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Memo No (972)

Introducing Microsoft Project 2007

by

Dr. Abdalla ElDaoushy

Feb, 2009
Oct, 2010

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Contents
Page

Exploring Microsoft Project Environment . . . 5


 MS Project 2007 Screen . . . . . . 5
 Standard Toolbar . . . . . . . 5
 Formatting Toolbar . . . . . . . 7
 View Bar . . . . . . . . 8

Creating a New Project . . . . . . 8


 Create New Blank Project . . . . . . 8
 Create a New Project based on a Template . . . . 8
 Setting Up a Project Calendar . . . . . . 12
o Create a New Calendar . . . . . 13
o Set Up a Working Time Exception . . . . 15
o Global Calendar . . . . . . 18
 Create MileStone Tasks . . . . . . 21
 Change the Date Format . . . . . . 21
 Setting Schedule Options . . . . . . 21
 Saving Project Files . . . . . . . 22
 Saving Files as Templates . . . . . . 22
 Protecting Files . . . . . . . 23
 Entering Tasks . . . . . . . 24
 Creating Summary Tasks . . . . . . 25
 Displaying and Hiding Tasks . . . . . . 26
 Project Summary Task . . . . . . 26
 Using Recurring Tasks . . . . . . 27
 Recurring Tasks: Application . . . . . . 36
 Task Notes . . . . . . . . 41

Manipulating Tasks & Constraints . . . . 42


 Using Deadline Dates . . . . . . . 43
 Adding Constraints . . . . . . . 45
 Editing Tasks . . . . . . . . 47
 Deleting Tasks . . . . . . . 47
 Moving Tasks . . . . . . . . 47

Tasks Relationships (Dependences) . . . . 49

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Page

Resources . . . . . . . . . 52
 What are Resources . . . . . . . 52
 Creating Resource List (Example) . . . . . 52
 Working Time for Resources . . . . . . 53
 Rates for Resources . . . . . . . 55
 Resource Notes . . . . . . . 56
 Assigning Resources (Example) . . . . . 57

View Information . . . . . . . 62
 Gantt Chart View . . . . . . . 63
 Calendar View . . . . . . . 64
 Task Usage View . . . . . . . 66
 Resource Graph View . . . . . . . 69
 Resource Sheet View . . . . . . . 70
 Resource Usage View . . . . . . . 71

Quick Viewing & Printing Reports . . . . 72


 Using “Print Preview”. . . . . . . 72

Reports . . . . . . . . . 73
 Overview Reports . . . . . . . 74
 Current Activity Reports . . . . . . 75
 Costs Reports . . . . . . . . 76
 Workload Reports . . . . . . . 77
 Assignment Reports . . . . . . . 77
 Visual Reports . . . . . . . . 78

Case Studies . . . . . . . . 80
 Case Study No 1 . . . . . . . 81
o Basic Data . . . . . . . 81
o Resources: Standard Rate & Overtime Rate . . . 82
o Working Steps . . . . . . . 83

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Page

 Case Study No 2 (Arabic) . . . . . 101


o Background . . . . . . . 101
o Working Steps . . . . . . . 103
1. Create New Project . . . . . 103
2. Change the Start Date & Current Date of the Project . 103
3. Create a New Calendar . . . . . 104
4. Assign the New Calendar to the Project . . . 105
5. Make New Calendar as a “Global Calendar” . . 105
6. Enter Tasks, Durations & Relationships . . . 105
7. Coding & Organization . . . . . 110
8. Record the Resources in the “Resource Sheet” . . 117
9. Assign different Resources to different Tasks . . 120
10. Project’s Resources . . . . . 124
11. Design and Display the different Reports . . . 131

 Case Study No 2 (English) . . . . . 132

Tracking (Follow Up) . . . . . . 192

 Understanding Tracking . . . . . . 192


 Updating Form . . . . . . . 192

 Tracking Process . . . . . . . 1197


1. Setting BaseLine . . . . . . 198
2. Tracking Progress . . . . . . 201
3. Status Date . . . . . . . 205
4. Reviewing Progress & Progress Line . . . . 205
5. Reschedule Uncompleted Work (F9 in P3e) . . . 208
6. Reviewing Progress . . . . . . 209
7. Group . . . . . . . . 209
8. Filter . . . . . . . . 211
9. View . . . . . . . . 214
10. Reporting on Project’s Progress . . . . 215

Coordinating Multiple Projects & Sharing Resources Among


Projects . . . . . . . . . 216
References . . . . . . . . 222

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Exploring Microsoft Project Environment

MS Project 2007 Screen:

Standard Toolbar: Includes the following icons:


 New
 Open
 Save
 Print
 Print Preview
 Spelling
 Cut
 Copy
 Paste
 Format Painter
 Undo & Redo
 Hyperlink
 Link Tasks

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 Unlink Tasks
 Split Task
 Task Information
 Task Notes
 Task Drivers
 Assign Resources
 Publish All Information
 Group by
 Zoom IN
 Zoom Out
 Go to Selected Task
 Copy Picture
 Microsoft Project Help

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Formatting Toolbar: (View/Toolbars…/Formatting)


 Outdent
 Indent
 Show Subtasks
 Hide Subtasks
 Hide Assignments
 Font
 Bold
 Italic
 Underline
 Align Left
 Center
 Align Right
 Filter
 ...

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View Bar: (View/View Bar)

Creating a New Project:


 Create New Blank Project:

o Click on the “New” icon.

 Create a New Project based on a Template:

o Click “File/New”, the New Project Task Pane displays


towards the left edge of the window:

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o To use a Template that is already installed on the computer’s


hard disk, click on the “On Computer…‖ link, the
“Templates” window appears:

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o Click on the “Project Templates” tab, a range of templates


appears:

o Select and double-click the desired Template and continue


modifying and adding activities as we will explain later on.

 Inputting Start & Finish Dates:


o Click “Project/Project Information…”, the “Project
Information” window appears:

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o Use the drop-down calendar in the “Start date:” to select the


Start date of the Project (for example 1/1/2010).

o Use the drop-down calendar in the “Current date:” to change


the date to (for example) 1/1/2010. It is better to use the same
Date as for the Start Date to display the dates in which the
Project fall.

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 Setting Up a Project Calendar:


o Click “Project/Project Information…”

o Confirm that “Standard‖ is selected from the Calendar drop-


down menu in the “Project Information” dialog box:

Hint:

o Be sure that “Project Start Date” is selected from the


“Schedule from:” drop-down menu (“Project Start Date‖ is
the default).

o Try to check for Project Start Date & Project Finish Date
using 3 Tasks with duration=1d for each Task and make them
of sequential relationship…..

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 To Create a New Calendar:


o Click “Tools/Change Working Time”

o Click on the “Create New Calendar…” button, the “Create


New Base Calendar” dialog box appears:

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o Enter a name (for example My Calendar) for the new calendar


in the “Name” field.

o Press OK.

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 To Set Up a Working Time Exception:


1. Use “Exception” & “Work Weeks” tabs to determine
the holidays (from “Exception” tab) & exceptions for
default holidays to become working days (from “Work
Weeks” tab).
2. In the “Name” column on the “Exception” tab, type a
name that helps you remembers the purpose of the
exception (holidays/non-default workdays).

3. In the “Start” column, select the date on which the


exception starts.

4. In the “Finish” column, select the date on which the


exception ends. Project sets every day between the
starting and ending dates as an exception on the calendar,
and the “Details” button and the “Delete” button become
available.

5. Click the ―Details‖ button. Project displays the details


dialog box. Use this dialog box to define the working
time exception.

6. In the top section of the dialog box, click the “Working


Times” option button and then set the working times.

7. To repeat this working time pattern every Wednesday for


example, click “Weekly” in the “Recurrence pattern”
section and check the “Wednesday” check box.

8. In the “Range of recurrence” section, Project set the


starting and ending dates for the working time exception
using the dates you supplied in steps 2 and 3. You can
change these dates if you want.

9. Click OK. When Project redisplays the “Change


Working Time” dialog box, every “Wednesday”
between the beginning and ending dates you specified
appears as an exception on the calendar.

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 To Create a New Calendar Example:


 Create a new calendar called ―Egypt Calendar‖ with the
following specification:

o It will be a Global Calendar.

o Weekly working days will be from SUN to THU.

o It has the following Holidays:

 7 January --- (repeated)


 1 May --- (repeated)
 23 July --- (repeated)
 6 October --- (repeated)

(Use “Details” tab after assigning in the “Exceptions”)

Now,

1. Create a new Project.

2. Click “Tools/ Change Working Time…/Create New Calendar…”,


the “Create New Base Calendar” window appears.

3. Enter the Calendar Name: Egypt Calendar

4. Choose the option: Create New Base Calendar.

5. Press OK, the “Change Working Time” window appears.

6. Click “Options…‖ tab.

7. Choose “Week starts on: Sunday & Press OK

8. Choose “Work Weeks” tab & Press “Details…” button, the “Details
for [Default]” window appears.

a. Adjust the working & nonworking days in this window.

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9. Choose “Exceptions” tab.

a. Highlight 7 of January

b. Write in the Exception Name: “7 January‖ and click in the


“Start” column, the highlighted day becomes a nonworking-
day with nonworking-color.

c. Press “Details…” button, the [Details for ―7 January‖]


window appears.

d. To make this day repeated holiday for 10 years as an example;


in the “Recurrence pattern‖ section, choose “Yearly”.

e. Choose “End after” radio-button and write 10 occurrences.

10.Repeat for “1 May”, “23 July”, & “6 October”.

11.The “Egypt Calendar” looks like this:

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12.To make this Calendar a “Global” Calendar:

a. Choose “Tools/ Organizer…”, the “Organizer” window


appears.

b. Click the “Calendar” tab, the window will looks like this:

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c. Highlight “Egypt Calendar” and press ―<<Copy”, the window


will looks like the following window which means that the
“Egypt Calendar” become Global and will be available for
any project the same way as the “Standard Calendar”.

Hint: This is the place where you can delete any Calendar except the “Standard”
one . . .

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 Applying (Assigning) the new calendar called


―Egypt Calendar‖ to the Project:
o Click “Project/Project Information…”

o Click on the “Calendar” down arrow.

o Click on “Egypt Calendar” to select it.

o Click OK.

 To Change the Date Format:

o Click “Tools/Options/View/Date Format”…..

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 To Create Milestones Tasks:


o Milestones Tasks are tasks that usually have zero duration.

o The symbol for a milestone on the “Gantt Chart‖ view is a


diamond shape.

o A Task does not have to have zero duration to be a milestone;


you can mark any task as a milestone. On the “Advanced” tab
of the “Task Information” dialog box, place a check mark in
the “Mark Task As Milestone” check box. In this case, the
task duration does not change to zero. However, the element
that represents the task in the “Gantt Chart‖ changes from a
bar, reflecting the task’s duration, to a milestone diamond
symbol, representing the task as a moment in time.

Hint:

Check with 3 Sequential Activities: A (10 days & milestone),


B (8 days), and C (2days) and see the result….

 Setting Schedule Options:

o “Tools/Options/Schedule”

 Show assignment units as a : Decimal (for example),

 Duration is entered in: days (for example),

 Work is entered in: days (for example),

 Default Task Type: Fixed Duration.

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 Saving Project Files:

o “File/Save”

o Note:

By default, Project saves files in Project 2007 format with the


extension .mpp. To save a file in a different format, such as a
Microsoft Access database (.mdb) or a Project 2000 - 2003 file
(also .mpp), you can select that format in the “Save As” type
drop-down list. After you enter a name for your file and
designate its location and type, click Save to save the file.

 Saving Files as Templates:


o One format in the “Save As type” drop-down list is Template
as shown:

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 Protecting Files:
o “File/Save As‖ & ―Tools button / General Options…” as
shown:

o Assigning a password in the “Protection password” box safeguards the file from
being opened. Only someone with the assigned password can open the file that is
protected in this way.
o If you assign a “Write reservation password”, anyone can open the file without
a password, but as a read-only file (i.e., no one else can make changes to the file).
o If you check the “Read-only recommended” option, Project displays a message
recommending that anyone opening the file not make changes to it. However, this
choice does not prevent someone from making changes.
Hint: Both the “Protection password” and “Write reservation password” are case
sensitive.

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 Entering Tasks [1]:


o Create a new Project called “New Product Brochure_1”

o Enter Tasks as shown:

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 Creating Summary Tasks (Work Breakdown


Structure - WBS):

o Highlight row 1 and press “Ins” on the Keyboard; then type


“Write Brochure”.

o Highlight rows 2, 3, 4, and 5 and press “Indent” button as


shown.

o Repeat for the rest of activities as shown:

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 Displaying and Hiding Tasks


(expanding or collapsing the Summary Tasks):
o The outline structure enables you to view your project at
different levels of detail by expanding or collapsing the
summary tasks.

 Project Summary Task:


o “Tools/Options/View tab”

o Check “Show Project Summary Task”

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 Using Recurring Tasks:


 Projects often have tasks that occur on a regular basis.

 For example, the following tasks:

o Weekly Staff Meetings.


o Quarterly Reports,
o Monthly Budget Reviews

may occur 20 or so weekly over the life of a 5-month project.

 Use the Project’s Feature that enables you to create the meeting
task, for example. Just once and assign a frequency and timing to
it

 Follow these steps to Create a Recurring Task:

1. Because Project inserts tasks above the selected task, select the
task that you want to appear below the Recurring Task and
choose “Insert/Recurring Task” to open the “Recurring Task
Information” dialog box, as shown:

4.8
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2. Type the recurring task name in the “Task Name” field.

3. Set the task duration in the “Duration‖ field. For example, does
the meeting run for two hours, or does a report take a day to write?

4. Set the occurrence of the task by selecting one of the “Recurrence


Pattern” option buttons:

 Daily, Weekly, Monthly, or Yearly.

5. Select the appropriate settings for the recurrence frequency.

 For a Weekly setting, place a check mark next to the day(s)


of the week on which you want the task to occur. For
example, the task may occur every Tuesday.

 For the Monthly or Yearly setting, select the day of the


month on which you want the task to occur. For example,
the task occurs on Day 12 of every month.

 For a Daily Task, you have only one choice: whether you
want it to occur every day or only on scheduled workdays.
For example, to schedule a computer backup for every
day of the week—regardless of whether anyone is at
work—you can have the Task occur every day. (Ask your
IT department how to automate the process so that it occurs
even when nobody is at work.)

6. Set the “Range of recurrence”, the period during which the task
should recur by entering “Start‖ and “End after” or “End by‖
dates. If you need to repeat a test weekly for only one month of
your ten-month project, you can set “Start” and “End after” or
“End by” dates that designate a month of time.

If you set the “End after” number of “occurrences”, Project


calculates the date range that is required to complete that many
occurrences of the recurring task and automatically displays the
ending date in the “End by” box. This method can be useful if one
of these events falls on a holiday:

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 If one of the occurrences falls on a holiday, Project


displays a box that allows you to skip the occurrence or
to schedule it on the next working day. For a weekly staff
meeting, you can skip that meeting or schedule it on a
different day.

Example:

o Consider the following 3 sequential Tasks A, B, and C:

o Insert a Recurrence Task “Rec Task” to be occurred 10 times on


“Sunday – a nonworking-day” as shown:

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o When you press OK, the following “Alert” displays as follows:

o If you choose “Yes”, the Recurrence Task will be shifted to the


working days as shown:

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 Again, if you must repeat a test 16 times during the


project cycle, you can schedule the test to occur on the
next working day to compensate for the holiday.
Therefore, set the number of occurrences rather than the
time range. Click OK to create the Task. Project creates the
appropriate number of Tasks and displays them as subtasks
under a Summary Task with the name that you supplied in
Step 2. Task Bars appear for each occurrence of the
Recurring ask in the “Gantt Chart”.

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Returning back to our example called ―New Product


Brochure_1‖:

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 Select row 10 and click “Insert/Recurring Task”, the “Recurring


Task Information” dialog box appears:

 Enter “Team Meeting” in the “Task Name” box.

 Enter 1h in the “Duration” box.

 Select the “Daily” button in the “Recurrence pattern” area.

 Select the “Workdays” button.

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 In the “Range of recurrence” section, select the “End after” button


and write 3.

 Click OK button to return back to the “Gantt Chart” view. Your


screen will now look like this:

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 Click on the “Outdent” button on the “Formatting” toolbar.

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 Expand the “Team Meeting” task by clicking on the “+” symbol.

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Recurring Tasks: Application…..

 Suppose we would like to construct a Training Programs Plan for


the Year 2010.

 We have limited Training Classes & many Training Programs.

 We used to use a Class for two courses. Each course used to be held
for 3 days a week. For example, a class can be used for Windows
Training Program to be held on SUN, TUE, and THU for two
weeks & Word Training Program will be held at the same Class for
SAT, MON, and WED for two weeks also.

 After finishing of any of these Training Programs, another Training


Programs like Excel & Access will be held.

 In summary:

Class 1:

Course Days Working Days


Title

1 Windows 6 SUN TUE


THU . . . . . .
2 Word 6 SAT MON WED . . . . . .
3 Excel 9 SUN TUE THU After
Windows.
4 Access 12 SAT MON WED After Word

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 We have to do the following:

 Create a new Calendar ―Training Programs Calendar‖:


6 Days/Week & Week Start on: SAT

 Project Name: Class 1 Schedule

 Assign Calendar to Project

 Create the following Recurrence Tasks according to the above


information:

1. ―Windows Program‖ Task

2. ―Word Program‖ Task

3. "Excel Program‖ Task (Starts after ―Windows Program‖)

4. ―Access Program‖ Task (Starts after ―Word Program‖)

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Hint: Instead of writing the start date above, you can set the “Predecessor|
for the “Excel Program 1” task (which is the “Windows Program 6”
task. Repeat for the rest of Tasks…
Anyhow, this is not practical procedure….

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Hint: Instead of writing the start date above, you can set the “Predecessor|
for the “Access Program 1” task (which is the “Windows Program
6” task. Repeat for the rest of Tasks…
Anyhow, this is not practical procedure….

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Task Notes:

Notes can be attached to a Task to quickly display information relating to


that Task.

 Double-click on the “Print Brochure” Task; the “Task


Information” window appears.

 Select the “Notes” tab.

 Type “Remember to ask Kate for recommended Printers”

 Click OK.

 Notice the symbol in the “Indicator” column.

Hint:
o You can display the Task Notes either in the Gantt Table
and/or Gantt Chart. To display Task Note in the Gantt Chart
Area, do the following:

 Double-click on the Task Bar, the following window


appears:

 Click the “Bar Text” tab and continue……

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Manipulating Tasks & Constraints:

 A Constraint is a restriction placed upon a task which limits the


Start or Finish Dates of that task.

 By default, the “As Soon as Possible” constraint is applied to every


task.

 The following represents a list of all of the Constraint Types:

o “As Soon As Possible”: Schedules the task to start as soon as


the beginning of the Project.

o “As Late As Possible”: Schedules the task to end no later than


the end of the Project.

o “Finish No Earlier Than‖ or ―Finish No Later Than”:


Schedules the task to end no later or sooner than a specific
date.

o “Must Finish On‖ or ―Must Start On”: Schedules the task to


finish on or start on a specific date.

o “Start No Earlier Than‖ or ―Start No Later Than”:


Schedules the task to start no earlier than or later than a specific
date.

Hint: Constraints come from ―Task Information/Advanced tab‖

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 Using Deadline Dates:


o You also can establish a deadline date for a task. The deadline date
differs from a constraint in that Project doesn’t use the deadline
date when calculating a project’s schedule. Instead, the deadline
date behaves as a visual cue (sign) to notify you with a deadline
dates. If you place your mouse over the deadline indicator, Project
displays the deadline information. If the task finishes after the
deadline date, you also see a symbol in the Indicators column. Be
aware that you won’t see an indicator if you complete the task prior to
the deadline date.

 Deadline Field:

Description: The Deadline field shows the date you enter as a


deadline for the task. A deadline is a target date indicating
when you want a task to be completed. If the deadline date
passes and the task is not completed, Microsoft Office Project
displays an indicator. A deadline is also shown as an arrow in
the “Gantt Chart” view.

Best Uses: Apply a deadline to a task when you want to track a


deadline for a specific task but don't want to lock your schedule
by setting an inflexible constraint such as “Must Finish On” or
“Finish No Later Than”. Such constraints affect scheduling
while the Deadline field simply causes an indicator to show if a
task has not been completed by its deadline. Add the Deadline
field to a task sheet when you want to enter, view, or change
the deadlines of tasks in your project. You can also use the
Deadline field for sorting, filtering, and grouping by deadline
date.

Hint: A Deadline Date comes from ―Task Information/Advanced tab‖

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Example:
Certain tasks in your project should finish by specific target
dates. However, you don't want these dates to actually affect
how Project schedules the tasks; you just want to be alerted if
the Tasks are not completed by these dates. Add the Deadline
field to the Entry Table of the “Gantt Chart” view (Right-
click/Insert Column…/Deadline), and set the deadline dates
for these Tasks.

Remarks:

You can also enter a Task Deadline in the “Task Information”


dialog box. Click “Task Information” and then click the
“Advanced” tab. Click the date in the “Deadline” box.

If you do want Project to schedule Tasks according to a


specific finish date, apply either a Finish No Later Than,
Finish No Earlier Than, or Must Finish On constraint. You
can set Task Constraints on the “Advanced” tab of the “Task
Information” dialog box.

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Adding Constraints:

 Double-click the “Print Brochure” Task; the “Task Information”


dialog box appears.

 Click “Advanced” tab.

 Select “Start No Earlier Than” from the “Constraint type” drop-


down menu.

 Type 7/1/2010 in the “Constraint date” field

 Click OK. Notice how the “Print Brochure” tasks have been moved
in the “Gantt Chart” view.

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Editing Tasks:
 Tasks can be edited through their “Task Information” dialog box

 Double-click the “Teem Meeting 1” task to open its “Task


Information” dialog box.

 Change the “Duration” to 2h.

 Click OK.

Deleting Tasks:
 Highlight the Task(s) in the “Gantt Chart” view and Press the “Del”
key.

 Undo the deletion by clicking on the “Undo” button in the “Toolbar”.

Moving Tasks:
 Move the mouse-pointer over the “ID” number of the Task until the
mouse-pointer changes to the shape of a “Move Cursor”.

 Click and hold the mouse button. Drag the mouse-pointer until the
“horizontal grey stripe” is above the row where the moved Task will
be.

 Hint: Notice that the Tasks IDs will be changed so that they appear in
ascending order.

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Tasks Relationships (Dependences):

 There are two types of Tasks in a Relationship.

o A Predecessor Task must occur before another Task.

o A Successor Task must occur after another Task.

Finish-to-Start (FS) Relationships:

 It is the most common type of relationship. The start of one Task


begins as soon as its Predecessor Task finishes. The Successor Task
can not start until the Predecessor Task finishes.

Start-to-Start (SS) Relationships:

 In the SS relationship, the Successor Task can not start until the
Predecessor Task starts. The Tasks can happen simultaneously, but
the Predecessor Task needs to have started in order for the Successor
Task to start.

Start-to-Finish (SF) Relationships:

 In a SF relationship, the Successor Task is completed after its


Predecessor Task starts. In other words, the Successor Task can not
finish until the Predecessor Task starts. The SF relationship is rarely
used.

Finish-to-Finish (FF) Relationships:

 In the FF relationship, the Successor Task can not finish until the
Predecessor Task finishes. For example; you finish installing
computers at the same time that you finish moving employees into the
building so that the employees can begin using the computers right
away.

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Hint:

You can create Tasks Relationships from:

o “Task Information/Predecessor tab”,

o “Window/Split”, or

o Adding Predecessor/Successor column in the “Gant Chart”

Now, it is the time to create the Tasks Relationship in our example “New
Product Brochure” using the following information:

Task Predecessor Type

Research New Product ---


Create an Outline Research New Product
Write a Rough Draft Create an Outline
Edit Rough Draft Write a Rough Draft
Prepare through Desktop Edit Rough Draft
Get Quotes from Printer Prepare through Desktop
Get Printed Get Quotes from Printer
Create Mailing List Get Printed SS
Do Mass Mail Out Create Mailing List

Hint: To Display the Critical Path in the Gantt-Chart:

o Right-click in the Gantt-Chart Area.


o Click “Gantt Chart Wizard…”
o Click “Next”.
o Choose the Radio-button of “Critical Path”.
o Continue….

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Resources

What are Resources:

 Resources are People, Equipments, and Materials (Supplies) used


to accomplish tasks and goals of the project.

Creating Resource List (Example):

 Click “View/Resource Sheet”.

 Click in the 1st row of the “Resource Name” column. Type “Jane
Doe” and press “Return”.

 Repeat for “Katie Aiko” & “Postage”.

 For the Resource “Postage”, select “Material” from the drop-down-


list in the “Type” column.

 Enter “Stamps” as a “unit of measurement” in the “Material Label”


column.

 Click “Save” in the “Toolbar” to save your work.

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Working Time for Resources:


 The “Base Calendar” which you choose for a Resource determines
its availability.

 You can customize a Resource’s Calendar if necessary (i.e.,


blocking off vacation time for specific Resource).

 Double-click on “Jane Doe” in the “Resource Name” column. This


will open the “Resource Information” dialog box. If necessary, click
on the “General” tab.

 Click on the ―Change Working Time…‖ button, the ―Change


Working Time‖ window appears:

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 In the above screen, you can change the “Base calendar” and you can
customize the Calendar from the “Exception” & Work Weeks” tabs.

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Rates for Resources:


 It is important to enter Rates for a Resource, as this allows MS-
Project to calculate the Overall Cost of a Project.

 The Resource’s Cost and Availability may increase or decrease


during the life of the Project, and you need to be able to reflect these
changes. MS-Project allows entering up to 125 different Cost Rates
for a Resource and specifying the date at which the new Rates
takes effect.

 For Resource Availabilities & Costs, double-click on the “Resource


Name” to display the “Resource Information” window. Use the
“General” & “Costs” tabs for these purposes….

 In the “Resource Sheet” view, enter the following Rates Information


for the different Resources as shown:

Resource Notes:
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 You use Resource Notes in much the same way as Task Notes.

 For example, double-click the “Jane Doe” Resource which will


display the “Resource Information” dialog box. Select the “Notes”
tab.

 Type “Send reminder regarding Team Meeting” in the “Notes”


Area:

 Click OK button to save and attach the Note to the Resource.

 Notice the “note symbol” in the “Indicator” column of the


“Resource Sheet” view. Move your mouse cursor over it to display
the Note.

Assigning Resources (Example):


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 Open the “Gantt Chart” view.

 Double-click on the “Team Meeting 1” Task; the “Task


Information” dialog box appears. Click on the “Resources” tab:

 In “Resource Name” column, select “Jane Doe” & “Kati Aiko”


Resources for this Task as shown:

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 Click OK button to close the dialog box.

 Now, assign the following Tasks to “Jane Doe” using the “Resource
Names” column in the “Gantt Chart”.

o Research New Product


o Create an Outline
o Write a Rough Draft

 Assign the Resource “Katie Aiko” to the following Tasks:

o Edit Rough Draft


o Prepare through Desktop Publishing
o Create Mailing List

 Double-click on the “Do Mass Mail Out” Task to open its “Task
Information” dialog box. Assign Resources & Units as shown:

Hint: “Assignment Owner” is a new feature in MS Project 2007. In this


field, assign the Individual who is responsible for entering actual
work or reporting progress against an assignment (MS Project 2007
Bible, page 510) ! ! !

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 Save your Project.

 The Gantt Chart view will look like this‖

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Views Information:

 You can use most views to enter and edit information,


although some views can only display information.

 All views are made up of 3 basic components:

o Chart or Graph: Information is represented by


pictures.

o Sheet: Information is represented in a table format,


similar to a worksheet.

o Form: Information about a single item is represented as


it might be on a paper form.

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Gantt Chart View: ―View/Gantt Chart‖


 It is useful for entering Task Information and viewing the timing and
relationship between Tasks.

 The “Gantt Chart” view is the default view within MS-Project. It


consists of the Gantt Table & Gantt Chart.

 The Timescale at the top of the “Gantt Chart” is set to show weeks
(in the middle tier) and days (in the bottom tier) as the default.

However, you can adjust it to show any Timescale you wish:

o Double-click on the Timescale. This will display the


―Timescale‖ dialog box:

o You can format any tier on the Timescale.

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o Select Days (for example) instead of Weeks for the middle


tier. A preview of changes is shown in the bottom portion of
the dialog box:

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o The ―Gantt Chart‖ will now look like this:

o You can zoom in or out to view larger or smaller time


increments in the Gantt Chart using the “Zoom In” and
“Zoom Out” buttons in the “Toolbar”.

o You can also use “View/Zoom”. Experiment with using


different levels of Zoom.

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Calendar View:

 The Calendar View is useful for a general overview of what needs to


be done on a specific day. It uses a monthly format to show
scheduled tasks.

 To display the “Calendar View”, just click “Calendar” icon on the


“View Bar” or “View/Calendar”.

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Task Usage View: ―View/Task Usage‖


 This View is useful for showing and organizing Assigned Resources for each Task:

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 By default, the “Task Usage” table is shown in the left pane. To


choose a different table, click on the “Select All” button (at the top-
left-corner of the table).

 Right-click and select the “View” you wish to see.

 Work is shown in the “Details” section in the right pane. To select


different options for the “Details” section, click on the “Select All”
button and right-click. This gives you access to the “Timescale”,
“Zoon”, and “Change Working Time” dialog boxes.

 Right-click on “Work” in the “Details” column of the “Task Usage


Chart‖, and select “Cost”.

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 Notice that now both “Work” & “Cost” are listed in the “Task Usage
Chart”. The Cost is displayed in the table.

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Resource Graph View: “View/Resource Graph”

 Click on the “Resource Graph” icon within the “View Bar”; or click
“View/Resource Graph”:

 Note: If the Resources are not visible, use the scroll bar at the bottom
of the Graph Pane to navigate to the dates in which the Project fall.

 To display the figure above, right-click in the “Resource Graph” and


choose “Work”. By the way, exercise many things there like over-
allocation, Cumulative Work, Cumulative Cost etc…

 Notice how a red color represents Over-Allocations

Hint:

If there is no red color appears in the ―Resource Graph‖


above, make the relationship between ―Research New
Product‖ & ―Create an Outline‖ Tasks as of ―SS‖ Type.

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Resource Sheet (Pool) View:‖View/Resource Sheet‖

 This View is very useful for viewing, entering, and editing Resource
Information. It contains detailed Resource Information in a
Worksheet Format.

 If an over-allocation exists, a warning flag is displayed in the


“Indicator” column. In addition, the Resource appears in red color.

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Resource Usage View: ―View/Resource Usage‖

 This View is useful for seeing each Resource and the Tasks
assigned to that Resource.

 This View can be used for entering and editing Resource


Information, or Assigning Tasks. To assign or reassign a Task,
drag and drop between Resources.

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Quick Viewing & Printing Reports:

 Not all Information is relevant to everyone, so it is important to


be able to present the Appropriate Data to the Right People.

Using “Print Preview”:

 Returning back to our example “New Product Brochure.mpp”.

 Display the “Print Preview” window, the screen will now look
like this:

 Note that “Print Preview” has its own Toolbar; so Use this
Toolbar & “File/Page Setup” to arrange for the desired
obtained report.

 You can “Print Preview” the “Entry Table” only from:

“Report / Reports / Custom… / Task “ & Print Preview

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Reports:

 Click on the “Report/Reports…‖, the “Reports” dialog box


displays:

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Overview Reports:

 Click “Overview…” report and then click “Select” button. You will
see the following “Overview Reports” window:

 There are 5 types of “Overview Reports”:

o Project Summary
o Top-Level Tasks
o Critical Tasks
o Milestones
o Working Days

 Experiment the different types of reports, by choosing


each of the options and clicking on the “Select” button.

 Close the “Reports” dialog box.

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Current Activities Reports:

 There are 6 types of “Current Activity Reports”:

o Unstarted Tasks
o Tasks Starting Soon
o Tasks In Progress
o Completed Tasks
o Should Have Started Tasks
o Slipping Tasks

 Experiment the different types of reports, by choosing


each of the options and clicking on the “Select” button.

 Close the “Reports” dialog box.

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Costs Reports: ―Reports/Reports…/Costs‖

 Click “Reports/Reports…/Costs/Select”, the following “Cost


Reports” window appears:

 Experiment the different types of reports, by choosing each of


the options and clicking on the “Select” button.

 Close the “Reports” dialog box.

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Assignment Reports: ―Reports/Reports…/Assignments…‖

Workload Reports: ―Reports/Reports…/Workload…‖

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Visual Reports: ―Reports/Visual Reports‖

 This allows taking the data from within a MS-Project, formatting that
data, and then exporting that data to a different application as MS
Excel or MS Visio.

 Click “Report/Visual Reports…”, the “Visual Reports” dialog box


appears:

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 Notice that at the top of the dialog box, by default, templates are
shown that involve both ―MS Excel‖ & ―MS Visio‖.

 If you do not have ―MS Visio‖ installed on computer, then you


can remove the tick next to this option, so that only ―MS Excel‖
templates are used.

 Spend a little time experimenting with the Visual Reports feature.

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Case Studies

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Case Study No 1:

Project Name: Case_1


Starting Date: 1/1/2010
Project Calendar: 5 days/Week [SUN]

The Resource ―Trainer‖ is working one Overtime hour every day

Basic Data:
No Task Predecessor Rel. OD Resources Max Material
Type (Day) (Work/ Units Cost
Equipment) (Expenses)
1 Introduction --- --- 1 Trainer 1 $200
Project Manager 1
CAD Operator 1
Facilitator 1
Computers 10
Data Show 1
2 MS Project Introduction FS 1 Trainer 1 $20
CAD Operator 1
Computers 10
Data Show 1
3 Data Entry MS Project FS 1 Trainer 1 $20
CAD Operator 1
Computers 10
Data Show 1
4 Logical MS Project FS 2 Trainer 1
Relations Data Entry SS CAD Operator 1
Computers 10
Data Show 1
5 Constraints Logical FS 1 Trainer 1 $20
Relations
CAD Operator 1
Computers 10
Data Show 1
6 Improvements Constraints FS 1 Trainer 1 $300
Project Manager 1
CAD Operator 1
Facilitator 1
Computers 10
Data Show 1

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Resources: Standard Rate & Overtime Rate:

No Resource Name Resource Max. Std Rate Overtime


Type Units Rate
1 Trainer Work 1 $20/hr $30/hr

2 CAD Operator Work 1 $7/hr $10/hr

3 Project Manager Work 1 $30/hr $45/hr

4 Facilitator Work 1 $4/hr $6/hr

5 Computer Equipment 10 $2/hr ---


)Work(
6 Data Show Equipment 1 $4/hr ---
)Work(
7 Expenses Cost ---- ---- ---

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Working Steps:

1. Create a New Project called “Case_1”

2. Change the Start Date & Current Date of the Project to “1/1/2010”.

a. “Project/Project Information”

b. Start date: 1/1/2010

c. Current date: 1/1/2010

3. Create a New Calendar: “Case_1 Cal”.

a. “Tools/Change Working Time”

b. “Create New Calendar…”

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c. Name: Case_1 Cal

d. Press “Options”

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e. Week Starts on: Sunday

f. Press OK

g. Press “Work Weeks” tab on the “Change Working Time”


window, the “Details…” button becomes active.

h. Press “Details…” button.


i. Change the “Sunday” to Working day
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j. Change “Friday” to Non-working day

k. Press OK.

4. Assign “Case_1 Cal‖ to ―Case_1” Project.

a. “Project/Project Information”

b. Calendar: Case_1 Cal.

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5. Enter Tasks, Durations & Relationships.

See Task Types Later

a. Sometimes, the Calendar in the “Bar-Chart” area does not


coincide with the Project Calendar especially for the non-
working days.

b. To resolve this problem, click in the “Bar-Chart‖ area and


right-click to choose “Nonworking Time…”

c. Choose “Case_1 Cal” for “Calendar:” field, then the Gantt-


Chart will look like the one above.

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6. Record the Resources in the “Resource Sheet”.

a. “View/Resource Sheet”

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7. Resource Assignment --- Assign different Resources to


different Tasks:

a. Before Assigning Resources, It will be useful to change the


Task Types to “Fixed Duration” Tasks & Change the “Effort
Driven” to “No”.

b. To facilitate this process, insert two columns as shown to make


the necessary changes.

c. Now, assign the Resources.

i. Highlight the 1st activity and click the “Assign


Resources” icon on the ―Tool Bar‖ shown in the
window above, the “Assign Resources” window
appears:

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ii. Choose the different resources to the specified task (1st


Task in our case) as shown:

Hint:

“R/D” above means Request/Demand. This field is optional. If you


are using Project Server and you intend to use the Resource
Substitution Wizard:
o Enter an R (for Request) to indicate that any Resource with the
required Skills can work on the Task, or
o Enter a D (for Demand) to indicate that the selected Resource is
specifically required to work on the Task. [MS Office Project
2007, Bible –Elaine Marmel]

iii. Repeat with the other Tasks.

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8. To check Resource Allocation (Distribution), Click ―Resource


Sheet‖:

9. Notice the Resource with red color. This means that there is an over-
allocation for this Resource.

10. Resolve Resource Over-Allocation:

a. First, notice the End Completion Date of the Project which is


11 Jan 2010 and also notice that the Duration of the Project as
a whole (Actual Working Days for the Project as a whole)is 6
Days as shown:

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b. Now, click “Tools/ Level Resources”, the “Resource


Leveling” window appears:

c. Press “Level Now”. the result will be shown as follows:

Notice that the Project Finish Completion Date becomes 12 Jan 2010 and
the Project Duration becomes 7 Days.

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d. Return back to the “Resource Sheet” and notice that there is


no Resources with over-allocation as shown:

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11. Using Overtime:

 Overtime work does not represent additional work on a Task;


instead, it represents the amount of time that is spent on a
Task outside regular hours.

 To Enter Overtime:

1. Display the “Gantt Chart” View (“View/Gantt Chart”)

2. Choose “Window/Split” to reveal the “Task Form” in the bottom


pane.

3. Click the “Task Form” to make it the active pane.

4. Choose “Format/Details/Resource Work”. Project adds the “Ovt.


Work” column to the “Task Form”:

5. Move to the top pane, and select the task to which you want to
assign overtime.

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6. Move to the bottom pane and fill in the “Overtime Work” for the
appropriate Resource.

7. Click OK, Project adjusts the schedule.

8. You can adjust the “top pane” of the “Gant Chart” so that you
can display the “Overtime Work” & “Overtime Cost” columns
as shown:

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12. Design and Display the different Reports

 Overview / Project Summary

 Costs / Cash Flow

 Assignment / Who Does What

 Assignment / Who Does What When

 Assignment / Overallocated Resources

 Workload / Task Usage:

o This Report displays Tasks and Resources that are


assigned to each Task.

o It also displays the Amount of Work that is assigned


to each Resource in daily/weekly time interval.

o See this Report on the next page…

 Workload / Resource Usage (Who is doing What and When):

o This Report shows the Amount of Work that is


assigned to each Resource for each Task in a
daily/weekly time increments, but this Report focus
your attention on the Resource

o See this Report on the page after the next page…

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Task Usage Report:

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Resource Usage Report:

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Case Study No 2 (Arabic):

Background:

1. You have been assigned the responsibility for scheduling and


monitoring the progress of Building the 2nd Floor of a Villa.

2. Major Engineering Design tasks have been completed.

3. The Project consists of 28 major Activities (Tasks). The


following list of Project Activities includes the basic
information which you need to schedule and track the principle
Activities in the Project.

4. While you are in charge of the scheduling and implementation


of the overall Project, you will receive monthly reports of
Project Implementation Progress from the Construction Site
Supervisors.

5. On the basis of monthly reports from the Project Site, you will
monitor the progress of Project Execution.

6. In carrying out your assignment, you are aware that the


OWNER is anxious to open the Project as early as possible.

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This Case Study will cover the following points:

1. Project Calendar(s),

2. Work Breakdown Structure (WBS) with Responsible


Managers Assignment.

3. Entering Project Activities with their Duration and


Relationships.

4. Scheduling & Assigning Constraints.

5. Establishing Project & Activity Codes which may determine


Responsibilities and Type of Work.

6. Establishing Roles & Resources Dictionaries and Assign


them to Activities as needed to execute the Project which may
be Labor, nonlabor (Equipment) [Work], Material, and
Money (Expenses - Cost/Use).

7. Analyze Project Resources, Optimize the Project Plan,


Baselining the Project Plan, Execute, and Control (Update).

8. Producing different set of Reports, for example:

 Tabular Schedules,

 Bar Charts,

 Time-Scaled Logic Diagrams,

 Project Network Diagrams,

 Resource and Cost Reports:

o Project Labor, Nonlabor (Equipment), Material,


and Expenses Costs,

o Project Cash-Flow, etc….

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Now,

Project Name: Case_2

Project Start Date: 1 Jan 2010

Project Current Date: 1 Jan 2010

Project Calendar: Case_2 Cal

 Holidays:

o 7 January (repeated) for repeated holiday, double-


o 1 May (repeated) click in the ―Start‖ date of the
o 23 July (repeated) ―Exception‖ tab and continue…
o 6 October (repeated)

Working Steps:

1. Create New Project called ―Case_2.1‖

2. Change the Start Date & Current Date of the Project to


―1/1/2010‖.

b. “Project/Project Information”

c. Start date: 1/1/2010

d. Current date: 1/1/2010

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3. Create a New Calendar: ―Cae_2 Cal‖.

a. “Tools/Change Working Time”

b. “Create New Calendar…”

i. Name: Case_2 Cal

ii. Press “Options”

iii. Week Starts on: Sunday

iv. Press OK

v. Press “Workweek” tab on the “Change Working Time”


window.

vi. Change the “Sunday” to working day

vii. Change Friday to Non-working Day

viii. Press OK.

ix. Create the Calendar Holidays as mentioned above.

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4. Assign ―Case_2 Cal‖ to ―Case_2.1‖ Project.

a. “Project/Project Information”

b. Calendar: Case_2 Cal.

c. Press OK.

5. Make ―Case_2 Cal‖ as a ―Global Calendar‖.

6. Enter Tasks, Durations & Relationships.

a. Look at the Gantt-Chart Area and notice the non-working days


which contradicts the Project Calendar named “Case_2 Cal”.
b. To resolve this problem, click in the Bar-Chart Area and right-
click to choose “Nonworking Time…‖
c. Choose “Case_2 Cal” for “Calendar:” field.

d. Enter the Project Tasks & Relationships:

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7. Coding & Organization:

a. Create two Fields from “Custom Fields” named


“Responsibility” & “Type of Work” to represent just Codes
for the Project Activities.

b. This can be done by creating “Custom Fields” as follows:

c. Click “Tools/Customize/Fields…”, the “Custom Fields”


window appears:

d. Write the field name “Responsibility” as Text1

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e. Press “Lookup…‖ button to enter the different values for the


custom field as shown:

f. In the “Gantt Chart” view, insert a new column and choose


“Responsibility‖ Custom Field.

g. Fill in and assign the Responsible for each Task in the Project.

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h. Now, you can organize by “Responsibility” as follows:

i. Click “Project / Group by / Customize Group By…”,


the following “Customize Group By” Window appears:

ii. Choose the Custom Field “Responsibility‖ as shown


above.

iii. Press OK, the following Layout appears:

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iv. Repeat with the Custom Field “Type of Work”

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8. Record the Resources in the ―Resource Sheet‖:

a. “View/Resource Sheet”

b. Fill in the Resources as shown:

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Units of Measurements

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9. Assign different Resources to different Tasks.

a. Before Assigning Resources, It will be useful to change the


Task Types to “Fixed Duration” Tasks & Change the “Effort
Driven to “No”.

b. To facilitate this process, insert two columns as shown:

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c. You can also do the following at the beginning of Creating the


Project:

―Tools/Options/Schedule‖
 Duration is entered in: Days
 Work is entered in: Days
 Default Task Type: Fixed Duration

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d. Now, assign the Resources:

i. Display the “Gantt Chart” and Split the Window.

ii. Display “Resource Work” in the bottom window

1. Right-click & choose “Resource Work”

2. Highlight the 1st activity and click on the bottom


pane to Assign Resources.

3. Use the following “Table of Project’s Resources”

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PROJECT’s RESOURCES
(Activities are sorted by ES and TF)

ID Act. ID
OD Label Units
Task Resource BQ
UOM
(Work)
01 STA2 Start 2nd floor activities 01 0.00 0.00
‫اىرجهيض ىثذء اىعَو‬
02 CO22C100 2nd floor form work columns 07 CARPENTR 6.00 42.00
‫أعَاه شذ اىْجاسج ىألعَذج‬ ‫ّجاس ٍسيح‬
03- CO22C200 2nd floor R.F.T columns 04 R.F.T TON 12.00 12.00
1 ‫سص اىحذيذ ىألعَذج‬ ‫حذيذ ذسييح‬
03-2 CO22C200 2nd floor R.F.T columns 04 STEELMEN 3.00 12.00
‫سص اىحذيذ ىألعَذج‬ ‫حذاد ٍسيح‬
04-1 CO22C300 2nd floor cast in place concrete columns 03 CONC.MIX DAY 3.00 3.00
‫طة اىخشساّح اىَسيحح ىألعَذج‬ ‫اىخالطح اىخشساّيح‬
04-2 CO22C300 2nd floor cast in place concrete columns 03 CON.LABR 1.00 3.00
‫طة اىخشساّح اىَسيحح ىألعَذج‬ ‫طقٌ اىطثييح‬
04-3 CO22C300 2nd floor cast in place concrete columns 03 CEMENT TON 30.00 30.00
‫طة اىخشساّح اىَسيحح ىألعَذج‬ ‫األسَْد‬
04-4 CO22C300 2nd floor cast in place concrete columns 03 SAND CM 35.00 35.00
‫طة اىخشساّح اىَسيحح ىألعَذج‬ ‫اىشٍو‬
04-5 CO22C300 2nd floor cast in place concrete columns 03 GRAVEL CM 70.00 70.00
‫طة اىخشساّح اىَسيحح ىألعَذج‬ ‫اىضىط‬
05-1 CO22C400 2nd floor curing time for columns 05 WATERPRI CM 8.00 8.00

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‫ فل اىشذج اىخشثيح‬+ ‫أعَاه اىَعاىجح‬ ٓ‫ثَِ اىَيا‬


05-2 CO22C400 2nd floor curing time for columns 05 LABOUR 1.00 5.00
‫ فل اىشذج اىخشثيح‬+ ‫أعَاه اىَعاىجح‬
06 CO22S100 2nd floor (slabs+stairs) form work 11 CARPENTR 10.00 110.00
ٌ‫شذ اىْجاسج اىَسيحح ىألسقف واىسالى‬ ‫ّجاس ٍسيح‬
07-1 CO22S200 2nd floor (slabs+stairs) R.F.T 07 STEELMEN 2.29 16.00
ٌ‫سص اىحذيذ ىألسقف واىسالى‬ ‫حذاد ٍسيح‬
07-2 CO22S200 2nd floor (slabs+stairs) R.F.T 07 R.F.T TON 26.00 26.00
ٌ‫سص اىحذيذ ىألسقف واىسالى‬ ‫حذيذ ذسييح‬
08-1 CO22S300 2nd floor (slabs+stairs) cast in place 03 CON.LABR 2.00 6.00
ٌ‫طة اىخشساّح اىَسيحح ىألسقف واىسالى‬ ‫طقٌ اىطثييح‬
08-2 CO22S300 2nd floor (slabs+stairs) cast in place 03 CONC.MIX 2.00 6.00
ٌ‫طة اىخشساّح اىَسيحح ىألسقف واىسالى‬ ‫اىخالطح اىخشساّيح‬
08-3 CO22S300 2nd floor (slabs+stairs) cast in place 03 CEMENT TON 76.00 76.00
ٌ‫طة اىخشساّح اىَسيحح ىألسقف واىسالى‬ ‫األسَْد‬
08-4 CO22S300 2nd floor (slabs+stairs) cast in place 03 SAND CM 87.00 87.00
ٌ‫طة اىخشساّح اىَسيحح ىألسقف واىسالى‬ ‫اىشٍو‬
08-5 CO22S300 2nd floor (slabs+stairs) cast in place 03 GRAVEL CM 174.00 174.00
‫اىضىط‬
09-1 CO22S400 2nd floor (curing time+removal of form 10 LABOUR 1.00 10.00
work) slab ‫عَاىح عاديح‬
ٌ‫ فل اىشذج اىخشثيح ىألسقف واىسالى‬+ ‫أعَاه اىَعاىجح‬
09-2 CO22S400 2nd floor (curing time+removal of form work) 10 WATERPRI CM 20.00 20.00
slab ٓ‫ثَِ اىَيا‬
ٌ‫ فل اىشذج اىخشثيح ىألسقف واىسالى‬+ ‫أعَاه اىَعاىجح‬
10-1 BLO2 100 2nd floor block work thick 25 cm 12 BRIC.LAY 3.00 36.00
ٌ‫ س‬52 ‫أعَاه ٍثاّي‬ ‫تْا‬
10-2 BLO2 100 2nd floor block work thick 25 cm 12 CEMENT TON 21.00 21.00

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ٌ‫ س‬52 ‫أعَاه ٍثاّي‬ ‫األسَْد‬


10-3 BLO2 100 2nd floor block work thick 25 cm 12 BRICKMAT SM 2160 2160.00
ٌ‫ س‬52 ‫أعَاه ٍثاّي‬ ٌ‫ س‬25 ‫طىب‬
11-1 BLO2 200 2nd floor block work thick 12 cm 04 BRIC.LAY 2.00 8.00
ٌ‫ س‬12 ‫أعَاه ٍثاّي‬ ‫تْا‬
11-2 BLO2 200 2nd floor block work thick 12 cm 04 BRICKMAT SM 318.00 318.00
ٌ‫ س‬12 ‫أعَاه ٍثاّي‬ ٌ‫ س‬25 ‫طىب‬
11-3 BLO2 200 2nd floor block work thick 12 cm 04 CEMENT TON 3.00 3.00
ٌ‫ س‬12 ‫أعَاه ٍثاّي‬ ‫األسَْد‬
12 WOD2 2nd floor (windows+doors) sub frames 07 DOORCARP 4.00 28.00
100 ‫ذشمية حيىق األتىاب واىشثاتيل‬ ‫ّجاس تاب وشثاك‬
13-1 ELE2 100 2nd floor electrical conduits 07 0.00 0.00
‫ذشمية ٍىاسيش اىنهشتاء في اىحىائط‬
13-2 ELE2 100 2nd floor electrical conduits 07 0.00 0.00
‫ذشمية ٍىاسيش اىنهشتاء في اىحىائط‬
14-1 INP2 100 2nd floor internal plastering for (walls+slabs) 20 PLAS.MEN 5.00 100.00
‫اىثياع اىذاخيي ىألسقف واىحىائط‬ ‫ٍرخظض تياع‬
14-2 INP2 100 2nd floor internal plastering for (walls+slabs) 20 CEMENT TON 23.00 23.00
‫اىثياع اىذاخيي ىألسقف واىحىائط‬ ‫األسَْد‬
14-3 INP2 100 2nd floor internal plastering for (walls+slabs) 20 SAND CM 111.00 111.00
‫اىثياع اىذاخيي ىألسقف واىحىائط‬ ‫اىشٍو‬
14-4 INP2 100 2nd floor internal plastering for (walls+slabs) 20 GUYPSUM TON 2.00 2.00
‫اىثياع اىذاخيي ىألسقف واىحىائط‬ ‫جيثس‬
15-1 SAN2 100 2nd floor sanitary pipes 20 PLUMBER 3.00 60.00
‫ذشمية ٍىاسيش اىزهش‬ ‫سثاك‬
15-2 SAN2 100 2nd floor sanitary pipes 20 SAN.PIPE LM 150.00 150.00
‫ذشمية ٍىاسيش اىزهش‬ ‫ٍىاسيش اىظشف اىظحي‬

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16-1 INP2 200 2nd floor TRATZO plastering 08 PLAS.MEN 3.00 24.00
‫ ً عادج ٍا ينىُ في اىََشاخ‬5 ‫سفو تأسذفاع‬ ‫ٍرخظض تياع‬
16-2 INP2 200 2nd floor TRATZO plastering 08 CEMENT TON 10.00 10.00
‫ ً عادج ٍا ينىُ في اىََشاخ‬5 ‫سفو تأسذفاع‬ ‫األسَْد‬
16-3 INP2 200 2nd floor TRATZO plastering 08 SAND CM 235.00 235.00
‫ ً عادج ٍا ينىُ في اىََشاخ‬5 ‫سفو تأسذفاع‬ ‫اىشٍو‬
16-4 INP2 200 2nd floor TRATZO plastering 08 GUYPSUM TON 1.00 1.00
‫ ً عادج ٍا ينىُ في اىََشاخ‬5 ‫سفو تأسذفاع‬ ‫جيثس‬
16-5 INP2 200 2nd floor TRATZO plastering 08 WHITECEN TON 3.00 3.00
‫ ً عادج ٍا ينىُ في اىََشاخ‬5 ‫سفو تأسذفاع‬ ‫أسْد أتيغ‬
17-1 SAN2 200 2nd floor potable water piping circuits 09 PLUMBER 3.00 27.00
‫ سثامح‬- ‫ذشمية ٍىاسيش اىششب‬ ‫سثاك‬
17-2 SAN2 200 2nd floor potable water piping circuits 09 IRON.PIP LM 190.00 190.00
‫ سثامح‬- ‫ذشمية ٍىاسيش اىششب‬ ‫ٍىاسيش حذيذ‬
18-1 ELE2 200 2nd floor electrical wires 14 0.00 0.00
‫أدخاه األسالك في اىَىاسيش اىنهشتيح‬
18-2 ELE2 200 2nd floor electrical wires 14 0.00 0.00
‫أدخاه األسالك في اىَىاسيش اىنهشتيح‬
19-1 FLO2 100 2nd floor mosaic tiles dim 40*40 cm 10 MOSAIC SM 1250.00 1250.00
ٌ‫ س‬04*04 ‫ذشمية تالط‬ ‫سيشاٍيل‬
19-2 FLO2 100 2nd floor mosaic tiles dim 40*40 cm 10 TILE.MEN 2.00 20.00
ٌ‫ س‬04*04 ‫ذشمية تالط‬ ‫ٍثيط‬
19-3 FLO2 100 2nd floor mosaic tiles dim 40*40 cm 10 SAND CM 50.00 50.00
ٌ‫ س‬04*04 ‫ذشمية تالط‬ ‫اىشٍو‬
19-4 FLO2 100 2nd floor mosaic tiles dim 40*40 cm 10 CEMENT TON 8.00 8.00
ٌ‫ س‬04*04 ‫ذشمية تالط‬ ‫األسَْد‬
20-1 ISO2 100 2nd floor bathrooms proofing 02 ISO.MEN 1.00 2.00

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‫أعَاه اىعضه ىيحَاٍاخ‬ ‫ٍرخظض عضه‬


20-2 ISO2 100 2nd floor bathrooms proofing 02 INSULATI SM 200.00 200.00
‫أعَاه اىعضه ىيحَاٍاخ‬ ‫ٍادج عاصىح‬
21-1 CER2 100 2nd floor ceramic (walls+slabs) 04 CERAMIC SM 200.00 200.00
‫ذشمية اىسيشاٍيل ىيحَاٍاخ‬ ‫سيشاٍيل‬
21-2 CER2 100 2nd floor ceramic (walls+slabs) 04 CER.MEN 2.00 8.00
‫ذشمية اىسيشاٍيل ىيحَاٍاخ‬ ‫ٍرخظض ذشمية‬
‫سيشاٍيل‬
21-3 CER2 100 2nd floor ceramic (walls+slabs) 04 SAND CM 9.00 9.00
‫ذشمية اىسيشاٍيل ىيحَاٍاخ‬ ‫اىشٍو‬
22-1 PAI2 100 2nd floor painting preparation layers 06 PAINTMEN 2.00 12.00
‫أعَاه اىثطاّح ىيذهاّاخ‬ ‫ٍرخظض تياع‬
22-2 PAI2 100 2nd floor painting preparation layers 06 PAINTMAT SM 1850.00 1850.00
‫أعَاه اىثطاّح ىيذهاّاخ‬ ‫ٍىاد اىذهاّاخ‬
23-1 FRP2 100 2nd floor frontal plastering 21 FRON.PLA 4.00 84.00
‫تياع اىىاجهاخ‬ ‫ واجهاخ‬- ‫ٍثيغ ٍحاسج‬
23-2 FRP2 100 2nd floor frontal plastering 21 CEMENT TON 31.00 31.00
‫تياع اىىاجهاخ‬ ‫األسَْد‬
23-3 FRP2 100 2nd floor frontal plastering 21 SAND CM 85.00 85.00
‫تياع اىىاجهاخ‬ ‫اىشٍو‬
23-4 FRP2 100 2nd floor frontal plastering 21 GUYPSUM TON 1.00 1.00
‫تياع اىىاجهاخ‬ ‫ٍرخظض تياع‬
23-5 FRP2 100 2nd floor frontal plastering 21 WHITECEN TON 3.00 3.00
‫تياع اىىاجهاخ‬
24-1 SAN2 300 2nd floor install of sanitary fixtures 06 PLUMBER 2.00 12.00
‫ سثامح‬- ‫ذشمية األحىاع واىحْفياخ‬ ‫سثاك‬
24-2 SAN2 300 2nd floor install of sanitary fixtures 06 SAN.FIXT PART 12.00 12.00
‫ سثامح‬- ‫ذشمية األحىاع واىحْفياخ‬ ‫طيْي‬

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25-1 WOD 2nd floor install (doors+windows) 10 DOORCARP 7.20 72.00


2200 ‫ذشمية األتىاب واىشثاتيل‬ ‫ّجاس تاب وشثاك‬
25-2 WOD 2nd floor install (doors+windows) 10 MOS.DOOR PART 72.00 72.00
2200 ‫ذشمية األتىاب واىشثاتيل‬ ‫أتىاب وشثاتيل ٍىسني‬
26-1 PAI2 200 2nd floor final painting layers 12 PAINTMAT SM 3700.00 3700.00
‫أعَاه اىذهاّاخ اىْهائيح‬ ‫ٍىاد اىذهاّاخ‬
26-2 PAI2 200 2nd floor final painting layers 12 PAINTMEN 2.00 24.00
‫أعَاه اىذهاّاخ اىْهائيح‬ ‫ّقاش‬
27-1 ELE2 300 2nd floor electrical switches lighting fix 14 LIG.FIXT PART 250.00 250.00
‫ذشميثاخ مهشتائيح ّهائيح‬ ‫ذشميثاخ مهشتيح‬
27-2 ELE2 300 2nd floor electrical switches lighting fix 14 0.00 0.00
‫ذشميثاخ مهشتائيح ّهائيح‬
28 END2 2nd floor hand over activities 01 0.00 0.00
‫ذسييٌ اىَششوع‬

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Work = Budget Quantity

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10. Design and Display the different Reports

 Overview / Project Summary

 Costs / Cash Flow

 Assignment / Who Does What

 Assignment / Who Does What When

 Assignment / Over-allocated Resources

 Workload / Task Usage:

o This Report displays Tasks and Resources that


are assigned to each Task.

o It also displays the Amount of Work that is


assigned to each Resource in daily/weekly time
interval.

o See this Report on the next page…

 Workload / Resource Usage (Who is doing What and


When):

o This Report shows the Amount of Work that is


assigned to each Resource for each Task in a
daily/weekly time increments, but this Report
focus your attention on the Resource

o See this Report on the page after the next


page…

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Case Study No 2 (English):


Project Name: Case_2

Project Start date: 1 Jan 2011

Calendar: Case_2 Cal


 Holidays:
o 7 January (repeated) for repeated holiday, double-
o 1 May (repeated) click in the ―Start‖ date of the
o 23 July (repeated) ―Exception‖ tab and continue…
o 6 October (repeated)

Working Steps:

1. Create New Project called “Case_2_1E --- Basic Data”.

2. Change the Start Date of the Project to “1/1/2011”.

a. “Project/Project Information”

b. Start date: 1/1/2011

3. Create a New Calendar: “Case_2E Cal”.

a. Click “Tools/Change Working Time…”

b. Click “Create New Calendar…”


i. Name: Case_2E Cal
ii. Press “Options”
iii. Week Starts on: Sunday
iv. Press OK
v. Press “Work Weeks” tab on the “Change Working
Time” window.
vi. Change the “Sunday” to working day
vii. Change Friday to Non-working day
viii. Press OK.
ix. Create the Calendar Holidays as mentioned above.

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4. Assign “Case_2E Cal‖ to ―Case_2_1E --- Basic Data”.

a. Click “Project/Project Information”

b. Calendar: Case_2E Cal.

c. Press OK.

5. Make “Case_2E Cal” as a “Global Calendar”.

6. Enter Tasks & Durations.

a. Do the following before Entering Tasks, Duration:

―Tools/Options/Schedule‖
 Duration is entered in: Days
 Work is entered in: Days
 Default Task Type: Fixed Duration
 Uncheck New tasks are effort driven

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b. Look at the Gantt-Chart area and notice the non-working days


which contradicts the Project Calendar named “Case_2EC al”.

c. To resolve this problem, click in the Bar-Chart area and right-


click to choose “Nonworking Time…”

d. Choose “Case_2E Cal” for “Calendar:” field.

e. Enter the Project Tasks Basic Data. The Project is called


―Case_2E – Basic Data‖ as shown:

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7. Enter the Relationships – The Project will be called


“Case_2_2E --- Relationships” as shown:

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The Project Start & Finish Date are calculated as shown:

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8. Coding & Organization:

a. Save AS the Project by the name:


“Case_2E Organization & Filtering”

b. Create two Custom Fields from “Tools / Customize/


Fields…” named “Responsibility” & “Type of Work” to
represent just Codes for the Tasks of Project.

c. This can be done by creating “Custom Field” as follows:

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d. Press “Lookup…‖ button to enter the different values for the


custom field called “Responsibility” as shown:

e. In the “Gantt Chart” view, insert a new column and choose


“Responsibility.

f. Fill in and assign the responsibility value for each task in the
Project as shown:

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g. Now, you can organize by “Responsibility” as follows:

i. “Project / Group by: No Group / Customize Group


By…”, the following window appears:

ii. Choose “Responsibility” in the “Field Name” of


“Group By” as shown above.

iii. Press OK, the following Layout appears:

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Coding & Organization (continued):

 Create a Custom Field named “Type of Work” to represent just


another Task Code in the Project.

 This can be done by clicking “Tools / Customize / Fields…”, the


“Custom Fields” window appears. Write the name “Type of Work‖
as Text2 as shown:

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 Press “Lookup…” button to enter the different values for the Custom
Field as shown:

 In the “Gantt Chart” View, insert a new column and choose “Type
of Work”.

 Assign the specific Value corresponding to each Task as shown:

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 Now, Let us ask a Question Like this: Display All Tasks of


Concrete for Columns.

 To answer this Question, make a Filter using:

o “Project / Filtered for / More Filters… / New…”, the


following window appears:

 Press “New…”, the following window appears:

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 Fill in as shown:

 Press OK, the following Layout including only the requested Tasks
appears:

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 In the same manner, you can display what you want.

 Exercise yourself and try to answer any question concerning this


Project.

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9. Record the Resources in the ―Resource Sheet‖:


a. Make a copy of the previous Project and name it “Case_2_4E -
-- Resource Sheet”

b. “View/Resource Sheet”
c. Fill in the Resources as shown:

The “Max Units” can be in


“percentage” or” number” fields.

Units of Measurements

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Hint:

To choose the “Percentage” or “Number” field for the “Max Units” Field:

―Tools / Options / Show assignment units as a: decimal or percentage

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Task Types (Fixed Duration, Fixed Units, Fixed Work):


The way MS Project uses Work, Duration, and Resources to
schedule Tasks is called effort-driven scheduling, which is the
default scheduling method.

With effort-driven scheduling, the more Resources you assign to a


Task, the shorter the Duration becomes.

To have MS Project schedule a Task exactly the way you want it, you
need to know how these factors do that.

Changing the Task Type:

 The Duration of each Task is determined by Resource Availability


and (most important) by the formula:

Duration = Work ÷ Resource Units


or
Work = Duration * Resource Units

 If you assign Resources, MS Project uses this formula as the basis for
all its scheduling.

 A Task Type (Fixed Duration, Fixed Units, or Fixed Work) is a


method MS Project uses to calculate the Work, Duration, and
Resource Units for a Task. You can choose the method you want MS
Project to use on a Task-by-Task Basis.

Hint: there is a summary at the end of this section…….

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Fixed-Units Tasks:

 Example, say you assign 2 full-time Painters to paint the walls


in 4 days. If you assign 2 more full-time Painters, MS Project
reduces the duration to 2 days.

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 If you assign 2 more Painters, MS Project reduces the Duration to 2


days:

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Fixed-Work Tasks:

 When you set a Task to Fixed-Work, MS Project does not calculate


the Work for the Tasks or Resources. Instead, as you change
Resource Assignments, MS Project calculates Duration.

For example, if you assign 2 Painters full-time to paint the walls in 4


days, and then you assign 2 more full-time Painters to the Task, MS
Project reduces the Duration to 2 days.

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Fixed-Duration Tasks:

 When Duration is fixed, it remains at whatever value you enter and


MS Project calculates Resource Units as you change Assignments.

For example, say you assign 2 Painter full-time to paint the walls in 4
days:

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Later, you assign 2 more full-time Painters. MS Project set the units
for each Painter to %50 because 4 Painters need to work only half-
time to complete the walls in 4 days: How ! ! !
`

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Effort-Driven Tasks:

 Fixed-Work Tasks are always Effort-Driven Task.

 For Fixed-Duration and Fixed-Units Tasks, you can tell MS Project


to modify the % of Total Work that is allocated to each Resource
based on the number of Assigned Resources if the number of
Resources changes.

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In summary: Work = Duration*Units (W=D*U)

Task Type: Fixed Units ‫ّشاط راخ وحذاخ ثاترح ٍقادج تأىجهذ‬
Effort Driven: Checked
Task Duration Resource (Units) New Duration Work
A 10 1 10 10d
2 5 10d
5 2 10d
‫يَنِ ذقظيش ٍذج اىْشاط تأػافح وحذاخ ىيْشاط‬

Task Type: Fixed Duration ‫ّشاط راخ ٍذج ثاترح‬


Effort Driven: Un-Checked
Task Duration Resource (Units) New Duration Work
A 10 1 10 10d
2 10 50d
5 10 50d
)‫ يعيذ اىثشّاٍج حساب مَيح اىعَو (اىجهذ‬،‫أرا صادخ اىَذج‬
‫ يعيذ اىثشّاٍج حساب اىىحذاخ ىيْشاط‬،)‫أرا غيشخ مَيح اىعَو (اىجهذ‬

Task Type: Fixed Duration ‫ّشاط راخ ٍذج ثاترح‬


Effort Driven: Checked
Task Duration Resource (Units) New Duration Work
A 10 1 10 10d
2 10 50d
5 10 50d
‫ يعيذ اىثشّاٍج حساب مَيح اىىحذاخ‬،‫أرا صادخ اىَذج‬
‫ يعيذ اىثشّاٍج حساب اىىحذاخ ىيْشاط‬،)‫أرا غيشخ مَيح اىعَو (اىجهذ‬

Task Type: Fixed Work ‫ّشاط راخ راخ جهذ ثاتد‬


Effort Driven: Checked by Default
Task Duration Resource (Units) New Duration Work
A 10 1 10 10d
2 5 10d
5 2 10d

Recommendation:
It is better to set Fixed-Duration & No Effort-Driven in the normal and
most common cases.

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10. Assign different Resources to different Tasks.

a. Before Assigning Resources, It will be useful to change the


Task Types to ―Fixed Duration‖ Tasks & Change the
―Effort Driven to ―No‖.
[Default: Task Type—Fixed Units & Effort Driven=Yes]

b. You can also do the following:


i. ―Tools/Options/Schedule‖
 Duration is entered in: Days
 Work is entered in: Days
 Default Task Type: Fixed Duration
 Uncheck ―New tasks are effort driven‖

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c. Rename the Project to “Case_2_5E --- Resource Assignment”

d. To be sure, display the two columns( Task Type & Effort


Driven) as shown:

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e. Now, Assign the Resources:

i. Display the “Gantt Chart” and Split the Window.

ii. Display “Resource Work” in the bottom window


o right-click & choose “Resource Work”

iii. Highlight the 1st activity and click down to Assign


Resources.

iv. Use the following sheet to assign Resources to


different Activities.

Budget
Task name D Resource Quantity
ID (Work)
1 Start 0
2 FormWork for Columns 7
Carpenter 42 days
3 RFT for Columns 4
R.F.T 12 Ton
Steel.Men 20 days
Cast-in-Place Concrete for
4 Columns 3
Cement 30 Ton
Conc.Labor 3 days
Conc.Mix 3 days
Gravel 70 CM
Sand 35 CM
5 Curing Time for Columns 5
Ord.Labor 5 days
Water.Price 8 CM
6 FormWork for Slab & Stairs 11
Carpenter 110 days
7 RFT for Slab & Stairs 7
R.F.T 26 Ton
Steel.Men 14 days
8 Cast-in-Place for Slab & Stairs 3
Cement 25 Ton
Conc.Labor 6 days
Conc.Mix 6 days
Gravel 58 CM
Sand 29 CM

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Curing Time& Removal for


9 FormWork 10
Ord.Labor 10 days
Water.Price 2 CM
10 Block Working thick 25 cm 12
Bric.Lay 36 days
BrickMat 180 SM
Cement 2 Ton
11 Block Working thick 12 cm 4
Bric.Lay 8 days
BrickMat 80 SM
Cement 1 Ton
12 Windows & Doors SubFrames 7
Door.Carp 28 days
13 Electrical Conduits 7
Internal Plastering for Walls &
14 Slab 20
Cement 1 Ton
Gypsum 0.1 Ton
Plast.Men 100 days
Sand 6 CM
15 Sanitary Pipes Fixation 20
Plumber 60 days
Iron.Pipes 7.5 LM
16 TRATZO Plastering height 2 m 8
Cement 1.25 Ton
Guypsum 0.13 Ton
Sand 29 CM
TRATZO.Plasters 24 days
White_Cement 0.38 Ton
17 Potable Water Piping Circuits 9
Plumber 27 days
Iron.Pipes 21 LM
18 Electrical Wires Fixation 14
Mosaic Tiles dim 40*40 cm
19 Fixation 10
Cement 0.8 Ton
Mosaic 125 SM
Sand 5 CM
Tiles.Men 20 days
20 Bathrooms Proofing 2
IsolationMaterial 100 SM
Iso.Men 2 days

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21 Ceramic Fixation for Walls & Slab 4


Cer.Men 8 days
Ceramic 50 SM
Sand 2 CM
22 Painting Preparation Layers 6
Paint.Materials 308 SM
Paint.Men 12 days
23 Frontal Plastering 21
Cement 1.48 Ton
Front.Plaster 84 days
Gypsum 0.05 Ton
Sand 4 CM
White_Cement 0.14 Ton
24 Sanitary Installation 6
Plumber 12 days
San.Fixation 2 Part
25 Doors & Windows Installation 10
Door.Carp 70 days
Moskey.Doors 7 Part
26 Final Painting Layers 12
Paint.Materials 308 SM
Paint.Men 24 days
27 Final Electrical Switches Fixation 14
Electrical.Fixation 18 Part
28 Hand Over 0

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Task Usage View:


 This View is useful for showing and organizing Assigned Resources
under each Task:

Hint:

o By default, the “Task Usage Table‖ is shown in the Left-


Pane. To choose a different Table, click on the “Select All”
button (at the top-left-corner of the Table

o Right-click and select the View you wish to see…..

o Right-click on “Work” in the “Details” column of the “Task


Usage Chart”, and select “Cost”. Notice that both the “Work”
& “Cost” are listed in the “Task Usage Chart” as shown:

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Resource Graph (Histogram) View:


 Click on the “Resource Graph” icon within the “View Bar”.

Hint:

o If the Resources are not visible, use the “Scroll Bar” at the bottom
of the “Graph Pane” to navigate to the Dates in which the Project
fall.

o Notice how a red column represents “Over-Allocations”.

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Resource Sheet View:

 This View is useful for viewing, entering, and editing information. It


contains detailed Resource Information in a Worksheet Format.

 If an “Over-Allocation” exists, a warning flag is displayed in the


“Indicator” column. In addition, the Resource appears in red color.

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Resource Usage View:

 This View is useful for seeing each Resource and the Tasks assigned
to that Resource.

 The View can be used for entering and editing Resource


Information, or Assigning Tasks.

 To Assign or Re-Assign a Task, drag-and-drop between Resources.

 A warning flag appears in the “Indicator” column if an “Over-


Allocation” exists.

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Hint:

 Sometime, the Gant-Chart Pane did not coincide with the Project
Calendar.

 If this is the case, do the following:

o Double-click on the “Timescale”, the “Timescale” window


appears:

o Click on the “Non-working time” tab as shown:

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Choose the “Project Calendar” from the “Calendar” field as


shown above.

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Resource Leveling &Resolving Over-Allocation):


 From Project Information, we notice that:

o Project Start Date: 01 January 2011

o Project Finish Date: 31 August 2011

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 From ―Resource Usage View‖ & ―Resource Sheet View‖, we


notice that:

o The Resource ―Steel.Men‖ is over-allocated

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 Now, it is the time to make Resource Leveling‖

o ―Click Tools / Level Resources‖, the ―Resource Leveling‖


window appears:

o Press ―Level Now, the result will be shown as follows:

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 Press ―Skip‖, the following window appears:

 We notice that the Program can not be able to make Leveling for
the specified resource. In this case, we have to increase the ―Max.
Units‖ or making changes to the Tasks Relationships. We notice
that by increasing the ―Max. Units‖ to 5 instead of 4 will resolved
the problem of over-allocation as shown:

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Design and Display the different Reports


(Report/Reports):

 Overview Reports/ Project Summary

 Costs Reports / Cash Flow

 Assignment Reports / Who Does What

 Assignment Reports / Who Does What When

 Assignment Reports / Over-allocated Resources

 Workload Reports / Task Usage:

o This Report displays Tasks and Resources that


are assigned to each Task.

o It also displays the Amount of Work that is


assigned to each Resource in daily/weekly time
interval.

o See this Report on the next page…

 Workload / Resource Usage (Who is doing What and


When):

o This Report shows the Amount of Work that is


assigned to each Resource for each Task in a
daily/weekly time increments, but this Report
focus your attention on the Resource

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Tracking (Follow Up)

Understanding Tracking:

 Up to this point, you have been in the Planning Phase (Building a


Project Schedule, Entering Tasks, Adding and Assigning
Resources, and Resolving Resource Conflicts).

 A good Plan is only half way. How you execute that Plan is the Key.

 You now have a Workable and Good-Looking Project in hand ---


and now, you are ready to start the Project.

Updating Form:

 If your organization has forms and processes to capture actual and


status information, use those forms and processes as much as
possible.

 You may want to Create a Form for Participants to use for their
regular reports. These reports should provide the information that you
need to update your Project Plan in MS-Project. You may be able to
use one of the Reports in MS-Project (or customize one of the
Project’s Reports) to provide the necessary information.

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 Create New Table as follows:

o Click “View/Table/More Tables/New…”

o Choose:

 ID
 Name
 Duration

o Insert Blank columns (Text3) with the following Titles:


 AS --- Actual Start
 AF --- Actual Finish
 AD --- Actual Duration
 RD --- Remaining Duration
 % --- Percent Complete
 AC --- Actual Cost
 AW --- Actual Work
 Notes --- Notes

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o Click OK & Apply, the following Table appears.

o You can Organize by” Responsibility” and then distribute it on


the Engineers at the Site to fill in and make feedback.

o For the purpose of redistribution, you can save this view as a


new Project for example “Case_2_6E --- Tasks Distribution”.

o The following represents “Case_2_6E --- Tasks Distribution”


with “View / Table / Case_2E Updating Form”:

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Tracking Process:

 First of all, Record the Start & Finish Date before tracking.

 In our case, these Dates are shown as follows:

Now,

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1. Setting BaseLine:
o Make a copy of “Case_2_5E --- Resource Assignment” and
call it “Case_2_6E Tracking”

o Click “Tools/Tracking/Set Baseline”

o Press OK. This saves Baseline and displays it in the Gantt-


Chart area

o The following shows the Gantt-Chart before and after the


Baseline. The second Screen can be displayed from
―View/Tracking Gantt‖:

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2. Tracking Progress:

o Click “View/Table/Tracking”, the Tracking Table displays:

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 Updating Tasks to Reflect Actual Information:

o Record Actual Information for the Project by filling in the


following fields for each Task that tracks the Progress of the
Project (Actual Data from the Site):

ID Task Name Dur. AS AF Phys


%
Comp
1 Start 0 3/1/2011 3/1/2011

2 FormWork for 7 4/1/2011 11/1/2011


Columns

3 RFT for Columns 4 8/1/2011 12/1/2011

4 Cast-in-Place 3 13/1/2011 16/1/2011


Concrete for
Columns

5 Curing Time for 5 19/1/2011 25/1/2011


Columns

6 FormWork for 11 24/1/2011 10/2/2011


Slab & Stairs

7 RFT for Slab & 7 30/1/2011 … 80.0


Stairs

o Notice the AF of Task of ID=6; the Act Duration becomes


14 days instead of 11 days…..

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3. Status Date:
 You can find the Project’s Status Date (Data Date) in the “Project
Information” dialog box.

 Fill in the Status Date (10th of February 2011).

 Press OK, the computer displays the Project Status as shown.

 If the Status Date is not set, Project uses the Current Date.

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4. Reviewing Progress & Progress Line

a. Progress Line:
o Click “Tools/Tracking/Progress Lines…”

o Check the appropriate check-boxes as shown:

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5. Reschedule Uncompleted Work (F9 in P3e):


a. Click “Tools/Tracking/Update Project…”

b. Fill in the above window as shown above. That is, choose the
option shown. Note that “10-2-11” was the Status Date (Data
Date --- Date of calculation for remaining tasks…)
c. Press OK.
d. Now, notice the new Finish Date from the “Project
Information” as shown:

e. Notice that the Project delays 14 days. Before Updating, it was


31August.

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6. Reviewing Progress:

This phase needs to create the following:

1. Group,

2. Filter,

3. View including Screen, Table, Group, and Filter

7. Group:
 Click “Project/Group by/More Groups…/New…”, the following
window appears:

 Fill in as shown above. Then, Click OK & Apply to check if it works.

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8. Filter:

 Create a Dynamic Filter as follows:

o Click “Project/Filtered for/More Filters…/New…”

o Name: Case_2E Dynamic Filter

o Low Value <= Early Start <= High Value

o Check “Show in menu”

o Click OK & Apply:

 Press OK & Apply, the following window appears

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 Fill in ,for example, as follows:

 Press OK, another window appears for “High Value”. Fill it as


follows:

 The following window appears. Notice the “Indicator”. The symbol


“√” appears for Completed Tasks:

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9. Views:

 Beside the Predefined Views discussed earlier, you can customize


your Views by clicking “View/More View…/New‖.

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10. Reporting on Project’s Progress:

Refer to Chapter 13, Microsoft Office Project 2007, Elaine


Marmel, Reference No 2.

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Coordinating Multiple Projects


&
Sharing Resources Among Projects

Example:

 Create a Project ―S1‖:

ID Task D Pred.
1 A1 5
2 A2 3 A1
3 A3 7 A2

 Create a Project ―S2‖:

ID Task D Pred.
1 B1 5
2 B2 3 B1
3 B3 7 B2

 Create a Project ―S3‖:

ID Task D Pred.
1 C1 5
2 C2 3 C1
3 C3 7 C2

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 Linking Tasks Across Projects:

To create a link between Tasks in different Projects, type the


Project Name, a backslash, and then the Predecessor ID
Number. For example: c:\MyProject.mmp\10. If the Predecessor
Information is too long, use the “Task Information” dialog box.

o Now, open the 3 Projects at the same time to see the Task
IDs with their updating WBS Codes

o Press “Window/Arrange All”

o Double-click B1. Its predecessor will be: S1\1 [or S1.mmp\1]


(1 means ID of Task A1 or A1’s WBS Code).

o Double-click C1. Its predecessor will be: S2\1 (1 means ID of


Task B1 or B1’s new WBS Code).

o Notice the dummy Activities due to relationships between


subprojects:

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 Create Resource Pool Project named RP.mmp


o ―View/Resource Sheet‖

o Enter the following Resources:

Resource Max. Units Rate


Plumber 3 200/day
Carpenter 5 150/day

 Resource Sharing :

o Open S1.mmp & RP.mmp

o With S1 Active:
 ―Tools/Resource Sharing/Share Resources…‖, the
―Share Resources‖ window appears.

 Choose ―Use resources From: RP‖ as shown.


 Press OK

o Close S1 and Open S2 and repeat Resource Sharing.

o Close S2 and Open S3 and repeat Resource Sharing.

Hint: in the same manner, you can share resources between all Projects.

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 Create a Main Project called ―Main.mmp‖:


o Insert the 3 Projects.

o Assign Resources to different Tasks . . .

o Notice the ―Over-Allocation‖ of Resources . . .

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References

1. CHELTENHAM Courseware
Microsoft Project 2007 Manual – Foundation Level
USA / Canada
Email: info@cheltenhamcourseware.com
Web: www.cheltenhamcourseware.com

2. Elaine Marmel,
Microsoft Office Project 2007 Bible_Hendoone

3. Abdalla ElDaoushy,
Projects Time Management & Controlling using
Project Management Software, Memo No (971),
Institute of National Planning, Cairo, Egypt

4. Abdalla ElDaoushy,
Projects Cost Management (Computer Software
Oriented), Memo No (973),
Institute of National Planning, Cairo, Egypt

5. ‫ نبيل ابراهيم الصوالحي‬.‫م‬


Microsoft Project ‫أدارة المشروعات بأستخذام‬

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