Working Smarter with Microsoft Project E-Book

Staci Warne

• Herausgeber: Packt Publishing
• Kategorie: Fachliteratur
• Sprache: Englisch

Seitenzahl: 342

Veröffentlichungsjahr: 2024

Beschreibung

Project management is filled with various challenges, such as managing unforeseen risks, balancing priorities, and shifting project scopes, which can lead to inefficiencies. This definitive guide leverages the author’s 25+ years of industry experience to take you on a hands-on journey to unlock your full potential with Microsoft Project.
This book helps you grasp the fundamental aspects of project creation, before moving on to more advanced topics, covering tracking, maintenance, and collaborative aspects for any project. You’ll find out how to track progress, optimize schedules, manage budgets, and customize reports based on business requirements by using easy-to-follow instructions and illustrations. The book taps into the author’s extensive experience as a Microsoft Certified Trainer (MCT) and Project Management Professional (PMP) to provide you with invaluable insights into managing resource overallocations, mastering advanced resource management techniques, and seamlessly integrating Microsoft Project with other tools to boost productivity and achieve success with your projects.
By the end of this Microsoft Project book, you’ll be able to create professional project plans, execute projects with confidence, and consistently achieve your desired outcomes.

Leseprobe

Working Smarter with Microsoft Project

Implement effective project control techniques to maximize efficiency and drive successful outcomes

Staci Warne

Working Smarter with Microsoft Project

Copyright © 2024 Packt Publishing

All rights reserved. No part of this book may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written permission of the publisher, except in the case of brief quotations embedded in critical articles or reviews.

Every effort has been made in the preparation of this book to ensure the accuracy of the information presented. However, the information contained in this book is sold without warranty, either express or implied. Neither the author, nor Packt Publishing or its dealers and distributors, will be held liable for any damages caused or alleged to have been caused directly or indirectly by this book.

Packt Publishing has endeavored to provide trademark information about all of the companies and products mentioned in this book by the appropriate use of capitals. However, Packt Publishing cannot guarantee the accuracy of this information.

Group Product Manager: Aaron Tanna

Publishing Product Manager: Kushal Dave

Book Project Manager: Manisha Singh

Senior Editor: Nithya Sadanandan

Technical Editor: Vidhisha Patidar

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Proofreader: Nithya Sadanandan

Indexer: Manju Arasan

Production Designer: Vijay Kamble

First published: November 2024

Production reference: 1111024

Published by Packt Publishing Ltd.

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B3 1RB, UK.

ISBN 978-1-83588-398-3

www.packtpub.com

To my grandchildren, Miles and Bailey, who remind me daily of the joy of learning and the wonder of discovery. May you always approach life with curiosity and enthusiasm, finding magic in every challenge and joy in every achievement.

– Staci Warne

Contributors

About the author

Staci Warne, a certified Project Management Professional (PMP), Microsoft Certified Trainer (MCT), and Certified AI Specialist, brings over 25 years of experience in training technology skills to individuals at all levels. She earned her MCT certification in 2008 and holds numerous other credentials, including Microsoft Certified Professional (MCP), Microsoft Office Master Instructor, and Modern Classroom Certified Trainer (MCCT), among others. Staci has also served as a Financial Analyst and lead technology trainer for the Federal Reserve Bank, as well as a lead trainer at CompUSA. Her greatest satisfaction comes from witnessing those ‘Aha’ moments when students master new tools and skills under her guidance.

This book would not have been possible without the exceptional dedication of some remarkably talented individuals. First and foremost, my profound and sincere thanks to Kushal Dave, Publishing Product Manager—your unwavering support, expertise, and guidance were essential to the success of this project. Your insights and motivation played a crucial role in bringing this book to completion.

Thank you, Nithya Sadanandan, Senior Editor, for your keen eye for detail and your ability to polish every sentence to perfection—your work was nothing short of magical. I deeply appreciate your patience with me throughout the process, tirelessly refining my words and working diligently by my side. I’m extremely grateful for the way you brought my writing to life.

Manisha Singh, Book Project Manager, what can I say? Thank you for keeping everything running smoothly, skillfully juggling deadlines, details, and the unexpected with such grace and calm. You were the glue that held us all together, and your dedication was invaluable.

Vijay Kamble, Production Designer, you elevated the visuals to another level, turning the book into something truly beautiful. Vidhisha Patidar., Technical Editor, your efforts ensured every technical detail was flawless. Divij Kotian, Book Publisher, your behind-the-scenes expertise brought everything together, and I couldn’t be more thankful.

To Aaron Tanna, Portfolio Manager, for always steering us in the right direction, and to Manju Arasan, Indexer, for making sure no one ever loses their way in these pages, thank you.

And finally, Prajakta Naik, Project Manager—your coordination kept this project moving forward, even through the toughest moments. I couldn’t have asked for better support from you and others who worked so hard to make this book a reality.

A special thank you to Leza Bissell Wood for graciously offering her time and support in reviewing the technical content of this book—your help is truly appreciated!

Kushal, Nithya, Manisha, and Leza, you were my core team, and I’m endlessly grateful for all the extra time, care, and dedication you gave to me and to this book. I’m so proud of what we’ve accomplished together!

To all the readers who will journey through these pages, your curiosity and engagement bring this work to life. Thank you for investing your time and trust in this book. I hope it serves you well and inspires you to work smarter and more efficiently in your own endeavors, particularly in mastering tools like Microsoft Project, which can significantly enhance your project management capabilities.

About the reviewer

Leza Wood is a seasoned Microsoft Certified Trainer with over 30 years of experience in technology training. As the owner of CompuHelp, she enhances business efficiency through customized in-person and virtual sessions. She holds certifications as a Microsoft Office Specialist Master, Microsoft 365, Azure, Power Platform, and Azure AI expert. Leza earned a degree in Business, Management, and Economics from SUNY Empire State College, with a focus on training and development. She has led training projects for organizations such as the Defense Logistics Agency and the FDA. Leza also volunteers and has secured workforce development grants to enhance client capabilities.

Table of Contents

Preface

1

Defining the Project Schedule

Scheduling from the start or finish date

Example 1 – scheduling from a start date

Example 2 – scheduling from a finish date

Scheduling options

Manual and auto-scheduling

The QAT

Key takeaways

Summary

2

Working with Project Calendars

Working with calendars

The types of base calendars

Customizing base calendars’ non-working days

Creating and customizing calendars

View non-working or other calendar timelines in the Gantt Chart view

The Timescale dialog box

How to make and adjust calendars for various situations

Best practices for using calendars

Key takeaways

Summary

3

Managing and Defining Tasks

Defining tasks

Naming tasks

Enter tasks

Insert a new task within a task list

Delete a task

Importing a task list from Excel

Task durations

Gantt chart

Milestones

Summary tasks

Creating summary tasks

Displaying the project summary task (task 0)

Task relationships

Lag and lead time

Task constraints

Key takeaways

Summary

4

Creating, Defining, and Assigning Resources

Defining resources

Work resources

Material resources

Cost resources

Entering resources

Assigning resources to tasks

Assigning work resources to a task

Assigning material resources to a task

Assigning a Cost resource to a task

Assigning multiple resources to a task

Assignment equation

Task types

Selecting task types

Task type exercise

Effort-driven scheduling

Effort-driven exercise

Choosing the task type

Key takeaways

Summary

5

Defining a Baseline for Project Progress

Defining baselines

Creating a baseline

Viewing a baseline

Defining interim plans

Reviewing and tracking data with baselines and interim plans

Updating a baseline or interim plan

Key takeaways

Summary

6

Identifying and Managing the Critical Path

Introduction to the critical path

Slack/float

Identifying critical tasks

The Tracking Gantt view

Changing what tasks show on the critical path

Reporting and communicating the critical path

Key takeaways

Summary

7

Tracking Methods for Decision-Making

Status date

Tracking methods

Updating task progress

Entering actual dates

Inputting actual work hours

Splitting tasks

Rescheduling incomplete work

Identifying slipped tasks

Comparing baseline data

Displaying baseline data on a Gantt chart

Comparing baselines in a variance table

Customizing the Tracking table

Key takeaways

Summary

8

Optimizing Projects with Advanced Resources

Resource availability

Multiple resource pay rates

Cost rate table

Applying contours to tasks

Example of Flat contour usage

Applying contours

Contour types

Team Planner (Pro version)

Key takeaways

Summary

9

Handling Overallocations

Detecting overallocation

The Task indicator field

Task Inspector

The Project Team Planner

Leveling techniques

Leveling resources

Clear leveling

Leveling Gantt view

Real-world solutions for overallocations

Shortening the schedule

Resolving overallocation

Reducing costs

Key takeaways

Summary

10

Managing Costs Effectively

Working with costs

Identifying costs

Calculation options

Understanding fixed cost behavior

Entering actual costs manually

Alternative fixed cost input method using the Information box

Alternative fixed cost input method using resource assignment

Viewing costs in tables/views

Key takeaways

Summary

11

Customizing Reports

Predefined reports

The Report tab

Editing reports

Custom reports

Inserting a text box

Inserting a table or chart

Creating a report from a copy of the screen

Setting up a report

Capturing the screenshot

Printing reports

Print Preview and Page Setup

Printing

Timeline

Viewing the timeline

Sharing the timeline

Key takeaways

Summary

12

Project Manager’s Toolbox

The resource pool

Organizer

Master project

Creating a master project

Expand and collapse subprojects

Linking tasks between subprojects

Managing subproject information

Key takeaways

Summary

13

AI, ChatGPT, and Microsoft Project

Why use ChatGPT?

ChatGPT for project management

Best practices for using ChatGPT with Microsoft Project

FAQs

Key takeaways

Summary

14

Practice Exercises

Chapter 1, Defining the Project Schedule

Chapter 2, Working with Project Calendars

Chapter 3, Managing and Defining Tasks

Chapter 4, Creating, Defining, and Assigning Resources

Chapter 5, Defining a Baseline for Project Progress

Chapter 6, Identifying and Managing the Critical Path

Chapter 7, Tracking Methods for Decision-Making

Chapter 8, Optimizing Projects with Advanced Resources

Chapter 9, Handling Overallocations

Chapter 10, Managing Costs Effectively

Chapter 11, Customizing Reports

Chapter 12, Project Manager's Toolbox

Chapter 13, AI, ChatGPT, and Microsoft Project

Key takeaways

Summary

Appendix A

Project Management

Navigating project management

The Project Triangle

Project planning

Getting started

Appendix B

AI and ChatGPT Project Charter Prompt

Project charter for mobile banking app development

Project Objectives

Project Scope

Deliverables

Stakeholders

High-Level Timeline

Assumptions and Constraints

Risks

Approval Requirements

Project Sponsor

Appendix C

Discussion Points and Assessment Questions

Chapter 1, Defining the Project Schedule

Discussion points

Assessment questions

Chapter 2, Working with Project Calendars

Discussion points

Assessment questions

Chapter 3, Managing and Defining Tasks

Discussion points

Assessment questions

Chapter 4, Creating, Defining, and Assigning Resources

Discussion points

Assessment questions

Chapter 5, Defining a Baseline for Project Progress

Discussion points

Assessment questions

Chapter 6, Identifying and Managing the Critical Path

Discussion points

Assessment questions

Chapter 7, Tracking Methods for Decision-Making

Discussion points

Assessment questions

Chapter 8, Optimizing Projects with Advanced Resources

Discussion points

Assessment questions

Chapter 9, Handling Overallocations

Discussion points

Assessment questions

Chapter 10, Managing Costs Effectively

Discussion points

Assessment questions

Chapter 11, Customizing Reports

Discussion points

Assessment questions

Chapter 12, Project Manager's Toolbox

Discussion points

Assessment questions

Chapter 13, AI, ChatGPT, and Microsoft Project

Discussion points

Assessment questions

Index

Other Books You May Enjoy

Preface

Managing projects can be challenging, and having the right tools makes all the difference. Microsoft Project has long been a trusted platform for planning, tracking, and completing projects of any size. Whether you’re leading a small team or managing a complex project, this software helps you stay on top of your schedules, resources, and budgets.

This book is a practical guide to using Microsoft Project. It’s designed to help you get the most out of the platform, whether you’re a beginner or looking to improve your skills. You’ll find clear instructions, examples, and exercises to help you master the key features and functions, and also some helpful tips and shortcuts to work smarter and more efficiently.

A unique feature of this book is its focus on integrating artificial intelligence tools such as ChatGPT with Microsoft Project. You’ll learn how AI can automate tasks, help with decision-making, and keep your projects on track.

By the end, you’ll have the skills and knowledge to confidently use Microsoft Project to manage your projects more effectively. Let’s dive in!

Who this book is for

This book is for project managers, trainers, instructors, business professionals, and anyone involved in the planning and execution of projects. If you are new to project management, you can start with Appendix A, which delves into the essentials of project management, emphasizing the importance of timely completion, budget adherence, and client satisfaction. Appendix C, Discussion Points and Assessment Questions, provides detailed discussion points and assessment questions for learners, trainers, and instructors. It aims to enhance the learning experience by promoting active participation and assessment through questions and stimulating discussions within a learning environment.

What this book covers

Chapter 1, Defining the Project Schedule, explores Microsoft Project’s scheduling engine, which enhances your project by making it easier and more efficient to manage. You’ll learn how to schedule from start or finish dates, understand the pros and cons of manual versus automatic scheduling, and customize the Quick Access Toolbar (QAT) for frequently used commands. By mastering these tools, you’ll improve your project planning skills and ensure better visibility of project progress, deadlines, and completion dates.

Chapter 2, Working with Project Calendars, explains how to effectively use calendars in Microsoft Project to enhance your projects. This chapter covers the creation, customization, and best practices for using calendars to manage project timelines, workdays, holidays, and individual resource schedules. By mastering these features, you will be able to ensure timely task completion, meet deadlines, and improve overall project delivery.

Chapter 3, Managing and Defining Tasks, discusses the critical importance of defining and managing tasks effectively from the start. Just like building a house on a solid foundation, setting up tasks correctly at the beginning saves time and prevents issues later on. This chapter covers essential topics such as defining tasks, task durations, Gantt charts, milestones, summary tasks, task relationships, lag and lead time, and task constraints. By following the guidance provided, you will be able to manage your projects smoothly.

Chapter 4, Creating, Defining, and Assigning Resources, delves into the essential aspects of resource management in project planning. It covers the identification and categorization of resources into three primary types: work, materials, and costs. The chapter provides detailed guidance on defining and assigning these resources to tasks, ensuring efficient project execution. It also explores the complexities of handling multiple resources on a single task and introduces the concept of effort-driven scheduling. By mastering these strategies, project managers can effectively control the triple constraints of scope, time, and cost, ultimately leading to successful project outcomes.

Chapter 5, Defining a Baseline for Project Progress, discusses the importance of setting baselines in project management. A baseline acts as a snapshot of your project plan, capturing key details such as start and end dates, costs, and resource assignments. This allows you to track actual progress against your initial projections, helping you maintain control and flexibility as the project evolves. We will cover how to create and view baselines, as well as the use of interim plans for tracking specific features of the project schedule. By understanding and utilizing these tools, you can monitor and manage your project’s progress, ensuring it stays on track and meets its objectives.

Chapter 6, Identifying and Managing the Critical Path, discusses the concept of the critical path in project management. Just like a GPS guides you on a road trip, the critical path helps navigate through a project’s tasks to ensure timely completion. We will explore how to identify critical tasks, calculate the critical path, and use tools inside Microsoft Project to manage and communicate this information. By understanding and leveraging the critical path, project managers can prevent delays and keep their projects on track.

Chapter 7, Tracking Methods for Decision-Making, will discuss various tracking methods that are essential for effective project management. We will explore how to navigate through project progress, handle task splits, reschedule tasks, and manage slipped tasks. Key topics include setting a status date, comparing baseline data, and customizing tracking tables. After this chapter, you will be able to monitor and control your project’s progress, ensuring timely adjustments and successful outcomes within your project.

Chapter 8, Optimizing Projects with Advanced Resources, illustrates how to efficiently allocate resources to prevent bottlenecks and ensure smooth project execution. It covers key topics such as managing resource availability, setting multiple pay rates, applying cost rate tables, and using work contours to fine-tune resource allocation. Additionally, it introduces the Team Planner view, a powerful tool for visualizing and managing team workloads. This chapter will help you to maintain project timelines and manage budgets effectively.

Chapter 9, Handling Overallocations, addresses the challenge of stretching your resources too thin. We will explore how to detect, level, and report overallocations using Microsoft Project, ensuring your team and tasks maintain a healthy balance. By the end of this chapter, you will have gained the knowledge and skills required to manage your resources effectively, ensuring your project runs smoothly without overextending your team.

Chapter 10, Managing Costs Effectively, focuses on the importance of managing fixed costs in Microsoft Project to ensure accurate budgeting and forecasting. It covers how to identify, enter, and analyze both fixed and variable expenses. The chapter provides detailed steps on inserting cost columns, creating custom fields, and using different views and tables to track costs. If you master these skills, you can maintain control over your project’s budget and make informed decisions to improve project outcomes.

Chapter 11, Customizing Reports, focuses on customizing reports in Microsoft Project. It begins by explaining the importance of using predefined reports to quickly gather insights on project status, resources, costs, and progress. This chapter then delves into creating custom reports tailored to specific project needs, including how to edit and format these reports for a professional presentation. Additionally, it covers the use of the Field List and Ribbon tools to modify report elements and create visually appealing charts and tables. The chapter concludes with capturing and using screenshots to create reports, making it easy to share visual information with team members and stakeholders.

Chapter 12, Project Manager's Toolbox, explores three essential tools in Microsoft Project that every project manager should have in their toolbox: Resource Pool, Organizer, and Master Project. These tools are designed to enhance efficiency and productivity within your projects. Resource Pool allows the effective allocation and tracking of resources across multiple projects. Organizer streamlines the management and transfer of various project objects, ensuring consistency and efficiency. Lastly, Master Project allows you to combine several related projects into one comprehensive view, simplifying reporting, tracking, and management. This chapter will help you to improve resource management, ensure uniformity, and gain a thorough understanding of your projects.

Chapter 13, AI, ChatGPT, and Microsoft Project, provides a guide on integrating ChatGPT with Microsoft Project to enhance project management practices. It covers the benefits of using ChatGPT to automate documentation, improve planning, support decision-making, and enhance communication. This chapter also outlines best practices for using ChatGPT, including reviewing AI outputs, integrating with existing workflows, and considering ethical considerations. By leveraging AI tools such as ChatGPT, project managers can streamline tasks, make better decisions, and ultimately deliver projects more efficiently.

Chapter 14, Practice Exercises, is the final chapter in this book and focuses on practice exercises to help you master the concepts presented in each chapter. It encourages you to embrace the challenge and approach the exercises with dedication, as consistent practice is key to perfection. The exercises correspond with the respective chapters, allowing you to refer to the related content for guidance. This chapter serves as a comprehensive review, reinforcing your understanding of the contents of this book and serves as a comprehensive review, ensuring you can apply the skills learned throughout the book to real-world projects.

Appendix A, Project Management, provides an in-depth look at essential project management concepts, emphasizing the importance of timely completion, budget adherence, and client satisfaction. It introduces various tools and methodologies, including Microsoft Project, to help project managers navigate challenges and achieve success.

Appendix B, AI and ChatGPT Project Charter Prompt, demonstrates how advanced tools like ChatGPT can streamline the creation of project charters, offering templates and suggestions for project management tasks. While these tools expedite processes, the expertise of a project manager is essential for tailoring charters and making informed decisions based on project needs.

Appendix C, Discussion Points and Assessment Questions, offers a valuable resource for learners and instructors alike. It provides key discussion topics and assessment questions aligned with the chapters, allowing for a deeper understanding of the concepts covered in the book. This appendix encourages active participation and continuous learning, helping reinforce the material while fostering critical thinking.

To get the most out of this book

Software/hardware covered in the book

Operating system requirements

Microsoft 365 account

Windows

Microsoft Project (Desktop) account

ChatGPT account

Conventions used

There are a number of text conventions used throughout this book.

Code in text: Indicates code words in text, database table names, folder names, filenames, file extensions, pathnames, dummy URLs, user input, and Twitter handles. Here is an example: “For example, entering -1d will make the S task start one day before the P task ends.”

Bold: Indicates a new term, an important word, or words that you see onscreen. For instance, words in menus or dialog boxes appear in bold. Here is an example: “Select Project | Project Information.”

Tips or important notes

Appear like this.

Get in touch

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1

Defining the Project Schedule

In this chapter, we will begin by looking at Microsoft Project’s scheduling tools. These tools improve project management, making it easier and more efficient to manage projects. This chapter will show you how to use these tools well, making project planning easier and helping everyone see the project’s progress and deadlines. Prepare to discover how to improve your project management skills with Microsoft Project’s built-in scheduling tools!

In this chapter, we’re going to cover the following topics:

Scheduling from the start or finish datesScheduling optionsManual or auto schedulingThe QAT

Scheduling from the start or finish date

Before you start adding tasks in Microsoft Project, it’s important to decide whether your project will be scheduled from the start date or the finish date. Choose a start date when you know when to begin and plan the tasks in order. If there’s a fixed deadline, such as for an event, start from the finish date and plan backward. This initial step is crucial for organizing your project effectively. Next, we’ll see how this works with two examples: setting up an office from a known start date and planning a product launch with a specific finish date in mind.

Example 1 – scheduling from a start date

For the project of setting up a new office, scheduled to begin on April 1st, you use Microsoft Project to set this as the start date. You then list and schedule tasks such as ordering furniture, hiring staff, and setting up IT infrastructure. These tasks are arranged and linked based on their dependencies, starting from April 1st. As you assign employees and resources to each task, the project’s Gantt chart helps visualize the sequence of activities, which are all aligned to kick off from the set start date.

Figure 1.1: Scheduling a project from a start date

Example 2 – scheduling from a finish date

For planning a product launch event that must occur by December 15th, you would set this date as the project’s finish date in Microsoft Project. Tasks such as developing marketing materials, coordinating venue setup, and sending invitations are put in and linked. Critical tasks are given specific deadlines to ensure alignment with the final event date. The Gantt chart in this case displays the tasks scheduled backward from December 15th, ensuring that all preparations finish on the event day.

Figure 1.2: Scheduling a project from a finish date

Begin planning your project by establishing a start date or finish date:

Select Project | Project Information.Select your preference for using the start or finish date to schedule your project from.

Figure 1.3: The Project Information dialog box

Now enter your chosen date in either the Start Date: or the Finish Date: field. Once a date is entered, the scheduling engine in Microsoft Project will take note of this date and auto-populate some fields in your project as necessary. This will eliminate the need for you to do manual data entry into some fields in your file unless you specifically have a need to do so.On the Gantt chart, the start date will be represented by the appropriate date with a vertical dashed line as shown.

Figure 1.4: The start date shown on a Gantt chart for March 1, 2024

Setting up the start or finish date is the first step you should complete when setting up your project file. The start date indicates an automatic task constraint of As Soon As Possible (ASAP) and a finish date indicates As Late As Possible (ALAP), which we will discuss later in Chapter 3, Managing and Defining Tasks.

Scheduling from a start or finish date aids the Gantt chart in being a dynamic tool in Microsoft Project that visually aids in understanding task dependencies, durations, and overlaps.

Scheduling options

Users of Microsoft Project are usually very confused about how tasks are scheduled within Microsoft Project. You have probably noticed that when you make changes to a task or even set up tasks the first time, Project automatically enters task information or moves tasks’ scheduled dates to be different than what was originally set up. What you’re seeing could seem unpredictable and confusing.

Before entering any tasks, take a moment to look at the schedule and identify and make changes to the default schedule that is being used.

To view the default schedule inside of Project, follow these steps:

Select File | Options | Schedule.

Figure 1.5: Project’s scheduling options

Calendar options for this project shows the defaults before making any changes to the project schedule other than the start date described earlier in this chapter. This is the default schedule used when the scheduling engine is doing calculations, that is, scheduling resources for a task.Scheduling options for this project shows all calendar settings that the scheduling engine will follow when the scheduling engine is doing any calculations, that is, following auto-scheduling or manual scheduling, as will be discussed next.

Unless you make changes to this dialog box, Project will follow these settings. Adjusting these is recommended before you even enter any tasks or assign any resources to a task to set up the defaults for your specific project. Keep in mind, however, that some of these settings can be adjusted at the task or resource level as well, which, if done, will take precedence over these defaults shown.

An easy example of this is that if your entire staff works 10-hour days, you can change this in this options dialogue box. If only one person works a 10-hour day, adjust that on their individual calendar for that resource.

Now let’s look at manual and auto-scheduling and how these apply to your project.

Manual and auto-scheduling

Manual and auto-scheduling in Microsoft Project each have separate advantages and disadvantages, making them suitable for different scenarios. Here are some examples of the pros and cons of each:

Type

Pros

Cons

When to Use

Manual Scheduling

Flexible, controlled, stable

Time-consuming, less automated, missed connections

Early planning, fixed dates

Auto Scheduling

Dynamic, efficient, finds conflicts

Less control, complex setup, over-reliance

Detailed projects, complex tasks, changing projects

Table 1.1: Pros and cons for manual and automatic scheduling

You can view the mode that your chosen tasks have by doing the following:View Manually Scheduled mode, shown with a push pin in the Task Mode field, a question mark will show next to the duration and the Gantt chart bar will be a lighter green color as shown as 1 in the following figure.View Auto Schedule mode, shown with an icon task bar in the Task Mode field, no question mark by the duration since it auto calculates, and the Gantt Bar will show a blue color as shown as 2 in the following figure.

Figure 1.6: Manual (1) versus auto (2) mode

Use the ribbon on the task tab to switch or change between Manually Schedule and Auto Schedule.Select Task | Auto or Manual on the ribbon (when selecting a task, you will be able to tell which mode it is in by checking the highlighted button).

Figure 1.7: Viewing the task type on ribbon

View the New Tasks setting. Right-click on the status bar at the bottom of the task sheet. This will indicate the mode that will be created when creating a new task.

Figure 1.8: New task mode

I would suggest that you change this setting from Manual to Auto in all your projects, which can be done by following these steps:

Select File | Options | Schedule.Select All New Projects from the drop-down menu by Scheduling options for this project:.

Figure 1.9: Changing the default setting to auto-scheduled

By making this change, you will not have to change your project to automatic every time you start a new project and/or you won’t have to change individual tasks to use automatic scheduling each time you enter a new task.

In short, use manual scheduling for more control and flexibility, especially in the early stages or for fixed-date tasks. Switch to auto-scheduling for efficiency and accuracy in more complex and well-defined projects.

Ultimately, the choice between manual and auto scheduling depends on the specific needs and stage of the project. Microsoft Project allows you to use both types within the same project, offering flexibility to switch between them as needed.

The QAT

If you have been using Microsoft Project with no formal training, you may have never noticed the Quick Access Toolbar (QAT). I always think that the phrase “you don’t know what you don’t know” applies to this toolbar. It is located in the top-left corner of this application. This is named the QAT and is a customizable toolbar used to display your most frequently used tools. By default, this is what you will see on the Quick Access Menu:

A save buttonAn undo buttonA redo buttonA drop-down arrow for more commands.

Here is how it will look to you:

Figure 1.10: The QUAT

Note

Use the drop-down arrow in the QAT to add additional suggested buttons or an option to go to More Commands, which opens a dialog box to allow customizations. This also gives the option to show the toolbar above or below the ribbon. The default is to show it above the ribbon.

We can customize the QAT as per our needs. The following are the steps to customize it:

Click the drop-down arrow at the right of the QAT or click File | Options | Quick Access Toolbar.

Figure 1.11: The Project Options dialog box with Quick Access Toolbar selected

In the Choose commands from dropdown, select All Commands. You will now have access to all buttons possible for the toolbar.Click Add, which will copy the item over to the Customize Quick Access Toolbar field on the right side.

Figure 1.12: Customizing the QAT

Select the command that you want to add to the QAT. My recommendations are as follows:Close AllUpdate TasksEntire ProjectCopy PictureScroll to TaskGantt Chart

Figure 1.13: A customized QAT

Select the item and either double-click on it or click the Add button that is in the center between the Choose commands from box and the Customize Quick Access Toolbar box. You can also double-click on the command that you want to send from one box to the other.Rearrange the commands in the order you would like them to appear by selecting a command in the Customize Quick Access Toolbar box and using the arrow up or arrow down buttons to move it to the desired location.Click OK and the buttons will now be on the toolbar:

Figure 1.14: Customized QAT

The QAT can be a real time-saver for helping you get around quickly and efficiently within Microsoft Project. Time is the one thing we all need more of and, if used correctly, this technique will help free up your time.

To reinforce the concepts taught in this chapter, please refer to Chapter 14,Practice Exercises, for a practice exercise written specific for this chapter. This exercise will help solidify your understanding and provide hands-on experience with the material covered. Appendix C, Discussion Points and Assessment Questions, will enhance your learning experience or those of your students and teams by promoting continuous learning assessment and discussion topics for each chapter.

Key takeaways

Start your project planning by setting a start or finish date. This technique provides more flexibility in scheduling, allowing for adjustments as needed.Use the QAT for frequently used buttons from the ribbon or buttons whose location you can’t remember by right-clicking on any of the buttons on the ribbon (any ribbon) to see a drop-down menu that will have the option (if available) to Add this button to the Quick Access Toolbar. This is a quick way to add the buttons to the QAT.Avoid beginning your project planning with a finish date if possible. This restricts your scheduling flexibility, as it requires tasks to be assigned at the latest possible times, leaving little room for changes to be made that could adjust your critical path.Don’t leave buttons on the QAT that you no longer use. Delete them if you find that you are not accessing that command from the QAT. This will clear up space on the QAT for other commands that you frequently use.

Summary

In this chapter, we looked at the steps of scheduling in Microsoft Project. We went through the crucial choice of whether to schedule from the start or finish date, a decision that affects the whole project’s direction and that should be made from the start of the project. Imagine a team facing a strict deadline, deciding to plan backward from the finish date to focus on their most critical tasks, showing the versatility of Microsoft Project. We also examined the pros and cons of manual versus automatic scheduling and showed the benefits of the QAT. You not only learned more about how Microsoft Project can help you with your project planning but also gained practical skills that you can apply to your projects, regardless of the approach.

The next chapter will explain how to adjust the calendar feature in Microsoft Project. You’ll learn how to adjust work hours and incorporate specific holidays, tailoring the calendar to your project’s unique requirements.

2

Working with Project Calendars

In this chapter, we will learn how to use calendars for successful project management with Microsoft Project. Calendars are not just a way to track dates; they are the foundation for efficient project scheduling and management. In this chapter, we’ll learn about the complex features of Microsoft Project calendars, showing you how to create, modify, and improve them to suit your project requirements.

The following topics will be covered in this chapter:

Working with calendarsCreating and customizing calendarsBest practices for using calendars

Using calendars in Microsoft Project will help you plan your project’s timeline accurately by considering workdays, holidays, and individual resource calendars. It will help you ensure the timely completion of tasks, meet deadlines, and avoid delays for successful project completion. Continue reading to see how the power of calendars in Microsoft Project can transform your project planning!

Working with calendars

Welcome to the world of project calendars in Microsoft Project! In this section, we’re going to learn all about calendars and why they’re so important in managing your projects. Think of a calendar as your project’s personal timekeeper—it helps you keep track of when tasks need to start and finish, and it makes sure that everyone knows when they should be working.

A base calendar in Microsoft Project is a template that defines the standard working and non-working times for a project. These calendars are used as a foundation to track the progress of tasks and allocate resources effectively.

The types of base calendars

Microsoft Project offers three pre-defined base calendars that cater to different working environments and schedules.

When you create a new project, the Standard calendar is the default base calendar for the project. You can change to the Night Shift or 24 Hours calendar as well, or you can create your own base calendar. This setting can be found by selecting the Project | Project Information | Calendar: drop-down arrow and choosing the preferred calendar.

Figure 2.1: Selecting a base calendar

Let’s have a look at each type of calendar:

Standard calendar: This is the default calendar in Microsoft Project and represents a traditional workweek. It will include Monday to Friday as working days, with each day spanning the standard 8-hour work schedule from 8:00 AM to 5:00 PM with a one-hour lunch break. Weekends, Saturdays, and Sundays are set as non-working days.Night shift calendar: This calendar is tailored for projects that mostly operate during nighttime hours. It includes a different set of working hours compared to the standard 9-to-5 schedule, accommodating night shifts or evening work schedules from 11:00 PM on Monday night to 8:00 AM on Saturday morning, with a daily one-hour lunch break.24-hour calendar: As the name suggests, this calendar is designed for projects that require around-the-clock operations. It schedules tasks continuously, without non-working time—24 hours a day, seven days a week.

These three base calendars serve as a starting point for scheduling. You can use these as they are or customize them for your specific needs. Customizing these calendars allows for more accurate scheduling and resource allocation, reflecting the unique working conditions and constraints of your projects.

Customizing base calendars’ non-working days

Customizing any of these base calendars to include non-working days, such as holidays, is a straightforward process:

Open the project file where you want to customize the calendar.To open the Change Working Time dialog box, select Project | Change Working Time:

Figure 2.2: The Change Working Time dialog box

Select the Calendar drop-down arrow in the Change Working Time dialog box. Then select the base calendar you want to customize.

Figure 2.3: Selecting a base calendar

If you don’t want to customize an existing base calendar, you can create a new one by clicking on Create a New Calendar. Select Create New Calendar, give it a name, and make it a copy of an existing calendar such as Standard