PROJECT
PREP
projectprep.org
7
Steps to Create a Schedule in Microsoft Project
It’s easy to create a schedule in Microsoft Project! You can put a simple one together
in about 15 minutes. To get you started, here are the most important steps.
1. List Project Activities
o
o
o
List the activities of the project in the “Task Name” column.
Group the activities (in some meaningful way) using indentation.
Set the “Task Mode” column to “Auto-Schedule” for all activities.
2. Set Durations (Time)
o
o
o
Add the time required to finish an activity in the “Duration” column.
You should add durations for ALL lowest-level activities – and only those.
Update the “Start Date” in the “Project Information” (on the “Project” ribbon tab).
3. Add Predecessors
o
o
o
Predecessors are activities that come before another. (e.g. Writing before editing.)
You should add predecessors for ALL lowest-level activities – except the first.
(Lowest-level activities are those that are indented the farthest and are NOT bold.
4. Assign Resources
o
o
o
Go to the “Resource Sheet” and add your labor and material resources (and rates).
Go back to the “Gantt Chart” and add resources to the “Resource Name” column.
You should add resources for ALL lowest-level activities – and only those.
5. Add Fixed Costs
o
o
o
Insert the “Cost” column. (This sums fixed and variable costs.)
Insert the “Fixed Cost” column and add any fixed costs to the activities.
(Because you already assigned resources, variable costs are auto-calculated.)
6. Set the Baseline
o
o
o
The “baseline” is the plan for the project. You will compare this to your actuals.
Under the “Project” tab, select “Set Baseline.” Baseline the “entire project.”
This will populate the “Baseline Start” and “Baseline Finish” columns.
7. Update Status
o
o
o
Insert the “% Complete” column and update in progress or complete activities.
Update the “Status Date” in the “Project Information” (on the “Project” ribbon tab.)
You should update project status on a regular basis.