Advance Microsoft Project, Part 1 – Classroom ExercisesAt various points in the classroom experience, the instructor will stop the lecture and ask students to perform the exercises contained in this document. The exercises build upon each other so it is important they are completed in sequence.

The exercises are based on a project plan to build a storage shed in the back yard. The plan has already been decided for you and the exercises are designed around the shed project. The focus should be on learning the tool, not the project itself.

As you progress through the exercises there is an expectation you will learn from the process, instructions on how to perform subsequent tasks with similar functions will less detailed than the first time you experience them. Refer to earlier exercises or ask the instructor if you need more information on how to complete the exercise.

These exercises are yours to keep, feel free to make notes on them. Please do not work ahead – stay with the class. Ask questions as needed, there are no dumb questions. You will find multiple ways to perform activities; the exercises present one of the ways. Please feel free to make suggestions to the instructor on how the exercises can be

improved.

Conventions used:

Exercises will be presented in outline form, with tasks offered in a sequential manner. Areas on the screen you are to select or type in will be presented in bold italics for easy

identification. Menu options are identified using Menu | Option format, indicating multiple menu

levels. At the end of the exercise, a screen shot will show you what your screen should look like

for easy verification. If you get side tracked or have alternative results, ask the instructor for a copy of the

project file at the appropriate point to get back on track without having to start from scratch.

Table of contents

SHED Project...................................................................................................................................2Exercise E4 – Create a project.........................................................................................................3Exercise E5 – Entering tasks...........................................................................................................5Exercise E6 – Setting constraints, durations, and predecessors......................................................6Exercise E7 – Enter resources.........................................................................................................9Exercise E8 – Base line the project & enter actual values............................................................11Screenshots....................................................................................................................................14

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Advance Microsoft Project, Part 1 – Classroom Exercises

SHED Project

Statement of workWe need storage for our lawn tools, equipment and other small items we want to get out of the garage. The shed will be built from a kit that can be ordered from Home Depot.

RequirementsWalls need to be 8 ft. tall; floor space needs to be 120 sq. ft, 2’x3’ windows on each side.Need double doors on the front side to create a 7’x8’ opening, lockable.The roof will be shingled to match the house, cedar siding stained to match the house.Leave rafters open for additional storage, concrete slab floorLocation: SW corner of the back yard.Estimated cost - $1,250Estimated duration – 1 month (working Thursdays & Fridays)

Staff required:

Andy Handy – hired hand at $25/hour Betty Doe (daughter) – hired at $10/hour Frank Doe (son) – hired at $10/hour Homeowner – John Doe – sweat equity $0/hour

Steps to build:

Order kit and schedule delivery (week one)o Duration: 1 day Hours: 2 Staff: John

Preparation (summary task) Site preparation – clear and level the landscape (week one)

o Duration: 2 days Hours: 12 each Staff: Betty, Frank, John Pour the foundation (week two)

o Duration: 1 day Hours: 5 each Staff: John, Andy Receive delivery of kit

o Duration: 1 day Hours: 2 Staff: John Set delivery as a milestone

o Duration: 0 days Hours: 0 Staff: None Assembly (summary task) Assemble kit (week three)

o Duration: 1 day Hours: 5 each Staff: John, Andy Stain the shed

o Duration: 1 day Hours: 2 each Staff: Frank, Betty Plant landscaping/flowers

o Duration: 1 day Hours: 4 Staff: Betty Fill shed (week four)

o Duration: 1 day Hours: 5 each Staff: John, Frank

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Advance Microsoft Project, Part 1 – Classroom Exercises

Exercise E5 – Create a project

1. Create a project filea. Open Microsoft Project Professional 2003b. Close the New Project window pane on the left side of the screen by select the X

(close window option).c. Save the new project file using the File | Save option on the main menu.

Use the file name: My Shed1a

2. Enter project informationa. Access the project information dialog box using Project | Project Information

from the main menu.b. Set the start date to: Thursday – July 7th, 2008c. Leave all other options as the defaults settings.d. Close the project information dialog box by selecting OK.

3. Enter project defaultsa. Access the project Options dialog box by selecting Tools | Options from the main

menu.b. Select the Schedule Tabc. Check the following settings, change them as necessary:

i. Set the Duration is entered in: Daysii. Set the Work is entered in: Hours

iii. Set the Default task type: Fixed Durationiv. Uncheck New Tasks Are Effort Drivenv. Select Set as Default to store these settings

d. Select the View Tabe. Check the following settings, change them as necessary:

i. Set the Date Format to: day mm/dd/yy (Mon 1/28/02)ii. Check Show Project Summary Task

iii. Select OK to close the Options NOTE: a project summary task will appear in your project with the name of the project file. When you save the project file out under a new version, the project title shown in the project summary task will change accordingly.

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Advance Microsoft Project, Part 1 – Classroom Exercises4. Add a task sheet view

a. Select View | More Views from the main menu bar.b. Scroll down and select Task Sheetc. Select Editd. In the View Definition dialog box, check Show In Menue. Select OK to close the dialog box.f. Select Apply to change the view to the Task Sheetg. Add columns to the Task Sheet view

i. Click on the title of Start column to select the entire columnii. Select Insert | Column from the main menu bar to open the Column

Definition dialog boxiii. Select pull-down menu for Field Name – scroll down to select Workiv. Click OKv. The Work column will have been inserted before the Start column

vi. Click on the title of the Duration column to select the entire column.vii. Select Insert | Column from the main menu bar to open the Column

Definition dialog boxviii. Select the pull-down menu for Field Name – scroll up to select the field

% Completeix. Click OKx. The % Complete column will have been inserted before the Duration

column.h. Select File | Save As from the main menu bar to save the change you have made

in the project. Use the file name: My Shed1bi. Close Microsoft Project Professional 2003 using File | Exit from the main menu.

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Advance Microsoft Project, Part 1 – Classroom Exercises

Exercise E6 – Entering tasks

1. Open Microsoft Project Professional 2003

2. Open the project file using File | Open “My Shed1b.mpp”

3. Select the task name cell below the project summary task My Shed1b, Enter the following values in the task name cells, pressing Enter accepts the value and moves to the next cell.

a. Enter: Order kit & schedule deliveryb. Enter: Preparationc. Enter: Site preparationd. Enter: Pour the foundatione. Enter: Receive the deliveryf. Enter: Delivery milestoneg. Enter: Assemblyh. Enter: Assemble kiti. Enter: Stain the shedj. Enter: Plant landscapingk. Enter: Fill the shed

4. Select task 3 by selecting the 3 in the gray left column. This will highlight the entire row.

5. Select the “right arrow” (indent) option from the main menu bar. This will move the contents of task 3 to the right one level underneath preparation.

6. Select task 4 by selecting the 4 in the gray left column.

7. Select the “right arrow” (indent option) from the main menu bar.

8. Now tasks 3 & 4 should be sub-tasks of task 2 and task 2 (Preparation) is now a summary task.

9. Select tasks 8, 9, and 10 by placing the cursor on the 8 in the gray left column, clicking the left mouse button (holding it down) and dragging it until all three rows are selected.

10. Select the “right arrow” (indent option) form the main menu bar.

11. Now tasks 8, 9, and 10 are sub-tasks of task 7 and task 7 is now a summary task.

12. Save the project out under a new file name using File | Save As from the main menu. Use the file name: My Shed1c

13. Close Microsoft Project Professional 2003

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Advance Microsoft Project, Part 1 – Classroom Exercises

Exercise E7 – Setting constraints, durations, and predecessors

1. Setting constraintsa. Open the project file My Shed1c.mppb. Select task 4 – Pour the foundationc. Double click on the task to open the Task Information dialog boxd. Select the Advanced Tabe. Select the pull-down menu for Constraint type: select Start no earlier than.f. Select the pull-down menu for Constraint date, from the calendar dialog select

July 15, 2008g. Click OKh. NOTE: an icon appears in the left most white column (the indicator column)

showing that a constraint has been placed on this task. Place your cursor over the icon and a tool tip will appear indicating the constraint.

2. Setting durationsa. NOTE: currently all tasks have question marks in the duration field indicating the

current durations as estimates.b. NOTE: durations are entered for all NON-BOLD tasks, meaning we do not enter

durations for Summary Tasks, Microsoft Project will automatically roll-up the sub-task values for each field.

c. Select the duration field for each of the following tasks and enter the appropriate values, pressing Enter will accept the value and move to the next field, use the down arrow key to skip over fields as needed:

i. Task 1 – Order kit & schedule delivery - Enter: 1ii. Task 3 – Site preparation – Enter 2

iii. Task 4 – Pour the foundation – Enter 1iv. Task 5 – Receive delivery – Enter 1v. Task 6 – Delivery milestone – Enter 0

vi. Task 8 – Assemble kit – Enter 2vii. Task 9 – Stain the shed – Enter 1

viii. Task 10 – Plant landscaping – Enter 1ix. Task 11 – Fill the shed – Enter 1

d. Save the file. Use the file name: My Shed1d

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Advance Microsoft Project, Part 1 – Classroom Exercises3. Setting predecessors of tasks manually

a. NOTE: sub-tasks automatically have summary tasks as predecessors.b. NOTE: it is recommended to establish predecessors for all summary tasks and

sub-tasks (on the same level) at the same time. This has the effect of linking project phases in order.

c. Select the predecessor field for each of the following tasks and enter the appropriate value:

i. Task 2 – Preparation – Enter 1, this makes preparation dependent on ordering the kit.

ii. Task 5 – Receive the delivery – Enter 2, this makes delivery dependent on preparation.

iii. Task 6 – Delivery milestone – Enter 5, this makes the milestone dependent on the actual delivery.

iv. Task 7 – Assembly – Enter 6, this makes assembly dependent on the delivery milestone.

v. Task 11 – Fill the shed – Enter 7, this makes fill the shed, dependent on completing the assembly.

vi. NOTE: as you enter predecessors, Start and Finish dates for tasks will change. Some values may change to a “######” indicating the column is not wide enough to display the value. Double click on the right side of the column divider in the header bar of the column that is too small to automatically expand the size of the column.

4. Setting predecessors of multiple tasks at the same timea. NOTE: tasks that are all sub-tasks and logical steps following each other may be

linked together as a series.b. Select the task 3 – Site preparation in the left column, click the left mouse button,

drag the mouse cursor down until task 4 – Pour the foundation is also selected.c. Select the “chain link” icon in the main menu bar to link all the selected tasks.d. Select the task 8 – Assemble the kit in the left column, click the left mouse

button, drag the mouse cursor down until task 10 – Plant landscaping is also selected (along with task 9).

e. Select the “chain link” icon in the main menu bar to link all the selected tasks.

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Advance Microsoft Project, Part 1 – Classroom Exercises5. Adjusting predecessor settings

a. NOTE: now any adjustments that are needed can be made. Typically when tasks are linked, each subsequent task will begin after the first task is finished. Sometimes tasks need to start together or have lag time between the completion of a task and the start of another task. In our example we are only working on Thursday’s and Fridays. One way to force this is to adjust the lag time between tasks until subsequent tasks start on the correct day.

b. Select the predecessors field for each of the following tasks and enter the appropriate values:

i. Task 2 – Preparation – Change to 1SS, this makes the task start at the same time as task 1.

ii. Task 5 – Receive delivery – Change to 2FS+3, this makes the task start 3 days after task 2 finished to force it to start on Thursday.

iii. Task 7 – Assembly – Change to 5SS, this makes the task start on the same day as the kit is received.

iv. Task 9 – Stain the shed – Change to 8FS+3, this makes the task start 3 days after task 8 finished to force it to start on Thursday.

v. Task 11 – Plant landscaping – Change to 9SS, this will make the task start on the same day as task 8.

c. Save the file. Use the file name: My Shed1ed. Close Microsoft Project Professional 2003

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Advance Microsoft Project, Part 1 – Classroom Exercises

Exercise E8 – Enter resources

1. Entering Resource Namesa. Open the project file “Myshed1e.mpp”b. Select View | Resource Sheet from the menu bar. This will change the display of

the project file to show resources defined to the project.c. Select the top cell under the Resource Name columnd. Enter Andy Handye. Enter Betty Doef. Enter Frank Doeg. Enter John Doeh. Enter Shed Kit

2. Assigning Resource Typea. Select the Type cell for Resource 5 – Shed Kitb. From the drop down menu select Material

3. Assigning Resource Ratesa. Select the Std. Rate cell for Andy Handyb. Enter $25/hrc. Enter Betty’s rate at $10/hrd. Enter Frank’s rate at $10/hre. Enter $1250 for the material rate for the Shed Kit

4. Save the file. Use the name Myshed1f

5. Assigning resources to tasksa. Select View | Task Sheet view from the menu bar.b. Select the Resource Names field for task 1 – Order kit & schedule deliveryc. From the drop-down menu, select John Doe and hit enterd. Select the Resource Names field for task 3 – Site preparatione. From the drop-down menu, select Betty Doe and enter a comma (don’t hit enter)f. From the drop-down menu, select Frank Doe and enter a comma (don’t hit enter)g. From the drop-down menu, select John Doe and hit enterh. Double-click on the right side of the title bar for Resource Names to resize the

column so all names display.i. Add John Doe and Andy Handy as resources on task 4 – Pour the foundation.j. Add John Doe as the resource on task 5 – Receive delivery.k. Add John Doe and Andy Handy as resources on task 8 – Assemble kit.l. Add Frank Doe and Betty Doe as resources on task 9 – Stain the shed.m. Add Betty Doe as the resource on task 10 – Plant landscaping.n. Add John Doe and Frank Doe as resources on task 11 – Fill shed.o. Adjust columns widths as needed.p. Save the file. Use the file name My Shed1g

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Advance Microsoft Project, Part 1 – Classroom Exercises6. Entering estimated work

a. NOTE: for each task, double click on the task to open the Task Information dialog box, select the Resources tab and enter the appropriate values. Press OK to accept the values entered and close the Task Information dialog box.

b. NOTE: as values are enter in hours, they are automatically converted back to percentages based on an 8 hour day (the default work day).

c. Double click task 1 – Order kit & schedule deliveryi. In the Units field for John, type 2h and press enter.

d. Double click task 3 – Site preparation.i. In the Units field for Betty, type 12h and press enter.

ii. In the Units field for Frank, type 12h and press enter.iii. In the Units field for John, type 12h and press enter.

e. Double click task 4 – Pour the foundation.i. In the Units field for John, type 5h and press enter.

ii. In the Units field for Andy, type 5h and press enter.f. Double click task 5 – Receive delivery.

i. Assign 2 hours (2h) to John for this task.g. Double click task 8 – Assemble kit.

i. Assign 10 hours each (10h) to John and Andy for this task.h. Double click task 9 – Stain the shed.

i. Assign 2 hours each (2h) to Frank and Betty for this task.i. Double click task 10 – Plant landscaping.

i. Assign 4 hours (4h) to Betty for this task.j. Double click task 11 – Fill Shed

i. Assign 5 hours each (5h) to John and Frank for this task.k. Save the file. Use the file name My Shed1h

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Advance Microsoft Project, Part 1 – Classroom Exercises

Exercise E9 – Base line the project & enter actual values

1. Base line the projecta. Select Tools | Tracking | Save Baseline from the main menu.b. In the Save Baseline dialog, make sure Save Baseline and For: Entire Project is

selected.c. Click Ok.d. NOTE: this is a major step. The field values have now has been copied into base

line fields of the same name. This saves these values for later comparison and allows the original fields to be used for entering actual values. Since this is a major change in the project, it is recommended that you change the version number as well as the version letter of the file name.

e. Save the project. Use the file name My Shed2a

2. Enter actual valuesa. The shed kit was ordered on time and it took 2 hours, the task information is

already correct. i. Select the % Complete field for task 1 and enter 100.

ii. NOTE: a check mark will appear in the indicator column on the left side of the screen showing the task is complete.

b. The site preparation was completed on time, but each worker only spent 8 hours on this task rather than the originally projected 12 hours each.

i. Double click the Site preparation task.ii. In the Task Information dialog, select the Resources tab.

iii. Under Units, enter 8 hours (8h) for each resource. iv. Click Ok.v. Select the % Complete field and enter 100 to complete the task.

c. The foundation was poured on time and on schedule.i. Enter 100 in the % Complete field.

d. The shed kit was delivered on time, but John only spent 1 hour on this task.i. Double click the Receive delivery task.

ii. In the Task Information dialog, select the Resources tab.iii. Under Units, enter 1 hour (1h) for John.iv. Click Ok.v. Enter 100 in the % Complete field.

e. Delivery of the Shed kit is complete.i. Enter 100 in the % Complete field.

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Advance Microsoft Project, Part 1 – Classroom Exercisesf. There was a rain delay on Thursday, July 21, 2008 so work could not be started

on schedule. The skies cleared up and allowed work to begin on Friday, July 22, 2008. Each resource spent 8 hours on Friday, meaning we have some work that will need to be completed next Thursday. Note: This means the schedule will have to be adjusted.

i. Select the Start field on the Assemble kit task and enter 7/22/05.ii. Since we are only working on Thursdays and Friday, change the Duration

to 5 days to have the task end on the following Thursday. Note: you will need to go back into the Task Information dialog box and re-enter the hours to 10 hours each person (the originally projected work load) as Microsoft Project adjusted the work when the duration changed.

iii. Since the task is incomplete, we do not enter any other information at this time.

iv. NOTE: the remaining tasks are now off track. You need to adjust them appropriately to make the work occur on Thursday or Friday.

v. Change the predecessor for Stain the shed from 8FS+3 to 8FS+4.

g. No other tasks have been started.

h. Save the project as: My Shed2b

NOTE: when entering actual information, usually the effort required to maintain task information of tasks less than 100% complete is more than the benefit received from tracking it. It is recommended you only enter actual information when a task is complete. You may wish to adjust the schedule to reflect reality as you progress.

NOTE: when entering actual information it is recommended to get into the habit of entering information in a sequence to minimize Microsoft Project adjusting information for you.

The recommended sequence for entering actual information is:

Set the start date first if it has changed. Break predecessor / successor links or adjust constraints as necessary to make Microsoft

Project accept actual values. Adjust the duration to match reality, making the end date correct. Enter actual work time for resources. Adjust any other tasks down-stream as needed.

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Advance Microsoft Project, Part 1 – Classroom ExercisesExercise 6 – Views

1. Gantt Charta. Select the Gantt Chart from the View Bar.

2. Tracking Gantta. Select the Tracking Gantt from the View Bar.b. Notice the effect of the rain delay.

3. Creating a new viewa. Select the Task Sheet from the View Bar.b. Select More Views from the View Bar.c. In the More Views dialog, select Copy.d. In the View definition in… dialog, type Shed WBS in the Name field.e. Check the Show in menu box.f. Click Ok.g. In the More Views dialog, click Apply.

NOTE: You should now have a “Shed WBS” view in the view menu.

h. From the main menu, select View | Table: Entry | More Tables. i. In the More Tables dialog the Entry table is selected, click Copy.j. In the Table definition in … dialog, type Shed WBS in the Name field.k. Check the Show in menu box.l. Click Ok.m. In the More Tables dialog, click Apply.

NOTE: You now have a “Shed WBS” with its own table. This allows you to modify columns in this view without affecting other views.

4. Applying a filtera. From the main menu, select Project | Filtered for: All Tasks | Using Resource.b. In the Using Resource dialog, select the drop-down list.c. Choose Andy Handy.d. Click Ok.

NOTE: You now see the tasks Andy Handy is assigned in the Shed WBS view. The screen shot for exercise 6 shows this view.

e. From the main menu, select Project | Filtered for: Using Resource… | All Tasks. f. Save your project as My Shed3ag. Close Microsoft Project.

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Advance Microsoft Project, Part 1 – Classroom Exercises

Screenshots Exercise E5

Exercise E6

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Advance Microsoft Project, Part 1 – Classroom Exercises

Exercise E7

Exercise E8

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Advance Microsoft Project, Part 1 – Classroom Exercises

Exercise E8

Exercise E9

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