Tutorial

Microsoft
Project

Laboratorium Pengembangan Sistem dan Manajemen Industri

Teknik Industri ITS
2017/2018
I. Introduction

MS Project, the project management software program by Microsoft, is a very

handy tool for project managers that helps them develop a schedule, assign
resources to tasks, track the progress, manage the budget, and analyze workloads
for an ongoing project.

The Project Interface

When you open MS. Project,
Project’s start screen appears. Here you
can quickly open a plan that was recently
opened, open some other plan, or create
a new plan based on a template.
To create a new project, click
on the Blank Project. The screen
should look like the following.

Figure I.1 Project Interface

Figure I.2 Elements in Microsoft Project

The Ribbon and Tabs

These tabs logically group the commands that apply to major parts of Project together:
▪ The Task and Resource tabs relate to the data you frequently work with in Project.
▪ The Report tab contains commands you can use to view reports and compare two plans.
▪ The Project tab contains commands that usually apply to the entire plan, such as setting
the plan’s working time
▪ The View tab helps you control what you see in the Project window and how that
information appears.
▪ Contextual tabs, such as the Format tab (other contextual tabs you might see include Design and
Layout) will vary, depending on what kind of information is displayed in the active view, or what kind of item is
selected at the time. For example, when a task view like the Gantt Chart view is displayed, the commands on
the Format contextual tab apply to tasks and Gantt Chart items like
Gantt bars. The current context of the Format tab appears above the tab label—Gantt Chart Tools, for
example.

Project Views
Gantt Chart
On the View tab, in the Zoom
group, click the down arrow next
to the Timescale box and click
Days.
Project adjusts the timescale to show
individual days. Nonworking days,
such as weekends, are formatted in
light gray.

Figure I.3 Project Views: Gantt Chart

On the View tab, in the Split View group, select

the Timeline check box. Project displays the
Timeline view in the pane above the Gantt Chart
view.

Figure I.5 Timeline in Project

On the View tab, in the Split View group, click Details.

The Task Form appears below the Gantt Chart view. In
this type of split view, the Gantt Chart is the primary
view and the Task Form is the details pane. Details
about the selected task in the Gantt Chart view appear
in the Task Form.

Figure I.4 Task Form

Resource Sheet
On the View tab, in the Resource Views group, click Resource Sheet. The Resource Sheet view replaces the
Gantt Chart view.

The Resource Sheet view

displays details about
resources in a row-and-
column format (called a
table), with one resource
per row.

Figure I.6 Resource Sheet

On the View tab, in the Resource Views group, click Resource Usage. This usage view groups the tasks to
which each resource is assigned and shows you the work assignments per resource on a timescale, such as
daily or weekly.

Figure I.7 Resource Usage

II. Start a new schedule

Case study:
PT. PLN plan to move electricity cable of 13.8 kilo Volt along 1700 feet due to road widening where
the channel is installed. The following table is the list of tasks and additional information related to
this project.
Table II.1 Work Schedule on PT PLN Project

No Code Work Name Duration Predecessors Assigned Resources

1 L.1 Pre-Project Phase

2 L.1.1 Project review 1 - Manager

3 Notice to customers of
L.1.2 0.5 2 Customer Services
temporary disconnection
4 L.1.3 Land relinquishment 1 2,3 Field Workers
5 L.1.4 Find operator 0.5 2 Handymen

6 Pre-project phase
L.1.5 Manager
complete!
7 L.2 Pile driving

8 Procurement of pile and Customer

L.2.1 3 4,5
materials Services,Supervisor

9 Field
L.2.2 Divide pile 3.5 8
Workers,Handymen
10 L.2.3 Coordinate pile location 0.5 5 Field Workers
11 L.2.4 Drive pile 0.5 10 Field Workers
12 L.2.5 Dig hole 3 11 Field Workers
13 L.2.6 Construct frame and pile 4 9,10 Handymen[200%]
14 L.3 Installation of conductor

15 Cover the old conductor

L.3.1 1 9,10 Field Workers
tools

16 Field
L.3.2 Pull new conductor tools 2 13,15
Workers[200%]
17 Field
L.3.3 Install conductor equipment 2 16
Workers[200%]
18 L.3.4 Hang conductor tool 2 16 Field Workers
19 L3.5 Cut trees 2 5 Handymen[200%]
 Code Work Name Duration Predecessors Assigned Resources
No

20 Turn off electricity and

L.3.6 0.5 3,17,18,19 Supervisor
change channel
Turn on electricity and
21 L.3.7 0.5 20 Supervisor
change to new channel
22 L.4 Finishing Work

23 Field
L.4.1 Cleaning 1 21
Workers[200%]
Change the old conductor
24 L.4.2 1 21 Field Workers
tool
25 L.4.3 Change the old piles 2 24 Field Workers
26 L.4.4 Return materials to store 2 25 Supervisor

th
The project is started at June 11 , 2018. The data will be provided in excel with this tutorial. With note:
1. Work 3 and 4 start at the same time
2. Work 11 and 12 finish at the same time
3. Work 16 finish 100%, but work 17 can only start half week later.
4. Work 16 is ongoing for ½ week, work 18 can be started immediately.
5. Work 24 and 25 finish at the same time
6. Work 25 finish 60%, work 26 can be started.
Project information:
1. Project execution refer to the start date of the project which is June 11, 2018.
2. Work hour is Monday to Saturday at 7.00 – 16.00, except Friday at 7.00 – 17.00.
3. Break time on Monday to Saturday is at 12.00-13.00, except Friday at 11.00 – 13.00.
4. June 19, 2018 is set by the government as holiday.
5. Project duration is in weeks.
Beside the list of works above. PT PLN also has routine works as follow.
1. Morning and Evening Briefing, every time the work is start and finish.
2. Progress Report, that must be collected every Saturday on fourth week of the month.
3. Work Meeting, is organized every July 1.
4. Field Worker Wages, (heavy worker, handyman and supervisor) is payed every Saturday.
th
5. Employee Wages (CS and manager), is payed every 25 of the month.
The following is the availability of the resources on the project.
Table II.2 List of Resources Available

No Resources Quantity Wages Overtime Wages

1 Manager 1 Rp10,000,000 / month -
2 Supervisor 1 Rp5,000,000 / month -
3 Customer Service (CS) 5 Rp3,000,000 /month -
4 Field Worker 5 Rp250,000 / week -
5 Handyman 3 Rp500,000/week Rp20,000/hour

Setting Start Date

th
The start date of the project is on June 11 , 2018. To assign the start date, do the following steps.
1. Open the list of available templates, click Blank Project.
Project creates a new plan. Notice the thin green vertical line in the chart portion of the Gantt Chart view.
This indicates the current date. When you create a new plan, Project sets the plan’s start date to the current
date. Next, you’ll change the plan’s start date.
2. On the Project tab, in the Properties group, click Project Information. The Project Information
dialog box appears.
 3. In the Start Date box, type 6/11/18, or click the down arrow to display the calendar and select
June 13, 2017.
4. Click OK

Figure II.1 Project Information

Setting Working and Non-Working Time,

1. On the Project tab, in the Properties group, click Project Information. The Project Information
dialog box appears.
2. In the Calendar box, click the down arrow. The list that appears contains the three base calendars
included with Project:
▪ 24 Hours has no nonworking time
▪ Night Shift Covers a “graveyard” shift schedule of Monday night through Saturday morning,
11 P.M. to 8 A.M., with a one-hour break each day
▪ Standard The traditional working day and week, Monday through Friday from 8 A.M. to 5
P.M., with a one-hour break each day
3. Click Cancel to close the Project Information dialog box without making any changes.
On PT PLN project, there are two different working time used. We want to change the work hours
according to this information specified, by doing the following:
1. On the Project tab, in the Properties group, click Change Working Time.
The Change Working Time dialog box appear.
 Figure II.2 Change Working Time

Figure II.3 Project Option – Change

2. Click Options to work hours and assign as in figure II.3 with the following.
- Default start time : change to 07.00 AM to specify the start of the work.
- Default end time : change 5.00 PM to specify the end of the work.
- Hours per day : the time of the work per day. With a setting of 9 hours per day, entering a
two day task duration (2d) is the same as entering 18 hours (16h)
- Hours per week : the time of the work per week. With a setting of 55 hours per week, entering
a three-week task duration (3w) is the same as entering 165 hours (165h)
- Days per month : the amount of working days per month.
You can also change the scheduling in the project. As specified in the case, the duration enter is in weeks,
thus we have to change it in the drop-down menu of Duration is entered in: Weeks
Then, click OK

3. To change the working time, click Work Weeks and click Details.

Figure II.4 Details to Change The Working Time

Figure II.5 Details in Working Time (Except Friday) Figure II.6 Working Time on Friday

Click Set day(s) to these specific working times to manually assign working time. You can click the day in
Select day(s) more than one day by also clicking CTRL. Then write the time as in figure II.4. Do this for the
working time on Friday as well, as shown in figure II.5. Then, click OK.

4. To add information about the holiday that occur at June 19, in the Name field on the Exceptions
tab in the lower portion of the dialog box, type Holiday, and then click in the Start field, type
6/19/18, and then click the Finish field or press the Right Arrow Key.
 TIP You can also select the date you
want in the calendar above the
Exceptions tab or from the drop-down
calendar in the Start field.

Figure II.7 Assign Non-Working Day

The date is now scheduled as nonworking time for the project. In the dialog box, the date appears
underlined and color formatting is applied to indicate an exception day.
5. Click OK to close the Change Working Time dialog box. To verify the change to the project calendar,
note in the chart portion of the Gantt Chart view that Thursday, June 19, is now formatted as gray
to indicate nonwork-ing time (just like the weekends).
In this section, you made just one specific day a nonworking day for the entire plan. Other common
examples of working time adjustments include:
▪ Recurring holidays or other times off that follow a known pattern, such as weekly, monthly, or
annually. To set up recurring nonworking times, click the Details button on the Exceptions tab in the
Change Working Time dialog box.
▪ Vary working times per week, for example, to address seasonal changes in working times. To set up
custom work weeks, on the Work Weeks tab of the Change Working Time dialog box, enter the date
range you want, click the Details button, and then set the working time adjustments you want.

Entering Task Name

Tasks represent the work to be done to accomplish the goals of the project. Here are some
guidelines for creating good task names:
▪ Use short verb phrases that describe the work to be done, such as “Edit manuscript.”
▪ If tasks will be organized into an outline structure, don’t repeat details from the summary task name in
the subtask name unless it adds clarity.
▪ If tasks will have resources assigned to them, don’t include resource names in the task names.
The case: PT PLN has collected the list of the initial task names for the project. In this
exercise, you enter the task name.
 1. Click the cell directly below the Task Name column heading.
2. Type Pre-Project Phase, and then press the Enter key. The task you entered is given an ID
number. Each task has a unique ID number, which is also listed in table II.1. The tasks inputted
will be shown like this.

The indicators in this column

tell you whether a task is
manually or automatically
scheduled.

Figure II.8 Entering Task Names

3. To show the ID numbers right click on the Task Name and click Insert Column then choose
WBS. It will show as in the following figure. The ID numbers still differ with that in table II.1, it
will be explained later on.

Figure II.9 Inserting WBS

Entering Task Duration

In this exercise, you enter various task duration, start, and finish values for the manually scheduled
tasks you created. In entering task duration, you can use abbreviations:

Table II.3 Duration Abbreviations and Meaning

To enter duration:

1. Click the cell below the Duration column heading for task 1.1, Project review. The Duration
field for task 1.1 or task no. 2 is selected.
2. Type 1, and then press Enter. The duration will automatically show like the following, as the
durations enter has been changed to weeks.
TIP You can also click the up and down arrows to enter or change the value in the Duration field
The value 1 wk appears in the Duration field. Project draws a Gantt bar for the task, starting at the
project start date you previously set. Complete all the durations as specified in the table II.1.

Figure II.10 Entering Durations

Note: you can also specify duration by entering start and finish dates, and project will calculate the duration.
For instance:
3. In the Start field of Project review, type 6/11/18, and press the Tab key.
TIP You can also select the date you want in the Start field. Click the down arrow button, and in
the calendar that appears, navigate to the month you want. Then click the date you want.
4. In the Finish field for the same task, type or select 6/19/18, and then press Enter.
Project calculates the duration as 1.04 week. Note that this is seven working days: Monday through
Saturday, Tuesday and Wednesday. As Monday is a holiday. However, for this case just input the duration
directly first.

Entering a Milestone Task

Milestones are significant events that are either reached within the plan (such as the completion of a
phase of work) or imposed upon the plan (such as deadline by which to apply for funding). Because the milestone
itself doesn’t normally include any work, milestones are represented as tasks with zero duration.
In this exercise, you create a milestone task.
1. Click the name of task L.2 Pile Driving.
2. On the Task tab, in the Insert group, click Milestone.
Project inserts a row for a new task and renumbers the subsequent tasks. Project names the new task
<New Milestone> and gives it a zero-day duration. As with the other new tasks, the milestone is
initially scheduled at the project start date of June 18.
 3. With <New Milestone> selected, type Pre-project phase complete! and then press Enter. The
milestone task is added to your plan. In the Gantt chart, it appears as a diamond.

Figure II.11 Insert Milestone

TIP You can mark a task of any duration as a milestone. Double-click the task name to display
the Task Information dialog box, and then click Advanced and select the Mark Task as
Milestone option.

Create Summary Task to Outline the Plan

You create an outline structure by indenting and outdenting tasks. In Project, the tasks indented below a
summary task are called subtasks.
The highest level of a plan’s outline structure is called the project summary task. Because the project
summary task is at the highest level of the plan’s outline structure, it includes rolled-up details from all
subtasks. It also represents the full duration of the plan so it’s a handy way of seeing some essential
details, such as the plan’s overall duration.
In PT PLN case, there are four sequential phases of project, which is being bold in table II.1. In this exercise
you outline your task list by creating summary task:
1. Select the names of tasks 8 through 13.
These are the tasks you want to make subtasks of the public launch phase.
2. On the Task tab, in the Schedule group, click Indent Task.

Figure II.12 Indent Task

 Project promotes task 1 to a summary task and switches it to automatic scheduling. Or you can
think of it as Project demoting tasks 8 through 13 to subtasks; either way the plan now includes a
summary task and subtasks.

Summary Task Summary Task bar in the Gantt Chart

Sub Tasks

Figure II.13 Summary and Sub Task

TIP If you want to demote a summary task back to a subtask, you must change the outline structure of the
subtasks below the summary task. Select all subtasks, and then click the Outdent command.
Next, you’ll create another summary task in a different way.
3. Firstly, delete the task Pre-Project Phase. Then, select the names of tasks 1 through 3.
4. On the Task tab, in the Insert group, click Summary.
Project inserts a row for a new task, indents the task directly below it, and renumbers the
subsequent tasks. Project names the new task <New Summary Task>.
▪ With <New Summary Task> selected, type Pre-Project Phase and press Enter. Now the plan is
organized into two phases of work. Do either method on the rest of the phases.

Figure II.14 Summary Task

Add Recurring Task

In this exercise, you create a recurring task that will occur on a daily basis.
1. On the View tab, in the Task Views group, click Gantt Chart. The Gantt Chart view appears
 2. Select the name of task 1, Pre-project phase. You’ll insert the recurring task above the first phase
of the plan, because it will occur throughout multiple phases of the plan.
3. On the Task tab, in the Insert group, click the down arrow below the Task button and then click
Reccuring Task. The Reccuring Task Information Dialog box appears
4. In the Task Name box, type Morning and Evening Briefing
5. In the Duration box, type 1h
6. Under Reccurence pattern, make sure daily is selected, and then select the Workdays chech box.
Next you will specify the date of its first occurrence. By default, it is the project start date.
However, you want the weekly status meetings to begin in one week later.
7. In the Start box, type or select 6/11/2018. Next, you will specify the end date. You’ll plan for these
staff meetings to continue until the project reaches end of the project.
8. In the End by box, type or select 11/22/2018

Figure II.15 Setting Recurring Task of Briefing

9. Click OK to create the recurring task. Project inserts the recurring task. Initially, the recurring
task is expanded. A recurring task icon appears in the Indicators column. Each occurrence of the
recurring task is sequentially numbered.

Figure II.16 Recurring task

The following is the setting for progress report. Do the same to the given case.
 Figure II.17 Setting progress report

Creating Task Dependencies with Links

When you link tasks, you create scheduling relationships between the tasks. These task relationships are
called dependencies, as in “the start of this task is dependent upon the completion of a prior task.” Once
you create task dependencies (also called links), Project can automatically adjust the scheduling of linked
tasks as changes occur in your plan.
▪ The second task must occur after the first task; this is a sequence.
▪ The second task can occur only if the first task is completed; this is a dependency.

In Project, the first task is called the predecessor because it precedes tasks that depend on it. The second
task is called the successor because it succeeds, or follows, tasks on which it is dependent. Any task can be
a predecessor for one or more successor tasks. Likewise, any task can be a successor to one or more
predecessor tasks. The following is different type of task relationships.

Table II.4 Type of Relationships between Tasks

In this exercise, you link tasks to create task dependencies between them.
1. Select the names of tasks 2 and 3.
2. On the Task tab, in the Schedule group, click Link the Selected Tasks.

Figure II.18 Link the Selected Tasks

Figure II.19 Linked Tasks

Tasks 2 and 3 are linked with a finish-to-start relationship. This also automatically update the start and finish
date. If you want to link all the subtasks with finish-to-start relationships, you can do it in one action by
select the task name from 2 to 6, and click Link the Selected Tasks again.
Have you noticed the light blue highlighting of some of the Duration, Start, and Finish fields as you linked
tasks? Project highlights the values that are affected after each scheduling change you make in a plan.
TIP To unlink tasks, select the tasks you want to unlink and then click Unlink Tasks in the Schedule group
on the Task tab.
Another technique on linking tasks.
3. Select the name of task 3 Notice to customers of temporary disconnection.
4. On the Task tab, in the Properties group, click Information. The Task Information dialog box appears.
5. Click the Predecessors tab.
6. Click the empty cell below the Task Name column heading, and then click the down arrow that
appears
7. In the Task Name list, click Project review.
8. Click OK to close the Task Information dialog box.

Tasks 2 and 3 are also linked with a finish-to-start relationship.

Linking task can also be done by directly type the task number on the Predecessor column. Type the
predecessors sequence as written in table II.1. The project will look like the following.
 Figure II.20 Insert Predecessors

There are several notes on the link of the tasks, which are:
7. Work 3 and 4 start at the same time: SS
8. Work 11 and 12 finish at the same time: FF
9. Work 16 finish 100%, but work 17 can only start half week later: +0.5 wks lag
10. Work 16 is ongoing for ½ week, work 18 can be started immediately: -1.5 wks lags
11. Work 24 and 25 finish at the same time: FF
12. Work 25 finish 60%, work 26 can be started: - 0.8 wks lag or -40%

These tasks can be linked by directly write the linking type in the predecessor.
1. In the predecessor column of task 4, type 2,3SS. This shows that task 4 and 3 have Start to start
relationship. The link can be looked in the Gantt chart

Figure II.21 Start to Start Relationship

2. For task 11 and 12 as well as task 24 and 25, both has same linking type, which is Finish to finish
relationship. To show the link in Gantt chart, type FF in predecessor column of task 11 and task 24,
directly after the predecessor number.
 Figure II.22 Finish to Finish Relationship

After you have established the correct task relationships, you can fine-tune your schedule by entering
overlap (called lead time) or delay (called lag time) between the finish or start dates of predecessor and
successor tasks. When two tasks have a finish-to-start relationship
▪ Lead time causes the successor task to begin before its predecessor task concludes.
▪ Lag time causes the successor task to begin sometime after its predecessor task concludes.

In this exercise, you enter lead and lag time and change task relationships between predecessor
and successor tasks. You’ll adjust the lag value on the task relationship to account for the time
between pull new conductor tools and install.
1. On the Task tab, in the Properties group, click Information
2. Click the Predecessors tab
3. In the Lag field for predecessor task 17, type 0.5 wks,, and then click OK to close the Task
Transformation dialog box

Figure II.23 Setting lag

Task 17 is now scheduled to start half a week after the end of task 16.

Figure II.24 Task Inspector – lag 1

Next, you will adjust the lag time between two other tasks.
 4. Click the name of task 18, Hang Conductor Tool. It is started before task 16 is complete.
5. On the Task tab, in the Properties group, click Information, and then click the Predecessors tab.
TIP You can use the selected task’s shortcut menu for both commands: Scroll To Task and Information .
Right-click the task name and, in the shortcut menu, select the command you want .
6. In the Lag field for predecessor task 16, type –1.5 wks, and then click OK. Entering lag time as a
negative value results in lead time.
On between task 25 and 26, task 26 can only begin when task 25 have finished 60%.
7. Click the name of task 26.
8. On the Task tab, in the Properties group, click Information, and then click the Predecessors

9. In the Lag field for predecessor task 25, type –40%, and then click OK. Entering lag time as a
negative value results in lead time. Task 26 is now scheduled to start at the 40-percent-
remaining point of the duration of task 25.

Switching Task Scheduling from Manual to Automatic

▪ Work with manually scheduled tasks to quickly capture some details but without scheduling tasks. Think of
a manually scheduled task as an initial placeholder you can create at any time without affecting the rest of the
plan. You might not initially know more than a task’s name, and that’s OK. As you discover or decide more details
about the task, such as when it should occur, you can add those details to the plan.
▪ Work with automatically scheduled tasks to take full advantage of the powerful scheduling engine in
Project. With automatic scheduling, Project updates calculated schedule values such as task durations, start
dates, and finish dates automatically in response to changes in a plan. Changes to factors such as
constraints, task relationships, and calendars can also cause Project to recalculate affected tasks.
To switch from manual to automatic, you need to do the following.
1. Select the names of tasks 2 through 4. These tasks are currently set to be manually scheduled, as
indicated by the push-pin indicator in the Task Mode column.
2. On the Task tab, in the Task s group, click Auto Schedule.
Project switches these tasks to be automatically scheduled.

Figure II.25 Auto scheduled

Project changes the Task Mode icons and formatting of the tasks’ Gantt bars to indicate that they are now
automatically scheduled. Next, you’ll use a different method to change the scheduling mode for a task.
3. Click the Task Mode field of task 6, and then click the arrow that appears.
 4. In the list that appears, click Auto Scheduled.
For this case, click all the tasks, and change it to autoscheduled.

Entering Work Resources Name

Work resources are the people and equipment doing the work of the project. Project focuses on two aspects
of work resources: their availability and their costs. Availability determines when specific resources can work
on tasks and how much work those resources can perform. Costs refer to the financial cost incurred by
resources performing work on the project.
In this exercise, you enter the names of several work resources as in table II.2.
1. On the View tab, in the Resource Views group, click Resource Sheet.
You will use the Resource Sheet view to enter the initial list of resources for the new book launch
project.
2. Click the cell directly below the Resource Name column heading.
3. Type Manager, and press the Enter Key.
Project creates a new resource.

Figure II.26 Insert Resource 1

4. In the next empty rows in the Resource Name column, enter the remaining resource as in table
II.2

Figure II.27 Insert Resources 2

Resources such as Manager and Supervisor are individual people. Meanwhile, Customer Services, Field
Workers and Handymen represents multiple people.

Entering Resources’ Maximum Capacity

The Max. Units field represents the maximum capacity of a resource to work on the tasks assigned to that
resource. Specifying that a resource has 100% maximum units means that 100 percent of that resource’s
working time is available to work on assigned tasks in the plan. Project will alert you with an indicator and
red formatting if you assign the resource to more tasks than the resource can accomplish at 100 percent
maximum units (in other words, if the resource becomes overallocated).

For a resource that represents not a specific person but a category of interchangeable people with a common
skill set, you can enter a larger maximum unit’s value to indicate the number of available people. Entering a
maximum unit’s value such as 800% for such a resource means you can expect that eight-individual people who
all belong to that resource category will be available to work full-time every workday.

For a resource that has a working schedule that is less than full-time, you can enter a smaller maximum
unit’s value. Entering a maximum unit’s value such as 75% for such a resource means you can expect that
resource’s capacity to be three quarters of a full-time resource.
In this exercise, you adjust the Max. Units values for one resource that represents multiple people.
1. Click the Max. Units field for the Customer Services resource.
2. Type or select 500%, and then press Enter.
3. Repeat for the other resources, and it will be shown like in this figure.

Figure II.28 Entering Resources Maximum Capacity

TIP When you click a numeric value in a field like Max. Units, up and down arrows appear. You can click
these to display the number you want, or simply type the number in the field.
Entering Resources Pay Rate
When a work resource has a standard pay rate entered and is assigned to a task, Project calculates the cost
of the assignment. Project does so by multiplying the assignment’s work value by the resource’s pay rate—
both using a common increment of time (such as hours). You can then see the cost per resource, cost per
assignment, and cost per task (as well as costs rolled up to summary tasks and the entire plan).
In this exercise, you enter standard and overtime pay rates for work resources.
1. In the Resource Sheet, click the Std. Rate field for Manager.
2. Refer to table II.2, Type 10000000/mo and press Enter.
Manager’s standard monthly rate of Rp10,000,000/mon appears in the Std. Rate column. Note that the
default standard rate is hourly, so you need to specify cost per month.
TIP If the currency symbol in your project are still in $, you can open File, click Options then click Display to
change it.
 Figure II.29 Change the Currency Symbol

3. In the Std. Rate field for Field Workers, type 250000/w and press Enter. Field Workers’ weekly
pay rate appears in the Std. Rate column.
Next you will enter an overtime pay rate for one of the resources.
4. In the field for the overtime rate (labeled Ovt. Rate) for Handymen, type 20000, and then press
Enter. The resource sheet will be looked like this

Figure II.30 Resource Sheet

Assign Work Resources to Task

Before making any resource assignments, you’ll check the plan’s current duration and cost values for
later comparison.
1. On the Resource tab, in the Assignments group, click Assign Resources.
The Assign Resources dialog box appears, in which you see the resource names you have entered
previously.

Figure II.31 Assign Resources

Except for assigned resources, which always appear at the top of the list, resources are sorted
alphabetically in the Assign Resources dialog box.
4. In the Task Name column in the Gantt Chart view, click the name of task 2, Project Review.

5. In the Resource Name column in the Assign Resources dialog box, click Manager and
then click
Assign.

Figure II.32 Assign Resources

TIP To remove or unassigned a resource from a selected task, in the Assign Resources dialog box, click the
resource name and then click Remove.

6. In the Task Name column, click the name of task 3, Notice to customers of temporary
disconnection.
7. In the Resource Name column in the Assign Resources dialog box, click Customer Service, and
then
click Assign. And complete as specified in the case.
Next, you’ll take a closer look at the details of task 3. You’ll use a handy view called the Task Form.
8. On the View tab, in the Split View group, select the Details check box. Project splits the window
into two panes. In the upper pane is the Gantt Chart view, and below it is the Task Form view.
9. Click anywhere in the Task Form view and then, on the Format tab, in the Details group, click
Work. The Work details appear.

Figure II.33 Task Form View

 Figure II.34 Assign Resources

10. Using the Assign Resources dialog box, assign the following resources to tasks, complete the
case asked.
Next you will assign two resources to a single task.
11. In the Task Name column, click the name of task 8, Procurement of pile and materials.
12. In the Assign Resources dialog box, select Supervisor and Customer Services, and then click
Assign.
TIP To select nonadjacent resource names, select the first name, hold down the Ctrl key, and then
select additional names. This technique also works with tasks and other items in lists.

Figure II.35 Assign Two Resources in Single Task

13. In the Assign Resources dialog box, click Close.

To conclude this exercise, you’ll use a different means of assigning resources.

14. If the Resource Names column is not already visible, in the Gantt Chart view, drag the vertical
divider bar to the right.
15. Click in the Resource Names column for task 9, Divide Pile, and then click the arrow that
appears. A list of resource names appears.
 Figure II.36 Assign Resource (2)

16. In the list of resource names, select the check boxes for Field workers and Handymen, and then
press the Enter key.
17. Field worker and Handyman are assigned to task 9.
18. Click in the Resource Names column for task 10, Coordinate pile location, and then click the
arrow that appears. In the list of resource names that appears, select Field Workers and then
press the Enter key. Field Worker is assigned to task 10

Figure II.37 Assign Field Worker to Task 10

19. Drag the vertical divider bar to the right edge of the Finish column.

Controlling work when adding or removing resource assignments

As you saw previously, you define the amount of work that a task represents when you initially assign a
resource or resources to it. When tasks are automatically (as opposed to manually) scheduled, Project gives
you an option to control how it should calculate work on a task when you assign additional resources to
the task or unassign resources from the task. This option is called effort-driven tasks, and it works like this:

The work of a task remains constant as you assign or unassign resources. As more resources are assigned
to a task, the duration decreases, but the total work remains the same and is distributed among the assigned
resources. You have flexibility in how you apply effort-driven scheduling.
Next you will use a feature called the Actions list to control how Project schedules the work on a task when
adding or removing resources. Note the small green triangle in the upper-left corner of the name of task 5.
This is a graphical indicator that an action is now available. Until you perform another action, you can use
the Actions list to choose how you want Project to handle the additional resource assignment.

Figure II.38 Action List Feature on Project

You can use these options to choose the scheduling result that you want. You can adjust the task’s duration,
the resources’ work, or the assignment units.
TIP You will see other Actions indicators while using Project. They generally appear when you might
otherwise ask yourself, “Hmm, why did Project just do that?” (such as when a task’s duration changes after
you assign an additional resource). The Actions list gives you the chance to change how Project responds
to your actions.

Checking the plan’s duration, cost, and work

After you create a task list and assign resources to tasks, your plan contains a large number of details.
Some of these details will be critical to the success of your plan, but they might not be visible in the
view you have displayed. This section illustrates several ways of seeing a plan’s key indicators.

In this exercise, you explore various project status-reporting features, including views and reports.
1. To begin, you will show the Timeline view. On the View tab, in the Split View group, select the
Timeline check box.

Figure II.39 Current Timeline of the Project

You can see the plan’s start and finish dates at either end of the timeline. Note the current finish date:
11/22/18.
The timeline does not tell you the plan’s specific duration; however, that’s visible in the project summary
task in the Gantt Chart view. You can display the project summary task in the Gantt Chart view, by doing
the following:
a. Click anywhere in the Gantt Chart view.
b. On Format tab, in the Show/Hide group, select the Project Summary Task check box. Project
displays the project summary task at the top of the Gantt Chart view with an ID of 0.
Here you’ll see the same duration and start and finish values displayed in Project Statistics as
well as a Gantt bar that’s drawn from the start and finish dates of the overall plan.
2. If necessary, scroll the Gantt Chart view up so that task 0 Project is visible. This shorter duration
you see now is the result of assignment changes you made earlier.

Figure II.40 Summary Task

Both the Timeline view and the project summary task in the Gantt Chart view are good options for
quickly seeing the project’s overall duration and finish date; you can incorporate these views into your
status reporting needs. Next, you’ll look at project costs.
3. On the View tab, in the Data group, click Tables, and then click Cost. The Cost table appears,
replacing the Entry table. The Cost table includes various cost values for each subtask. These
subtask cost values roll up to their summary tasks, and ultimately all cost values roll up to the
project summary task.

Figure II.41 Cost of the Project

Reports: Seeing project status in new ways

You can use Project’s reports to see details of your plans in a variety of ways . A single report can include
a dynamic mix of tables, charts, and textual content . Unlike most views in Project, a report is more like a
blank canvas onto which you can place whatever elements (such as tables or charts) that focus on the
information of most interest to you .
1. On the Report tab, in the View Reports group, click Resources and then click Resource Overview .

Figure II.42 Resource Overview

2. The Resource Overview report appears .

Figure II.43 Resource Overview Report

Project includes several built-in reports, and you can customize those or create your own for the unique
information needs of your project’s stakeholders .
In this exercise, you change the formatting of a built-in report .
3. On the Report tab, in the View Reports group, click Dashboards and then click Work Overview .
The Work Overview report appears
 Figure II.44 Work Overview

Figure II.45 Work Overview Report

This report includes several charts that describe work over time and per resource . Depending on your
screen resolution, you might need to vertically scroll the report to see all of the charts .
4. For Cost Overview, on the Report tab, in the View Reports group, click Dashboards and then click
Cost Overview . The Work Overview report appears

Figure II.46 Cost Overview Report

Viewing the Project’s Critical Path
A critical path is the series of tasks that will push out the project’s end date if any of those tasks
are delayed. key to understanding the critical path is to understand slack, also known as float. There are
two types of slack: free and total. Free slack is the amount of time a task can be delayed before it delays
another task. Total slack is the amount of time a task can be delayed before it delays the completion of the
project. A task is on the critical path if its total slack is less than a certain amount—by default, if it is zero
days. In contrast, noncritical tasks have slack, meaning they can start or finish earlier or later within their
slack time without affecting the completion date of a project.
In this exercise, you view the project’s critical path.
1. On the View tab, in the Task Views group, click the down arrow below the Gantt Chart button
and then click More Views.
2. In the More Views dialog box, select Detail Gantt, and then click Apply. The plan appears in the
Detail Gantt view.
3. On the View tab, in the Zoom group, click Entire Project. It is shown in the red colour.

Figure II.47 Critical Path of the Project

Tracking a Plan as Scheduled Through a Specific Date

The simplest approach to tracking progress is to report that the actual work is proceeding exactly as
planned. For example, if the first week of a five-week project has elapsed and all its tasks have started and
finished as scheduled, you can quickly record this in the Update Project dialog box.
In this exercise, you track the plan as scheduled through a specific date, resulting in Project
recording project actuals.
1. On the Project tab, in the Status group, click Update Project. The Update Project dialog box
appears.
2. Make sure the Update work as complete through option is selected. For instance, we want
to update the project through the first week and a half. In the adjacent date box, type or
select
6/25/18.
 Figure II.48 Update Project

3. Click OK
Project records the completion percentage for the tasks that were scheduled to start before June
27. It displays that progress by drawing progress bars in the Gantt bars for those tasks.

Figure II.49 Project Complete

It indicates that task 2 project review has completed.
Entering a Task’s Completion Percentage
In this exercise, you record completion percentages of some tasks.
1. In the Task Name column, select the name of task 4, Land relinquishment.
This task has some progress reported against it from the previous exercise, but it has not yet
been set as complete.
2. On the Task tab, in the Schedule group, click 100% Complete.
3. Project records the actual work for the task as scheduled and extends a progress bar through the
length of the Gantt bar.

Figure II.50 100% complete task 4

Entering Actual Values for the Task
A more detailed way to keep your schedule up to date is to record what actually happened for each task in your
project. You can record each task’s actual start, finish, work, and duration values. For example, when you enter 3
days of actual duration on a task with 5 days of scheduled duration and 40 hours of work,
Project calculates the actual work to be 24 hours, the percent complete to be 60%, and the remaining
duration to be 2 days.

In this exercise, you record actual work values for some tasks, as well as actual start dates and durations for
other tasks.
1. On the View tab, in the Data group, click Tables and then click Work. The Work table appears.
TIP You can display whichever table is most relevant to the details you are focused on while tracking
progress in a plan. Useful tables include the Work table, which focuses on work values, and the Cost table,
which focuses on cost values. The Tracking table is a good all-around table when recording or viewing
progress.
2. If needed, drag the vertical divider bar to the right to expose the last column in the Work table,
%W. Comp (% Work Complete).
3. In the Actual field type the actual duration of the work that has been done, and then press Enter.
4. On the Task tab, in the Schedule group, click the down arrow to the right of the Mark on
Track button, and then click Update Tasks.

Figure II.51 Entering actual value of the task

The Update Tasks dialog box appears. This dialog box shows both the actual and scheduled values for the
task’s duration, start, and finish, as well as its remaining duration. In this box, you can update the actual and
remaining values.
Project records the actual start date, duration, and scheduled and actual work of the task.

References:
Chatfield, C., and Johnson, T. 2013. Step by Step Microsoft Project 2013. Microsoft Press: Washington