Training Manual Microsoft Project 2019

TRAINING MANUAL 01
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MICROSOFT PROJECT 2019 TRAINING MANUAL | By, PRIME PROJECT CONTROL
Table of Contents
Introduction ................................................................................................................................ 3
Project Plan ............................................................................................................................ 3
Resources ............................................................................................................................... 3
Project Planning & Scheduling Software ............................................................................... 3
Industry Needs & Software’s Role......................................................................................... 3
Stages of Project Planning...................................................................................................... 3
Getting Started with Microsoft Project ...................................................................................... 4
Software installation ............................................................................................................... 4
Start-up window ..................................................................................................................... 4
Home Screen details ........................................................................................................... 4
Project Options ................................................................................................................... 5
Understanding pre-program development tasks. ....................................................................... 7
Screen template details. .......................................................................................................... 7
Calendar Development. .......................................................................................................... 8
WBS & Activities................................................................................................................. 12
Understanding the timescale ................................................................................................ 13
Creating a “Sample Project” .................................................................................................... 14
Inserting Tasks or Activities. ............................................................................................... 15
Indenting tasks for grouping under WBS. ............................................................................ 16
Show all sub-tasks or hide sub-tasks. ................................................................................... 17
Inserting and estimating Duration ........................................................................................ 17
Linking Tasks with Predecessors or Successors for activity sequencing............................. 18
Task’s linkage in Table (Gantt chart format) ....................................................................... 19
Task’s linkage in Details section .......................................................................................... 20
Constraints............................................................................................................................ 20
Adding an activity in timeline. ............................................................................................. 21
Resource assigning and management. ..................................................................................... 21
Creating resources in a resource column in Gantt chart view. ............................................. 21
Creating resources sheet and assigning resources. ............................................................... 22
Resource Sheet ................................................................................................................. 22
Resource Overallocation & Resource levelling. .................................................................. 24
Resource Overallocation................................................................................................... 24
Resource Levelling ........................................................................................................... 25
Copyright © 2020 Prime Project Control

Project Tracking and Updating. ............................................................................................... 26

Set Baseline .......................................................................................................................... 26
Set Project Tracking Format. ............................................................................................... 28
Updating % Complete for individual tasks....................................................................... 28
Updating % work complete for specific tasks or all tasks in a project. ............................ 29
Updating % complete for entire project. .......................................................................... 29
Updating tasks with actual start, actual duration and remaining duration........................ 30
Updating “actual work” and “remaining work” against the planned “work”. .................. 30
Project Communication & Reporting. ..................................................................................... 32
Printing or Saving the file. ................................................................................................... 32
Project file formats ............................................................................................................... 33
Timeline view and format .................................................................................................... 33
Comparison Report. ............................................................................................................. 35
Generating Reports ............................................................................................................... 36
Visual Report .................................................................................................................... 38

Introduction
Project Plan Project plan is comprised of group of activities or tasks which are
required to be sequenced and streamlined in an order to achieve the planned or
desired progress over a period to achieve project completion. If all the activities
are carried out as per the plan as conceived in the planning stage is considered to
highly successful.
Resources Resource is a thing we use to get the work done, project’s usual
resources are manpower, money, materials and machinery. To the objective of
achieving the project completion the resources are allocated as per the plan.
Project Planning & Scheduling Software The projects consist of several activities
ranging from design to commissioning. The projects numerous activities need to
be scheduled, tracked, monitored, re-scheduled and updated. To manage the
activities and perform planning, scheduling and monitoring tasks the CPM
software’s are used. The term CPM is Critical Path Method, it defines the
activities on the longest path and time required to complete these tasks.
The most popular Project Planning & Scheduling software’s in the market are
Primavera P6 and Microsoft project. There several small-scale software’s
emerging in the market such as Asta Power Project and Spider (popular and
sophisticated in Russian market), however the popular software’s like Primavera
P6 and Microsoft project continue to dominate the market due to larger use base.
Industry Needs & Software’s Role The planning software’s are playing crucial role
in the market and the professionals well versed with the software and skilled in
project planning and controlling are most sought after. The professionals
expected to have the skills of project planning software’s are Planning Engineers,
Planning Managers, Project Control Engineers/ Managers, Delay Analyst’s and
Project Managers.
Stages of Project Planning
Tender Stage Tendering to the prospective projects, you must
demonstrate, present the idea of your plan to achieve
project completion in successful and time bound.
Project Initiation To prepare baseline program for tracking over a period,
Stage tracking re-scheduled or forecasted program or progress
against the baseline.
Project monitoring Re-scheduling program, to prepare catch up program,
stage micro-schedules to closely monitor the progress,
Resources Program, Cost loaded Program, Sub-programs
and Extension of Time program.

Project Closing Final as built program and final documentation program.

Stage
Getting Started with Microsoft Project
Software installation
The licenced copy of the Microsoft Project Professional 2019 is available at
Microsoft website. The latest version of 2019 has the capabilities to sync with
project online and project server. The multiple timeline features and run what-if
scenario analysis is updated to the latest version. The installation is easy and as
per the guidelines of using the license key after registering with Microsoft
account.
Start-up window
Upon starting the Microsoft Project Professional 2019, Home Screen is pops up
• Home Screen gives you an option of choosing a template for project plan
or create on a blank page.
Figure 1 Home Screen

Home Screen details
1. Home screen menu showing the bars of account new templates, recent files, account
information, file open and options.
2. New – prompts to create new file using pre-existing templates or blank page template.
3. Open – It allows to open recently saved file or selected file.

4. Account – The details of the license copy and associated account and its connected
services.
5. Option – Option menu prompts to project options consist of general, display, schedule
proofing, save, language, advanced, ribbon options and quick access toolbar. The
project options are most important features to be set according to the preferences of the
project needs and standards.
Project Options
The “option” menu is discussed in detail below.

General Option
➢ Prompts you to type Project View to set the default view and date format
➢ User interface options lets you to choose screen tips
➢ Personalize with username and office background with theme colours
Display Option
➢ Calendar type, usual default format is “Georgian Calendar” for major English following
countries.
➢ Currency options lets you to choose currency symbol and format.
➢ Indicator options for resources and other edits
Schedule Options
➢ This is one of the important options to check for suitability of the project.

➢ The schedule options allow you to set the key important features as following below,
o “Calendar Options” such as week starts, fiscal year start, default start time,
finish time hours per day, per week and days per month. This option must be set
diligently considering the project location, working hours and local government
labour regulations and employment practices.
o “Schedule” assignment as to be set as “percentage” instead of “decimal”.
o “Schedule Options” calibre these settings as per the requirement and important
to set default task type to “Fixed Units”
o Calculation settings and options, important to check and set the Default fixed
cost accrual at “Prorated”
Similarly, all the remaining options such as Save, proofing, and advanced options are to be set
as per the needs of the project. The other important feature to set is in the “Advanced Option”
➢ In advanced option, Earned Value Calculation is to be set either % complete or Physical

% Complete and baseline calculation is set against the baseline.
➢ The Calculation option for this project in advanced option, it is important to determine
the slack for critical path calculation, normally standard practice followed is the slack
is less than or equal to “0” days to calculate the critical path.
After all the options are set according to project requirements click “OK” to move back to the
start-up window / home screen.

Understanding pre-program development tasks.

Screen template details.
On starting up at the home screen window you will notice New tab, it gives you an option of
opening a blank project template, pre-built project templates and options from importing data
from excel and share point.
• Click a blank project template.
Figure 2 Blank project screen with several bars and functions. (Image Source & credits - Ben
Howard's Microsoft project plain & simple 2013)
• Figure 2 above presents the screen details on new blank project.
• Unique features you must be familiar with are,
o Table area and Gantt Chart area
o Timeline and Timescale.
• The Gantt Chart view consists of both table and chart area (pre-set in default view)

The table area consists of columns such as Indicators (giving indication of schedule type), task
mode, task name, duration, start and finish.
However, this table area section is most important part of the Microsoft project, it allows you
to insert columns such as baseline columns, actual duration, actual start, actual finish, resources
related columns, cost related columns, % complete columns. Predecessor, Successors, WBS
related columns and custom text types for customising the description. These columns are just
like excel tables for usage.
The columns can be inserted by right clicking and choosing insert column and similarly it can
be hidden by selecting hide column.
The steps involved in developing a program starts with assigning the calendar details for the
project. The calendar details consist of working time / days and holiday information. For
example, for the construction projects in Australia, the working hours, official/project working
days and holiday details are inserted and saved for usage and program development.
Calendar Development.
For new calendar development for the projects, the following steps are followed.
➢ Click Project window and click Change working time.
➢ Calendar & working time window appears as per below.

➢ Select New Calendar & rename it to 7 Day work weeks for creating 7 day working
calendar and you can choose to make a copy of standard calendar.
➢ After creating New Calendar for 7 Day work weeks, it will pop up.

➢ First step is to create exception list, the exception list should contain all the declared
holidays of the project (compliance with the government orders).
➢ After exception list created move to Work Weeks by clicking on “Work Weeks” tab.
➢ After the work week pops up.

➢ Under the Work Week, you will notice the “Default”, click on the default and change
the details in the default, such as Sunday & Saturday are set to specific working times
of 7 day’s work week calendar.

➢ After the work week details are modified by making Saturday & Sunday as working
day and time.
➢ The change in calendar can be noticed where earlier the grey colour (non-working
indication) on dates related to Saturday and Sunday are changed to white, and the
dates set as exception are changed to greenish blue (indicating the exception day).
➢ Click “OK” to set the calendar.

➢ Go to “Project” tab again.
➢ Click “Project Information”
➢ Set the Calendar “7-day work week” in calendar field, to assign the calendar for the
current project.
➢ Click “OK”.

WBS & Activities.

WBS – Work Breakdown Structure is key project deliverable that organises the teamwork into
manageable section. In project schedule it is a section or key area activity consisting of series
of activities.
Activity – Activities are work tasks to be performed as a part of the project. The series of
activities associated with the WBS must be completed to achieve completion of the specific
area.
For Example, Foundation structure [WBS section] has activities such area testing, excavation,
constructing structure and so on.
➢ In program structure the WBS and activities relationship is as below.
o WBS 1
▪ Activity 1
▪ Activity 2
o WBS 2
▪ Activity 3
▪ Activity 4
WBS levels of Schedule

The level of details provided in the WBS category it will determine the level of schedule.
Illustrative example is shown below for the WBS levels.
Schedule (Task) mode – There are two types, Auto schedule and Manual Schedule.
➢ Manual Schedule: The planner is in complete control of schedule start, finish, duration
and linkage. (Manual Schedule is default settings).
➢ Auto Schedule: It will have duration, start and finish dates; however, predecessors /
successors are assigned by the planner.
➢ A new feature for schedule mode can be set in task window by clicking on the mode
button and selecting the mode to auto schedule or manual schedule.

Understanding the timescale
➢ Time scale is in the chart area, it consists of three tiers named as top tier, medium tier
and bottom tier. A newly added feature is the “Non-Working time”. The non-working
time feature lets you to assign colour bar and pattern for non-working period / days.
➢ These tiers are rows can be segmented into years, months, weeks, days and hours, like
scaling the time.
➢ There are options to select one tier or two tier or three tier streams. If you select any of
the options and you can customise scale into levels and if you select three tier (top,
medium & bottom) 1st scale of top tier can be years, medium tier can be months and
bottom tier can be weeks.
➢ Timescale, the several options can be used according to project program requirement.
Figure 3 Timescale formatting details.

➢ In the above figure 3 at the Timescale options show can be modified into One Tier,
Two Tiers (middle, bottom) and Three Tiers (top, middle, bottom).

➢ In the same figure 3, middle tier formatting units can be changed to days / weeks /
months / year and label format.
➢ The count options allow you to choose the frequency of the time scale, for example
for 1 count, the scale frequency is at increase of 1 addition number.
➢ For Non-working option and its usage of indicating a non-working day with colour
and pattern is illustrated in the figure below, however you must assign the calendar
to the timescale.
Colour change on non-working day
Choose colour & pattern
Choose calendar
Figure 4 Showing the non-working time functions in the timescale.
Creating a “Sample Project”
A project program consists series of WBS and activities with duration linked to predecessor
and successor activities sequence.
A sample program for construction of “Single Storey house project” as detailed out in the table
below is created in Microsoft project. The construction period is assigned as per the
productivity rate.

Table 1 Task details
Duration
Task Name
in days
Single storey house project
Pre-Construction stage
Initial plan preparation 30
Plan & utility submission for authority approval 45
Finalisation of Architectural design and Structural details 24
finalisation of construction material 12
Construction stage
Foundation works
Excavation works 4
install foundation footings 7
construct plinth beam and backfill 7
Sub-structure and super structure
construct columns 7
construct walls 7
construct beams 10
construct walls above beams 5
construct roof slab 7
construct parapet wall (safety boundary) 5
Architectural & Interior works
Exterior painting work 7
Internal architectural and interior designing works 35
Interior painting work 7
Final stage works
Install of security systems 3
Testing and Handover of the house 5
Completion [Finish Milestone] 1
Inserting Tasks or Activities.

➢ The above tasks are inserted into the Microsoft project.
➢ As the tasks are inserted into the Microsoft project, the figure below shows no indent
or grouping is witnessed.
➢ During the insertion of Tasks, if we forgot to add activity at specific sequence and row,
it can be inserted by right clicking and selecting insert task.
➢ Similar way, an unwanted task can be deleted by right clicking and selecting “delete
task”.
➢ A new function such as “Inactive Task” is useful if you need to strike out the task and
make it disappear on the Gantt chart, the inactive can made active by re-clicking on the
same function.

➢ On right clicking at table area of Gantt chart a function called “Scroll Task”, on clicking
on scroll task it will display the activity bar in Gantt chart area.
Figure 5 The figure shows inserted task without grouping under WBS.
The “Tasks” as inserted are to be grouped under the respective areas.
Indenting tasks for grouping under WBS.
The highlighted functions are indents, the arrow pointed towards left is “Left Indent” function
and the arrow pointed towards right is “Right Indent” function. The tasks inserted in the
program are indented towards right to form into the group of tasks under the umbrella of above
major task. The task is indented towards left if the below activities are to be grouped under its
task. The tasks listed in the table 1 above are grouped as per the grouping indicated table 1
above using the left and right indenting functions and the figure
Figure 6 Microsoft Project after indenting the tasks according t0 the grouping given as per
table 1 above.

The above figure 6 shows only higher-level tasks without showing sub-tasks, as the sub-tasks
are hidden.
The tasks shown in figure 6 is only up-to level 2 and to further expand to see all the tasks or
hide the tasks at various levels.
Show all sub-tasks or hide sub-tasks.
• Click View menu
• Select “Outline” function in View menu
• Upon clicking “Outline” in view menu, the tab lists the functions such as Show
subtasks, hide subtasks, all sub tasks and level 1 to level 9.
• Choosing all sub tasks will display all sub-tasks, choosing any levels of level 1 to level
9 tasks will display only those details of the tasks.
Inserting and estimating Duration
• Right click on the table

• Click Insert Column, upon clicking several duration column options are available such
as actual duration, duration, baseline duration, remaining duration and so on.
• If baseline is set, you have option to choose baseline duration and these can be used to
compare with actual duration. The “Remaining Duration” shows the remaining
duration for the tasks. Henceforth all the available option of duration is for specific
purpose in customising the project template or layout.
• For Developing a new project, we choose “Duration”.
• Against each activity the estimated duration based on planned productivity or historical
estimate is calculated and inserted in format like
o “20 days” indicating 20 days duration.
o Duration can be inserted in hours, days, weeks and months.
• If in a project, non-working days are assigned, for example Sunday & Saturday if
assigned as non-working days then an allocation duration of “2 days” starts on Friday,

then it will typically end in Monday this is because Microsoft project calculates tasks
starts and finish dates based on calendar assigned.
• In Gant chart, by dragging on the bar forth and backwards the durations can be increased
or reduced.
Linking Tasks with Predecessors or Successors for activity sequencing.
Before linking the activity tasks, we must know the linkage types based on the dependency of
the activities in a project.
Figure 7: Dependency Type for Linking tasks. (Image Source & credits - Ben Howard's
Microsoft project plain & simple 2013).
• In a project at the right corner above, the “Information” tab is available, selecting an
activity or task and clicking on the “Information” tab, the details as per figure 8 below
will appear.
Figure 8 Task Information details showing "Predecessor Type".

• In the same Predecessor tab of Task Information window, beside the type column, there
is a “Lag” column, in the lag column task can be advanced by adding lead time + days
or lag time – days.
• If a task must be started after 6 days of finish of predecessor activity, then insert “6
days” after selecting “Finish to Start” function in “type” column.
• If a task is planned to start 6 days before the finish of predecessor activities, then insert
“-6 days” after selecting “Finish to Start” function in “type” column.
Task’s linkage in Table (Gantt chart format)
This is the easiest form of linking the tasks in a project.
• On the table area right click to insert column, choose predecessor & successor
column.
• In “Predecessor” column, against the selected task insert “activity/ task ID”, for
example if task id of an activity you plan to link is “4”, specify the id “4” against
the selected task.
• To add lag with finish to start in predecessor, select activity ID 4 and insert in the
predecessor column as 4FS + 2 days, similarly if you want to start the activity before
2 days of finish of the predecessor activity insert 4FS-2 days.
• The successor column will automatically update if you use an activity id as
predecessor.
• The detailed illustration of the linkage is given in below figure.
Figure 9 Linking of activity or task in predecessor column of table area.

The Linking can be done in Gantt Chart area also by dragging from one task connector to
another task to establish linkage.
Task’s linkage in Details section
• Click on “Details” at the right end corner beside the “Information”.

• Upon clicking on “Details” tab, the window will split in the bottom it will appear as
shown in the figure 10 below.
Figure 10 Details window details.

Figure 10 shows the details widow section in which you can assign predecessor details.
Constraints.
In the figure 10 above you can choose constraints by drop down bar menu,
• As soon as possible
• As late as possible
• Finish No earlier Than
• Finish No Later Than
• Must Finish On & Must Start On
• Start NO Earlier Than & Start No Later Than.

Adding an activity in timeline.
➢ Select a Key or Major Task or Activity

➢ Click “Add to Timeline” tab below the details tab.
➢ “Add to Timeline” lets you to add the selected task into the timeline.
➢ The timeline can be exclusively printed.
Figure 11 Selecting the task and right clicking to select "Add to Timeline" lets you to add the
task into the timeline.
Resource assigning and management.
Resources are required to start and finish the project and the resources types could be
manpower resources, material resources, machinery resources and cost resources.
Resources can be assigned by,
• Creating resources in a resource column in Gantt chart view.
• Creating resources sheet and assigning resources.
Creating resources in a resource column in Gantt chart view.
• Click on Gantt View in the view tab.

• In the table area right click and insert column “Resources Names”
• Type resource name in the column to assign it to the task in the project.
• The resource can be assigned to tasks in multiple times.

This method of assigning is to determine the responsibility or accountability of the task and it
does not take workload and exposure of the resources into consideration. Only the work
resources are assigned, and it is the default type. An illustrative example is given below.
Figure 12 Creating resources using "Resource Names" in column.
This method is best suitable in a case where roles and responsibilities are to be determined
against the teammates.
Creating resources sheet and assigning resources.
Resource Sheet
• In the view tab, change the view from Gantt view to resource sheet by selecting the
resource sheet.
• Resource Sheet view allows the user to view, edit, create and modify the resources.
• Resources are of three types namely,
o Work resources – it could be a key personal or equipment.
o Material resources – it could be number of panels, bricks, door frames etc.
o Cost resources – it could be time charge, budgeted cost, lumpsum cost etc.
• Assigning the resources to the project through created resources in resource sheet
implies the project resources allocation are of higher-level professional project
management. The below details give an overview of resources information, resource
assignment and management to the compliance of best project management standards.
o The resources are categorised into work, material and cost.
o Resource calendar is adopted to streamline the resource availability to the
project, it may be same as project calendar or can be customised depending on
resources information.
o Maximum Units can be set depending upon the resource usage percentage, i.e..,
if a resource productivity is only 80% during its work period, max units can be
set to 80% instead of 100%.
o Peak units, it determines the highest units assigned to the task.

o The resources assignments can be calibrated with effort driven, task types and
work.
o Work is defined as the effort or quantum of duration needed to complete a task.
It can be an assigned resource unit for a given duration, i.e., Work = Assignment
units x Duration.
o For example – Case 1 - if a task can be completed in 1 day (8-hour work time)
with a one allocated resource performing at maximum units of 100%, then One
unit is assigned for 1-day duration of task.
o Case 2 - if the maximum unit is set at 50%, the task type is fixed units the same
activity will be completed for 2 days (i.e. 16 hour duration with resource max
units at 50% will convert it into 8 hr work as the task type has fixed units).
o Case 3 - if the task type is fixed duration, i.e.., the duration remains 1 day and
the resources with max units 50%, requires two units of resource allocation to
complete the task.
o Case 4 – if the task type is Fixed Work, i.e., the work can be performed at 50%
by changing the duration to two days or the resources maximum units will be
increased to 100% keeping the duration at one day, this depends on the task
mode if it is manual scheduled the duration remains unchanged and if it is auto
scheduled the duration changes.
Figure 13 Add resources in resource sheet.
• After creating resources in resource sheet

• Click Gantt chart view.
• Insert resources through “resources name” column or click details tab to choose task
form consisting of resources details in split window to insert resources.

Figure 14 Resources allocated program.
Resource Overallocation & Resource levelling.

Resource Overallocation
The resources assignment for various tasks in a project has chances of exceeding and becoming
overallocated. The overallocation occurs when the resource exceeds its maximum units. The
project 2019 highlights the overallocation by indicating the Red man ( ).
• In Gantt chart view, make sure the work column is inserted.
• If a work or duration is stretched the resource will be stressed with an overallocation.
Figure 15 Resources over-allocation window.

Resource Levelling
• Resource levelling can be performed in resource window, by selecting level resource
and to level all resources select Level all and click OK.
• The levelling options tab allows to change the settings.
• If resources are not levelling is not resolved through this method.

• Right Click on the red man and select “Fix in Task Inspector”
• In Task Inspector window, the blue highlighted part was “Resource Levelling” which
previously was tried to fix, it could not be fixed. In this case the it must be manually
fixed by shifting the conflicting dates.
• The red highlighted window prompts to fix the resource overallocation through.
• After Opening “Team Planner View”.
• The “red” indicated conflicting can be manually adjusted to avoid resources
overallocation.
Figure 16 Team Planner showing red colour indication of affected resources with
overallocation.

Figure 17 After shifting the overallocated resources to the next date, the red colour indication
disappeared showing resource levelling.
• The above description shows how to resolve resource overallocation.

• The unwanted resources can be deleted.
• Resources can also be assigned with codes.
• Resources allocation, levelling, resource usage, resource forms and customised
resource view pages can be converted into reports.
Project Tracking and Updating.
Before starting to track the project, a baseline is set to the project after all the activities, WBS
(work break down structure) and durations are agreed between parties.
The program after approved by stakeholders is set as baseline for tracking the project progress
over a period of project duration, it is termed as baseline.
If there is a change in scope of works or change in project requirements the baseline can be
revised and project tracking and monitored is carried out against the approved baseline
program.
Set Baseline
➢ Click on the “Project” tab

➢ Click the “Set Baseline” tab and choose the set baseline option from the menu.
➢ Click OK

➢ Go to “FORMAT” tab, click Baseline tab, select saved baseline from dropdown.
➢ After Selecting you can notice the changes in the Gantt Chart area, the activities bars
format is visible.
Activity Bar
Baseline Bar
Figure 18 Baseline set project; the bar is underlined with baseline (the colour can be
customised in bar styles)
Baseline Bar in Gantt Chart area.
➢ Baseline bar styles and format can be customised by right clicking at Gantt chart area
or selecting format tab and choose bar styles.
Appearance colour / bar style can be selected in bar styles

For all types of bar appearances.
option
Figure 19 Customising the baseline bar appearance in bar styles

Set Project Tracking Format.
To update the project progress against the planned or baseline program, the table area and bar
chart options setting must be in tracking format.
The progress based on percentage status is known by inserting columns related percent
complete such as % Complete, % Work Complete and % Physical Complete.
Actual Start and Actual Finish column inserted enables to record the actual status of the project
allowing comparison and tracking against the baseline.
Various forms of updating the tasks and project.
• Updating % Complete for individual tasks.
• Updating % work complete for specific tasks or all tasks in a project.
• Updating % complete for entire project.
• Updating tasks with actual start, actual duration and remaining duration.
• Updating “actual work” and “remaining work” against the planned “work”.
Updating % work complete will also automatically update the % complete of the activities.
Updating % Complete for individual tasks.

➢ Change the view chart from “Gantt Chart” to “Tracking Grant”.
➢ Insert % Complete, update the percentage completed for tasks periodically.
➢ The limitations of “% complete” is it only updates duration complete.
Figure 20 Updating the % complete column in “Tracking Gantt Chart”

Updating % work complete for specific tasks or all tasks in a project.
➢ Change the view chart from “Gantt Chart” to “Tracking Grant”.

➢ Insert % Work Complete, update the percentage completed for tasks periodically.
➢ % work complete will automatically update % complete column.
Figure 21: % Work Complete updating in Tracking Gantt.

Updating % complete for entire project.
➢ Click “Project” tab, search for “update Project” tab
➢ Click “update Project” a window pops up.
➢ Review and select the Date for updating and choose “update work as complete through”
by selecting the options, set 0% - 100% complete, Set 0% or 100% complete only.
➢ The options can be used for entire project or selected tasks.
➢ Uncompleted work can be re-scheduled to start after a certain date.

Updating tasks with actual start, actual duration and remaining duration.
➢ Apply “Tracking Gantt Chart” view and click on the tables under view tab.
Click on Tables
➢ Upon clicking on the table select, “Tracking” table, the table format changes into
tracking format which is in-built.
Figure 22 Updating Actual data, in tracking table format under tracking Gantt view.
➢ Using the actual information, such as actual start date, finish date in case the activity
progress is ongoing, estimate the remaining duration.
➢ Remaining duration is to be reviewed upon updating actual information and if the
task requires additional duration, the remaining duration can be increased.
Updating “actual work” and “remaining work” against the planned “work”.
➢ Update the tasks with the actual work and remaining work, in task usage view under
status bar.
➢ Under “View” tab click, go to “format” click “Actual Work”.

➢ Click insert column in the table area, insert “remaining work” column.
Figure 23 Updating actual work and remaining work in "Task Usage" view.
The progress updating can also be carried out in the “Gantt Chart” view, the reason the progress
updated presented above shows only “tracking gantt” view is only because it is more
appropriate presentation.
While updating project progress and tracking, the baseline start, baseline finish & baseline
duration column can also be inserted to perform program tracking against the baseline data.

Project Communication & Reporting.
Printing or Saving the file.
The project once developed in the Microsoft project and to communicate or disseminate the
project file to the project stake holder. The project has to be printed or saved into the desired
format before sharing it to the stake holders.
➢ File Saving as PDF or Printing.
➢ Before file is saved or printed make sure to add project titles, legend, signing space
for project developers. The features can be added through header and footer.
➢ Click on “Files” tab in task bar

➢ Select “Print” tab
➢ Project printing window pops up, select and click “Page Setup”
➢ Small window with page, margins, header, footer, legend and view pops up
➢ “Page” tab allows you to choose page size and “margin” to set the margins.
➢ In this section, choose header or footer to add the title and project details.
➢ The “legend” tab allows you to select legend styles of the format for presenting.
➢ After all required insertions, choose to print it to a PDF, or print the hard copies
with network connected printers.

Project file formats
The project file can be saved into the following built in templates and formats.
➢ Project format
➢ Microsoft project 2007 format
➢ Project template
➢ PDF files
➢ XPS format
➢ excel workbook format, excel 97-2003 format, binary workbook and other excel
formats.
➢ Text, CSV format and XML format.
Timeline view and format
Timeline view is small and precise window, which can be graphically edited to display key
tasks, milestones, summary and details.
The timeline view is widely used by executives for presentations and project communications.
The timeline can be directly exported into power-point presentations and also can be printed
separately.
Inserting timeline view
➢ Click “View” tab in task bar.
➢ In “view” tab, click tick mark on “timeline”
➢ The “Timeline view” window appears as below.
➢ Once the “timeline view” is visible, go to “format” section.

1. Timeline view formatting options.
2. Timeline view window.
➢ Timeline view formatting options through “Format” tab are as follows

o Detailed Timeline – By selecting the detailed timeline, the timeline will be more
descriptive with start and finish dates.
o Bar label – On clicking the bar label, type the label and click “ok” to display
the bar label.
o Overlapped Tasks – Selecting the overlapped tasks, timeline view will show the
overlapped tasks.
o Pan & Zoom – Selecting pan & zoom will allow a duration window to pan zoom
across the timeline, the chart area will see changes the changes in the timescale
format.
o Text lines – The size of the timeline can be adjusted or increased by selecting
the higher number size.
o Timeline Bar - Additional timeline bars can be inserted.
o Existing Tasks – Allows to add existing tasks into the timeline, however this
option must be exercised to add key driving activities of the project.
o Tasks – Allows to insert new tasks.
o Callout Tasks – Enables to change the format of task from inside to call out.
o Copy Timeline – Allows you to copy the timeline to “Email attachment”,
“Power-point slide” and “full size” for inserting into the desired file.

Comparison Report.
Comparison, latest feature in “Microsoft Project” allows you to take a loot at what was planned
and what has been achieved, by comparing with previous planned version to the existing the
updated version. Compare start variance, finish variance, duration variance, work and cost
variance, variance between the planned (baseline) to actual program allows the project team to
review and take measures to improve.
Compare two different project versions
➢ Go to “Report” tab.
➢ Click on “Compare Projects”
➢ Click “browse” to select the project file to be compared and choose task and resource
table details.
➢ A new window will pop up with comparison of two selected different project versions.
➢ The comparison can be customized to choose whether to compare the “Task
Comparison” or “resource comparison”.
➢ The table format have options to compare “data columns” “differences column” or both
“data and difference” column.

Figure 24 Comparison Report window, showing the comparison feature of two different
version of the project.
Above figure 4, shows the comparison report window, the bottom window separates two
different version of the project gantt chart and timeline view.
Generating Reports.
Project presentation, project reviewing, project understanding and project communication all
these actions require insights into the project status. To communicate the project and its status
we need the reports in comprehensive formats, for example to communicate cost aspects, a cost
report is to be generated.
To generate reports
➢ Go to status bar and click “Report”
➢ Click “new report” to customise new report of table format, chart format and develop
customised reporting format.
➢ Click “Dashboards” to get further report options such as
o Burndown
o Project Overview

o Cost Overview
o Upcoming Tasks
o Work Overview
➢ Click “Resources” in status bar to get further options of overallocated resources and
resource overview.
➢ Click “Cost” in report section of status bar to get report on cash flows, cost over runs,
Earned Value report, resources cost overview and task cost overview.
➢ To showcase an example of “cash flow report’, upon a cash flow report was generated,
however it was modified to generate Financial S curve with “cumulative cost” and
“actual cumulative cost” over a period of project duration.
1,
1. Status bar area has chart design and formatting section which allows to change the chart
time or insert new table, new design and new sections.
2. Chart area is customisable by inserting tables, project details and other presentable
sections.
3. “Field list” consists of all the relevant items such baseline, durations, time, cost and
work. The additions of fields from field list for preparing a custom-built report.
4. Functional changes for report presentation can be done by editing the frequency, units,
formats and other fields.

➢ Click “In-Progress” under report to generate reports on critical tasks, late tasks,
milestone report and slippage tasks.
➢ Click “Getting Started” to go through details for insights into creating reports.
The reports can be copied and pasted in other applications from design section after creating
the report.
Visual Report
In report tab, click “visual report” a new window will pop showing all the templates showingthe
sections of templates.
Figure 25 Visual reports and templates.

Highlight and select the template you want to view and click it.
********************* END OF THE REPORT *******************************

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TRAINING MANUAL 01

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Project Tracking and Updating. ............................................................................................... 26

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Project Closing Final as built program and final documentation program.

Getting Started with Microsoft Project

Figure 1 Home Screen

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The “option” menu is discussed in detail below.

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➢ In advanced option, Earned Value Calculation is to be set either % complete or Physical

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Understanding pre-program development tasks.

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➢ Calendar & working time window appears as per below.

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➢ After the work week pops up.

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➢ Click “OK” to set the calendar.

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WBS & Activities.

WBS levels of Schedule

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Understanding the timescale

Figure 3 Timescale formatting details.

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Colour change on non-working day

Choose colour & pattern

Figure 4 Showing the non-working time functions in the timescale.

Creating a “Sample Project”

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Table 1 Task details

Inserting Tasks or Activities.

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Inserting and estimating Duration

• Right click on the table

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Linking Tasks with Predecessors or Successors for activity sequencing.

Figure 8 Task Information details showing "Predecessor Type".

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Task’s linkage in Table (Gantt chart format)

This is the easiest form of linking the tasks in a project.

Figure 9 Linking of activity or task in predecessor column of table area.

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Task’s linkage in Details section

• Click on “Details” at the right end corner beside the “Information”.

Figure 10 Details window details.

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Adding an activity in timeline.

➢ Select a Key or Major Task or Activity

Resource assigning and management.

Creating resources in a resource column in Gantt chart view.

• Click on Gantt View in the view tab.

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* END OF THE REPORT ***********