Module 1 - Introduction
Lesson 1.1: Introduction to Project Management
Module 1 - Introduction
LESSON 1.1: INTRODUCTION TO PROJECT MANAGEMENT ...................................................................................3
LESSON 1.2: INTRODUCTION TO MICROSOFT PROJECT ...................................................................................... 11
Microsoft Project Support Group
1–1
Created Date 6/15/98
Module 1 - Introduction
Microsoft Project Support Group
Lesson 1.1: Introduction to Project Management
1–2
Created Date 6/15/98
Module 1 - Introduction
Lesson 1.1: Introduction to Project Management
Lesson 1.1: Introduction to Project Management
Some Topics to be introduced in this lesson include:

Overview

Definition of a Project

Project Management

Project Managers

Critical Path Method (CPM)
Microsoft Project Support Group
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Created Date 6/15/98
Module 1 - Introduction
Lesson 1.1: Introduction to Project Management
Overview
This section provides a brief introduction to Project Management. For a thorough discussion of
Project Management and related fields, see the "Project Management Body of Knowledge"
(PMBOK) at the following Web site: http://www.pmi.org/pmi/publictn/pmboktoc.htm.
Definition of a Project
The Project Management Institute defines a project as follows:
A Project is a unique undertaking with a defined starting point and duration directed
at achieving defined objectives, utilizing finite or infinite resources.
The key parts of this definition:
1.
A project has a unique objective.
2.
A project has a definite start, duration and finish. It has a temporary rather than open-ended
duration.
Some examples of projects are:

Building a house

Relocating a data center

Writing a book

Developing a software program
Project Management
Project management is the management of an organized set of activities directed toward a
common goal, using specialized management structures and techniques. It includes:
Determining project objectives
What is the goal (or goals) of the project? Examples of project goals include building a bridge,
relocating the MIS department to a new site or installing a new phone system. More importantly,
some examples of things that are NOT projects include scheduling the usage for a training facility
or scheduling engineers in a technical service department. These are not projects because they do
not meet all the criteria of a project. They do not have a definitive start, finish, and duration.
Managing budgets and resources
Projects do not get done without resources to do them. To ensure successful completion of a
project, it is important to estimate correctly the number of personnel and the amount of equipment
needed. With this, it is important to realize the cost of the project. Some projects can be completed
in a shorter time by increasing the manpower on the project. However, doing this also increases
the cost. One of the project manager’s jobs is to maintain a balance between reducing costs and
reducing the time to complete the project.
Reporting Progress
Reporting progress is a key to project management. It is essential that key players in a project
know what is happening, and whether they are on track, behind, or ahead of schedule. By
reviewing progress on a regular basis, you can try to avoid possible problems in advance. For
example, if you notice that a certain task was scheduled to take 10 days to accomplish, but on day
5 only 25% of the work was finished, you could possibly re-allocate resources to that task in order
to complete it on time.
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Created Date 6/15/98
Module 1 - Introduction
Lesson 1.1: Introduction to Project Management
Evaluating efficiency and effectiveness
During and after a project, it is important to review and analyze the performance on the project.
This information can provide valuable insight into possible changes to make for future projects.
For example, your project was to build a house, and one of the steps involved was landscaping.
After the project is finished, you notice that it took less time to do the landscaping than you
originally planned. This information could be valuable if you build another house, because you
could reduce the time allocated for landscaping. By constantly reviewing the efficiency and
effectiveness of your project, you can more accurately plan future projects.
Project Managers
Project managers are responsible for managing projects. They coordinate projects and related
tasks, but do not usually have direct management responsibilities for resources assigned to their
project. The resources involved in one project may not be the same resources involved in another
project. Project managers focus only on work that is specific to their project, and are primarily task
and time-constrained: “How do I ensure my project gets finished in the shortest amount of time?”
is a question on every project manager’s mind each day.
Critical Path Method (CPM)
The definitions and calculations in this section assume a simple classical project consisting of a set
of tasks, task dependencies, and task constraints.
A task dependency (relationship) occurs if the start or finish of one task (the successor task)
depends on the start or finish of another task (the predecessor task). For example, if Task B can
start when Task A finishes or later, then Task A is a predecessor of Task B with a Finish-to-Start
(FS) relationship. Other relationships are SS (Start-to-Start), FF (Finish-to-Finish), and SF (Startto-Finish). Lag or Lead (negative Lag) can be specified in a relationship to allow the successor to
start later or earlier than the original plain relationship. For example, an SF relationship with
negative 2 days of lag means that the successor can start 2 days before the predecessor finishes, or
later.
A task constraint limits when the task can occur, independent of other tasks. For example, if a
task cannot start any earlier than 1/1/98, then it would have a "Start No Earlier Than" (SNET) type
of constraint with a constraint date of 1/1/98.
The Critical Path Method (CPM) is a method of calculating the total duration of a project based
on a specified project start date and on the individual duration of tasks and on their dependencies.
CPM also provides useful information about how far a task can slip into the future before it moves
other tasks or makes the project finish later.
For a specified project start date and a set of tasks along with their dependencies and constraints,
the CPM method calculates the following:

The earliest date each task can start and finish, and the earliest date the project can finish.

The latest date each task can start and finish, without causing the project to finish later.

How far into the future each task can slip without causing any other task to finish later. [those
statements are identical!].

Which tasks are critical, for example, which tasks will cause the project to finish later if they
slip.
Before looking at how the CPM works, here are a few related definitions from Microsoft Project
Help:
Microsoft Project Support Group
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Created Date 6/15/98
Module 1 - Introduction
Lesson 1.1: Introduction to Project Management
Task
Dependency
A task dependency describes how a task is related to the start or finish of
another task. Microsoft Project provides four task dependencies you can use to
connect a series of tasks in a schedule. By using these dependencies effectively,
you can modify the critical path and shorten your project schedule slack.
Lag Time
A delay between tasks that have a dependency. For example, if you need a twoday delay between the finish of one task and the start of another, you can
establish a finish-to-start relationship and specify a two-day lag time. You enter
lag time as a positive value relationship.
Predecessor
A task whose start or finish determines the start or finish of another task.
Successor
A task that cannot start or finish until another task starts or finishes.
Early Start
The Early Start field contains the earliest date that a task could possibly begin,
based on the early start dates of predecessor and successor tasks, and other
constraints. Early Start is calculated as follows: When you first create a task, its
early start date is the same as the scheduled start date. As you link the task to
predecessors and successors and apply any other constraints, Microsoft Project
calculates the early start date as the earliest possible date this task could be
started, if all predecessor and successor tasks also start on their early start dates.
If there is a leveling delay on the task, this is also figured into the early start
date.
Early Finish
The Early Finish field contains the earliest date that a task could possibly finish,
based on early finish dates of predecessor and successor tasks, other constraints,
and any leveling delay.
Late Start
The Late Start field contains the latest date that a task can start without delaying
the finish of the project. This date is based on the task’s start date, as well as the
late start and late finish dates of predecessor and successor tasks, and other
constraints.
Late Finish
The Late Finish field contains the latest date that a task can finish without
delaying the finish of the project. This date is based on the task’s late start date,
as well as the late start and late finish dates of predecessor and successor tasks,
and other constraints.
Critical task
A task that must be completed on schedule for the project to finish on time. If a
critical task is delayed, the project completion date is also delayed. A series of
critical tasks makes up a project's critical path.
Critical path
The series of tasks that must be completed on schedule for a project to finish on
schedule. Each task on the critical path is a critical task. Most tasks in a typical
project have some slack and can therefore be delayed a little without affecting
the project finish date. Those tasks that cannot be delayed without affecting the
project finish date are the critical tasks. As you modify tasks to resolve over
allocations or other problems in your schedule, be aware of the critical tasks and
that changes to them will affect your project finish date.
Critical Path
Method
(CPM)
A project management method of calculating the total duration of a project
based on individual task durations and their interdependencies.
Slack (or
Float)
The amount of time a task can slip before it affects another task's dates or the
project finish date. Slack is sometimes referred to as float time.
Free Slack
The amount of time a task can slip before it delays another task.
Total Slack
The amount of time a task can slip before it delays the project finish date. When
the total slack is negative, the duration for a task is too long for its successor to
begin on the date required by its constraint.
Microsoft Project Support Group
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Created Date 6/15/98
Module 1 - Introduction
Lesson 1.1: Introduction to Project Management
CPM produces results by doing a Forward Pass calculation followed by a Backward Pass
calculation:

Forward Pass: All tasks are calculated to start as early as possible for the specified task
dependencies and constraints, and the specified project start date. The latest finishing task(s)
determines the project finish date. The Early Start and Early Finish dates for each task are
calculated during this pass.

Backward Pass: All tasks are calculated to finish as late as possible for the specified task
dependencies and constraints, and the project finish date calculated from the Forward pass.
The Late Start and Late Finish dates are calculated for each task during this pass.
Example
A project starts on Jan 1, 1998 and every day is a working day. The four columns below are the
specified task ID, Duration (in days), Predecessors, and Successors. All the relationships are FS,
and there are no other constraints (like Start No Earlier Than).
ID Dur. Pred. Succ.
1
2d
3
2
4d
3
3
3d
4
2d
5
3d
1,2
5
4
Forward Pass:
In the table below, the cells filled with the letter "e" show how the task Early Start and Early
Finish dates are calculated during the forward pass. Notice that tasks with no predecessors start at
the specified project start date (Jan 1), and other tasks are scheduled as early as possible for the
specified relationships. The calculated project finish date is Jan 7.
ID
Dur. Pred. Succ. Jan Jan
1
2
1
2d
3
E
E
2
4d
3
E
E
3
3d
4
2d
5
3d
Microsoft Project Support Group
Jan
Jan
Jan
Jan
Jan
Jan
3
4
5
6
7
8
E
E
1,2
E
5
4
E
E
E
1–7
E
E
E
E
Jan Early Early
9 Start Finish
Free
Slack
Jan 1
Jan 2
2d
Jan 1
Jan 4
0d
Jan 5
Jan 7
0d
Jan 1
Jan 2
0d
Jan 3
Jan 5
2d
Created Date 6/15/98
Module 1 - Introduction
Lesson 1.1: Introduction to Project Management
Backward Pass:
In the table below, the cells filled with the letter "X" show how the task Late Start and Late Finish
dates are calculated during the backward pass. Notice that tasks with no successors start at the
project finish date that was calculated during the forward pass (Jan 7), and that other tasks are
scheduled as late as possible for the specified relationships.
ID
Dur. Pred. Succ. Jan Jan
1
1
2d
3
2
4d
3
3
3d
4
2d
5
3d
X
2
X
Jan
Jan
Jan
Jan
Jan
Late
Start
Late
Finish
3
4
5
6
7
X
X
Jan 3
Jan 4
X
X
Jan 1
Jan 4
Jan 5
Jan 7
Jan 3
Jan 4
Jan 5
Jan 7
1,2
X
5
X
X
X
X
4
X
X
X
A comparison of the Early and Late dates for a task is used to compute its Total Slack and to
determine if the task is critical (Zero Total Slack). From the table below, you can see that the only
critical tasks are task 2 and 3, and that they form a single critical path from the start to the end of
the project.
ID Dur. Pred. Succ. Jan Jan
1
2
3
4
5
2d
3
4d
3d
3
2
E
E
Jan
Jan
Jan
Jan
3
4
5
6
7
X
X
E
E
E
E
X
X
X
X
1,2
2d
3d
1
Jan
5
4
E
E
E
E
X
X
X
E
X
X
E
E
E
X
X
Total Critical
Slack
2d
No
0d
Yes
0d
Yes
2d
No
2d
No
X
More complicated projects can have more than one critical path. In non-classical projects with
more advanced features, a project might have no critical path. See the Scheduling module for
examples.
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Module 1 - Introduction
Lesson 1.1: Introduction to Project Management
Lesson 1.1 - Exercises
1.
Which of the following best fits the definition of a single project?
A.
B.
C.
D.
E.
2.
The activities required to build a convention center.
The cases a law firm works on year after year.
A law firm preparing for a specific case.
Daily activities during the life of a person.
Creating a new video game.
What is the acronym and name of the procedure in which a forward pass and a backward pass are used
to calculate slack?
A. DPM - Double Pass Method
B. CPM - Critical Path Method
C. FBM - Forward Backward Method
3.
If the Early bar (from Early Start to Early Finish) exactly matches the Late bar (from Late Start to Late
Finish), and each bar is 5 working days long, then which of the following are true (identify all correct
answers):
A.
B.
C.
D.
4.
The Total Slack of the task is 5d
The Total Slack of the task is 0d
The task is critical.
No such task can exist.
Is the backward pass used to calculate the Early bar or the Late bar?
Lesson 1.1 - Lab
The picture below shows a project with three tasks with no constraints. The project is scheduled from
start and the relationships are all simple Finish-to-Start. A standard five day work week is used (MonFri, 8am-12pm, 1pm-5pm) and each task starts at 8am and ends at 5pm.
A. Based only on what you see in the picture above, complete the table below by filling in values for
tasks T1 and T3 (without actually creating the project). Don't include the time of day with the
dates.
Name
Early
Start
Early
Finish
Late
Start
Late
Finish
Total
Slack
Critical
8/15
8/18
8/15
8/18
0d
Yes
T1
T2
T3
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Module 1 - Introduction
Lesson 1.1: Introduction to Project Management
B. Verify your answers by creating the above project in Microsoft Project. You'll need to set the
Project Start date to 8/11/97 (by clicking Project Information from the Project menu). You'll also
need to insert the appropriate columns in a task table in Microsoft Project.
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Module 1 - Introduction
Lesson 1.2: Introduction to Microsoft Project
Lesson 1.2: Introduction to Microsoft Project
Some Topics to be introduced in this lesson include:

How Microsoft Project Helps

New/ Improved Features
Microsoft Project Support Group
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Created Date 6/15/98
Module 1 - Introduction
Lesson 1.2: Introduction to Microsoft Project
How Microsoft Project Helps
Microsoft Project makes it easy to get started even if you are new to project management software.
The picture below, from the "Microsoft Project Map" on-line help topic, illustrates the evolution
of a project and how Microsoft Project can help:
Microsoft Project helps you manage projects in a variety of ways, including:

Ease of Use: There are helpful learning tools such as the Office Assistant and
GanttChartWizard. Microsoft Project has data entry features such as in-field spinners and
dropdowns, AutoCorrect, Spell Checker, and Search and Replace.

Scheduling: Based on the data that you enter about the tasks, constraints, relationships,
resources, assignments, calendars, and so on, Microsoft Project schedules your tasks. It can
also automatically spread or split tasks to solve overallocation problems.

Tracking: You can track actual information and progress, and compare current scheduled
information against a saved baseline.

Reporting: There are a variety of views and reports for viewing and presenting project
information.

Workgroup: The project manager can communicate with resources about their tasks and
progress using email or a web site.

Import/Export: Microsoft Project can read and write to a variety of file formats.

Customization: Visual Basic for Applications macros can be used to build custom solutions
with Microsoft Project and other applications.
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Module 1 - Introduction
Lesson 1.2: Introduction to Microsoft Project
New/ Improved Features
If you used previous versions of Microsoft Project, then the following list provides a quick
overview of some of the new or improved features in Microsoft Project 98:
Usage Features
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Scaling for all printers (including non-postscript).
Find and replace tool for task, resource, or usage tables.
In-field spinner, dropdown lists, and date picker.
Filters: New Autofilter (similar to the one in Excel) with the ability to save as a filter.
Improved custom filters support grouped conditions.
Field improvements: Increased number of custom fields such as Text1,..., Text30. New
date custom fields Date1,...,Date10. Definable custom field aliases show up in field lists.
Copy Picture: Allows a date range to be specified. Can save as GIF.
View Navigation: New View Bar containing icons for views. View names displayed at
the border of panes.
Formatting: Rich Edit (RTF) notes. More format choices for duration labels, like d, dy,
and day. Assignment units can be formatted as % or decimal.
Web Features: Hyperlinks in dedicated fields, text-type fields like Text1, and RTF notes.
Web-based application for Workgroup messaging.
Indicator field: Contains icons that display information about tasks, resources, or
assignments, such as missed constraints or over allocations.
Usage views: Can show assignments by task or by resource. Show timephased values by
period. Timephased data can be entered for some fields such as assignment scheduled and
actual work.
Assignment Information dialog: New dialog for selecting the assignment contour and rate
table, and for editing assignment fields such as Start, Finish, and actuals.
Progress Lines: New graphical "lightening bolt" can be displayed on the Gantt Chart for
a quick overview of the progress of all the tasks in a project relative to a specified date,
status date, or current date.
Scheduling and Costing Features:
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Resource Availability Dates: You can specify a date range restricting when a resource
can work; this overrides the resource calendar.
Variable Resource Rates: Each resource has 5 rate tables, each with up to 25 different
rate periods. A rate table can be selected for each of the resource's assignments.
Actual costs can be entered: Options Calculation tab has the new option, "Actual costs
are always calculated by Microsoft Project." If unselected, then task and assignment total
or timephased actual costs can be entered.
Timephased fields: Many fields such as Work, Actual Work, and %Complete can be
edited per period in a usage view.
Earned Value fields: Calculated from timephased values; can be based off a specified
Status Date.
Assignment contouring: Predefined Flat (default), Back/Front Loaded, Double/Early/Late
Peak, Bell, or Turtle. Contours can be customized (Contoured) by editing timephased
values.
New Duration, Work, Units calculations: Based on Task Types (Fixed Units, Fixed
Duration, Fixed Work) and Effort Driven settings. Fixed Work allows units to be
calculated when duration changes, keeping assignment work unchanged. Effort Driven
keeps total Work constant as more resources are assigned.
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Module 1 - Introduction
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Lesson 1.2: Introduction to Microsoft Project
Scheduling from Finish: Symmetric calculations compared to Schedule From Start.
ASAP and ALAP retain same definition either way. Can level now using negative
Leveling Delay.
Task Splitting: Tasks can be manually split multiple times with the mouse in a Gantt
view or by entering zeroes for periods in a usage view. Leveling has an option to split
remaining work.
Resource Leveling:
Options to...
 Set the granularity (min, hr, day, week, mo).
 Specify a date range.
 Level assignments independently.
 Split remaining work for a task or assignment.
 Level projects that are scheduled from finish (using negative delays).
 Override constraints.
 Level the rest of a resource's assignments after an unresolvable
situation.
Other improvements include:
 A progress indicator on the status bar is useful during lengthy leveling
calculations.
 New Preleveled date fields allow a before/after comparison in the
Leveling Gantt view.
 Leveling does not destroy critical path.
Summary tasks: Actual Work and % Work Complete can be edited. The new Summary
Progress "To" field in Bar Styles can be used to draw more meaningful progress bars.
"Task Status Updates Resource Status": Works both ways now; edits to actuals changes
the task % Complete.
Actual Work Rolldown calculations: Edits to task actual work are rolled down to
assignments in a timephased manner (period by period) until the assignment actuals total
to the task actuals.
Duration Calculation: Calculated in a timephased manner rather than maximum
assignment Work/Units as in previous versions.
Week Starts On: Can now be any day of the week rather than just Sun or Mon. Used by
Date Picker dropdowns and timescale labels Week of year 1,...52 and Days count 7.
Fiscal Year: There is now an option "Use starting year for FY numbering" rather than
jumping a year ahead at the start of the fiscal year.
Stop and Resume fields: Now editable.
Soft constraints: New option "Tasks will always honor their constraints." If unchecked,
then a successor task can obey its predecessor even if the successor violates its constraint
(still causes negative slack).
Multiple Critical Paths: If the new "Calculate multiple critical paths" option is selected,
then tasks at outline level 1 that normally have slack to the end of the project (for
example, no successors or right limiting constraint) will instead have 0 slack. Slack of
child tasks are relative to the summary task; ALAP child has 0 slack and can't go or push
successors past the summary task finish.
Inserted Projects: Replace the old consolidated and subproject features. Any project can
be inserted into any other project at any level.
Cross Project Linking: Path and filename can now be specified in the predecessor field to
create external links, for example, C:\Files\OtherFile.mpp\2FS+3d, or the mouse can be
used to create them using inserted projects.
Resource Pools: Improved architecture. The pool now contains all assignment
information so you can see assignments across all sharers even if they are not all open.
Pools can be opened as read-only so multiple users can have the project open at the same
time. The new Update Resource Pool command temporarily closes the pool, reopens it
with write access, updates it, closes it, and opens it again as read-only. The new Refresh
Resource Pool command reads the latest updates from the pool (closes and reopens it).
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Module 1 - Introduction
Lesson 1.2: Introduction to Microsoft Project
Data Import/Export Features
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Maps: Provide consistent interface for importing/exporting various file types.
Improved ODBC support: You can do a complete save including views, etc. The MPD
format is a complete save to an Access database.
Modifying data outside of Microsoft Project: Intelligent import handles inconsistencies
from external modifications.
Save to HTML: New format works with a Map to save specified fields to an HTM
extension file using a default template or a customized one created using special
Microsoft Project HTML codes.
"Microsoft Excel 5.0/7.0 Pivot Table" type: Replaces the old CreateCrossTab macro.
Analyze_Timescaled_Data macro: Exports timescaled data to Excel sheet with an option
to chart.
Global files: Can now be opened.
Visual Basic Applications Features
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Microsoft Visual Basic Editor: Same editor as in other Office applications. The Module
Editor view is gone.
Virus Check: A warning is given when a project that contains macros is opened.
CommandBars collection: Allows command bars (single menu bar and various toolbars)
to be controlled programmatically.
Workgroup Features

Microsoft Outlook Integration: Partially completed Status messages can be saved in
Outlook. Unsolicited Status messages can be created in Outlook. Project file tracking
events can be stored in an Outlook Journal.

Web Based Workgroup Messaging: The Web application Mspjhttp.exe can be placed on
a Web server and used by the project manager and resources to handle workgroup
messaging.
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Module 1 - Introduction
Lesson 1.2: Introduction to Microsoft Project
Lesson 1.2 - Exercises
1.
Which of the following are new features (not just improvements) in Microsoft Project 98?
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
O.
P.
Q.
R.
S.
T.
U.
V.
W.
X.
Y.
Z.
Scaling on postscript printers.
Link lines connecting predecessor and successor tasks on the Gantt Chart.
AutoFilter.
Formatting the font for selected cells in a table.
Rich Text formatting in the Notes tab in the task, resource, and assignment Information dialogs.
Task Usage view.
Each resource can have its own standard rate.
Assignment Units field for controlling work load.
Resource Calendars.
Predefined assignment contours such as Bell and Turtle.
Type and Effort Driven task fields.
Option to schedule a project from the Start or Finish.
Projects scheduled from Finish can be leveled.
Summary tasks.
Option for multiple critical paths.
Subprojects.
Inserted Projects.
Paste Linking between projects.
Cross project predecessor/successor links.
Projects can now share resources.
Projects can be saved in HTML format.
The Organizer can be used to copy views between projects.
Global files can now be opened.
Module Editor view for editing macros.
Resources can view workgroup messages using a Web browser.
You can create multiple custom menu bars.
Lesson 1.2 - Lab
Lesson 1.2 - Lab 1
Use Microsoft Project online Help to locate the Microsoft Project Map that is displayed in the
beginning of this lesson.
Click on each of the circled text, circled numbers and Hint boxes along the path and briefly scan the
information that is displayed.
Lesson 1.2 - Lab 2
The purpose of this subjective exercise is to encourage you to think about the potential impact of the
new and improved features in Microsoft Project 98.
In the New/Improved Features section of this lesson, pick out ten of the listed items that you believe
are the most important. Be prepared to support your position.
If time permits, the instructor may hold an open forum for class participants
to discuss their choices.
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Module 1 - Introduction
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Lesson 1.2: Introduction to Microsoft Project
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Created Date 6/15/98