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Refining Your Project Plan

Refining Your Project Plan. Lesson 4. Skills Matrix. Skills Matrix. Skills Matrix. Microsoft Project’s Opening Screen. Change Working Time dialog box with Create New Calendar dialog box displayed. Software Orientation. Applying a Task Calendar to a Task. Click Tools.

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Refining Your Project Plan

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  1. Refining Your Project Plan Lesson 4

  2. Skills Matrix

  3. Skills Matrix

  4. Skills Matrix

  5. Microsoft Project’s Opening Screen Change Working Time dialog box with Create New Calendar dialog box displayed Software Orientation

  6. Applying a Task Calendar to a Task Click Tools Click Change Working Time Click Create New Calendar Apply a Task Calendar to an Individual Task The Create New Base Calendar dialog box is activated

  7. Applying a Task Calendar to a Task Apply a Task Calendar to an Individual Task (cont.) Key the custom calendar name in the Name box Click Make a Copy of button Select Standard from the drop-down menu Click OK

  8. Applying a Task Calendar to a Task Apply a Task Calendar to an Individual Task (cont.) Click the Work Weeks tab Click the Details button The Details dialog box is activated

  9. Applying a Task Calendar to a Task Apply a Task Calendar to an Individual Task (cont.) Select the desired days Select the desired working times button Key the desired To and From working times Repeat as necessary for different days and times

  10. Apply a Task Calendar to an Individual Task (cont.) Custom calendar name Select the desired working times button Select the desired days Key the desired times Applying a Task Calendar to a Task

  11. Apply a Task Calendar to an Individual Task (cont.) Select the name of the task to which you want to apply the custom calendar Click the Scroll to Task button Click the Task Information button Applying a Task Calendar to a Task

  12. Applying a Task Calendar to a Task Apply a Task Calendar to an Individual Task (cont.) Click the Advanced tab Select the custom calendar name from the Calendar box Click the Scheduling ignores resource calendars check box Click OK

  13. Applying a Task Calendar to a Task Apply a Task Calendar to an Individual Task (cont.) Advanced tab Calendar selection box Scheduling ignores resource calendars check box Click OK when finished

  14. Applying a Task Calendar to a Task Apply a Task Calendar to an Individual Task (cont.) • A task calendar is the base calendar that is used by a single task • Defines working and nonworking times for a task, regardless of settings in the project calendar • Used when other base calendars are too broad or specific for the task requirements

  15. Change Scheduling Formula Values to Change Task Types Click Track on the Project Guide Click the Make changes to the project link On the menu bar, click Edit  Go To Key the desired task ID and click OK Changing Task Types

  16. Change Scheduling Formula Values to Change Task Types (cont.) Key the new, longer duration in the duration field Press Enter • By default, Project changes the duration and increases the work for each resource • You want to increase the duration but keep work the same Changing Task Types

  17. Change Scheduling Formula Values to Change Task Types (cont.) Click the Smart Tag button for the selected task Select the second option in the Smart Tag list • Project adjusts the work and duration based on the Smart Tag option you selected Changing Task Types

  18. Change Scheduling Formula Values to Change Task Types (cont.) New duration entered Smart Tag options list Changing Task Types

  19. Changing Task Types Change Scheduling Formula Values to Change Task Types (cont.) Adjusted duration for this phase Adjusted Scheduling Formula values

  20. Changing Task Types Change Scheduling Formula Values to Change Task Types (cont.) • A task type determines which of the three scheduling formula variables remains the same if the other two values change • There are three task types • Fixed units • Fixed duration • Fixed work

  21. Changing Task Types Change Scheduling Formula Values to Change Task Types (cont.) • Keep in mind the effect of changing any scheduling formula variable for any task type

  22. Changing Task Types Change a Task Type Using the Task Information Dialog Box On the menu bar, click Edit  Go To Key the desired task ID and click OK Click the Task Information button Click the Advanced tab Select Fixed duration in the Task type box

  23. Change a Task Type Using the Task Information Dialog Box (cont.) Click the Resources tab Key the new unit(s) value(s) for the desired resource(s) Click OK • Project updates the work values • Notice the duration value did not change Changing Task Types

  24. Change a Task Type Using the Task Information Dialog Box (cont.) Resource tab selected Selected task name Adjusted resource units Cost column new to Project 2007 Changing Task Types

  25. Changing Task Types Change a Task Type Using the Task Information Dialog Box (cont.) • Keep in mind the difference between task type and effort-driven scheduling • Both affect work, units, and duration values • Effort-driven scheduling affects the schedule only when you add or remove resources from tasks • Modifying task type affects only the resources that are assigned to the task when the change is made

  26. Split a Task On the menu bar, click View  Gantt Chart On the menu bar, click Edit  Go To Key the desired task ID, and click OK Click the Split Task button Split Task button Splitting a Task

  27. Split a Task (cont.) • When you move the mouse pointer over the Gantt bar, the date changes The mouse pointer changes to split a task Splitting a Task

  28. Splitting a Task Split a Task (cont.) Move (don’t click) the mouse pointer to the desired date Click and drag the mouse pointer until the desired Start date appears Release the mouse button • Project inserts a task split • A dotted line shows the split

  29. Splitting a Task Split a Task (cont.) The split is represented by a dotted line

  30. Splitting a Task Split a Task (cont.) • A split is an interruption in a task • Keep the following in mind when splitting a task • You can split a task into as many parts as needed • You can drag a segment of a split task left or right to reschedule the split • The time of the actual task split does not count in the duration of the task unless the task type is fixed duration

  31. Splitting a Task Split a Task (cont.) • Keep the following in mind when splitting a task • Work does not occur during a split • If the duration of a split changes, the last segment of the task is adjusted • If a split task is rescheduled, the whole task (including splits) is rescheduled. The pattern of segments and splits is preserved.

  32. Set Up a Recurring Task • A recurring task is repeated at specified intervals (daily, weekly, monthly) • When you create a recurring task, Project creates a series of tasks characterized by • Start No Earlier Than constraints • No task relationships • Effort-driven scheduling is turned off Establishing Recurring Tasks

  33. Set Up a Recurring Task (cont.) Select the desired task On the menu bar, click Insert  Recurring Task Key the recurring task name in the Name box Key or select the duration Establishing Recurring Tasks

  34. Establishing Recurring Tasks Set Up a Recurring Task (cont.) Select the desired recurrence pattern Key or select the desired start date Key or select the number of occurrences or End by date Click OK

  35. Set Up a Recurring Task (cont.) Select Recurrence pattern Select Range of recurrence parameters Establishing Recurring Tasks

  36. Establishing Recurring Tasks Set Up a Recurring Task (cont.) Recurring task icon Summary recurring task shows individual task occurrences

  37. Assign Resources to a Recurring Task Select the Summary recurring task name Click the Assign Resources button Select the desired resource name(s) Click Assign Click Close Establishing Recurring Tasks

  38. Assign Resources to a Recurring Task (cont.) • Click the + or – signs to expand or collapse the Summary task Recurring tasks are automatically numbered sequentially Resource assignments for individual recurring tasks Establishing Recurring Tasks

  39. Assign Resources to a Recurring Task (cont.) • When establishing a recurring task, keep in mind • Always use the Assign Resources dialog box. If you enter names in the Resource Name field of the summary task, the resources will only be assigned to the summary task. • Project will alert you if an occurrence of a recurring task will take place during nonworking time. You can choose to skip or reschedule the task. Establishing Recurring Tasks

  40. Establishing Recurring Tasks When establishing a recurring task, keep in mind • If you schedule a recurring task to end on a specific date, Project will suggest the current project end date. If you select the project end date, you will need to manually change it later if the project end date changes. Assign Resources to a Recurring Task (cont.)

  41. Apply a Start No Earlier Than Constraint to a Task Click Tasks on the Project Guide Select the Set deadlines and constrain tasks link Select the desired task Click the Scroll to Task button Applying Task Constraints

  42. Applying Task Constraints Apply a Start No Earlier Than Constraint to a Task (cont.) Select Start No Earlier Than from the drop-down box in the Deadlines and Constraints pane Key or select the desired date Click the Done link in the Deadlines and Constraints pane

  43. Apply a Start No Earlier Than Constraint to a Task (cont.) Constraint icon Highlighted cells show the effect of the SNET constraint Constraint drop-down box Constraint date box Done link Applying Task Constraints

  44. Apply a Start No Earlier Than Constraint to a Task (cont.) • A constraint is a restriction that controls the start or finish date of a task Applying Task Constraints

  45. Applying Task Constraints Apply a Start No Earlier Than Constraint to a Task (cont.) • There are three categories of constraints • Flexible constraint — Gives Project the flexibility to change start and finish dates of a task • Inflexible constraint — Forces a task to begin or end on a certain date • Semi-flexible constraint — Gives Project the flexibility to change start and finish dates within a date boundary

  46. Apply a Start No Earlier Than Constraint to a Task (cont.) • There are eight types of task constraints within the three categories of constraints Applying Task Constraints

  47. Applying Task Constraints Apply a Start No Earlier Than Constraint to a Task (cont.) • There are eight types of task constraints within the three categories of constraints

  48. Applying Task Constraints Apply a Start No Earlier Than Constraint to a Task (cont.) • There are eight types of task constraints within the three categories of constraints

  49. Apply a Start No Earlier Than Constraint to a Task (cont.) • If you apply inflexible or semi-flexible constraints to tasks in addition to task links, you might create negative slack • Negative slack — Amount of time that tasks overlap due to a conflict between task relationships and constraints • Some constraint behaviors change if you must schedule a project from a finish rather than a start date Applying Task Constraints

  50. Apply a Start No Earlier Than Constraint to a Task (cont.) • A new feature in Project 2007 is Task Drivers Task Drivers button The Task Drivers pane shows the factors that drive a task’s start times and help you backtrack to analyze constraints Task Drivers pane activated for task 50 Applying Task Constraints

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