Project Management week1 ilab

MS Project - Lesson #1B - Basics of Project Scheduling - Part 2

Objectives - MS Project 2010

· Creating a summary task

· Working with subtasks

· Establishing task dependencies

· Specify lead and lag times

A project task list can be as few as 10 or as many as several hundred tasks. With a large project, it can become difficult to locate a specific task. Using MS Project, you can organize the task list by creating a hierarchical structure. This process of structuring a task list is known as outlining. Outlining is used to organize common tasks into groups within the task list. The groups can represent phases of the project.

In this lab, we will first use outlining to group the tasks of our project into phases. We will create a main summary task to represent the entire project and then several levels of summary tasks below the main summary task to represent the phases of the project.

Creating an Outline

1. Log onto Windows. Open MS Project.

2. Open your project file that you created in Lesson 1, Part A (MyLab1a_XXX.mpp, where XXX are your initials.)

3. Save this file, using Save As, as MyLab1b_XXX.mpp, where XXX are your initials.

Creating a hierarchical outline organizes the project tasks list into groups of tasks. Each group of tasks is preceded by a summary task, which describes the tasks within each group.

The outline of a project generally begins with a main summary task. The main summary task is a brief description of the project and all tasks are subordinate to the main summary task. This main summary task is also helpful in generation of summary reports and cumulative totals in budgeting and resource management.

4. Click in the task name field for task 1, Inventory current equipment.

5. Right click and select Insert Task. A new blank task row is inserted above and the task list is renumbered.

6. Type in (Student's Name) New System, where you enter your first and last name for student name. For example, if you are John Smith, your task will read John Smith's New System. Got it?

7. Do not worry about duration.

8. Since this is our main summary task, we need to indent all the other tasks to indicate that they are subtasks or subordinate tasks.

9. We need to select all the tasks below our summary task (from Inventory Equipment up to and including Project Meeting). One way to do this is to click in the task name field for task 2, Inventory Equipment. Click and drag so that all the task names are selected. (Similar to Excel). (You can also click in task 2 name field, hold down the shift key and then click in the last task name field.)

10. On the Task tab, you should see the following icons:

This is the Schedule Ribbon. The left arrow outdents a task to a higher level; the right arrow indents a task lower level task, thus creating a summary task above.

11. Press the Indent button (the right arrow). The selected tasks are indented one level within the outline. Also notice the duration for your main summary task. How did it come up with 7 days? In addition, notice the change in the Gantt chart in representation of the summary task!

12. Press Crtl+Home. The cursor moves to the first task, your main summary task, and is bold indicating that it is a summary task. Your screen should like Figure 1.

Figure 1

The image above is of the Workbreakdown Structure as currently designed. There are 15 total tasks. The main summary task is task 1, and the recurring Project Meeting task is task 15.

Note: You can also automatically create a top level summary task, from the Gantt Chart Tools, Format tab. In the Show/Hide group, select the Project Summary task check box. The project title is inserted from the title box on the summary tab of the Project Properties dialog box. Since we are entering different information for our project main summary task name, we will not be practicing this procedure. Also, when this method is used, the automatic outline numbering format is changed, which we will get to in a few more steps.

We now want to create additional summary tasks below our main summary task, perhaps to represent logical phases of the project.

1. Select the task name field for task 2, Inventory Current Equipment.

2. Right click and select Insert Task.

3. In the new Task 2 row, type Proposal Creation. (Again leave the default 1-day duration).

4. Select tasks 3 through 7 (Inventory Equipment to Research Products and Services).

5. Indent the tasks. These tasks are now subtasks to the summary task of Proposal Creation. When you insert tasks, you will also need to widen the Task Name Column.

Your project should now look like figure 2.

Figure 2

In the image above, the new summary task, "Proposal Creation" is indented one time beneath, the main summary task. The next five tasks are indented one time under "Proposal Creation".

Hint: You can also indent tasks using the mouse. Position the mouse over the task name. The pointer changes to a two-way arrow. Drag the task one level to the right.

6. On your own create three more summary tasks or phases subordinate to the main summary task:

· Vendor Selection, which will include the subtasks of Issue RFP's, Evaluate Bids and Award Contract.

· Implement System, which will include the subtasks of Purchase Equipment, Install Wiring, Install Hardware, Install Software and Test System.

· Leave Project Meeting where it is. We will treat this as subtask to the entire project.

You will have to make use of the Outdent (Left Arrow) button to move your new summary tasks to the left. Make sure, however, you do not outdent too much! Compare your result with figure 3 and make any necessary correction before continuing the lab!

Figure 3

In the image above, the WBS is now created with one main summary task, four summary tasks and then the work packages beneath each of the summaries.

7. If all looks good, save your file.

Hiding and Showing the Outline

By hiding and showing subtasks in the outline, you can display only the information needed. Not only does this cut down on the printing, but allows you to focus on any specific area of the project.

The outline structure can be hidden or displayed using the outline buttons on the Formatting toolbar (as previously discussed) or by using the symbols next to each summary task. The (+) symbol indicates all the subtasks of the summary task are hidden and the (-) symbol indicates that all subtasks are shown.

8. Select your main summary task ((Your name) New System). Press the (-) symbol on the outlining toolbar to show only the main summary task. The main summary task should be the only task now listed.

9. Press the (+) symbol. Notice all the summary tasks and their subtasks now reappear.

10. Click on the - symbol next to the summary task, Proposal Creation. All the subtasks below Proposal Creation should now disappear. Click the + symbol next to the summary task, Proposal Creation. The subtasks for this summary task should now reappear.

Viewing Outline Numbers

MS Project automatically assigns an outline number to each task when you outline the schedule. (Do not confuse this with the task number, which appears in the first column of your entry table). The outline numbers are similar to a Work Breakdown Structure (WBS).

11. Click in main summary task name ("Your Name New Project). Select the Gantt Chart Tools Format Tab.

12. On the Show/Hide group, select the Outline Number check box

13. The outline numbers are now displayed in each task name field. (Once again, you may need to widen the Task Name column.

14. Leave the numbers displayed for now.

Note: if you ever move a task (previously discussed in prior lab), MS Project will automatically renumber the outline for you. At this point, your screen should look like figure 4.

Figure 4

In the image above, the outline numbers are added to the task name column. Task 1 is "1". The summary tasks beneath are Proposal creation, "1.1", Vendor Selection "1.2", Implement System, "1.3" and Project Meeting, "1.4". The work packages beneath each summary task continues the numbering. For example, Under Vendor Selection (1.1) the individual tasks are numbered 1.1.1, 1.1.2, 1.1.3, etc.

Establishing Task Dependencies

When a task list is first developed, the tasks are listed one after another, and the only consideration is the approximate logical order or sequence in which they should occur. Right now, our project looks like several isolated tasks that all start at the same time and finish according to each task's duration. In reality, a project is a series of related tasks and these relationships are called dependencies. There are four types of dependencies:

Finish-to-Start (FS)	The finish of one task marks the start of another. This will be the default when we link since it is the most common.
Start-to-Start (SS)	The start of one task marks the start of another. In other words, both tasks may start at the same time. This is what our Gantt Chart is currently showing.
Finish-to-Finish (FF)	The finish of one task marks the finish of another. In other words, both tasks may finish at the same time.
Start-to-Finish (SF)	The start of one task marks the finish of another task. This is the most uncommon dependency.

When a task is initially entered into MS Project, it is scheduled to begin on the project start date. By linking tasks, you establish a dependency that determines the sequence of tasks. MS Project then schedules the tasks by setting the start and finish dates of each task. The Gantt bars in the Gantt chart view are then moved to the appropriate date on the timescale and link lines are drawn to display the dependency.

1. Select all the tasks in your project by clicking on the task name for the first task (Task #1) your main summary task, and then dragging the cursor down to the last task, Project Meeting.

2. On the Task toolbar, in the Schedule ribbon press the Link Tasks button.

3. Each task is now linked in a finish-to-start dependency. Your screen should look similar to figure 5.

Link Line

Figure 5

In the image above, arrows link the connected tasks.

You need to notice several things at this point:

· The duration of your main summary task and your summary tasks has now changed. Do you know why?

· The duration of your main summary task may read ####. This means the number is too big for the size of the column, similar to an Excel spreadsheet. Widen the column so the number will appear by positioning your cursor to the right edge of the column header for Duration. The cursor will turn to a double horizontal arrow. Double click. You should see 44.25 days.

· On the Gantt chart, scroll to the end of the project and notice how the summary tasks are linked.

· Also notice there is no link to the recurring task of Project Meeting.

· Finally every task link is a Finish-to-Start dependency.

4. Now, select all the tasks of your project again.

5. Press the Unlink Tasks button Task toolbar, in the Schedule ribbon.

6. All dependencies and links should be gone and your entry table should look similar to figure 4 again.

7. Another way to link tasks, and perhaps better, is to select two or more tasks before linking.

8. Click in task name 3, Inventory Current Equipment. Drag to select all the tasks under the summary task of Proposal Creation (see figure 6).

Figure 6

9. Click on the Link Tasks Button. Only these tasks should now show link lines on the Gantt chart.

10. On your own, link the subtasks under Vendor Selection.

11. On your own, link the subtasks under Implement System.

12. Compare your results to figure 7.

Figure 7

In the image above, the project duration is 20 days. Proposal Creation equals 20 days, Vendor Selection, 12 days, Implement System, 12 days and Project Meeting 0.25 days.

If you are paying attention, you will notice one possible problem with this dependency list: each phase or summary task starts at the same time. Might be hard to implement system before awarding the contract!

13. We need to show the dependencies between the work under the summary tasks. However, we cannot use the previous method because these tasks are non-contiguous.

14. To link non-contiguous tasks; follow the next steps very carefully because it is extremely important that you select tasks in the proper order!

15. Click in the summary task name for Proposal Creation.

16. Hold down the Control key on your keyboard while you do the next two instructions.

17. Click in the summary task name for Vendor Selection.

18. Click in the summary task name for Implement System.

19. Release the Control key and press the Link Tasks button on the main toolbar.

20. Check your Gantt chart to see if the summary tasks were linked properly and in the right order. Also check the main summary task duration. It should read 44 days. If not, unlink all tasks and begin this section again.

21. One last thing…. It is NOT a good idea to link summary tasks to summary tasks. Why? When doing project work it is the LAST task in a group that will initiate the NEXT task – not the summary tasks to each other. So, on your own, unlink summary tasks and relink them using the appropriate task. (Task 7 is the predecessor task to Task 9, and Task 11 is the predecessor to Task 13.) When you are done, your table should look like:

The image above shows the entire project linked and a total duration of 44 days.

Changing Task Dependencies

Because not all tasks need to be in a Finish-to-Start dependency, you can change the dependency type. Currently all of our tasks, except the main summary task (which is rarely linked to any other task except to another project) and our recurring task of Project Meeting, are defaulting to a Finish-to-Start dependency. However, we want to make it clear that the tasks of installing wire, hardware, and equipment must finish at the same time before we begin testing the system. So how do we do that?

First, we need to clarify two important terms, predecessor and successor. A task that must start or finish before another task can begin is called a predecessor (or independent) task. A task that depends on the start or finish of a preceding task is called a successor (or dependent) task.

In our example project, we will make the assumption that we cannot begin any installation process until purchasing has been completed. However, we make the assumption that installing the wiring, hardware and the software can begin any time after the purchasing, but all tasks must finish at the same time before we begin testing.

1. Click in the subtask name field for Install Wiring.

2. Right-click and select Information from the pop-up menu.

3. The Task Information dialog box should now appear. Select the Predecessor tab.

Figure 8

The Task Information dialog box details information about a particular task, including notes. This information is important when troubleshooting problems with scheduling, etc.

4. The predecessor information states that the subtask, Purchase Equipment, is the only predecessor task to the Install Wiring successor task. Under Type is listed Finish-to-Start (FS). This is what we want, so press OK to close the Task Information box.

5. Select the task name for Install Hardware and open the Task Information for this task. Select the predecessor tab.

6. The predecessor task for Install Hardware is Install Wiring. We want to indicate that the dependency of these two tasks is a Finish-to-Finish, since we need these tasks to finish at the same time.

7. Click the Finish-to-Start (FS) type drop-down box for the predecessor task of Install Wiring and select Finish-to-Finish.

Figure 9

8. Press Ok. Scroll out on the Gantt chart to view how the dependencies look (Figure 10).

Figure 10

9. On your own, change the dependency between Install Software (successor) and Install Hardware (predecessor) to a Finish-to-Finish (FF). Remember, the successor task is the one you want to click on! Your Gantt chart should now look like figure 11.

Figure 11

In the image above, arrows for Finish to Finish tasks link from the end of one Gantt bar to the end of its successor.

10. While the chart clearly shows the three tasks finishing at the same time (also reducing the number of days to complete this phase to 8 days), the chart gives the indication that once Install Software and only Install Software is finished, can Test System begin. In reality, all three tasks, Install Wiring, Install Hardware and Install Software must finish before Test System. We need to clearly indicate that Test System has more than one predecessor task.

11. To add another predecessor task to a successor task, we can use the Task Information.

12. Select the task name, Test System, and open the Task Information for this task.

13. Click in the next row under Task Name to open a drop-down menu and select Install Hardware.

Figure 12

14. Leave the type as Finish-to-Start.

15. Add Install Wiring in the next row and leave as Finish-to-Start.

16. Press OK. While the duration of the summary task does not change, notice the change in your Gantt chart. We are now clearly indicating that all three tasks are predecessors to the Test System task.

Figure 13

There is one other detail missing from this arrangement or flow. Remember that a successor task can have more than one predecessor task. In the case of Install Hardware and Install Software, they also are dependent on the Purchase Equipment task. Therefore, we need to add that information to them.

17. Add Purchase Equipment as a predecessor task to Install Hardware, with a Finish-to-Start dependency.

18. Add Purchase Equipment as a predecessor task to Install Software, with a Finish-to-Start dependency.

Look at your Gantt chart to see the difference. Can you detect it?

There are many ways to accomplish what we just did. However, the task information properties dialog box is the best way to troubleshoot. If you ever make a mistake in linking tasks or dependencies, I have found the best way is to select the task or tasks you want to correct and unlink the tasks and start over again. Trust me…

(Note: another way to link tasks and set dependencies is to enter the information directly in the Predecessors Column of your Table: Entry. To see this column, just move the divider to see the column or use the scroll bar at the bottom of the table. Notice the syntax of setting dependencies other than Finish-to-Start. This is another handy way to quickly set up dependencies; yet because it only gives the number of the task, it is harder to ensure that you have the right task(s) without the actual name of the task).

19. Check your work and if you feel everything looks right (40 days total for the total project, 20 days for Project Creation phase, 12 days for Vendor Selection phase, and 8 days total for Implement System phase), save the file; if not, unlink all tasks and start again at the section on dependencies and linking.

Understanding Lag and Lead Time

In addition to dependency type, you can further define the true impact of task relationships using lead time and lag time.

Lead time creates an overlap in a dependency that can shorten the project duration. For example, if you specify a lead time of one day on a Finish-to-Start dependency, the two tasks overlap in time by one day. The last day of the first task takes place while the first day of the second task takes place. (Analogous to getting “a head start”).

Lag time creates a delay, or gap, in the task dependency that can lengthen the project duration. For example, if I specify a lag time of one day, the successor task begins one day after the predecessor task in a Finish-to-Start dependency.

To demonstrate lead time, let's say that Install Wiring can begin prior to the finish of Purchase Equipment (at least we can start doing some preparation ahead of time).

1. Bring up the task information for the task Install Wiring.

2. Select the Predecessor tab.

3. Under the column Lag, you should see 0d for 0 days for Purchase Equipment.

4. In the lag cell, type in the number -1 (that's minus one).

5. Press OK. Check the duration for the phase Implement System. It should now have been reduced by one day to 7 days. Also look at your Gantt chart and notice that the start date for Install Wiring has now moved to prior to the finish of Purchase Equipment (figure 14).

Figure 14

To demonstrate lag time, let's say that we want to wait two days after evaluating bids before awarding the contract (a cooling off period).

6. Bring up the task information for the task Award Contract.

7. Select the Predecessor tab.

8. Under the column Lag for the task Evaluate Bids, type in the number 2.

9. Press OK. Check the duration for the phase Vendor Selection. It is now 14 days. Also look at the effect on your Gantt chart (now 41 days).

One final item: If you notice that your project meeting only occurs once, in the first week of the project. What if you want to schedule it for every Friday until the end of the Project? In this case, you would bring up the Recurring Project Information for the summary task Project Meeting and indicate when the meetings will end (such as the end of the project) or the number of times the meetings will occur.

1. If I want to have project meetings every Friday until the end of the project, I need to know when the project will finish.

2. Select File Tab, select the Info tab.

3. The finish date should be December 4, 2013. (If it isn’t, go back to lag and lead time section).

4. Go back to the Task Tab and select the summary task Project Meeting. (Make sure the Project Meeting is number 1.4 and not 1.3.6. If it is the later, you need to “outdent” or move the task in the outline to the left).

5. Right-click and select Information from the menu.

6. In the Range of Recurrence section, change the End by date to December 4, 2013 and Press OK (Figure 15).

Figure 15

7. Hide the subtasks under Project Meeting to just show the Project Meeting summary task! (The total duration of the Project Meeting task is 35.25 days. Do you know why?).

Checkpoint:

From the File Tab, select Info and then Project Information. You will be given 2 choices, Advanced Properties and Project Statistics. click Project Statistics. If your screen matches figure 16 (below), then save your project file and print the following reports:

1. Your Gantt chart view and include only these columns from the table: Task ID, Indicators, Task Mode, Task Name, and Duration. To do this, slide the Gantt Chart divider to the left or right as necessary. (All columns must be wide enough to see the entire information in the fields). DO NOT DELETE COLUMNS. Check to make sure your project information is correctly inserted into your printouts, in the headers and footers. Do NOT forget that this is lab #1B… Also, make sure your Gantt timeline is set to the default of weekly for major timeframe and daily for minor time frame. Your print out should be no more than 3 pages.

2. Project Summary Report

3. Unstarted Tasks Report, with appropriate header/footer information. Fit this printout to 1 page.

4. Attach your printouts to the back of the Review Questions sheet IN ORDER, or submit to the dropbox.

When submitting required printouts, if you are not bringing them to class, from the Print Preview Page, take a screen shot (in Windows <ALT><Prt Scr>) of the report and paste the screen shot to a MS Word Document. Make sure to crop the screen to show only the report. After cropping, resize the image appropriately. If the printout is on more than 1 page, paste each page individually.

Add these images to the Word document, containing printouts created in Part A, Week_1_Printouts_XXX.docx. Remember to replace "XXX" in the file names with your initials and ensure that all of your files are all clearly labeled and include your initials in the file name. Submit this file to the Weekly iLab Dropbox.

Figure 16

Printing tip: There is an easier way to specify which columns of the table you want to print without worrying about how your screen appears. While in Page Setup, after you change your header and footer information, select the tab View. You can quickly specify to print all columns or the first X columns. Try it out.)

When you have completed this lesson, please save it as MyLab1b_XXX.mpp and submit the file to the Weekly iLab Dropbox. Remember to replace "XXX" in the file names with your initials and ensure that all of your files are all clearly labeled and include your initials in the file name.

Also, complete the following page. Submit this Review Question sheet to the Weekly iLab Dropbox.

Review Questions

Name ____________________________

Answer the following questions (use MS Project Help, if necessary):

1. What is the difference between a main summary task and a summary task?

2. On the View Tab, what does the Outline button with plus and minus signs do?

3. What is a milestone?

4. What predefined report can you not make changes to the header and footer?

5. Give a real-world example of

a) A successor task requiring lead time

b) A successor task requiring lag time

Turn in this sheet with your MS Project file to the Week 1 iLab Dropbox.

MS Project Lesson #1, Part B Page 12