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Moac microsoft project 2013 pdf free
What was new in Project Reports Project replaced the previous tabular reports feature with an available for free download via the web. In this course learn how to use project for developing project plans, assigning resources to tasks, tracking progress, managing budgets, and analysing. GanttPRO es compatible con MS Project , , , , , y línea de tiempo del gráfico de Gantt y edítalo rápidamente, incluso en Mac.
[Moac microsoft project 2013 pdf free
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Foltz rated it really liked it May 10, Gerardo Zapata rated it really liked it Dec 18, Tanya rated it did not like it Mar 25, Riyaz rated it it was amazing Sep 06, Brian Smith rated it liked it Dec 23, Alex Zhu rated it it was amazing Mar 29, Joe rated it liked it Oct 17, Radostin marked it as to-read Dec 13, Smshaidr marked it as to-read Jan 01, Htoo marked it as to-read Mar 02, John marked it as to-read Apr 03, Gaeb marked it as to-read May 20, Omar added it Sep 18, Priska Watzon added it Sep 18, Nikhil added it Nov 04, Chris marked it as to-read Nov 11, Karina marked it as to-read Jan 19, Keke marked it as to-read Jan 30, Toc: Content: Project basics — Establishing resources — Resource and task assignments — Refining your project schedule — Fine-tuning tasks — Fine-tuning resources — Project information : sorting, grouping, and filtering — Project schedule formatting fundamentals — Project schedule tracking fundamentals — Project reporting — Advanced project schedule tracking — Integrating Microsoft Project with other programs — Project schedule optimization — Advenced project schedule formatting — Managing multiple projects — Working with resource tools — Customizing Mircosoft Project.
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Create Summary Tasks After you enter tasks in your project, it can be helpful to organize your project by grouping related tasks into phases, or groups of closely related tasks that encompass a major section of your project.
The phases, represented by summary tasks, identify the major phases and sub-phases in your project. A summary task is made up of and summarizes all of the tasks within its hierarchical structure, which could also include other summary tasks, detail tasks, or subtasks that fall below it. A work breakdown structure WBS is the hierarchical decomposition of the work to complete the project.
Figure depicts a box-type, or graphical, WBS for the case study project you are working on in this book. There are other WBS formats that can be used but these are the two most common. Select tasks 1 through On the Task ribbon, in the Insert command group, click the Summary button. A new summary task row is inserted above the selected tasks, all selected tasks are shifted down and renumbered, and they are all now part of this new summary task.
Type the following task names below task 11, Pre-Production complete. Production Post-Production Note that each of these became part of the previous section. You want each of these to become a summary task. Select tasks 12 and On the ribbon, in the Schedule command group, select the Outdent button. Click the name of task 13, Post-Production, and press Insert twice. Two blank tasks are inserted above the Post-Production task. Type the following task names and durations below task 12, Production.
Task Name Duration Production begins 0d Production complete 0d 8. Type the following tasks names and durations below task 15, Post-Production. Select tasks 13 and On the Task ribbon, in the Schedule group, click the Indent button. Tasks 13 and 14 are indented and task 12 becomes a summary task. All of the selected tasks will be indented and a new summary task line will appear. Select tasks 16 and Tasks 16 and 17 are indented and task 15 becomes a summary task.
Figure Summary task Gantt bar Gantt Chart showing summary and indented tasks. The appearance of the Production and Post-production summary tasks will change once additional tasks are added in later lessons. You have just organized your tasks into phases. Working with phases and tasks in Microsoft Project is similar to working with an outline in Microsoft Word. You can create phases by indenting and outdenting tasks, and you can collapse an entire task list into its phase components.
This approach works from general to specific. This approach works from specific to general. In the Auto Scheduling mode, the links create a sequential dependency in which one task depends on the start or completion of another task in order to begin or end.
Linking Two Tasks When you created your project, all of the tasks in the project schedule were scheduled to start on the same date — the project start date. You must create a dependency, or link, between tasks to correctly reflect the order in which work must be completed. In this exercise, you will link two tasks to reflect the actual order in which they will occur. Select tasks 2 and 3. Tasks 2 and 3 are now linked with a finish-to-start relationship.
Select the name cells of tasks 3 and 4. Microsoft Project changed the start date of task 4 to the next working day following the completion of task 3. Note that because January 18 was a nonworking day the Martin Luther King holiday you set up , task 3 does not finish until January 25 and task 4 does not start until January If necessary, scroll the Gantt Chart to January 24 so that the link you just created is visible.
When you started the exercise in this section, all of the tasks in the project schedule were scheduled to start on the same date — the project start date. You have just linked two tasks to reflect the actual order in which they will occur. A link is a logical connection between tasks that controls sequence and defines the relationship between two or more tasks.
These two tasks have a finish-to-start relationship. The first task is called the predecessor, a task whose start or end date determines the start or finish of another task or tasks. Any task can be a predecessor for one or more tasks. The second task is called the successor, a task whose start or finish is driven by another task or tasks. Again, any task can be a successor to one or more predecessor tasks. The second task occurs after the first task.
This is called a sequence, or the chronological order in which tasks must occur. Tasks can have only one of four types of task relationships, as shown in Table Do not get task relationships in Microsoft Project confused with task dependencies in project management. A dependency is a need or a condition that exists between two elements.
Knowing the dependency is an important factor in defining the task relationships. The first task MUST be done before the second task, i. Lags will be discussed in detail in Lesson A music track must be recorded before it can be edited. Start-to-start SS The start date of the predecessor task determines the start date of the successor task.
Booking musicians and Booking dancers are related tasks and can occur simultaneously. Finish-to-finish FF The finish date of the predecessor task determines the finish date of the successor task. Tasks that require the use of specific equipment must end when the equipment rental ends. Start-to-finish SF This relationship type is rarely used. The start date of the predecessor task determines the finish date of the successor task.
The time when the production sound studio becomes available determines when rehearsals must end. The first task does not necessarily have to be done in order to complete the second task, i. It is preferred, but not absolutely necessary.
Dependencies of this type can have any one of the relationships. External dependencies are usually outside of the control of the project team. Select the names of tasks 4 through Note the new feature in Project where the row height indicators extend out into the Gantt Chart area. Tasks 4 through 11 are now linked with a finish-to-start relationship. Select the View tab. In the Zoom group, click the Entire Project button.
Click the name of the task that you wish to set as the successor. Then on the Task ribbon, click the Information button, and then click the Predecessors tab. Click the first cell in the Task Name column, and then click the arrow to select the task you wish to set as the predecessor. Linking Milestones Now that you have linked some of the tasks in the project schedule, you will link milestones across summary tasks.
Linking milestones to each other reflects the sequential nature of the overall phases. Select the name of task 11, Pre-Production complete, and, while holding down the Ctrl key, select the name of task 13, Production begins.
This is how you select nonadjacent tasks in a table in Microsoft Project. In the Schedule group click the Link the Selected Tasks button. Tasks 11 and 13 are linked with a finish-to-start relationship. Select the predecessor cell of task 16, Production complete.
Type 14 and press Enter. Tasks 14 and 16 are linked with a finish-to-start relationship. They will move to the right side of the Gantt bar chart once you add and link more subtasks in a future lesson. Point to the predecessor task until the pointer changes to a four-arrow star.
Drag the pointer up or down to the task bar of the successor task. Microsoft Project will link the two tasks. Notice that while you are dragging, the pointer image changes to a chain link. Be aware, however, that this method requires very precise and accurate mouse control and is not recommended. In this exercise, you linked milestones across summary tasks.
When you link milestones, you set up the natural flow of the project — when one phase finishes, the next phase begins. In this particular project, you have not yet entered all of the subtasks for the Production and PostProduction phases, so the graphical representation of the milestones and links on the Gantt Chart may have looked a bit strange.
Once you begin to enter and link these tasks, the project will begin to look more like the Pre-Production section of the Gantt Chart. Additional task information that is important to the project can be recorded in a note. You can also provide more information about a task by linking it to another file, an intranet page, or an Internet page through a hyperlink.
Attaching a note to a task in a project schedule allows you to document important information while keeping your project schedule succinct. In this exercise, you enter a task note. Select task 7, Book musicians, by clicking on the task number 7. On the Task ribbon, in the Properties group, click the Task Notes icon. The Task Information dialog box appears with the Notes tab displayed. A note icon appears in the Indicators column for task 7.
The Indicators column is the first column to the right of the task ID column. Point to the note icon. The note appears in a ScreenTip. For longer notes, or to see other task information, you can double-click the note icon and the Task Information box will display the full text of the note. The note icon and ScreenTip are shown in Figure As you saw in this exercise, you enter and review task notes on the Notes tab in the Task Information dialog box.
You can enter a wide variety of additional information to help clarify or enhance your project schedule. You can also attach a file, paste text and graphics from other Microsoft programs, insert sound or video files, add photos to link faces with resource names , company logos, PowerPoint slides or presentations, and organizational charts.
Do not worry about filling this field up — it can hold 64, characters. You can view both the project statistics and the Gantt Chart for the entire project.
Click the Project tab, and then click Project Information in the Properties group. The Project Information dialog box appears, as shown in Figure Figure Project Information dialog box Statistics button 2. Click the Statistics button. The Project Statistics dialog box appears and displays information such as the project start and finish dates and duration.
The statistics dialog box is shown in Figure Note that, based on the current information entered, this project is slated for 95 days of duration, starting on January 4 and ending on May 16, Click the Close button to close the Project Statistics dialog box.
If you are continuing to the next lesson, keep Project open. If you are not continuing to additional lessons, Close Project. Manual scheduling is not the default mode and creates a dynamic schedule.
When you initially enter tasks into Project, they are linked in a finish-to-start relationship that can be changed later. The task note field can only contain words and not pictures. A milestone can be imposed on the project or developed and used by the project team to track project progress.
An estimated duration of 3 weeks for a task would be shown as 3ew. A task calendar defines working and nonworking times for an individual work resource. A summary task is derived from all of the detail tasks that fall below it. Once you have entered all of the tasks and durations for a project, the project duration does not change. Tasks that are indented below a summary task are called successors. For tasks that are linked in a finish-to-start relationship, the finish date of the predecessor task determines the start date of the successor task.
Click the name of task 14, Production complete. Drag your cursor downward so that 5 rows are highlighted, including the row for task On the ribbon, in the Insert group, click Task.
Click the blank Task Name field for task Starting in this field, enter the following tasks and durations: Task Scene 1 setup Scene 1 rehearsal Scene 1 vocal recording Scene 1 video shoot Scene 1 teardown Duration 2d 6h 1d 2d 1d 4.
Project New Employee Orientation Add a note and hyperlink to a project schedule as reminders of information to be given to new employees. Double-click the name of task 9, Take picture for employee ID. In the Task Information dialog box, on the Notes tab, key Remember to use blue backdrop for digital pics.
Double-click the name of task 22, Complete health insurance paperwork. In the Task Information dialog box, key the note, Verify all insurance needs and any other insurance carriers.
Project Basics 35 Proficiency Assessment Project Hiring a New Employee You need to create a project schedule for the process of hiring a new employee for your department.
OPEN a new blank project schedule. Set the project start date to be October 19, Enter the following tasks and durations: Task Duration Write job description 2d Notify departmental recruiter 1d Post job internally 5d Post job externally 5d Collect resumes 10d Review resumes 5d Set up interviews 3d Conduct interviews 8d Select candidate 1d Make offer milestone 3. Assign a finish-to-start relationship to all the tasks. Change the dependency between tasks 3 and 4 to a start-to-start relationship.
Change all tasks to the Auto Schedule mode. Use the Statistics button on the Project Information dialog box to determine the current project duration. SAVE the project schedule in the solutions folder for this lesson as Hiring Employee xxd where the xx in the file name is the duration in days of the project.
For example, if the project is 13 days long, save the file as Hiring Employee 13d. Project Don Funk Video: New Task Dependencies After reviewing your project schedule, you have determined that some of the tasks could be linked in a different way to make your project more efficient. Change tasks 9 and 10 so that they have a start-to-start relationship. Change tasks 7 and 8 so that they have a start-to-start relationship. Adjust the chart area of your screen so that the Gantt bars for these new relationships are visible.
Convert all tasks to Auto Schedule. Set tasks 6, 9, 10, and 14 as milestones. Assign a start-to-start relationship for tasks 1, 2, and 3.
Assign a finish-to-start relationship for tasks 1 and 6, 3 and 9, and 2 and Assign a finish-to-start relationship for tasks 4, 5, 7, and 8.
Assign a finish-to-start relationship for tasks 10 through Insert a new row after task Name this new task Scene 1. Add a milestone to begin the scene Scene 1 begin and a milestone to end the scene Scene 1 complete. Indent tasks 15 through 21 under the Scene 1 summary task you just created. Add two more sets of summary and subtasks including durations for Scenes 2 and 3 under the Production summary task. They will be identical to the Scene 1 tasks and durations except for the scene number.
Assign the subtasks for Scenes 1, 2 and 3 finish-to-start relationships. Assign a finish-to-start relationship between the Scene 1 complete milestone and the Scene 2 begin milestone.
Assign a finish-to-start relationship between the Scene 2 complete milestone and the Scene 3 begin milestone. Link the Scene 3 complete milestone and the Production complete milestone with a finish-to-start dependency. Link the Production complete milestone and the Post-Production begins milestone with a finish-to-start dependency.
He must also determine when these resources are available, how much work they can do, and their cost. One of the most powerful tools in Microsoft Project is the ability to manage resources effectively. One view you will use in this lesson is the Resource Sheet view, as shown in Figure Rate Column Max.
Units: the maximum capacity of a resource In this lesson, you will be working on establishing your project resources — which are the people, equipment, materials, and money used to complete the tasks in a project. Some of the features you will use in this lesson are shown on this screen. Use this figure as a reference for this lesson. In this section, you learn how to establish and enter people resources in Project Establishing Individual People Resources People resources can be in the form of individuals, individuals identified by their job function or title, or groups of individuals with a common skill.
In this exercise, you practice setting up resource information for the individual people who will perform the tasks on the project. This saves the time and effort of retyping the information and reduces the possibility of data entry errors. In the Resource Sheet view, click the empty cell directly below the Resource Name column heading.
Type Jamie Reding and press Enter. Microsoft Project adds Jamie Reding as a work resource and automatically enters additional, default information. Figure Resource Sheet with newly entered resource 4. Enter the remaining resource names into the Simple Resource Sheet. Enter the first column of names Scott Seely, Jeff Pike, etc. Figure Resource Sheet with resources added 40 Lesson 2 5.
You are beginning to set up some of the basic resource information for the people who will work on this project. As you are entering this information, keep in mind two important aspects of resources: availability and cost. Cost refers to how much money will be needed to pay for the resources on a project. Although setting up resource information in Microsoft Project may take a little extra time and effort, entering this information will provide you with more control over your project.
You will work with three types of resources in Microsoft Project: work resources, material resources, and cost resources. Work resources are the people and equipment that do work to accomplish the tasks of the project. Work resources use time to accomplish tasks. You will learn about material resources and cost resources later in this lesson. Establishing a Group Resource In the previous exercise, you set up resources that were individuals. Now, you will set up a single resource that represents multiple people, sometimes called a Generic Resource.
Click the blank Resource Name field below the last resource, type Sound Technician and then press Tab. In the Type field, make sure that Work is selected. Press Tab four times to move to the Max. Units field. You may only see a portion of the field name. To see the entire field name, expand the row just as you would in Excel. Place the cursor on the bottom of the header row in the ID column just above resource 1.
Click and drag the row down. Microsoft Project will warn you if you assign a resource to more tasks than it can accomplish at its maximum units. Establishing Resources 41 3. In the Max. You can simply click these arrows to scroll to the number you want displayed. Click the Max. This represents that she is only available part time on this project. To change to this format, click File on the ribbon, then Options, and then click the Schedule option.
In the Show assignment units as a box, select Decimal. In this exercise, you established a group resource. The resource named Sound Technician does not represent a single person.
It actually represents a group of people called sound technicians. By setting the Max. You might not know specifically who the sound technicians will be at this point, but you can still proceed with more planning.
Keep in mind if you use a group resource, a single resource calendar will be assigned to that resource name. Therefore, it is beneficial to have all of the people represented by the resource name work the same hours.
In the Type field, select Work from the drop-down menu. Notice that the Resource Information dialog box contains many of the same fields as the Resource Sheet.
Figure Resource Information dialog box with newly added resource Resource name field Resource type field Establishing Resources 43 6. The Resource Information dialog box closes and the resource has been added. Notice that Microsoft Project has automatically wrapped the text in the Resource Name field. Note that the Max. This indicates that you will have two truck cameras available every workday.
Add the following additional equipment resources to the project schedule. You can use the Resource Information dialog box to enter your information, but entering it directly in Resource Sheet view is faster. Make sure that Work is selected in the Type field for each resource.
Figure Resource Sheet showing equipment resources added 9. Equipment resources tend to be more specialized than people resources. Establishing Material Resources Material resources are consumable items used up as the tasks in a project are completed. Unlike work resources including human resources and equipment resources , material resources have no effect on the total amount of work scheduled to be performed on a task.
For your music video project, DVDs are the consumable that interests you most. In this exercise, you practice entering material resources for your project. Type DVD and press Tab. In the Type field, click the arrow and select Material, then press Tab. Notice that some of the fields columns , such as Max. Units, Ovt. Rate and Calendar, are not available when you change to a material type resource.
In the Material Label field, type 2-hour disc and press Enter. This means you will use 2-hour discs as the unit of measure to track consumption during the project. Figure Material resource added to resource sheet Material label field is the unit of measure for the material resource Establishing Resources 45 5. In this exercise you entered a material resource. Depending on the project management approach of your organization, you may or may not be required to track project material resources.
Bear in mind that if the project requires material and these are not entered into the software, the final cost, as calculated by the software, will not be a true reflection of the project estimate. A cost resource enables you to apply a cost to a task by assigning a cost item such as travel to that task. The cost resource has no relationship to the work assigned to the task, but assigning cost resources gives you more control when applying various types of costs to tasks within your project.
Unlike fixed costs, you can apply as many cost resources to a task as necessary. In this exercise, you add cost resources to the resource sheet for your project. Type Travel and then press Tab. In the Type field, click the arrow and select Cost. The travel resource has now been established as a cost resource. Just as with a material resource, some fields are not available with a cost resource.
In the Type field, select Cost and press Enter. Also, unlike work resources, cost resources cannot have a calendar applied to them and therefore do not affect the scheduling of the task.
When you enter the cost information for resources, tracking the finances of a project becomes a more manageable task.
Entering Resource Cost Information Knowing resource cost information will help you take full advantage of the cost management features of Microsoft Project. In this exercise, you practice entering cost information for both work and material resources. In the Resource Sheet, click the Std.
Standard Rate field for resource 1, Jamie Reding. Establishing Resources 47 2. In the Std. Rate column for resource 2, Scott Seely, type Rate column. Widen the Std. Rate column by moving the mouse pointer to the vertical divider line between the Std.
Rate column and Ovt. Double-click the divider line. Figure Resource Sheet with the standard rate for first two resources entered. For a material resource, the standard rate is per unit of consumption. For this exercise, that is a 2-hour DVD. Also note that you did not assign a cost to the cost resources; this is done when the cost resources are assigned to a task covered in Lesson 3.
In the real world, it is often difficult to get cost information for people resources because this information is usually considered confidential. As a project manager, it is important that you are aware of the limitations of your project schedule because of the information available to you, and that you communicate these limitations to your project team Establishing Resources 49 and management.
As a project manager, tracking and managing cost information may be a significant part of your project responsibilities. You should define these times prior to assigning them to tasks. Resource working times apply only to people and equipment work resources — not to material resources. Now that you have entered resources and their associated pay rates in your project schedule, you can specify the working and nonworking times for some of these resources.
The resource calendar provides default working times for an entire project. Typically, you will need to make changes to the individual resource calendars to reflect vacation, flex-time work schedules, or conference attendance. In this exercise, you establish nonworking times for your individual work resources. Click the Project tab, then click Change Working Time. The Change Working Time dialog box appears. In the For Calendar box, select Jamie Reding.
Slide the button next to the calendar until the calendar is on January, Select the dates January 28 and In the first Name field under the Exceptions tab, type Vacation Days. Press Enter. Microsoft Project will not schedule Jamie Reding to work on these two days. Keep in mind that when you make changes to the project calendar, the changes are reflected in all resource calendars which are based on the project calendar. However, changes you make to the working times of an individual resource are not reflected in the project calendar.
Establishing Specific Work Schedules In addition to specifying exception times for resources, you can also set up a specific work schedule for any given resource. Establishing Resources 51 2. In the For Calendar box, select Scott Seely. Click the Work Weeks tab, and then click the Details button.
In the Select day s box, click and drag to select Monday through Thursday. Select the radio button next to Set day s to these specific working times. Press Enter to set your changes. Figure Details dialog box showing modified working times for Scott Seely 9.
In the Select day s box, click Friday. Select the radio button next to Select Set days to nonworking time. Click OK to close the Details dialog box. Click any Friday in the Change Working Time dialog box. Note that these days are set to nonworking time. Click any one day of the week, Monday — Thursday. Note the working times for these days.
Modified working hours for Monday through Friday Fridays are grayed out indicating nonworking time If you need to edit several resource calendars in the same way to handle a flex-time schedule or night shift, for example , you might find it easier to assign a different base calendar to this group of resources.
A base calendar can be used as a task calendar, a project calendar, or resource calendar and specifies default working and nonworking times. In the For Calendar box, select the desired resource and then in the Base Calendar box, select the desired base calendar.
For a group of resources that will be using the same calendar, you can change the calendar directly in the Base Calendar column of the Entry table in the Resource Sheet view. You can customize these or use them as a basis for your own base calendar. You can add this additional information about a resource by attaching a note.
Attaching a Note to a Resource In this exercise, you learn how to attach a scheduling note to a resource in Project In the Resource Name column, select the name of the resource 1, Jamie Reding.
On the ribbon, click the Resource tab, then click the Resource Notes button in the Properties command group on the ribbon. The Resource Information dialog box is displayed with the Notes tab visible. In the Notes box, type Jamie on vacation Jan 28 and 29; available for consult at home if necessary and click OK. A note icon appears in the indicator column.
Point to the note icon in the Resource sheet. The note appears in a ScreenTip double-click the icon to display the full text of longer notes. Figure Resource note displayed as a ScreenTip. Which of the following is NOT an example of a work resource? Yan Li b. DVD Disc d. It is helpful to assign a base calendar to a group of resources when they all a. A resource calendar does not apply to a.
You can view information for the individual people who will perform the tasks on the project in the a. Calendar view. Gantt Chart view. Task Usage view. Resource Sheet view. You can provide additional information about how a resource is scheduled by a. For which resource is the standard rate listed per tracking unit of consumption? If you have four electricians who can each work part-time 4 hours rather than 8 , what value should you assign to Max. If you assign a resource to more tasks than it can accomplish at its maximum units, the resource is a.
To add vacation days to the calendar for an individual work resource, which dialog box would you use? Resource Information b. Resource Notes c. Change Working Time d. It is often difficult to get cost information for people resources because a.
Competency Assessment Project Hiring a New Employee In the previous lesson, you entered the tasks of a project schedule for hiring a new employee. Now you need to add some of the people resources that will be responsible for performing those tasks.
Enter the following resource names into the Simple Resource Sheet. Project Office Remodel You are in charge of the remodeling project for the kitchen and lunchroom for your office. Your facilities manager has just provided you with the resource pay rates for this project. You need to enter the pay rates in the project schedule.
Select the Resource Sheet view. For the drywall resource, click the Type field drop-down arrow and select Material, then press Tab. For the nails resource, click the Type field drop-down arrow and select Material, then press Tab.
Rate field for resource 1, Toby Nixon. Enter the following standard pay rates for the remaining resources. Now you need to add a note to one of the resources on the project.
Select the name of resource 3, Amy Rusko. On the Resource ribbon, click the Resource Notes button in the Properties command group. Not available for any interviews. Close the Resource Information box.
Select the name of resource 4, Jeff Smith. Click the Resource Notes button. Available for interviews on November Now you need to add several equipment resources to make sure that your schedule flows smoothly.
Change the view to Resource Sheet. Add the following equipment resources to the project schedule. Resource Name Max. Mastery Assessment Project Change Work Times for a Resource on Office Remodel You have just been told that one of your resources on your office remodel project is planning to take a week of vacation.
You need to add this information to your project schedule. Open the Change Working Time dialog box. Project Don Funk Music Video Problems A student who is interning with your company made some updates to the music video project schedule. Unfortunately, he is still learning about Microsoft Project and has entered some information incorrectly.
You need to correct the problems with the project schedule before distributing it to your team. Review the Resource Sheet for this project schedule. Based on what you have learned in this lesson about Resource Types, Maximum Units, and Standard Rates, find the resource errors in this project schedule and make corrections to them.
Hint: There are three resource errors in the project schedule. Study the last three resources on the sheet. If dry ice is a work resource and bottled water is a cost resource, make corrections to the information given for these resources estimate the rate if necessary. You first mapped out the initial tasks in the project, then identified the resources needed to complete the tasks in the project. You activate the Assign Resources dialog box via the Assign Resources button located in the Assignments group on the Resource ribbon.
Your Assign Resources dialog box should look similar to Figure or , depending upon whether the Resource List options are collapsed or expanded. You can collapse the expanded list by clicking the button, now marked with a minus sign, once again.
In this lesson you will use the Assign Resources dialog box and other methods to assign resources. You can assign individual resources to a task or multiple resources to a task at one time. Once assigned, you can track the resource working on the task.
Microsoft Project also enables you to see whether or not resource assignments affect task duration. Making Individual Resource Assignments An assignment is the matching of a specific resource to a particular task, to either perform work or as a material or cost.
Depending on your perspective, you might call it a resource assignment or you might call it a task assignment. In the previous lessons, you mapped out tasks and resources for your project schedule. In this exercise, you learn how to assign work resources to the tasks they will perform.
Click the Resource tab and then click the Assign Resources button in the Assignments group. The Assign Resources dialog box appears.
If the Assign Resources dialog box is covering the task name column, drag the dialog box into the middle of the screen. To access this dialog box, double click on the task you want to assign resources. In the Task Name column, click the name of task 5, Develop production layouts.
Assigning Multiple Resources Simultaneously You have just assigned one resource to a task. In this exercise, you will practice assigning multiple resources simultaneously to a task.
Once the resource has been assigned, it is moved to the top of the list. In the Task Name column, click the name of task 4, Develop scene blocking and schedule. In the Assign Resources dialog box, scroll down and click the name cell for Scott Seely. Scroll up or down in the list until the name Judy Lew is visible.
Hold down Ctrl, then click the name cell for Judy Lew. Release the Ctrl key and then click the Assign button. Check marks appear next to the names of Scott Seely and Judy Lew, indicating you have assigned them both to task 4.
Move the center divider to the right to allow the Resource Names column to be visible. Click once on the Resource Name cell for task 6, Identify and reserve locations. Then click the sub-menu arrow at the right of the cell. In the drop-down list, select the checkboxes for Jeff Pike and Yan Li.
Figure Assigning resources using the drop-down list in the Resource Names column Checkmarks indicate the resources assigned to this task 9.
Cross Ref Recall that in Lesson 2 you learned that Max. Units referred to the maximum capacity of a resource to accomplish tasks. You may have noticed that the duration of task number 4 changed from 1 week to 1.
Bear in mind that Microsoft Project is using the resource calendars to schedule the tasks. The duration is extended by. The last 8 hours of his portion of the work will not be completed until the following week. The capacity of a resource to work when you assign that resource to a task is measured in units. Units are recorded in the Max. Units field on the Resource Sheet view. As you are assigning resources, you need to be careful that you do not over-allocate a resource, by assigning it more work than can be done within the normal work capacity of the resource.
This may happen if you assign a resource to a task with more units than the resource has available. Another possibility is that you assign the resource to multiple tasks with schedules that overlap and with combined units that exceed those of the resource.
This means that as you assign resources to a task, the duration remains constant and the work value is calculated. The most obvious effect of this scheduling method is that, as you add or remove resources, the work value changes and therefore the costs change. Adding Work Resources to a Task You have started to define resource assignments for several tasks in your project schedule. Now you will assign additional resources to those tasks.
To view work information in each task, you will use a split view. Pay close attention to the results in relation to task duration and work in the split view. Click the View tab. In the Split View group on the ribbon, select the Details checkbox. The Task Form view appears in the bottom part of your screen. Click the name of task 3, Review screenplay.
In the Task Form pane at the bottom of your screen, note the Work value of this task — hours. Click the sub-menu arrow at the right of this cell, then select Jeff Pike.
At the top of the Task Form portion of the screen, click the OK button. Microsoft Project assigns Jeff Pike to task 3. Wowk is the total amount of effort expended to complete a task. Microsoft Project calculates work using a work formula: Work 5 Duration 3 Units. While you have the option of entering and displaying work in different units, by default, work is expressed in hours.
Notice that when you added Jeff to task 3, Microsoft Project calculated his work using the formula above. The total work of the task doubled with the addition of this one resource.
Notice also that Project automatically highlighted the duration, which changed as a result of adding Jeff, based on his work schedule. Click the name of task 5, Develop production layouts. Jeff Pike is the only resource currently assigned to this task, work is calculated at hours and the duration is 1 month.
In the Task Form screen click the check box for Effort driven. On the Ribbon bar, click File, then select Options. On the Project Option dialog box, select Schedule. Navigate down to Scheduling options for this project and clear or select the New tasks are Effort driven check box. To change effort-driven scheduling for a single task or group of tasks, select the desired task s. Click the Task ribbon and then in the Properties group, select the Information button.
Select the Advanced tab of the Multiple Task Information dialog box. Clear or select the Effort driven check box.
Click once in the blank cell below Jeff Pike. From the drop-down menu, select Brenda Diaz. Then click the OK button at the upper portion of the Task Form screen. Notice that the duration has been changed to. In this instance you applied effort-driven scheduling, which tells Microsoft Project to hold the work value constant and change the duration when resources are added or removed. Similar to the work formula but in the context of duration, the duration formula is used in effort-driven scheduling.
In an effort-driven task, the work value is held steady and the variable is units. In the example you used in the previous exercise, hours was the work value with one resource assigned. So, Duration 5 80 hours or. An Actions tag is an indicator that signals the user of a change, additional information, formatting options, etc.
In Project , the Actions tag appears mainly when changes to units, duration, or work occurs. The Actions tag will appear only when certain methods are used to apply changes, such as adding resources with the Assign Resources dialog box. The Actions tag only remains available until you perform your next action.
In the Gantt Chart portion of the view, click on the name of task 5, Develop production layouts. Hold down Ctrl then locate and click Brad Sutton. Release the Ctrl key. Click the Assign button. These two resources are added to the task. In addition, an Actions tag appears to the left of the task name column. Click the Actions tag button.
A list of options regarding how you want to handle this additional resource is displayed. For example, if you assigned resources in the Task Form on an effort-driven task, the Actions tag would not appear in the Gantt Chart portion of the view. Select Increase the amount of work but keep the same duration. Click the name of task 6, Identify and reserve locations. Take note of the work data in the Task Form pane hours total. Hold down Ctrl, click Ryan Ihrig.
Release the Ctrl key then click the Assign button. Microsoft Project assigns Annete and Ryan to the task. Because this task is using the default settings, Microsoft Project increases the total work value and keeps the task duration constant.
You have determined that this task does not require a full-time effort because these two additional resources will take over some of the administrative functions.
Select: Reduce the hours resources work per day units , but keep the same duration and work. Figure Split view showing details of task information after a resource addition Units and Work information recalculated after selecting the Actions option to reduce hours per day 68 Lesson 3 Click the Close button in the Assign Resources dialog box.
Using effort-driven scheduling, Microsoft Project will maintain that work amount as the total effort required to perform that task until you tell it otherwise. In this mode, Microsoft Project performs the work calculation at the FIRST work resource assignment, regardless of the number of work resources assigned i.
In general, if you have one resource working full-time on a task, the amount of work effort will match the duration. If your resource is not working full-time, or if you assign more than one resource to a task, then work and duration will not be equal.
You can now see the benefit of creating task relationships rather than setting start or finish dates. Because effort-driven scheduling results in decreased task durations, Microsoft Project adjusts the start dates of successor tasks that did not have a constraint such as a start or finish date.
It is important to remember that effort-driven scheduling adjusts task duration only if you add or delete resources from a task. Whether or not to use effort-driven scheduling is a topic for discussion with your organization. It has both benefits and risks. Although applying more resources to your tasks may reduce their duration on paper, this may not be possible in a real-world situation.