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Microsoft official academic course microsoft project 2013 pdf free free download
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To accomplish this mission, Wiley and Microsoft have partnered to develop the kicrosoft quality educational programs for Information Workers, IT Professionals, and Developers. The Microsoft Official Academic Course series focuses on workforce development. These programs are aimed at those students seeking to enter the workforce, change jobs, or embark on new careers as microsoft official academic course microsoft project 2013 pdf free free download workers, IT professionals, and developers.
Microsoft Official Academic Course programs address their needs by emphasizing authentic workplace scenarios with an microsott of projects, exercises, cases, and assessments. The Microsoft ;df Academic Courses focus on real skills for real jobs. As students work through the projects and exercises in the textbooks, they enhance their level of knowledge and their ability psf apply the latest Microsoft technology to everyday tasks.
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The Microsoft Official Academic Course Program The Microsoft Official Academic Course series is a complete program for instructors and institutions to prepare and deliver great courses on Microsoft software technologies. With MOAC, we recognize that, because of the rapid pace of change in the technology and curriculum developed by Microsoft, there is an ongoing set of needs beyond classroom instruction tools for an instructor to be ready to teach the course.
The MOAC program endeavors to provide solutions microsofg all these needs in a systematic manner in order to ensure a successful and rewarding course experience for both instructor and student — technical and curriculum training for instructor readiness with new software releases; the software itself for student use at home for building hands-on skills, assessment, and validation of skill development; and a great set of tools for delivering instruction in the classroom and lab.
All are important to the smooth delivery of an interesting course on Microsoft software, and all are provided with prooject MOAC program.
We think about the model that follows as a gauge for ensuring that we completely support you in your goal of teaching a great course. As you evaluate your instructional materials options, fre may wish to use the ffee for comparison purposes with available products. Unique features of our task-based approach include a Lesson Free Matrix Workplace Ready, and Step by Step exercises; and three levels of increasingly rigorous lessonending activities: Competency, Proficiency, and Mastery Assessment.
Presenting microsoft official academic course microsoft project 2013 pdf free free download extensive procedural information and technical concepts woven throughout the textbook raises challenges for the student and instructor alike. This feature outlines all the topics covered in the lesson. This orficial provides an overview of the software features students will be working with in the lesson.
The orientation will detail the general properties of the software or specific features, such as a ribbon or dialog box, and it includes a large, labeled screen image. Numbered steps give detailed instructions to help students learn software skills. The steps also show results and screen images to match what students should see on their computer screens. The images reinforce key concepts, provide visual clues about the steps, and allow students to check their progress.
When these terms are used later in the lesson, they appear in bold italic type and are defined. The Glossary contains all of the key terms and their definitions. Reader aids also provide additional relevant or background information that adds value to the lesson.
These files are indicated microsoft official academic course microsoft project 2013 pdf free free download the icon in the margin of the textbook. Now you need to put the two together. When you make assignments link resources and tasksMicrosoft Project can provide several key pieces of information including: who is working on what tasks and when; if the resources are available when you need them to be, or are over-allocated; and more. There are key differences, however, in the way equipment основываясь на этих данных can microosft scheduled.
It will be helpful, though, to reverse audio logic pro x 10.4 free download equipment resources when you need to schedule and track equipment costs or when the equipment might microsoft official academic course microsoft project 2013 pdf free free download needed my multiple people at the same time. In this exercise, you learn how to establish the equipment resources for your project. In the Ссылка на продолжение Sheet, click the next empty cell in the Resource Name column.
Click the Resource projecr and then click the Information button in the Properties group; the Resource Information dialog box appears. If it приведенная ссылка not already displayed, click the General tab kfficial the Resource Information dialog box. Your screen should look similar to Figure The simplest way to reorganize task and resource data in Project is by sorting.
Before you begin these steps, launch Microsoft Project. Click the View tab, and then click Resource Sheet. The Resource Sheet view appears. The default table in the Resource Sheet view is the Entry table.
However, you want to look at the cost per resource, which is not displayed in the Entry table. On the ribbon, click the Tables button in the Data group and then select Summary. The Summary table appears in the Resource Sheet view. If you estimate that a task will take 24 hours of working time, you would enter its duration as 3d to schedule the offiical over three 8-hour workdays.
If mocrosoft task were to start at A. You can also schedule tasks to occur over working and nonworking time by assigning an elapsed duration to a task. Elapsed duration is the total length of working and nonworking time you expect it will take to complete a task.
Suppose you own an automobile body shop. If the undercoat takes 24 hours to cure, you would enter the duration for this task as 1ed or 1 elapsed day.
If you scheduled it to start at 11 Acadeic. Table shows abbreviations and meanings for actual and elapsed times in Microsoft Project. If you have a multiyear project, it is mivrosoft not practical or even possible to track tasks that are measured in minutes or hours. You should measure task durations at microsoft official academic course microsoft project 2013 pdf free free download lowest level of detail or control necessary, but no lower. Easy-to-Read Tables Troubleshooting Reader Aid Although the task durations are supplied for you for the exercises in this book, you and the project team will have to estimate task microaoft for most real-world projects.
Column 1 Column 2 1. Units b. Click the Project tab. The Set Baseline dialog box appears. You will accept download audition cs6 portable google free download of the default settings in this dialog box by clicking OK.
Microsoft Project saves the baseline, although there is no indication in the Gantt Dree view that anything has changed. In the next few steps, you microsoft official academic course microsoft project 2013 pdf free free download explore some of the changes caused by saving prouect baseline. You can save up to eleven baselines in a single project schedule. You can save frfe baselines to record different sets of baseline values and later compare these against each other and against actual values.
On the ribbon, click the View tab and then click the down-arrow under Gantt Chart. Select More Views, and the More Views dialog box appears.
Now you will switch to a different table feee the Task Sheet view. On the ribbon, click Tables, and then click Variance. The Variance table appears. This table includes both the Scheduled and Baseline columns so that you can compare them easily. Fourse Book Tour ix c10ProjectReporting.
People or organizations that might be affected by project activities are called. If you have two views displayed in a combination view and want to print the view, only the view in the pane will acadmeic. When previewing a view in print preview, you can change the number of pages visible or by selecting either the pages button. A common activity for project managers is to schedule to share with stakeholders.
To add your company name so that it prints подробнее на этой странице the top of every page, use the dialog box to add the company name to the header. A report is used to represent high-level information usually on one page. If subtasks are hidden in a view, reports that contain task lists will include only tasks.
In a report, you can only information. Multiple Choice Microsoft official academic course microsoft project 2013 pdf free free download the best response for the following statements.
Microsoft official academic course microsoft project 2013 pdf free free download
Сзади послышался возглас: – Двухминутное предупреждение. Джабба в отчаянии бросил взгляд на ВР. Последний щит начал рушиться. Техники сновали по комнате. Что-то подсказывало Сьюзан, что они близки к разгадке.
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Linking Two Tasks When you created your project, all of the tasks in the project schedule were scheduled to start on the same date — the project start date. You must create a dependency, or link, between tasks to correctly reflect the order in which work must be completed. In this exercise, you will link two tasks to reflect the actual order in which they will occur. Select tasks 2 and 3. Tasks 2 and 3 are now linked with a finish-to-start relationship. Select the name cells of tasks 3 and 4.
Microsoft Project changed the start date of task 4 to the next working day following the completion of task 3. Note that because January 18 was a nonworking day the Martin Luther King holiday you set up , task 3 does not finish until January 25 and task 4 does not start until January If necessary, scroll the Gantt Chart to January 24 so that the link you just created is visible.
When you started the exercise in this section, all of the tasks in the project schedule were scheduled to start on the same date — the project start date.
You have just linked two tasks to reflect the actual order in which they will occur. A link is a logical connection between tasks that controls sequence and defines the relationship between two or more tasks. These two tasks have a finish-to-start relationship. The first task is called the predecessor, a task whose start or end date determines the start or finish of another task or tasks. Any task can be a predecessor for one or more tasks.
The second task is called the successor, a task whose start or finish is driven by another task or tasks. Again, any task can be a successor to one or more predecessor tasks.
The second task occurs after the first task. This is called a sequence, or the chronological order in which tasks must occur. Tasks can have only one of four types of task relationships, as shown in Table Do not get task relationships in Microsoft Project confused with task dependencies in project management. A dependency is a need or a condition that exists between two elements. Knowing the dependency is an important factor in defining the task relationships.
The first task MUST be done before the second task, i. Lags will be discussed in detail in Lesson A music track must be recorded before it can be edited. Start-to-start SS The start date of the predecessor task determines the start date of the successor task. Booking musicians and Booking dancers are related tasks and can occur simultaneously. Finish-to-finish FF The finish date of the predecessor task determines the finish date of the successor task. Tasks that require the use of specific equipment must end when the equipment rental ends.
Start-to-finish SF This relationship type is rarely used. The start date of the predecessor task determines the finish date of the successor task. The time when the production sound studio becomes available determines when rehearsals must end. The first task does not necessarily have to be done in order to complete the second task, i. It is preferred, but not absolutely necessary.
Dependencies of this type can have any one of the relationships. External dependencies are usually outside of the control of the project team.
Select the names of tasks 4 through Note the new feature in Project where the row height indicators extend out into the Gantt Chart area. Tasks 4 through 11 are now linked with a finish-to-start relationship.
Select the View tab. In the Zoom group, click the Entire Project button. Click the name of the task that you wish to set as the successor. Then on the Task ribbon, click the Information button, and then click the Predecessors tab.
Click the first cell in the Task Name column, and then click the arrow to select the task you wish to set as the predecessor. Linking Milestones Now that you have linked some of the tasks in the project schedule, you will link milestones across summary tasks. Linking milestones to each other reflects the sequential nature of the overall phases.
Select the name of task 11, Pre-Production complete, and, while holding down the Ctrl key, select the name of task 13, Production begins. This is how you select nonadjacent tasks in a table in Microsoft Project. In the Schedule group click the Link the Selected Tasks button.
Tasks 11 and 13 are linked with a finish-to-start relationship. Select the predecessor cell of task 16, Production complete. Type 14 and press Enter. Tasks 14 and 16 are linked with a finish-to-start relationship. They will move to the right side of the Gantt bar chart once you add and link more subtasks in a future lesson.
Point to the predecessor task until the pointer changes to a four-arrow star. Drag the pointer up or down to the task bar of the successor task.
Microsoft Project will link the two tasks. Notice that while you are dragging, the pointer image changes to a chain link. Be aware, however, that this method requires very precise and accurate mouse control and is not recommended. In this exercise, you linked milestones across summary tasks.
When you link milestones, you set up the natural flow of the project — when one phase finishes, the next phase begins. In this particular project, you have not yet entered all of the subtasks for the Production and PostProduction phases, so the graphical representation of the milestones and links on the Gantt Chart may have looked a bit strange.
Once you begin to enter and link these tasks, the project will begin to look more like the Pre-Production section of the Gantt Chart.
Additional task information that is important to the project can be recorded in a note. You can also provide more information about a task by linking it to another file, an intranet page, or an Internet page through a hyperlink. Attaching a note to a task in a project schedule allows you to document important information while keeping your project schedule succinct. In this exercise, you enter a task note. Select task 7, Book musicians, by clicking on the task number 7.
On the Task ribbon, in the Properties group, click the Task Notes icon. The Task Information dialog box appears with the Notes tab displayed. A note icon appears in the Indicators column for task 7. The Indicators column is the first column to the right of the task ID column. Point to the note icon. The note appears in a ScreenTip. For longer notes, or to see other task information, you can double-click the note icon and the Task Information box will display the full text of the note.
The note icon and ScreenTip are shown in Figure As you saw in this exercise, you enter and review task notes on the Notes tab in the Task Information dialog box. You can enter a wide variety of additional information to help clarify or enhance your project schedule. You can also attach a file, paste text and graphics from other Microsoft programs, insert sound or video files, add photos to link faces with resource names , company logos, PowerPoint slides or presentations, and organizational charts.
Do not worry about filling this field up — it can hold 64, characters. You can view both the project statistics and the Gantt Chart for the entire project. Click the Project tab, and then click Project Information in the Properties group. The Project Information dialog box appears, as shown in Figure Figure Project Information dialog box Statistics button 2.
Click the Statistics button. The Project Statistics dialog box appears and displays information such as the project start and finish dates and duration. The statistics dialog box is shown in Figure Note that, based on the current information entered, this project is slated for 95 days of duration, starting on January 4 and ending on May 16, Click the Close button to close the Project Statistics dialog box.
If you are continuing to the next lesson, keep Project open. If you are not continuing to additional lessons, Close Project. Manual scheduling is not the default mode and creates a dynamic schedule. When you initially enter tasks into Project, they are linked in a finish-to-start relationship that can be changed later.
The task note field can only contain words and not pictures. A milestone can be imposed on the project or developed and used by the project team to track project progress.
An estimated duration of 3 weeks for a task would be shown as 3ew. A task calendar defines working and nonworking times for an individual work resource. A summary task is derived from all of the detail tasks that fall below it. Once you have entered all of the tasks and durations for a project, the project duration does not change.
Tasks that are indented below a summary task are called successors. For tasks that are linked in a finish-to-start relationship, the finish date of the predecessor task determines the start date of the successor task.
Click the name of task 14, Production complete. Drag your cursor downward so that 5 rows are highlighted, including the row for task On the ribbon, in the Insert group, click Task. Click the blank Task Name field for task Starting in this field, enter the following tasks and durations: Task Scene 1 setup Scene 1 rehearsal Scene 1 vocal recording Scene 1 video shoot Scene 1 teardown Duration 2d 6h 1d 2d 1d 4.
Project New Employee Orientation Add a note and hyperlink to a project schedule as reminders of information to be given to new employees. Double-click the name of task 9, Take picture for employee ID. In the Task Information dialog box, on the Notes tab, key Remember to use blue backdrop for digital pics. Double-click the name of task 22, Complete health insurance paperwork.
In the Task Information dialog box, key the note, Verify all insurance needs and any other insurance carriers. Project Basics 35 Proficiency Assessment Project Hiring a New Employee You need to create a project schedule for the process of hiring a new employee for your department. OPEN a new blank project schedule. Set the project start date to be October 19, Enter the following tasks and durations: Task Duration Write job description 2d Notify departmental recruiter 1d Post job internally 5d Post job externally 5d Collect resumes 10d Review resumes 5d Set up interviews 3d Conduct interviews 8d Select candidate 1d Make offer milestone 3.
Assign a finish-to-start relationship to all the tasks. Change the dependency between tasks 3 and 4 to a start-to-start relationship. Change all tasks to the Auto Schedule mode. Use the Statistics button on the Project Information dialog box to determine the current project duration. SAVE the project schedule in the solutions folder for this lesson as Hiring Employee xxd where the xx in the file name is the duration in days of the project. For example, if the project is 13 days long, save the file as Hiring Employee 13d.
Project Don Funk Video: New Task Dependencies After reviewing your project schedule, you have determined that some of the tasks could be linked in a different way to make your project more efficient.
Change tasks 9 and 10 so that they have a start-to-start relationship. Change tasks 7 and 8 so that they have a start-to-start relationship.
Adjust the chart area of your screen so that the Gantt bars for these new relationships are visible. Convert all tasks to Auto Schedule. Set tasks 6, 9, 10, and 14 as milestones. Assign a start-to-start relationship for tasks 1, 2, and 3.
Assign a finish-to-start relationship for tasks 1 and 6, 3 and 9, and 2 and Assign a finish-to-start relationship for tasks 4, 5, 7, and 8. Assign a finish-to-start relationship for tasks 10 through Insert a new row after task Name this new task Scene 1. Add a milestone to begin the scene Scene 1 begin and a milestone to end the scene Scene 1 complete. Indent tasks 15 through 21 under the Scene 1 summary task you just created. Add two more sets of summary and subtasks including durations for Scenes 2 and 3 under the Production summary task.
They will be identical to the Scene 1 tasks and durations except for the scene number. Assign the subtasks for Scenes 1, 2 and 3 finish-to-start relationships. Assign a finish-to-start relationship between the Scene 1 complete milestone and the Scene 2 begin milestone. Assign a finish-to-start relationship between the Scene 2 complete milestone and the Scene 3 begin milestone.
Link the Scene 3 complete milestone and the Production complete milestone with a finish-to-start dependency. Link the Production complete milestone and the Post-Production begins milestone with a finish-to-start dependency. He must also determine when these resources are available, how much work they can do, and their cost. One of the most powerful tools in Microsoft Project is the ability to manage resources effectively.
One view you will use in this lesson is the Resource Sheet view, as shown in Figure Rate Column Max. Units: the maximum capacity of a resource In this lesson, you will be working on establishing your project resources — which are the people, equipment, materials, and money used to complete the tasks in a project. Some of the features you will use in this lesson are shown on this screen. Use this figure as a reference for this lesson. In this section, you learn how to establish and enter people resources in Project Establishing Individual People Resources People resources can be in the form of individuals, individuals identified by their job function or title, or groups of individuals with a common skill.
In this exercise, you practice setting up resource information for the individual people who will perform the tasks on the project. This saves the time and effort of retyping the information and reduces the possibility of data entry errors. In the Resource Sheet view, click the empty cell directly below the Resource Name column heading. Type Jamie Reding and press Enter. Microsoft Project adds Jamie Reding as a work resource and automatically enters additional, default information.
Figure Resource Sheet with newly entered resource 4. Enter the remaining resource names into the Simple Resource Sheet. Enter the first column of names Scott Seely, Jeff Pike, etc. Figure Resource Sheet with resources added 40 Lesson 2 5. You are beginning to set up some of the basic resource information for the people who will work on this project.
As you are entering this information, keep in mind two important aspects of resources: availability and cost. Cost refers to how much money will be needed to pay for the resources on a project. Although setting up resource information in Microsoft Project may take a little extra time and effort, entering this information will provide you with more control over your project. You will work with three types of resources in Microsoft Project: work resources, material resources, and cost resources.
Work resources are the people and equipment that do work to accomplish the tasks of the project. Work resources use time to accomplish tasks. You will learn about material resources and cost resources later in this lesson.
Establishing a Group Resource In the previous exercise, you set up resources that were individuals. Now, you will set up a single resource that represents multiple people, sometimes called a Generic Resource. Click the blank Resource Name field below the last resource, type Sound Technician and then press Tab. In the Type field, make sure that Work is selected.
Press Tab four times to move to the Max. Units field. You may only see a portion of the field name. To see the entire field name, expand the row just as you would in Excel. Place the cursor on the bottom of the header row in the ID column just above resource 1. Click and drag the row down. Microsoft Project will warn you if you assign a resource to more tasks than it can accomplish at its maximum units. Establishing Resources 41 3. In the Max. You can simply click these arrows to scroll to the number you want displayed.
Click the Max. This represents that she is only available part time on this project. To change to this format, click File on the ribbon, then Options, and then click the Schedule option. In the Show assignment units as a box, select Decimal. In this exercise, you established a group resource.
The resource named Sound Technician does not represent a single person. It actually represents a group of people called sound technicians. By setting the Max. You might not know specifically who the sound technicians will be at this point, but you can still proceed with more planning. Keep in mind if you use a group resource, a single resource calendar will be assigned to that resource name.
Therefore, it is beneficial to have all of the people represented by the resource name work the same hours. In the Type field, select Work from the drop-down menu. Notice that the Resource Information dialog box contains many of the same fields as the Resource Sheet. Figure Resource Information dialog box with newly added resource Resource name field Resource type field Establishing Resources 43 6.
The Resource Information dialog box closes and the resource has been added. Notice that Microsoft Project has automatically wrapped the text in the Resource Name field. Note that the Max. This indicates that you will have two truck cameras available every workday. Add the following additional equipment resources to the project schedule. You can use the Resource Information dialog box to enter your information, but entering it directly in Resource Sheet view is faster.
Make sure that Work is selected in the Type field for each resource. Figure Resource Sheet showing equipment resources added 9. Equipment resources tend to be more specialized than people resources. Establishing Material Resources Material resources are consumable items used up as the tasks in a project are completed.
Unlike work resources including human resources and equipment resources , material resources have no effect on the total amount of work scheduled to be performed on a task. For your music video project, DVDs are the consumable that interests you most. In this exercise, you practice entering material resources for your project.
Type DVD and press Tab. In the Type field, click the arrow and select Material, then press Tab. Notice that some of the fields columns , such as Max. Units, Ovt. Rate and Calendar, are not available when you change to a material type resource. In the Material Label field, type 2-hour disc and press Enter. This means you will use 2-hour discs as the unit of measure to track consumption during the project.
Figure Material resource added to resource sheet Material label field is the unit of measure for the material resource Establishing Resources 45 5. In this exercise you entered a material resource. Depending on the project management approach of your organization, you may or may not be required to track project material resources.
Bear in mind that if the project requires material and these are not entered into the software, the final cost, as calculated by the software, will not be a true reflection of the project estimate. A cost resource enables you to apply a cost to a task by assigning a cost item such as travel to that task. The cost resource has no relationship to the work assigned to the task, but assigning cost resources gives you more control when applying various types of costs to tasks within your project.
Unlike fixed costs, you can apply as many cost resources to a task as necessary. In this exercise, you add cost resources to the resource sheet for your project. Type Travel and then press Tab. In the Type field, click the arrow and select Cost. The travel resource has now been established as a cost resource.
Just as with a material resource, some fields are not available with a cost resource. In the Type field, select Cost and press Enter. Also, unlike work resources, cost resources cannot have a calendar applied to them and therefore do not affect the scheduling of the task. When you enter the cost information for resources, tracking the finances of a project becomes a more manageable task.
Entering Resource Cost Information Knowing resource cost information will help you take full advantage of the cost management features of Microsoft Project. In this exercise, you practice entering cost information for both work and material resources. In the Resource Sheet, click the Std. Standard Rate field for resource 1, Jamie Reding.
Establishing Resources 47 2. In the Std. Rate column for resource 2, Scott Seely, type Rate column. Widen the Std. Rate column by moving the mouse pointer to the vertical divider line between the Std. Rate column and Ovt. Double-click the divider line. Figure Resource Sheet with the standard rate for first two resources entered. For a material resource, the standard rate is per unit of consumption. For this exercise, that is a 2-hour DVD.
Also note that you did not assign a cost to the cost resources; this is done when the cost resources are assigned to a task covered in Lesson 3. In the real world, it is often difficult to get cost information for people resources because this information is usually considered confidential. As a project manager, it is important that you are aware of the limitations of your project schedule because of the information available to you, and that you communicate these limitations to your project team Establishing Resources 49 and management.
Note: Microsoft Project Professional can be downloaded from DreamSpark Premium for use by students in this course. Contact your Wiley rep for details. Wiley Desktop Editions provide students with numerous additional benefits that are not available with other e-text solutions. Students also have access to fully integrated resources within their Wiley Desktop Edition. From highlighting their e-text to taking and sharing notes, students can easily personalize their Wiley Desktop Edition as they are reading or following along in class.
Wiley E-Text: Powered by Vitalsource When you choose a Wiley E-Text you not only save money; you benefit from being able to access course materials and content anytime, anywhere through a user experience that makes learning rewarding. Students can access it online and download to their computer for off line access and access read and study on their device of preference— computer, tablet, or smartphone.
By using the practice files, you will not waste time creating the samples used in the lessons, and you can concentrate on learning how to use Microsoft Project With the files and the step-by-step instructions in the lessons, you will learn by doing, which is an easy and effective way to acquire and remember new skills. Copying the Practice Files Your instructor might already have copied the practice files before you arrive in class.
However, your instructor might ask you to copy the practice files on your own at the start of class. Also, if you want to work through any of the exercises in this book on your own at home or at your place of business after class, you may want to copy the practice files. In Internet Explorer, go to the student companion site: www.
Search for your book title in the upper-right corner. Select Student Companion Site from the pop-up box. Now select Student Data Files from the center of the screen.
Remember the drive name that you saved your files to. Richie Gregg D. Richie, PMP, MCTS is the founding member and managing partner of P8, LLC, which is a consulting firm that provides consulting and training in project management techniques, including advanced usage and application of Microsoft Project.
With more than 30 years of experience in the field of project management, working on projects on almost every continent, he travels all over the world as an international project management consultant and speaker. It was here that his love for both teaching and project management was discovered and developed.
He began instructing in , has taught thousands people in classroom environments, and publicly spoken to thousands at a time. Video production managers must identify the production tasks, plan and manage the schedule, and communicate project information to all the members of the production team.
Microsoft Project is the perfect tool for managing a project such as this. In this lesson, you will learn how to navigate in Microsoft Project , how the software handles data, how to create a new project schedule, enter tasks, durations, and milestones into the schedule, and organize the tasks in the schedule.
Your screen may be different if default settings have been changed or if other preferences have been set. Later, you will set the option directing the software to go directly to the Gantt Chart view.
Figure Microsoft Project Start screen Before you begin using Microsoft Project , you will need to become familiar with the user interface, also known as the Ribbon. This is similar to other Office applications in that the commands are in tabs, such as File, Task, Resource, Report, Project, and View.
Selecting a tab activates the ribbon. Within each ribbon, commands are organized into groups; each command has its own button, which you activate by clicking with the mouse. Project’s user interface makes it easy to find the commands you need more quickly. This view displays various task data as well as a graphical display of how the project is currently scheduled.
Project Basics 3 The Gantt Chart view is the primary way of viewing the data in a project schedule. It became the standard for visualizing project schedules in the early twentieth century when American engineer and management consultant Henry L. Gantt developed a bar chart with two main principles; 1 to measure activities by the amount of time needed to complete them; and 2 to represent the amount of the activity that should have been done in a given time.
In Microsoft Project, the Gantt Chart view is the default view. A view is a window through which you can see various elements of your project schedule. You will learn more about the Gantt Chart view in Lesson 8. A project schedule is a model of a real project — what you want to happen or what you think will happen throughout the project.
The schedule contains all of the tasks, resources, time frames, and costs that might be associated with such a project. You can modify this schedule or any other project template to fit your specific project needs. Later in this lesson you will learn how to create a project schedule from a blank template.
A template is a predefined file that can be blank with the default characteristics set, or it could already contain project task and resource information. Knowing how to navigate in Microsoft Project and how Microsoft Project handles data will increase your efficiency in locating needed information.
In this exercise, you learn how to start Microsoft Project and open a template. Before you begin these steps, be sure to turn on or log on to your computer. On the Windows taskbar, click the Start button. The Start screen appears. Microsoft Project opens. This is the start screen. From this screen you can choose to open a blank project, import information from Microsoft Excel or a SharePoint task list, open an existing project file, or open a template. Additionally there are some slight visual variations between the two operating systems.
You are encouraged to use this manual with either operating system and understand that the differences are cosmetic only and in no way affect the functionality of Microsoft Project Microsoft Project should be open. On the Start screen Figure , click the Search for online templates box located at the top of the screen. Type annual report preparation, then press Enter. The template is displayed and a preview of it is on the left of the screen as in Figure Figure Preview of the Annual Report Preparation template 2.
Double-click the Annual Report Preparation template graphic. The template is downloaded to your system, then opens a new project based on the template in the Gantt Chart view and closes the New Project screen. However, it is recommended that they are stored in the default Microsoft templates folder. Project Basics 5 You have just opened a project schedule from a template in Microsoft Project. A project schedule is a model of a real project — what you want to happen or what you think will happen.
The schedule contains tasks, resources, time frames, and costs that might be associated with such a project. Later in this lesson, you will learn how to create a project schedule from a blank template. This is located in the upper right corner of the screen, just to the left of the close application button. See Figure Using the resizing feature, change the width of the reduced window and watch how the ribbon changes with the changing width.
Figure shows an example of the ribbon at a reduced level of resolution. Figure Command Groups show less buttons The Ribbon at a reduced level of resolution Commands are accessed when button is selected 3.
This will set the window back to full screen. Note the automatic change in the ribbon as shown in Figure In this exercise, you changed the resolution of the Project window and the software automatically changed the resolution of the ribbon command groups.
This is where the user will change options, save, print, import and export, set file properties, and much more. USE the project schedule you created in the previous exercise. Click the File tab. On the left navigation bar click New. This screen is similar to the Start screen that appeared when you first started the software. From this screen you can open an existing schedule, start a new project from a blank template, or import from Excel or SharePoint.
Click Print in the left navigation bar. This section provides a print preview, allows the user to change printers and the print settings, as well as setting the page options such as headers, footers, and margins. Click Share in the left navigation bar. Here the user can send the project file as an email attachment or sync it with SharePoint.
Click Export in the left navigation bar. In this exercise, you reviewed some sections of the Backstage Area. Throughout this text, you will return to this area to check and change options. More correctly, it is three databases in one, as shown in Figure The first is a task database.
This is where all task-related information such as the task name, start, finish, cost, duration, and work is kept. The second is the resource database. All resource-related information is stored in the resource database, such as resource name, type of resource, standard rate pay rate , resource group they belong to, the base calendar they are assigned, and the maximum number of units for the resource.
The third database is called the assignment database. When a resource is assigned to a task, all of the assignment-related information for each specific resource on each specific task is stored here. Your screen should be on the Gantt Chart view. Place your mouse cursor on the Task Name column heading, but do not click it. You will notice that a ScreenTip appears, displaying the title of the column Task Name and its actual name Name. Place the mouse cursor on the Resource Name column heading and observe the ScreenTip that appears as in Figure You will notice that this field has the same name as the one in Figure You have just witnessed two of the databases.
On the ribbon, click the Task Usage button, located in the Task Views command group. This is one of two views that displays information from the assignment database. Note the Task Usage button is a two-part button, with a submenu on the bottom half. Select the name cell of task 1, Perform Initial Planning. This is the Scroll to Task feature which will be discussed later.
Figure Task Usage View Task Resource Planned work hours by resource Table shows the default view and the databases from which they collect information. Knowing which database has the information will help later in knowing not only which view to activate but will also assist in developing custom reports.
In this exercise, you viewed some of basic views in the software and the database that held the information. In the next exercise, you will become familiar with more views. When you want to look at data from any one of the databases, you must activate a view. In this exercise, you will learn about some of the common, default views and how to activate them.
On the View tab, select the Calendar view from the Task View command group. Figure Calendar View 10 Lesson 1 2. The Calendar view provides task data in a calendar format. It is helpful when you need to get project information to those project team members who may not have, or know how to operate, Microsoft Project. On the View tab, select the Network Diagram view. Figure Network Diagram view 4.
The network diagram view displays the logical sequencing of the tasks and the relationship these tasks have with other tasks in the project. It is helpful during planning and execution and can show the complexity of a project. On the View tab, select the Resource Usage view.
Click the Resource Name column once to highlight the entire column. On the ribbon, in the Data command group, click the Outline button then select Hide Subtasks. Auto fit the Resource Name column. You do this by placing your cursor on the right side of the column name and double-clicking. Click the Expand button at the left of resource 1, Audit Committee. Your screen should look like Figure In other words, it is helpful to see the assignments each resource has been assigned.
This is opposite from the Task Usage view you selected earlier, which categorized assignments by task. CLOSE the file. When asked to save the file, click No. In this exercise, you viewed three additional, commonly used views in the software.
Now that you are familiar with how to navigate in the program, you will now create your own project schedule. You should perform all the planning processes associated with the project management methodology of your organization before entering any information into Microsoft Project When you create a new project schedule, the first task is to set a start date for your project.
Opening a New Blank Project Schedule Rather than use a project schedule template, you can create a new, blank project schedule that you can fine-tune to your specific project.
In this exercise, you open a new project schedule. On the Start screen, click New. On the screen, double-click the Blank Project option. A new blank project schedule appears and you are briefly notified that new tasks will be created in the new Manually Scheduled Mode, which is discussed in lesson 2. Your screen will look like Figure LEAVE the project schedule open to use in the next exercise. In this exercise, you created a new, blank project schedule. Now you will begin to add details to the project schedule, such as start date, tasks, durations, and calendars.
This information should be entered in the sequence presented. When using Microsoft Project the user must perform data entry steps in a specific order. Entering information out of sequence could result in inaccurate information or re-entry of the data. For example, if you enter duration information before setting the calendar options, the durations entered will be altered when calendar options are set.
In this exercise, you create a start date for the new project you have created. USE the project schedule you opened in the previous exercise. In the Properties group click the Project Information button.
The Project Information dialog box appears. Single-click the drop-down arrow next to the Start Date text box once. For this exercise, you will change the project start date to January 4, Project Basics 13 3.
In the January calendar, click January 4th. Click OK at the bottom of the dialog box. In this exercise, you specified a start date for your project. You can schedule a project from either the start date or the end date, but not both. Most projects should be scheduled from a start date. Scheduling from a start date causes all tasks to start as soon as possible, and it gives you the greatest scheduling flexibility.
Scheduling from a finish date can be helpful in determining when a project must start if the finish date is fixed. Saving the Newly Created Project Schedule Once you have created a new project schedule and specified the start date, you need to save the file.
On the ribbon, click the File tab and then click the Save option. Because you have not previously saved the project schedule, the Save-As section is activated. In the Save As section, click Computer then select Browse.
Locate and select the solutions folder for this lesson as directed by your instructor. Click Save. Leave the project schedule open to use in the next exercise. In this exercise, you named and saved your project file. It is important to get into the habit of saving your file frequently so that minimal information is lost should you experience a software or hardware malfunction.
Under the File tab, click Options in the navigation bar, then select Save. In the Save Options dialog box, under Save Projects, select the Auto Save Every check box and then specify the time interval at which you want Microsoft Project to automatically save your file.
You can set your project calendar to reflect the working days and hours of your project, as well as nonworking times such as evenings, weekends, and holidays. Defining Project Calendars In this exercise, you define the calendar for your project and set up two exception days holidays. On the ribbon, in the Properties command group, select the Change Working Time button. The Change Working Time dialog box is displayed.
Click the For Calendar drop-down arrow. In the dropdown menu, select Standard, if it is not already selected. Using the scroll control at the right of the calendar, navigate until the calendar displays January, Click the date box for January Day and press Enter. Single-click the name of the exception you just entered. Then click the Details button. The Details dialog box appears. Under Recurrence Pattern, click Yearly. Click the The: button, and use the arrows next to each selection box to select Third, Monday, and January.
In the Range of Recurrence section, select the option for End after: then type 3, then press Enter. Scroll until calendar in the Change Working Time dialog box displays May, Click once on May 30, In the next blank exception name cell, type Memorial Day and press Enter.
The Details dialog box reappears. Click the The: button, and use the arrows next to each selection box to select Last, Monday, and May.
In the Range of Recurrence section, select the option for End after: then type 3. SAVE the project schedule. Exceptions can also be used to indicate additional time away from the project, such as company-wide training days or morale events. A calendar is a scheduling tool that determines the standard working time and nonworking time such as evening or holidays for the project, resources, and tasks.
Calendars are used to determine how tasks and resources assigned to these tasks are scheduled. It can serve as a project calendar or a task calendar. It defines the normal working and nonworking times. A task calendar defines working and nonworking times for a task, regardless of the settings in the project calendar.
Base calendars can be created and assigned to a project, a resource, or a task. Project, resource, and task calendars are used in scheduling tasks. If resources are assigned to tasks, the task is scheduled based upon the resource calendar. Cross Ref You will learn more about base calendars, project calendars, and resource calendars in Lesson 2. In Microsoft Project, the tasks you define contain the details about each activity or event that must occur in order for your project to be completed.
These details include the order and duration of tasks, critical tasks, and resource requirements. Tasks are the most basic building blocks of any project schedule. In this exercise, you will enter a single task in each row of the Entry table. Click the first blank cell directly below the Task Name column heading. Type Review screenplay and press Enter. Enter the following task names below the Review screenplay task name.
Press Enter after each task name. Develop scene blocking and schedule Develop production layouts Identify and reserve locations Book musicians Book dancers Reserve audio recording equipment Reserve video recording equipment 4. As you enter new tasks, you will note that each cell automatically wraps the text. The Task ID sometimes simply referred to as ID is a unique number that is assigned to each task in the project. However, you can define the duration of days, weeks, and months for your project.
Click the File tab, select Options, then click the Schedule option, and look under Calendar options for this project: See Figure Because different tasks usually take different amounts of time to complete, each task is assigned a separate duration. Do not confuse duration with elapsed time or work effort. By contrast, a task can have four work resources assigned and equate to 24 hours of effort in a single, eight hour work day.
This applies to start dates and finish dates as well. Click the first cell in the Duration column next to the task 1, Review screenplay. The Duration field for task 1 is selected. Type 3w and then press Enter. The value 3 wks appears in the Duration field.
Enter the following durations for the remaining tasks. Figure Gantt Chart showing task durations entered. You may notice that for those tasks where you entered approximate durations, the software did not draw a corresponding Gantt Chart bar. This is the result of Manual Scheduling. Later in this lesson you will change the scheduling mode to Automatic Scheduling. Recall that when you set up your project calendar in the previous exercise, the working times for your project were Monday through Friday from A.
No work is scheduled on evenings or weekends because these have been defined as nonworking times. Although the task durations are supplied for you for the exercises in this book, you and the project team will have to estimate task durations for most real-world projects.
Risk is an uncertain event or condition that, if it occurs, will have an impact on your project, either positively or negatively. Inaccurate task duration estimates negative risk decreases the likelihood of completing the project on time, within budget and to specification.
Developing good estimates is worth the time and effort. In the Manual mode which is the default , Project allows the user some flexibility in entering information. However, this mode does not allow the software to schedule tasks in a dynamic manner, meaning it requires more attention to maintain the schedule. Automatic scheduling mode reduces the f lexibility of entering approximate durations and dates. This mode does allow the user to create a dynamic schedule which requires less maintenance.
Switching from Manual to Automatic Scheduling When you entered durations earlier, you noticed how the software dealt with approximate duration information — it did not draw a Gantt bar. In this exercise you will learn how to change the scheduling mode. You can do this for an entire project or you can do it on a task-by-task basis, depending on your needs.
By default, all new tasks are set to manual scheduling. Select the Task Name for task 1, Review screenplay. Click the Task tab. Then, in the Tasks command group, click the Auto Schedule button. Notice the change in the Gantt Chart bar for task 1. Select the duration cell of task 3, Develop production layouts. Type 1mo and press Enter. In most cases, you should ensure that there is no manually entered duration for any task you will be using as a Summary Task.
If you would like to group Task 4 and Task 5 into a Summary Task 1. You can do it in two ways. Method 1 Select the names of Task 4 and Task 5. Rename it to Summary Task 1. Method 2 You can click Task 4 row. You can rename the Task. Here it is renamed as Summary Task 1. Now select Task 4 and Task 5. For example, Task 2 can start once Task 1 has finished. These dependencies are called Links. A Guide to the Project Management Body of Knowledge PMBOK Guide does not define the term dependency, but refers to it as a logical relationship, which in turn is defined as a dependency between two activities, or between an activity and a milestone.
In MS Project, the first task is called a predecessor because it precedes tasks that depend on it. The following task is called the successor because it succeeds, or follows tasks on which it is dependent. Any task can be a predecessor for one or more successor tasks. Likewise, any task can be a successor to one or more predecessor tasks. There are only four types of task dependencies, here we present them with examples. Most used. One does not have to finish collecting survey response before starting the tabulation.
Least used. Method 1 Select the two tasks you want to link. In the following screenshot taken as an example, we have selected names, Task 1 and Task 2. Task 1 and Task 2 are linked with a Finish-to-Start relationship. A drop down box appears with all Tasks defined in the project.
Choose the predecessor task. Click OK. Here I have chosen Task 3. All tasks get linked. To select non-adjacent tasks, hold down Ctrl key and select each task separately.
Respect Links If you are in Manually Scheduled mode, any change in duration of the predecessor task will not reflect on Start date of Task 4. Scheduling is controlled in two ways. Manual Scheduling: This is done to quickly capture some details without actually scheduling the tasks. It calculates values such as task durations, start dates, and finish dates automatically. It takes into accounts all constraints, links and calendars.
For example, at Lucerne Publishing, the new book launch plan has been reviewed by the resources who will carry out the work and by other project stakeholders. Although you expect the plan to change somewhat as you learn more about the book launch, you now have enough confidence in the overall plan to switch from manual to automatic task scheduling.
Converting Task to Automatic Schedule We have three different methods to convert a task to automatic schedule. Method 1 If you want to change the mode for a particular task, say Task 5 in the following example.
Click on Task Mode cell in the same row. Then, click the down arrow to open a dropdown box, you can select Auto Scheduled. Method 3 To switch completely to Auto Schedule mode: Toggle the scheduling mode of the plan by clicking the New Tasks status bar at the bottom-left and then selecting Auto scheduling mode.
Go to File tab and click Options. They can be people, equipment, facilities, funding, or anything except labor required for the completion of a project task. Optimum Resource Scheduling is the key to successful project management.
Travel expenses, food expenses, etc. For example, paint being used while painting a wall. Note: Be aware of the crucial difference between People and Equipment resources. People resources will have limited work hours, say 6, 8 or 12 hours. Equipment resources have different working capacities of 2, 8 or 24 hours and could have maintenance breaks as well.
Also note, that it is possible multiple people resources might be using one equipment resource, or one equipment might be accomplishing multiple tasks. Enter Work Resource Names You can enter resource names according to your convenience. Click the cell directly below the Resource Name heading column. Enter Resources as an individual person, job function or group.
The resource is available full-time on each workday. If a resource does not represent an individual person but a job function, where a group of people with the same skill set can work on the task, we can enter larger Max Units to represent the number of people in the group. Click the Max. Units field for the Engineers resource. Press Enter. Units would mean you expect the resource capacity to be lower than a full-time resource.
Click the cell directly below Resource Name heading column. Enter Resource as an individual or job function. You can also enter overtime rates for work resources. Standard rates are calculated on per hour basis.
Costs per use on the other hand are costs that do not vary with task. Cost per use is a set fee used up to complete a task. There are three types of resources: work, material, and cost. Like paint being used while painting a wall. People resources will have limited work hours say 6, 8 or 12 hours. Equipment resources can have different working capacities of 2, 8 or 24 hours and could have maintenance breaks as well. Also note that it is possible multiple people resources might be using one equipment resource, or one equipment might be accomplishing multiple tasks.
Cost resources do not use pay rates. Remember cost per use and cost resources are two different things. Cost resources are financial cost associated with a task, like travel expenses, food expenses, etc.
The cost value of cost resource is only assigned when you assign cost resource to a task. MS Project will not automatically apply overtime calculations. Click the cell directly below Resource Name heading column to create Resources.
Click the Std. Rate field for each resource to costs in hourly default , daily, weekly, monthly and yearly rates. In the following example, the resource Rasmus is left at zero. Click the Ovt. Rate field to enter overtime rates.
Double-click the Resource, a Resource Information dialog box opens. Click on Notes tab. Hovering over it will make the note appear. Set Up Cost Resources You can use a cost resource to represent a financial cost associated with a task in a plan. Examples of cost resources are travel, food, entertainment and training.
So it is obvious that cost resources do no work on a task and do not affect scheduling of a task. Cost value of the cost resource is entered when assigning it to a task. Click the empty cell in the Resource Name column.
Type Training and press the Tab Key. In the Type field, click the down arrow to select Cost. MS Project — Assign Resources to Task MS Project Once the task and resource list are complete, resources need to be assigned to tasks in order to work on them. With MS Project you can track task progress, resource and tasks costs.
Click the box below the Resource Name column for the task you need the resource to be assigned. From the dropdown, choose the resource name. In the following screenshot as an example. You can also select multiple resources to work on a single task. Now click the Assign button. Microsoft Project. Get Project, starting at ow:[[msrpwithcurrency]] per month.
Learn more. The power to make project management simple. Easy to start, simple to use, and vice versa Work confidently with a powerful project management tool that makes getting started and managing projects both simple and easy. Take the pain out of painstaking projects Even complex projects are easier to manage when you can choose methods and tools that best suit your needs.
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