Microsoft Project 2010 Essentials
24th August 2013, MPUG Chennai
Rules
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Collaborate
Help others
Ask Questions
Try something new
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9:40 AM – 11:15 AM
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About Project 2010
Create Project
Customize options settings
Customize Calendars
Snacks Break
Agenda
11:30 AM – 1:00 PM
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Create Task Structure
User-controlled schedule
Link Tasks, critical path
Add resources, costs
2:00 PM – 4:15 PM
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Assign resources
Task type, effort driven
Resource Leveling
Set and maintain baseline
Snacks Break
Lunch Break
4:30 PM – 6:30 PM
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Keep your schedule up-to-date
Measure progress
Printing schedules
Q&A
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About Project 2010
About Project 2010
Office Project 2010 delivers project management tools for
small ad hoc teams or large organizations with mature
management processes and methodologies.
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A Big Jump in Capability
Microsoft® Fluent™ user interface
Zoom In/Out Quickly
Active/Inactive Tasks(PRO)
User-controlled schedule
Backstage™
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Let’s get the basics right!!
MPP File
Tasks
Views
View > Views
Resources
Assignments
Tables
Filters
View > Tables
View > Filter:
Groups
View > Group by:
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Create Project
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New project options
Schedule forward/backward
Default start/end time
Default constraints
Customize Project options
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Project defaults the start time and end time to
8:00 AM and 5:00 PM.
In Options dialog, you can change the default
start time and default end time in Schedule tab,
Calendar options.
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Create Project
• Click the File tab. This displays Backstage view
• You can create from
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Blank project
Templates
Existing project
Excel workbook
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Create Project
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Before opening files saved in older file formats
change the settings in Legacy Formats tab in Trust
Center
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While importing from Excel workbook, make sure
the field name is mapped to the right fields
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Schedule the project
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Click the Project tab, and click Project Information
If you know the Project Start date, choose Project Start
Date in Schedule from: field and select the Start date
Scheduling forward/backward will set the default constraint
type of tasks to “as soon as possible” or “as late as
possible”.
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Customize Calendars
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Importance of calendar
Types of calendars
Set working time
Share/rename/delete calendars
Calendar Basics
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Project 2010 schedules tasks based on its
predecessors, constraints and calendars set.
Calendars have working days, holidays, vacations
Project 2010 groups calendars and applied in the
order
1. Task Calendar
2. Resource Calendar
3. Project Calendar
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Generic working time is maintained in Base
calendars
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Resource, Task Calendar
Server repairs
Calendar
Calendar
Design work
Task Calendar has higher priority than Resource Calendar
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Calendars and its relationship
Base Calendar
(location1)
Base Calendar
(location2)
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Global.MPT
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Project 2010 copies the base calendars from Global.MPT
By default, it has 24 hours, Standard and Night Shift base
calendars
Click the Project tab, and click Change Working time button
Observe the legend to interpret the working and nonworking days
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Create base calendars
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Select the base calendar to be edited (or) click
Create New Calendar button in Change Working
time dialog.
Use the Work Weeks tab to set up the normal
working time for the week
Use the Exceptions tab to set variances to the
normal working times for the selected calendar.
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Work Weeks, Exceptions
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Work weeks:
 [Default] work week should have the normal working
time of the selected calendar
 Insert additional work weeks with start and finish to set
working time between the start and finish
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Work Weeks, Exceptions
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Exceptions:
 Insert exceptions for working times with recurrence
pattern
 Working times in Exceptions override the working time
in Work Weeks
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Project Calendar
• Project Calendar is set to one of the base
calendars
• Project 2010 schedules tasks without resources and
task calendar using Project Calendar
• Click Project tab, and click Project Information
• Select the project calendar from the Calendar list
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Share/rename/delete base calendars
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You can copy Project elements between files, or
between a file and the global template.
Click File tab, click Info and then click Organizer.
The list on the right box contains the custom
elements in the currently opened project
The list on the left box contains the elements in
the global template.
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Share/rename/delete base calendars
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By default, new views are automatically saved to the global
template file.
To turn off this behavior click File tab, click Options, and
then click Advanced.
Uncheck Automatically add new views, tables, filters and
groups to the global in the Display section
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Working Days report
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Working Days report specifies which days are working days
and which are nonworking days for each base calendar
used in the project.
Click Project tab, click Reports in Reports group.
On the Reports Dialog, click Overview and Working Days
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Break
Create Task Structure
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Build WBS
User-controlled feature
Set dependencies
Display the critical path
Work Breakdown Structure
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WBS is a deliverable-oriented group of project
elements that defines the total project scope.
WBS is the required for schedule development.
The hierarchy in WBS can be created by
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Project Summary Task
Summary Task
Normal (Detail) tasks
Milestones
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Insert Project Summary task
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Project Summary task is used to hold the project vision
statement.
Click Format tab, check Project Summary Task in
Show/Hide group to display the project summary task
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User controlled scheduling
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Project 2010 allows or prevents calculation of duration, start, finish
dates of tasks.
This is achieved by setting the Task Mode field to either Auto scheduled
or Manually scheduled
Right click the task and then click Information, click the General tab,
and then change the Schedule Mode:
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Default duration and work units
• Default duration units is set to days and the default
work units is set to hours
• Click File tab, click Options and then click Schedule.
• Change the default units, hours per day, hours per
week, days per month can be set
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Insert Tasks
• Normal (Detail) Task: Tasks with non-zero duration
• Milestones: Tasks with zero duration
Insert Tasks
• Summary Task: They groups set of other tasks.
• Recurring Task: Same type of task executed
repeatedly over a period of time.
Task Calendar
Server repairs
Work is scheduled as per
Calendar
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task calendar
Calendar
By default, tasks are scheduled based upon the project calendar.
To define unique or specific exceptions/work weeks you can
create a task calendar.
A task calendar that is associated with a task overrides the
project calendar.
To create a task calendar click the Project tab, and click Change
Working Time. Click Create New Calendar and, set the
exceptions and workweeks.
After you create a base calendar, you assign it to the task by
selecting the calendar in Calendars list in Advanced tab of Task
Information.
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Task Calendar
Server repairs
Work is scheduled as per
Calendar
task calendar
Calendar
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If the task has non-intersecting task and resource
calendars, Project alerts Not enough common working
time.
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To change how this task is scheduled, either change the
task or resource calendar (or) select the Scheduling ignores
resource calendars check box in Advanced tab
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Date Constraints
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Constraints are a restriction set on the start or finish of
a task.
You can set date constraints only for auto scheduled
tasks
Flexible
Moderate
Inflexible
As Soon As Possible
Start No Earlier Than
Must Start On
As Late As Possible
Finish No Earlier Than
Must Finish On
Start No Later Than
Finish No Later Than
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Date Constraints
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The default task constraint type is set to “As Soon As
Possible” when scheduling forward
Right click the task and then click Information, click the
Advanced tab, and then change the Constraint type: and
Constraint date:
Click View tab, click Tables dropdown, click More Tables …
and then click Constraint Dates, click Apply
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Deadline
• Deadline is a target date that indicates when you
want a task to be completed
• Right click the task and then click Information, click
the Advanced tab, and then set the Deadline:
• If the task finishes pasts its deadline a Missed
Deadline Indicator
appears in Indicators field
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Milestones Report
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The Milestones report filters your project tasks to show only
milestone tasks and associated information
Click Project tab, click Reports in Reports group.
On the Reports Dialog, click Overview and Milestones
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Task Dependencies
• You should identify the predecessor and successor
with its dependency type before linking them.
• Predecessor: Driving task; Successor: Driven task
• Dependency type can be Finish-to-Start (Default),
Start-to-Start (SS), Finish-to-Finish (FF) and Startto-Finish (SF)
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Task Dependencies
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Select the tasks and then click Task tab, click
. This
will link the tasks in a sequence
Right click the task and then click Information, click
the Predecessors tab, and then add a link click the
Task Name field on the blank row
Set multiple predecessors and successors by using the
Task Form view (Predecessors & Successors variant).
Hint: You can split the screen by Split View option in
View tab
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Delay or overlap tasks
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Lag is the delay between linked tasks and lead is the overlap between
linked tasks
Lag is entered as positive value and lead is entered as negative value
Value can be duration or a percentage of the duration of the
predecessor
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Critical path
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Critical path is the longest path and the shortest time to
complete the project
Click View tab, click Tables dropdown, click More Tables …
and then click Schedule, click Apply to display slack
Click Format tab, check Critical Tasks to show the critical
tasks in red
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Critical Tasks report
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This report provides critical tasks with a sub table
containing successor task that will be affected by progress
on the critical task.
Click Project tab, click Reports in Reports group.
On the Reports Dialog, click Overview and Critical Tasks
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Critical Tasks Status report
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Use this report to view a diagram showing the work and
remaining work for both critical and non-critical tasks.
Click Project tab, click Visual Reports in Reports group.
On the Visual Reports dialog, click Task Summary and
choose Critical Tasks Status Report
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Record resources
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Add work/material/cost
Set resource cost
Set resource availability
Customize resource calendar
Resources
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Resources are people, facilities, equipment, materials or
money necessary to create project deliverables.
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Work Resources
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Click View tab, click Resource Sheet in the Resource
Views group
Work resources have the following attributes
 Working time
 Availability
 Standard rate, overtime rate and per-use cost
Set the working time by selecting the Change Working
Time button
Set the availability by adding/removing rows in
Resource Availability table in Resource Information
Set the standard rate, overtime rate and per-use cost
in Cost tab in Resource Information
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Material Resources
• Material resources have the following attributes
 Standard rate
 General resource-related fields
• Set the standard rate in Cost tab in Resource
Information
• Standard rate is the unit price of the material
resource
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Cost Resources
• Cost resources are used to apply miscellaneous
costs (such as airfare, lodging, or dining) to tasks in
your project
• They do not work and have no effect on the
scheduling of a task
• You enter cost value of a cost resource only when
you assign it to a task.
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Break
Assignment, Optimization
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Set the right task type
Assign resources to tasks
Delay/contour the assignment
Spot and resolve overallocation
Task type
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Formula: Duration = Work ÷ Resource Units
Task type provides choices that control the effect that
editing work, units, duration as on the other two fields.
In a...
If you revise
units...
If you revise
duration...
If you revise
work...
Fixed-units task
Duration is
recalculated.
Work is
recalculated.
Duration is
recalculated.
Fixed-work task
Duration is
recalculated.
Units are
recalculated.
Duration is
recalculated.
Fixed-duration
task
Work is
recalculated.
Work is
recalculated.
Units are
recalculated
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Task type
• By default, task type is Fixed Units.
• Right click the task and then click Information, click
the Advanced tab, and then choose the task type
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Effort-driven scheduling
• Effort-driven means that when you assign or
remove people from a task, Project lengthens or
shortens the duration of the task based on the
amount of resource units assigned to it, but it
doesn't change the total amount of work for the
task.
• Effort-driven calculations are applied only after the
first time one or more resources is assigned to the
task.
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Effort-driven scheduling
• By default, effort driven is turned off for tasks
• Right click the task and then click Information, click
the Advanced tab, and then check/uncheck the
Effort driven
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What’s the difference?
• Task types determine what happens to the other
two variables in the scheduling formula.
• Effort-driven scheduling determines what happens
to the duration or resource units for a task when
you add or remove resources.
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Ready. Set. Go.
• Common methods for assignment
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Team Planner view
Assign Resources dialog box
Task Usage (or) Resource Usage view
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Team Planner view
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Click View tab, and then click Team Planner
On the top, you have one row for each resource. On the bottom,
you have the unassigned tasks
You can move tasks to different time or assign it to a different
person by dragging the task or right click on the task and then click
Reassign To
Project updates the constraint of the moved tasks
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Assign Resources dialog
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Click Resource tab, in Assignments group, click Assign
Resources.
Use this dialog to enter, review, or change resource
assignments for the selected task.
As you assign resources, task type and effort driven will
affect the calculation of duration, work and resource units.
As you remove assigned resources from tasks, the
durations for those tasks might change
When you remove a resource from a task, the actual work
and actual cost will be deleted
To keep the actual costs for the task, set the remaining
work of the resource to zero before removing the resource
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Usage views
• Click View tab, in Resource Views group, click
Resource Usage
• On the left the resource and its assignments are
displayed. On the right the day-by-day work is
displayed.
• Insert Start, Finish columns on the left to know the
assignment start and finish
• You can edit the day-by-day work, start, finish of
the assignments.
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Who Does What When report
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The Who Does What When report is an amplification of the
information given in the Who Does What report, adding
the daily breakdown of hours of work assigned
Click Project tab, click Reports in Reports group.
On the Reports Dialog, click Assignments and Who Does
What When
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To-do list report
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Use the To-Do List to generate a list of tasks to provide to
assigned resources
Click Project tab, click Reports in Reports group.
On the Reports Dialog, click Assignments and To-do List
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Resource Work Availability report
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Use this report to view a bar graph with total capacity,
work, and remaining availability for work resources
Click Project tab, click Visual Reports in Reports group.
On the Visual Reports dialog, click Resource Usage and
choose Resource Work Availability Report
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Resource Work Summary report
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Use this report to view a bar graph with total resource
capacity, work, remaining availability, and actual work
Click Project tab, click Visual Reports in Reports group.
On the Visual Reports dialog, click Resource Usage and
choose Resource Work Summary Report
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Workload Leveling
• Project schedules the work for a resource based on
his calendar but not based on availability
• Scenarios for resource overallocations
• Resource total work on a task is more than availability
• Resource is assigned work outside his availability
• Resource is working full time on two or more parallel
tasks
• Workload Leveling is a process of resolving the
overallocations with the goal of making the
forecast realistic
Spot overallocations
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Overallocated Resource Report
Resource Work Availability Report
Gantt Chart view
Resource Sheet view
Resource Graph view
Team Planner view
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Overallocated Resources Report
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This report lists only the resources that have been assigned work
in excess of their availability, as reflected in their resource
calendars
Click Project tab, click Reports in Reports group.
On the Reports Dialog, click Assignments and Overallocated
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Resource Availability Report
• Use this report to view a diagram that shows the work and
remaining availability for your project's resources
• A red flag is displayed next to each resource that is overallocated.
• Click Project tab, click Visual Reports in Reports group.
• On the Visual Reports dialog, click Resource Usage and choose
Resource Availability Report
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Gantt Chart view
• On any task related view, you can see only few
icons in Indicators column
• You can right click the task and choose to
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Fix in Task Inspector
Reschedule to Available date
Ignore Problems for This Task
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Resource Sheet view
• Click View tab, in Resource Views group, click
Resource Sheet
• The
indicator field for overallocated resources
includes the Resource leveling indicator , which
indicates that the resource be leveled
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Resource Graph view
• Click View tab, in Resource Views group, click
Other Views dropdown and click Resource Graph
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Team Planner view
• Click View tab, in Resource Views group, click Team
Planner
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Level resource workload
• Resource leveling
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Start and finish are
adjusted based on the
resource constraints
This technique can
often cause the original
critical path to change,
usually to increase
• Resource smoothing
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Adjust start and finish
such that the resource
requirements doesn’t
exceed predefined
resource limits
This technique the
critical path is not
changed and project
finish date is not
delayed.
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You can level workload
• Options to level workloads
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Add/Remove/Replace resources
Split long tasks into many shorter ones
Customize resource calendar
Delay task start date/assignment start date
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Project can level workload
• Click Resource tab, in
Level group, click
Leveling Options.
• These options will
affect only work
resources.
• The Leveling
calculations trigger a
automatic leveling or
manual leveling
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Resource Leveling dialog
• Leveling range for …
• Select Level entire project to level workloads across the
project
• Select Level From: … To … to level workloads within the
specified period
• Leveling order
• Select ID Only to level tasks based on their ID numbers
• Select Standard to level tasks based on their slack
• Select Priority, Standard to level task priority and slack
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Resource Leveling dialog
• Resolving overallocations
• Select Level only within available slack to solve as many
overallocations as possible but still meeting the target
date
• Select Leveling can adjust individual assignments on a
task to schedule assignments individually instead of a
group
• Select Leveling can create splits in remaining work to
split task bars but tasks become fragmented
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Resource Leveling dialog
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Options to start leveling
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Level All : If Leveling calculations is set to Manual, this button
triggers a one-time leveling of workloads
Level Selection : Resolves resource conflicts of the selected
tasks by delaying/splitting them based on Leveling options
Level Resource: Resolves resource conflicts of the selected
resource by delaying/splitting them based on the Leveling
options
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Set Baseline
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First baseline
Revise baseline
Backup baselines
Compare multiple baselines
Baseline
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The baseline plan is a snapshot of your schedule
at the time that you save the baseline
This includes information about tasks, resources,
and assignments.
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Entire Project Baseline
• To see baseline data
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Click View tab, click Tables dropdown and then click
Tables, More Tables.
Click Baseline table in More tables and click Apply.
• To set the baseline
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It is recommend all tasks are auto scheduled
Click Project tab, in Schedule group, click Set Baseline
dropdown and then click Set Baseline …
You have set 11 baselines in Project 2010
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Copy baseline or start/finish
• Click Project tab, in Schedule group, click Set
Baseline dropdown and then click Set Baseline …
• In Set Baseline dialog, select Set Interim Plan and
choose the source and target in Copy: and Into:
dropdown
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Up-to-date schedule
• Project 2010 maintains current plan as well as the
baseline set
• Click View tab, in Data group, click Tables
dropdown and then click Entry
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Before you revise the estimates …
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Copy the current Start and Finish to Start1 and
Finish1 fields by using the Set Baseline feature
In Entry table, revise the estimate - insert the new
tasks, inactivate tasks, change dependencies, etc
Now compare the current Start/Finish with
Start1/Finish1
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Revise the baseline
• Select the impacted tasks to be updated in
baseline
• Click Project tab, click Set Baseline dropdown and
then click Set Baseline …
• Select the option For: Selected Tasks
• Under Roll up baselines
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Select To all summary tasks to update baseline
information on all higher level summary tasks of the
normal task selected
Select From subtasks into selected summary task(s) to
update only the summary tasks that you have selected
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Compare multiple baselines
• If you want to keep record of revisions in baseline,
you may want to use Set Baseline feature to
backup baselines
• To view baselines graphically, click View tab, in Task
Views group, click Other Views dropdown and click
More Views.
• In More Views dialog, click Multiple Baselines Gantt
and click Apply.
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Baseline Work Report
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Use this report to view a bar graph with baseline work,
planned work, and actual work for your project illustrated
across tasks.
Click Project tab, click Visual Reports in Reports group.
On the Visual Reports dialog, click Assignment Usage and
choose Baseline Work Report
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Baseline Report
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Use this report to view a diagram of your project broken
down by quarter, then by task
Click Project tab, click Visual Reports in Reports group.
On the Visual Reports dialog, click Assignment Usage and
choose Baseline Report
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Break
Update schedule
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Tracking fields
Update tasks
Update assignments
Keep your plan up-to-date
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Some of the many common mistakes by schedulers
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Use the schedule itself to reflect promises and keep it static
Set up schedule with few dependencies and more constraints
They just enter actual progress without revising the forecast
There are two strategies for updating your schedule:
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Updating tasks
Updating assignments
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Updating Tasks
• Tasks that ran as scheduled
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On the Task ribbon, click
or enter 100% in % complete
• Tasks that run as scheduled
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On the Task ribbon, click
• Tasks that run behind
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Enter Actual duration, revise the remaining duration for the task
On the Task ribbon,
, select Incomplete Parts to Status Date
• Tasks that will take longer or shorter
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On the Task ribbon, click
Revise the Remaining Duration for the task
• Tasks that started early or late
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On the Task ribbon, click
, update Actual Start field
Updating assignments
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Click View tab, in Resource Views group, click Resource
Usage
Right click the assignment and click Information. Track the
actuals and remaining in Tracking tab
Click Format tab, in Details group, click Actual Work. Now,
the actual work will be displayed in timescale portion
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Measure Progress
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Project Status
Task Status
Critical Tasks
Project Summary Report
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This report includes high-level summary of rolled-up dates,
duration, work, costs, work and resource status, and notes.
Click Project tab, in Reports group, click Reports.
On the Reports Dialog, click Overview and Project
Summary
Task Status report
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Use this report to view a diagram of the work and percent
of work complete for tasks
Click Project tab, click Visual Reports in Reports group.
On the Visual Reports dialog, click Assignment Summary
and choose Task Status Report
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Resource Status Report
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Use this report to view a diagram of the work and cost
values for each of your project's resources.
Click Project tab, click Visual Reports in Reports group.
On the Visual Reports dialog, click Assignment Summary
and choose Resource Status Report
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Resource Remaining Work Report
• Use this report to view a bar graph with remaining work and
actual work for each work resource.
• Click Project tab, click Visual Reports in Reports group.
• On the Visual Reports dialog, click Resource Summary and choose
Resource Remaining Work Report
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Variance Analysis
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Schedule variance analysis is about comparing target
schedule dates with the forecast start and finish dates.
Information is useful for the detection of deviations
and for the implementation of corrective actions.
You need to keep a close eye on following information:
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Project finish date
Critical Path
Progress of critical tasks
Review schedule variances
Critical Tasks Status Report
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Use this report to view a diagram showing the work and
remaining work for both critical and non-critical tasks.
Click Project tab, click Visual Reports in Reports group.
On the Visual Reports dialog, click Task Summary and
choose Critical Task Status Report
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Slipping tasks
• Click View tab, in Task Views group, click Gantt
Chart dropdown and then click Tracking Gantt
• In Data group, click Tables dropdown and click
Variance. This compares the baseline and current
plan.
• Click Format tab, in Bar Styles group, click Slippage
dropdown and then click Baseline
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Current activities report
• Click Project tab, in Reports group, click Reports.
• In Reports dialog, click Current and select Apply
• Unstarted Tasks report: Tasks in the project that
have not had any actual progress reported
• Tasks Starting Soon report: Similar to unstarted
tasks but a date filter is applied
• Tasks In Progress report: This report quickly shows
the amount of work that has started
Current activities report
• Completed Tasks report: This report is significant
for both historical reference and as a record of the
team’s accomplishment.
• Should Have Started Tasks report: Most effective
when used regularly, alerts you to all tasks whose
scheduled start dates have passed the given date
• Slipping Tasks report: The emphasis of this report is
a list of tasks that have started, but that will finish
after their baseline finish date
Review critical path
• By viewing the critical path, you can easily see
whether you’re still scheduled to hit your target
finish date.
• Click View tab, in Data group, click Group by:
dropdown and then click Critical
Compress Schedule
• Schedule compression shortens the project
schedule without changing the project scope
• Schedule compression techniques include:
• Crashing
 You determine how to obtain the greatest amount of schedule
compression with least incremental cost.
 Crashing may result in increased risk and/or cost.
• Fast tracking
 Activities that normally would be performed in sequence are
performed in parallel.
 Fast tracking may result in rework and increased risk.