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PRJ101a Project 2013 Accelerated

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Accelerated Microsoft Project course emphasizing project schedules and tracking. Does not go into resources in depth.

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PRJ101a Project 2013 Accelerated

  1. 1. PRJ101A – Project 2013 Accelerated www.ocdatabases.com slides.1@ocdatabases.com 949-489-1472
  2. 2. PRJ101x Project Accelerated  Introduction (s)  Facilities  Course Packet (May vary by course and class) – Student Questionnaire – Collaterals (Maps, Catalog, Etc.) – Comprehensive ILT Manual – Evaluation form – Training certificate
  3. 3. PRJ101A – Project 2013 Accelerated  Based on courseware from Logical Operations  Emphasis on creating and tracking schedules  Does not go into resources in depth  Consists of… – PRJ101X – Most topics except resources – PRJ102I – Selected topics
  4. 4. 4
  5. 5. PRJ101x – Project 2013 Basic www.ocdatabases.com slides.1@ocdatabases.com 949-489-1472
  6. 6. Project 2013: Basic 1. Getting started 2. Tasks 3. Task scheduling 4. Resource management 5. Views and tables 6. Filters, groups, and sorting 7. Finalizing the task plan
  7. 7. GETTING STARTED Topic 1
  8. 8. Project constraints
  9. 9. Links between project phases Initial phase Planning phase Close-out phase Implementation phase Monitoring phase Initiating tasks Planning tasks Executing tasks Monitoring tasks Closing tasks Controlling phases and communication
  10. 10. Typical project management tasks Project management tasks Planning tasks Monitoring and tracking tasks Build the plan Fine-tune the plan Link tasks Assign resources and costs Set a project start date Enter task names and duration Set a baseline Communicate with the team Enter actuals Track variance Adjust the schedule Print reports
  11. 11. Gantt Chart view
  12. 12. A task list in Gantt Chart view
  13. 13. Resource Sheet view
  14. 14. The Project 2013 interface
  15. 15. Backstage view
  16. 16. A sample file in Gantt Chart view
  17. 17. Open a Project file 1. Click the File tab and click Open 2. Navigate to and select the Project file that you want to open 3. Click Open (or double-click the file)
  18. 18. Set the project start date 1. Click the Project tab 2. In the Properties group, click Project Information Today’s date is the default project start date 3. To set a different start date, click the arrow in the Start date field and select a date from the calendar
  19. 19. Project Information dialog box
  20. 20. Define project properties 1. Click the File tab and click Info 2. In the right pane, click Project Information and choose Advanced Properties 3. Enter values on the Summary tab and click OK
  21. 21. Save a new project file 1. On the Quick Access toolbar, click the Save button (or press Ctrl+S) 2. In the Save As dialog box, navigate to the location where you want to save the project file 3. Enter a file name 4. Click Save (or press Enter)
  22. 22. TASKS Topic 2
  23. 23. User-controlled scheduling  The default task scheduling mode is manual  In manual scheduling mode, Project does not automatically calculate the schedule as you build task relationships  You can plug in general project information instead of actual details  Switch to automatic scheduling later to take advantage of Project’s scheduling engine
  24. 24. Change default scheduling mode 1. Click the File tab 2. Click Options to open the Project Options dialog box 3. Click Schedule 4. From the “Scheduling options for this project” list, select All New Projects 5. From the “New tasks created” list, select Auto Scheduled 6. Click OK
  25. 25. Add tasks to a task list 1. In the Task Name column, select the cell below the location where you want to insert the task 2. On the Task tab, click Insert Task (Or right-click the cell below where you want to insert the task and choose Insert Task) 3. Type the task information in the new row
  26. 26. Delete tasks  Right-click the task and choose Delete Task  Select the row and press Delete
  27. 27. Cut and paste a task 1. Click a row number to select the row 2. Click Cut 3. Click the row number below where you want to insert the cut task 4. Click Paste
  28. 28. Drag selected tasks 1. Click the row number to select the row, or drag across row numbers to select sequential tasks 2. Drag the selected rows to a new position in the task list
  29. 29. Create a project summary task 1. Click the Format tab 2. Check Project Summary Task 3. To rename the project summary task, select the name and type a new name
  30. 30. Summary tasks
  31. 31. WBS with some hidden subtasks
  32. 32. Convert a task into a milestone 1. In the Sheet pane, double-click the task to open the Task Information dialog box 2. Click the Advanced tab 3. Enter 0 as the task duration, and check “Mark task as milestone” 4. Click OK
  33. 33. TASK SCHEDULING Topic 3
  34. 34. When you link tasks:  Project automatically applies a Finish- to-Start task dependency  The start of the second task depends on the completion of the first task
  35. 35. Linking tasks 1. Select the tasks 2. On the Task tab, click the Link Tasks button Or: 1. Select the tasks 2. Press Ctrl+F2
  36. 36. Change a task’s predecessor 1. In the Sheet pane, double-click the task whose predecessor you want to change 2. Click the Predecessors tab 3. In the ID column, enter the task ID of the task that you want to set as the predecessor 4. Click OK
  37. 37. Lag time  A delay that adds time after the completion of a task  Example: “Install trim” – If you add lag time to its predecessor, “Paint,” the paint will have time to dry before the trim installation begins Lead time  The overlap between dependent tasks (when a task can start before its predecessor finishes)
  38. 38. Apply lead time or lag time 1. Double-click a task in the Sheet pane 2. Click the Predecessors tab 3. To apply lag time, enter a positive value in the Lag field for the predecessor To apply lead time, enter a negative value 4. Click OK
  39. 39. Insert a recurring task 1. In the Task Name field, select the cell below where you want to insert the task 2. Click the Task arrow and choose Recurring Task 3. Enter a name for the recurring task 4. Enter the duration 5. Select a time interval 6. Enter the dates across which the recurring task will occur 7. Select a calendar for scheduling the task 8. Click OK
  40. 40. Nodes in Network Diagram view
  41. 41. Dependencies Dependency Gantt bar example Description Finish-to-Start (FS) Task B cannot start unless Task A is finished. Start-to-Start (SS) Task B cannot start unless Task A starts. Finish-to-Finish (FF) Task B cannot finish unless Task A is finished. Start-to-Finish (SF) Task B cannot finish unless Task A starts.
  42. 42. Task Dependency dialog box
  43. 43. Task types Type Description Fixed Duration Has a constant time value Fixed Work Has a constant value for the total work to be performed Fixed Unit Has a constant quantity or units-of-resource value
  44. 44. Task constraints Constraint Description As Late As Possible Schedules a task to start as late as possible As Soon As Possible Schedules a task to begin as early as possible Finish No Earlier Than Schedules a task to finish on or after a specified date Finish No Later Than Schedules a task to finish on or before a specified date continued
  45. 45. Task constraints, continued Constraint Description Must Finish On Schedules a task to finish on the specified date Must Start On Schedules a task to start on a specified date Start No Earlier Than Schedules a task to start on or after a specified date Start No Later Than Schedules a task to start on or before a specified date
  47. 47. Create a base calendar 1. On the Project tab, click Change Working Time 2. Click Create New Calendar 3. Type a name for the calendar 4. Select “Create new base calendar” and click OK 5. Make the necessary changes in the calendar 6. Specify the calendar exceptions and working times for the work weeks 7. Click OK 8. On the Ribbon, click Project Information 9. Select the new base calendar and click OK
  48. 48. Change Working Time
  49. 49. Resource types  Work resource – Performs work on a task – Examples: people, equipment  Cost resource – Fixed amount of money applied to a task without making the cost dependent on work performed – Examples: storage facility costs, airfare  Material resource – Item used to perform work on a task – Examples: paint, wood, steel, fuel
  50. 50. Assign resources 1. Switch to Gantt Chart view 2. Select the task to which you want to assign a resource 3. On the Task tab, click Assign Resources 4. Select a resource and click Assign 5. Click Close
  51. 51. VIEWS AND TABLES Topic 5
  52. 52. Calendar view
  53. 53. Timeline formatting
  54. 54. Insert a column(ex: WBS) 1. Right-click the column heading that’s to the right of where you want to insert the WBS column 2. Choose Insert Column 3. Type WBS and press Enter 4. Resize the column as needed
  55. 55. WBS codes
  57. 57. Filter a view 1. Click the View tab 2. From the Filter list, select a filter 3. To return to an unfiltered view, choose [No Filter] from the Filter list
  58. 58. Apply an AutoFilter 1. In the Sheet pane, click the arrow on the right edge of the column you want to filter by 2. Do either of the following: – Click Filters and select a built-in option – Clear Select All, and check only the items you want to see
  59. 59. A grouped task list
  60. 60. PRJ102i – Project 2013 Advanced www.ocdatabases.com slides.1@ocdatabases.com 949-489-1472
  61. 61. Project 2013: Advanced 1. Using Templates and Importing Data 2. Managing a Project 3. Analyzing and Adjusting the Plan 4. Working with Reports 5. Customizing Project 6. Managing Multiple Projects 7. Exchanging Project Information
  62. 62. MANAGING A PROJECT Topic 2
  63. 63. Save a baseline plan 1. Click the Project tab 2. Click Set Baseline and select Set Baseline 3. Verify that “Entire project” is selected, and click OK
  64. 64. Update a baseline plan 1. Select the new tasks that were not part of the original baseline plan 2. On the Project tab, click Set Baseline and select Set Baseline 3. Check the date to make sure you’re updating the correct baseline plan; or select the correct baseline plan from the list 4. Select “Selected tasks” and click OK 5. Click Yes
  65. 65. Task bars in Tracking Gantt view
  66. 66. Update actual start and finish dates 1. Select the task you want to update 2. On the Task tab, click the arrow next to Mark on Track 3. Select Update Tasks 4. Enter the actual start and finish dates if the task did not start and/or finish on the scheduled dates 5. Click OK
  67. 67. The status date  Important component of project management – At varying intervals, you’ll want to get task status information from resources  Use the last day of a reporting period as the status date – It represents the end of that day  Project uses the status date for calculating progress
  68. 68. Progress in Network Diagram view
  70. 70. The Project Statistics dialog box
  71. 71. WORKING WITH REPORTS Topic 4
  72. 72. Report categories
  73. 73. Project Overview report
  74. 74. Printing a date range
  75. 75. Create a visual report 1. On the Reports tab, click Visual Reports 2. Select the visual report you want to create 3. Select the level of usage data to be included 4. Click View to generate the report and open it 5. In Excel or Visio, make any needed changes, and save the file
  76. 76. A visual report
  78. 78. Customize the timescale 1. Right-click the timescale and choose Timescale 2. From the Show list, select the tiers you want to display 3. Click a Tier tab 4. Select the desired units, label, alignment, and count 5. Repeat steps 3-4 for the other tiers 6. Click OK
  79. 79. The Timescale dialog box
  80. 80. Project 2013 Accelerated  Please fill out your evaluations and submit them to your instructor or online  Enjoy using Project!