EMSI – 2011 2012

MS PROJECT COURSE

Course led by: BENNANI Amal

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1 Introduction
Microsoft Project (or MS Project or MSP) is aproject management softwareedited by
MicrosoftIt allows project managers and planners to plan and manage projects,
to manage resources and the budget, as well as to analyze and communicate data from
projects
Currently, Microsoft Project is the most widely used project management software in the world.

History

1984: birth of Microsoft Project under DOS

The first commercial version of Microsoft Project (under DOS) was released in 1984.
acquired all rights to the software in 1985 and released 3 other versions V2, V3, and V4.

Since 1990: Microsoft Project on Windows

The first version for Windows was released in 1990 and was named version 1 for Windows 95.
and was the first version to use the common Microsoft Office menus.
The release years of Microsoft Project are: 1992 (v3), 1993 (v4), 1995 (4.1a), 1998 (98 or
8.0), 2000 (2000 or 9.0), 2002 (2002 or 10.0), 2003 (2003 or 11.0), 2007 (2007 or 12.0) and
finally 2010 (2010 or 14.0).

From 1991 to 1994: unsuccessful Microsoft Project experience for Macintosh

In 1991, a version for Apple Macintosh was released and developed successive versions until
version 4.0 for Mac in 1993. In 1994, Microsoft stopped the development of most of
these applications for Mac and to this day.

Since 2000: server versions for businesses

Since version 2000, Microsoft has been developing, through 'server' versions, some
extended and collaborative features for businesses: centralized management of
resources, project portfolio of the company, analysis reports... These are
accessible through a Web client. Initially called Microsoft Project Central (version
In 2000), the server software was then named Microsoft Project Server (versions 2002, 2003,
2007 and 2010.
The name Microsoft EPM (for 'Enterprise Project Management') is the name given to the solution
Microsoft, bringing together Microsoft Project and Microsoft Project Server.

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History of MS Project versions

MS Project 2007 is offered in several versions:

• Microsoft Project Standard: Planning and management of single and multi-projects. Management of
resources and non-automated tracking without workflow (validation), risk management and
results.
• Microsoft Project Pro: Can open more types of files: XML, ODBC, etc. and
connect to MS Project Server. Otherwise, apart from a few minor subtleties, the same
possibilities that MS Project Standard
• Microsoft Project Server: Used for project tracking, resource management
(RBS, real-time work tracking), hierarchical work structure (predefined roles) and
integration of a workflow (validations), centralized document management (risks and
results). Can be integrated with SharePoint Portal Server (among others)

Features
The implementation of a project is a fundamental issue for companies and organizations.
concerned about optimizing the use of their human and material resources. Decision-makers and
Project managers have a powerful computer tool at their disposal, Microsoft
Project, which allows them to track the different phases of a project: design, execution and
follow-up.
The utility of this software can be divided into the different categories below:
1. Project modeling
2. Plannings
3. Allocation and monitoring of resource work (not to be confused with management of
resources)
4. Risk management (with some plugins and exports...)

Many people who today use this software solely as a simple tool for
communication or graphical interface. Most users claim that the
possibilities offered by MS Project in terms of enhancing the presentation of
information (graphic or not) is very important,

Key takeaways:

• It should be noted that MS Project is not a "project management software," but a

software mainly for 'project modeling assistance' (the nuance is absolutely not
negligible). This precision is important because some people disassociate themselves.
of their management mistakes by wrongly blaming the software.
• MS Project is therefore a project modeling software. It should not be confused.
with other software and trades such as: human resources management,
cost accounting, risk management, etc. !
This course does not aim to be a course on project management but on the use of
of specific software on concrete examples

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What MS Project does not do

Top 10 tasks that MS Project cannot do:

He will not make the schedule for your resources for you.
It will not increase the esteem that your colleagues have for you.
He will not force your resources to meet the deadlines.
4. He is not going to recommend additional resources.
5. It will not remove the defects of your product
He is not going to anticipate the mistakes you will make.
7. He is not going to change the planning to adapt it to the budget.
He is not going to negotiate on your behalf.

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Main features
Planning and management of projects
Microsoft Project allows for project planning, which means creating a plan. It
allows the creation of tasks and milestones, their prioritization, and the definition of links between them
tasks. An estimate of the duration and the load (or work) necessary for completion of
each task can then be completed.
Models can be created to offer standard plans to users (for example,
if the projects require following a specific methodology or process.
Microsoft Project offers different graphical representations of the project:diagram of
Gantttask network...
The possibilities for project management are numerous: defining the initial planning.
(that is to say, the recording of a reference photograph of the project plan), input of
the progress of tasks, rescheduling.
The project manager can update the progress of the project:
• by entering a percentage of progress (deadline or workload);
• through the update of the actual duration and the remaining duration;
• through the update of the actual work (completed) and the remaining work (to be done).
Resource Management
Microsoft Project allows for the management of resources for each project, that is to say the creation of
the project team then the assignment of defined resources.
It is possible to create different types of resources:
• resources "work", to whom work tasks can be assigned: individuals,
but also machine tools for example;
• "Material" resources, corresponding to materials (resources
consumables with units: concrete (m)3), cable (km)...
• resources "cost" (appeared since the 2007 version of Microsoft Project), for
to be able to associate project tasks with expense items: travel expenses, purchase
fixed-price service...
Resources, particularly those of the labor type, can be categorized as generic:
they correspond to profiles of skills.
Each resource can then be allocated to the project tasks. Through the team planner,
new feature of the 2010 version, it is possible to manage a resource capacity plan and
to allocate the project's tasks to the resources.
When resources have been allocated, Microsoft Project makes it possible to analyze the plans of
charge of the assigned resources, for example through the display of a resource graph. A
feature, resource audit, can be used to address surplus issues
utilization of detected resources, by reorganizing the project's tasks.

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Cost management
Each resource can have a cost: daily rate for a labor-type resource, cost
unit for a material resource... Thus, depending on the allocations of resources
carried out on the project's tasks and fixed costs that can be defined for each task,
Microsoft Project calculates the project's cost. For individuals, it is also possible to manage
overtime hours.
Since the 2007 version, budgetary resources also allow for the definition of the budget.
initial project, which can be compared to the calculated project cost.

Analysis and communication of project information

Microsoft Project offers a range of possibilities for project data analysis and provides
many reports. It is even possible to export the project's information into
Microsoft Excelor Microsoft Visio to analyze the work and costs of the project based on
different axes of analysis (tasks, resources, allocation, time), through tables, graphs
and pivot tables.
Microsoft Project allows for the communication of project information: copy of the diagram
Gantt, printing and especially, since the 2010 version, the possibility to create a timeline.
exportable chronological toMicrosoft PowerPointor in an electronic message.

SUMMARY
1 Introduction..................................................................................................................................2
2 Project Planning with MS Project
2.1 Overview .............................................................................................................................9
2.2 Creating a project in MS Project
2.2.1 Create a new project ...................................................................................................................10
2.2.2 Enter the key information about the project ..........................................................................................11
2.2.3 Define the project schedule ..........................................................................................................11
2.2.4 Check and modify calendar options ..................................................................................12
2.3 Organizing the tasks (Activities).....................................................................................................13
2.3.1 Enter the tasks and their duration .................................................................14
2.3.2 Create a periodic task ..............................................................................................................15
2.3.3 Structure the project by creating hierarchical tasks ..................................................................16
2.3.4 Edit a task list .............................................................................................................17
2.4 Plan the start and end dates of tasks ..........................................................................18
2.4.1 Establishing relationships between tasks
2.4.2 Define a specific start or end date (constraint) for a task ..................................20
2.4.3 Add a deadline to a task
2.4.4 Create a milestone ....................................................................................................................................21
2.5 Entering and assigning resources .................................................................................... 22
2.5.1 Create a resource list ............................................................................................................23

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2.5.2 Define (or modify) the working time of a resource ...............................................................24

2.5.3 Allocate resources to tasks
2.5.4 Check and modify resource assignments ...........................................................................27
2.5.5 Check the impact of assignment changes on project forecasts ...............................28
2.6 Enter the costs of tasks and resources
2.6.1 Assign costs to resources
2.6.2 Procedure: assignment of costs to a resource list .................................29
2.6.3 Choose the cost allocation method ........................................................................................29
2.6.4 Define fixed costs for tasks
2.6.5 Visualize the cost of tasks or resources ...............................................................................30
2.6.6 Visualize the cost of the entire project ........................................................................................31
2.7 Display and verify the project forecasts ..................................................................................32
2.7.1 Display the entire project on the screen .............................................................................................32
2.7.2 Check the project's start and end dates .................................................................................33
2.7.3 Identify the critical path .............................................................................................................33
2.7.4 Visualize project information in different displays ..........................34
2.7.5 Change the information displayed in a table format .......................................34
2.7.6 Display specific information using a filter .............................................................35
2.7.7 Sorting information in a display .........................................................................................36
2.7.8 Grouping information in a display ................................................................................36
2.8 Adjust the project forecasts
2.8.1 Check and adjust a task interdependence
2.8.2 Overlapping or delaying tasks .................................................................38
2.8.3 Check and adjust task constraints ...................................................................................38
2.8.4 Change the duration of a task ..........................................................................................................39
2.8.5 Shorten the duration of a task by adding resources ..............................................................40
2.8.6 Splitting a task into segments .................................................................................................40
2.8.7 Delete a task ........................................................................................................................41
2.9 Balance the workload of resources: Resource Audit ..........................................41
2.9.1 Search for information on overused resources ............................................................41
2.9.2 Change the workload of a resource .................................................................................42
2.9.3 Reallocate work to another resource .....................................................................................42
2.9.4 Delay a task ...........................................................................................................................42
2.9.5 Perform an automatic audit of resources
3 Project Monitoring & Control with MS Project ...........................................................................44
3.1 Overview ...........................................................................................................................44
3.2 Save the basic planning ..............................................................................................44
3.2.1 Record an initial planning
3.2.2 Save a temporary schedule .........................................................................................45
3.3 Track the actual progress of tasks ............................................................................................45
3.3.1 Enter the project status date ..............................................................................................46
3.3.2 Update the tasks that are progressing according to the schedule ............................. 46
3.3.3 Enter the actual start and end dates of a completed task .....................................................47
3.3.4 Enter the actual duration of a task ..............................................................47
3.3.5 Update the progress of a task as a percentage ............................................47
3.3.6 Update actual work by time period ...........................................................................48
3.3.7 Check the work discrepancies on tasks .......................................................................................48
3.3.8 Compare the completion dates with those of the initial planning ........................................49

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3.4 Track actual work by resource ...............................................................................................49

3.4.1 Enter the actual work performed by a resource on a task .......................................................50
3.4.2 Update the actual work of a resource by time period ................................................50
3.4.3 Display the discrepancies between planned work and actual work .....................................................................50
3.5 Track actual costs and compare them to the budget .........................................................................51
3.5.1 Update (manually) actual costs by time period .............................................51
3.5.2 Compare the actual costs of tasks to the budgeted costs ................................................................52
3.5.3 Display the total cost of the project .........................................................................................................52
3.6 Format, print, and communicate project information ...............................53
3.6.1 Use the Gantt Chart Assistant to customize formatting ...............................53
3.6.2 Formatting a category of Gantt bars ........................................................................53
3.6.3 Format the text style ....................................................................................................54
3.6.4 Formatting a Print
3.6.5 Print the display that appears on the screen ......................................................................................55
3.6.6 Print a report .........................................................................................................................56

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2 Project Planning with MS Project

2.1Overview
After defining the objectives and determining the main phases of the project, we move on to the
actual creation of the planning:

Entering project information into MS Project

• Definition of a new project
• Input and organization of tasks, their durations and their interdependencies
• Definition and entry of resources as well as their costs
• Allocation of resources to tasks

Verification and adjustment of forecasts created by MS Project

MS Project creates forecasts (of deadlines, costs, and resource usage) based on the
input information. These forecasts need to be reviewed and adjusted to meet the
project objectives, and respect its constraints:
• Verification and adjustment of deadlines
• Verification and adjustment of costs
• Resource audit (resolving resource overuse)

The following procedures outline the main steps in the process of creating a
project planning.

2.2CreatingaprojectinMSProject
The definition of a project is to:
• create a new Project file,
• set up the project
•
The definition of the project calendar is an essential part of the project setup.

MS Project Procedures
• Create a new project
• Enter the key information about the project
• Define the project schedule
• Check and modify the calendar options

Results
• A new Project file created containing the name and other key information.
• A start or end date for the project
• A project calendar

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2.2.1 Create a new project

• When creating a new project in Microsoft Project, you need to enter the date.
either the beginning or the end of your project, but not both. From one of these two dates and
information entered about the tasks, MS Project calculates the other date.
• If the ideal start date is known, it is more efficient to plan from this.
date.
If the project must absolutely be completed by a given date, it may be more
it is possible to plan from the project's end date. MS Project will then calculate when
the project must start.
The start or end date can be changed at any time by clicking on
Information about the project in the Project menu.

Procedure:

1. Click on New
2. Click on Project Information in the Project menu (see Figure 1)
3. Type or select a start or end date for your project, then click OK.
(see Figure 2)
4. Click on Save.
5. In the File Name box, type a name for the project, then click Save.

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2.2.2 Enter the key information about the project

To memorize and communicate certain important information about the project, it is useful
to capture and record them in the Project file. It will thus be easy to refer to it each time that
necessary.

Procedure:
1. In the File menu, click on Properties, then on the Summary tab (see Figure 3).
2. Enter all the information you deem useful about your project.
3. Click OK.

2.2.3 Define the project calendar

By default, three calendars (Standard, Night Team, and 24 hours) are pre-defined.
with working days (Monday to Friday) and specified working hours.
•
It is possible to modify the project schedule, or to create other schedules.
to reflect the working days and the working hours of each person assigned to
project.
•
It is possible to specify non-working periods such as Saturdays and Sundays.
as well as specific days off.

Procedure to modify the project schedule:

1. In the View menu, click on Gantt Chart.

2. In the Tools menu, click on Modify working hours (see Figure 4).
3. Click on the work week tab/details and select the workdays.

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4. Enter the times at which the work should start and finish in the zones From
and A.
5. Click on OK.
6. Click on the exceptions tab and enter the non-working days
[Link] OK.

Note:
When modifying working hours, several cases may arise:
To modify a particular day: Select a date in the calendar.
To change a day of the week throughout the entire calendar: for example, to change the
work hours of the day on Monday, click on the abbreviation (M) for the day in question at the top
of the calendar.
To modify all working days, for example, to ensure that the day starts
at 8:00 instead of 9:00, click on the day header (like M for Monday) of the first working day
of the week. Hold down the Shift key, then click on the header of the last day
working day of the week (like V for Friday). Finally, introduce the modifications
desired.

2.2.4 Check the calendar options

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1. In the Tools menu, click on options (see Figure 5).

2. Click on the calendar tab
3. Check and modify the calendar options if necessary to comply with the durations of
project-specific work (or work related to the company in general)
4. If the recorded work durations are generally applicable to all projects, it is
recommended to click on Set as default. Thus, the entered durations will be applied to
all future projects.

2.3Organizingtasks(Activities)

Expected result: the phases and tasks of the project clearly identified.

After creating a new project plan (Project file), you need to enter and organize the list.
project tasks:
• List the steps required to achieve the project's objectives.
• Start by dividing the work into several main parts,
• Then break down these large parts into various tasks, each related to a
only deliverable element.
• Add the milestones.
• Collect and enter duration estimates.

MS Project Procedures

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• Enter the tasks and their duration

• Create a recurring task
• Structure the project by creating hierarchical tasks
• Edit a task list

2.3.1 Between the tasks and their duration

A project consists of a series of tasks:

• A task represents a volume of work and concerns a specific deliverable item.
• A task must be sufficiently short to allow for regular monitoring of its progress.
progress (in general, the duration of a task is between one day and two
weeks)
• Tasks must be entered in the order in which they occur.
• The time (duration) required to complete the tasks must be estimated and entered.
• The durations will be used by MS Project to calculate the workload.
carry out on the tasks.

Procedure:
1. In the View menu, click on Gantt Chart.
2. In the Task Name field, type a task name and press TAB.
Project has an estimated duration of one day for the task, followed by a point.
of interrogation.
3. In the Duration field, enter the time that a task will take in months, weeks,
days, hours or minutes, excluding non-working periods. You can use the
ms
4. Press ENTER.
5. In the following lines, enter the additional tasks necessary for
implement the project. Figure 6 illustrates a display of the Gantt Chart after input.
from a task list.

Remarks:
• Do not enter dates in the Start and Finish fields of each task. MS Project them
calculate based on the project's start date, and the dependencies and durations of
tasks.
• To represent an estimated duration, type a question mark after the duration.
• You can also add a note about a task. In the Name field
from the task, select the task, then click on Task Notes. Type your
information in the Remarks area, then click OK.

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2.3.2 Create a periodic task

Periodic tasks are tasks that recur at regular intervals, for example, some
weekly or monthly meetings

Procedure
1. Click on the task name field
2. In the Insert menu, click on Periodic Task.
3. In the Task Name zone, type the name of the task.
4. In the Duration area, type or select the duration of a task occurrence.
[Link] Periodicity, click on Daily, Weekly, Monthly or Annual.
6. To the right of Daily, Weekly, Monthly, or Annual, specify the frequency of the
task.
[Link] Periodicity subrange, type a start date in the Start area, then
selectEnd after or End the. If you selected End after, type the number
occurrences of the task. If you selected End, type the desired end date of
the task.
Click OK.

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2.3.3 Structure the projects creating detachments

hierarchies

• The plan mode allows you to structure tasks for easier management.
• It is possible to prioritize tasks by creating summary tasks and
others which are subordinate to them.
• The start and end dates of a summary task are determined.
respectively by the start date of the subordinate task that starts the earliest, and
the end date of the one that ends the latest.
• To organize the hierarchy, use the outline mode buttons:
to lower
oHausser
Show subordinate tasks
Hide subordinate tasks

Procedure:
1. In the View menu, click on Gantt Chart.
2. Click on the first task you want to make a task.
subordinate.

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3. In the Insert menu, click on New task.

4. In the inserted line, type the name of the new summary task
in the field Task name.
5. In the Task Name field, select the tasks that you
wish to do subordinate tasks.
6. Click on Lower to lower these tasks.

Remarks:
To display all subordinate tasks, click on Show, then on All tasks
subordinate clauses.
You can quickly lower or raise a task using the mouse. Select the
task, then place the pointer on the first letter of the task name. When the pointer
take the form of a bidirectional arrow, drag it to the right to lower the
Swipe or drag to the left to increase it.
To display the tasks according to a WBS hierarchy, click on the task name field.
click on insert/column, in Field name, select WBS.

2.3.4 Modify an unlisted attachment

After creating a task list, you can modify it by:

• Moving tasks,
• Copying sets of tasks or
• Removing tasks that you no longer need.

Procedure:
In the field No., select the task you want to copy, move or
delete.
2. To copy the task, click on Copy. To move it, click on Cut.
To delete it, press DELETE.
3. To move the selection you have cut, or to duplicate the selection that
you have copied, select the lines where you want to paste it.
4. Click on Paste. If the destination line contains information, the
new lines will be inserted above this one.

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Remarks:
• To add a new task between two existing tasks, click on a number
of task and press the INS key. After inserting the new task, the tasks are
automatically renumbered.
• By planning, you can also reorganize the phases of the project in forecasts.
in outline mode. When you move or delete a summary task, its tasks
subordinate clauses are also moved or deleted.

2.4Planthestartandenddatesoftasks

Once the tasks are created and organized in plan mode, they need to be linked to each other, and their
to impose deadlines and deadlines to be respected:

• Establish the connections between the tasks.

• Links between tasks can include advances or delays if necessary.
• If the forecasts for a task change, all the tasks linked to it are
automatically reprogrammed.
• Enter the date constraints. An example of a constraint is the submission date of a
report or the deadline for the end of a phase of the project.
• It should be noted that every time a date is manually entered, MS Project
considers it as a constraint. That's why there should be no manual entry of
date only if it is a real constraint to be respected. In other cases, the dates of
start and end of tasks are automatically determined from the date of
project start, durations, and links between tasks.
• Use milestones for easier reading of the schedule

Procedures:

• Establish relationships between tasks

• Define a specific start or end date (constraint) for a task
• Add a deadline to a task
• Create a milestone

Result:
Forecasts of durations and deadlines for the project.

2.4.1 Establish relationships between detachments

The relationships (interdependencies) between tasks allow for forecasts to be established.

for the project (duration and deadlines of tasks and the project as a whole)
• Task dependencies indicate how later tasks
(successors) depend on the start or end date of previous tasks
(predecessors). For example, if task 1 must occur before task 2, it is possible to
link the two tasks, so that task 1 is the predecessor, and task 2 is the successor.

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• There are 4 types of possible links between 2 tasks:

. end-to-begin (the most common link, and created by default by MS
Project),
. end-to-end
. start-to-start
. start-to-finish.

• As the links between tasks have a major impact on the project scheduling
(critical path, project end date), special attention must be given to them.
Two tasks should only be linked if one of them depends in some way on
the other.
Once the tasks are linked, changing the dates of the predecessor affects those of the
successor.

Procedure:
1. In the View menu, click on Gantt Chart.
2. In the Task Name field, select the successor task and click on
Task information.
3. In the Type area, select the type of link that suits you, then click OK.
It is possible to establish a connection with a delay (or in advance) in days or as a percentage of the duration of the
predecessor.

Remarks:
To quickly link tasks: select the tasks in the order in which you
wish they were linked and click on Link tasks
To modify a task link, double-click on the link line between the tasks.
concerned. The dialog box Task Interdependencies opens
To remove a link between certain tasks, select the tasks in question in the
Enter the task name, then click on Delete link tasks. All links of the
tasks are deleted and tasks are rescheduled based on their constraints
(such as As Soon As Possible or Must End It).

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2 . 4 . 2 Define a specific start or end date

constraint for a task

• In general, the start and end dates of tasks are calculated by MS Project in
function of durations and interdependencies between tasks.
• But, it is possible to define a specific start or end date (constraint)
for a task.
• These specific date constraints are called fixed constraints.
• These fixed constraints should only be used when the task in question must
must start or end on a given date.
• The constraints used by MS Project are of 3 types that differ by their
flexibility
. The most flexible: as soon as possible; as late as possible
. The least flexible: must start (or end) the
. Moderately flexible: start (or end) at the latest on; start (or end) at the earliest on

Procedure:
In the taskName field, click on the task for which you
wish to set a start or end date, then click on Task Information.
2. Click on the Advanced tab.
3. In the constraint type area, click on a type of constraint.
4. Type or select a date in the constraint Date area, then
click on OK.

Note:
If you select a start date for a task in the Start field of the Diagram
Drag the Gantt bar to change the start date, MS Project.
defines a constraint Start As Early As based on the new start date.
If you select an end date for a task, MS Project automatically assigns a
deadline no later than

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2.4.3 Ajouteruneéchéanceàunetâche

• It is possible to set a deadline for the completion of a task.

• The deadline is not seen as a constraint by MS Project.
does not affect the way tasks are scheduled.
• The deadline simply allows MS Project to display an indicator if a task
risk of ending after its due date. In this case, actions may be taken
by the project team to adjust forecasts and meet the deadline.

Procedure:
In the View menu, click on Gantt Chart.
In the Task Name field, click on the task for which you
wish to set a deadline.
3. Click on Task information, then click on the Advanced tab.
4. Under task constraint, type or select the due date in the
deadline zone, then click OK.

Note:
It is possible to drag the deadline symbol in the Gantt chart to modify
the due date.

2.4.4 Create a dialogue

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A milestone is a task used to easily identify events.

important in project forecasts, such as the completion of a major phase.

In general, the duration of a milestone task is equal to zero, and is indicated by MS Project.
by the milestone symbol in the Gantt Chart.

Procedure
1. In the Duration field, click on the duration of the task you want to make a milestone, then
type 0j.
2. Press ENTER.

Remarks:
A task with a duration of 0 is automatically marked as a milestone,
To make a non-zero duration task a milestone: you need to click on the task in the field
Task name: Click on Task Information, on the Advanced tab, then activate it
checkbox Mark the task as a milestone.

2.5Enterandalocateresources

After organizing and planning the project tasks, it is recommended to assign them the
resources necessary for their implementation.

Before allocating resources, MS Project calculates project forecasts based on

durations of tasks, and their interdependencies and possible constraints

After resource allocation, MS Project calculates the project's forecasts by taking into account
Also accounts for the workload and the availability of resources.

The allocation of resources to tasks allows for:

• monitor the volume of work carried out by the resources assigned to the tasks
• schedule tasks more precisely;
• balance the workload between resources
• track the cost of tasks and resources.

Procedure:

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1. Create a list of resources

2. Define (or modify) the working hours of a resource
3. Assign resources to tasks
4. Check and modify resource assignments
5. Check the impact of assignment changes on project forecasts

Result :
• Project resources identified and allocated to the different tasks
• Defined work forecasts

2.5.1 Create a list of resources

There are three types of resources:

• Work-type resources: people or equipment;

• Material-type resources: the term 'material' is used to refer to
materials or consumables
•Cost type resources: introduced in the 2007 version, for better management
of costs

Procedure:

1. In the View menu, click on Resource Sheet.

2. In the Display menu, point to Table, then click on Entry.
3. In the field Resource name, type a resource name.
4. In the Type field, specify the type of resource: Work or Material or Cost.
5. If you want to designate a resource group, in the Group field
corresponding to the name of the resource, type the name of the group in question.
6. For each resource of type work (person or equipment), type the number
available units for this resource in the Max capacity field, in the form of a
percentage. This percentage can be equal to, greater than, or less than 100%.
7. For each resource of the material type (materials or supplies consumed during
the project), in the Material Label field, type a unit of measurement (e.g.: ton,
cubic meter.

Note:
It is possible to enter and assign resources from the Gantt chart. To do this,
type the name of the resource in the resource name field, or click Assign
the resources, then type the name of the resource in the Resource Name field in the
window that opens.

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2.5.2 Define (or modify) the working time of a

resource

By default, MS Project assigns the Standard calendar to all resources.

When a resource works under specific conditions (working hours, leave,
downtime of certain equipment), an appropriate schedule must be assigned to it.

Procedure:
1. In the View menu, click on Resource Sheet, then select the resource.
for which you want to change the working hours.
2. In the Project menu, click on Resource Information, then on the Modify tab.
working hours.
[Link] the window that appears, select the days you want to modify.
5. Click OK.

Note:
If a resource group has specific working hours and days off, it is
It is possible to create a new base calendar for him. In the Tools menu, click on Edit.
working time. Click on Create and type a name for the new base calendar.
Make the desired changes, then click OK.

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2.5.3 Affecting resources to detach

When a resource is assigned to a task, an assignment is created.

Multiple resources can be assigned to a task and it can be specified whether a resource works part-time.
complete or partial on a task.
If the work assigned to a resource exceeds its maximum capacity (the number of hours
daily scheduled in the working time calendar of the resource), this resource is said
overused.
MS Project indicates in red the names of overused resources in the displays
resources.
The created assignments can be reviewed and modified at any time.

Procedure 1:
1. In the View menu, click on Gantt Chart.
2. In the Task Name field, click on the task you want to assign a
resource, then on Task Information, then on the Resources tab.
3. In the Resource Name field, click (in the drop-down list) on the resource to
assign to the task.
4. To assign a part-time resource, type or select a percentage lower than
to 100 in the Units column. To assign multiple resources with the same functions
(for example, two engineers), type or select a percentage greater than 100 in
Column Units. To assign multiple resources, click on the names of the resources.
concerned.
5. Click OK.

Note:
To replace a resource with another: Select the task to which the resource is assigned.
resource to be replaced. In the Assign Resources dialog box, select the

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assigned resource and click on Replace. Select one or more resources to

assign, then click OK.

Procedure 1

Or Procedure 2:

Click on Gantt view. Select the task(s) and click on the assignment icon.
tasks.
The dialog box to assign resources appears. Select the resource or resources that you
want to these tasks and click on assign

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2.5.4 Verify and modify the stress source effects

The resource usage display presents the project tasks grouped by resource:
Under each resource, the tasks assigned to it are listed.

This display allows you to determine the number of hours of work planned for each
resource on each of its tasks and detect the overused resources.

Procedure:

1. In the View menu, click on Resource Usage.

2. In the Resource Name column, examine the resource assignments.
3. To reassign a task from one resource to another, select the entire row,
position the pointer on the field No. (first column on the left), then drag the
task under the new resource.

Remarks
Reassignments can also be made from the Gantt chart display, by
by entering changes in the Resource Names field, or by clicking on Information
on the task, or assign resources.

It is possible to calculate and display the available time of each resource in view.
of additional work assignments: Format, Details, Remaining availability

If the timeline is not appropriate, it is possible to modify it, by changing it from the
days to months for example. In the Format menu, click on Timeline, then on
the Lower Level tab. Specify the desired timeline in the Units section. You
Can you repeat this operation for the Intermediate level and the Advanced level.

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2.5.5 Verify the impact of the modifications of affections

on the project forecasts

• Changing assignments can have an impact on durations: for example, the

Doubling the resources can reduce the duration of a task by half, if it is
driven by effort.
• There are three types of tasks in MS Project:
• Fixed work task: always driven by effort
• Fixed-duration task: may or may not be driven by effort
• Fixed capacity task: may or may not be driven by effort
• A task driven by effort requires a certain amount of work for its
implementation. An addition of resources will result in either a reduction of the duration
from the task, either a reduction of resource usage rate
To control the impact of changes in assignments on forecasts, it is necessary to
define an appropriate type for each task

Procedure to define the type of task:

1. In the View menu, click on Gantt Chart.

2. In the Task Name field, click on the task you want to check or modify the
type,
3. Click on Task Information, then on the Advanced tab.
4. in the task type area, select a type, then check or uncheck the box
Driven by effort
5. Click OK.

2.6Enterthecostsoftasksandresources

The cost entry allows for establishing budget forecasts for the project, and to
Subsequently check if this budget is being respected.

Generally, only the costs of resources are entered, but sometimes it can be useful.
to also enter fixed costs for the tasks

Resource costs can be fixed (usage cost) or variable (depending on a

standard rates and a mode of allocation specific to the resource), while those of the tasks
cannot vary

• Multiple unit costs can be assigned to the same resource.

Procedures:

• Assign costs to resources

• Choose the cost allocation method
• Define fixed costs for tasks

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• Visualize the cost of tasks or resources

• Visualize the cost of the entire project

Result:
Project planned with cost forecasts for tasks and resources

2.6.1 Affecting discounts on resources

• MS Project allows you to assign costs to resources of work, material, or...
cost.

Costs can be allocated in the form of rates (hourly, daily, etc.) or costs.
of use.

• It is possible to account for different rates for the same resource. By

for example, the rate of a resource may change during a project, the resource may have
a different rate depending on the task to which it is assigned, or a resource in
Raw materials can have different costs depending on the quality.

2.6.2 Procedure: allocation of costs to a list of

resources

1. In the View menu, click on Resource Table.

2. In the View menu, point to Table, then click on Entry.
3. In the Resource Name field, select a resource (or type the name of a
new resource).
4. For a resource of type work, in the field Tx. Standard, Tx. Overtime hrs.
Cost/Usage, enter the applicable rates for the resource.
5. For a material resource, enter a rate in the fieldTx. Standardou
Cost/Usage.
6. Press ENTER.

Remarks:
To allocate multiple costs to the same resource:
In the View menu, click on Resource Graph. In the Name field of the
resource, select a resource, then click on Resource Information. Then,
click on the Costs tab and enter the information in the Cost Rate Table.

2.6.3 Choose the cost allocation method

• MS Project allows you to choose from three methods of cost allocation:

Start: cost assigned at the beginning of the task
•End : cost attributed at the end of the task
Proportion: cost allocated proportionally over the duration of the task

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• The cost allocation method, by default in MS Project, is the method

proportional. It is possible to change this method and replace it with an allocation
at the beginning or at the end of the task.

• The costs of using resources are always allocated at the beginning of the assignment.

Procedure:
1. In the View menu, click on Resource Sheet.
2. In the View menu, point to Table, then click on Entry.
3. In the Allocation field, click on the method you wish to use.

2.6.4 To define fixed discounts for the tasks

• In general, the costs of a project are associated with the resources.

• However, certain tasks may have associated fixed costs, for example, the
transport or printing costs.

Procedure:
1. In the View menu, click on Gantt Chart.
2. In the View menu, hover over Table, then click on Cost.
3. In the Fixed Cost field of the task, type the cost.
4. Press ENTER.

Note:
In the fixed cost allocation field of the cost table, you can select a
allocation method. This determines whether the fixed cost should be allocated at the beginning or at the end of
the task, or if it should be spread proportionally over the duration of the task.

2.6.5 Visualize the cost of sound resources

Once the costs are assigned to the resources and tasks, it is possible to check if
Total costs correspond to the budget.

If the total cost of a task or a resource exceeds your budget, you can
review the different components of this cost and examine the possibilities of reducing them.

Procedure to display resource costs

1. In the View menu, click on Resource Table.

2. In the View menu, point to Table, then click on Cost.

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Procedure to display task costs

1. In the View menu, click on More Views, then on Task List.

2. In the Display menu, hover over Table, then click on Cost.

Remarks
It is possible to verify the distribution of resource costs over time:
1. In the View menu, click on Resource Usage,
2. In the Format menu, hover over Details, then click on Cost.

It is also possible to obtain a graphical representation of the total costs related to

resources :
1. In the View menu, click on Resource Graph,
2. In the Format menu, point to Details, then click on Cost or Cumulative Cost.

You can also know the distribution of costs over the duration of a task:
1. In the View menu, click on Task Usage.
2. In the Format menu, hover over Details, then click on Cost.

2.6.6 Visualize the cost of the entire project

To check if the overall budget is respected, several types of costs can be

displayed and examined:
In progress: cost according to the latest project update
• Planned: cost according to the initial recorded planning
Actuals: cost of work done
Remaining: cost of labor still to be performed
• These costs are updated by MS Project as soon as new information is entered.
• The information on costs allows us to see if there is a risk of slippage.
on the budget.

Procedure:
1. In the Project menu, click on Project Information.
2. Click on Statistics.
3. UnderCost, in the Current line, shows the total cost of the project according to the latest update.

Remarks:
If no initial planning is recorded, the planned cost is not provided.
If no information about the achievements is entered, the cost is not provided.

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2.7Displayandverifyprojectforecasts

After entering the project data, it is necessary to display and verify the forecasts.
of realization.

The review of forecasts ensures compliance with deadlines and budget.

the availability of resources allocated to the project

• It is possible to carry out checks:

Overall project forecasts: start and end dates, budget
global, critical path
More detailed forecasts: concerning tasks and resources
individual

• By reviewing the project's forecasts, potential sources of problems will be

easier to detect, and appropriate measures can then be sought and implemented
put into action before it is too late.

Procedures:

• Display the entire project on the screen

• Check the project start and end dates
• Identify the critical path
• Visualize project information in different displays
• Change the information presented in a table-style display
• Display specific information using a filter
• Sorting information in a display
• Consolidate information in a display

Result:
Project forecasts verified
Possible sources of problems identified

2.7.1 Affichez l'ensemble du projet à l'écran

It is possible to have an overview of the project schedule, as well as the phases.

mainly by zooming in and out in the Gantt Chart.

Procedure:

1. In the View menu, click on Gantt Chart.

2. In the View menu, click on Zoom, then Entire Project, and then OK.

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Remarks
To view the Gantt bars on a different timescale, click on Zoom.
Front zoom out.
• If you have organized the tasks according to a hierarchical structure, you can
display only top-level summary tasks or tasks up to a
given hierarchical level. Click on the column header No., then on Show, and then on the
desired level.

2.7.2 Verify the start and end dates of the project

• Among the important information about the project: its start and end dates,

• This information must be verified to determine if the project is planned

in accordance with the deadline requirements

Procedure:

1. In the Project menu, click on Project Information, then on Statistics.

2. The start and end dates of the project are displayed, as well as the total work, costs and the
total completed percentage.

2.7.3 Identifier the path critique

The critical path is a series of tasks, interconnected, that cannot be

delay without postponing the project end date.

The critical path tasks must be completed as scheduled for the

the project is completed on time

• Non-critical tasks of a project have a certain margin and can therefore

be delayed without affecting its end date. On the other hand, critical tasks have a margin.
none.

• When adjusting the project forecasts, any changes regarding a task

risk of modification:
The project end date.
The critical path

Procedure:

1. In the View menu, click on Gantt Tracking.

2. The critical path tasks are, by default, represented by red bars.

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Note:
It is also possible to filter the forecasts to display only the critical tasks.
project menu, point to Filtered for, then click on Critical Tasks. To return to a
To display all tasks, click on All tasks in the Filter menu.

2.7.4 Visualize the information on the project in

different posters

MS Project presents project information in task views.

resource unpins.

Some task and resource displays are table-type: they contain

columns (called fields) of related information. The change of table,
allows the visualization, in a single table display, of other fields of information.

Other displays graphically represent information about tasks or

the resources (Calendar displays, Task Organization chart, and Resource Graph)

A third category of display represents tasks and resources in

function of a timeline scale (displays Usage of tasks and Usage of
resources).

Procedure:

1. In the View menu, click on the desired view (of tasks or resources)
2. If the desired display is not listed in the View menu, click on More views
to expand the list. Click on a list display, then click on
Apply.

2 . 7 . 5 Change the information presented in a

type poster display

Throughout the project, it may be useful to consult different categories of information on

tasks and resources: information on costs, work, usage, ...
It is possible to modify the columns, or fields of information, presented in a
display of typetables changing the table to which it is applied.

Procedure:

1. In the Display menu, click on the desired display. To use a display that does not
find in the View menu, click on More Views, then the desired view in
the list Displays, and finally click on Apply.

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2. In the Display menu, point to Table, then click on the table to apply.
to apply a table that is not in the Table submenu, click on More tables,
then on the desired (task or resource) table, and finally on Apply.

Note:
It is possible to insert additional fields associated with a task or a resource: In
In the Insert menu, click on Column, then select the desired field from the Name list.
of field.

2.7.6 A poster of specific information used

unfiltered

• Applying a filter allows you to focus on tasks or resources

specific.
•
• The tasks or resources that meet the defined criteria for a filter,
can either:
Be highlighted
Be the only ones displayed on the screen

Procedure:

1. To filter information related to tasks, in the View menu, click on

Gantt chart on another task display. To filter related information
In the Resources menu, click on Resource Table or another.
display of resources.
2. In the Project menu, point to Filtered By, and then click on the filter to apply.
apply a filter not listed in the Filter sub-menu to apply a filter
to highlight, click on More filters.
3. Click on Apply to apply the filter, or on Highlight to apply a
highlight filter.
4. If you apply an interactive filter, enter the required values, then click OK.
5. To disable a filter, hover over Filter in the Project menu, then click on
All tasks or All resources.

Remarks:

It is not possible to apply task filters to resource views, nor to

resource filters to task displays.

It is possible to set an automatic filter in many displays to find

easily a subset of data in a field:
In the Project menu, point to Filter by, then click on AutoFilter.
Click on the arrow of the column that contains the information to display, then click on a
value you wish to use to filter the table.
To disable automatic filters, hover over Filter for in the Project menu, then
click again on Auto Filter.

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2.7.7 Retrieve the information in a posting

It may be useful to sort tasks or resources to display them in a
specific order.
Sorting can be done based on various criteria: cost, duration, start date.
or at the end of a task, ...

Procedure:
1. In the View menu
o To sort the information related to tasks, click on Gantt chart.
on another task display,
o To sort the information related to resources, click on Resource Table.
or on another resource display,
2. In the Project menu, hover over Sort, then click on the desired sort option.
3. To customize a sort, in the Project menu, point to Sort, then click on
Sort by.
4. In the Sort by area, click on the field by which you want to
to sort, click on Ascending or Descending, then click on Sort
5. To sort by a second criterion, click in the Then by area on another
champ, click on Ascending or Descending, then click on Sort.
6. To renumber your tasks or resources permanently, activate the
Checkbox Permanent renumbering of tasks or Permanent renumbering
resources and then click on Sort.
7. To sort tasks within their planning mode structure (so that the
subordinate tasks remain associated with their summary tasks), check the box to
Check Keep the structure of the plan mode and then click Sort.
8. To restore the default sorting order, click on Restore. This restoration
simply concerns the default values of the sorting options in the dialog box
Trier. If the tasks or resources have been permanently renumbered (after
checked the Permanent renumbering of tasks or Renumbering box
the permanent resources), this numbering order is not redefined when you
click on Restore

2.7.8 Regroup information in a signage

It is possible to group information related to tasks or resources.
in order to compare and analyze grouped data (data on tasks or
resources with certain common characteristics.
•
•
For example, it is possible to group tasks according to resources or groups.
of allocated resources.

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Procedure:
1. In the View menu:
•Click on Gantt Chart or on another task view, to
group information related to tasks.
Click on Resource Table or on another resource view to
Grouping information related to resources
2. In the Project menu, hover over Group by, then click on the group to apply.
3. To remove the grouping, click on Group by, then on No group.

2.8Adjustprojectforecasts
• Project planning and forecasting checks generally allow for
highlight potential risks of not meeting objectives:
Risk of non-compliance with deadlines
Risk of exceeding budget
Risk of unavailability of resources (which can have a negative impact on
the quality)

After analyzing the forecasts and potential risks of the project, it is necessary to carry out
the necessary adjustments

Shorten the deadlines of certain tasks to prevent the project end date from being
compromise
If a task can start earlier: Use an advance
If a task must absolutely start on a given date: Add a
constraint
If a task does not necessarily have to precede another: Make sure that they
are not linked

• Looking for solutions to avoid a significant budget overrun (by

example: replace expensive resources with cheaper ones when this is
possible)

Procedures:
• Check and adjust a task interdependency
• Overlay or delay tasks
• Check and adjust task constraints
• Change the duration of a task
• Shortening the duration of a task by adding resources
• Break a task into segments
• Delete a task

Result:
Adjusted project forecasts to meet objectives and take into account the various
constraints (internal and external).

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2.8.1 Verify and adjust the interdependence of tasks

• A task interdependence describes how two tasks are related to each other.
• The type of link between tasks is used by MS Project to calculate forecasts.
of the project and, consequently, has an impact on the deadlines.
• If a link between two tasks is not necessary, it should be modified or removed:
this can shorten the critical path

Procedure:
1. In the View menu, click on Gantt Chart.
2. Double-click on the task link line to check: The dialog box
Interdependence of tasks opens.
3. In the Type area, check the interdependence of tasks.
4. To change the type of interdependence, in the Type area, click on
the desired interdependence.
5. To add an advance or delay, type the advance or delay in the area
Disable the dialog box Task Interdependence. Type the advance in the form
of a negative number (example: -2j for an advance of two days) or a percentage.
Enter the delay as a positive number or a percentage.

2.8.2 Superposer ou retarder des tâches

If a task can start before the end of its predecessor, it is possible to assign it
add an advance.
•
After the addition of the lead, the two tasks (predecessor and successor) will be
overlapped and will reflect a more precise planning of the execution of work.

Procedure:
1. In the Task Name field, click on the task to delay or move forward, then on
Information about the task.
2. Click on the Predecessors tab.
3. In the Delay field, enter the desired delay or advance, in the form of a number or a
percentage.
Positive values indicate a delay.
Negative values indicate a lead
The values in % relate to the duration of the predecessor

2.8.3 Verify and adjust the constraints of the detachments

The date constraints assigned to tasks are used by MS Project to
calculate the project's forecasts.
•

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• If unnecessary constraints are placed on the tasks, the schedule may not
reflect the realistic progress of the project.
• The constraints assigned to the tasks must be reviewed to check if they should
to be maintained or adjusted.

Procedure:
1. In the View menu, click on Gantt Chart.
2. In the View menu, point to Table and click on More Tables.
3. In the listTables, click on constrainedDates, then on Apply.
4. If a constraint other than the default one (As Soon As Possible) is assigned to a task,
check if the constraint is really necessary.
5. If a constraint is not necessary, modify or remove it.
6. To change the type of constraint, in the Constraint Type field, click on the arrow.
then on the appropriate constraint. To change the date of a constraint, type or
select the new date in the constrained Date field. To delete a
unnecessary constraint, change its value as soon as possible.

Remarks
If you plan your project from a start date:
If you enter a start date for a task or drag a Gantt bar to
Change the start date, MS Project sets a constraint Start No Earlier Than.
If you enter a finish date for a task, MS Project assigns a Finish No Later Than constraint.
Early The.
If you plan your project from an end date:
If you enter a start date for a task or drag a Gantt bar to
change the start date, MS Project sets a constraint Start No Later Than.
If you enter a finish date for a task, MS Project assigns a Finish No Later Than constraint.
Late

2.8.4 Modify the duration of a task

• The modification of the resources allocated to a task has the effect of:
to change the duration of the task (default result in MS Project)
or you can change the planned amount of work for the task

• If we want to reduce the duration of a task, we can assign more resources to it.

• If we want to allocate additional resources to a task without changing it

duration, it is necessary to have redefined the type of task beforehand by unchecking the checkbox
driven by effort

Procedure (to disable the checkbox Controlled by effort):

1. In the View menu, click on Gantt Chart.
2. In the Task Name field, select the tasks for which you want to
disable effort-driven scheduling.
3. Click on Task Information, then on the Advanced tab.

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4. Uncheck the Effort Driven box, then click OK. From now on, adding
resources will no longer affect the duration of the task.

2.8.5 It is to shorten the duration of a task by adding some

resources
To reduce the duration of a task driven by effort, resources can be allocated to it.
supplementary.
Procedure:
1. In the View menu, click on Gantt Chart.
2. In the Task Name field, click on the task to which one wishes to assign more
resources, then on Resource Allocation.
3. In the Resource Name field, click on the resource to assign to the task.
4. Click on Assign. A checkmark on the left of the field Resource Name indicates that the
Resource is allocated to the selected task.

Remarks:
• If the duration of the task is not affected by the addition of resources, check in the
forecast options that the task is well managed by effort:
Click on Task Information, then click on the Advanced tab.
Make sure the checkbox Effort-driven is checked and that the task type
Fixed capacity or Fixed work.
• Before deciding which additional resource to allocate to the task, it may be
useful to check the workload of resources on the Resource Usage display,
or on a report of assignments

2.8.6 Fraction run on segments

It is possible to split a task one or more times: plan its execution.
in several steps

The splitting of a task can be useful when the resource assigned to it

is forced to interrupt her work to perform another task.

Procedure:
1. In the View menu, click on Gantt Chart.
2. Click on Split the task.
3. Move the pointer over the split taskbar, and click on the date on which the
fractioning must occur. This creates a one-day interruption in the execution of the
task.
4. To create a longer split (> 1 day): move the right side of the bar away from the
task until the desired resumption date.
5. To remove the split: drag a part of the split task to it
to get in touch with the other

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2.8.7 to suppress a stain

The constraints to which the project is subject may sometimes require the removal of
certain tasks.
Procedure:
1. In the field No., select the task to be deleted.
2. Press DEL, or go to Edit, then Delete the task.

Remarks
• If a summary task is deleted, all its subordinate tasks are deleted.
also.
The removal of tasks helps free up time for certain resources.
resolve overuse issues, or reduce the duration or budget of the project.

2.9Balancingtheworkloadofresources:Auditof
re s o u rc e s
• The workload of resources must be checked regularly.
• If resource overuses are identified, they must be resolved: Audit the
resources
MS Project allows for auditing manually or in a way
automatic.

Procedures:
• Research information on overused resources
• Change the workload of a resource
• Reassign work to another resource
• Delay a task
• Perform an automatic resource audit

result
Overutilized resources identified and workload of resources balanced.

2.9.1 Research the information about the resources

serendered
In order to solve the overuses, it is necessary to:
• Identify the overused resources,
• on what dates they are.
• and what assignments are planned for these dates.

Procedure:
1. In the View menu, click on Resource Usage.
2. In the Project menu, point to Filtered for, then click on Overallocated Resources. Any
overused work resource is displayed, along with all its assignments and its
workload.

Note:

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It is possible to display the workload of a resource assigned to a particular task, and

this by period of time:
• In the Format menu, click on Detail Styles.
• Click on the Usage Details tab,
• In the Available fields list, click on Utilization Rate, then click on
Display.

2.9.2 Modify the work volume of a resource

• It is possible to change the work value of a resource assigned to a task.
• The modification may concern the total value of work planned for the task, or
only for a given period.
• These modifications can be made from the displays: Usage of
tasks or Use of resources

Procedure:
1. In the View menu, click on Task Usage.
2. In the display table area, enter a new value in the Work field for
modify the total work value of an assignment.

Note:
• It is also possible to use the Resource Usage display to consult and
modify the work values of tasks: In the View menu, click on Usage
resources. Then, make the desired changes.
It is also possible to modify the working values of resources, by periods,
in the chronological part of the display.

2.9.3 R is to affect work to another resource

• To address resource overuse, one may need to reallocate some
tasks to underutilized resources.
• This manual audit method helps to avoid delaying the work of tasks that
cause overuse.

Procedure:
1. In the View menu, click on Resource Usage.
2. In the Format menu, point to Details, then click on Overuse.
3. In the chronological part of the display, for each overuse, examine the
availability of other resources (on overutilization dates).
4. Click on the field No to select the task to reassign.
5. Drag the task from the previous resource to the new resource. The task is thus
reassigned to the new resource.

2.9.4 retardation task

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Delaying one of the tasks assigned to an overutilized resource can allow for
address the overuse, but the successors and the entire project can be
affected by this delay.
•
To avoid affecting the successors, first delay the tasks that have a certain
merge (non-critical tasks) and delay them to the maximum of the available margin.
•
To delay a task, one can add a delay to it, then, after verification
the effect on resource allocation, adjust the delay if necessary.

Procedure:
1. In the View menu, click on More Views.
2. In the Display List, click on Gantt Audit, then click on Apply.
3. In the Audit Delay field (in the lower left part of the display) of the task that
If you wish to delay, type the duration you want to delay the task.
In order not to affect the successors, do not enter more delay than the free margin of
this task.
4. To return to a single display, in the Window menu, click on Delete the
splitting.

2.9.5 Perform an automatic audit of resources

MS Project can automatically perform an audit of resources by delaying and
breaking down tasks
Procedure:
1. In the Tools menu, click on Resource Audit.
2. In the dialog box that appears, fill in the options for the desired audit, then click
onAudit now
3. Check the impact of the audit on the project forecasts.
4. If the result is not satisfactory, you can delete the audit: in the Tools menu,
click on Resource Audit, then on Delete Audit

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3 Project Monitoring & Control with MS Project

3.1Overview
After planning and starting the execution of the project, actions for updating, monitoring, and
Control of the implementation is necessary to ensure the smooth progress of the project:
• Track the actual progress of tasks
• Track actual work by resource
• Track actual costs and compare them to the budget
• Analyze the project's performance
• Format, print, and communicate the project information

The following procedures describe the main tracking and control actions of the project.
3.2Savethebaselineplanning
Once the information about the tasks, resources, and costs of the project is
entered, adjusted and accepted, it is necessary to record a basic planning.

There are two types of basic planning: initial planning and planning.
temporary.

6. The initial planning records all the information entered about the project and
allows the calculation and analysis of cost discrepancies, durations, start dates
and of the end, and of the work of resources.
7. Temporary planning only records the start and end dates of
tasks and therefore only allows for partial tracking.

MS Project Procedures:
• Save an initial schedule
• Save a temporary schedule

result
Project with an initial planning of budget, timelines, and resources

3.2.1 To register an initial plan

The recording of the initial planning provides a reference for the
comparison with the actual progress of the project.
It is possible to record up to 11 initial plans for a project. This possibility
can prove very useful when one wishes to compare the actual data with several types of
reference.
Procedure:
1. In the Tools menu, point to Follow up and click on Save initial scheduling.
2. Click on Project Overview to save an initial project schedule. Click
Selected subtasks to add tasks to an existing initial schedule.
3. Click OK.

Note:

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To cancel a previously recorded schedule:

In the Tools menu, hover over Follow and click on Clear scheduling

3.2.2 To register a temporary planning

• The recording of the temporary planning allows for a reference.
for the start and end dates of the project tasks.
• It is possible to record up to 10 temporary schedules for a project.
more than the 11 possible initial plans).

Procedure:
1. In the Tools menu, hover over Follow and click on Save the initial schedule.
2. Click on Save temporary scheduling.
3. In the Copy zone, click on the name of the current temporary schedule.
4. In the zone, click on a name for the next temporary schedule or
specify a new name.
5. Click on Project Set to save a temporary project schedule.
Click on Selected Tasks to save part of the forecasts.
6. Click OK.

Note:
After recording a temporary schedule, it is possible to display the dates of
Start and end recorded by adding the custom fields Start and End to a table.

3.3Tracktheactualprogressoftasks
• After having recorded an initial project schedule and started the implementation
tasks, it is possible to track the actual data of the project:
the actual start and end dates,
the percentage of task completion
the actual work performed by each resource on each task
or revision of the remaining work

Tracking the actual allows for calculating deviations from the budget and anticipating.
the events that may affect future tasks and the project's end date.

The project update can be carried out in several ways that differ by
the level of detail of the information entered:

The input of task completion percentages does not take much time.
time and allows to have an idea of the progress of the project
On the other hand, the entry of the number of working hours for each resource on each
task, during each period (for example: day, or week), takes more than
time, but allows for a more detailed follow-up on the progress of the project.

The choice of the level of detail of information on the progress of the project depends
of the preferences and priorities of each party involved in the project.

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MS Project Procedures:
• Enter the project status date
• Update the tasks that are progressing according to the schedule
• Enter the actual start and end dates of a task
• Enter the actual duration of a task
• Update the progress of a task in percentage form
• Update the actual work by time period
• Check the work discrepancies on the tasks
• Compare the completion dates with those of the initial planning

Result:
• Updated project
• Differences between actual performance and planning calculated

3.3.1 Entering the state of the project

The measurement of a project's progress only makes sense if we specify the date on which this
the measure is made. It is the Status Date in MS Project.
Before making updates to the project, a status date must first be entered.

Procedure:
1. In the Project menu, click on Project Information
2. In the date status area, type or select the date to which it relates.
project update.
3. click on OK

3.3.2 Update the tasks that are coming up

in accordance with the plan
The Gantt chart display allows for a graphical visualization of task progress.
as well as the gaps between the achievements and the initial planning.

• On this display, each task is represented by two bars:

A lower bar indicating the initial planning
A top bar indicating past achievements and future projections
(according to the updates corresponding to the previously entered status date)

If a task progresses according to the initial schedule, its update can be made.
in a very simple and quick way

Procedure (update in accordance with the schedule):

1. In the View menu, click on Gantt tracking.
2. To display the variation fields, in the View menu, hover over Table, then click
overVariation.
3. In the View menu, point to Toolbars, then click on Tracking.
4. If the task started or finished on the scheduled date, click on the task, then click on
Update according to the forecasts.

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3.3.3 Enter the real dates of the start and end of a

beaten path
• If a task is not progressing according to the initial schedule, MS Project allows for tracking.
its implementation by entering its actual start and end dates.
• The entry of actual dates allows MS Project to reschedule the rest of the project.

Procedure:
1. In the View menu, click on Gantt Chart.
2. In the Task Name field, select the task you wish to update.
3. In the Tools menu, point to Tracking, then click on Update Tasks.
4. UnderReel, type or select a date in the Start or End area. If you enter a date
In the end, MS Project will assume that the task is 100% complete.
5. Click OK.

Note:
The entry of actual dates modifies the planned dates for the concerned task. However, the
scheduled dates remain unchanged.

3.3.4 Entering the real duration of a task

• MS Project allows you to update the progress of a task that has not yet been completed.
start entering the duration of the intervention (resources) on this task.
• When you enter the actual duration of a task, MS Project updates the date of
actual start, the completion percentage, as well as the remaining duration of the task in the
forecasts.
If you have adjusted the initially planned duration upwards or downwards for the
task, you can change the value in the Remaining Duration area

Procedure:
1. In the View menu, click on Follow-up Gantt Chart.
2. In the taskName field, click on the task for which you want to enter the
actual duration.
3. In the Tools menu, point to Tracking, then click on Update Tasks.
4. In the Actual Duration area, enter the actual duration of the task.
5. If necessary, enter a new value in the Remaining Duration area
6. Click OK.

Note:
If you enter an actual duration greater than or equal to the expected duration, the percentage
task completion reaches 100%.

3.3.5 Update the progress of a task in form

percentage

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MS Project also allows you to indicate the progress rate of a task by entering its
percentage of completion.
• When you enter the percentage of completion of a task, MS Project adjusts
the actual duration, the actual start date, as well as the remaining duration of the task in the
forecasts.
If you have revised the initially planned duration upward or downward for the
Task, you can change the value in the Remaining Duration area

Procedure:
1. In the View menu, click on Gantt Chart followed by Gantt.
2. In the task name field, click on the task for which you want to enter the
completion percentage.
3. In the Tools menu, point to Tracking, then click on Update Tasks.
4. In the completed % area, enter the % completed of the task.
5. If necessary, enter a new value in the Remaining Duration area
6. Click OK.

Remarks
• By default, MS Project indicates the percentage of task completion under the
a horizontal black line in the middle of each bar of the Gantt
• When a task is completed at 100%, MS Project displays a check mark in the field
Indicators.

3.3.6 Update the actual work per time period

• The method that allows for the most details to be entered about the progress of tasks.
consists of tracking actual work over periods using the chronological fields of MS
Project.
This method allows for entering the work done on a task during a
given period (one day, one week, ...

Procedure:
In the View menu, click on Task Usage.
2. In the Format menu, hover over Details, then click on Actual Work.
3. In the chronological part of the display, in the Actual Work field, type the actual work
performed on the task by each of the resources assigned to it.

Note:
It is also possible to enter a value for the total work done on the task by
the entire set of resources. In this case, MS Project shares the actual work and the remaining work
between resources according to forecasts.

3.3.7 Verify the work cards on the tasks

• After starting the project and updating it, MS Project allows you to display and
compare the achievements and the initial planning
• The discrepancies observed can then be analyzed to determine their causes and the
consequences on the continuation of the project.

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Procedure:
1. In the View menu, click on Gantt Chart.
2. In the View menu, point to Table, then click on Work.
3. Compare the values of the fields Work, Planned, and Actual.

Definitions:
Planning = work initially planned for the task (according to the initial planning)
Actual = work done on the task (according to the entered updates)
Work = total work planned for the task taking into account the updates
Variation = work scheduled - planned work (work - planning)

3.3.8 Compare the completion dates with those of the

initial planning
• After the project kick-off and its update, MS Project allows you to display and
compare the start or end dates of tasks with those originally scheduled.
• The observed discrepancies can then be analyzed to determine their causes and
consequences on the continuation of the project.
• The identification and measurement of date discrepancies provide assistance in decision-making.
decision to uphold commitments:
or adjustment of the interdependencies of the tasks,
the reallocation of resources
or suppression of certain tasks

Procedure:
1. In the View menu, click on Gantt Chart.
2. In the View menu, point to Table, and then click on Variation.

3.4Trackactualworkbyresource
• MS Project also allows tracking the workload of resources by task.
•
• The input of the work done by the resources allows for comparing the volume of the
actual work with that of the initial planning.
This comparison allows for tracking the performance of resources and better
plan the workload for future projects.

MS Project Procedures:
• Enter the total actual work done by a resource
• Update the actual work of a resource by time period
• Display the discrepancies between planned work and actual work

Result:
• Project updated with information on the actual work done by each resource
• Comparison of planned work with actual work for each resource.

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3.4.1 Entering the work carried out by a resource

surunetâche
• The update of the actual work completed on the tasks allows to track:
or the progress of the tasks,
the work done by each resource

After the update, MS Project automatically calculates the remaining work.

total planned for the resource - actual work done by the resource

Procedure:
1. In the View menu, click on Task Usage.
2. In the View menu, point to Table, then click on Work. In the field Name of the
the names of the tasks as well as those of the resources are listed.
3. In the Real field of each resource, enter the value of the work performed by the resource.

Note:

It is also possible to enter a value for the total work done on the task by
the entire set of resources. In this case, MS Project shares the actual work and the remaining work.
between resources based on forecasts.

3.4.2 Update the real work of a resource by

time period
• It is possible to update the work done by each resource per unit of
time, for example per day or per week.
• This update method allows for the retention of detailed information.
on the progress of the project, it is possible with the help of the chronological fields of the display
Utilization of resources.

Procedure:
1. In the View menu, click on Resource Usage.
2. In the View menu, point to Table, then click on Work.
3. In the Format menu, point to Details, then click on Actual Work.
4. In the chronological display section: in the Actual Work field of the resource, type
the value of actual work.

3.4.3 Post the cards between planned work and work

real
The display and analysis of the gaps between planning and reality allows for:
• measure the performance of resources
• anticipate the impact on future project tasks
• better plan future projects

Procedure:

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1. In the View menu, click on Resource Usage.

2. In the View menu, point to Table, then click on Work.
3. Compare the values of the fields Work (expected work) and Planning (planned work), and
check the value of the fieldsVariation(=Work–Planning)

3.5Trackactualcostsandcomparethemtothebudget
• MS Project allows for monitoring the cost of the project, a task, or at any time.
of a resource.
• Cost monitoring:
or allows for identifying the sources of variations (particularly the overruns of
budget),
to help make appropriate decisions to stay within the budget.
to assist in the planning of future project budgets.

MS Project Procedures:
• Manually update the actual costs by time period
• Compare the actual costs of tasks to the budgeted costs
• Display the total cost of the project

Result:
• Project with updated costs
• Project performance analysis

3.5.1 Updating (manually) real discounts by

time period
• It is possible to track actual costs per unit of time using the fields
chronological in the display of Task Usage,
• MS Project automatically updates the actual costs as
the progress of a task, depending on the method chosen for cost allocation.
• To manually modify the actual costs, you must first disable the...
automatic day (Default calculation option).

Procedure:
1. In the Tools menu, click on Options, then on the Calculation tab.
2. Uncheck the checkbox Real costs always calculated by Microsoft Project.
3. Click OK.
4. In the View menu, click on Task Usage.
5. In the Display menu, point to Table, then click on Cost.
6. In the Format menu, point to Details and click on Cost and Actual Cost.
7. To enter the actual cost values of a task, select a time period (by
for a given day) in the chronological display section, then type a value
in the Actual cost field of the task.

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8. To enter the actual cost values of a resource, select a time period.

(for example a given day) in the chronological part of the display, then type a
value in the field of actual resource cost.

3.5.2 Compare the real costs of detachments to the costs

budgets
The comparison of actual costs with those of the initial planning (budgets) allows:
• to quickly detect cost overruns
• to adjust your forecasts or your budget accordingly.
• to better define the budgets of future projects

Procedure:
1. In the View menu, click on Gantt Chart.
2. In the View menu, point to Table, then click on Cost.
3. Compare the values of the fields: Total Cost and Planning
4. To observe the cost variation, look at the value in the field Variation = Total cost -
Planning

Note:
It is possible to display the costs of resources assigned to a task:
• In the View menu, click on Task Usage.
• In the View menu, point to Table, then click on Cost.
• Compare the values of the Total Cost, Planning, Actual, and Remaining fields for the
allocated resources.
Real cost: actual cost of work done up to the update date
Remaining cost: cost of work remaining to be done according to planned prices
Total cost = actual cost + remaining cost
Planning: planned cost

3.5.3 The total cost of the project

• Cost display: In progress (planned), Planned, Actual, and Remaining of the entire
the project allows you to quickly see if the planned budget is being respected.
• These costs are recalculated by MS Project after each project update.

Procedure:
1. In the Project menu, click on Project Information.
2. Click on Statistics.
The costs: Ongoing (planned), Scheduled, Actual, and Remaining are displayed in the Cost column.

Note:
It is also possible to display the project's summary task to see the total cost.
initial planning and information on variations for the entire project:
• In the Tools menu, click on Options, then click on the Display tab.
• Under Project Plan Options, check the Project Summary Task box,

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• Click OK.

3.6Format,printandcommunicatethe
informationabouttheproject
• MS Project displays project information according to a default presentation.
• It is possible to customize the formatting of the information to highlight
evidence certain aspects of the project. For example:
to customize the format of the Gantt bars.
to modify or add Gantt bars for specific information
to format text or Gantt bars individually.

Project information can be printed and communicated according to their

default or customized presentation

MS Project Procedures:
• Use the Gantt Chart Assistant to customize the formatting
• Format a category of Gantt bars
• Style the text
• Format a print
• Print the display that appears on the screen
• Print a report

Result:
• Displays and information about the formatted project
• Information about the project printed and communicated to the parties involved in
the project

3.6.1 Use the Gantt Chart Assistant for

personalize the form
The Gantt Chart Assistant consists of a series of dialog boxes containing
options that allow you to customize the formatting of the Gantt chart

Procedure:
1. In the View menu, click on Gantt Chart.
2. Click on Gantt Chart Assistant.
3. Follow the instructions of the Gantt Chart Assistant.
4. To cancel the formatting chosen in the Gantt Chart Wizard:
• click on Gantt Chart
• then reapply the default options by clicking Next at each
step

3.6.2 To put me in a category of Gantt bars

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It is possible to modify the formatting of the Gantt bars representing a

specific category of tasks to highlight it better.
• It is possible to modify the formatting
or by a single bar (manually), or
or of the set of bars representing a certain category of tasks by creating
by modifying a bar style

Procedure:
1. In the View menu, click on Gantt Chart.
[Link] the Format menu, click on Bar Styles.
3. To modify an existing style:
In the Name field, click on the name of the bar style.
In the lower part of the Styles of the bars dialog box, click on
the Bars tab
4. To create a new style,
•Click on the column Represents tasks, then click on the arrow located at
side of the selection to select a new category of tasks
Type his name in the Name field, then click on the Bars tab.
5. Under Start, Middle and End, select the shape, pattern or type as well as the color.
from the bar.
6. Click OK.

Note:
To modify the formatting of an individual bar in the Gantt:
• In the Format menu, select the task, then click on Bar.
• Click on the Shape tab in the toolbar and format the bar.
Gantt.

3.6.3 Mettreenformelestyledutexte
• It is possible to modify the text style in all displays except for the
Gantt chart and related display for records.
• The changes made apply only to the current display.

Procedure:
1. In the Display menu, click on a table view like the Diagram.
of Gantt.
2. In the Format menu, click on Text Styles.
3. In the zone Element to modify, click on the type of information to modify,
then select the formatting options to apply to this other type of information.
4. Click on OK.

Note:
To apply the formatting of one task to another task:
• select the task whose formatting you want to copy,
• click on Apply Formatting, then select the task to which you
wish to apply this formatting.

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3.6.4 Mettreenformeuneimpression

MS Project allows you to add project information in the header, footer, or the
legend of a display.

Procedure:
1. In the File menu, click on Page Setup.
2. Click on the Header, Footer or Caption tab.
3. Click on the Left, Center, or Right tab.
4. In the text box, type the desired information.
5. In the dropdown areasGeneralProject fields, click on each type
desired information, then click on Add.
Microsoft Project uses the information entered in the dialog boxes.
Information on the project and properties based on needs.

Note:

To format the added information:

Select the ampersand (&) that precedes it or the entire line, then
click on Text font format.
• Modify the desired options, such as font, color, or underline,
• Click on OK.

3.6.5 I am the display that appears on the screen

MS Project allows printing of all views except for the Diagram of

dependencies and displays related to the records.
It is possible to print tables, graphs, reports, and most diagrams.

Procedure:
To print a display using the default settings, click on Print.

Note:
• Before printing a display, it is useful to perform a Print Preview.
• If you preview a display and decide to modify the presentation of
pages of this display:
o Click on Page layout in the Print preview window,
Make the desired changes.
• To change print options, click on Page Layout in the menu
File, then click on the View tab and select the desired options.
• To modify the default print settings:
Click on Print in the File menu. Specify the printer and its properties.
as well as the other desired options

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To see the result of the changes immediately, click on Preview in the

Print dialog

3.6.6 I am the first reporter

Reports are one of the forms in which MS Project presents the
information about the project
Microsoft Project offers more than 20 predefined reports, each of which
detail a specific part of the data on the project

Procedure:
In the View menu, click on Reports.
2. Click on the desired report type, then on Select.
3. Click on the specific report you wish to print, then click on Select.
4. Click on Print.

Note:
It is possible to customize the printing of reports:
• In the View menu, click on Reports,
• Click on Custom, then click on Select.
• In the Reports list, click on the report you want to print, then
click on Print.
Make any necessary changes regarding the print options then
click on OK.

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