ExecuTrain Houston

Microsoft Project 2007
Part One

Identifying Tasks and Durations

A PROJECT IS SIMPLY A COLLECTION OF TASKS TO BE COMPLETED BY A CERTAIN DATE.  BEGIN DEVELOPING YOUR PROJECT PLAN BY SETTING YOUR CALENDAR (ACCORDING TO YOUR COMPANY’S SHIFT OR HOLIDAY SCHEDULE, FOR EXAMPLE), AND CHOOSING START AND FINISH DATES.  NEXT, ENTER THE SPECIFIC TASKS THAT LEAD TO COMPLETION.

Details:

• Create a framework for your project by using one of Project’s three built-in calendars, creating your own calendar, and setting options specific to your project.

• Tell Project the specifics of your project, including Start and End dates, which calendar to use, and how to calculate individual task Start dates.  Create a Project Summary Task to contain all individual Tasks and Subtasks.

• Create the individual Tasks that lead to project completion, further divide Tasks into Subtasks, and rearrange Tasks as needed.  Learn how to estimate a reasonable Task Duration for getting started with the project plan, as well as how to enter Recurring Tasks with a single entry.

Identifying Project Dependencies

STEPS TO COMPLETION DO NOT EXIST IN A VACUUM.  FOR EXAMPLE, “BAKE CAKE” MUST BE COMPLETED BEFORE “FROST CAKE” CAN BEGIN; ADDITIONALLY, TIME MUST BE ALLOWED FOR THE CAKE TO COOL BETWEEN THE TWO TASKS.   NOW THAT YOU HAVE ENTERED YOUR TASKS, YOU CAN ENTER SUCH CONSIDERATIONS INTO YOUR PROJECT PLAN.

Details:

• Use Project’s Gantt Chart view to expand and collapse the list of Tasks for snapshot or detailed viewing as desired in a given moment.  Link Tasks that relate to each other to have Project automatically monitor scheduling as the project plan progresses.

• Tell Project the considerations particular to an individual Task, including how much time must elapse before a Task can begin, whether a Task absolutely must start or finish on a particular date, what is to be produced as part of the Task (for example, a manual), and the target date for Task completion.

Identifying Project Resources

TASKS CANNOT COMPLETE THEMSELVES – THEY REQUIRE PEOPLE, EQUIPMENT, AND MATERIALS, REFERRED TO IN PROJECT AS RESOURCES.  HAVING ENTERED YOUR TASKS AND THEIR DEPENDENCIES, YOU CAN COMPLETE THE PROJECT PLAN BY ENTERING THE SPECIFIC RESOURCES THAT WILL BE USED TO PERFORM EACH TASK.

Details:

• Enter and store detailed information about the people, places, and equipment required to complete Tasks within your project plan.

• Tell Project the scheduling circumstances of your Resources, such as days and hours of availability for work on the project and which Base Calendar applies to the Resource.

• Assign Resources to Tasks by double-clicking an individual Task.

• Assign Resources to Tasks by clicking a toolbar button within Gantt Chart view.

• Assign Resources to Tasks within Task Entry view while displaying detailed information about changes made.

• Have Project automatically delay or split tasks for individual Resources as necessary to ensure that Tasks can be completed on schedule without overloading the Resource.

Finalize a Project Plan

REVIEW YOUR COMPLETED PLAN TO MAKE SURE THEY CAN BE COMPLETED ACCORDING TO THE PROJECT DURATION AND ADJUST AS NECESSARY.  CREATE A STANDARD AGAINST WHICH ACTUAL PROGRESS WILL BE COMPARED AS THE PROJECT PROCEEDS, AND USE SUMMARY VIEW TO STAY APPRISED OF PROGRESS.  INCORPORATE EXCEL DATA FOR USE IN THE FINAL PLAN (AND SEND PLAN DATA TO EXCEL AS NEEDED).

Details:

• Identify and view those tasks which affect project duration, and use a variety of methods to shorten project duration as necessary.

• Export and Import data from Microsoft Excel for use in your project plan, set a Baseline against which to evaluate and adjust project progress, and choose how you would like to view overall Project progress in a Summary view.