Open LearningProject 2007 Introductory
Open Learning Guide
Microsoft®
Project 2007
Introductory
Note: Microsoft is a registered trademark and Windows is a trademark of the Microsoft Corporation.
Release OL326v1
Published by:
CiA Training Ltd
Business & Innovation Centre
SunderlandEnterprisePark
Sunderland SR5 2TH
United Kingdom
Tel: +44 (0)191 549 5002
Fax: +44 (0)191 549 9005
E-mail:
Web:
ISBN 13 978-1 86005-545-4
First published 2008
Copyright © 2008 CiA Training Ltd
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording or otherwise) without the prior written permission of CiA Training Limited.
CiA Training's Open Learningguides are a collection of structured exercises building into a complete open learning package to teach how to use a particular software application. They are designed to take the user through the features to enhance, fulfil and instil confidence in the product.
PROJECT INTRODUCTORY - The first guide in the Project2007 series contains exercises covering the following topics:
- Creating a New Project
- Moving around a Gantt Chart
- Entering Tasks & Durations
- Printing a Project Schedule
- Organising Task Lists
- Network Diagrams
- Linking Tasks
- Critical Path
- Task Relationships
- Baselining
- Adjusting Task Relationships
- Tracking a Project
- Summary Tasks & Subtasks
- Creating & Printing Reports
This Open Learning guide is suitable for:
- Any individual wishing to learn Project 2007 without any prior knowledge of it. The user works through the guide from start to finish.
- Tutor led groups as reinforcement material. It can be used as and when necessary.
Aims and Objectives
To provide the knowledge and techniques necessary for the successful creation and updating of a project schedule using Project 2007.
After completing the guide the user will be able to:
- create, edit & save a project schedule
- enter tasks, milestones & durations
- organise a task list
- link tasks and assign task dependencies and relationships
- fine tune the schedule
- baseline and track the schedule
- produce and print project reports
Downloading the Data Files
The data associated with these exercises must be downloaded from our website. Go to: . Follow the on screen instructions to download the appropriate data files.
By default, the data files will be downloaded to Documents\CIADATA FILES\Open Learning\Project 2007 Introductory Data.
If you prefer, the data can be supplied on CD at an additional cost. Contact the Sales team at .
Introduction
This guide assumes that the program has been correctly and fully installed on your personal computer, that the computer is already switched on, and that a printer and mouse are attached. The guide was created using version 2007 of Project.
Accompanying projects for the exercises are provided via download. This avoids unnecessary typing and speeds up the learning process.
Important Notes For All Users
The accompanying data contains files, enabling the user to practise new techniques without the need for data entry. In a sub folder named Training are projects matching the completed exercises starting with Movie20 created in Exercise 15. These projects can either be used as starting positions for exercises, or to compare with completed exercises. There is also a Solutions sub folder that contains completed solutions for both the Office and Movie projects.
Occasionally, long toolbars may be used and some of the buttons may be hidden. If this is the case, click on the chevrons at the right of the toolbar to reveal any hidden buttons. When using menus, double click on the menu title to display the full range of commands.
Notation Used Throughout This Guide
- Key presses are included within < > e.g. Enter
- Menu selections are written, e.g. File | Open meaning select the File menu and then the Open command.
- The guide is split into individual exercises. Each exercise consists of a written explanation of the feature, followed by a stepped exercise. Read the Guidelines and then follow the Actions with reference to the Guidelines, if necessary.
Recommendations
- It is suggested that the user add their name, the date and exercise number after completing each exercise that requires a printed copy.
- Read the whole of each exercise before starting to work through it. This ensures understanding of the topic and prevents any unnecessary mistakes.
Section 1 Fundamentals......
1 - Project Management Overview......
2 - Starting Microsoft Project......
3 - The Project Screen......
4 - Menus and Toolbars......
5 - The Project Guide......
6 - Help......
7 - The Project......
Section 2 Working with Tasks......
8 - Tasks......
9 - Entering Tasks......
10 - Inserting/Removing Tasks......
11 - Moving Tasks......
12 - Overtype, Undo and Redo......
13 - Assigning Durations to Tasks......
14 - Milestones......
Section 3 Managing Project Files......
15 - Saving a Project......
16 - Starting a New Project......
17 - Opening/Closing Projects......
18 - Switching between Open Projects......
19 - Revision: Creating a Project......
Section 4 Working with Subtasks......
20 - Creating Subtasks......
21 - Working with Subtasks......
22 - Revision: Subtasks......
Section 5 Linking Tasks......
23 - Linking......
24 - Link Tasks......
25 - Unlink Tasks......
26 - Dragging to Create Links......
27 - Linking using Task Information......
28 - Revision: Linking......
Section 6 Navigating, Viewing and Customising Projects......
29 - Moving Around the Gantt Chart......
30 - Scroll to Task......
31 - Zoom......
32 - Viewing the Entire Project......
33 - Changing the Timescale......
34 - Revision: Viewing a Project......
Section 7 Task Relationships......
35 - Types of Link......
36 - Finish to Start (FS) Link......
37 - Start to Start (SS) Link......
38 - Finish-to-Finish (FF) Link......
39 - Start to Finish (SF) Link......
40 - Editing/Removing Links using Task Dependency......
41 - Editing/Removing Links using Task Information......
42 - Inserting Tasks after Linking......
43 - Revision: Relationships......
Section 8 Lag, Lead and Slack Time......
44 - Lag & Lead Time......
45 - Slack Time......
46 - Revision: Lag, Lead and Slack......
Section 9 Printing......
47 - Print Preview......
48 - Page Setup......
49 - Printing......
50 - Printing Between Dates......
51 - Revision: Printing......
Section 10 Network Diagrams......
52 - Network Diagrams......
53 - Moving Tasks
54 - Grouping Tasks......
55 - Formatting Network Diagrams......
56 - Shortcut Menus......
57 - Revision: Network Diagram......
Section 11 Gantt Chart Wizard......
58 - Project Review......
59 - Gantt Chart Wizard......
60 - Critical Path......
61 - Baseline Plan......
62 - Displaying the Baseline......
63 - Tracking a Project......
64 - Tracking Tasks......
65 -Percentage of Task Completed......
66 - Tracking Gantt......
67 - Revision: Baseline, Critical Path and Tracking......
Section 12 Reporting......
68 - Producing Reports......
Glossary......
Index......
Other Products from CiA Training......
© CiA Training Ltd 20081
Open LearningProject 2007 Introductory
Section 1
Fundamentals
By the end of this Section you should be able to:
Understand the Basic Principles of Project
Start Project
Understand the Project Screen
Use the Project Guide
Use Help
Exercise 1 - Project Management Overview
Guidelines:
Project management requires the co-ordination of time, tasks, equipment, people and finance.
A project can be divided into three distinct phases:
1.The creation and planning of the project.
2.The management of the project.
3.The communication of the project events.
The creation and planning of the project
a)Define goals and tasks
i)break the project into phases.
ii)subdivide into tasks.
iii)estimate the duration of each task.
b)Determine task sequences
i)what needs to be completed before another task can take place.
ii)what tasks can be carried out simultaneously.
iii)define any task constraints.
c)Assign resources
i)decide who will work on each task.
ii)decide what equipment is needed.
d)Set schedule
i)create an availability, workday and holiday schedule for all resources.
e)Review plan
i)verify accuracy and completeness.
ii)circulate plan for review.
Exercise 1 - Continued
Management of the project
a)Track progress
i)compare current schedule to original.
ii)sort information to look for problem areas.
iii)adjust schedule if necessary.
b)Monitor resources
i)resolve resource conflicts by bringing in more help, substituting resources or rearranging tasks.
ii)track resource performance to make sure goals are met.
c)Manage information
i)enter and update task and resource information as needed.
The communication of the project events
a)Create reports
i)create reports for various aspects of the project.
ii)circulate reports for review.
b)Project review meetings
i)initiate meetings to revise and update current project status.
ii)action results of meetings and revise project plan accordingly.
Exercise 2 - Starting Microsoft Project
Guidelines:
Project is a graphical project management program. It is used to help create projects, break them down into tasks and balance resources.
The application window frames the whole screen with the project window inside.
Actions:
1.Starting the computer will automatically show the WindowsDesktop. Click once on the Start button (situated at the bottom left of the screen, on the Taskbar), to show the list of start options available (the Start menu). All Windows applications can be started from here.
2.Move the mouse pointer to AllPrograms.
3.Click the Microsoft Office folder to display its contents.
4.Click Microsoft Office Project 2007, . The application opens and starts a blank project named Project1.
Exercise 3 - The Project Screen
Guidelines:
Project displays information in various views. The default view is the Gantt chart (tasks displayed as bars showing duration over time). The screen consists of the Title Bar, Menu Bar, Toolbars and the Project GuideTask Pane. There are two toolbars displayed by default, the first is the Standard and the second Formatting. The Project Guide toolbar may be displayed. The next line, blank at the moment, is the Entry Bar. The rest of the screen is made up of the Project Window, Scroll Bars and the Status Bar (the bottom line).
Actions:
1.The screen is made up of various components. The top line is the Title Bar, it is coloured blue and displays the current project name (Project1 by default on startup). Check the Title Bar for the current project name.
Saturday and Sunday are classed as non-working days by default and are shown as grey bars on the Gantt chart.
2.The next line down is the Menu Bar. Check that it has ten items displayed.
3.Underneath that is one row of buttons comprising of two Toolbars. The Menu Bar and Toolbars are explained in the next exercise.
4.Along the bottom of the window is the Status Bar, used for displaying messages as projects are developed. It displays Ready by default.
Exercise 4 - Menus and Toolbars
Guidelines:
The menus are accessed from the Menu Bar and are used for selecting all the commands necessary to control Project. To activate a menu, click on the menu name to drop down a menu list. There are 7 types of menu options:
1)a menu option with a picture button before the text indicates that there is a button available on a toolbar to perform the action more quickly.
2)a menu option with a right arrow leads to a further drop down menu.
3)a menu option with … (an ellipsis) leads to a dialog box being displayed.
4)a greyed out or ghosted option is not available to select at this time.
5)a menu option with a tick indicates a feature is active.
6)a menu option with a keystroke to the right of the text indicates that those keys can be used as an alternative to carry out the command.
7)a plain text option carries out the command immediately.
The Toolbars along the top of the screen contain buttons that perform the more common commands. A single click on any of these buttons will automatically carry out the command (not all menu items have a button on the toolbars).
Actions:
1.Click on View in the Menu Bar to display a list of menu items.
Exercise 4 - Continued
2.To de-select a drop down menu, click on the menu title again or anywhere away from the menu or press the <Esc key twice. Click away from the View menu and the Menu Bar to de-select the View menu.
3.Click Edit, and a new drop down list will appear below this title.
4.Here there should be an example of a ghosted menu option (Links) which cannot be selected at present. There will also be examples of options that have keystroke alternatives. For example, Cut Cell, can also be activated by pressing Ctrl X.
5.De-select the menu.
6.There are two Toolbars displayed by default, on a single line. The left one is called the Standard Toolbar and that on the right is called the Formatting Toolbar.
7.The Toolbars contain buttons that perform actions when they are clicked. Attached to the buttons are ToolTips that describe their function. Point at each button in turn but do not click and read the ToolTip. These buttons perform the actions contained on the menus but are quicker to use.
8.If your toolbars are displayed on one row then at the right end of every toolbar is a Toolbar Options button, . Click the Toolbar Options button to the right of the Microsoft Office Project Help button, on the Standard Toolbar.
9.A menu is displayed showing buttons that are not shown on the toolbars at present and two other options. Select Show Buttons on Two Rows. This will display all the buttons without the need to use the chevrons for any hidden buttons.
Exercise 5 - The Project Guide
Guidelines:
The Project Guide toolbarand Project Guide Side Pane can bedisplayed as you go through the process of creating and managing a project. They are there to help users navigate the project management process, providing help, instructions and wizards. Assistance is provided in 4 areas:
Tasksactivities which make up a project
Resourcespeople, equipment and material used to complete tasks
Trackmanage the project - change it, check progress, etc.
Reportinformation on the status of the project
Actions:
1.If the Project Guide is not displayed, select the View menu and clickTurn On Project Guide. The Project Guide Task Pane is then displayed on the left of the screen.
2.Click on the blue item Schedule tasks to display help in the pane. Read the help on Schedule Tasks.
Note:Some of the blue options lead to wizards (a series of stepped dialog boxes to help achieve a particular task).
Exercise 5 - Continued
3.Click Done at the bottom of the pane.
4.Click from the Project Guide toolbar and look at the available assistance.
5.In turn, look at the Track and Report areas by clicking the relevant button, or .
Note:There is also a button on the Project Guide toolbar to the left of the Tasks button to turn the Project Guide on and off.
6.Click the Show/Hide Project Guide button, to turn the Project Guide off.
Note:Working through this guide, the Project Guide is not used as all the instructions are given in stepped exercises. The Project Guide can used when creating projects of your own to help with certain tasks. Most of the Project Guide uses Wizards.
Exercise 6 - Help
Guidelines:
Project has a comprehensive Help facility, to supply the user with information or instruction on a particular feature.
Actions:
1.Select Help | Microsoft Office Project Help to open the ProjectHelpwindow.
2.Help can be searched for in two ways. Either type keywords into the Search box or search through the table of contents.
3.Type tracking into the Search box and press <Enter. The search results appear in the window. Scroll down the list and select Update completed tasks quickly from the list. The help is displayed.
4.Read the help then click the Back button, , at the top of the window.
Exercise 6 - Continued
5.Click the Table of Contents button, . Notice how the help topics are grouped into sections on the left.
6.Select Creating a project from the list.The contents book is opened and all topics associated with it appear below and slightly indented from the main sections.
Note:These options are shown if you are connected to Office Online. If not connected then choose any option that is shown.
7.Click Open a project. The help appears at the right.
8.Read the help then close the window using the Close button, .
Note:TheHelpmenu also contains a Microsoft Office Diagnosticsfeature, which repairs some registry and application settings. If problems are experienced running Project, select Help | Microsoft Office Diagnostics, then follow the on screen instructions.
Exercise 7 - The Project
Guidelines:
One of the projects to be created with the help of this guide is the making of a movie. This project has been chosen so that everyone can understand it, knowing what tasks are to be carried out and in which order. The Project Information and Properties dialog boxes can be edited at any time. The Project Information box includes important information on the project such as the Start date, Finish date and Schedule from option.
The Properties dialog box contains additional tabbed boxes that contain further details of the project including a place for the Project title, Manager’s name, etc.
Actions:
1.Select Project | Project Information to display the Project Information box.
2.In the Start date box, enter the start date for the project as the second Monday in September next year, using the drop down calendar.
3.Click the Statistics button, , to display a snapshot of the project statistics. The data changes as tasks, resources and costs are added to the project.
4.Click Close to return to the Project window.
5.Select File | Properties to display the Properties dialog box.