Planning and Control Using Microsoft® Project 2013, 2016 & 2019
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PLANNING AND CONTROL
USING
MICROSOFT® PROJECT
2013, 2016 & 2019
BY
PAUL EASTWOOD HARRIS
Planning and Control Using Microsoft® Project 2013, 2016 & 2019
This publication is only sold as a bound book, no parts may be reproduced by any means, e.g. electronic, video or print.
© Eastwood Harris Pty Ltd ii
©Copyright 2019 by Eastwood Harris Pty Ltd. No part of this publication may be reproduced or used in
any form or by any method without the written permission of the author.
Windows XP, Microsoft® Project 2000, Microsoft® Project Standard 2002, Microsoft® Project Professional
2002, Microsoft® Project Standard 2003, Microsoft® Project Professional 2003, Microsoft® Office Project
2007, Microsoft® Project 2010, Microsoft® Project 2013, Microsoft® Project 2016, Microsoft® Project
2019, PowerPoint, Word, Visio and Excel are registered trademarks of Microsoft Corporation.
Primavera Project Planner®, P3®, Primavera P6 Project Manager®, SureTrak Project Manager® and
SureTrak® are registered trademarks of Oracle Corporation.
Adobe® and Acrobat® are registered trademarks of Adobe Systems Incorporated.
Asta Powerproject® is a registered trademark of Electrosoft®.
All other company or product names may be trademarks of their respective owners.
Screen captures were reprinted with authorization from Microsoft Corporation.
This publication was created by Eastwood Harris Pty Ltd and is not a product of Microsoft Corporation.
DISCLAIMER
The information contained in this book is, to the best of the author’s knowledge, true and correct. The
author has made every effort to ensure accuracy of this publication but cannot be held responsible for any
loss or damage arising from any information in this book.
AUTHOR AND PUBLISHER
Paul E Harris
Eastwood Harris Pty Ltd
PO Box 4032
Doncaster Heights 3109
Victoria
Australia
[email protected]

Project Management Training Books

Tel: +61 (0)4 1118 7701
Please send any comments on this publication to the author.
ISBN 978-1-925185-62-1 – Letter – Paperback
ISBN 978-1-925185-63-8 – Letter/A4 – Spiral
ISBN 978-1-925185-64-5 – eBook
2 February 2019
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3.14 Workshop 1 – Navigation and Setting Your Project Options
Background
In this workshop you will practice navigating around the screen, set the options to allow durations to be
entered in days, ensure that a useful date format is displayed and ensure other options are set so the
software operates in a simpler mode than the standard defaults.
Navigation Practice
1. Click on the Ribbon Toolbar menu at the top of the screen, work your way through the tabs and
observe what commands are located on each tab, the toolbars in Project 2013 or 2016 and 2019 are
slightly different:
Microsoft Project 2016 and 2019
Microsoft Project 2013
2. Right-click on the Ribbon Toolbar and display the Ribbon Toolbar Menu:
3. To allow more buttons to be displayed on the Quick Access Toolbar, click on the Show Quick Access
Toolbar Below the Ribbon to move the Quick Access Toolbar below the Ribbon Toolbar.
4. From the same menu, click on the Customize Quick Access Toolbar… to open the Project Options
form. This form may also be opened by selecting File, Options. Now explore the tabs on the left-hand
side of the Project Options form.
5. With the Project Options form open, click on the Quick Access Toolbar tab and either:
 Download the Microsoft Project Quick Access Toolbar from the www.eh.com.au/ website
Software & Downloads page, unzip it by double clicking on the file and dragging it to your Desktop
and import the toolbar using File, Options, Quick Access Toolbar, Import/Export, or
continued…
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 If you are unable to download the Quick Access Toolbar, then add the following frequently used
buttons to the Quick Access Toolbar, if they not already displayed:
6. Click on the Customize Ribbon tab in the File, Options to open the Project options form, ensure
that Developer tab is checked. The Developer tab will now be displayed on the Ribbon to allow
access the Organizer form more easily, and then close the form.
7. Right-click on the Ribbon Toolbar and display the Ribbon Toolbar Menu. Click on Collapse the
Ribbon to hide the Ribbon Toolbar. When you click in the Gantt Chart area the Ribbon will minimize
and more work area will be available allowing you to see more tasks. This is useful when you have a
small screen.
8. Right-click in the Gantt Chart, select Show Split to split the window and this will show the Task form
in the bottom window.
9. Make the bottom window active by clicking in it.
10. Note the text on the left-hand side of the screen is highlighted, when moving from the top pane to the
bottom pane. The active pane has the highlighted text. This may be quite hard to see with some
screen colors.
11. Right-click in the bottom pane and select the different menu options to see how the Task Details form
changes with the different options. Leave this form with the Predecessors and Successors option
displayed.
12. Activate the upper pane, by clicking in it.
13. Resize the panes by dragging the Split screen bar.
14. Close the Split screen by double-clicking on the horizontal dividing line.
15. Split the screen by double-clicking on the small bar in the bottom right-hand corner of the screen.
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Assignment – Set the Options
1. Close your project by selecting File, Close and do not save any changes, you should have Microsoft
Project open, but no projects in view and a blank screen.
2. Select File, Options to open the Project Options form.
3. Select General tab and set the Default View to Gantt Chart.
4. Set the Date format: to either:
 “ddmmmyy” i.e., 28 Jan ’09, or
 “mmmddyy” i.e., Jan 28 ’09.
NOTE: The available date format will depend on your system settings, set in the system Control
Panel, Region and Language Options. If you wish to show the time in 24-hour format then there is
more information in the OPTIONS chapter, para 21.1.2 Project view.
5. Enter your name and initials.
6. If you uncheck the Start up options, Show the Start screen when this application starts then the
Start Screen will not be displayed when you start Microsoft Project and you will be taken straight to
the Gantt Chart View.
7. Select the Display tab and check that ALL check boxes are checked.
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8. Select the Schedule tab and set the Schedule Options for your project as per the picture below:
NOTE: The picture above shows the time in 24 hour format, if you wish to show the time in 24 hour
format then you will need to change your system setting in Control Panel, Region and Language
Options. There is more information in the OPTIONS chapter, para 21.1.2 Project view.
9. More details about the settings in the form above, and how they operate, are available in the
OPTIONS chapter.
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10. Select the Advanced tab and set options as per the diagram below:
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11. Go to the Trust Center, Trust Center Settings…, Legacy Formats and select Prompt when
loading files with legacy or non-default file format. This option will allow you to open files created
in earlier versions of Microsoft Project but will warn you that it is not a Microsoft Project 2010 to 2016
file format.
12. Select twice to close the Project Options form.
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4.11 Workshop 2 – Creating a Project
Background
You are an employee of OzBuild Ltd and are responsible for planning the bid preparation required to
ensure that a response to an RFQ (Request For Quote) from Wilson International is submitted on time.
Your company has completed the Startup Phase of the project, the Bid Strategy has been developed, and
approval to bid for this project has been given. You have been requested to plan the project Initiation
Phase, where the Bid will be produced and submitted to the customer. You have been advised that the
RFQ will not be available until the 06 December 2021. The Bid will comprise the following
deliverables/products:
• Technical Specification
• Delivery Plan
• Bid Document.
These workshops will take you through the process of creating a schedule for the development of the Bid,
which will be submitted in response to the RFQ.
A project template in mpp format has been loaded on the Eastwood Harris web site at
www.eh.com.au Software Downloads page that has several of the issues with Microsoft
Project defaults, other settings and formatting issues resolved. You should download this
file, open it, save it as a template and use this file instead of the Blank Project option.
Assignment
1. Create or select a directory to save your Microsoft Project templates in Windows Explorer.
2. Select File, Options to open the Project Options form.
3. Select the Save tab and set the directory that your Microsoft Project Templates will be saved in:
i
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4. Download the Microsoft Project 2013, 2016 and 2019 template from www.eh.com.au – Software
Downloads page.
5. Unzip it by double clicking on the zip file and dragging the file to your desktop.
6. Open the file with Microsoft Project.
7. Note how Manually Scheduled tasks are displayed and if you see one then change it to an Auto
Scheduled task.
8. Delete these tasks if you do not want to see them each time you create a new project.
9. Select File, Save As, Computer and Browse, then, select from the drop down box to save as type
Microsoft Project template (*.mpt). Microsoft will default to the directory you have selected as a
Template directory, so save the file in the Template Directory.
10. Select the defaults at the Save As Template form and click Save.
11. Close the Eastwood Harris template file and any other projects that may be open.
12. Then create a new project using this template, with the command File, New, Personal and select the
Eastwood Harris template.
13. If you click once on the template, you will get the screen shown below, where you are able to set the
Project Start Date. Enter 06 Dec 2021, then click on Create:
14. If you double clicked on the template, the project will have opened in the Gantt Chart view and you
will need to set the Start date: to Mon 06 Dec 21 using the Project, Properties group, Project
Information form, but do not edit the Current date: Press the button to save the input
data.
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15. Now check again the project Start date in the Project, Properties group, Project Information form:
NOTE: The date format will be displayed according to a combination of the Microsoft Project Options
settings and your computer system default settings. You may adjust your date format so you are able
to see the day month and year using the File, Options, General form. The order of the day, month
and year is set in the system Control Panel, Region and Language Options.
16. Save your project as OzBuild in a location of your choice, such as the desktop.
17. Add the following project information in the File, Info, Project Information (Drop down box on the
top right hand side of the screen), Advanced Properties form.
18. Save your project as OzBuild again.
NOTE: Completed workshops and PowerPoint Instructors slide presentations may be downloaded from
the Eastwood Harris web site at www.eh.com.au. This book forms the basis of a Project Management
Institute (PMI) registered course and training organizations who wish to award PMI Professional
Development Units (PDUs) may use this book and PowerPoint slide show as a licensed training course
with the author’s permission. Please contact the author Paul E Harris email: [email protected].
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Planning and Control Using Microsoft® Project 2013, 2016 & 2019
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5.9 Workshop 3 – Maintaining the Calendars
Background
The normal working week at OzBuild Ltd is Monday to Friday, 8 hours per day, excluding Public Holidays.
The installation staff works Monday to Saturday, 8 hours per day. The company observes the following
holidays:

* These holidays occur on a weekend and the dates in the table above have been moved to the next
weekday.
NOTE: Boxing Day, the day after Christmas, is a holiday celebrated in many countries.
Assignment
1. Edit the Standard Calendar to ensure that only the holidays above in 2021 and 2022 are present by
selecting Project, Properties group, Change Working Time, see pictures below.
2. Make the following annual holidays repeating, say for 10 years when you set the holidays in 2021, by
clicking on the button after adding the first holiday:
 New Year’s Day 1 January
 Christmas Day 25 December
 Boxing Day 26 December
NOTE: When the holiday falls on a weekend then the next weekday will have to be manually assigned
as a nonworking day, see the pictures over the page.
3. Exit the Calendar form to save the calendar edits.
4. Create a new calendar titled 6 Day Week for the 6-day week by:
 Copying the Standard (Project Calendar) using the button, then,
 Select the Work Weeks tab, click on the tab and make Saturdays work days with the
same working hours as the other working days.
5. Ensure Saturday 25 December 2021 and 1 January 2022 are made into holidays.
6. When the holiday falls on a weekend then the next weekday will have to be manually assigned as a
nonworking day, see the pictures over the page.
7. Save your OzBuild Bid project.
continued……
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Answers to Workshop 3
In the edited Standard (Project Calendar) of the Change Working Time form below, the dates are
displayed in the ROW (Rest of World) date format of dd/mm/yyyy. Computers configured with the US date
format will see the dates in the mm/dd/yyyy format.
An example of setting Christmas Day as recurring and setting Saturday as a Workday:
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6.13 Workshop 4 – Adding Tasks
Background
If you do not have the default Microsoft Project settings installed on your computer, or you are not using
the Eastwood Harris template, then you may not have the same results as displayed in these workshops.
It is simpler to teach Microsoft Project by showing how to enter the tasks first and then creating the
summary tasks to represent the WBS Nodes or Products or Deliverables. Once a user understands the
process, then the tasks and summary tasks and detailed tasks may be entered in any order.
Assignment
1. We will assume that the Planning Process is complete and we are to produce a schedule with
several tasks for each Product (Deliverable) in the Work Breakdown Structure – WBS.
2. Use the columns to enter the Name and Duration of the tasks as below.
 The Estimate and Schedule will be completed by site personnel who work 6 days/ week.
 Assign the 6-Day Working Week calendar using the Task Information form Advanced tab to
Tasks 8 and Task 9.
 Double-click on the task to open this form and select the Advanced tab, Calendar drop-down
box to assign the Task Calendar.
3. A task will become a milestone when assigned a zero duration.

continued…
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4. Your schedule should look like this using the Eastwood Harris Template:
NOTES:
1. The icon in the Information column on the left-hand side indicates that Tasks 8 and 9 have a nonstandard calendar, which is the 6-Day Working Week calendar set in this workshop.
2. The Eastwood Harris template does not display the Task Mode column.
3. All tasks should be assigned the Task Mode of Auto Scheduled. If the task bars are not a solid
blue color, except Task 7, which is critical and should be a solid red color, then they are Manually
Scheduled and you have not set the options correctly in the Project Options.
4. Save your OzBuild Bid project.
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7.7 Workshop 5 – Entering Summary Tasks
Background
The summary tasks may be used to represent a Project, Deliverables/Products, WBS Nodes, Phase,
Stages or Work Packages.
We will add summary tasks to represent the Initiation Phase and Deliverables/Products of the Initiation
Phase.
Assignment
1. Display the Project Summary Task by checking the Format, Show/Hide group, Project Summary
Task. This command is also available in the File, Options, Advanced tab.
2. Observe how the Project Summary Task is formatted, it will be Bold and have a Task ID of “0”.
3. Hide the Project Summary Task by repeating para 1 and unchecking, as we will create an Outline
Level for the Project summary task.
4. Create an Outline Level 1 for Phase entitled Bid For Facility Extension and
5. Create an Outline Level 2 for each of the three Products:
• Technical Specification
• Delivery Plan
• Bid Document
6. Try using the various methods for indenting and outdenting tasks.
7. Your schedule should look like this with the Eastwood Harris template:
8. Save your OzBuild Bid project.
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8.10 Workshop 6 – Formatting the Bar Chart
Background
Management has received your draft report and requests some changes to the presentation.
If you are using the Eastwood Harris template then most of the formatting requirements you need to make
are made in the template in the Gant Chart Inc Total Float and Neg Float view. The following attributes
have been changed from the standard settings:
• File, Options, Schedule and Advanced have been edited in line with the Author’s recommendations
in his book.
• Two new Views titled Gantt Chart Inc Negative and Total Float and Gantt Chart Name on Bars
• Columns: Total Float added and Resources removed from the Gant Chart Inc Total Float and Neg
Float view.
• Grid lines: Middle and Bottom Timescale Tiers, Project Start, Project Finish and Status Date
displayed and Current Date removed.
• Bars:
 Total Float (Total Slack) and Negative Float added and all text removed from all bars.
 Bar display in the Legend: Many bars have been hidden in the Legend (but not deleted) by
placing an “*” at the front of the Bar description in the Bars form.
• Printing: some project information is drawn from the Advanced Properties form. Also all project data
has been removed from the Legend so the Legend may be hidden if not required, thus leaving all
project data displayed if the Legend is hidden.
• A Custom Field has been added to the Tracking Table titled Status Check that indicates when
activities have been updated correctly. NOTE: You must set the “Status Date” in the “Project
Information” form for this field to calculate correctly.
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Assignment
Format your schedule as follows:
1. Select Task, Views, Gantt Chart, Custom and select Gant Chart Inc Total Float and Neg Float to
apply this view.
2. Then apply the Gantt Chart Name on Bars view and then the Gantt Chart,
3. Your answer show be as per the pictures below:
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4. Apply the Gant Chart view.
5. Ensure that the Entry Table is displayed by
selecting View, Data group, Tables,
Entry table.
6. Apply the Costs table,
7. Then apply the Tracking table,
8. Reapplying the Gant Chart Inc Total Float
and Neg Float view.
9. Insert the Task Calendar column between
Duration and Start columns in the Table
Definition form by using the right click
command:
10. Your answer show be as per the pictures below:
11. Add the Zoom In and Zoom Out buttons to the Quick Access Toolbar if these icons
are not present on the toolbar and test their function.
12. Leave the scaling at months and weeks with Size in the Timescale form of 150%.
13. Save your OzBuild Bid project.
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9.6 Workshop 7- Adding the Relationships
Background
You have determined the logical sequence of tasks, so you may now enter the relationships.
Assignment
1. Ensure you have the last workshop file open.
2. Apply the Gant Chart Inc Total Float and Neg Float view.
3. Apply the Entry table.
4. Remove the Task Calendar column.
5. Add the Predecessor and Total Slack columns if they are not displayed.
6. Input the logic below using several of the methods detailed in this chapter.
7. Add the Format, Format group, Layout button to the Quick Access Toolbar if it is not on the
toolbar.
8. Hide and display the Logic Links using Format, Format group, Layout, to open the Layout form (If
your links are displayed by default, try hiding and then displaying them again.)
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9. Check your results against the pictures below:
10. Save your OzBuild Bid project.
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10.8 Workshop 8 – Scheduling Calculations
Background
We want to look at the Network Diagram and practice calculating Early and Late dates with a simple
manual exercise.
Assignment
1. Apply the Network Diagram view by right clicking in the dark band on the left hand side of the
screen and selecting it.
2. Hide the Summary tasks by selecting Format, Show/Hide group, Summary Tasks.
3. Use the buttons to zoom in and out.
4. Right-click in the Network Diagram, select Layout to open the Layout form and select Allow
manual box positioning.
5. You should now be able to reposition the boxes manually by left-clicking and dragging.
6. Reapply the Gantt Chart View.
7. Calculate the Early Dates, Late Dates, and Total Float for the following activities, assuming a
Monday-to-Friday working week and the first activity starting on 01 Apr 19.

8. See over the page for the answer:
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Answer to Workshop 8

Forward Pass EF = ES + DUR – 1
Backward Pass LS = LF – DUR + 1
Float Calculation TF = LS – ES
9. The Early Bar is the upper bar, the Late Bar the lower bar and the end of the Total Float bar,
which is the thin bar, ends at the Late Finish date.
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11.6 Workshop 9 – Constraints
Background
Management has provided further input to your schedule. The client requires the submission 27 Jan 22.
Assignment
1. Apply the Gant Chart Inc Total Float and Neg Float view and adjust the timescale to weeks and
months.
2. Apply a Finish No Later Than constraint with a constraint date of 27 Jan 22 to task 18 Bid
Document Submitted task. If you are presented with an error message, read the message
carefully and then set the constraint. Now review float, there should be no change in the Total
Float. This demonstrates that a Finish No Later Than constraint after the calculated early finish
date does not create positive float.
3. Due to proximity to Christmas, management has requested we delay task 10 Obtain Quotes
from Suppliers until first thing in the New Year, 04 Jan 22. It is hoped that sharper prices will be
obtained after the Christmas rush. You may record this decision in the task notes.
 To achieve this, set a Start No Earlier Than constraint and a constraint date of 04 Jan 22 on
task 10 Obtain Quotes from Suppliers. Should you be presented with an error message,
allow scheduling conflict and set the constraint.
 Now observe the impact on the Critical Path and end dates:
4. After review, it is agreed that 2 days can be deducted from task 16 Review Bid Document.
Change the duration of this task to 2 days.
5. Press F9 to ensure the schedule is recalculated as Microsoft Project sometimes does not
calculate the Float automatically.
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6. You will notice that the Total Float of all critical tasks is now zero and the Critical Path runs
between the two tasks with constraints.
7. Save your OzBuild Bid project
8. Notice that activities with constraints have an icon in the Indicators column.
9. NOTE: If your Total Float is not calculating as above, press F9 to recalculate.
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12.9 Workshop 10 – Filters
Background
Management has asked for some reports to suit their unique requirements.
Assignment
1. They would like to see all the critical tasks.
 Find the Filter button, found under View, Data group, or in the Quick Access Toolbar, if it is
not there then add it.
 Apply the Critical tasks filter.
 You will see only tasks that are on the Critical Path and their associated Summary tasks.
2. They would like to see all the tasks with float less than 9 days:
 Remove the previous filter.
 Use the Filter button, or the View, Filter, More Filters… to open the More Filters form.
 Create a new filter titled Float Less Than 9 Days,
 If you place a space at the start of the Filter name, the filter will be placed at the top of the list and
make it easier to find filters you have created.
 Create a criteria to display a Total Slack of less than 9 days,
 Show the Summary tasks by checking Show related summary rows box,
 Show the filter in the menu, and apply the filter:
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3. You should see that only the tasks with float less than 9 days are now displayed, the two tasks
with 9 days Total Float are hidden.
4. Management would like to see all the tasks with float less than, or equal to 9 days, OR contains the
word “Bid.”
 Copy the Float Less Than 9 Days filter,
 Assign a title to the filter: Float Less Than 9 Days or Contains “Bid”,
 Add the condition: Or Name (Task Name) contains Bid,
 Show in the menu, and
 Apply the filter.
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5. You should find that one extra task is now shown.
6. Copy the filter, title it Float Less Than 9 Days and Contains “Bid” and change the condition to
And to see the difference between Or and And options,
7. Apply the filter:
8. Remove the Float Less Than 9 Days and Contains “Bid” filter and display All Tasks by applying
the (No Filter) or the All Tasks filter.
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9. We now wish to create an AutoFilter that displays all the tasks containing the word “document”.
10.Apply the (No Filter) option, which is the same as the All Tasks option used in other forms.
 Add the Display Auto Filter button to the Quick Access Toolbar if it is not displayed and
use this to ensure the Auto Filters are activated and each column header has a down arrow as per
this picture:
 Click on the down arrow in the Task Name header,
 Select Filters, Custom… to open the Custom Auto Filter form,
 Create a Custom Auto filter to contain tasks containing the word “document”.
11. Now apply the (No Filter) or the All Tasks Filter to remove the AutoFilter.
12. Save your OzBuild Bid project.
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13.5 Workshop 11 – Reorganizing the Schedule
Background
We want to issue reports for comment by management. We will group the tasks by their float value and
show the WBS columns. We will also look at the Outline Codes and then Group the Tasks by the people
responsible for the work, which we will enter into a text column.
Assignment
1. Grouping – to group tasks by their float value:
 Ensure there is no filter applied.
 Apply the Entry table and ensure the Total Slack column is displayed.
 Select View, Data, Group By drop down box and select New Group by:
 Create a new Group titled Total Float and group the tasks by Total Slack
 Change the font to Calibri 10 pt, Bold,
 Select an appropriate cell background,
 Check the Show in menu option, DO NOT show Summary tasks and apply.
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 All the tasks with zero days’ float are grouped at the top under the heading Total Slack: 0 days.
NOTE: You may format or remove the summary bars or add text to them by opening the Bars form and
editing the Group By Summary bar text tab.
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2. Grouping by Responsibility
 Remove the previous grouping by selecting [No Group],
 Use the Add New Column command to add a Text 1 as a new column,
 Drag this new column so it is beside the Task Name
 Right Click on the column heading, select Custom Fields and use the Rename command to
rename the column as Responsibility,
 Assign the Responsibilities in the table below, use Copy & Paste cells:

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 Create a Group titled Responsibility by clicking the Group by: button and grouping the
tasks by Responsibility showing in the menu but do not show Summary tasks.
 Select Apply,
 See the answer below:
3. Remove all Grouping.
4. Hide the Responsibility column.
5. Save your OzBuild Bid project.
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14.6 Workshop 12- Organizing Your Data Using Views and Tables
Background
Having completed the schedule you want to report the project schedule with different views.
Assignment
Display your project in the following formats, noting the different ways you may represent the same data.
Open your OzBuild Bid project from the previous workshop to complete the following exercise.
1. Right click in the bar on the left hand side of the task numbers, display the Calendar view and
scroll to December 2021. Right-click in different parts of the screen and view the menu options.
When there are many tasks on one day, they may not all be displayed, depending on the scale of
your screen and/or paper size when you are printing the Calendar View.
2. Display the Network Diagram view and zoom to 50%, using View, Zoom group, Zoom or the
buttons.
3. Scroll around the schedule and then summarize the task by clicking on the and the .
4. Display the Gantt Chart view and split the screen.
5. Display the Relationship Diagram view in the bottom pane by first making the bottom pane
active and then right clicking in the band on the left of the screen to open the More Views form.
Scroll around the schedule by clicking on tasks in the top pane and review the changes in the
bottom pane.
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6. Display the Task Details Form view in the bottom pane. If this menu is not immediately available
Select, More Views. Notice the additional fields that are available in this form compared to the
Task Information form.
7. Apply each one of the following Details forms to the Task Details view in the bottom screen by
right-clicking in the bottom pane and observe the different information for each option.
8. Display the Timeline View by selecting the View, Split View group and check the Timeline box.
9. Change the timescale to expand the Gantt Chart so not all of project timescale may be viewed.
Observe the Timeline duration displayed in the Gantt Chart and the highlighted section of the
Timescale are the same:
10. Change the timescale back to the previous settings, so you may see the whole Gantt Chart.
11. Add both Milestones and the Obtain Quotes from Suppliers task to the Timeline by right
clicking and selecting Add to Timeline.
12. Remove the Timeline by right clicking in the Gantt Chart and click on Show Timeline.
13. Display the Gantt Chart view, with the Entry table and split the screen.
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14. Ensure Critical tasks are displayed by checking the Format, Bar Styles, Critical box.
15. Apply the following Tables to the Gantt Chart view using View, Data, Tables:
 Schedule, then
 Tracking, then
 Entry
16. We now will create a Combination View titled Critical to show only Critical Tasks in the top pane
with the Task Details form in the bottom pane. We will create the following:
 A Critical Table
 A Critical View for the Top Pane
 A Critical View for the Bottom Pane and
 A Critical Combination View, with the Top Pane Critical View and Bottom Pane Critical View.
17. To create the Critical Table:
 Select View, Data group, Tables, More Tables and copy the Entry table and create a
table named Critical with the following columns:
 ID, Indicators, Name, Duration, Start, Finish, Total Slack and Free Slack.
 Do not check Show in the menu,
18. To create the Critical View for the Top Pane:
 Select View, Task Views group and from
any menu select More Views,
 Copy the Gantt Chart view and rename
the view Critical Top Pane,
 Select the Critical Table,
 Select the Critical Filter,
 Ensure the Show in menu is not selected,
 Close the forms without applying the view.
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19. To create the Critical View for the Bottom Pane:
 Select View, Task Views group and
from any menu select More Views,
 Create a new Single view titled
Critical Bottom Pane using the Task
Details form,
 Select All Tasks filter,
 Do not Show in menu, as per the
picture on the right:
 Close the form without applying the
view.
20. To create the Combination View:
 Select View, Task Views group and
from any menu select More Views,
 Create a new Combination view
titled Critical Combination as per
the picture on the right,
 Select Show in menu,
 Close the forms without applying the
view.
21. Apply the Critical Combination l view and you should see that the Critical Filter and Critical
Table are applied in the Top Pane and Task Details Form in the bottom pane:
22. Apply the Gantt Chart view and remove the split
23. Save your OzBuild Bid project.
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15.8 Workshop 13 – Printing
Background
We want to issue a report for comment by management.
Assignment
1. We will baseline and progress the project in the next workshop, but we will require an unprogressed
copy of your schedule for the resources workshops.
 Save your OzBuild project as OzBuild With Resources.
 Close the project and
 Reopen your OzBuild project.
2. Apply the Gantt Chart Inc Total and Neg Float view.
3. Select the Entry Table.
4. Ensure there is no filter applied.
5. Display only the Task ID, Indicators, Name, Duration, Start Date, Finish Date, Total Slack and
Predecessors columns.
6. Adjust the columns to the best fit.
7. To fit all the tasks on one A4 or Letter size landscape page adjust the Middle Tier unit of timescale to
Months with Label of Jan ’09 and Bottom Tier to Weeks with Count: of 1, Label of 26,2… and Size
of 150%.
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8. Check you have the following information in the
Project Properties form:
9. Select File, Print:
 Select your printer
 Select Paper Size of A4 or Letter,
 Sometime it will try to print on two pages,
with one being blank, in the Page Setup,
View tab try unchecking the Print blank
pages,
 In the Page Setup, View tab check the
Print all sheet columns,
Close the form,
10. Select OK then back to Print Preview:
11. Save your OzBuild project.
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16.10 Workshop 14 – Updating the Schedule and Baseline Comparison
Background
At the end of the first week you have to update the schedule and report progress and slippage.
Assignment
Open your OzBuild Bid project file and complete the following steps:
1. Ensure you have saved a copy of your project as OzBuild With Resources for use in the
resources workshop and reopen your OzBuild Bid project.
2. Apply the Gantt Chart view.
3. Set the Baseline for all the tasks on your project using the Project, Schedule group, Set
Baseline, Set Baseline… command and use the defaults.
4. Display the baseline bar by selecting Format, Bar Styles group Baseline.
5. Apply the Tracking table.
6. You will see a Status Check column, which is part of the Eastwood Harris template to assist in
updating a schedule properly.
 This column ONLY works when the Status Date has been set, and
 DOES NOT calculate correctly on Summary Tasks; ignore Summary Task comments.
7. Set the timescale as per the picture below, with week and months.
8. Hide the Physical % Complete, Actual Costs and Actual Work columns.
9. Add the Finish Variance column on the right.
NOTE: The Status Date gridline will not display until the Status Date has been set.
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10. Use Project, Status group, Update Project… to update progress to 10 Dec 21.
NOTE: The Status Date time will be set at 5:00pm or 17:00 hrs on the Friday.
11. Check the Status date in the Project, Properties group, Project Information form; it should be
10 Dec 21 and the black Status Date line should now be displayed.
12. Expand the time scale to days using the Zoom button, you also may need to adjust the
Size in the Timescale form.
13. Update the following tasks using the table below to represent when the tasks were actually
started and finished.
14. When you update tasks, you should enter the data in the exact order below, against the detail
tasks only.
• Complete Milestones should have the Actual Start and then 100 % assigned to the %
Complete. Do not enter an Actual Finish against Milestones as they will change to tasks.
Task 3 will just need the Actual Start change to 7 Dec 21 and 100% assigned.
• Complete Tasks should have Actual Start and then Actual Finish updated. Task 4 will need
both the Actual Start and Actual Finish adjusted.
• In-progress Tasks should have Actual Start entered first, then Actual Duration so the Actual
Duration meets the Status Date and then the Remaining Duration. There are other options
outlined in this book for updating in-progress activities. Task 5 requires the Actual Start,
Actual Duration and then Remaining Duration adjusted.
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15. You should notice that the Status Check column changes as you updated the Create Technical
Specification task.
16. Your updated tasks should look like this:
17. Change the timescale back to the previous settings of month and week.
18. Your schedule should look like the picture below:
19. NOTE: there is no change in the end date of the project as there is sufficient Float to absorb the
delay. We will now update the schedule without using the Update Progress function.
20. Move the Status Date to 17 Dec 21 by selecting Project, Properties group, Project
Information.
21. Notice the Status Check column for task 5 indicates an error and makes a suggestion on how to
fix this issue.
22. Update the project detail tasks only with the following information. Enter the data in the exact
order below against the detail tasks only. NOTE: Do not edit the % Comp, the software will
calculate this:

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23. Add the Total Float (Total Slack) column.
24. Your project should look like the following pictures, without a delay to the end of the project as
there is sufficient Float to absorb the delay:
25. Task 6 has negative Total Float because Task 7 (its successor) has started before Task 6 has
finished. If you apply the Gantt Chart Inc Total and Neg Float View and the Entry table you will
see the Negative Float bar:
26. Increase the timescale to daily and set the Size in the Timescale form to 70%.
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27. Select File, Options, Schedule, Scheduling options for this project: and check the Split inprogress tasks box:
28. Task 7 has Split as the Remaining Duration is acknowledging the predecessor and Non Work
time over the Christmas holidays.
29. The project is now three days late and represented by the Negative Float of three days and the
Finish Variance of three days.
30. What options do you have to bring the project back on schedule? Use your option to remove the
negative float.
31. Save your OzBuild Bid project.
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17.5 Workshop 15 – Defining Resources
Background
The resources must now be added to this schedule. Since we have updated our project, we need to
revert to the original schedule that we saved prior to updating the current schedule.
Assignment
1. Save and close your current project.
2. Open the OzBuild With Resources.
3. Select File, Options from the menu and from the Schedule tab, set Show assignment unit as a:
Decimal. Click “OK”
4. Open the Resource Sheet view, by right-clicking in the band on the left-hand side of the screen, and
add the resources displayed in the picture below to the project, leaving Cost/Use and Ovt.Rate
(Overtime Rate) as zero and Accrue At as Prorated.
5. The Project Support resource will be assigned to activities that are on a 6-Day Working Week
calendar, so these resources should be assigned a 6-Day Working Week calendar so the schedule
calculates the same dates.
6. NOTE: The $ has been displayed as currency in these workshops, so you should use your default
currency.
6. Now select View, Data group, Group by: Resource Group to see the resource grouping function:
7. Open the Gantt Chart view.
8. Save your OzBuild With Resources project.
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18.14 Workshop 16 – Assigning Resources to Tasks
Background
The resources must now be assigned to their specific tasks.
Assignment
Open the OzBuild With Resources project and complete the following steps:
1. Select the Gantt Chart view.
2. Insert the Resource Names column to the right of the Task Name and align the data to the left.
3. Split the pane by right-clicking in the Gantt Chart and selecting Show Split.
4. Display the Task Details Form in the bottom pane window.
5. Right-click in the Task Details Form and choose Work from the menu.
6. Ensure all Detail Tasks are NOT Effort Driven and are Fixed Units.
7. Assign the Resources as per table below the using any suitable method including:
 The Task Details Form in the bottom window or
 The Assign Resources form by clicking on the button or
 The drop down box in the Resource Names column.
NOTES: Once you have entered the Resource Name in the Task Details form and assigned the Units,
Microsoft Project will calculate the worked hours automatically after you click out of the form or press the
enter key. Ensure the tasks are NOT Effort-Driven as you enter resources, otherwise the Total Work
may stay constant and the duration change as you add additional resources.
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As resources are assigned to tasks 10 and 11 the task calendars will be ignored but as the resource has
been assigned a 6-Day Working Week calendar these tasks will be scheduled with the same dates.

8. Format your columns as per below to check your answer:
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9. Now display the Task Usage view in the Bottom Pane. This displays the Tasks and the Resources
assigned to the tasks.
10. Display the columns shown below by adding the Cost column,
11. Select all the tasks in the top pane and check that your data matches the table:
12. Now display the Resource Usage view in the Bottom Pane. This displays the resources and the
tasks assignment for each resource.
13. Display the columns shown below by adding the Costs column,
14. Select all the tasks in the top pane and check that your data matches the table.
15. The Project Manager is overloaded where the values are in red.
16. Remove the Split and remove the resources column.
17. Save your OzBuild Bid project.
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19.10 Workshop 17 – Resource Graphs and Tables
Background
We will create a copy of our current project file for this workshop, then use Usage Views and Graphs to
isolate the resources that are over allocated and level the schedule.
Assignment
1. Save your OzBuild Bid project file and then resave as OzBuild Leveling.
2. Display the Gantt Chart Inc Total and Neg Float view in the top pane, the Resource Usage
view in the bottom pane and adjust the timescale to show days only as per the picture below.
3. Click on Select All button to display all resources. The overloaded resources are highlighted in
red.
4. Set the Timescale to daily. You may also wish to adjust the size % to fit more on the page.
NOTE: The schedule below has been set to 60% size.
5. Right-click in the bottom pane right hand side and display both the Work and Over-allocation
resources. The over-allocated resources are highlighted in red and the over-allocated lines of
data show by how much:
6. Display the Resource Graph form in the bottom pane and check the Histograms for the
resources. Note again the overallocated resources:
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7. Set the Baseline and display the Baseline bars.
8. Now level the schedule, select Resource, Leveling Options to open the Resource Leveling
form:
9. Set the options as per below and click on :
10. Your answer should look like this, with task 15 delayed and the end date also delayed:
11. Now clear the leveling and try levelling with different options.
The author found that sometimes the leveling options did not calculate correctly unless
they were changed and then changed back to the required setting.
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20.9 Workshop 18 – Updating a Resourced Schedule
Background
We need to update the tasks and resources.
Assignment
NOTE: If your settings are not exactly the same as the computer on which this exercise was undertaken
or you enter data in a different order you may end up with different results.
1. Close the Leveling workshop and open your OzBuild with Resources project file.
2. We will initially allow Microsoft Project to calculate costs and hours from the % Complete. Adjust the
options using File, Options, Schedule tab, Calculation options for this project: to:
 CHECK the Updating task status updates resource status option. This will link % Complete
and Actual Work. (This option also needs to be checked to allow Summary % Completes to be
spread correctly to detail tasks.)
 CHECK the Actual costs are always calculated by Microsoft Project option. With this option
checked the resource Actual Cost is calculated by Microsoft Project from the resource Work and
Rates.
3. Ensure the Split in-progress tasks option in the File, Options, Schedule tab, Scheduling options
for this project: section is UNCHECKED.
4. Split the screen. Display the Gantt Chart View in the upper screen and the Task Details Form with
Resource Work details form in the Bottom Pane.
5. Display the Tracking Table.
6. Save the Baseline using Project, Schedule group, Set Baseline.
7. Display the Baseline bars using Format, Bar Styles, Baseline.
8. Format the Timescale,
a. Middle Tier to Weeks 26 Jan ‘09 and
b. Bottom Tier to Days M,T,W,… at 60% with a count of 1.
9. Check the Status Date is displayed as a solid black by selecting Format, Format group, Gridlines.
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10. You screen should look like this:
We are recording progress as of the end of the second week in December, so we will set the Status Date
as Friday 10 Dec 21. The time will default to the end of the work day:
 Update the project using Project, Status group, Update Project, as per the picture below:
 Check the Status Date in the Project, Properties group, Project Information form. It should be
10 Dec 21and the Status Date should be displayed on the Gantt Chart.
 The Physical % Complete has not been updated. This optional field may be used for entering
the progress. It is not linked to the durations and may be used for calculating the Earned Value.
 Hide the Physical % Complete column if displayed.
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11. Update task 4 Determine Installation Requirements
 Enter 48 hours in the Actual Work cell of task 4 Determine Installation Requirements. NOTE:
The Actual Finish date has now been removed and there is remaining work assigned to the task.
 Ensure the Remaining Work remains zero by typing zero against the resources in the Task
Details Form. Press F9 if required.
 The duration shortens as the task is Fixed Units and the cost will change.
 The Actual Costs have been recalculated, see the Resource Costs tab in the bottom pane. Right
click to display the menu to open this form.
 Also, a new Actual Finish has been set without warning.
12. Updating 5 Create Technical Specification
 Select task 5 Create Technical Specification and look at the Task Details Form, Work and
then Cost forms in the bottom pane, right click to display the menu to open these forms.
 Observe how the Systems Engineer’s work and costs have been updated but the Specialists
Consultant costs have not been updated. The Specialists Consultant cost could be manually
updated if a cost had been incurred.
 Enter an Actual Start Date of 8 Dec 21
 NOTE: There may be an error message in the Status Check column.
 Enter 60% Complete against task 5 Create Technical Specification or click on the Mark on
Track button. This should take the Actual Duration up to the Status Date and remove any
Status Check column error message
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 Task 6 Identify Supplier Components should also start earlier as its predecessor is scheduled
to finish earlier. Press F9 if required.
13. Enter 6d Remaining Duration against task 5 Create Technical Specification, the % Comp should
equal 33% and notice in the Task Details form that the remaining costs and remaining hours have
increased.
 Press F9 to recalculate and your schedule should look like this:
14. Now we will enter the hours and costs to date and hours to go. To prevent Microsoft Project from
calculating the actual costs from the actual hours, open the File, Options form, Schedule tab,
Calculation options for this project and:
 UNCHECK the Updating task status updates resource status. This option is to prevent the
updated % Complete from calculating Actual Work and Remaining Work by unlinking the %
Complete from the % Work fields.
 UNCHECK the Actual costs are always calculated by Project. This option is to prevent
Microsoft Project from calculating the Actual Costs from the Actual Work.
Microsoft Project 2013, 2016 and 2019 calculate differently to earlier versions when the
option Actual costs are always calculated by Project is unchecked when the activity is
100%.
• In earlier versions the Actual Cost were unchanged, but could be manually changed
that point on,
• In Microsoft Project 2013, 2016 and 2019, the software changes the Actual Costs to
zero when unchecked, which would normally be less desirable, and then Actual
Costs must then be manually re-entered.
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15. Task 4 Determine Installation Requirements will have the costs set to zero. Assign the following
Actual Costs to the resources:

16. Update task 5 Create Technical Specification with the following Actual Costs:
 Actual Cost of $3,000.00 against the Systems Engineer, and
 Actual Cost of $2,000.00 against the Specialists Consultant,
 Click the OK button to accept the changes. Press F9 if required.
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17. We will now update task 5 Create Technical Specification – Remain Work
 Right-click in the Task Details Form and display the Work tab, then
 Update task 5 Create Technical Specification, with 72 hours of Remaining Work against the
Systems Engineer,
 Click the Next button or click out of the Task form to accept the changes.
 NOTE: The task remaining duration extends to 9 days. This is because the task is Fixed Units,
so the Units stayed the same and duration was extended.
 Apply the Cost details form in the bottom pane,
 The Systems Engineer Remaining Costs will recalculate based on the Remaining Work and
Resource Unit Rate,
 Your schedule should look like this:
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18. To see what the final forecast costs are, you may display the Cost table, the Fixed Costs and Fixed
Costs Accrual columns have been hidden in the picture below:
19. To see how the consumption of hours is going you may display to Work table:
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20. Now apply the Earned Value table, you may need to select the More Tables option to find this table.
The VAC column does not calculate vertically. Microsoft Project calculates the EAC horizontally using
the formula EAC = ACWP + (Baseline cost X – BCWP) / CPI which is not the same value as
calculating vertically: