Project 2013 Introduction
MS13-710-01
PROJECT 2013
I NTRODUCTION
OFFICEPRO, Inc. 8 Granite Pl. Suite 26 Gaithersburg, MD 20878 MD: (301) 468-3312 DC: (202) 347-1114 VA: (703) 922-0400 Fax: (301) 263-6879 www.officeproinc.com help@officeproinc.com
P ROJECT 2013
I NTRODUCTION
Presented by OFFICEPRO, Inc.
Manual # MS13-710-01
Copyright 2014, all rights reserved. Material may not be reproduced in any form without written approval from OFFICEPRO, Inc.
About OFFICEPRO – We Change Lives! OFFICEPRO is a software-training company that specializes in providing high-quality, cost- effective, training services to our clients. OFFICEPRO has been providing computer training since 1984. We assist our clients in determining the most advantageous training solutions for their particular requirements and work with them to implement these solutions effectively in a flawless manner.
Student Expectations
Instructors OFFICEPRO’s instructors are simply the best in the business. They each have at least two years of stand-up training experience as well as “real world” experience in the applications they teach. The instructor teaching you today was chosen specifically for your class. When assigning an instructor we consider many variables. The instructor is available to answer questions throughout the day and after class.
Students can expect the following from an OFFICEPRO class:
Clearly stated class objectives
The opportunity to express what they would like to achieve in class
Relevant training
Hands-on training that allows students to learn by doing, not viewing A schedule for the day including lunch and break times
The chance to evaluate the instructor and the overall class.
OFFICEPRO, Inc.
Page i
What to expect from OFFICEPRO?
Exercise Files
Training Manuals Contain •Discussions & Procedures •Notes & Warnings •Step-by-Steps
•Download from www.officeproinc.com or •Book publisher's website
Course Levels •2 to 3 levels of training for each topic •Call us at 301-468-3312 to learn how to further build your skills
Technical Support •Receive 1 year of post-training support on topics covered in class • Email: help@officeproinc.com • Phone: 301-468-3312
Microsoft Office Specialist Certifications •Validate skills needed to use features of Microsoft Office applications •Contact OFFICEPRO to schedule an exam!
Copyright & Trademarks Copyright 2014 by OFFICEPRO, Inc.. All rights reserved. Information in this document is subject to change without notice and does not represent a commitment on the part of OFFICEPRO. Trademarked names appear throughout this book. Rather than list the names and entities that own the trademarks or insert a trademark symbol with each mention of the trademark name, OFFICEPRO states that it is using the names for editorial purposes and to the benefit of the trademark owner with no intention of infringing upon the trademark. Disclaimer OFFICEPRO has made every effort to ensure the accuracy of this document. If you should discover any discrepancies, please notify us immediately.
Page ii
OFFICEPRO, Inc.
Table of Contents
ABOUT OFFICEPRO – WE CHANGE LIVES! ...............................................................I
WHAT TO EXPECT FROM OFFICEPRO?...................................................................II
TABLE OF CONTENTS...........................................................................................III
LESSON 1 -
LEARNING PROJECT BASICS ............................................................1 Opening an Existing Project......................................................................................2 Closing a Project .......................................................................................................4 Creating a New Blank Project ...................................................................................6 Saving a New Project ................................................................................................7 Setting Project Information ......................................................................................8 Defining the Project Working Times.......................................................................10 Adding a Nonworking Day ......................................................................................14 Using a Project Template .......................................................................................16 Exercise...................................................................................................................20 WORKING WITH CALENDARS........................................................21 Using Calendars ......................................................................................................22 Modifying Individual Resource Calendars ..............................................................23 Changing Resource Availability Over Time.............................................................27 Creating a Base Calendar........................................................................................31 Assigning a Base Calendar to Resources ................................................................34 Assigning a Base Calendar to a Project...................................................................36 Assigning a Calendar to a Task ...............................................................................38 Exercise...................................................................................................................42 WORKING WITH TASKS ................................................................45 Exploring Tasks .......................................................................................................46 Working with Durations .........................................................................................46 Entering Tasks.........................................................................................................47 Editing Tasks ...........................................................................................................50 User Controlled Scheduling ....................................................................................52 Entering a Milestone Task ......................................................................................56 Entering a Recurring Task .......................................................................................57
LESSON 2 -
LESSON 3 -
OFFICEPRO, Inc.
Page iii
Viewing and Hiding Recurring Tasks.......................................................................60 Editing Recurring Tasks...........................................................................................62 Filtering Tasks .........................................................................................................64 Exercise...................................................................................................................66 WORKING WITH RESOURCES........................................................69 Using Resources......................................................................................................70 Creating a Work Resource ......................................................................................70 Creating a Material Resource .................................................................................74 Creating a Cost Resource........................................................................................77 Adding Resources from an Address List .................................................................79 Assigning a Work Resource to a Task .....................................................................80 Assigning Work Resources – Team Planner ...........................................................84 Adding Additional Resources to a Task ..................................................................86 Removing a Resource Assignment .........................................................................90 Assigning a Material Resource to a Task ................................................................92 Assigning a Cost Resource to a Task.......................................................................95 Filtering for Available Resources ............................................................................97 Using the Task Details Form View ........................................................................100 Changing the Task Type........................................................................................103 Contouring a Work Assignment ...........................................................................106 Exercise.................................................................................................................110 TRACKING YOUR PROGRESS ....................................................... 113 Tracking Progress..................................................................................................114 Updating a Completed Task .................................................................................115 Setting the Status Date.........................................................................................117 Updating a Task on Schedule ...............................................................................119 Updating a Task Not on Schedule.........................................................................121 Viewing Slippage...................................................................................................124 Updating a Project on Schedule ...........................................................................125 Entering the Percent Complete ............................................................................128 Entering Completed and Remaining Work...........................................................130 Entering Actual and Remaining Durations ...........................................................133
LESSON 4 -
LESSON 5 -
Page iv
OFFICEPRO, Inc.
Entering Timephased Work Values ......................................................................135 Rescheduling Uncompleted Work........................................................................138 Applying Progress Lines ........................................................................................140 Viewing Summary Information ............................................................................143 Exercise.................................................................................................................145
OFFICEPRO, Inc.
Page v
Lesson 1 - L EARNING P ROJECT B ASICS
This lesson covers the following objectives:
Opening an Existing Project Closing a Project Creating a New Blank Project Saving a New Project Setting Project Information Defining the Project Working Times
Adding a Nonworking Day Using a Project Template Exercise
Lesson 1 – Learning Project Basics
Project 2013
O PENING AN E XISTING P ROJECT
Discussion
You can view or edit an existing project by opening it from disk. You do not need to remember the file name, because Recent in the Backstage view displays a list of folders and files in the current drive and folder. You can select the desired project from the list, or you can type the name of the project you want to open.
If the project resides in a different drive or folder, you can use the Address Bar list to select the correct location. The folders and files residing in the selected location appear in the list box on the right. If necessary, you can resize the Open dialog box by dragging a border or corner to view more of its contents.
In addition the Open dialog box contains a Favorite on the left side of the dialog box that contains shortcuts to various folders or the desktop.
While the Open button opens the selected project, the Open list provides additional options. For instance, if you want to protect the original version of a project from modifications, you can open a copy of the project or open the project as read-only.
The Files of type list in the Open dialog box enables you to open files created in other programs. For instance, you can open a file created in Excel in Project.
The Views button at the top right of the Open dialog box allows you to change views. Available views include Thumbnails for viewing graphics and Preview for viewing the contents of a project.
In addition to opening Microsoft Project 2013 files, you can also open project files created in Microsoft Project versions 2000-2010, and 98. When you open Microsoft Project 2000-2010, or 98 files, they open just as files created in Microsoft Project 2013. When you attempt to save an older Microsoft Project file, however, a Microsoft Project dialog box opens, prompting you to overwrite the old version with the latest Microsoft Project format. You can choose to overwrite the file or save it in its old format.
You can work with one project at a time or open multiple projects when necessary. It is a good idea, however, to only open the necessary projects to enable Microsoft Project to run more efficiently.
Page 2
OFFICEPRO, Inc.
Project 2013
Lesson 1 – Learning Project Basics
The Open dialog box
NOTE You can add a folder to the Favorite Links by dragging a folder. Project displays the names of the most recently opened projects in the File tab, Recent . When you click a file name in the list, the corresponding project opens.
Procedures
1. Click the File Tab
on the Ribbon.
2. Select the Open button on the Backstage view. 3. Select the drive where the project you want to open is located. 4. Select the folder where the project you want to open is located. 5. Select the file name of the project you want to open. 6. Select Open .
Step-by-Step
Open an existing project.
Steps
Practice Data
1. Click the File Tab on the Ribbon.
Click
.
2. Select the Open button on the Backstage view. The Open dialog box opens.
Click
.
OFFICEPRO, Inc.
Page 3
Lesson 1 – Learning Project Basics
Project 2013
Steps
Practice Data
3. Select the drive where the project you want to open is located. A list of available folders appears. 4. Select the folder where the project you want to open is located. A list of available files appears. 5. Select the file name of the project you want to open. The project name is selected.
Click the student data drive.
Double-click to select the student data folder.
Click
.
6. Select Open .
Click
.
The Open dialog box closes and the selected project opens in the Gantt Chart view.
C LOSING A P ROJECT
Discussion
When you have finished working on a project file, you can close it to remove it from the application window.
If you close a project file without saving the most recent changes, Project prompts you to save it. You can choose to save the changes made to the project, or you can close the project without saving the changes.
Page 4
OFFICEPRO, Inc.
Project 2013
Lesson 1 – Learning Project Basics
NOTE
You can also close an open project by clicking the X button on the right side of the Ribbon. The Project Auto Save feature, available on the Save page in the Options dialog box, saves a temporary file at timed intervals. In this way, you can retrieve changes made to a project file if Project exits without saving them (e.g., due to a power failure or similar problem).
Procedures
1. Select the File tab. 2. Select the Close command.
Step-by-Step
Close a project.
If necessary, open the HOUSPRJ1.MPP project.
Steps
Practice Data
1. Select the File tab.
Click
.
The File tab appears.
2. Select the Close command.
Click
.
The project file closes or a Microsoft Office Project message box opens prompting you whether want to save the changes.
Select No to close the HOUSPRJ1 file without saving the changes.
OFFICEPRO, Inc.
Page 5
Lesson 1 – Learning Project Basics
Project 2013
C REATING A N EW B LANK P ROJECT
Discussion
You can use the File tab to create a new blank project. The New Project information window allows you to select a Blank project file, a copy of an existing project or one of several templates.
NOTE
You can also use the New button on the Quick Access toolbar to create a new, blank project and bypass the New Project task pane.
Procedures
1. Select the File tab. 2. Select the New command. 3. Select the Blank Project link under New .
Step-by-Step
Create a new blank project.
Steps
Practice Data
1. Select the File tab.
Click
The File tab appears.
2. Select the New command.
Click
The New Project task pane appears.
Page 6
OFFICEPRO, Inc.
Project 2013
Lesson 1 – Learning Project Basics
Steps
Practice Data
3. Double-click the Blank Project link under New . The Blank Template is selected.
Click
S AVING A N EW P ROJECT
Discussion
The first time you save a project, the Save As dialog box opens. You can enter a file name and use the Address Bar to specify where you want to store the project. All Microsoft Project files are saved with an .mpp extension. The Save As dialog box only opens the first time you save a file. After that, when you use the Save feature, the file is saved automatically, overwriting the current file.
Procedures
1. Click the File Tab 2. Select Save from the List. 3. Enter the File Name and Location in the appropriate fields. 4. Click Save.
Step-by-Step
Saving a new project.
If necessary, create a new blank project.
OFFICEPRO, Inc.
Page 7
Lesson 1 – Learning Project Basics
Project 2013
Steps
Practice Data
1. Click the File Tab. Opens the file tab
Click
.
2. Select Save
Click
.
Opens the Save As dialog box.
3. Type the desired file name.
Type house.
The text appears in the File name box
4. Select the drive where you want to save the project. A list of available folders appears. 5. Open the folder where you want to save the project. The contents of the folder appear.
Click the student data drive.
Double-click to open the student data folder.
6. Select Save .
Click
.
The Save As dialog box closes, the file is saved, and the title bar changes to reflect the new project file name.
Notice that the Gantt chart now displays the week of current day .
S ETTING P ROJECT I NFORMATION
Discussion
The Project Information dialog box stores basic project information such as the start or finish date, and whether you are scheduling the project forward or backward. Scheduling forward means that you enter a start date for a project. The durations of the tasks determine the finish date. Scheduling backward means that you enter a finish date for the project and project determines the start date. It is recommended that you schedule from a start date because when you schedule from a finish date, Microsoft Project is unable to adjust the start date of tasks based upon resource constraints (known as “leveling”). In addition, scheduling backward schedules tasks to start as late as possible.
You can also set a project priority, which is helpful when you are working with multiple project files. The priority can be set from 0 through 1000, with 1000 indicating a project of the highest priority.
Page 8
OFFICEPRO, Inc.
Project 2013
Lesson 1 – Learning Project Basics
The Project Information dialog box
NOTE You can either type a date into the Start date or Finish date box, or use the list to display a calendar and navigate to the desired date. The Enterprise Custom Fields section appears in the Project Information dialog box if you are using the Microsoft Project Professional edition.
Procedures
1. Select the Project tab.
2. Select the icon. 3. Select the Schedule from list. 4. Select the desired scheduling option. 5. Select the text in the Start date or Finish date box, depending upon the scheduling option you selected. 6. Enter the start or finish date as appropriate. 7. Select OK .
Step-by-Step
Setting the project information.
OFFICEPRO, Inc.
Page 9
Lesson 1 – Learning Project Basics
Project 2013
Steps
Practice Data
1. Select the Project tab.
Click
.
The Project ribbon appears.
2. Select the Project Information icon. The Project Information dialog box opens.
Click
.
3. Enter the start as appropriate.
Type 6/06/2016.
The start or finish date appears in the appropriate box.
4. Select the Schedule from list.
Click Schedule from
.
A list of scheduling options appears.
5. Select the desired scheduling option. The desired scheduling option appears in the Schedule from box.
Click Project Start Date.
6. Select OK .
Click
.
The Project Information dialog box closes and the Gantt chart displays the week containing the project start date.
Notice that the Gantt chart now displays the week Jun 5, ‘16 .
Save and close HOUSE.MPP .
D EFINING THE P ROJECT W ORKING T IMES
Discussion
A project calendar defines the general working and nonworking times for the project. Accurate calendar entries allow you to forecast project results and calculate costs.
You can modify the work days of the week and the working hours to reflect the actual working hours for an entire project. The default working hours for Project are 8:00 AM to 5:00 PM, with an hour starting at noon for lunch. If the standard working hours at your company are 9:00 AM to 5:30 PM with a half hour for lunch, you would need to adjust the project calendar.
Page 10
OFFICEPRO, Inc.
Project 2013
Lesson 1 – Learning Project Basics
In addition to selecting the working hours, you must also specify the length of the work day and work week. If the work day is longer or shorter than eight hours and/or starts before 8:00 AM, you need to make these adjustments before entering any tasks or the durations for your project will be incorrect. The working times should match the hours per day. The Standard template assumes a default of 8 working hours per day and 40 working hours per week. You can also indicate the number of working days in the month, with 20 days being the default.
You can always edit or enter additional information at another time opening the Change Working Time dialog box and selecting Options in the lower right of the dialog box.
Details for Setting Default Calendar Work Week
NOTE You can open the Change Working Time dialog box by selecting the Change Working Time icon on the Project tab of the ribbon. You can also change the calendar defaults for the current project on the Calendar page in the Options dialog box. Defaults include starting and ending times, hours per day, hours per week, and days per month. You can open the Calendar page by selecting the Options button in the Change Working Time dialog box.
OFFICEPRO, Inc.
Page 11
Lesson 1 – Learning Project Basics
Project 2013
NOTE If you change the settings on the Calendar page in the Options dialog box and then select the Set as Default button, each new project will be scheduled according to these settings. For this reason, you should not select this button unless all of your projects will be scheduled according to these settings. For example, if you set a project to have a seven hour work day, each new project will default to a seven hour work day.
Procedures
1. Select the Project tab on the Ribbon.
2. Click the
icon in the Properties group.
3. Click the
tab.
4. Click the button. 5. Make any necessary changes in the Details dialog box.
6. Select the desired options and select
.
7. Select
.
Step-by-Step
We will change the working times to 9:00 AM to 6:00 PM, with one hour for lunch.
From the Student Data directory, open HOUSE1.MPP.
Page 12
OFFICEPRO, Inc.
Project 2013
Lesson 1 – Learning Project Basics
Define the project working times.
Steps
Practice Data
1. Click the Change Working Time icon in the Project tab. Opens the Change Working Times window
Click
.
2. Select the Work Weeks tab.
Click
.
A list of base calendars appears.
3. Select the Detail button.
Click
.
Opens the Work week detail dialog box.
4. Select the Day(s) wish to change. The desired days are selected.
Select Monday, hold down [Shift] click on Friday. Set day(s) to these specific working times. Click
5. To change the working hours, select the Set day(s) to these specific working times: The option is selected. 6. Click in a cell to enter a new start time. The cell is selected.
Click in first cell in the From field.
7. Enter the desired times.
Type 9:00 AM and press Right Arrow Key. Type 1:00 PM in the corresponding To box and click in the From box on the second line. Type 2:00 PM and press the Right Arrow Key .
The desired start time is entered.
8. Set the desired end time.
The desired end time is entered.
9. Set the desired time in the From field. The desired start time for the afternoon is entered.
10. Enter the desired End time. The desired end time is set.
Type 6:00 PM and press the [Enter] key.
11. Select OK .
Click
.
The Work Week dialog box closes and the options are saved.
OFFICEPRO, Inc.
Page 13
Lesson 1 – Learning Project Basics
Project 2013
Steps
Practice Data
12. Select OK .
Click
.
The Change Working Time dialog box closes and the options are saved.
A DDING A N ONWORKING D AY
Discussion
By default, the project calendar defines the standard working days (Monday through Friday) and nonworking days (Saturday and Sunday) for a project. The default calendar has no holidays, so you must mark the appropriate holidays as nonworking days. It is very important to mark all applicable nonworking days as durations are calculated according to this calendar. In any view, nonworking days are identified with gray shading.
You can enter the nonworking days by directly opening the Change Working Time dialog box.
The Change Working Time dialog box
Page 14
OFFICEPRO, Inc.
Project 2013
Lesson 1 – Learning Project Basics
NOTE To mark multiple days in the currently displayed calendar at the same time, drag to select consecutive days. To select non- consecutive days, hold the [Ctrl] key, click the desired days, and then release the [Ctrl] key.
Procedures
1. Select the Project tab on the Ribbon. 2. Click the Change working time icon in the Properties group. 3. Display the month in the calendar in which you want to add the nonworking day. 4. Select the day on the calendar you want to add as nonworking. 5. In the Exceptions tab type the name of the holiday. 6. Press the tab key. The selected day from the calendar is automatically added. You can change the date manually, if needed 7. Select OK .
Step-by-Step
We will add the Federal holidays to the end of the current year. Add a nonworking day.
Steps
Practice Data
1. Select the Change Working Time icon. The Change Working Time dialog box opens with the current project calendar template displayed in the For box. 3. Display the month in the calendar in which you want to add the nonworking day. The desired month appears. 4. Select the day on the calendar you want to add as nonworking. The desired day is selected.
Click
Scroll as necessary to display July 2016.
Select the 4 th and the 5 th on the calendar.
OFFICEPRO, Inc.
Page 15
Lesson 1 – Learning Project Basics
Project 2013
Steps
Practice Data
5. Click in the first blank row in the
Type “Independence Day”.
Exceptions tab and enter the name of the holiday. The text is entered.
6. Select OK .
Click
The Change Working Time dialog box close.
If you open the Change Working Time dialog box and scroll back to July, you will see that a nonworking day is identified with underlining and shading.
Go back to the Gantt Chart View and scroll the timescale as necessary to display Jul 3, ‘16 . Notice that the gray shading indicates that July 4 th and 5 th , 2016 are nonworking days.
Add the following holidays. Mark remaining holidays for the year.
Holiday
Date
1 st Monday in September
Labor Day
2 nd Monday in October
Columbus Day
Veterans Day
November 11
4 th Thursday in November
Thanksgiving
Christmas
December 25
Save and Close the current open file.
U SING A P ROJECT T EMPLATE
Discussion
Instead of starting a project from scratch, you can use a project template. A template provides a framework you can use for creating certain types of projects. Microsoft Project includes a variety of project types, including residential and commercial
Page 16
OFFICEPRO, Inc.
Project 2013
Lesson 1 – Learning Project Basics
construction, engineering, new business, and office moves, to help you start your project plan.
You can access one of Project’s preformatted templates, or one that you have created yourself, using the links under the Templates section in the New Project task pane. The template opens with a list of project tasks, assigned resources, and other information. You can use the Project Information dialog box to specify a new start or finish date. You can also make changes to the existing project information, as well as add information. The File\New link opens the Templates section, where you can select a locally installed template or online templates. The New from existing link allows you to open a copy of an existing project. The New from Excel workbook link allows you to open a copy of an existing Excel template. The New from SharePoint Tasks List link allows you to open a copy of an existing template from SharePoint.
Once you have used a template to create a project, Project adds the project to the Recent section to the File tab.
Selecting a new project template
OFFICEPRO, Inc.
Page 17
Lesson 1 – Learning Project Basics
Project 2013
NOTE
If Project was installed on your computer using the typical installation procedures, you may have to install the templates. If the templates are not installed, you will be prompted to install them from the original installation source when you open a template from the Templates dialog box. You must have the rights to install new programs on your computer to be able to download new templates.
Procedures
1. Select the File tab. 2. Select the New command. 3. Double-click the desired template
Step-by-Step
Use a project template.
Steps
Practice Data
1. Select the File tab.
Click
.
The Backstage view appears.
2. Select the New command.
Click
The New Project task pane opens.
.
3. Select the desired Template from the list. The action is carried out.
Go to the Project Management link.
4. Select the desired template.
Select Project management plan.
A preview of the template appears in the Templates dialog box.
Page 18
OFFICEPRO, Inc.
Project 2013
Lesson 1 – Learning Project Basics
Steps
Practice Data
5. A dialog box is shown with
information about the Project Management Plan. Notice that the start date is labeled, Today . Change the start date to June 6, 2016.
6. Select Create .
The Templates dialog box closes and the project opens.
Click
.
Close the project without saving it.
OFFICEPRO, Inc.
Page 19
Lesson 1 – Learning Project Basics
Project 2013
E XERCISE
L EARNING P ROJECT B ASICS
Task
Define a new project.
1. Create a new blank project. 2. Define a new project and enter a start date of 6/06/16 . 3. Save the project to the student data folder as rooms1 .
4. Enter the Federal holidays to the end of the year. 5. Close the project and save the changes as rooms1 . 6. Open the rooms1 project you just created. 7. Close the rooms1 project. 8. Use the Commercial Construction template to create a new project to start on the 1 st Monday of next month. 9. View the task list for the new project and then scroll the Gantt chart. 10. Close all open projects without saving them.
Page 20
OFFICEPRO, Inc.
Lesson 2 - W ORKING WITH C ALENDARS
This lesson covers the following objectives:
Using Calendars Modifying Individual Resource Calendars Changing Resource Availability Over Time Creating a Base Calendar Assigning a Base Calendar to Resources Assigning a Base Calendar to a Project Assigning a Calendar to a Task Exercise
Lesson 2 – Working with Calendars
Project 2013
U SING C ALENDARS
Discussion
When you first start a project, the Standard base calendar is applied to the project and is referred to as the project calendar. This calendar sets Monday through Friday, from 8:00 AM to 5:00 PM, as working time, and Saturday and Sunday as nonworking time. When you begin to enter task and resource information, your project schedule is set according to the default project calendar. The default working and nonworking times in the Standard calendar may not apply to your particular project. While Microsoft Project also provides two other base calendars, Night Shift and 24 Hours , these may not work for your project either. In this situation, you can create a new base calendar, containing the working and nonworking times specific to your project, and then apply it to the project, thus creating a new project calendar. If you need to create a new project calendar, you should do so before entering any project information. If you find that the Standard calendar works for your project, with the exception of certain resources, you have two options. You can modify an individual resource calendar by setting working hours and nonworking time specific to a particular resource. You can also create a new base calendar and assign it to all resources that adhere to the same schedule. Either way, you create a new resource calendar. You can modify resource calendar options and create a new resource calendar before you assign resources to tasks or after making the assignments. If resources are already assigned to tasks, the schedule will adjust according to the new resource calendar settings. Modifying resource calendar options is particularly helpful for marking vacation time on the calendar. Resource calendars do not apply to material resources. You can also create a resource calendar by changing a resource’s availability over time. When you change a resource’s availability, you indicate the maximum units available during certain time periods. That way, tasks are scheduled according to when the resource is available. For example, you could change a resource’s availability if the resource is available to work part-time (units = 50%) in July and August and full-time (units = 100%) in September and October. Task information is also scheduled according to the Standard project calendar by default. However, if you have tasks that must be worked on during certain hours or days of the week, you can create a task calendar. To create a task calendar, you create a new base calendar to reflect the task’s schedule and then assign it to the appropriate task(s).
Page 22
OFFICEPRO, Inc.
Project 2013
Lesson 2 – Working with Calendars
M ODIFYING I NDIVIDUAL R ESOURCE C ALENDARS
Discussion
When you create a new resource, Microsoft Project creates a calendar for the resource based on the project calendar. However, all resources in your project may not work during the same hours as the default working times set in the project calendar. Some resources may only work four hours a day and some may work ten hours a day. In addition, some resources may be taking a vacation or only work three days a week; therefore, the default nonworking time would not apply. Changing the working and nonworking time for a resource is very important as it will affect your project schedule. The Working Time page in the Resource Information dialog box allows you to change the working hours for a resource and mark nonworking days. When you change the working hours for a resource, you need to make sure that the start time is not earlier than the default start time (8:00 AM by default or the default time set by you). The finish time (5:00 PM by default or the default time set by you), however, can be later than the default finish time. You can change the working time for a day, week, month, etc. If you select any of the column headings in the current calendar that appear in the dialog box, you are actually selecting all future dates as well. So, if you select the M through F column headings, any changes you make to the working hours will apply to Monday through Friday for as long as you schedule your project.
By default, the Standard project calendar defines the nonworking days for a project as Saturday and Sunday. Once you create resources, you can mark nonworking days for individual resources.
OFFICEPRO, Inc.
Page 23
Lesson 2 – Working with Calendars
Project 2013
Modifying an individual resource work hours
NOTE To mark multiple days in the same calendar as nonworking time or change the working hours for those days, drag to select consecutive days or hold the [Ctrl] key and click the desired non-consecutive days before you select the Nonworking time or Nondefault working time option on the Working Time page in the Resource Information dialog box. If you change a resource’s start time to a time earlier than the task start time (either the default or the one set by you), Microsoft Project will ignore the work hours before the task start time and the task duration will be impacted.
Procedures
1. Switch to the Resource Sheet view.
2. Double-click the resource with the calendar you want to change.
3. Click the
button.
4. Select the Working Week tab.
5. Click the Detail… button.
6. Select the date(s) or day(s) of the week that you want to change.
Page 24
OFFICEPRO, Inc.
Project 2013
Lesson 2 – Working with Calendars
7. Select the Use default , Nonworking time or Nondefault working time option.
8. If setting Nondefault working hours, select the time you want to change in the
From or To column.
9. Enter the new time.
10. Continue to make changes in the From and To columns if applicable.
11. Select
.
12. Select
.
13. Select
.
Step-by-Step
From the Student Data directory, open HOUSE7.MPP . Modify a calendar for an individual resource.
In the Gantt Chart view, scroll to the week of Jul 24, ‘16 .
Notice that the Superintendent resource is scheduled to work on the 9 Select Subcontractors task, which has a duration of one week. Point to the Gantt bar for the task and view the start and finish dates to see that the task is scheduled from Monday through Friday for five working days. Switch to the Resource Sheet view.
Steps
Practice Data
1. Double-click the resource with the calendar you want to change. The Resource Information dialog box opens. 2. Select the Change Working Time… button. The Change Working Time dialog box appears.
Double-click the 17 Superintendent resource.
Click
.
3. Select the Work Weeks tab.
Click
.
The Working Week sheet appears.
OFFICEPRO, Inc.
Page 25
Lesson 2 – Working with Calendars
Project 2013
Steps
Practice Data
4. Select the Details… button.
Click the button.
The Details for ‘[Default]’ dialog box opens.
5. Select the date(s) or day(s) of the week that you want to change. The date(s) or day(s) of the week are selected. 6. Select the desired option under Set working times for this work week . The desired option is selected. 7. If setting nondefault working hours, select the time you want to change in the From or To column. The desired time is selected.
Drag to select Monday through Friday in the list.
Click Set day(s) to these specific working times: Drag to select the time in the first From box, if necessary.
Type 8:30 AM in the 1 st From box .
8. Enter the new time.
The new time replaces the original time.
Type 2:00 PM in the 1 st To box. Type 3:00 PM in the 2nd From box and 8:30 PM in the 2nd To box.
9. Continue to make changes in the From and To columns as desired. The changes are made.
10. Select OK .
Click
The Details dialog box closes and the Change Working Time dialog box is still opened.
11. Select OK.
Click
The Change Working Time dialog box closes and the Resource Information dialog box is displayed.
12. Select OK.
Click
The Resource Information dialog box is closed.
Switch back to the Resource Usage View. Scroll to the week of July 24, ’16 and note the hours of the Superintendent are 11h, 11h, 11h and 7h and finishing on Thursday,
Page 26
OFFICEPRO, Inc.
Project 2013
Lesson 2 – Working with Calendars
7/28/16 . Switch to the Gantt Chart view. Point to the task bar for the 9 Select Subcontractors task and notice that the task, while still showing a duration of one week, is scheduled from Monday through Thursday for a total of four business days. The scheduling change occurred because the Superintendent works more than eight hours a day.
Practice the Concept: Scroll to view the 5 Request Bids task and point to the Gantt bar for the task to see that it starts on 6/24/16 and finishes on 6/30/16 , with a duration of 1 week . Notice that the task duration includes two days marked as nonworking time ( 6/25/16 and 6/26/16) .
Practice the Concept: Adjust the electricians’ working times because they do not work Fridays. Instead, they only work Mon-Thurs from 8 AM to 7:00 PM with a break from 12 to 1 PM.
C HANGING R ESOURCE A VAILABILITY O VER T IME
Discussion
In addition to changing a resource’s working and nonworking time, you can also create a resource calendar by changing a resource’s availability over time. When you change availability, you indicate the maximum units available for a resource during certain time periods. For example, a project starts September 1 and ends on November 30. A particular resource is available to work on the project, but only during the months of September and October. You could change the resource’s availability to indicate that the resource is available (units = 100%) during those two months, and not available (units = 0%) during the month of November. Then, if you attempt to assign that resource to a task in November, the resource will be identified as overallocated. In most resource views, overallocations appear in red. After you change a resource’s availability, the Max. Units field in the Resource Sheet reflects 0%, indicating that the maximum unit value varies over time and one value does not apply to this particular resource. To view the resource’s availability, you can open the Resource Information dialog box for the resource and view availability on the General page.
OFFICEPRO, Inc.
Page 27
Lesson 2 – Working with Calendars
Project 2013
Changing a resource's availability over time
Procedures
1. Switch to the Resource Sheet view.
2. Double-click the resource for which you want to change the availability.
3. Select the General tab.
4. Select the first Available From field in the Resource Availability table.
5. Type the start date for the first time period.
6. Press [Enter] .
7. Enter the end date for the first time period in the Available To field.
8. Select the Units field.
9. Enter the units available for the resource during the specified time frame.
10. Continue to specify the resource’s availability as necessary.
11. Select
.
Step-by-Step
Change a resource’s availability over time.
Switch to the Resource Sheet view. Notice that 200% appears in the Max. Units field for the 4 Plumber resource.
Page 28
OFFICEPRO, Inc.
Project 2013
Lesson 2 – Working with Calendars
Steps
Practice Data
1. Double-click the resource for which you want to change the availability. The Resource Information dialog box opens.
Double-click the 4 Plumber resource.
2. Select the General tab.
Click
.
The General page appears.
3. Select the first Available From field in the Resource Availability table. The first Available From field is selected and a down arrow, indicating a list, appears in the field. 4. Type the start date for the first time period. The date appears in the Available From field and in the entry bar under Resource Availability .
Click in the first Available From field.
Type 9/4/16.
5. Press [Enter] .
Press [Enter].
The date is entered into the Available From field.
6. Enter the end date for the first time period in the Available To field. The desired date appears in the Available To field.
Type 10/31/16.
7. Select the Units field.
Click in the first Units field
The Units field is selected.
8. Enter the units available for the resource during the specified time frame. The units appear in the Units field. 9. Continue to specify the resource’s availability as necessary. The resource’s availability is entered.
Click Units to 200% , if necessary
Follow the instructions shown below the table before continuing on to the next step
10. Select OK .
Click
The Resource Information dialog box closes and the resource’s availability is changed.
OFFICEPRO, Inc.
Page 29
Lesson 2 – Working with Calendars
Project 2013
Use the information in the second row of the following table to complete the second row of the Resource Availability table:
Available From
Available To
Units
9/4/16
10/31/16
200%
11/1/16
12/31/16
100%
Return to the table and continue on to the next step (step 10).
Notice that the Max units field for the plumber is 0%, indicating the resource availability varies over time.
Switch to the Gantt Chart view and display the Gantt bar for the 34 Final Plumbing task. Notice that the Plumber resource is assigned to the task. Point to the task bar and notice that the task begins on 11/4/16. Select the Final Plumbing task, open the Assign Resources dialog box, and increase the maximum units for the Plumber resource to 200% . Press [Enter] and close the Assign Resources dialog box. Notice that an overallocation icon and a smart tag appears next to the 34 Final Plumbing task. Since the Microsoft Project took the default action for adding a resource and shortened the duration, you can ignore both the icon and the smart tag.
Switch to the Resource Sheet view and notice that the Plumber resource appears in red, indicating it is overallocated. This overallocation occurred because the assignment unit is 200% during a time when the plumber’s availability is 100%.
Return to the Gantt Chart view, double-click the 34 Final Plumbing task and use the Resources page in the Task Information dialog box to return the resource assignment of the Plumber to 100% . Ignore the smart tag to accept the default action, which increases the duration of the task.
Page 30
OFFICEPRO, Inc.
Project 2013
Lesson 2 – Working with Calendars
C REATING A B ASE C ALENDAR
Discussion
A base calendar defines working and nonworking time. Microsoft Project includes three base calendars ( Standard , 24 Hours , and Night Shift ) that you can assign to your project, resources, and/or tasks. The Standard base calendar is assigned to the project by default.
If none of the default base calendars meets your needs, you can create a new base calendar for a particular group of resources, a task, or for the entire project. Once you create a base calendar, you then need to assign it to the appropriate resource(s), task(s), and/or to the project.
You can create a base calendar in one of two ways. The first way is to copy the project calendar, or one of the other default calendars available, and then modify it. Copying the project ( Standard ) calendar is helpful if you have already marked all the holidays on your project calendar. The second way is to create a new base calendar using the default settings (8:00 AM to 5:00 PM working hours; Saturday and Sunday nonworking days).
The Create New Base Calendar dialog box
OFFICEPRO, Inc.
Page 31
Made with FlippingBook HTML5