PLANNING AND SCHEDULING USING MICROSOFT BY PAUL EASTWOOD .

PLANNING AND SCHEDULING USING MICROSOFT OFFICE PROJECT 2007PLANNING AND SCHEDULINGUSINGMICROSOFT OFFICE PROJECT 2007BYPAUL EASTWOOD HARRIS Eastwood Harris Pty Ltdi

PLANNING AND SCHEDULING USING MICROSOFT OFFICE PROJECT 2007 Copyright 1999–2007 by Eastwood Harris Pty Ltd. No part of this publication may bereproduced or used in any form or by any method without the written permission of theauthor.Windows, XP, Microsoft Project 2000, Microsoft Project Standard 2002, Microsoft Project Professional 2002, Microsoft Project Standard 2003, Microsoft ProjectProfessional 2003, Microsoft Office Project 2007, PowerPoint, Word, Visio and Excel areregistered trademarks of Microsoft Corporation.Primavera Project Planner , P3 , SureTrak Project Manager and SureTrak are registeredtrademarks of Primavera Systems, Incorporated.Adobe and Acrobat are registered trademarks of Adobe Systems Incorporated.All other company or product names may be trademarks of their respective owners.Screen captures were reprinted with authorization from Microsoft Corporation.This publication was created by Eastwood Harris Pty Ltd and is not a product of MicrosoftCorporation.DISCLAIMERThe information contained in this book is to the best of the author’s knowledge true andcorrect. The author has made every effort to ensure accuracy of this publication, but cannotbe held responsible for any loss or damage arising from any information in this book.AUTHOR AND PUBLISHERPaul E HarrisEastwood Harris Pty LtdPO Box 4032Doncaster Heights eh.com.auTel: 61 (0)4 1118 7701Fax: 61 (0)3 9846 7700Please send any comments on this publication to the author.ISBN 978-1-921059-15-5 (192105915X)ISBN 978-1-921059-16-2 (1921059168)B5A41 March 2007 Eastwood Harris Pty LtdiiPaperbackSpiral Bound

PLANNING AND SCHEDULING USING MICROSOFT OFFICE PROJECT 2007SUMMARYThe book was written so it may be used as:¾ A training manual for a two-day training course, or¾ A self-teach book, or¾ A reference manual.The screen shots for the book are mainly taken from Microsoft Office Project Standard2007 but the book may be used to learn Microsoft Office Project Professional 2007.The book has been written to be used as the basis for a two-day training course and includesexercises for the students to complete at the end of each chapter. Unlike many trainingcourse publications, the course book may then be used by the students as a reference book.This publication is ideal for people who would like to quickly gain an understanding of howthe software operates and explains how the software differs from Primavera P3 andSureTrak, thus making it ideal for people who wish to convert from these products.CUSTOMIZATION FOR TRAINING COURSESTraining organizations or companies that wish to conduct their own training may have thebook tailored to suit their requirements. This may be achieved by removing, reordering oradding content to the book and by writing their own exercises. This book is available inboth A4 spiral bound, which lies flat on the desk for training and/or self–teaching, and in B5paperback as a reference manual. Please contact the author to discuss this service.AUTHOR’S COMMENTAs a professional project planner and scheduler I have used a number of planning andscheduling software packages for the management of a range of project types and sizes.The first books I published were user guides/training manuals for Primavera SureTrak andP3 users. These were well received by professional project managers and schedulers, so Idecided to turn my attention to Microsoft Project 2000, 2002, 2003 and now MicrosoftOffice Project 2007. This book follows the same proven layout of my previous books. Itrust this book will assist you in understanding how to use Microsoft Project on yourprojects. Please contact me if you have any comments on this book.ABOUT THE COVER PAGESTop rightLeftCenter rightA power station in the Latrobe Valley, Victoria, AustraliaRuins of Port Arthur convict prison, Tasmania, Australia.Reece Dam, Tasmania, Australia spillway in flood. The author was the siteengineer for the construction of this spillway.Bottom right Petronas Twin Towers Skybridge, Kuala Lumpur, Malaysia Eastwood Harris Pty Ltdiii

PLANNING AND SCHEDULING USING MICROSOFT OFFICE PROJECT 2007CURRENT BOOKS PUBLISHED BY EASTWOOD HARRISPlanning Using Primavera Project Planner P3 Version 3.1 Revised 2006ISBN 1-921059-13-3 Spiral BoundFirst Published March 2000Planning Using Primavera SureTrak Project Manager Version 3.0 Revised 2006ISBN 1-921059-14-1 A4 Spiral BoundFirst Published June 2000Project Planning and Scheduling Using Primavera Contractor Version 4.1For the Construction IndustryISBN 1-921059-04-4 A4 PaperbackISBN 1-921059-05-2 A4 Spiral BoundFirst Published January 05PRINCE2 TM Planning and Control Using Microsoft ProjectISBN 1 921059 06 0 B5 PaperbackISBN 1-921059-06-0 A4 Spiral BoundFirst Published May 2005Revised for Version 2007 planned for early 2007Planning and Control Using Microsoft Project and PMBOK Guide Third EditionISBN 1-921059-08-7 B5 PaperbackISBN 1-921059-07-9 A4 Spiral BoundFirst Published June 2005Revised for Version 2007 planned for early 2007Planning and Scheduling Using Primavera Version 5.0 For Engineering & ConstructionISBN 1-921059-09-5 A4 PaperbackISBN 1-921059-10-9 A4 Spiral BoundFirst Published December 05Planning and Scheduling Using Primavera Version 5.0 For IT Project OfficeISBN 1-921059-11-7 A4 PaperbackISBN 1-921059-12-5 A4 Spiral BoundFirst Published December 05SUPERSEDED BOOKS BY THE AUTHORPlanning and Scheduling Using Microsoft Project 2000Planning and Scheduling Using Microsoft Project 2002Planning and Scheduling Using Microsoft Project 2003Project Planning and Scheduling Using Primavera Enterprise - Team Play Version 3.5Project Planning and Scheduling Using Primavera Enterprise - P3e & P3e/c Version 3.5Project Planning and Scheduling Using Primavera Version 4.1 for IT ProjectProject Planning and Scheduling Using Primavera Version 4.1 or E&CPlanning Using Primavera Project Planner P3 Version 2.0Planning Using Primavera Project Planner P3 Version 3.0Planning Using Primavera Project Planner P3 Version 3.1Project Planning Using SureTrak for Windows Version 2.0Planning Using Primavera SureTrak Project Manager Version 3.0 Eastwood Harris Pty Ltdiv

PLANNING AND SCHEDULING USING MICROSOFT OFFICE PROJECT ODUCTIONPurposeRequired Background KnowledgePurpose of PlanningProject Planning MetricsPlanning CycleLevels of PlanningMonitoring and Controlling a ProjectCREATING A PROJECT PLANUnderstanding Planning and Scheduling SoftwareUnderstanding Your ProjectLevel 1 – Planning without ResourcesCreating ProjectsDefining 32.3.3Defining the Project WBS Using Outlining2.3.4Defining, Adding and Organizing Activities2.3.5Adding the Logic Links2.3.6Constraints2.3.7Risk Analysis2.3.8Contingent Time2.3.9Scheduling the Project2.3.10 Formatting the Display – Filters and Layouts2.3.11 Printing and Reports2.3.12 Issuing the Plan2.4Level 2 – Tracking Progress without ting the Baseline Schedule2.4.2Tracking Progress2.4.3Corrective Action2.5Level 3 – Planning with Resources2-92-92-102-102.5.1Estimating or Planning for Control2.5.2The Balance Between the Number of Activities and Resources2.5.3Creating and Using Resources2.5.4Resource Calendars, Activity Types and Driving Resources2.5.5Resource Graphs and Usage Tables2.5.6Resource Leveling2.6Level 4 – Tracking Progress of a Resourced Schedule2-102-112-112-112-122-122-122.6.1Statusing Projects with Resources Eastwood Harris Pty Ltdv2-12

PLANNING AND SCHEDULING USING MICROSOFT OFFICE PROJECT 200733.13.23.33.43.53.63.73.844.14.2CREATING PROJECTS AND SETTING UP THE SOFTWAREFile TypesStarting Microsoft Project 2000 – 2003Starting Microsoft Office Project 2007Creating a Blank ProjectOpening an Existing ProjectCreating a New Project from a TemplateCreating a Project TemplateSaving Additional Project InformationNAVIGATING AROUND THE SCREENIdentify the Parts of the Project ScreenCustomizing the Screen4.2.1Toolbars4.2.2Menu Bar4.3Setting up the Options4.44.555.15.24-24-24-3Splitting the Screen Views and Details FormsRight-clicking with the MouseDEFINING CALENDARSAssigning a Calendar to a ProjectEditing Calendars in Microsoft Office Project 20075.2.1Editing Working Days5.2.2Adjusting Calendar Default Working Hours5.2.3Creating Calendar Periods with Alternate Working Hours5.3Editing Calendars in Microsoft Project 2000 – iting Working DaysAdjusting Working HoursCreating a New Calendar – All VersionsCalculation of Durations in DaysUnderstanding Default Start and Default End TimeEffect on 2007 Calendars When Saving to 2000 – 2003Renaming a CalendarDeleting a CalendarCopying Calendars between ProjectsResource CalendarsCopying a Base Calendar to Global.mpt for Use in Future ProjectsSelecting Dates5.13.1 Selecting Calendar Dates in Microsoft Office Project 20075.13.2 Selecting Calendar Dates in Microsoft Project 2000 – 20035.14Printing the Calendar Eastwood Harris Pty 5-125-135-135-135-145-14

PLANNING AND SCHEDULING USING MICROSOFT OFFICE PROJECT 200766.16.26.36.46.56.66.76.86.96.10ADDING TASKSAdding New TasksReordering Tasks by DraggingCopying and Pasting TasksCopying Tasks from Other ProgramsDynamically Linking Cells to Other ProgramsTask Information FormIndicators ColumnElapsed DurationsMilestonesAssigning Calendars to Tasks6.10.1 Assigning a Calendar Using the Task Information Form6.10.2 Assigning a Calendar Using a Column7ORGANIZING TASKS USING OUTLINING7.1Creating an Outline7.27.37.4Promoting and Demoting TasksSummary Task Duration CalculationSummarizing Tasks7.4.1To Roll Up Summary Tasks and Show Tasks7.4.2Roll Up All Tasks to an Outline Level7.4.3Show All Tasks7.5Project Summary Task8FORMATTING THE DISPLAY8.1Formatting the Columns8.1.1Formatting Columns Using the Table Function8.1.2Formatting Time Units8.1.3Formatting Columns Using the Column Definition Form8.1.4Deleting and Inserting Columns8.1.5Adjusting the Width of Columns8.1.6Moving Columns8.2Formatting the .1Formatting Bars Using the Gantt Chart Wizard8.2.2Formatting All Task Bars Using the Bar Styles Form8.2.3Format One or More Specific Task Bars8.2.4Layout Form – Format Bars Options8.3Row Height8.4Format Fonts8-58-58-78-88-108-108.4.1Format Font Command8.4.2Format Text Style8.5Format Colors8-108-118-11 Eastwood Harris Pty Ltdvii