Giáo trình Microsoft Project 2013 Essentials - Shelley Fishel

Shelley Fishel Microsoft Project 2013 Essentials Download free books at 2 Shelley Fishel Microsoft Project 2013 Essentials Download free eBooks at bookboon.com 3 Microsoft Project 2013 Essentials 1st edition © 2015 Shelley Fishel & bookboon.com ISBN 978-87-403-1141-9 Download free eBooks at bookboon.com Microsoft Project 2013 Essentials 4 Contents Contents About Shelley Fishel 10 About Microsoft Project 2013 Essentials 11 1 Getting Help in Microsoft Project 2013 12 2 What is Microsoft Project 2013? 14 3 The Project Screen 15 4 What’s New in Microsoft Project 2013? 16 5 The Ribbon 17 5.1 The Task Ribbon 17 5.2 The Backstage View 18 Download free eBooks at bookboon.com Click on the ad to read more www.sylvania.com We do not reinvent the wheel we reinvent light. Fascinating lighting offers an infinite spectrum of possibilities: Innovative technologies and new markets provide both opportunities and challenges. An environment in which your expertise is in high demand. Enjoy the supportive working atmosphere within our global group and benefit from international career paths. Implement sustainable ideas in close cooperation with other specialists and contribute to influencing our future. Come and join us in reinventing light every day. Light is OSRAM Microsoft Project 2013 Essentials 5 Contents 6 Settings 20 6.1 Tools – Options Now Backstage 20 7 Setting the Project Options for your Project in Microsoft Project 2013 21 7.1 Set a Start Date or a Finish Date for the Project 22 7.2 Setting Public Holidays 25 8 Default Duration 27 8.1 Changing the Default Duration 27 8.2 Task Options 28 9 Tasks 31 9.1 Entering a task name and duration 31 10 Selecting Parts of the Screen 33 Download free eBooks at bookboon.com Click on the ad to read more © Deloitte & Touche LLP and affiliated entities. 360° thinking. Discover the truth at www.deloitte.ca/careers © Deloitte & Touche LLP and affiliated entities. 360° thinking. Discover the truth at www.deloitte.ca/careers © Deloitte & Touche LLP and affiliated entities. 360° thinking. Discover the truth at www.deloitte.ca/careers © Deloitte & Touche LLP and affiliated entities. 360° thinking. Discover the truth at www.deloitte.ca/careers Microsoft Project 2013 Essentials 6 Contents 11 Outlining 37 11.1 What is Outlining 37 11.2 Saving Projects 40 11.3 Adding Notes to a Task 41 11.4 Creating Hyperlinks to other documents 42 12 Creating the Schedule 44 12.1 Creating Links between tasks – When Automatically Scheduled 46 12.2 Changing the Link type 49 12.3 Creating Links between Tasks that are Manually Scheduled 50 12.4 Zooming 51 12.5 The Timeline 52 12.6 Lag and Lead 53 12.7 Recurring Tasks 54 12.8 Splitting Tasks 56 13 Creating and Assigning Resources 59 13.1 Creating Resources 59 13.2 The View Ribbon – Resource Views 59 13.3 Creating a Material Resource 61 Download free eBooks at bookboon.com Click on the ad to read more We will turn your CV into an opportunity of a lifetime Do you like cars? Would you like to be a part of a successful brand? We will appreciate and reward both your enthusiasm and talent. Send us your CV. You will be surprised where it can take you. Send us your CV on www.employerforlife.com Microsoft Project 2013 Essentials 7 Contents 13.4 Setting Resource Availability 61 13.5 Setting Individual Resource Holidays 62 13.6 Task Durations and Resources 63 13.7 Assigning resources to tasks 66 13.8 The Team Planner View 69 13.9 Filtering your project 74 13.10 Grouping your Tasks 75 13.11 Grouping Resources 76 13.12 Emailing Resources 78 13.13 Create a new Working Time Calendar 80 14 The Calendar View 83 14.1 Switching to Calendar View 83 14.2 Setting the Time Period 83 14.3 To Show a Weekly View 83 14.4 Customise the TimeScale 84 14.5 Show a Five Day Work Week 84 14.6 Format the Time Scale 85 14.7 Layout Tasks 85 14.8 Showing Resource Tasks in the calendar 86 Download free eBooks at bookboon.com Click on the ad to read more Maersk.com/Mitas �e Graduate Programme for Engineers and Geoscientists Month 16 I was a construction supervisor in the North Sea advising and helping foremen solve problems Real work International opportunities �ree work placements I wanted real responsibili� I joined MITAS because Maersk.com/Mitas �e Graduate Programme for Engineers and Geoscientists Month 16 I was a construction supervisor in the North Sea advising and helping foremen solve problems Real work International opportunities �ree work placements I wanted real responsibili� I joined MITAS because www.discovermitas.com Microsoft Project 2013 Essentials 8 Contents 15 Bringing it all together 88 15.1 How to plan a project 88 16 Evaluate your Schedule 89 16.1 What should I check? 89 16.2 How can Microsoft Project help me meet my deadline? 89 17 The Critical Path 90 17.1 What is the Critical Path? 90 17.2 What are the benefits of seeing the Critical Path? 91 17.3 Display the Critical Path 91 17.4 Format the Gantt chart to display the Critical Path 91 17.5 Filter for Critical Tasks 92 17.6 The Tracking Gantt 92 17.7 Format Text Styles to show the Critical Path 94 17.8 Slack 94 17.9 Tightening the Critical Path 97 17.10 Combined Views 98 17.11 Over Allocation 101 17.12 Team Planner View 104 17.13 Constraints and Deadlines 107 17.14 What is a Deadline? 111 18 Your Project is now ready to go 112 18.1 Set the Baseline 113 18.2 Make the changes 117 18.3 Update the Project to Reflect Progress 117 19 Rescheduling Incomplete Work 121 19.1 What is meant by rescheduling? 121 19.2 Comparing with the Baseline 125 19.3 Interim Plans 130 Download free eBooks at bookboon.com Microsoft Project 2013 Essentials 9 Contents 20 Formatting the Gantt chart 132 20.1 Changing the colours of the Gantt chart 132 20.2 Format the Bar Styles 132 20.3 Format Bar Text 133 20.4 Adding a Project Summary Task 135 20.5 Summary Tasks 135 20.6 Outline Numbers 135 20.7 Formatting Non-Working times in the Gantt chart 136 20.8 Format the Current Date 137 20.9 Format the Status Date 138 20.10 Format Text Styles in the Table 139 21 Templates 140 21.1 What advantages are there to creating a template? 140 21.2 Copying a picture of a Project into another program 144 22 Printing and Reports 145 22.1 To Preview how your Project will print 145 22.2 To print the Gantt chart 146 22.3 Updating the Legend 146 22.4 Printing the Calendar 149 22.5 How to Customise the Ribbon 151 22.6 To add a page break 153 23 Reports 154 23.1 What benefits do I gain by creating a Report? 154 24 Appendices 155 24.1 Working with more than one project 155 24.2 Elapsed Time 156 24.3 Costs 157 25 Glossary 161 Index 162 Download free eBooks at bookboon.com Microsoft Project 2013 Essentials 10 About Shelley Fishel About Shelley Fishel Shelley Fishel is a Microsoft Certified Trainer and has more than a fifteen years’ experience in helping people to get more from their computers. After working for an IT training organization Shelley decided to ‘do her own thing’ when she realized the limitations of delivering standard courses. “Why waste time and money on training people in areas that are not relevant to them? It’s common sense to invest that time and effort on what they really need.” That was the ‘light bulb moment’ and the IT Training Surgery’s unique approach has resulted in a growing business with a team of highly qualified IT trainers. “If trainees get bored they forget most of what they learn. We like to offer a range of training approaches to suit different people and, most of all; we aim to make training fun!” Shelley and her team have worked hard to achieve accreditation by the Learning and Performance Institute for the IT Training Surgery, as a recognized high quality provider of IT training. To find out more about our training give us a call on 020 8203 1774 or visit our website www.theittrainingsurgery.com Download free eBooks at bookboon.com Microsoft Project 2013 Essentials 11 About Microsoft Project 2013 Essentials About Microsoft Project 2013 Essentials Microsoft 2013 Essentials has been written to accompany our two day Microsoft Project 2013 Essentials classroom course. In this course you will learn: • How to set up a project from scratch • The four things you must do before you add any tasks to a project • Add tasks, durations and adjust settings • The difference between Manual and Automatic tasks • How to add and schedule resources • Track a project once it starts What the icons mean When you see this icon you know that the information next to it is essential  This icon means that there is a tip – useful information This icon denotes a trap, something to take account of Download free eBooks at bookboon.com Microsoft Project 2013 Essentials 12 Getting Help in Microsoft Project 2013 1 Getting Help in Microsoft Project 2013 In Microsoft Project 2013 help is accessed via the button at the top right hand side of the screen: 1. Click the ? and the help window will open  7\SHZKDW\RX DUHORRNLQJIRU KHUH 3UHVV5HWXUQ 2. Type what you are looking for into the white box 3. Press Return 4. A list of subjects that match your criteria will appear Download free eBooks at bookboon.com Microsoft Project 2013 Essentials 13 Getting Help in Microsoft Project 2013 5. Click the link of the topic you need 6. Help will be displayed Download free eBooks at bookboon.com Microsoft Project 2013 Essentials 14 What is Microsoft Project 2013? 2 What is Microsoft Project 2013? Microsoft Project is a project management tool that you can use to control simple or complex projects. It helps schedule and track all your activities once you have entered the information, so you can stay on top of the project’s progress. 2.1.1 The four conditions which describe a project • Objective • Tasks • Time • Resources (people, equipment, facilities) 2.1.2 Key advantages for using MS Project MS Project will help you to: • Create a realistic project plan. • Keep track of adjustments to your plan. • Compare original estimates with how the project actually went. • Create reports to inform others of the schedule. • Keep track of key elements: Tasks: • Keep track of when tasks are to be started and completed • Identify which tasks are more important • View the result of delayed tasks Resources: • Keep track of current activities • Keep track of the people and equipment involved in your project • Match task schedule to resource availability • Identify the best use of resources Reports: • Reports provide a way to inform others of the project schedule – i.e. who is doing what when? Costs (not covered in this course) • Keep track of project costs • Keep track of individual resource costs • Keep track of individual task costs Download free eBooks at bookboon.com Microsoft Project 2013 Essentials 15 The Project Screen 3 The Project Screen The Gantt chart is the default view. It is a visual display chart used for time scheduling. It was invented by Henry Gantt in the 18th Century.   3URMHFW   7KH5LEERQ 7KH*DQWW &KDUW 7KH(QWU\ 7DEOH 7DEV Download free eBooks at bookboon.com Click on the ad to read more Microsoft Project 2013 Essentials 16 What’s New in Microsoft Project 2013? 4 What’s New in Microsoft Project 2013? If you have been using previous versions of Microsoft Project you will notice a significant difference in how the program looks and behaves. Several things have been changed including the User Interface. Microsoft Project 2013 now has the Ribbon which was introduced to the main office programs in the 2007 release. Microsoft Project 2007 did not have the general new interface which was added to Microsoft Project with the 2010 version. Download free eBooks at bookboon.com Microsoft Project 2013 Essentials 17 The Ribbon 5 The Ribbon 5.1 The Task Ribbon 5.1.1 The Resource Ribbon 5.1.2 The Report Ribbon – New in Project 2013 5.1.3 The Project Ribbon 5.1.4 The View Ribbon 5.1.5 The Format Ribbon  Download free eBooks at bookboon.com Microsoft Project 2013 Essentials 18 The Ribbon 5.2 The Backstage View New in Project 2013 is the Backstage – a way of accessing settings and files via the File Menu. The Backstage looks on the surface just like the old File Menu however it does much more than that. Download free eBooks at bookboon.com Click on the ad to read more Microsoft Project 2013 Essentials 19 The Ribbon Item What it does Info Get information about the Project file and any other apps that you may have installed. New Create a new Project file here or select one of the templates. Open Open a Project File from a list of recent Project Files or locations accessed. Close Close the current project file Save Save your Project so that you don’t lose your changes Save as Select where to save your Project from a choice of online and offline locations. Print The print dialogue is accessed from here and you can set how many copies and see a preview here too Share Allows you to share a project file with others via email or as a pdf or to share your Project to a server. Export Export or save your Project in different formats including PDF-older versions and as an Excel file. Account Information about your Microsoft Account is shown here. If you are using a standalone version of Microsoft Project 2013 then any other accounts that are connected will be shown here. Options This replaces Tools – Options in previous versions of Project and is where you control how Project 2013 behaves – we will be looking at this later in the course. Legacy Formats – beware! Project 2013 can open up files created in older versions and can save files into older formats. Once you do this however, you will notice that many of the new features have been disabled. Save the Project into 2010 Format to re enable all features.  Download free eBooks at bookboon.com Microsoft Project 2013 Essentials 20 Settings 6 Settings In Project 2013 there are some fundamental differences to previous versions. If you are a new user, this will not make any difference to you however if you have been using Project in earlier versions 2000, 2002, 2003 or 2007 there are a few radical differences which we will explore here. 6.1 Tools – Options Now Backstage Instead of a Tools Menu with the Program Options situated there, the Options have moved to the Backstage which is accessed via the File menu. We are going to take a look at the Options here in more detail before we start to create a project as these Options control how Microsoft Project 2013 behaves. To access the Options: 1. Click the File Menu 2. Select Options from Backstage 3. The Options main window will open  2QWKHOHIWLVDOLVW±HDFK RIWKHOLVWHQWULHVZLOORSHQ XSLWVRZQVHWRIRSWLRQV  +HUHZHDUHORRNLQJDWWKH *HQHUDO2SWLRQVZKLFK FRQWUROVWKHFRORXUVFKHPH DQGWKHRSHQLQJYLHZ WRJHWKHUZLWKWKHGDWH IRUPDWDQGWKH8VHU1DPH Download free eBooks at bookboon.com Microsoft Project 2013 Essentials 21 Setting the Project Options for your Project in Microsoft Project 2013 7 Setting the Project Options for your Project in Microsoft Project 2013 When you start to create a Project in Microsoft Project 2013 there are four things that you must do first before you start to add any tasks or resources to the project. • Set a Start Date or a Finish Date for the project • Define the Standard Working Calendar • Define the length of the working day in the Schedule Options • Set the default options for how the majority of tasks behave Download free eBooks at bookboon.com Click on the ad to read more Microsoft Project 2013 Essentials 22 Setting the Project Options for your Project in Microsoft Project 2013 7.1 Set a Start Date or a Finish Date for the Project In MS Project the length of the schedule is determined by the tasks involved in it. You can either Choose a project start date and see how long the project will take (recommended!) or Choose project end date and see when you will have to start the project to finish on time. To set the start or finish date: 1. Click on the Project tab 2. Select the Project Information icon from the Properties Group 3. Select Start from or Finish on from the drop down menu 4. Type in the date 5. Click OK Why just a Start date or an End date If you fix one end of the project the other end is defined by the number and scheduling of the tasks within the project  What if I want to change things later? You can change your project information at any time by clicking on Project Information on the Project menu  Download free eBooks at bookboon.com Microsoft Project 2013 Essentials 23 Setting the Project Options for your Project in Microsoft Project 2013 7.1.1 Define the Standard Working Calendar There are three Standard Calendars in MS Project. • The Standard Calendar • The 24 Hours Calendar • The Night Shift Calendar Individual resources have their schedules based on one of these calendars and one of the first things you must do is define what the standard working hours are. 1. Click on the Project Tab 2. Select Change Working Time 3. You will be presented with the following screen Download free eBooks at bookboon.com Microsoft Project 2013 Essentials 24 Setting the Project Options for your Project in Microsoft Project 2013 4. Click first on Work Weeks 5. Then click the Details button 6. Click into Set day(s) to these specific working times Download free eBooks at bookboon.com Click on the ad to read more “The perfect start of a successful, international career.” CLICK HERE to discover why both socially and academically the University of Groningen is one of the best places for a student to be www.rug.nl/feb/education Excellent Economics and Business programmes at: Microsoft Project 2013 Essentials 25 Setting the Project Options for your Project in Microsoft Project 2013 7. Select the days and the times you wish to change 8. Click OK To select more than one day at a time To select the days of the week click on the day in the list and then click into the From and To boxes and make the change required. To select more than one day, hold down shift as you select to choose days next to each other or hold down Control as you select to choose days not next to each other.  7.2 Setting Public Holidays Once you have set the individual working times for each day, you can also set any public holidays. Public Holidays Only Saturdays and Sundays are set up as non-working time in MS Project as standard, so unless you want to work Christmas day you will have to edit the Calendars. 1. Click on the Project Tab 2. Select Change Working Times 3. Click on the Exceptions Tab Type in the dates that you want to set as holidays probably public holidays to begin with unless your organisation has holiday dates – follow this link to find public holidays in the UK. ( 4. Click Ok To view the changes scroll through the calendar to see the dates marked as non-working time. Download free eBooks at bookboon.com Microsoft Project 2013 Essentials 26 Setting the Project Options for your Project in Microsoft Project 2013 7.2.1 Define the length of the working day – How many hours does Project assign to a one day task? Once you have set the working times for the whole project you need to let MS Project know how many hours there are in a working day. • Project can then schedule tasks correctly – if you set a one day task Project needs to know what time to start the task and what time to end it. • From a cost point of view it is necessary for Project to know how many hours