Main Your Office: Getting Started with Project Management Using Microsoft® Project 2016
Your Office: Getting Started with Project Management Using Microsoft® Project 2016Amy Kinser & Kristyn A. Jacobson
The Your Office series provides the foundation for students to learn real world problem
solving for use in business and beyond. Students are exposed to hands-on technical content
that is woven into realistic business scenarios and focuses on using Microsoft Office
as a decision-making tool.
solving for use in business and beyond. Students are exposed to hands-on technical content
that is woven into realistic business scenarios and focuses on using Microsoft Office
as a decision-making tool.
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GETTING STARTED WITH Project Management Using Microsoft Project ™ 2016 Series Editor AMY KINSER KRISTYN A. JACOBSON ISBN-13: 978-0-13-448092-3 ISBN-10: 0-13-448092-9 9 0 0 0 0 www.pearsonhighered.com 9 780134 480923 Getting Started with Project Management Using Microsoft® Project 2016 Second Edition Amy Kinser Kristyn A. Jacobson Boston Columbus Indianapolis New York San Francisco Amsterdam Cape Town Dubai London Madrid Milan Munich Paris Montréal Toronto Delhi Mexico City São Paulo Sydney Hong Kong Seoul Singapore Taipei Tokyo BK-PED-707292-JACOBSON-160388-FM.indd 1 24/11/16 7:17 PM Editorial Director: Andrew Gilfillan Senior Portfolio Manager: Samantha McAfee Lewis Team Lead, Project Management: Laura Burgess Project Manager: Anne Garcia Development Editor: Vonda Keator, Keator & Pen Portfolio Management Assistant: Michael Campbell Director of Product Marketing: Maggie Waples Director of Field Marketing: Leigh Ann Sims Product Marketing Manager: Kaylee Carlson Field Marketing Managers: Joanna Conley & Molly Schmidt Marketing Assistant: Kelli Fisher Senior Operations Specialist: Maura Zaldivar-Garcia Senior Art Director: Mary Siener Manager, Permissions: Gina Cheselka Interior and Cover Design: Studio Montage Cover Photo: Rawpixel.com/Shutterstock Associate Director of Design: Blair Brown MyLab Product Model Manager: Eric Hakanson Vice President, Product Management, MyLab: Jason Fournier Digital Product Manager: Heather Darby Media Project Manager, Production: John Cassar Full-Service Project Management: Cenveo Publisher Services Composition: Cenveo Publisher Services Chapter Opener Images: art_of_sun/shutterstock Credits and acknowledgments borrowed from other sources and reproduced, with permission, in this textbook appear on appropriate page within text. Microsoft and/or its respective suppliers make no representations about the suitability of the information contained in the documents and related graphics published as part of the services for any purpose. All such documents and related graphics are provided “as is” without warranty of any kind. Microsoft and/or its respective suppliers hereby disclaim all warranties and conditions with regard to this information, including all warranties and conditions of merchantability, whether express, implied or statutory, fitness for a particular purpose, title and non-infringement. In no event shall Microsoft and/or its respective suppliers be liable for any special, indirect or consequential damages or any damages whatsoever resulting from loss of use, data or profits, whether in an action of contract, negligence or other tortious action, arising out of or in connection with the use or performance of information available from the services. The documents and related graphics contained herein could include technical inaccuracies or typographical errors. Changes are periodically added to the information herein. Microsoft and/or its respective suppliers may make improvements and/or changes in the product(s) and/or the program(s) described herein at any time. Microsoft® and Windows® are registered trademarks of the Microsoft Corporation in the U.S.A. and other countries. This book is not sponsored or endorsed by or affiliated with the Microsoft Corporation. Copyright © 2017 by Pearson Education, Inc., New York, NY 10013. All rights reserved. Printed in the United States of America. This publication is protected by Copyright and permission should be obtained from the publisher prior to any prohibited reproduction, storage in a retrieval system, or transmission in any form or by any means, electronic, mechanical, photocopying, recording, or likewise. For information regarding permission(s), write to: Rights and Permissions Department. Pearson Prentice Hall™ is a trademark of Pearson Education, Inc. Pearson® is a registered trademark of Pearson plc Prentice Hall® is a registered trademark of Pearson Education, Inc. Pearson Education Ltd., London Pearson Education Singapore, Pte. Ltd Pearson Education, Canada, Inc. Pearson Education–Japan Pearson Education Australia PTY, Limited Pearson Education North Asia Ltd., Hong Kong Pearson Educación de Mexico, S.A. de C.V. Pearson Education Malaysia, Pte. Ltd. Names: Kinser, Amy, author. | Jacobson, Kristyn A., author. Title: Your office getting started with project management using microsoft(r) project 2016 / Amy Kinser, Kristyn A. Jacobson. Description: Hoboken : Pearson,  Identifiers: LCCN 2016048316 | ISBN 0134480929 Subjects: LCSH: Microsoft Project. | Project management--Computer programs. Classification: LCC HD69.P75 K564 2016 | DDC 658.4/04028553--dc23 LC record available at https://lccn.loc.gov/2016048316 10 9 8 7 6 5 4 3 2 1 ISBN-10: 0134480929 ISBN-13: 9780134480923 BK-PED-707292-JACOBSON-160388-FM.indd 2 24/11/16 7:17 PM Dedications I dedicate this series to my Kinser Boyz for their unwavering love, support, and patience; to my parents and sister for their love; to my students for inspiring me; to Sam for believing in me; and to the instructors I hope this series will inspire! Amy S. Kinser I dedicate this book to my loving parents, Jeron and Ranee’, for their unending support, guidance, and encouragement. Kristyn A. Jacobson About the Authors Amy S. Kinser, Esq., Series Editor Amy holds a B.A. degree in Chemistry with a Business minor from Indiana University and a J.D. from the Maurer School of Law, also at Indiana University. After working as an environmental chemist, starting her own technology consulting company, and practicing intellectual property law, she has spent the past 15 years teaching technology at the Kelley School of Business in Bloomington, Indiana. Currently, she serves as the Director of Computer Skills and Senior Lecturer at the Kelley School of Business at Indiana University. She also loves spending time with her two sons, Aidan and J. Matthew, and her husband J. Eric. Kristyn A. Jacobson Kristyn holds an M.S. in Education from the University of Wisconsin-La Crosse and a B.S. in Business Education from the University of Wisconsin-Eau Claire. She has been a faculty member and department chair of the Business Technology department at Madison College in Madison, Wisconsin, for over 14 years. She also serves as the curriculum coordinator for Microsoft Excel beginning, intermediate, and advanced level courses for the college. As well as teaching, Kristyn provides training to businesses on the Microsoft Office Suite including MS Project, project management, customer service, personal productivity, and time management. Prior to teaching at Madison College, she taught at a business college in Des Moines, Iowa, where she helped implement their online learning program while also teaching traditional business courses. Dedications BK-PED-707292-JACOBSON-160388-FM.indd 3 iii 24/11/16 7:17 PM Contents Chapter 1: Plan a Project Chapter 2: Creating a Detailed Project Plan 1 Preparing a Project Plan 2 Understand Project Management and Microsoft Project Terminology 2 Starting a Project 4 Explore the Project 2016 Window 5 Modifying the Quick Access Toolbar and Collapsing the Ribbon 6 Prepare a Project Schedule 9 Modify a Project Calendar Entering Project Tasks 19 20 21 Modify Project Tasks in Project 2016 23 Adding and Modifying Project Tasks in the Entry Table 23 Deleting Project Tasks in the Entry Table 26 Moving, Cutting, Copying, and Pasting Project Tasks in the Entry Table 27 Modifying Project Tasks in Calendar View 29 Modifying Project Tasks in Network Diagram View 32 Create Task Dependencies Adding Task Dependencies 34 Modify Task Dependencies and Task Constraints 41 Modifying Dependencies and Constraints Adding Tasks to the Timeline 43 Deleting Task Dependencies 44 70 Preparing to Print in Gantt Chart View 45 Preparing to Print in Calendar View 48 Preparing to Print in Network Diagram View 76 Setting Your Project to Effort Driven 77 Changing Task Durations with Resource Assignments 78 Using the Work Task Form in Split View 81 View Resource Assignments in the Team Planner View 83 Viewing Resource Assignments in Team Planner View 83 Enhance a Project Schedule with Elapsed Duration and Recurring Tasks 84 Adding Elapsed Durations 84 Adding a Recurring Task 87 Share Project Information Creating Project Reports 88 89 Copy and Paste Project Information to Other Applications 91 Share Project Information with Microsoft Excel 41 Prepare Project for Printing Project Views iv 62 Creating a Work Breakdown Structure 64 Filtering a WBS in Gantt Chart and Network Diagram Views 66 Displaying WBS Code in the Entry Table 68 Copying and Pasting Project Information to Excel and Word 91 Copying Project Information as a Picture 93 36 Concept Check 51 Key Terms 51 Visual Summary 52 Practice 53 Problem Solve 55 Perform 1: Perform in Your Life 56 60 Change Task Durations by Adding Resources 15 Understand Manually Scheduled Versus Auto Scheduled Projects 18 Creating a Project Plan 19 Identify and Enter Project Tasks Identifying the Critical Path Create a Work Breakdown Structure Creating Project Resources 71 Assigning Project Resources 73 12 Modifying a Project Calendar 12 Adding Exceptions to the Project Calendar Auto Scheduling a Project Detailing a Project Plan 60 Identify the Critical Path 60 Create and Assign Project Resources Preparing a Project Schedule Using the Project Information Dialog Box 11 59 45 49 96 Exporting Project Information to Excel 96 Importing Project Information from Excel 98 Adjusting Imported Project Tasks 103 Adding a Project Summary Task 106 Linking Excel Data to Project 107 Use and Create Project Templates 108 Creating a Project Plan from an Existing Project Template 108 Creating a Custom Project Template 110 Using a Custom Project Template 112 Concept Check 114 Key Terms 114 Visual Summary 114 Contents BK-PED-707292-JACOBSON-160388-FM.indd 4 24/11/16 7:17 PM Practice 115 Problem Solve 1 117 Perform 1: Perform in Your Career 119 Microsoft Project 2016 Business Unit 1 121 Business Unit Capstone More Practice 1 121 121 Bathroom Remodel Project 121 Problem Solve 1 123 Landscaping Project 123 Problem Solve 2 124 Manufacturing Project 124 Perform 1: Perform in Your Life 125 Basement Construction Project 125 Perform 2: Perform in Your Career 127 Convention Planning Project 127 Glossary Index 131 129 Contents BK-PED-707292-JACOBSON-160388-FM.indd 5 v 24/11/16 7:17 PM Acknowledgments The Your Office team would like to thank the following reviewers who have invested time and energy to help shape this series from the very beginning, providing us with invaluable feedback through their comments, suggestions, and constructive criticism. We’d like to thank all of our conscientious reviewers, including those who contributed to our previous editions: Sven Aelterman Troy University Margo Chaney Carroll Community College Joseph F. Domagala Duquesne University Nitin Aggarwal San Jose State University Shanan Chappell College of the Albemarle, North Carolina Bambi Edwards Craven Community College Heather Albinger Waukesha County Technical College Kuan-Chou Chen Purdue University, Calumet Elaine Emanuel Mt. San Antonio College Angel Alexander Piedmont Technical College David Childress Ashland Community and Technical College Diane Endres Ancilla College Melody Alexander Ball State University Karen Allen Community College of Rhode Island Maureen Allen Elon University Wilma Andrews Virginia Commonwealth University Mazhar Anik Owens Community College David Antol Harford Community College Kirk Atkinson Western Kentucky University Barbara Baker Indiana Wesleyan University Kristi Berg Minot State University Kavuri Bharath Old Dominion University Ann Blackman Parkland College Jeanann Boyce Montgomery College Lynn Brooks Tyler Junior College Cheryl Brown Delgado Community College West Bank Campus Keh-Wen Chuang Purdue University North Central Nancy Evans Indiana University, Purdue University, Indianapolis Suzanne Clayton Drake University Christa Fairman Arizona Western College Amy Clubb Portland Community College Marni Ferner University of North Carolina, Wilmington Bruce Collins Davenport University Linda Collins Mesa Community College Margaret Cooksey Tallahassee Community College Charmayne Cullom University of Northern Colorado Christy Culver Marion Technical College Juliana Cypert Tarrant County College Harold Davis Southeastern Louisiana University Jeff Davis Jamestown Community College Jennifer Day Sinclair Community College Anna Degtyareva Mt. San Antonio College Beth Deinert Southeast Community College Paula Fisher Central New Mexico Community College Linda Fried University of Colorado, Denver Diana Friedman Riverside Community College Susan Fry Boise State University Virginia Fullwood Texas A&M University, Commerce Janos Fustos Metropolitan State College of Denver John Fyfe University of Illinois at Chicago Saiid Ganjalizadeh The Catholic University of America Randolph Garvin Tyler Junior College Diane Glowacki Tarrant County College Jerome Gonnella Northern Kentucky University Bonnie Buchanan Central Ohio Technical College Kathleen DeNisco Erie Community College Lorie Goodgine Tennessee Technology Center in Paris Peggy Burrus Red Rocks Community College Donald Dershem Mountain View College Connie Grimes Morehead State University Richard Cacace Pensacola State College Sallie Dodson Radford University Debbie Gross Ohio State University vi Acknowledgments BK-PED-707292-JACOBSON-160388-FM.indd 6 24/11/16 7:17 PM Babita Gupta California State University, Monterey Bay Lewis Hall Riverside City College Jane Hammer Valley City State University Marie Hartlein Montgomery County Community College Darren Hayes Pace University Paul Hayes Eastern New Mexico University Mary Hedberg Johnson County Community College Lynda Henrie LDS Business College Deedee Herrera Dodge City Community College Marilyn Hibbert Salt Lake Community College Jan Hime University of Nebraska, Lincoln Cheryl Hinds Norfolk State University Mary Kay Hinkson Fox Valley Technical College Margaret Hohly Cerritos College Brian Holbert Spring Hill College Susan Holland Southeast Community College Anita Hollander University of Tennessee, Knoxville Emily Holliday Campbell University Stacy Hollins St. Louis Community College Florissant Valley Mike Horn State University of New York, Geneseo Christie Hovey Lincoln Land Community College Margaret Hvatum St. Louis Community College Meramec Jean Insinga Middlesex Community College Kristyn Jacobson Madison College Jon (Sean) Jasperson Texas A&M University Glen Jenewein Kaplan University Gina Jerry Santa Monica College Dana Johnson North Dakota State University Lynne Lyon Durham College Mary Johnson Mt. San Antonio College Nicole Lytle California State University, San Bernardino Linda Johnsonius Murray State University Carla Jones Middle Tennessee State University Susan Jones Utah State University Nenad Jukic Loyola University, Chicago Sali Kaceli Philadelphia Biblical University Sue Kanda Baker College of Auburn Hills Robert Kansa Macomb Community College Susumu Kasai Salt Lake Community College Linda Kavanaugh Robert Morris University Debby Keen University of Kentucky Mike Kelly Community College of Rhode Island Melody Kiang California State University, Long Beach Lori Kielty College of Central Florida Richard Kirk Pensacola State College Dawn Konicek Blackhawk Tech John Kucharczuk Centennial College David Largent Ball State University Frank Lee Fairmont State University Luis Leon The University of Tennessee at Chattanooga Freda Leonard Delgado Community College Julie Lewis Baker College, Allen Park Suhong Li Bryant Unversity Renee Lightner Florida State College John Lombardi South University Rhonda Lucas Spring Hill College Adriana Lumpkin Midland College Donna Madsen Kirkwood Community College Susan Maggio Community College of Baltimore County Michelle Mallon Ohio State University Kim Manning Tallahassee Community College Paul Martin Harrisburg Area Community College Cheryl Martucci Diablo Valley College Sebena Masline Florida State College of Jacksonville Sherry Massoni Harford Community College Lee McClain Western Washington University Sandra McCormack Monroe Community College Sue McCrory Missouri State University Barbara Miller University of Notre Dame Johnette Moody Arkansas Tech University Michael O. Moorman Saint Leo University Kathleen Morris University of Alabama Alysse Morton Westminster College Elobaid Muna University of Maryland Eastern Shore Jackie Myers Sinclair Community College Russell Myers El Paso Community College Bernie Negrete Cerritos College Melissa Nemeth Indiana University, Purdue University, Indianapolis Jennifer Nightingale Duquesne University Kathie O’Brien North Idaho College Michael Ogawa University of Hawaii Janet Olfert North Dakota State University Acknowledgments BK-PED-707292-JACOBSON-160388-FM.indd 7 vii 24/11/16 7:17 PM Rene Pack Arizona Western College Amy Rutledge Oakland University Lucia Vanderpool Baptist College of Health Sciences Patsy Parker Southwest Oklahoma State Unversity Candace Ryder Colorado State University Michelle Vlaich-Lee Greenville Technical College Laurie Patterson University of North Carolina, Wilmington Joann Segovia Winona State University Barry Walker Monroe Community College Alicia Pearlman Baker College Eileen Shifflett James Madison University Rosalyn Warren Enterprise State Community College Diane Perreault Sierra College and California State University, Sacramento Sandeep Shiva Old Dominion University Sonia Washington Prince George’s Community College Robert Sindt Johnson County Community College Eric Weinstein Suffolk County Community College Cindi Smatt Texas A&M University Jill Weiss Florida International University Edward Souza Hawaii Pacific University Lorna Wells Salt Lake Community College Nora Spencer Fullerton College Rosalie Westerberg Clover Park Technical College Alicia Stonesifer La Salle University Clemetee Whaley Southwest Tennessee Community College Theresa Phinney Texas A&M University Vickie Pickett Midland College Marcia Polanis Forsyth Technical Community College Rose Pollard Southeast Community College Stephen Pomeroy Norwich University Leonard Presby William Paterson University Donna Reavis Delta Career Education Eris Reddoch Pensacola State College James Reddoch Pensacola State College Michael Redmond La Salle University Terri Rentfro John A. Logan College Vicki Robertson Southwest Tennessee Community College Jennifer Robinson Trident Technical College Dianne Ross University of Louisiana at Lafayette Ann Rowlette Liberty University Jenny Lee Svelund University of Utah Cheryl Sypniewski Macomb Community College Arta Szathmary Bucks County Community College Nasser Tadayon Southern Utah University Asela Thomason California State University Long Beach Nicole Thompson Carteret Community College Terri Tiedeman Southeast Community College, Nebraska Lewis Todd Belhaven University Barb Tollinger Sinclair Community College Allen Truell Ball State University Erhan Uskup Houston Community College Kenneth Whitten Florida State College of Jacksonville MaryLou Wilson Piedmont Technical College John Windsor University of North Texas Kathy Winters University of Tennessee, Chattanooga Nancy Woolridge Fullerton College Jensen Zhao Ball State University Martha Zimmer University of Evansville Molly Zimmer University of Evansville Mary Anne Zlotow College of DuPage Matthew Zullo Wake Technical Community College Additionally, we’d like to thank our MyITLab team for their review and collaboration with our text authors: LeeAnn Bates MyITLab content author Becca Lowe Media Producer Jennifer Hurley MyITLab content author Ralph Moore MyITLab content author viii Jerri Williams MyITLab content author Acknowledgments BK-PED-707292-JACOBSON-160388-FM.indd 8 24/11/16 7:17 PM Preface Real World Problem Solving for Business and Beyond The Your Office series provides the foundation for students to learn real world problem solving for use in business and beyond. Students are exposed to hands-on technical content that is woven into realistic business scenarios and focuses on using Microsoft Office as a decision-making tool. Real world business exposure is a competitive advantage. The series features a unique running business scenario—the Painted Paradise Resort & Spa—that connects all of the cases together and exposes students to using Microsoft Office to solve problems relating to business areas such as finance and accounting, production and operations, sales and marketing, and more. Look for the icons identifying the business application of each case. Active learning occurs in context. Each chapter introduces a realistic business case for students to complete via hands-on steps that are easily identified in blue-shaded boxes. Each blue box teaches a skill and comes complete with video, interactive, and live auto-graded support with automatic feedback. Coursework that is relevant to students and their future careers. Real World Advice, Real World Interview Videos, and Real World Success Stories are woven throughout the text and in the student resources. These share how former students use the Microsoft Office concepts they learned in this class and had success in a variety of careers. Outcomes matter. Whether it’s getting a good grade in this course, learning how to use Excel to be successful in other courses, or learning business skills that will support success in a future job, every student has an outcome in mind. And outcomes matter. That is why we added a Business Unit opener to focus on the outcomes students will achieve by working through the cases and content of each chapter as well as the Capstone at the end of each unit. No matter what career students may choose to pursue in life, this series will give them the foundation to succeed. And as they learn these valuable problem-solving and decision-making skills while becoming proficient in using Microsoft Office as a tool, they will achieve their intended outcomes, making a positive impact on their lives. Preface BK-PED-707292-JACOBSON-160388-FM.indd 9 ix 24/11/16 7:17 PM Key Features Business Application Icons Customer Service Finance & Accounting General Business Human Resources Information Technology Production & Operations Sales & Marketing Research & Development Soft Skills The Outcomes focus allows students and instructors to focus on higher-level learning goals and how those can be achieved through particular objectives and skills. • Outcomes are written at the course level and the business unit level. • Chapter Objectives list identifies the learning objectives to be achieved as students work through the chapter. Page numbers are included for easy reference. These are revisited in the Concepts Check at the end of the chapter. • MOS Certification Guide for instructors and students directs anyone interested in prepping for the MOS exam to the specific series resources to find all content required for the test. The real world focus reminds students that what they are learning is practical and useful the minute they leave the classroom. • Real World Success features in the chapter opener share anecdotes from real former students, describing how knowledge of Office has helped them be successful in their lives. • Real World Advice boxes offer notes on best practices for general use of important Office skills. The goal is to advise students as a manager might in a future job. • Business Application icons appear with every case in the text and clearly identify which business application students are being exposed to (finance, marketing, operations, etc.). Features for active learning help students learn by doing and immerse them in the business world using Microsoft Office. • Blue boxes represent the hands-on portion of the chapter and help students quickly identify what steps they need to take to complete the chapter Prepare Case. This material is easily distinguishable from explanatory text by the blue-shaded background. • Starting and ending files appear before every case in the text. Starting files identify exactly which student data files are needed to complete each case. Ending files are provided to show students the naming conventions they should use when saving their files. Each file icon is color coded by application. • Side Note conveys a brief tip or piece of information aligned visually with a step in the chapter, quickly providing key information to students completing that particular step. • Consider This offers critical thinking questions and topics for discussion, set apart as a boxed feature, allowing students to step back from the project and think about the application of what they are learning and how these concepts might be used in the future. • Soft Skills icons appear with other boxed features and identify specific places where students are being exposed to lessons on soft skills. Study aids help students review and retain the material so they can recall it at a moment’s notice. • Quick Reference boxes summarize generic or alternative instructions on how to accomplish a task. This feature enables students to quickly find important skills. • Concept Check review questions, which appear at the end of the chapter, require students to demonstrate their understanding of the objectives. x Key Features BK-PED-707292-JACOBSON-160388-FM.indd 10 24/11/16 7:18 PM • Visual Summary offers a review of the objectives learned in the chapter using images from the completed solution file, mapped to the chapter objectives with callouts and page references, so students can easily find the section of text to refer to for a refresher. Extensive cases allow students to progress from a basic understanding of Office through to proficiency. • Chapters all conclude with Practice, Problem Solve, and Perform Cases to allow full mastery at the chapter level. Alternative versions of these cases are available in Instructor Resources. • Business Unit Capstones all include More Practice, Problem Solve, and Perform Cases that require students to synthesize objectives from the two previous chapters to extend their mastery of the content. Alternative versions of these cases are available in Instructor Resources. • More Grader Projects are offered with this edition, including Prepare cases as well as Problem Solve cases at both the chapter and business unit capstone levels. Key Features BK-PED-707292-JACOBSON-160388-FM.indd 11 xi 24/11/16 7:18 PM Resources Instructor Resources The Instructor’s Resource Center, available at www.pearsonhighered.com/irc includes the following: • Annotated Solution Files with Scorecards, which assist with grading the Prepare, Practice, Problem Solve, and Perform cases • Data and solution files • Rubrics for Perform cases in Microsoft Word format, which enable instructors to easily grade open-ended assignments with no definite solution • PowerPoint presentations with notes for each chapter • Lesson plans that provide a detailed blueprint to achieve chapter learning objectives and outcomes and best use the unique structure of the business units • Complete test bank, also available in TestGen format • Additional Practice, Problem Solve, and Perform cases to provide variety and choice in exercises at both the chapter and business unit levels • Scripted Lectures, which provide instructors with a lecture outline that mirrors the chapter Prepare case Student Resources Student Data Files Access the student data files needed to complete the cases in this textbook at www.pearsonhighered.com/youroffice. Available in MyITLab • Audio PowerPoints provide a lecture review of the chapter content and include narration. • eText is available in some MyITLab courses. MyITLab for Office 2016 is a solution designed by professors for professors that allows easy delivery of Office courses with defensible assessment and outcomes-based training. The new Your Office 2016 system will seamlessly integrate online assessment, training, and projects with MyITLab for Microsoft Office 2016! xii Resources BK-PED-707292-JACOBSON-160388-FM.indd 12 24/11/16 7:18 PM v i s i o n s tat e m e n t Dear Students, If you want an edge over the competition, make it personal. Whether you love sports, travel, the stock market, or ballet, your passion is personal to you. Capitalizing on your passion leads to success. You live in a global marketplace, and your competition is global. The honors students in China exceed the total number of students in North America. Skills can help set you apart, but passion will make you stand above. Your Office is the tool to harness your passion’s true potential. In prior generations, personalization in a professional setting was discouraged. You had a “work” life and a “home” life. As the Series Editor, I write to you about the vision for Your Office from my laptop, on my couch, in the middle of the night when inspiration struck me. My classroom and living room are my office. Life has changed from generations before us. So, let’s get personal. My degrees are not in technology, but chemistry and law. I helped put myself through school by working full time in various jobs, including a successful technology consulting business that continues today. My generation did not grow up with computers, but I did. My father was a network administrator for the military. So, I was learning to program in Basic before anyone had played Nintendo’s Duck Hunt or Tetris. Technology has always been one of my passions from a young age. In fact, I now tell my husband: don’t buy me jewelry for my birthday, buy me the latest gadget on the market! In my first law position, I was known as the Office guru to the extent that no one gave me a law assignment for the first two months. Once I submitted the assignment, my supervisor remarked, “Wow, you don’t just know how to leverage technology, but you really know the law too.” I can tell you novel-sized stories from countless prior students in countless industries who gained an edge from using Office as a tool. Bringing technology to your passion makes you well rounded and a cut above the rest, no matter the industry or position. I am most passionate about teaching, in particular teaching technology. I come from many generations of teachers, including my mother who is a kindergarten teacher. For over 12 years, I have found my dream job passing on my passion for teaching, technology, law, science, music, and life in general at the Kelley School of Business at Indiana University. I have tried to pass on the key to engaging passion to my students. I have helped them see what differentiates them from all the other bright students vying for the same jobs. Microsoft Office is a tool. All of your competition will have learned Microsoft Office to some degree or another. Some will have learned it to an advanced level. Knowing Microsoft Office is important, but it is also fundamental. Without it, you will not be considered for a position. Today, you step into your first of many future roles bringing Microsoft Office to your dream job working for Painted Paradise Resort & Spa. You will delve into the business side of the resort and learn how to use Your Office to maximum benefit. Don’t let the context of a business fool you. If you don’t think of yourself as a business person, you have no need to worry. Whether you realize it or not, everything is business. If you want to be a nurse, you are entering the health care industry. If you want to be a football player in the NFL, you are entering the business of sports as entertainment. In fact, if you want to be a stay-at-home parent, you are entering the business of a family household where Your Office still gives you an advantage. For example, you will be able to prepare a budget in Excel and analyze what you need to do to afford a trip to Disney World! At Painted Paradise Resort & Spa, you will learn how to make Office yours through four learning levels designed to maximize your understanding. You will Prepare, Practice, and Problem Solve your tasks. Then, you will astound when you Perform your new talents. You will be challenged through Consider This questions and gain insight through Real World Advice. There is something more. You want success in what you are passionate about in your life. It is personal for you. In this position at Painted Paradise Resort & Spa, you will gain your personal competitive advantage that will stay with you for the rest of your life—Your Office. Sincerely, Amy Kinser Series Editor Vision Statement BK-PED-707292-JACOBSON-160388-FM.indd 13 xiii 24/11/16 7:18 PM This page intentionally left blank Welcome to the Team! W elcome to your new office at Painted Paradise Resort & Spa, where we specialize in painting perfect getaways. As the Chief Technology Officer, I am excited to have staff dedicated to the Microsoft Office integration between all the areas of the resort. Our team is passionate about our paradise, and I hope you find this to be your dream position here! Painted Paradise is a resort and spa in New Mexico catering to business people, romantics, families, and anyone who just needs to get away. Inside our resort are many distinct areas. Many of these areas operate as businesses in their own right but must integrate with the other areas of the resort. The main areas of the resort are as follows. • The Hotel is overseen by our Chief Executive Officer, William Mattingly, and is at the core of our business. The hotel offers a variety of accommodations, ranging from individual rooms to a grand villa suite. Further, the hotel offers packages including spa, golf, and special events. Room rates vary according to size, season, demand, and discount. The hotel Terra Cotta Brew Coffee Shop has discounts for typical groups, such as AARP. The hotel also has a loyalty program where guests can earn free nights based on frequency of visits. Guests may charge anything from the resort to the room. Terra Cotta Brew Coffee Shop • Red Bluff Golf Course is a private world-class golf course and pro shop. The golf course has services such as golf lessons from the famous golf pro John Schilling Terra Cotta Brew Coffee Shop and playing packages. Also, the golf course attracts local residents. This requires variety in pricing schemes to accommodate both local and hotel guests. The pro shop sells many retail items online. The golf course can also be reserved for special events and tournaments. These special events can be in conjunction with a wedding, conference, meetings, or other events covered by the event planning and catering area of the resort. Terra Cotta Brew Coffee Shop • Turquoise Oasis Spa is a full-service spa. Spa services include haircuts, pedicures, massages, facials, body wraps, waxing, and various other spa services— typical to exotic. Further, the spa offers private consultation, weight training (in the fitness center), a water bar, meditation areas, and steam rooms. Spa services are offered both in the spa and in the resort guest's room. Turquoise Oasis Spa uses top-of-the-line products and some house-brand products. The retail side offers products ranging from candles to age-defying home treatments. These products can also be purchased online. Many of the hotel guests who fall in Terra love with the house-brand soaps, lotions, candles, and other items appreCotta Brew Coffee Shop ciate being able to buy more at any time. The spa offers a multitude of packages including special hotel room packages that include spa treatments. Local residents also use the spa. So, the spa guests 3355 Hemmingway Circle • Santa Fe, New Mexico 89566 Terra Cotta Brew Coffee Shop Terra Cotta Brew Coffee Shop BK-PED-707292-JACOBSON-160388-PP.indd 1 24/11/16 3:47 PM are not limited to hotel guests. Thus, the packages also include pricing attractive to the local community. • Painted Treasures Gift Shop has an array of items available for purchase, from toiletries to clothes to presents for loved ones back home including a healthy section of kids’ toys for traveling business people. The gift shop sells a small sampling from the spa, golf course pro shop, and local New Mexico culture. The gift shop also has a small section of snacks and drinks. The gift shop has numerous part-time employees including students from the local college. • The Event Planning & Catering area is central to attracting customers to the resort. From weddings to conferences, the resort is a popular destination. The resort has a substantial number of staff dedicated to planning, coordinating, setting up, catering, and maintaining these events. The resort has several facilities that can accommodate large groups. Packages and prices vary by size, room, and other services such as catering. Further, the Event Planning & Catering team works closely with local vendors for floral decorations, photography, and other event or wedding typical needs. However, all catering must go through the resort (no outside catering permitted). Lastly, the resort stocks several choices of decorations, table arrangements, and centerpieces. These range from professional, simple, themed, and luxurious. • Indigo5 and the Silver Moon Lounge, a world-class restaurant and lounge that is overseen by the well-known Chef Robin Sanchez. The cuisine is balanced and modern. From steaks to pasta to local southwestern meals, Indigo5 attracts local patrons in addition to resort guests. While the catering function is separate from the restaurant—though menu items may be shared—the restaurant does support all room service for the resort. The resort also has smaller food venues onsite such as the Terra Cotta Brew coffee shop in the lobby. Currently, these areas are using Office to various degrees. In some areas, paper and pencil are still used for most business functions. Others have been lucky enough to have some technology savvy team members start Microsoft Office Solutions. Using your skills, I am confident that you can help us integrate and use Microsoft Office on a whole new level! I hope you are excited to call Painted Paradise Resort & Spa Your Office. Looking forward to working with you more closely! Aidan Matthews Aidan Matthews Chief Technology Officer BK-PED-707292-JACOBSON-160388-PP.indd 2 24/11/16 3:47 PM Microsoft Project 2016 Chapter 1 OBJECTIVES PLAN A PROJECT Prepare Case Information Technology 1. Understand project management and Microsoft Project terminology p. 2 Painted Paradise Golf Resort— Annual Charity Golf Tournament 2. Explore the Project 2016 window p. 5 ment to raise money for the purchase of textbooks to be donated to selected 3. Prepare a Project schedule p. 9 projects, Julie Rholfing, has assigned Patti Rochelle, the tournament planning 4. Modify a Project calendar p. 12 Microsoft Project 2016 to begin planning this year’s tournament. Before Patti 5. Understand manually scheduled versus auto scheduled projects p. 18 6. Identify and enter project tasks p. 20 The Painted Paradise Golf Resort will be holding its annual charity golf tournaelementary schools in Santa Fe, New Mexico. The vice president (VP) of special manager, to be the project manager of this event. Julie has asked Patti to use can begin entering in the tasks that need to be completed for the tournament, she must first understand the Project 2016 window, Project 2016 views, and the Project 2016 calendar. You will help Patti get started with the setup of this project. 7. Modify project tasks in Project 2016 p. 23 8. Create task dependencies p. 34 9. Modify task dependencies and task constraints p. 41 10. Prepare Project for printing project views p. 45 Nmedia/fotolia Student data files needed for this workshop: No data file needed You will save your file as: pm01ch01CharityGolfTournament_LastFirst.mpp 1 BK-PED-707292-JACOBSON-160388-Chp01.indd 1 24/11/16 3:11 PM Preparing a Project Plan It is common today to work with teams or with groups of people to reach a desired outcome. Outcomes can be reached by brainstorming, communicating, planning, and then completing the plan as defined. Whether you work on a team or work alone, taking the time to plan before acting may help improve your chances of success. The process of planning and following through with a plan is project management. In this chapter, you will be introduced to project management terminology and processes. Then you will learn how to get started using Project 2016, a project planning application often used to help create detailed project plans. Understand Project Management and Microsoft Project Terminology Project management is a process of initiating, planning, executing, monitoring, and closing a project’s tasks and resources in order to accomplish a project’s goal. A project goal is the desired result of a project upon completion. A project’s goal is met when project tasks are completed on time, on budget, and within the scope of a given project. All projects, large or small, should follow the project management process groups, as shown in Table 1, to reach project success. Process Group Responsibility Initiating Set a project goal; identify a project schedule; define a project budget Planning Enter project tasks; determine task relationships; assign project resources Executing Produce results; report results Monitoring and Control Update tasks as in progress or completed; manage resources Closing Analyze performance; prepare final reports Table 1 Project management process groups REAL WORLD ADVICE Resources for Project Managers If you are new to project management, you are not alone! There are many resources available for project managers who seek assistance with project management information and practices. One resource is A Guide to the Project Management Body of Knowledge (PMBOK® Guide). This guide defines project management terminology and presents industry standard guidelines for managing projects. Another resource is the Project Management Institute (PMI). By joining PMI, project managers can get access to PMI publications, stay updated on global standards, have networking opportunities with other project managers, and have access to project management tools and templates to help manage projects. PMI also provides training and access to the Project Management Professional (PMP) certification. Office.microsoft.com offers videos on Project 2016. This is a helpful resource for project managers who may be new to using the software. A project manager is the person responsible for overseeing all the details of the project plan. The project manager works to create a plan that will lead to project success. A project manager also motivates project team members to achieve the project goals. Project managers may choose to use project planning software such as Project 2016 to help them plan and achieve project success. Project planning software keeps track of 2 CHAPTER 1 | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 2 24/11/16 3:11 PM CHAPTER 1 tasks, the duration to complete tasks, scheduled dates, project resources, and project costs organized in one location for a more efficient way of managing a project. It is a tool that allows project managers to track, analyze, and summarize project information. In order to use project planning software, it is important to understand terminology associated with the software. A task is an activity that is completed to reach a project goal. For example, when planning for a charity golf tournament, a task could be “set tournament date and time” or “prepare preliminary budget.” Task duration is the prediction of time it will take to complete a task. Task durations in Project can be entered in minutes, hours, days, weeks, months, and years. For example, it may be determined it takes two days to “set tournament date and time” but two weeks to “prepare preliminary budget.” A predecessor task is a task that must be completed before the next task can start. A task that has a predecessor is called a successor task. Project managers often use the term task dependency when referring to how the predecessor or successor tasks are connected. A task dependency is a relationship between two tasks that defines which task(s) have to finish before the next task(s) can start. A task dependency is often called a task link. Since not all tasks are the same in a project, scheduling them the same way may not be an option. Therefore, some tasks may have constraints applied. A constraint is a limitation set on a task. For example, a task of “create tournament website” may have a constraint of “finish no later than” a certain date to ensure the website is up and running in time to gather enough registrations for the event. Constraints on tasks affect how the task is scheduled. Setting constraints on tasks will determine how Project 2016 will schedule a task. Besides setting specific date constraints on a task, the following task constraints can be set on an individual task: • As late as possible • As soon as possible • Finish no earlier than • Finish no later than • Must finish on • Must start on • Start no earlier than • Start no later than A resource is work, a material, or a cost associated with a project task. Work resources are people and equipment. Material resources are resources consumed during the project. Cost resources are independent costs associated with a task. For example, a task of “provide transportation from the airport” may have a cost of “$2,000 limousine service.” Project managers assign resources to project tasks to help determine a project’s schedule and a project’s cost. The scope of a project is what must be completed to deliver a specific product or service. The project scope includes the meeting of project goals, tasks, and deadlines set. Project managers use planning software such as Project 2016 to prevent deviating from the scope of a project. A milestone is a task that is used to communicate project progress or mark a significant point in a project such as the end of a project phase. Milestones are entered into the Project 2016 software as a task with zero duration. For example, a milestone for the charity golf tournament could be “tournament website goes live.” By default, Project 2016 displays a milestone as a diamond in the Gantt chart. A Gantt chart is a graphical representation of tasks where tasks are shown against a timeline displayed as horizontal bars in which the length of the bar is determined by the activities durations and start/finish dates. Preparing a Project Plan BK-PED-707292-JACOBSON-160388-Chp01.indd 3 3 24/11/16 3:11 PM Starting a Project You have been asked to work on the planning team for the Painted Paradise Golf Resort Charity Golf Tournament. Your role on the team will be to set up a project plan in Project 2016. To get started, you will open and save a project. In this exercise, you will start, save, close, and open a project. To Begin, Save, Close, and Open a Project PM01.00 a. On the taskbar, click Ask me anything or Search the web and Windows. Type proj. Microsoft Project 2016, Windows 10, Microsoft Corporation b. Click Project 2016 in the search results. The Project Start screen is displayed. Figure 1 Creating a new project c. Click Blank Project to open a new blank project. d. Click the File tab, and then click Save As. e. Click Browse, and then navigate to the location where you are saving your files. f. Click in the File name box, and then type pm01ch01CharityGolfTournament_ LastFirst, using your last name and first name. Click Save. g. Click the File tab, and then click Close. The project file will close, but the Project application will remain open. Troubleshooting If Project 2016 closed completely, perform steps a–b again. Click the File tab, and then click Open. Browse to where you store your files, and then click pm01ch01CharityGolfTournament_ LastFirst.mpp. Click Open. You could also perform step a–b again, and then click the file name in the left pane to reopen the file. 4 CHAPTER 1 | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 4 24/11/16 3:11 PM i. CHAPTER 1 h. In the Navigation Pane, click Open, and then browse, if necessary, to locate pm01ch01CharityGolfTournament_LastFirst.mpp. Click pm01ch01CharityGolfTournament_LastFirst.mpp, and then click Open to reopen your project file. Explore the Project 2016 Window When opening a new Project 2016 file, the default view is the Gantt Chart view, as shown in Figure 2. There may be slight differences with the view of your Project 2016 window. You will learn how to adjust the Project 2016 window in this chapter. Ribbon Select All Indicators column Timeline Microsoft Project 2016, Windows 10, Microsoft Corporation Timescale Task Name column Task Mode column Split bar Nonworking days Row selector Gantt chart View Bar Entry table Figure 2 View buttons Project 2016 window Gantt Chart view lists task details in the Entry table on the left side of the window and displays each task graphically in the Gantt chart on the right side of the window. In the Gantt chart, a project’s tasks are shown against a timeline. The activities are displayed as horizontal bars in which the length of the bar is determined by the duration of the activities and start/finish dates. The Entry table is used to enter task information and is located to the left of the Gantt chart. The Entry table contains columns and rows similar to Microsoft Excel 2016. The Entry table is used to record project tasks, durations, predecessors, and resources. Each task becomes a new row in the Entry table. A vertical split bar separates the Entry table and the Gantt chart. If desired, the split bar can be dragged to resize the panes. A row selector is the box containing the row number of a task in the Entry table. The Select All button is a button that selects all tasks and task information in the Entry table. The Timeline is a visual representation of the project from start to finish. The Timeline is displayed above the Entry table and Gantt chart and below the ribbon. You can choose what to display on the Timeline. If the Timeline is added, it will be Preparing a Project Plan BK-PED-707292-JACOBSON-160388-Chp01.indd 5 5 24/11/16 3:11 PM visible in the other Project 2016 views as well. The timescale is located above the Gantt chart. The timescale displays the unit of measure that determines the length of the Gantt bars in the Gantt chart. The light gray vertical bars in the Gantt chart represent nonworking days. A nonworking day is a day during which Project 2016 will not schedule work to occur. Therefore, if a task starts at 8:00 AM on a Friday and has a three-day duration, Project 2016 would schedule the task for Friday 8:00 AM–5:00 PM, Monday 8:00 AM–5:00 PM, and Tuesday 8:00 AM–5:00 PM. The Indicators column is a column in the Entry table that will display an icon that provides further information about a task. For example, if the constraint of a specific date is set to a task, a calendar icon would appear in the Indicators column. The Task Mode column indicates the mode in which Project 2016 will schedule tasks, either manually or automatically. A task’s mode can be adjusted by using the Task Mode arrow within the Task Mode column. The Task Name column is a location in the Entry table where the name of each task is entered. One task is entered per row. Task names should be descriptive but not too wordy. The View Bar is a vertical bar on the left-hand side of the Project 2016 window that contains buttons for quick access to different Project 2016 views. The View Bar can be turned on and off based on a project planner’s preference. Use the View Bar’s navigation buttons to easily navigate within the different Project 2016 views. Project 2016 uses the Office 2016 design and layout of the ribbon as shown in Figure 2. The ribbon is a row of tabs with buttons that appears at the top of the Project 2016 window. The ribbon may be open as shown in Figure 2 or may also be collapsed to save screen space. The Quick Access Toolbar appears in the top-left corner of the Project 2016 window as shown in Figure 3. The Quick Access Toolbar is a series of small icons for commonly used commands. The default icons on the Quick Access Toolbar are the Save, Undo, and Redo buttons. If using a touch-enabled laptop, you may also see the Touch/Mouse Mode button as a default button on the Quick Access Toolbar. However, you can modify the Quick Access Toolbar to fit your project needs by adding or removing buttons. For example, reports from Project 2016 often need to be printed, and time could be saved by adding the Print Preview button to the Quick Access Toolbar. Modifying the Quick Access Toolbar and Collapsing the Ribbon Since you are sharing the project with other team members, you want to be sure you always have proper spelling in your project plan. Project 2016 does not automatically check for proper spelling; therefore, you decide to add the Spelling button to your project’s Quick Access Toolbar. In this exercise, you will modify the Quick Access Toolbar and collapse the ribbon. 6 CHAPTER 1 | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 6 24/11/16 3:11 PM SIDE NOTE To Modify the Quick Access Toolbar and Collapse the Ribbon a. Click the Quick Access Toolbar arrow. CHAPTER 1 PM01.01 View Bar If the View Bar is not visible on the left-hand side of the Project 2016 window, right-click the vertical text GANTT CHART on the left-hand side of the window and click View Bar. Quick Access Toolbar arrow Figure 3 Quick Access Toolbar shortcut menu Microsoft Project 2016, Windows 10, Microsoft Corporation b. Click More Commands. c. Click the Choose commands from arrow. Choose commands from arrow Microsoft Project 2016, Windows 10, Microsoft Corporation All Commands option Figure 4 Project Options dialog box to customize the Quick Access Toolbar Preparing a Project Plan BK-PED-707292-JACOBSON-160388-Chp01.indd 7 7 24/11/16 3:11 PM SIDE NOTE Modifying the Quick Access Toolbar d. Click All Commands, and then scroll through the list of commands. Click Spelling. Microsoft Project 2016, Windows 10, Microsoft Corporation You can also add buttons to the Quick Access Toolbar by right-clicking a button on the ribbon and clicking Add to Quick Access Toolbar. Spelling button Figure 5 Add button Project Options dialog box e. Click Add, and then click OK. The Spelling button Access Toolbar. will be added to the Quick Modified Quick Access Toolbar Figure 6 Microsoft Project 2016, Windows 10, Microsoft Corporation Modified Quick Access Toolbar f. Double-click the Task tab. Notice the ribbon is now collapsed. Ribbon collapsed Figure 7 8 Microsoft Project 2016, Windows 10, Microsoft Corporation Ribbon collapsed CHAPTER 1 | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 8 24/11/16 3:11 PM g. Double-click the Task tab again to show the ribbon. CHAPTER 1 h. Right-click the Task tab. Collapse the Ribbon selection Figure 8 Microsoft Project 2016, Windows 10, Microsoft Corporation Collapsing the ribbon i. Click Collapse the Ribbon. The ribbon is now collapsed. j. Right-click the Task tab again. Click Collapse the Ribbon to show the ribbon. k. On the Quick Access Toolbar, click Save . Microsoft Project 2016, Windows 10, Microsoft Corporation Prepare a Project Schedule Project 2016 has a complex scheduling engine, so to understand how it will calculate a project’s schedule, it is important to review the Project Information dialog box. The Project Information button is found in the Properties group on the Project tab. Click the Project Information button to open the Project Information dialog box. The Project Information dialog box is used to update various aspects of a project such as the project’s start date or finish date, current date, status date, project base calendar, etc. Before entering specific task information for a project, the project’s information should be identified. First, one must select whether the project will be scheduled from Start date or from Finish date. Project Start date is the date Project 2016 uses to schedule tasks that will calculate the project’s Finish date. Scheduling a project by Start date is the most commonly used scheduling method. Project Finish date is the date Project 2016 uses to schedule tasks that will calculate the project’s Start date. Scheduling projects by Finish date, while less common, helps determine the latest date a project can start and still finish by that finish date. A project can only be scheduled by Start date or Finish date, not by both. Start date is the default in the software. If a project is set to calculate by Start date, as shown in Figure 9, all tasks will be scheduled to begin as soon as possible. If you schedule by Start date, Project 2016 will Figure 9 Project Information dialog box Preparing a Project Plan BK-PED-707292-JACOBSON-160388-Chp01.indd 9 9 24/11/16 3:12 PM Microsoft Project 2016, Windows 10, Microsoft Corporation calculate when the project should finish. The Finish date would be determined by individual tasks, task durations, task predecessors, and resources assigned to tasks. If a project is set to calculate by Finish date, all tasks will be scheduled to begin as late as possible, as shown in Figure 10. If the project is scheduled by Finish date, Project 2016 will determine the date you must begin your project to be able to complete the project by the set finish date. The Start date would be determined by individual tasks, task durations, task predecessors, and resources assigned to tasks. Figure 10 Project Scheduled by Finish date CONSIDER THIS Scheduling by Finish Date While most projects are scheduled by Start date, you may need to schedule your project by Finish date to determine the latest date you can start the project. If you schedule a project by Finish date, it may be wise to switch back to scheduling from the Start date when work on the project begins. Projects scheduled by Start date help to show the progress of your project and to keep track of factors and situations that might cause the Finish date to change. The Current date is today’s date as determined by your computer’s clock. The current date can be changed by entering a new date in the Current date section of the Project Information dialog box or by clicking the arrow for Current date and selecting a new date. The Status date is the date set to run reports on a project’s progress. For example, if a weekly team meeting is on Monday morning to review the current status of the project for the week ahead, the Status date may be set to the Friday before the Monday morning meeting. To run status reports, a project baseline must be set. A baseline is a record of each task at a point in time from which you will track project progress. Project 2016 determines a project’s schedule off the base calendar. A base calendar is the calendar applied to the project in the Project Information dialog box and provides a template for how the software will schedule tasks and resources. The default base calendar is the Standard calendar. The Standard calendar specifies hours in which work can occur. These hours are referred to as working time. If a project is set to schedule based on the Standard calendar, all tasks and each resource are scheduled according to this calendar. The Standard calendar is based on a 40-hour work week with an 8-hour work day (8:00 AM to 12:00 PM and 1:00 PM to 5:00 PM) Monday through Friday. Saturday and Sunday are considered nonworking days. If you recall, nonworking days are days which Project 2016 will not schedule any work to be completed. Other available predetermined calendar choices are shown in Figure 11. The 24 Hours calendar assigns a schedule with continuous work. This type of calendar may be assigned to a project that must work around the clock—for example, a mechanical 10 CHAPTER 1 | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 10 24/11/16 3:12 PM Calendar selections Figure 11 CHAPTER 1 process. The Night Shift calendar assigns a schedule that is sometimes referred to as the “graveyard” shift schedule of Monday night through Saturday morning, 11:00 PM to 8:00 AM, with an hour off for break time. Microsoft Project 2016, Windows 10, Microsoft Corporation Project calendar choices Project managers can set the priority of a project in the Project Information dialog box. The priority of a project is determined on a scale of 1 to 1,000 with 1 being the lowest priority and 1,000 being the highest priority. A project with a priority of 1,000 is considered more important than a project with a priority of 100. Priorities are only used when project managers are trying to balance resource assignments among tasks and projects. Preparing a Project Schedule Using the Project Information Dialog Box Patti Rochelle has asked you to help determine the date for the charity golf tournament. Therefore, you will use Project 2016 to help calculate a possible tournament date. You will begin planning the project at the end of April; therefore, Patti has asked you to plan the project start date as of April 30, 2019. In this exercise, you will change project information. PM01.02 To Change the Project Information a. Click the Project tab, and then click Project Information SIDE NOTE Selecting a Start Date . b. In the Start date field, type April 30, 2019. In the Current date field, type April 23, 2019. Microsoft Project 2016, Windows 10, Microsoft Corporation You can also select a start date by using the Start date arrow and scrolling through the calendar until you see the desired date. Figure 12 Project Information dialog box with modified start and current date Preparing a Project Plan BK-PED-707292-JACOBSON-160388-Chp01.indd 11 11 24/11/16 3:12 PM c. Verify the Standard Calendar is selected, and then click OK. d. Save the project. Modify a Project Calendar Once a base calendar has been assigned to a project, it is important the base calendar accurately reflects the working time hours a project team is available to work on the project. If not, Project 2016 will calculate an incorrect project schedule that may lead to a project’s failure. Take the charity golf tournament as an example. If the base calendar of the project is the Standard calendar, Project 2016 will schedule all tasks on a 40-hour-per-week working time schedule. If the task of “prepare preliminary budget” is entered with a 1-week duration, Project 2016 will schedule 40 hours of work to the task. Project 2016 will assign this task a duration of 5 working days (8 hours per day for 5 days for a total of 40 hours). Now imagine there are only 20 hours available each week to dedicate to this project due to other commitments (not the 40 hours as set by the base Standard calendar). If this is the case, the Standard calendar must be modified to reflect the actual working time available. If modifications to the calendar are not made, Project 2016 will schedule the work incorrectly. To review how Project 2016 schedules tasks based on a project’s calendar, refer to Table 2. Calendar Task Duration Working Time Standard calendar with a 40-hour work week 1 week duration = 40 hours of work 5 days (40 hours/8 hours per day = 5 days) Modified Standard calendar with a 20-hour work week 1 week duration = 40 hours of work 10 days (40 hours/4 hours per day = 10 days) Table 2 Duration and start or finish dates Modifying a Project Calendar It is possible to adjust the Standard calendar to meet your project needs. Patti Rochelle, the project manager for the charity golf tournament, and her project team are only available to work on this project Tuesday through Friday 8:00 AM to 12:00 PM (16 hours per week). You will need to adjust the base Standard calendar to reflect the actual working time available. To Change the Project Calendar Working Time PM01.03 a. Click the Project tab, if necessary. b. In the Properties group, click Change Working Time Working Time dialog box for the Standard calendar. 12 CHAPTER 1 to open the Change | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 12 24/11/16 3:12 PM Figure 13 Details button CHAPTER 1 Microsoft Project 2016, Windows 10, Microsoft Corporation Work Weeks tab Change Working Time dialog box Microsoft Project 2016, Windows 10, Microsoft Corporation c. Click the Work Weeks tab in the bottom section of the dialog box, and then click the Details button. The Details for dialog box opens. Figure 14 Calendar Details dialog box Preparing a Project Plan BK-PED-707292-JACOBSON-160388-Chp01.indd 13 13 24/11/16 3:12 PM Microsoft Project 2016, Windows 10, Microsoft Corporation d. In the Details for dialog box, click Monday, and then click Set days to nonworking time. Set days to nonworking time Select day of week Figure 15 Mondays set to nonworking days e. Click Tuesday, press and hold S, and then click Friday. f. Click Set day(s) to these specific working times:. Microsoft Project 2016, Windows 10, Microsoft Corporation g. In the specified work times grid, point to row 2, and then click the 2 in row 2. Press D to clear the 1:00 PM–5:00 PM work times. Set day(s) to these specific working times Select day(s) of the week Working time in row 2 deleted Figure 16 Specific working time for days of the week h. Click OK. The base calendar has now been changed to reflect that Mondays are nonworking days and Tuesday–Friday working hours are 8:00 AM–12:00 PM. 14 CHAPTER 1 | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 14 24/11/16 3:12 PM CHAPTER 1 Troubleshooting If necessary, scroll through the calendar in the Change Working Time dialog box until you see April 2019. Microsoft Project 2016, Windows 10, Microsoft Corporation Working times changed Mondays set to nonworking days Figure 17 Change Working Time dialog box i. Click OK to close the Change Working Time dialog box, and then Save project. REAL WORLD ADVICE the Working with Microsoft Project 2016 Around the Globe In today’s global economy, it is likely you will work for a company that has locations in different states or even countries. Therefore, when preparing your project calendar, consideration must be given to where your project team members reside. Although many countries consider a typical work week Monday through Friday with Saturday and Sunday as nonworking days, some countries may work on a 6-day work week or even a 4-day work week. So that Project 2016 has accurate information when creating a project’s schedule, it is important that the base calendar accurately reflects the availability of all project team members. Adding Exceptions to the Project Calendar Since all organizations do not observe the same holidays, Project 2016 does not include holidays in the Project calendars. If your organization and/or project team observes holidays, you should account for them in the project’s calendar. If holidays are not accounted for, Project 2016 cannot factor them into the project’s schedule and therefore may miscalculate the project schedule by assigning work on a nonworking day. Holidays can be added to a project calendar by creating exceptions to a project’s base calendar. Preparing a Project Plan BK-PED-707292-JACOBSON-160388-Chp01.indd 15 15 24/11/16 3:12 PM Patti Rochelle, the project manager for the charity golf tournament, has clarified that the following holidays will be observed by the project staff: July 4-5, 2019, and September 3, 2019. Therefore, you will need to make these days nonworking days in the project’s calendar by adding exceptions to the project’s calendar. In this exercise, you will add exceptions to the project calendar. To Add Exceptions to the Project Calendar PM01.04 a. Click the Project tab, if necessary, and then in the Properties group, click Change Working Time to open the Change Working Time dialog box once again. b. On the calendar, click July 4, 2019, press and hold S, and then click July 5, 2019. Troubleshooting If you do not see the correct dates in the Change Working Time calendar, you may need to scroll through the calendar until July 2019 is visible. c. In the bottom section of the Change Working Time dialog box, click the Exceptions tab, and then click in the first empty cell in the Name column. d. Type US Independence Day as the first exception, and then press T. Click in the next blank row of the Exceptions table. Verify that the dates of July 4-5, 2019, have been changed to nonworking days. Microsoft Project 2016, Windows 10, Microsoft Corporation Exception displayed on the calendar Exception added Figure 18 Calendar exception added e. Click in the next empty cell in the Exceptions Name column, and then type Company Picnic. f. 16 CHAPTER 1 Press T, and then click in the Start column. | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 16 24/11/16 3:12 PM CHAPTER 1 g. Click the Start column arrow to display the date picker, change the Start date to September 3, 2019, and then press T. Click the Finish column to verify that September 3, 2019, is a nonworking day. Microsoft Project 2016, Windows 10, Microsoft Corporation Exception displayed on the calendar Exception added Figure 19 Calendar exception added Troubleshooting If an exception is not appearing as a nonworking day in the calendar, click the Exception row in the Exceptions Name box, and then click the Details button. Set the selected Exception day to Nonworking, and then click OK. h. Click OK to close the Change Working Time dialog box, and then Save REAL WORLD ADVICE the project. Task Calendars One size does not fit all when it comes to Project 2016 calendars! To make sure Project 2016 is creating an accurate schedule, individual tasks may need to be completed outside of the base calendar working time. For example, if the charity golf tournament’s base calendar is set to working times of Tuesday–Friday, 8:00 AM to 12:00 PM, but training for event staff needs to occur from 1:00 PM to 5:00 PM, a task calendar can be created to reflect the training times of 1:00 PM to 5:00 PM. Once a task calendar is created, the calendar is applied to the appropriate task(s), and Project 2016 is then able to schedule those particular tasks outside of the base calendar working times. Task calendars can be created for any task that does not follow the working and nonworking times set on the project’s base calendar. Preparing a Project Plan BK-PED-707292-JACOBSON-160388-Chp01.indd 17 17 24/11/16 3:12 PM QUICK REFERENCE Creating a Task Calendar To create a task calendar, click the Project tab, and then: 1. Click Change Working Time in the Properties group. 2. Click the Create New Calendar button, and then enter a name for the task calendar. Click OK. 3. Click the Work Weeks tab. 4. Click the next empty cell in the Name column. Enter a descriptive name and press T, and then click in the Start cell. 5. Click the Details button. In the Details dialog box, choose the appropriate option for your task calendar. Edit the From and To times as necessary. Click OK in both dialog boxes. Once the new task calendar is created, it would need to be assigned to specific tasks using the Task Information dialog box. Understand Manually Scheduled Versus Auto Scheduled Projects To understand how Project 2016 schedules tasks, it is important to identify if tasks are being scheduled manually or automatically. The default in Project 2016 is for tasks to be Manually Scheduled. In this mode, you enter a task duration and the task Start date for a task, and then Project 2016 will calculate the Finish date. In other words, task dates are not calculated or adjusted by Project’s 2016 scheduling engine, even if changes to related tasks are made. Project managers who desire more control over the project schedule may elect to use manual scheduling. If a project manager wants to take advantage of Project’s 2016 scheduling engine, however, the project would likely be set to Auto Scheduled. If a project is set to Auto Scheduled, the project schedule is calculated based on the project’s calendar, project tasks and task durations, task dependencies, resource assignments, and any constraint dates assigned to tasks. Auto scheduled projects are more structured than manually scheduled projects. Figure 20 displays how Project 2016 is scheduling the two tasks differently. Because Task 1 is being Manually Scheduled , it has no Start date or Finish date calculated by Project 2016 even though a duration of two days has been assigned to the task. , and therefore, the Start date and Finish date are Task 2 is set to Auto Scheduled calculated by Project 2016 based on the project’s calendar and the task duration. Also note the differences in the Gantt bars in the Gantt chart from Manually Scheduled to Auto Scheduled tasks. Manually Scheduled task identifier Auto Scheduled task identifier Figure 20 18 CHAPTER 1 Microsoft Project 2016, Windows 10, Microsoft Corporation Manually Scheduled versus Auto Scheduled tasks | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 18 24/11/16 3:12 PM CHAPTER 1 Table 3 explains additional differences between a manual scheduling and automatic scheduling of project tasks. Manual Scheduling Automatic Scheduling Duration Can be number, date, or text information, such as “4 days” or "a few days” Only numbers can be used that represent length and units, such as “4 days” or “2 weeks” Project Calendar Ignored by Project Used by Project to determine a project’s schedule Constraints Ignored by Project Used by Project to determine task Start or Finish date Task Relationships Can be assigned but won’t (links) change the task schedule Can be assigned and will change the schedule of a task Resources Can be assigned to tasks. Used by Project to help determine best schedule Table 3 Can be assigned to tasks but won’t change the task schedule Manual scheduling versus automatic scheduling Auto Scheduling a Project A project can be set to Auto Scheduled so that all tasks, unless otherwise specified, are scheduled by Project’s scheduling engine. If a project is set to Auto Scheduled, individual tasks can be changed to Manually Scheduled, if necessary. A project set to Manually Scheduled will allow the project manager to determine the Start and Finish dates of a project’s tasks. If a project is set to Manually Scheduled, individual tasks can be set to Auto Scheduled. To change individual tasks, click the Task tab and then click Auto Schedule in the Tasks group or click the arrow in the Task Mode column. You are asked to set the project to Auto Scheduled so that Project 2016 can help you determine when it is possible to hold the charity golf tournament. In this exercise, you will change a project to Auto Scheduled. PM01.05 To Change a Project to Auto Scheduled a. Click New Tasks: Manually Scheduled on the status bar. Status bar Scheduling selections Figure 21 Microsoft Project 2016, Windows 10, Microsoft Corporation Project status bar SIDE NOTE Task Mode Column The Task Mode column in the Entry table will reflect how a task is being scheduled once a task is entered. b. Click Auto Scheduled – Task dates are calculated by Microsoft Project. All tasks will now be calculated by Project 2016 unless set individually to Manually Scheduled. c. Save the project. If you need to take a break before finishing this chapter, now is a good time. Creating a Project Plan Understanding project management terminology, exploring the Project 2016 window, adjusting the Project 2016 calendar, and choosing a scheduling method are just the start to creating a project plan. Time also needs to be spent on identifying project tasks, task durations, task dependencies, and task constraints. Creating a Project Plan BK-PED-707292-JACOBSON-160388-Chp01.indd 19 19 24/11/16 3:12 PM Identify and Enter Project Tasks Tasks are activities that must be completed to accomplish a project goal. Tasks are entered into the Entry table in Gantt Chart view but can also be entered in the Network Diagram view and the Calendar view. Task names should be concise, and each task should be entered on a separate row in the Entry table. Tasks are assigned durations by the project’s manager. In Project 2016, the default for a duration of one day is eight hours. Even if the project schedule is set to a 20-hour work week versus a 40-hour work week, Project 2016 still calculates one day as eight hours by default. Durations help Project 2016 to calculate a task’s Start (or Finish) date if a project is set to Auto Scheduled. Durations can be entered into the software using the following abbreviations: QUICK REFERENCE Entering Task Durations Duration Abbreviation Result Duration 1 min 1 minute 1h 1 hour 1d 1 day (default) or 8 hours 1w 1 week 1 mon 1 month Microsoft Project 2016, Windows 10, Microsoft Corporation Each task in a project is unique from other tasks within the same project, even if the tasks are related in some way. Information about a single task can be found in the Task Information dialog box by selecting the Information button on the Task tab. The Task Information dialog box includes all the details for a single task. Project managers can use the Task Information dialog box to view and update task details such as resource assignments, predecessors, and task calendar. Information for a task is divided into six categories (tabs): General, Predecessors, Resources, Advanced, Notes, and Custom Fields, as shown in Figure 22. You can also use the Task Information dialog box to make changes to a task. Figure 22 Task Information dialog box Task names should be brief; therefore, more information may need to be added to a task for clarification. This can be done with a task Note. A task Note acts as a sticky note for a task and can be added on the Notes tab in the Task Information dialog box. A Note can provide more information on a task such as a web link, a phone number, or even an embedded file, such as an Excel spreadsheet, that provides further information on the task. Navigating around an Entry table uses keystrokes similar to those used in other Microsoft applications. 20 CHAPTER 1 | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 20 24/11/16 3:12 PM Keyboard Shortcut Navigating the Entry Table t Moves the Active Cell Up one row in the same column b Down one row in the same column r l J V+J h e C+h C+e u d T V+T One column to the right One column to the left Down one row in same column Up one row in same column First column of the current row Last column of the current row First column and row Last column of the last row Up one screen Down one screen One column to right One column to left CHAPTER 1 QUICK REFERENCE Entering Project Tasks Now that you have prepared your project plan by adjusting the project calendar, and setting the project to schedule automatically and by start date, you are ready to create your project plan. Patti Rochelle, the charity golf tournament planning manager, has given you a list of tasks to enter into the project’s Entry table. In this exercise, you will enter project tasks. To Enter Project Tasks PM01.06 a. If you took a break, open the pm01ch01CharityGolfTournament_LastFirst project. SIDE NOTE Text Wrap Project 2016 has a Wrap Text feature for task names. If the name is longer than the column, the text will wrap within the cell. Auto Scheduled symbol Figure 23 Task name b. Click in the Task Name cell in row 1. Type Set tournament objectives. c. Press T. The default value of 1 day? will appear in the Duration column. Undetermined duration Gantt bar Microsoft Project 2016, Windows 10, Microsoft Corporation Entry table with new task default duration Creating a Project Plan BK-PED-707292-JACOBSON-160388-Chp01.indd 21 21 24/11/16 3:12 PM SIDE NOTE Project-Scheduled Changes Whenever changes are made to affect a start or finish date of a task(s), those dates will be highlighted with a light colored background. d. Type 6h in the Duration column. Press T. Notice how Project 2016 assigns a Start date and Finish date because your project is set to Auto Scheduled. The task is scheduled over two days because there are only four hours available in in the Task Mode a day to complete a task. Note the Auto Scheduled symbol column. Duration Figure 24 Adjusted finish date Microsoft Project 2016, Windows 10, Microsoft Corporation Entry table with task duration SIDE NOTE Task Information You can also open the Task Information dialog box by double-clicking a task. e. With Set tournament objectives (Task 1) selected, click the Task tab, if necesto open the Task sary, and then in the Properties group, click Information Information dialog box. Explore the various tabs that can contain information about Set tournament objectives. Click Cancel. f. Enter the remaining tasks below in the Entry table. Remember you can use abbreviations for the durations. Task Task Name Task Duration 2 Determine project team 4 hours 3 Set tournament date and time 1 day 4 Prepare preliminary budget 6 hours 5 Create tournament website 2 weeks 6 Solicit potential tournament sponsors 1 week 7 Select tournament sponsors 4 hours 8 Solicit celebrity appearances 3 weeks 9 Create volunteer list 4 hours 10 Sign volunteer contracts 1 hour Troubleshooting If the Start or Finish date column displays the date as wrapped text, you may want to widen the column. To widen a column, point to the right side of the column border in the field name. When your pointer turns into a double-pointed arrow, drag to the right until the date displays appropriately. As in Excel, you can also doubleclick between the columns to automatically widen the column. 22 CHAPTER 1 | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 22 24/11/16 3:12 PM CHAPTER 1 Figure 25 Microsoft Project 2016, Windows 10, Microsoft Corporation Entry table with tasks added g. On the Quick Access Toolbar, click the Spelling the task names. h. Save button to check the spelling of the project. CONSIDER THIS Task Duration Why is a task duration of one day being assigned a calendar duration of two days? The Project calendar for the charity golf tournament was adjusted to a four-hour working day of 8:00 AM to 12:00 PM. Therefore, by entering in a duration of 1d (one day = eight hours), Project scheduled the task to be completed over two calendar days: four available hours on day 1 and four available hours on day 2. Is using the day duration confusing? Consider entering durations in hours instead. All the tasks are set to start on the project’s start date. Project 2016 is scheduling this way because the project is scheduled by Start date and all tasks are scheduled to start As Soon As Possible. Project tasks will push ahead in time as you create a more detailed project schedule later in this workshop. Modify Project Tasks in Project 2016 Project 2016 makes it easy to edit a project plan by adding, deleting, or changing existing tasks. As you are planning your project, you may discover that you need to add an additional task(s) in the middle of your project plan. Project 2016 allows tasks to be inserted by using commands on the ribbon, the shortcut menu, or the keyboard. Inserting a task in the middle of a project plan is similar to adding a row in Excel 2016 because Project 2016 will push every subsequent task down one row and adjust the project accordingly. Adding and Modifying Project Tasks in the Entry Table After brainstorming at a team meeting, the charity golf tournament planning team has identified a few additional tasks to be added to the project plan as well as an adjustment to task durations. You will add these tasks. In this exercise, you will modify a task list. Creating a Project Plan BK-PED-707292-JACOBSON-160388-Chp01.indd 23 23 24/11/16 3:12 PM To Modify a Task List PM01.07 SIDE NOTE Adding Tasks in the Entry Table a. Click any cell in task row 4, Prepare preliminary budget, and then click the Task button to insert a new tab, if necessary. In the Insert group, click the Task row. <New Task> appears as the task name. Similar to Excel 2016, new task rows are added above the active row. Task button New Task row added in Entry table Figure 26 Microsoft Project 2016, Windows 10, Microsoft Corporation New task row added in Entry table Troubleshooting If you selected the Task arrow instead of the Task button, select Task. b. Type Reserve golf course, and then press T. Type 1h, and then press T. Reserve golf course becomes the new Task 4. c. With Reserve golf course (Task 4) still selected, press the Insert I key. A blank row is added above the selected row to create a new task. Notice how a blank row is inserted with this method. Blank row in Entry table Figure 27 24 Microsoft Project 2016, Windows 10, Microsoft Corporation Blank row added in Entry table CHAPTER 1 | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 24 24/11/16 3:12 PM CHAPTER 1 Troubleshooting If your keyboard does not have an Insert key, repeat step a. SIDE NOTE Task Changes When you make changes to a task, Project 2016 will highlight the affected tasks in the Entry table with a light colored background. d. In the Task Name cell for the new Task 4, type Perform site inspections, and then press T. Type 4h, and then press T. e. Click in the Duration column of Task 3, Set tournament date and time, and then type 1h to change the duration from 1 day to 1 hour. f. Select Solicit potential tournament sponsors (Task 8), and then on the Task tab, in the Properties group, click Information . If necessary, click the General tab. In the upper right-hand corner of the General tab, change the Duration from 1 week to 3d. g. Click the Notes tab. Add the note Contact local sporting goods stores for a list of potential sponsors. Figure 28 SIDE NOTE Task Note Double-click the Note icon or hover over the Note icon in the Indicators column to display the note. Task Information dialog box Notes tab h. Click OK. Notice the Note indicator i. Microsoft Project 2016, Windows 10, Microsoft Corporation Notes tab in the Indicators column. Point to the note to see the note text. Task note indicator Task note ScreenTip Figure 29 Microsoft Project 2016, Windows 10, Microsoft Corporation Note indicator in Entry table j. Save the project. Creating a Project Plan BK-PED-707292-JACOBSON-160388-Chp01.indd 25 25 24/11/16 3:13 PM QUICK REFERENCE Inserting a Task In the Entry table, click any cell below the row where you wish to insert a task. • Right-click the row number of the task, and then click Insert Task from the shortcut menu, or • Click the Task button in the Insert group on the Task tab, or • Press Insert on the keyboard. Deleting Project Tasks in the Entry Table As a project planner, you may decide a project task is no longer needed. As well as inserting tasks, Project 2016 allows for tasks to be deleted. Deleting a task removes an entire task row and moves any subsequent tasks up a row. As with inserting tasks, there are several ways to delete tasks in Project 2016 such as using the ribbon, the shortcut menu, or the keyboard. Since the project team for this charity golf tournament is already in place, in this exercise, you will delete a task. To Delete a Task PM01.08 a. Right-click the row selector for Determine project team (Task 2). Microsoft Project 2016, Windows 10, Microsoft Corporation Row selector Shortcut menu Figure 30 Task shortcut menu b. Click Delete Task from the shortcut menu. The Determine project team task is deleted. c. Click the row selector for Create volunteer list (Task 10). With the task selected, press D. Task 10 is now deleted. Troubleshooting If you press D on the Task Name cell of a task row, Project 2016 will prompt you to 1) delete the task name or 2) delete the task. To avoid this prompt, select the task row selector, and then press D. 26 CHAPTER 1 | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 26 24/11/16 3:13 PM to undo the deletion of Task 10. CHAPTER 1 d. On the Quick Access Toolbar, click Undo Figure 31 Microsoft Project 2016, Windows 10, Microsoft Corporation Entry table with task deleted e. Save the project. QUICK REFERENCE Deleting a Task In the Entry table, click any task row you wish to delete. • Right-click the row number of the task, and then select Delete Task from the shortcut menu, or • Click the row selector of the task to be deleted, and then press the Delete key on your keyboard, or • Click any cell of a task you want to be deleted, and then in the Editing group, on the Task tab, click the Clear button to display the menu. Click Entire Row to delete the task. Moving, Cutting, Copying, and Pasting Project Tasks in the Entry Table Project planners may decide to reorder tasks or even copy tasks. Moving tasks will simply reorder tasks within the Entry table. If a task is cut, the task will be temporarily deleted and placed on the Project 2016 clipboard. If a task is copied, the task stays in its current location but is also placed on the clipboard to be pasted in another location in the Entry table. Any tasks on the clipboard can be pasted within the Entry table of the project. After reviewing the project tasks, you have decided it is important to prepare your budget before you perform site inspections. Therefore, you will move Task 5. In this exercise, you move a task in the Entry table. PM01.09 To Move a Task a. Click the row selector for Prepare preliminary budget (Task 5) to select the task. b. Press and hold the row selector again (you will see a four-arrow pointer). Drag the row selector above Perform site inspections (Task 3). As you drag Task 5, a dark gray horizontal bar will indicate the position of the task if you were to let go of your mouse. Creating a Project Plan BK-PED-707292-JACOBSON-160388-Chp01.indd 27 27 24/11/16 3:13 PM Horizontal bar showing placement of moved task Selected task Figure 32 Microsoft Project 2016, Windows 10, Microsoft Corporation Moving a task in the Entry table c. Release the mouse button. The Prepare preliminary budget task is now Task 3. Figure 33 Entry table with task moved Microsoft Project 2016, Windows 10, Microsoft Corporation Troubleshooting If you are having difficulty moving a task, be sure you first click the row selector of a task. Then click the task row selector again and drag the task to the desired location. d. Right-click the row selector for Set tournament objectives (Task 1). Click Copy on the shortcut menu. Click in row 12, the first blank row, and then on the Task tab in . This creates a copy of the task. the Clipboard group, click Paste e. Delete the copied task. 28 CHAPTER 1 | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 28 24/11/16 3:13 PM CHAPTER 1 Troubleshooting When deleting Task 12, be sure to click the row selector for the task. f. Save the project. Modifying Project Tasks in Calendar View The Project 2016 software has several views from which to edit or view your project tasks. You can switch from one view to the other using the View Bar, which appears at the left-hand side of the project window. Gantt Chart view displays tasks, task durations, and task dependencies in a Gantt chart with horizontal bars and is the default view in Project 2016. The length of the task bars in the Gantt chart relates to the task detail such as duration and the zoom of the timescale at the top of the Gantt chart. Calendar view displays tasks as bars on a calendar in a monthly format. Calendar view may be used to see upcoming weekly or monthly tasks. Managers may also choose to print from Calendar view because it gives an overview of the week or month ahead. Patti Rochelle, the tournament planning manager, has asked you to add additional tasks to the charity golf tournament project plan. You decide to make these additions in the Calendar and Network Diagram views. In this exercise, you will add and modify tasks in Calendar view. PM01.10 To Add and Modify Tasks in Calendar View a. Click Create volunteer list (Task 10), and then click the Task tab, if necessary. SIDE NOTE Alternate Method arrow, and then click Microsoft Project 2016, Windows 10, Microsoft Corporation You can also switch views by using the Calendar view on the View Bar. b. On the Task tab, in the View group, click the Gantt Chart Calendar to switch to Calendar view. Figure 34 Calendar view Creating a Project Plan BK-PED-707292-JACOBSON-160388-Chp01.indd 29 29 24/11/16 3:13 PM Microsoft Project 2016, Windows 10, Microsoft Corporation c. In Calendar view, click Week to change the calendar to Week view format. Figure 35 Week view option in Calendar view Microsoft Project 2016, Windows 10, Microsoft Corporation d. With Calendar view in the Week format and Task 10 still selected, click the Task tab, button to add a new blank task. if necessary. In the Insert group, click the Task New task added Figure 36 New task added in Calendar view e. Double-click <New Task>, 1 day? on the Calendar to open the Task Information dialog box. 30 CHAPTER 1 | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 30 24/11/16 3:13 PM Figure 37 On the General tab of the Task Information dialog box, click in the Name box, and then type Begin online registrations. Press T, and then type 0d in the Duration box to enter the Milestone task. CHAPTER 1 f. Microsoft Project 2016, Windows 10, Microsoft Corporation Task Information dialog box g. Click OK. New task Figure 38 Microsoft Project 2016, Windows 10, Microsoft Corporation Calendar view with new task added SIDE NOTE Milestone Task Notice the milestone task is identified in the Gantt chart as a diamond. h. Click Gantt Chart on the View Bar on the left-hand side of the Project 2016 window to view the new Task 10 in the Gantt chart. Troubleshooting If the View Bar is not visible on the left-hand side of the Project 2016 window, right-click the vertical text GANTT CHART on the left-hand side of the Project 2016 window, and then click View Bar. i. Click in the Task Name cell of Task 10. Click the Gantt Chart Tools Format tab. twice to wrap the text of the new task. In the Columns group, click Wrap Text Notice the wrapped text of the task names in the Entry table. Creating a Project Plan BK-PED-707292-JACOBSON-160388-Chp01.indd 31 31 24/11/16 3:13 PM j. Figure 39 Click the row selector for Begin online registrations (Task 10), and then move the task above Solicit potential tournament sponsors (Task 7). Begin online registrations is now Task 7. Microsoft Project 2016, Windows 10, Microsoft Corporation Gantt Chart view with new task added and moved k. Save the project. Modifying Project Tasks in Network Diagram View Not only can tasks be added in Gantt Chart view and Calendar view, but they can also be added and modified in Network Diagram view. Network Diagram view also displays tasks and task dependencies. However, this view provides more information by displaying each task in a detailed box and clearly representing task dependencies with link lines. The Network Diagram also displays the critical path. The critical path consists of tasks (or a single task) that determine the project’s Finish date (or Start date); tasks on the critical path are considered critical tasks. The main purpose of the Network Diagram is to assist project managers in viewing the critical path. Critical tasks are displayed in light red on the network diagram. A critical task must be completed on time in order to meet the project’s Finish date (or Start date). A task becomes critical based on the task dependencies, task durations, and task resource assignments. Project managers must monitor critical tasks to be sure they are being completed on time in order to successfully meet the project schedule. You decide to switch to this view and add another project task. In this exercise, you will add and modify tasks in Network Diagram view. To Add and Modify Tasks in Network Diagram View PM01.11 a. With Task 7 still selected, click Network Diagram to Network Diagram view. SIDE NOTE Identifying a Critical Task Task 10 is a critical task because at this point in the planning process, Task 10 has the longest duration. 32 CHAPTER 1 on the View Bar to switch b. Scroll down the Network Diagram as necessary to view Begin online registrations (ID: 7). Note the shape of this task is different from the other tasks with a rectangle shape because Task 7 is a milestone task. Also note the task has a black background because it is the selected task. c. Scroll down again until you see Solicit celebrity appearances (Task 10). Note this task appears in red because it is a critical task. | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 32 24/11/16 3:13 PM CHAPTER 1 Microsoft Project 2016, Windows 10, Microsoft Corporation Milestone task Critical task Figure 40 Network Diagram view of tasks SIDE NOTE Tasks in Network Diagram View A selected task in the Network Diagram will appear with a black background and white text. d. While still in Network Diagram view, scroll up, and then click Create tournament website (Task 6) to select the task. e. Click the Task tab, and then in the Insert group, click Task to add a new blank task in Network Diagram view. The new blank task becomes Task 6 with Create tournament website (Task 7) still selected. f. Double-click the <New Task> rectangle to open the Task Information dialog box. SIDE NOTE Troubleshooting Adding a New Task in the Network Diagram If you clicked on the new task’s border, the Format Box dialog box will appear. Click Cancel, and then double click inside the task box instead. You can also add a task in Network Diagram view by clicking in a blank area of the Network Diagram and dragging to draw a small rectangle. g. Click the General tab of the Task Information dialog box, add the Name Design tournament logo, and then press T. h. Enter a Duration of 1d, and then click OK. The new task has the task name Design tournament logo with a duration of one day. i. With Design tournament logo (Task 6) still selected, click one time in the Dur: box, type 2d, and then press J to change the duration of the task from one day to two days. Troubleshooting If the Task 6 Task Information dialog box opened when attempting to adjust the duration, you double-clicked the task. Close the Task Information dialog box, and then click once to select Task 6. Creating a Project Plan BK-PED-707292-JACOBSON-160388-Chp01.indd 33 33 24/11/16 3:13 PM j. Select Reserve golf course (Task 5). Change the duration of Task 5 to 0d to make this task a milestone and change the shape of the task in Network Diagram view. Microsoft Project 2016, Windows 10, Microsoft Corporation Task duration changed New task added Figure 41 Network Diagram view with task additions and changes k. Click Gantt Chart on the View Bar to return to Gantt Chart view. Note the new tasks and the change in durations. l. Click Design tournament logo (Task 6). Click the Gantt Chart Tools Format tab, twice. and then in the Columns group, click Wrap Text m. Save the project. CONSIDER THIS How Can You Motivate Team Members? Have you ever been a member of a team? How did your coach motivate you? Did your coach recognize team successes as they occurred? Project successes can be recognized by milestones. Therefore, milestones can help motivate the project team by recognizing project accomplishments. Create Task Dependencies When creating a project schedule, if you do not define task dependencies, all tasks will start on the project Start date or finish on the project Finish date. However, in most projects, tasks may be dependent on other tasks. Therefore, Project 2016 allows project planners to create task dependencies. Task dependencies create predecessor tasks and successor tasks. For example, you could not begin a task of “begin online registrations” without first completing the task of “set tournament date and time.” In this case, “set tournament date and time” would be the predecessor task to “begin online registrations” (which then becomes the successor task). 34 CHAPTER 1 | Microsoft Project 2016 BK-PED-707292-JACOBSON-160388-Chp01.indd 34 24/11/16 3:13 PM CONSIDER THIS CHAPTER 1 Remember, project managers often use the terms relationship, dependency, or link when referring to how the predecessor or successor tasks are connected. Why Create Task Dependencies? Have you ever baked a cake? If so, then you know you need to purchase the ingredients before mixing them together; mix the ingredients together before pouring them into a pan; prepare the pan before pouring in the ingredients; heat the oven before putting the pan into the oven to bake, etc. Baking a cake is a project during which tasks are completed in a certain order. This order is defined by task dependencies. There are four types of task dependencies in Project 2016, as shown in Table 4: Type Detail Example Finish-to-Start (FS) Default. Task 1 must finish before Task 2 can start. You must finish selecting the tournament date (Task 1) before beginning online registration (Task 2). Start-to-Start (SS) Task 1 must start before Task 2 can start. As soon as the tournament website goes live (Task 1), you can start accepting online registrations (Task 2). Start-to-Finish (SF) Task 1 must start before Task 2 can finish. You must start working on the tournament website (Task 1) before you can finish promotional materials (Task 2). Finish-to-Finish (FF) Task 1 must finish before Task 2 can finish. You must finish accepting online registrations (Task 1) before you finaliz