The step that is required for using personal templates is not obvious, so that I thought I would write a blog post article about this process. For the purposes of this blog post article, I have opted for the third method. Figure 1 shows a new project which I created from the default Market Research template and which I then heavily modified in preparation for saving it as a template. Figure 1: Gantt Chart view of the modified project. You can make any type of modifications to a project that you want to save as a template.
Some of the modifications I made to my project include:. Once you have finished modifying your project, you are ready to save it as a personal project template by completing the following steps:. Figure 4: Select the Project Template file type. Your next step is to tell Microsoft Project where you save your personal project templates.
To do this, click the File tab and then click the Options tab in the Backstage. In the Project Options dialog, click the Save tab, such as shown in Figure 6. Figure 6: Project Options dialog — Save page. In the middle of the save page, you will see a section named Save templates with a single field named Default personal templates location. By default, this field is blank in Microsoft Project because the software does not know where you save your personal project templates.
Click the Browse button at the right end of the Default personal templates location field. Microsoft Project displays the Modify Location dialog shown in Figure 7. For more information, see Project Service Automation Transition. A project template is a predefined framework that helps you quickly and easily start a project.
You can use a predefined template to create a new project with a single click. As for projects, you must define the prerequisites for project templates. You must define a project calendar for each project template, and roles and price lists must be predefined in the organization, so that the components of the template have useful data.
A project template consists of three components: a schedule, project estimates, and project team members. A schedule in a project template has the same set of elements as a schedule in a project. You can create a task hierarchy, associate roles with tasks, define schedule attributes, and set dependencies.
A schedule in a project template also supports task modes for each task. Select the resource name from the drop-down list. Select the units field and enter the units you want to assign.
If you leave this field blank, Project will set default of 1. Project will append the Material Label to your decimal entry. Work Field Entries: For fixed consumption rates, the value in the Work Field and Units Field will be the same, whereas for variable consumption rates, the Work Field value will be the Units Field value multiplied by the task duration.
After all the resource assignments are made for the task, Click OK. If you intend removing an assignment from a task, select the task and then the resource name you want to remove and press the Delete key. COSTS a. Defining and Controlling costs: Project multiplies the number of hours a resource works and the hourly cost rate to give you the resource cost rate. For multiple resources the individual resource cost is added. The number of units used reflects material costs.
The Standard Rate or the Rate of pay per time unit for regular working hours or the cost per unit of a material resource and the Overtime Rate defined for overtime hours are the two rate values that have to be filled in the Resource Sheet view. Fixed costs and the resource costs add up to the total costs. Accrual methods: The accrual methods describe the ways in which Project calculates costs. Sometimes, you may have to pay a resource in full before it starts work, then the accrual method adopted by Project is 'Start'.
Likewise, when payments have to be made only after completion of the task, the 'End' method is used. For tasks that are partially completed, estimated costs are prorated i. This is where accrual methods play an important role. They don't have any effect on the final cost of the project. Entering Cost Information: On the costs tab of the Resources Information Dialog box you can record up to 5 different rates for a selected resource that is assigned to 5 different tasks.
To enter costs for a resource: 1. Open Resource Information Dialog box and click costs tab. Effective date of the cost may be the same as the project start date. If not so, enter a date or select a date from the drop-down calendar.
Enter the Standard Rate. Material resources use the Material Label assigned to the resource gallons or boxes. Enter an Overtime rate enter it even if it is the same as the Standard Rate 5.
Enter any additional Per Use Costs for a resource costs for shipping and so on. If you know that rates may change, click in the second row, type an effective date and enter new standard, overtime and Cost Per Use rates. If resources have different accrual methods, select your choice from the Cost Accrual drop-down list.
Project supports fixed and variable costs. Fixed costs are those that do not change over the life of the project. Select the Fixed Cost field for the task and enter the amount.
In addition to the costs listed above, you can also have a fixed resource cost. This is when a stipulated amount has to be paid to a resource irrespective of the work done by it. To include these costs, split the Gantt Chart View and activate the bottom Resource pane and follow these steps: 1.
Select the task and set its Task Type to fixed duration. This tells Project not to calculate work 5. Enter values in the Cost Field. Additional changes to resources assignments can be made using the Task or Resource Usage View and the Assignment Information Dialog box.
MS Project Tutorial Lesson 3 - Anjana Srikanth Now that we have seen how resources are assigned to tasks and costs are assigned to resources, let us take a look at handling contours and overallocated resources. We will also learn to fine-tune our project and prepare it for publication. Contours 2. Overallocated Resources 3. Fine Tuning and Preparing the Project for Publication CONTOURS Resources are usually human beings and therefore they bring a lot of unpredictability with them - dates can change, resources may be assigned too much of work or they may have to leave in the middle of a project.
We have to leave room for changes in assignments and work distributions. Project allows you to arrange for resources to start or finish work at different dates, interrupt assignments to allow for work on other tasks and also assign overtime work if necessary - in other words a contouring of assignments is possible.
What does the term contour mean in Project? It is the shape of the distribution of work within an assignment.
This is the default flat work contour where each unit's work is spread evenly across the duration of the task. Sometimes, you may need to change the distribution of an assignment's work by applying a predefined contour or creating a custom contour for it. To change the work contour for an assignment in either Task Usage View or the Resource Usage View, double-click an assignment to open the Assignment Information Dialog box and choose a contour from the Work Contour drop-down list.
Contours interact with task and resource settings as you manage and adjust assignments during the life of the project. The contour shape is preserved with the assignment when you move the task or when the project schedule changes.
When you manually change the work assignments in the Resource Usage View or the Task Usage View, the result is an edited contour.
Whenever you edit a contour, Project distributes the work duration and recalculates the units. If a resource is already scheduled to be working on a different task, the resource may Sometimes, Project also accidentally includes overallocated resources. In every resource view, overallocated resources are formatted in red.
In the Resource Sheet, Project displays a caution icon in the Indicator column of overallocated resources. Hover over this icon and Project will display a tip to correct this overallocation.
Locating the overallocations: Combine the Resource Graph with the Resource Form to view assignments and resource information with the resource's schedule. Right clicking on the graph will open the shortcut menu. Choose Overallocation and ways to resolve overallocations. To assign additional or different resources display the Resource Usage View and choose Group from the Group drop-down list to arrange resources in groups.
Project offers a leveling feature that can resolve resource allocations by splitting or delaying tasks. Select any task. This will open the Resource Leveling Dialog box. After it identifies overallocations, it delays tasks based on the leveling order selected.
Three leveling orders are: 1. Standard: This is the Default leveling order. If you don't want Project to delay a task set its priority to and use this leveling order. To level your resources on your own: Display the Resource Allocation View with assignment delay and task delay fields visible.
Click in the Gantt Chart in the lower pane. Select Delay. Click Apply 6. Choose Insert Column from the shortcut menu. To add delay to a task: 1. Select any assignment for the task you want to delay. In the Leveling Delay Field in the lower pane, enter the duration of the delay. To delay an assignment: When you delay an assignment, you are effectively delaying the time when the resource begins working on an Assignment after the task's start date has been set.
Select the assignment that you want to delay in the Resource Usage Table. Enter the duration for the delay in the Assignment Delay Field.
Your project design is almost complete, leveled and ready for presentation and you are waiting for the go ahead to implement the project. Just before you make that all-important presentation it would be useful to step back and evaluate your work. To zoom in on the overall quality and finesse of your project, Microsoft Project provides you with a number of tools.
You can: At the top of this box you will see the current start and finish dates. When you initially save a project, Project's Planning Wizard prompts you to save the project with or without a baseline. Now, what is a baseline? It is a project plan with original estimates for tasks, resources, assignments and costs.
With it, you can compare task, resource and other updates as the project work is completed. These variances help identify potential problems in the project.
In the Project Statistics Dialog box, Actual row gives you current dates while the variance row displays the variance between baseline and scheduled dates. This Dialog box gives information about duration and costs too. Changing Timescales The default timescale in the Gantt Chart view are weeks and days.
If you choose to get a broader picture of the project you can zoom out the timescale to months and weeks. Clicking on the Zoom Out button on the Standard Tool bar will allow you to select the set of time units of your choice.
Collapsing the task outline Display any view showing the task lists. Click the Show Drop-down arrow on the Formatting Tool bar and select an outline level to view.
These outline levels display subtasks indented in various ways. To get back to normal viewing of all the tasks, click the Show Arrow and select All Subtasks. Filtering Filtering allows you to impose certain conditions on the way in which you want to display your information at any time. You can choose to hide information that you don't want to view or highlight the information that is important to you.
The Auto Filters are most suitable for this need. To apply an Auto Filter: 1. Click on one of the drop-down lists to view the various headings and select the one you want.
Once the table is filtered the column headings and filter drop-down arrow turns blue. To include additional filter conditions use the drop-down list to select other headings.
You can also filter tasks using the predefined filters that Project provides you with. You can use them to filter tasks like milestones, summary tasks, critical tasks, resource- specific tasks and incomplete tasks. Sorting and Grouping Changing the sort order of your data organizes them in a clearer manner. You can sort by ascending default order , cost, priority, Start and Finish dates. For resource lists, standard sorts are available for name, ID and costs.
In addition to sorting resources or tasks you can categorize them into groups. For example, your resources may belong to different categories like management, support or training. To create a custom group: 1. To add a new group definition choose More Groups to open the More Groups dialog box and create a group of you choice.
Viewing Costs The Summary Table gives you a quick look at cost and work. Display the Gantt Chart or other list views. Columns for duration, start, finish, cost, work and percentage of completion are displayed. Right- click on the Task Form and select Resource Cost settings to take a look at the complete list of costing fields. As we learnt in Lesson 2, resource and fixed costs add up to total costs. Among these two cost types, the resource costs are usually the higher costs in any project.
Reducing resource costs without compromising on quality , keeping a watchful eye on any task that may go over the budget and doing away with tasks that are quite unnecessary are sure ways to reduce project costs. The all-important sets of tasks in any project - those that are vital to the completion of a project are the critical ones and their path or sequence is referred to as the critical path.
These tasks may not allow interruptions but it makes sense to look at ways to shorten this critical path. To view critical tasks: All critical tasks will appear in a different color from the other tasks.
To reduce the critical path: 1. Overlap tasks 2. Schedule overtime 3. Break large tasks into smaller ones 4. Identify and correct any errors 5. Reduce the scope - complete all planned tasks within a timeframe MS Project Tutorial: Lesson 4 - Anjana Srikanth In this lesson we will learn to customize how information in Project is displayed, format and modify views refer lesson 1 for a recap on views and print the finalized schedule.
We will see how project files can be saved as web pages and create hyperlinks to navigate to other files and web pages. Formatting Views 2. Publishing Projects on the Web or Intranet 3.
Selected text and timescales can be formatted, one can zoom in and out to get a closer look at the view shown. Formatting options help customize the way you want your information displayed. TubeMate 3. Google Play. Canon ink cartridge. Beanie Babies movie on Apple. Twee's return on TikTok. Windows Windows. Most Popular. New Releases. Desktop Enhancements. Networking Software. Trending from CNET. Developer's Description By Microsoft.
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