Getting Started With MS Project 2003

Information Technology Services
Getting Started with Project 2003

ITS@PennState 23 Willard Building University Park, PA 16802 seminars@psu.edu http://its.psu.edu/training/
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Table of Contents Objectives ........................................................................................................2 Basic Project Management Concepts ..............................................................3 Opening Project ...............................................................................................4 Explore the Project 2003 Interface...................................................................5 Project Guide Tool Bar and Getting Started Task Pane...................................6 Work with Different Views ................................................................................7 Exploring the Gantt Chart View........................................................................8 Create a New Project.......................................................................................9 Add Project Information to New Project ...........................................................9 Add Properties to a New Project ....................................................................10 Save a Project File.........................................................................................11 File Formats for Saving Project......................................................................12 Closing a File and Closing Project 2003 ........................................................13 Working with Tasks........................................................................................14 Creating a Task List .......................................................................................14 Exercises.............................................................................................15 Linking Tasks .................................................................................................18 Exercises.............................................................................................18 Constraining Tasks and Milestones ...............................................................20 Exercises.............................................................................................20 Create and Assign Resources .......................................................................21 Exercises.............................................................................................21 Work with Task Views....................................................................................22 Exercises.............................................................................................22 Using Help .....................................................................................................28 Exercises.............................................................................................28 Additional Resources .....................................................................................29
Lesson 1 Objectives (Learn Basic Project Management Concepts)

Understand the basic concepts of the Project Management Cycle Understand the four phases of Project Management Understand how Microsoft Project 2003 is related to project management
Lesson 2 (Explore Project Window and Various Task Views)

Understand Project window and Project Guide toolbar components Start Project 2003 and Open a file Explore and navigate between select views Add Project Information and Properties to a project Save and Close Project file and program
Lesson 3 (Create, Modify, and Manipulate Tasks)

Create a task list including duration Insert new tasks, delete unneeded tasks, and rearrange tasks in task list Create and use a Work Breakdown Structure (WBS)
Lesson 4 (Create and Assign Resources)

Create a resource pool using the resource sheet Assign resources to tasks
Lesson 5 (Work with Task Views)

Display project file in various views to understand differences Use the View menu to navigate between views
Lesson 6 (Using Help)

Get help on using Project
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Basic Project Management Concepts

Definitions
A project is a temporary sequence of tasks with a distinct beginning and end that is undertaken to create a unique product or service. Project management is the use of specific knowledge, processes, tools, and methods to make sure a project meets or exceeds stakeholders requirements for a project. The goal is to achieve predetermined objectives for scope, time and cost of the project. A project manager is responsible for planning, organizing resources, overseeing execution of the project plan, and controlling project variables until project completion. Project managers have some defining qualities including the ability to focus on task accomplishment, the ability to communicate well, be versatile, and understand project related technology issues. Generally speaking, projects have five process groups associated with them. They are show in the diagram and defined in the table below. The Initiating and Closing process groups are not continuous and do not interact with the others. They both stand on their own. Planning, Executing and Controlling are interdependent, cyclical, and continuous. A change in one will impact the others.
Initiating Provide the foundation for the project by establishing project goals, objectives, and major milestones. Defining resources and developing a schedule and budget for the project. Coordinating personnel and resources to achieve a project goal. Completing task activities, measuring progress, and taking corrective action if necessary to bring project back within stated goals and objectives. Brings project to an end by gaining acceptance of final product, bringing project to an orderly conclusion, and project debrief or lessons learned.
Planning Executing Controlling
Closing
Microsoft Project helps project managers automate and organize many of the tasks that they need to carry out. For the purpose of this course, instruction will be provided for some of the tasks associated with the initiating and planning processes. Project can also be used extensively in the Controlling processes, but that is beyond the scope of this course.
Getting Started with Project 2003 Page 3 Fall 2004
Getting Started with MS Project 2003

Microsoft Project is a scheduling and planning tool for project managers or anyone responsible for managing timelines for projects. It provides easy-to-use tools for putting together a project schedule and assigning responsibilities, as well as powerful tools to ensure timely project completion. The graphic below lists the tasks that can be accomplished using Project 2003. For the purpose of this training session, the tasks listed on the left of the diagram will be explored.
Project Management Tasks
Planning Tasks
Monitoring & Tracking Tasks Set a baseline
Build the plan
Set project start date
Enter actuals
Enter task names, duration
Track variance
Link tasks
Adjust schedule
Assign resource and cost
Print reports
Fine tune the plan
Communicate with team
Opening Project 2003

Open Project by selecting Start >>All Programs >>Microsoft Office >>Microsoft Project. MS Project may be installed as a single package. If that is the case, skip the step for selecting MS Office. Once Project opens, a new empty file called Project1 will be displayed.
Opening an Existing Project 2003 File

As with other Microsoft products, there are several ways to perform a process, even one as simple as opening a file. Each of the four ways to open a file in Project is listed below. 1. If Project is open and the file is listed in the Open section of the Getting Started task pane, click the title of the file to open the file. 2. If Project is open and the file is not listed in the Open section of the Getting Started task pane, use the Open button on the Standard toolbar to navigate to the file on your computer or network drives. 3. If Project is open and the file is not listed in the Open section of the Getting Started task pane, select the File menu and Open to navigate to the file on your computer or network drives. 4. If Project is not open, navigate to the file on your computer or a network drives and select the title of the project file and click Open (or double-click the title). Both the file and Project will open simultaneously.
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Explore the Project 2003 Interface

When the Project 2003 interface loads, the default is the Gantt Chart view. It is the most commonly used view to enter data. If you prefer a different default, you can change this setting. To change the default view that Project 2003 uses when it starts, use the Tools menu, click Options, and then click the View tab. In the Default view box, click the view you want to display at startup. Please note that Projects created before this setting was modified will not be affected by this change. The diagram below is labeled to help you recognize each component of the Project interface and to learn the terms used for each one. Each component is listed and defined in the table directly beneath the diagram.
Type a Question box Title bar Menu bar Standard toolbar Formatting toolbar
Project Guide toolbar
Getting Started task pane
Status bar
Component
Title bar
Description
Displays the name of the project file. Default is Project1.mmp. Contains the Minimize, Maximize and Close buttons. Allows user to move window around if needed. Displays all the regular MS Office menus and two that are specific to Project, which are Project and Collaborate. Displays shortcut buttons for the most frequently used commands. Displays shortcut buttons for formatting and outlining commands. Contains four buttons which coincide with the project categories: Tasks, Resources, Track and Report. Displays shortcuts to help open existing files or create new ones. Lists templates and any existing project files. Displays current status of the project or the command currently in use. A help feature which provide an interface to type a question to begin a search for the needed information.
Menu bar Standard toolbar Formatting toolbar Project Guide toolbar Getting Started task pane Status bar Type a Question box
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Project Guide Toolbar and Getting Started Task Pane

The toolbar shown below may be used to display details about the procedures and activities involved in each phase of project management. It will automatically launch the Getting Started Task Pane to help guide users through the process of setting up a project and then modifying it. A user can also select a task from the drop-down list that is displayed upon clicking the chevron (small downward arrow).
Button
Show/Hide Project Guide Tasks Resources Track Report
Description
Click this button with display or hide the side pane containing the Project guide. Displays instructions on working with tasks in Project. Displays instructions on working with resources in Project. Displays instructions on working with tracking in Project. Displays instructions on working with reports in Project.
Getting Started Task Pane
The pane displayed to the right is the first part of the Project Guide. It opens by default when Project is launched. It is used to open an existing file, create a new one or connect to resources via the Internet by using on of the preset links or by searching Microsoft Online. If any Project 2003 files exist on the computer running Project, they will be listed below Open. It provides access to the Help feature in Project.
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Work with Different Views

Project has several different views for displaying information about projects in relevant, useful ways. This class will concentrate on the most commonly used views highlighted below. In addition, learning how to use the More Views selection to experiment with using other views will be explained. View Name
Calendar View Gantt Chart Network Diagram Task Usage Tracking Gantt Resource Graph Resource Sheet Resource Usage More Views
Description
Shows tasks scheduled over a specific week or range of weeks as a calendar with boxes for each day. Tasks overlap days of the week to show continuation. This view is set as the default for Project, consequently it is the most frequently used view. It is used to enter and schedule tasks. Creates a flow chart of the scheduled tasks. Allows connections to be seen. Shows resources as they are assigned to tasks. Compares the baseline of the project with the actual schedule. Looks like a normal Gantt Chart. Shows the information related to a single resource or group of related resources. Easy to use to enter resources all at one. Looks like a spreadsheet. Shows cost, amount of work, and over allocation for each resource. Displays other less frequently used views.
Calendar View
Gantt Chart View
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Network Diagram View
More Views
Exploring the Gantt Chart View

As mentioned earlier, the Gantt Chart view is the default view for Project 2003. The Gantt Chart view is divided into two sections separated by a movable divider bar. The divider bar can be used to change the sizes of the sheet pane (a.k.a. entry table) and chart panes (a.k.a. Gantt Chart). The sheet pane, located on the left, resembles and functions similarly to a spreadsheet. It uses rows, columns and cells. The chart pane, located on the right, displays the tasks using bars and a timescale. The Gantt Chart view is most commonly used for entering and updating task information. The diagram is labeled below.
Column heading Indicators field Sheet pane Timescale
Project summary task
Task bar Divider bar Chart pane
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Create a New Project

There are a variety of ways to create a new project using Project 2003. The table below lists each one and provides a brief description. This class will concentrate on learning how to perform ways highlighted below.
LESSON 2: CREATE A NEW PROJECT Ways to Create a New Project

Open Project 2003 without selecting a file first Click the New icon on the Standard Toolbar. Choose the File menu and select New to create the new file. This will also display the New Project task pane listing the options (indented below). Open Project and use the Create a new project link on the Getting Started task pane to reveal other options (indented below). New from Existing Presentation
Description
Quickest and easiest way to create a new, blank Project file. Quickest way to create a new file is an existing file is open the screen. Creates a new blank project and displays the New Project task pane to reveal other ways to create a new project from existing projects or templates. Creates a new blank project and displays the Getting Started task pane to reveal other ways to create a new project from existing projects or templates. Each one is listed below. Base your new project on one that you have already written and designed. This command creates a copy of an existing project so you can make the changes you want for the new project. Choose from additional Project templates in the Microsoft Template Gallery. These are arranged according to type of project. Create a project using one of the templates that came with Project when it was installed on your computer. Create a project using a template located on a Web site.

Templates on Microsoft.com Templates on My Computer Templates on My Web Site
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Add Project Information to New Project

Once a new project has been created, basic information about the project needs to be added to the file. The information is essential for Project to be able to schedule tasks and help a user locate the file later. A diagram of the Project Information and the Properties dialog boxes and tables explaining the components are provided below for your convenience.
Project Info helps project schedule tasks. Instructions 1. On the Project menu, click Project Information. 2. Make selections and click OK.
Add Properties to a New Project

Properties help users identify and locate project files. Instructions: 1. To enter basic file properties for the active project, on the File menu, click Properties, and then click the Summary tab. 2. Type the relevant project information in the file properties boxes. 3. To add custom file properties for the active project, click the Custom tab. 4. Type the relevant information in the Name, Type, and Value boxes, and then click Add.
Component
Title Subject Author Manager Company Category Keywords Comments Hyperlink base
Description
Defaults to the file name, but can be edited to be more meaningful. If the file name is not meaningful, the subject can be used to clarify it. The name of the person entering the data. The project manager for the project. The company name or in Penn States case the department, college, or location name. If projects are grouped into categories, type the category this fits best. If any words are related to the project that would help differentiate it from another, type them. If there is anything in particular that everyone would need to know about the project, use this area. n/a
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Save a Project File

There are a variety of ways to save Project files. When saving a new project for the first time, using the Save As dialog box (shown to the right) is mandatory. Each process for saving new projects is listed below along with instructions for carrying out the process. A detailed table of all possible file formats is provided on the next page.
LESSON 2 EXERCISE: SAVE A PROJECT
Saving New Projects

Use the File menu
Instructions
Clicking Save (when saving a new file) will launch the Save As dialog box. Choose File and select Save. From the Save in list, select a directory or a folder. Specify the project file name and click Save. * Clicking Save as will launch the Save As dialog box. Choose File and select Save As. From the Save in list, select a directory or a folder. Specify the project file name and click Save. Clicking Save As a Web Page will save the file as a Web page, so that it can be shared with users who dont have MS Project installed. Choose File and select Save As a Web Page. From the Save in list, select a directory or a folder, specify the project file name, make sure that the Save as Type drop-down is set to Webpage, and click Save.
*Note: Clicking Save after a file has been saved already will not launch the Save as dialog box. It will just save the changes. A quick flash is all that will confirm that the file has been saved. Use the Standard Toolbar Click the Save icon on the Standard toolbar. It looks like a floppy disk. Clicking the Save icon (when saving a new file) will launch the Save As dialog box. Choose File and select Save As. From the Save in list, select a directory or a folder. Specify the project file name and click Save. *
*Note: Clicking the Save icon after a file has been saved already will not launch the Save as dialog box. It will just save the changes. A quick flash is all that will confirm that the file has been saved.
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File Formats for Saving a Project

As with most Microsoft products, a file can be saved in various formats. This allows other programs to read and use the data or information. It also enables Project to read and import data from other programs. Project 2003 files can be saved in all of the formats listed and explained below. Saving files using the highlighted formats will be explained and performed during this class.
Save as type
Project Web Page
Extension Use to save

.mmp .htm; html A typical Microsoft Project file. A Web page with an .htm file. Field data can be exported to this format, but an entire project cannot be. Data can only be exported to the HTML format. HTML cannot imported into Project. A project as a template to be reused. A database format used by Project for storing entire projects. A Microsoft Project file that is readable by Project 98. A file is created that can be easily imported into and used by Microsoft Access. A file is created that can be easily imported into and used by Microsoft Excel. A file is created that can be easily imported into and used by Microsoft Excel as a pivot table. A text delimited file of the data to be used to import data. Note: Field data from a single Project table can be exported to this format, but an entire project cannot be. A comma delimited file of the data to be used to import data. Note: Field data from a single Project table can be exported to this format, but an entire project cannot be. Project data to be exported and imported using this format. Like the MPX format used in older versions of Project, the XML format can be used to interchange project data between Project and other programs.
Template Project Database Microsoft Project 98 Microsoft Access Database Microsoft Excel Workbook Microsoft Excel Pivot Table Text
.mpt .mpd .mmp .mdb .xls .xls .txt
CSV
.csv
XML Format
.xml
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Closing a File and Project 2003

As with most Microsoft Office products, a file can be closed without closing the entire program. This becomes important if a user is working on more than one project at a time. There are two ways for both closing a file and for closing the program. The table below provides instructions for both actions.
LESSON 2 EXERCISE: CLOSE A FILE, CLOSE A PROGRAM
Action
Closing a project file
Instructions
1. Choose File and select Close. 2. Click the Close button (X) in the upper right-hand corner of the window just below the red X.
Closing the program
1. Choose File and select Exit. 2. Click the Close button (Red X) in the upper right-hand corner of the Microsoft Project window at the end of the title bar.
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Working with Tasks

Task is the term that Microsoft Project uses to refer to the steps it takes to complete a project. Most projects are made up of phases which are broken down into task lists. Task lists are organized into a hierarchical structure (a.k.a. an outline) to identify when each task needs to be completed and in what order. This helps with scheduling the tasks and also keeps the project timeline stable. The resulting document is called a Work Breakdown Structure(WBS), which can be used as a project timeline. Once the user lists the tasks, assigns each one a duration, and sets links between tasks, Project can schedule due dates for each task.
Creating a Task List A task list is a complete listing of all of the tasks involved in a project. Using Project, a task list is created by typing the tasks and duration into the sheet pane of the Gantt Chart view. Entering the task name and the duration for each task is enough to get started. Duration can be set in hours, days, weeks or months. In the background, Project uses the calendar to convert everything to hours. Setting predecessors and successors will come after the list is organized into phases and the resources are added for each task. A completed project file (WBS) is shown below. The sample project was used to organize and implement a forum program for University trainers.
Note: Hands-on exercises will be working towards recreating the sample project shown above.
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LESSON 3 EXERCISE: CREATING A TASK LIST AND ASSIGNING DURATIONS TO TASKS Step Open the file called (TrainingProject.mmp) Instructions Open Project 2003 and navigate to your Desktop. Find the file called TrainingProject.mmp. Click Open. To save time, a Gantt Chart listing most of the tasks will be displayed for you. Using your mouse, place your cursor in the last row of the sheet pane. Type the task into the row. Next, hit the Tab key and type 1d under the duration. Repeat process for the other task. Choose the File menu and select Save.
Enter the following tasks into the Task name column at the bottom of the list. Duration for each is 1 day. Confirm next host and forum information Type and Distribute Minutes Save changes.
When you are done, your file should look like the one below. Notice that all of the Start Dates are the same. This will change once tasks are linked later.
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LESSON 3 EXERCISE: ADD, DELETE, AND REARRANGE TASKS IN A TASK LIST Step Add a task to a task list Instructions Use the Insert menu to add a New Task above the task that will follow it. Using your mouse, select the task that should follow the new task. Choose the Insert menu and select New Task. Type Approve List into the Task name column above task 23 and add a duration of 2 weeks. Delete a task from a task list Using your mouse, place your cursor in row 20 of the sheet pane. Type the task name into the row. Next, hit the Tab key and type 2w under the duration. Use Edit menu to delete unwanted tasks or highlight the entire row and hit the Delete key. Using your mouse, select the task that you want to delete. Choose the Edit menu and select Delete Task. OR Highlight the entire row by clicking the row number with your mouse. Next, hit the Delete key on your keyboard. Please note that not selecting the entire row will only delete the data in the cell that you have selected. Row 9 is to be deleted from the task list. Undo the last action. Move a task within a task list Using your mouse, place your cursor in row 9 of the sheet pane. Choose the Edit menu and select Delete Task. Use the Undo button to undo the Delete. Use your mouse to rearrange tasks in the task list. Using your mouse, highlight the row of the task that you want to move. Hover your mouse over the row and move it toward the next row until the white cross turns into four arrows. Then click and drag the row to where you want it. Practice moving the last item in the task list to the top and back again. Highlight the row including the last task. Hover over the row until the cross turns into four arrows. Click and drag it above the first task in row 1. Release your mouse. Move it back to the bottom row. Choose the File menu and select Save.
Save changes.
Now that the tasks are all listed in the task list, they need to be organized into phases by using outlining to create the Work Breakdown Structure. To do this, Summary Tasks must be created. A summary task is a task that is made up of subtasks and summarizes those subtasks. Outlining is used to create the summary tasks. Project automatically determines summary task information by using the information from the sub-tasks that make up the summary tasks. Consequently, you cannot add info to a summary task. All of the tasks combined creates the project. A Project Summary bar can be added to summarized the project.
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LESSON 3 EXERCISE: OUTLINING TASKS TO CREATE A WORK BREAKDOWN STRUCTURE (WBS) Step Add Summary Tasks to create phases Instructions Add summary tasks to the task list to help organize the list and identify phases. Using your mouse, select the task that should start a new phase. Choose the Insert menu and select New Task. Type the name of the phase in the new row. Continue the process until all four phases are added. Highlight the sub-tasks to be included in the newly created summary task or phase. Using the Formatting menu, click the Indent arrow (points to the right). Note: You can indent or outdent a task quickly with the mouse. Point to the first letter of the task name. When the pointer changes to a double-headed arrow, drag right to indent the task or drag left to outdent the task. Do not delete summary task until you outdent all of the sub-tasks. Highlight the sub-tasks to be included as sub-tasks of a phase. Under Meeting to discuss first Trainers Forum, highlight rows 14-18. Next, using the Formatting menu, click the Indent arrow (points to the right). Continue until all four sub-tasks are complete.
Select row 1 (Drafting Plan). The name of the first new task will be Proposal Phase. The other phases that you need to add are Planning Phase (at row 8), Implementation Phase (at row 19) and Follow-up Phase (at row 34).
Indent sub-tasks
A few sub-tasks have sub tasks. These include Meeting to discuss first Trainers Forum (rows 14-18), Invitation/Agenda (rows 21-24), List (rows 26-27), and Survey (rows 29-32). Highlight and indent the items that belong together. Outdent sub-tasks
Hide and Unhide Subtasks
Practice hiding and showing the sub-tasks for the summary tasks. Add a Project Summary bar.
Highlight the sub-tasks to be included in the newly created summary task or phase. Using the Formatting menu, click the Outdent arrow (points to the left). Show and hide subtasks by clicking the summary task's outline symbol. Outline symbols indicate whether a summary task has subtasks displayed or does not have subtasks displayed . On the Tools menu, click Options, and then click the View tab. To show or hide project summary tasks, under Outline options for, select or clear the Show Project summary task check box.
Save changes.
Choose the File menu and select Save.
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Linking Tasks
Adding summary tasks does not automatically create task dependencies as can be seen in the TrainingProject file. All of the tasks still start on May 3, 2004. Task dependencies are the relationships between linked tasks. To create task dependencies, the tasks must be linked to each other as predecessors (A task that must start or finish before another task can start of finish.) and successors (A task that cannot start of finish until another task starts or finishes.) by using the tasks start and end dates. There are four types of task dependencies: Finish-to-start (FS), Start-to-start (SS), Finish-to-Finish (FF), and Start-tofinish (SF). For definitions of each type, see the table on the next page. The Finish-to-start type of dependency is the most common and is created by default when two tasks are linked by using the Link Task button on the Standard Toolbar or the Edit menu. All other types of dependency must be set using the Task Information dialog box or the Task Dependency dialog box which is activated when a connecting line is selected between two tasks. Instructions on how to links tasks using these methods will be taught next. Type of Dependency
Finish-to-start (FS) Start-to-start (SS) Finish-to-Finish (FF) Start-to-finish (SF)
Definition
The predecessor task must end before the successor task begins. The successor task cannot begin until the predecessor task begins. The successor task cannot end until the predecessor task ends. The successor task cannot end until the predecessor task begins.
For a project with a simple schedule, a project manager may know when each task should start and finish. But if anything changes, such as a task slipping, you will have to manually recalculate the changed start and finish dates for the other tasks. You can avoid this rework, and also model more complex relationships between tasks, by entering durations and task dependencies for each task instead.
LESSON 3: LINKING TASKS Link and unlink tasks using the Edit menu Select rows 2-7. Use the menu to set up the dependencies. Using the Edit menu, link tasks to create dependencies. To link tasks and create dependencies, in the Task Name field, select two or more tasks you want to link in the order that you want them linked. Choose the Edit menu and select Link Tasks. To unlink tasks and delete dependencies, use your mouse and the standard toolbar. In the Task Name field, select two or more tasks
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you want to link in the order that you want them linked. Choose the Edit menu and select Unlink Tasks. Link and unlink tasks using the Link Task button Select rows 21-23. Use the toolbar to set up the dependencies. Continue setting up dependencies for rows 29-31 and then 37 and 38. Using your mouse and the standard toolbar, link tasks to create dependencies. To link tasks and create dependencies, in the Task Name field, select two or more tasks you want to link in the order that you want them linked. Click the Link Tasks button. To unlink tasks and delete dependencies, use your mouse and the standard toolbar. In the Task Name field, select two or more tasks you want to link in the order that you want them linked. Click the Unlink Tasks button. Notes: To select nonadjacent tasks, hold down CTRL, and then click the tasks you want to link. To select adjacent tasks, hold down SHIFT, and then click the first and last tasks you want to link. Project 2003 creates a finish-to-start task link by default. You can change this task link to start-tostart, finish-to-finish, or start-to-finish. Link and unlink non-adjacent/non-sequential tasks using the Link Task button Select rows 27 and then row 24. Use the toolbar to set up the dependencies. Continue setting up the dependency between row 38 and 32.
Using your mouse and the standard toolbar, link tasks to create dependencies. To link tasks and create dependencies between two non-adjacent/non-sequential tasks, in the Task Name field, select the tasks in the order that you want them linked. Select the first task, hold down the CTRL key and then the second task that you want to link. Click the Link Tasks button.
Save changes.
Choose the File menu and select Save.
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Constraining Tasks
Constraints are limitations imposed on the scheduling of tasks. Some people might call them deadlines, but setting constraints are much more involved that merely setting a deadline. Setting a task as a milestone is a type of constraint more closely resembling a deadline. Project can be used to constrain tasks by not starting or finishing a task until a certain date has arrived. The As Late As Possible constraint is the default constraint for tasks. It is also the most flexible. For optimal scheduling flexibility, it's recommended that you allow Project to use flexible constraints to calculate the start and finish dates for tasks based on the durations and task dependencies you enter. Only if you have unavoidable constraints, such as an event date that cannot be moved, should you consider setting a constraint for a task manually. If you need to set a constraint manually, the table below lists the type of constraints that Project is capable of setting. For instruction on setting constraint, use the Help function in Project.
Type of Constraint Definition

As late as possible As soon as possible Finish no earlier than Finish no later than Must finish on Must start on Start no earlier than Start no later than A task will start no sooner than or later than a specific date. A task will finish as late as possible in a project that is scheduled from a finish date. A task will start as soon as possible in a project that is scheduled from the start date. A task will be completed no sooner than or later than a specific date. A task will finish or start on a specific date.
Flexibility
Flexible Flexible Not flexible
Not flexible
Not flexible
Milestones
A milestone is a reference point marking a major event in a project and used to monitor the projects progress. Any task with zero duration is automatically displayed as a milestone. A user can also mark any task with any duration as a milestone using the Task Information dialog box. The project has two milestones that need to be set. The first milestone has a duration of 0. The second one does not.
LESSON 3: SETTING MILESTONES Set a milestone using the Gantt Chart view. Select row 24. Type 0 in the Duration field. Type 0 in the Duration field of the task you want to set as a milestone. Press Enter. Project will display the symbol on the on that day for that task in the Gantt Chart view. Set a milestone for a task with duration longer than 0 using the Task Information dialog box. Using the menu, set a task as a milestone that has a duration of more than 0.
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Select row 35.
Choose the Project menu and select Task Information, and then click the Advanced tab. In the Duration box, enter the task duration (if its not already available), and then select the Mark task as milestone check box. Click OK. Choose the File menu and select Save.
Save changes.
Create and Assign Resources

Resources are the people, equipment, and material that are used to complete tasks associated with a project. As a project manager, you will need to create a list of resources that will make up your team and carry out the project tasks. Each task must have a resource associated with it to maintain accurate records of resource allocation and usage. There are two ways to create a resource list. For a project with only a few resources, adding resources in the Gantt Chart view is probably the easiest way to accomplish the task. For a much more involved project with more resources, creating a resource sheet may be best especially if you need to keep track of costs and usage. For the purpose of this course, very basic instruction on resources will be provided.
LESSON 4: CREATING AND ASSIGNING RESOURCES
Step
Create a resource list using the Gantt Chart view. Type Christine into row 2. Select Christine from the list for rows 3-6. Type April/Christine/Lisa into row 7. Select Christine from the list for rows 9-12. Type April/Christine into row 14. Select April/Christine from the list for rows 5-18 and 21. Type Tara into row 22. Type Lisa into row 23. Select Christine from the list for row 24. Select April/Christine from the list for row 26. Select Lisa from the list for row 27. Select April/Christine from the list for row 29. Select Tara from the list for row 30. Type Younghoon into row 31. Select Christine from the list for row 32. Type Justin into row 33. Select April/Christine from the list for rows 34-35 and 37-38. You may want to create a resource list using the Resource Sheet on the View menu late.
Instructions
Add resources to each task using the Gantt Chart view. In the Resource field, type the name of the resource responsible for carrying out the task. It will be added to the drop-down list automatically. Select a new row and continue the process until all tasks have been assigned resources. All resources add this way will also be added to the resource sheet.
You may want to create a Resource Sheet if you need to keep track of costs and work hours. On the View menu, click Resource Sheet. On the View menu and point to Table.
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In the Resource Name field, type a resource name. Resource names cannot contain brackets ([ ]), commas (,), or semi-colons (;). Specify the resource type as work (people and equipment that consume time to accomplish tasks) or material (consumable materials or supplies used to accomplish the task). (We will only use Work for this exercise.) To specify that a resource is a work resource, click Work in the Type field.
Note: More information is available in Project Help if you need more detailed information on resources including allocation and availability. Just search for Resources. Save changes. Choose the File menu and select Save.
Work with Task Views

By now, you should be very familiar with the Gantt Chart view of Project 2003. There are several other views that you might find useful depending upon the information that you need, how you are using it, and how you understand the information provided. All views are located by using the View menu. For example, a visual person would benefit most from the Network Diagram which displays the information as a flow chart. Someone trying or organize a meeting for a project team might find the Calendar view to be most beneficial. Someone responsible for tracking resources might like to see the Resource Usage view. More information on the Resource and Combination views can be read by going to http://office.microsoft.com/assistance/, clicking on Project 2003, and choosing More under Viewing Project Information.
LESSON 5: USING HELP Step Using the View menu, display the project you just created as a Network Diagram. Instructions After Saving your project, click the View menu. Select the Network Diagram view. Review the results. Hover over any shape to see the details.
Using the View menu, display the project you just created as a Network Diagram.
Click the View menu to change to a different view. Select the Calendar view. Review the results.
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View Name
Bar Rollup
Description
With large projects, you may have a number of subtasks grouped under summary tasks to help keep your project better organized. The Bar Rollup view, when used after running the Rollup Formatting macro, displays subtasks rolled up and overlaid as bars on top of their respective summary tasks. Using the Calendar view, you can create, edit, or review your project tasks in a calendar format. Task bars span the days or weeks that the tasks are scheduled. This familiar format enables you to quickly see which tasks are scheduled on particular days, weeks, or months. If you plan to enter a large number of tasks, however, you may find it more convenient to enter them on the Gantt Chart view and then review them in the Calendar view.
Best Use
View tasks as rolled-up bars on their respective summary task bars. See your whole project without losing sight of the tasks.
Calendar
Show the tasks scheduled in a specific week or range of weeks. Review the tasks that are scheduled on particular days, weeks, or months. Create a project by entering tasks and the amount of time each task will take. Establish sequential dependencies between tasks by linking them. Assign personnel and other resources to tasks.
Descriptive Network Diagram
Using the Descriptive Network Diagram view, you can review, create, or edit your project tasks and task dependencies as a network diagram (or flowchart). A box (also called a node) represents each task, and a line connecting two boxes represents the dependency between the two tasks. The boxes on the Descriptive Network Diagram view are larger than those in the Network Diagram view and can contain labels for the data elements in the box. These larger boxes take up more space, and thus fewer boxes fit on a printed page.
Create and fine-tune your schedule in a flowchart format. Edit the task information in the Descriptive Network Diagram boxes. Link tasks to specify the task sequence and to determine start and finish dates. Graphically show completed, inprogress, and not-yet-started tasks. Assign personnel and other resources, to specific tasks.
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View Name
Detail Gantt
Description
The Detail Gantt view is a variation of the Gantt Chart view, and it depicts slack and slippage in your project. It does so by portraying slack and slippage as thin bars between tasks. These depictions serve as visual cues when you're scanning the progress of a project.
Best Use
See how tasks progress across time and evaluate the slack and slippage between tasks. You can track progress by comparing planned and actual start and finish dates, and by checking the completion percentage of each task. View tasks graphically while still having access to detailed information about the tasks. Create a project by entering tasks and the amount of time each task will take. Establish sequential dependencies between tasks by linking them. When you link tasks, you can see how a change in the duration of one task affects the start and finish dates of other tasks, as well as the project finish date. Assign personnel and other resources to tasks.
Gantt Chart
The Gantt Chart view displays project information in two ways: The left side displays information as a sheet and the right side displays information as a chart.
Create a project by entering tasks and the amount of time each task will take. Establish sequential dependencies between tasks by linking them. When you link tasks, you can see how a change in the duration of one task affects the start and finish dates of other tasks, as well as the project finish date. Assign personnel and other resources to tasks. See how tasks progress across time. Review progress by comparing planned dates and actual start and finish dates, and by checking the progress of each task. View tasks graphically while still having access to detailed information about the tasks. Split a task so that the task is interrupted and then resumes later in the schedule.
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View Name
Leveling Gantt
Description
The Leveling Gantt view is a variation of the Gantt Chart view, where the left side of the view displays project information as a sheet and the right side displays project information as a chart. The sheet portion displays a list of tasks and information about task delays.
Best Use
View delayed tasks graphically while still having access to detailed information about the tasks. Review changes made to tasks during leveling. Review the effects of resources leveling on task completion.
Network Diagram
Using the Network Diagram view, you can review, create, or edit your project tasks and task dependencies as a network diagram (or flowchart). A box (also called a node) represents each task, and a line connecting two boxes represents the dependency between two tasks. By default, the Network Diagram view displays one diagonal line through a task that is in progress and crossed diagonal lines through a completed task.
Create and fine-tune your schedule in a flowchart format. Edit the task information in the network diagram boxes. Link tasks to specify the task sequence and to determine start and finish dates. Graphically show completed, inprogress, and not-yet-started tasks. Assign personnel and other resources, such as equipment, to specific tasks.
Relationship Diagram
The Relationship Diagram view is a specialized version of the Network Diagram view and displays the current task in the center of the pane, with the task's immediate predecessors to its left and immediate successors to its right. If you have a large project with many interrelated tasks, you can use the Relationship Diagram view to focus on only those tasks that are linked to a particular task. The Task Entry view is a combination view that displays the Gantt Chart view in the top pane and the Task Form view in the bottom pane. When you select a task in the Gantt Chart view, information about that task appears in the Task Form view.
The Relationship Diagram view is most useful in the bottom pane of a combination view. When you select a task in the top pane, the bottom pane displays the task and its predecessors and successors.
Task Entry
View tasks graphically while still having access to detailed information about the tasks. See how tasks progress across time. See how tasks relate to one another across time.
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View Name
Task Sheet
Description
The Task Sheet view displays information about each task (such as task duration, start and finish dates, and cost in a sheet format.
Best Use
Create a list of tasks and task information quickly when you don't need to see the information graphically over time. Establish sequential task dependencies by linking tasks. When you link tasks, you can see how a change in the duration of one task affects the start and finish dates of other tasks, as well as the project finish date. Assign personnel and other resources to tasks. Review progress by comparing planned dates and actual start and finish dates, and by checking the progress of each task.
Tracking Gantt
The Tracking Gantt view displays two task bars, one on top of the other, for each task. The lower bar shows baseline start and finish dates, and the upper bar shows scheduled start and finish dates. (Or, if the task has already started, meaning that the percent work complete is greater than zero, the upper bar shows the actual start and the date through which work has been completed. If the task is 100% complete, the upper bar shows the actual start and finish dates.)
See how tasks progress across time and evaluate the slippage of tasks. You can track progress by comparing baseline and scheduled or actual start and finish dates and by checking the completion percentage of each task. View tasks graphically while still having access to detailed information about the tasks. Create a project by entering tasks and the amount of time each task will take. Establish sequential dependencies between tasks by linking them. When you link tasks, you can see how a change in the duration of one task affects the start and finish dates of other tasks, as well as the project finish date. Assign personnel and other resources to tasks.
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View Name
Task Usage
Description
The Task Usage view lists for each task the resources assigned to it and the amount of work that each resource has performed over time, whether per day, week, month, or other time increment. If you're more interested in cost than work, you can use the Task Usage view to display the cost of each resource assigned to a task over time. You can also display multiple pieces of information simultaneously, such as work and actual work, so that you can compare the various sets of information.
Best Use
Assign people and other resources to tasks. Enter and edit task and resource information together, such as work, start and finish, cost, work allocation, and work availability. Distribute task assignments more evenly across resources. Find out how many hours each resource is scheduled to work on particular tasks. Vary the amount of work a person spends on a task by setting work contours. Split a task so that the second portion of it starts at a later date.
Task Details Form
Using the Task Details Form view, you can enter, view, and edit detailed scheduling information about your tasks and resources, as well as tracking information, one task at a time. This form is especially effective for giving you an isolated view of a given task's characteristics.
Display detailed information about a task in the bottom pane of a combination view. Enter and revise task information, including details related to start and finish dates, and predecessor constraints. Compare baseline and current dates for a task. View at a glance all the resources assigned to a task and edit resources as needed.
Task Form
Using the Task Form view, which is a simplified version of the Task Details Form view, you can enter, view, and edit basic task and resource scheduling information and tracking information, one task at a time. This form is especially effective for giving you an isolated view of a given task's basic characteristics. There are two related views that can help you manage your tasks: the Task Details Form view, which provides detailed information for managing and scheduling tasks; and the Task Name Form view, which is a simplified form you can use to manage basic resource and scheduling information.
Display detailed information about a task in the bottom pane of a combination view. Enter and revise task information, including details related to start and finish dates, and predecessors. View at a glance all the resources assigned to a task and edit resources as needed.
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View Name
Task Name Form
Description
Using the Task Name Form view, which is a simplified version of the Task Details Form view, you can enter, view, and edit basic task and resource scheduling information, one task at a time. This form is especially effective for giving you an isolated view of a given task's basic characteristics. There are two related views that can help you manage your tasks: the Task Details Form view, which provides additional information for managing and scheduling tasks; and the Task Form view, which you can use to display basic tracking and scheduling information about your tasks.
Best Use
Display basic information about a task in the bottom pane of a combination view. Enter and revise task information, such as the resources assigned to a task. Link a task to a task that precedes it.
The information provided in this table was summarized from materials located at http://office.microsoft.com/assistance/.
Using Help
You can get help several different ways while working in Project 2003 including the Office Assistant, the Type a Question Box, and the Help task pane. Basically, they all do the same thing which is search the help contents using keywords to provide instructions on performing a task. To keep things simple, instruction will be provided on using the Type a Question Box.
LESSON 6: USING HELP Step Using the Type a Question Box, find information on using Help. Instructions Type a keyword into the Type a question box located in the upper right-hand corner of the screen directly below the title bar. Hit the Enter key. Type Help into the Type a question box. Review the results Search Results pane at the left of the screen. Choose About getting Help while you work. Read instructions.
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Additional Resources
Microsoft Project 2003 Help Help menu F1 Ask a Question box Getting Started/Project Help Task Pane Office Assistant Microsoft Office Online
Phone Numbers Help Desks (215 Computer Bldg 863-2494 and 2 Willard Bldg 863-1035) Seminar Line 863-9522
Websites http://its.psu.edu/training/ http://www.pmi.org/info/default.asp (Project Management Institute) http://www.4pm.com/ http://www.projectmanagement.com/pm/home.cfm http://www.mapnp.org/library/plan_dec/project/project.htm
Web-Based Training Courses Free WBT Courses at http:/its.psu.edu/training/wb on Project 2003 and Project Management 75081 Microsoft Project 2003 Fundamentals 75082 Microsoft Project 2003 Proficient User 41561 Project Management: The Fundamentals 41562 Project Management: Scope 41563 Project Management: Time Management 41564 Project Management: Estimating Costs 41565 Project Management: Quality Standards 41566 Project Management: Risk Management 41567 Project Management: The Team 41568 Project Management: Communications 41569 Project Management: Contracts and Procurement 41570 Project Management: Coordination 41571 Project Management: The Process 41551 Project Management Essentials: Planning a Project 41552 Project Management Essentials: Project Scheduling and Budgeting 41553 Project Management Essentials: Controlling and Closing a Project
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Books Microsoft Project 2003 Project 2003 for Dummies by Nancy Stevenson Microsoft Office Project 2003 Bible by Elaine Marmel Microsoft Office Project 2003 Inside Out by Teresa S. Stover Microsoft Office Project 2003 Step by Step by Carl Chatfield and Timothy Johnson Show Me Microsoft Project 2003 by Brian Kennemer Project Management The Complete Idiot's Guide to Project Management by Sunny Baker, Mike Campbell, Kim Baker, G. Michael Campbell Effective Project Management: Traditional, Adaptive, Extreme, Third Edition by Robert K. Wysocki and Rudd McGary The Fast Forward MBA in Project Management: Quick Tips, Speedy Solutions, and Cutting-Edge Ideas by Eric Verzuh The Little Black Book of Project Management by Michael C. Thomsett Project Management for Dummies by Stanley E. Portny
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Getting Started With MS Project 2003

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Getting Started With MS Project 2003

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Getting Started with Project 2003

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Lesson 1 Objectives (Learn Basic Project Management Concepts)

Lesson 2 (Explore Project Window and Various Task Views)

Lesson 3 (Create, Modify, and Manipulate Tasks)

Lesson 4 (Create and Assign Resources)

Lesson 5 (Work with Task Views)

Lesson 6 (Using Help)

Getting Started with Project 2003

Basic Project Management Concepts

Planning Executing Controlling