This is the introduction to Project Software

1. PROJECT
MANAGEMENT
SOFTWARE
CHAPTER 5

2. Learning Outcomes
After completing the unit, students should be able to:
• Apply the relevance commands in Microsoft Project
• Construct Gantt Chart and Critical Path

3. Teamwork
PM
Basecamp
Podio
Atlassian
JIRA
Mavenlink
Project
Manager
Oracle

4. What project management
tools should I use?
• You should answer questions such as;
• How large is the project?
• What is your operating system?
• What types of reports are needed?
• Do you have technical staff that will assist you with using the
project software?
• What type of software tools is popular for my application area
(industry)?
• Then communicate with experts or study survey results such
as Project Management Institute's Project Management
Software Survey.
• It compares over 200 project management software and
presents a relative summary of functionality, support for
schedule, resource, cost, reports, migration and integration.

5. Microsoft project 2013
• Microsoft Project is actually a database. In its simplest form, a
database is a collection of information that is organized into a list.
• Here is what a good database does:
• Stores Information: A database stores lists of information that are
related to a particular subject or purpose.
• Finds Information: You can easily and instantly locate information
stored in a database.
• Analyzes Information: You can perform calculations on information
in a database.
• Manages Information: Databases make it easy to work with and
manage huge amounts of information.
• Shares Information: Most database programs (including Microsoft
Project 2013) allow more than one user to view and work with the
same information at once. Such databases are called multi-user
databases.

6. Familiarizationwith softwarecommandand interface

7. A Quick Access bar
Contains common commands such
as Save and Undo
G View buttons
Click to change the current chart
view
B Task Tab
Contains basic task commands for
your project
H Zoom slider
Zoom in or out to see more or less
project information
C Contextual Tab:
Contains commands that are
specific to the current view
I Status bar
Display the status of certain keys on
the keyboard
D Title bar
Show the name of the file your are
using
J ID number column
Displays the ID number of a Task or
resources
E Timescale
Display time in different formats
across the tops of some chart view
K Task entry table
Display the task you enter for your
project
F Bar chart
Display task information in a bar
chart format
L Ribbon
The command center for Project
2013. click a tab to view a different
set of keys

8. Common View
• The default view of Microsoft Project is the Gantt Chart View
• To change the view, click View tab at the Ribbons.

9. 1. Creating a New Project
• Click the File tab on the Ribbon and select New.
• Clcik on the Blank Project option.
2. Saving your Project
• Click the File tab on the Ribbon and select Save As.
• Select a destination for the file.
• Enter a name for the project in the File name filed and click Save.

10. 3. Selecting the Project Scheduling Date
• Click the Project tab on the Ribbon and click the Project
Information button in the Properties group.
• The Project Information dialog box appears.
• The most important information to enter is the start OR end date.
• Click the Schedule from list arrow and select the scheduling
option.
• Click the Start date or Finish date list arrow and select the
project’s Start date or Finish date.

11. 4. Selecting the Project Calendar
• Click the Project tab on the Ribbon and click the Project
Information button in the Properties group.
• Click the Calendar list arrow.
• Standard
• 24 Hours
• Night Shift
• Select the calendar that best matches a typical work schedule
for the project.
• Click OK.

12. 5. Adjusting Working Hours
i. Edit Work Weeks
• Click the Project tab on the Ribbon and click the Change Working Time
button in the Properties group  The Change Working Time dialog box
will appears.
• Make sure the calendar you want to change is selected in the For
calendar list. (Standard, Night Shift, and 24 Hours).
• Click the Work Weeks tab in the bottom half of the dialog box. (Select
the work week you want to adjust or create a new work week. You also
need to change its working hour details).

13. 5. Adjusting Working Hours
• Click the Details button  The Details dialog box will appears.
• Select the day(s) for which you want to change working hours.
• Click the Set day(s) to these specific working times option.
• Enter the working hours you want to use in the From and To
boxes.
• Click OK for the Details dialog box.
• Click OK for the Change Working Time dialog box.

14. 5. Adjusting Working Hours
ii. Adjusting Working Days (Holidays and Special Occasions)
• Click the Project tab on the Ribbon and click the Change Working Time
button in the Properties group  The Change Working Time dialog box
appears.
• Click the Exceptions tab in the bottom half of the dialog box.
• Click the first row under the Name column and enter a name for the
exception (eg; Labour Day, New Year)
• Enter the exception dates in the Start and Finish columns.
• Click the Details button  Details dialog box appears.
• Apply the recurrence settings for the exception.
• Click OK.
• Click OK.

15. Creating a Task List
• Type the task’s name in the Task Name field, and press
<Enter>. Repeat as desired for additional tasks.

16. Creating a Task List
• Enter a duration amount in the Duration field. Repeat as
necessary.

17. Creating a Task List
• Organizing tasks into phases and grouped by summary task.
Task underneath the summary tasks are called subtasks.
• Select the tasks you want to use as subtasks  On the Task
tab of the Ribbon, click the Indent Task button in the Schedule
group.

18. Linking Task
• Select to task you want to link.
• On the Task tab on the Ribbon, click the Link Tasks button in the Schedule group.
• On the Format tab, tick the Outline Number in the Show/Hide group  The coding
will appears accordingly.

19. Entering Predecessors
• Enter a predecessors in the Predecessors field. Repeat as
necessary (Enter the number based on numbering in the
software).
• On the Task Mode field, select Auto Scheduled or Manual
Scehduled.
Numbering
Task Mode
Predecessor

20. Identify Critical Path
• Click Gantt Chart Wizard button  A dialog box will appears.
• Cilck Next.
• Select the information we want to display (Standard, Critical Path,
Baseline, Other, Custom Gantt Chart)  Click Next
• Select task information to display in the Gantt bars  Click Next.
• Choose Yes to show the link lines between dependent tasks  Click
Next.
• Click Format It.
• The critical task appears in red colored bars.

21. Setting Up Resources
• Click the Resource Sheet button in the Resource View group
of the View tab on the Ribbon.
• Click the first cell in the Resource Name field and enter a
name for the resources.
• Enter information in the Max. Units field. (If the resource
represents a group, such as the 3 Designers, the Max. Units
field should include all of them. Eg; if all 3 people in the group
are able to spend 100% of their time on the assigned tasks,
you’d enter 300% Max. Units)
• Click the Std. Rate field for the resource and enter the pay
rate for the resource.

22. Assigning Resources
• View the project in Gantt Chart view.
• Select a task and click the Assign Resources button in the
Assignments group of the Resource tab on the Ribbon  The
• Select the resource you want to assign to the task and click
the Assign button.
• Click Close button.

23. Identifying Resource Overallocation
• Select View from the menu and select one of the resource
views. The Resource Sheet view is probably the easiest place
to spot an overallocated resource.
Balancing ResourceOverallocation
Automatically
• On the Resource tab, click the Level All button in the Level
group. (The overallocations are leveled by delaying or splitting
tasks in the project)

24. Working with Cost
• Click the View button list arrow on the Task Tab and select
Gantt Chart from the list.
• Click the Tables button in the Data group of the View tab on
the Ribbon. Select Cost.  Total cost of each task will be
displayed.

25. Formatting and Printing
• Open the view you want to print
• Cilck File tab on the Ribbon and select Print. (A preview of the
project appears in Backstage view)
• Click the Page Setup link  The Page Setup dialog box
appears  Use various tabs to add page elements to your
report.
• Specify printing options and click the Print button.

26. Project Progress Tracking
• Click the Set Baseline button in the Schedule group of the
Project tab on the Ribbon  A dialog box appears  Select
Set Baseline from the list  Select For Entire project.
• Cilck OK.
• Update the selected tasks by double click the task  Task
information dialog box appears  On General tab, enter the
information at the Percent Complete field  Click OK.