate a wide variety of reports, containing all sorts of information concerning the project. These reports are quite useful for planning, for managing and controlling the implementation and also for the termination and evaluation.

• Thus, these reports are useful for multiple chapters in our course, since they help us with planning, scheduling, resource allocation, budgeting, monitoring and controlling and termination and evaluation.

• In order to generate a report, select Reports → Report … in order to open the Reports dialog box.

• Project provides us with five categories of preconfigured (but partially editable) reports (Overview, Current Activities, Costs, Assignments and Workload), as well as with the option of fully creating and customizing a report (Custom).

• Each of the five preconfigured categories contains multiple reports among which to choose. Each of these can be partially configured, if desired, by selecting Edit … .

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• The five preconfigured categories are useful for generating the following types of report:

• Overview: General information regarding the project, such as summary, critical tasks and milestones.

• Current Activities: Useful information for monitoring and controlling the project, such as tasks starting soon, tasks in progress, should have started tasks and slipping tasks.

• Costs: Information useful both for planning and budgets, such as cash flow and budget, and for monitoring and controlling, such as overbudget tasks, overbudget resources and earned value.

• Assignments: General information regarding the assignment of resources to tasks, such as who does what, who does what when and overallocated resources.

• Workload: General information regarding the workload of resources, such as task usage and resource usage.

• The Custom option opens the Custom Reports dialog box. • Here, we can select among one of the many types of report available in the list

Reports. The report can be further configured by selecting Edit … . • Alternatively, we can create and fully configure a report from scratch by

selecting New … .

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