MS Project 2013 Lesson 3[1]

Microsoft® Project 2013 Lesson 03 Project Tasks

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Objectives By the end of this lesson, you will be able to: •

Add new tasks in Microsoft Project 2013

•

Create a project outline

•

Schedule tasks manually

•

Create task dependencies with links

•

Create project milestones

•

Rearrange tasks

•

Set tasks as active or inactive

•

Display project summary in Microsoft Project 2013

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Add New Tasks in Microsoft Project 2013 Tasks are added by entering appropriate task names in the Task Sheet available in the Gantt Chart view.

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Add New Tasks in Microsoft Project 2013 (contd.) Entering a task name in the Task Sheet or the Gantt Chart adds a new task to the project.

Indicators

‘Indicators’ column reveals if the task or a resource has notes or hyperlink to provide additional information.

Task Mode

‘Task Mode’ column indicates if a task is manually or automatically scheduled.

Task Name

‘Task Name’ column contains the name of the task or resource.

Duration

‘Duration’ column indicates the total working time required for a task.

Start

‘Start’ column indicates the task start date.

Finish

‘Finish’ column indicates the task finish date.

Predecessors Resource Names

‘Predecessors’ column indicates the task that precedes the given task. ‘Resource Names’ column contains details of materials or human resource needed for the task.

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Manually Scheduled Tasks vs. Auto Scheduled Tasks A task can be scheduled manually or automatically. •

In case of manually scheduled tasks, you need to enter the duration and start date of the task. The finish date is calculated according to the duration entered.

•

In case of auto scheduled tasks, you need to enter the duration of the task. The start and finish date is calculated automatically. The start date of the first task is by default set to the project start date.

Manually Scheduled Auto Scheduled

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Project Outline While creating a ‘Task List’, the Project Manager can create a project outline by grouping tasks. Tasks are grouped as summary tasks and subtasks.

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Project Outline (contd.) Related tasks are grouped under an appropriate title. This tittle is called a summary task. •

In Microsoft Project 2013, the summary tasks are easily recognized as they are in bold. The summary task encapsulates details of all subtasks.

•

Expand or collapse arrow next to the summary task can be used to collapse and expand the outline.

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Project Outline (contd.) A summary task consists of several subtasks. In Microsoft Project 2013, the subtasks are indented below the summary task.

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Create Task Dependencies with Links Sometimes the tasks in a project are dependent on other tasks. This dependency can be projected in Microsoft Project 2013 by linking these tasks. P Finish-to-Start

Start-to-Start

Predecessor task has to finish, for the successor task to start.

S

P

Predecessor task has to start, for the successor task to start.

S

P Finish-to-Finish

Predecessor task has to finish, for the successor task to finish.

S

P Start-to-Finish

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S

Predecessor task has to start, for the successor task to finish.

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Create Project Milestones Milestones in a Project are the significant events, either reached within the plan or are dependent on the plan. •

Milestones can be created to highlight the critical points of the project.

•

Milestones can be recognized in Microsoft® Project 2013 as tasks that have zero duration.

1

2

3

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Rearranging Tasks Tasks and subtasks can be rearranged in the project plan using the cut and paste commands.

Select row

Cut 1

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2

Paste 3

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Rearranging Tasks (contd.)

Rearranging auto scheduled tasks and tasks with dependencies: • When the auto scheduled tasks are rearranged, the start and finish dates get adjusted accordingly.

• When tasks with dependencies are rearranged, the links will be lost, unless the dependent tasks are shifted along with the main tasks.

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Inactive Tasks All tasks added in Microsoft Project 2013 are entered as ‘Active Tasks.’ Tasks that are on hold or are not a part of active tasks can be set as ‘Inactivate Tasks.’

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Timeline View ‘Timeline View’ allows a Project Manager to view all the project related information at a glance.

1

2

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Project Summary ‘Project Summary’ summarizes the timeline of the entire project. Project summary is automatically created by Microsoft Project 2013, however, it is hidden by default. 1

2

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Knowledge Check 1

What does the indicator column in the task sheet reveal? Select the answer.

a. b. c. d.

Notes, hyperlink, or other additional information Task mode used Milestone task Summary task and subtask

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Knowledge Check 1

What does the indicator column in the task sheet reveal? Select the answer.

a. b. c. d.

Notes, hyperlink, or other additional information Task mode used Milestone task Summary task and subtask

Answer: a. Notes, hyperlink, or other additional information Explanation: Indicator column reveals if the task has notes, hyperlink, or other additional information.

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Knowledge Check 2

While creating a ‘Task List’, how can a Project Manager create a project outline? Select the answer.

a. b. c. d.

As summary tasks As active tasks By grouping tasks By creating subtasks

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Knowledge Check 2

While creating a ‘Task List’, how can a Project Manager create a project outline? Select the answer.

a. b. c. d.

As summary tasks As active tasks By grouping tasks By creating subtasks

Answer: c. By grouping tasks Explanation: While creating a ‘Task List’, the Project Manager can create a project outline by grouping tasks.

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Knowledge Check 3

Ideally, which of the following is needed while auto scheduling the task? Select the answer.

a. b. c. d.

Task start date Task finish date Task duration Task resources

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Knowledge Check 3

Ideally, which of the following is needed while auto scheduling the task? Select the answer.

a. b. c. d.

Task start date Task finish date Task duration Task resources

Answer: c. Task duration Explanation: In case of auto scheduled tasks, you need to enter the duration of the task. The start and finish date is calculated automatically.

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Knowledge Check 4

When tasks are linked in a project, which of the following dependency is created by default? Select the answer.

a. b. c. d.

Finish-to-Start Start-to-Start Finish-to-Finish Start-to-Finish

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Knowledge Check 4

When tasks are linked in a project, which of the following dependency is created by default? Select the answer.

a. b. c. d.

Finish-to-Start Start-to-Start Finish-to-Finish Start-to-Finish

Answer: a. Finish-to-Start Explanation: When tasks are linked, finish-to-start dependency is created by default.

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Knowledge Check 5

Which of the following summarizes the timeline of the entire project? Select the answer.

a. b. c. d.

Project tasks Project milestone Project outline Project summary

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Knowledge Check 5

Which of the following summarizes the timeline of the entire project? Select the answer.

a. b. c. d.

Project tasks Project milestone Project outline Project summary

Answer: d. Project summary Explanation: ‘Project Summary’ summarizes the timeline of the entire project.

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Summary Here is a quick recap of what was covered in this lesson:

● Tasks are added by entering appropriate task name in the task Sheet, available in the Gantt Chart view. ● A project is outlined as summary tasks and subtasks.

● Tasks can be scheduled either manually or automatically. ● Milestones in a project are used to highlight critical points of the project. ● Cut and paste tools are used to rearrange tasks. ● The tasks that are on hold or not a part of active tasks can be set as ‘Inactive Tasks.’

● Project summary summarizes the timeline of the entire project.

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Thank You

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