Project 2016 Intermediate

MS16-720-01

PROJECT 2016

I NTERMEDIATE

OFFICEPRO, Inc. 8 Granite Pl. Suite 26 Gaithersburg, MD 20878 MD: (301) 468-3312 DC: (202) 347-1114 VA: (703) 922-0400 Fax: (301) 263-6879 www.officeproinc.com help@officeproinc.com

P ROJECT 2016

I NTERMEDIATE

Presented by OFFICEPRO, Inc.

Manual # MS16-720-01

Copyright 2014, all rights reserved. Material may not be reproduced in any form without written approval from OFFICEPRO, Inc.

About OFFICEPRO – We Change Lives! OFFICEPRO is a software-training company that specializes in providing high-quality, cost- effective, training services to our clients. OFFICEPRO has been providing computer training since 1984. We assist our clients in determining the most advantageous training solutions for their particular requirements and work with them to implement these solutions effectively in a flawless manner.

Student Expectations

Instructors OFFICEPRO’s instructors are simply the best in the business. They each have at least two years of stand-up training experience as well as “real world” experience in the applications they teach. The instructor teaching you today was chosen specifically for your class. When assigning an instructor we consider many variables. The instructor is available to answer questions throughout the day and after class.

Students can expect the following from an OFFICEPRO class:

Clearly stated class objectives

• •

The opportunity to express what they would like to achieve in class

Relevant training

• •

Hands-on training that allows students to learn by doing, not viewing A schedule for the day including lunch and break times

The chance to evaluate the instructor and the overall class.

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What to expect from OFFICEPRO?

Exercise Files

Training Manuals Contain •Discussions & Procedures •Notes & Warnings •Step-by-Steps

•Download from www.officeproinc.com or •Book publisher's website

Course Levels •2 to 3 levels of training for each topic •Call us at 301-468-3312 to learn how to further build your skills

Technical Support •Receive 1 year of post-training support on topics covered in class • Email: help@officeproinc.com • Phone: 301-468-3312

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Copyright & Trademarks Copyright 2014 by OFFICEPRO, Inc.. All rights reserved. Information in this document is subject to change without notice and does not represent a commitment on the part of OFFICEPRO. Trademarked names appear throughout this book. Rather than list the names and entities that own the trademarks or insert a trademark symbol with each mention of the trademark name, OFFICEPRO states that it is using the names for editorial purposes and to the benefit of the trademark owner with no intention of infringing upon the trademark. Disclaimer OFFICEPRO has made every effort to ensure the accuracy of this document. If you should discover any discrepancies, please notify us immediately.

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Table of Contents

ABOUT OFFICEPRO – WE CHANGE LIVES! ...............................................................I

WHAT TO EXPECT FROM OFFICEPRO?...................................................................II

TABLE OF CONTENTS...........................................................................................III

LESSON 1 -

ADJUSTING RESOURCES .................................................................1 Addressing Resource Overallocation........................................................................2 Viewing Resource Usage ..........................................................................................3 Resolving Conflicts by Increasing Units ....................................................................6 Leveling a Resource ..................................................................................................7 Specifying Leveling Timeframes .............................................................................10 Changing the Leveling Order ..................................................................................12 Leveling by Entering a Delay Amount.....................................................................14 Clearing Leveling.....................................................................................................16 Splitting a Task........................................................................................................18 Changing Leveling to Automatic.............................................................................20 Setting Task Level Priority ......................................................................................22 Exercise...................................................................................................................25 ASSIGNING COSTS........................................................................27 Defining Costs.........................................................................................................28 Assigning Standard Rates .......................................................................................28 Assigning Overtime Rates.......................................................................................31 Assigning a Per-Use Cost to a Resource .................................................................32 Selecting an Accrual Method..................................................................................34 Assigning Resource Codes ......................................................................................36 Creating a Resource Rate Table..............................................................................37 Assigning a Resource Rate Table ............................................................................40 Assigning Fixed Material Resource Costs ...............................................................42 Assigning Costs Resource .......................................................................................44 Viewing Resource Costs..........................................................................................47 Viewing Task Costs .................................................................................................49 Assigning a Fixed Cost to a Task .............................................................................52

LESSON 2 -

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Exercise...................................................................................................................54

LESSON 3 -

WORKING WITH THE CRITICAL PATH ............................................57 Viewing the Critical Path ........................................................................................58 Viewing Slack ..........................................................................................................59 Shortening the Critical Path....................................................................................62 Assigning Overtime to a Task .................................................................................63 Exercise...................................................................................................................67 WORKING WITH BASELINES..........................................................69 Using Baselines .......................................................................................................70 Using Baseline Tables .............................................................................................70 Saving a Project Baseline ........................................................................................71 Using the Tracking Gantt View ...............................................................................72 Updating a Project Baseline ...................................................................................74 Updating Tasks in a Baseline ..................................................................................76 Saving Additional Baselines ....................................................................................78 Saving a Project Interim Plan..................................................................................80 Clearing a Baseline..................................................................................................83 Exercise...................................................................................................................86 TRACKING YOUR PROGRESS .........................................................87 Tracking Progress....................................................................................................88 Updating a Completed Task ...................................................................................89 Setting the Status Date...........................................................................................91 Updating a Task on Schedule .................................................................................93 Updating a Task Not on Schedule...........................................................................95 Viewing Slippage.....................................................................................................97 Updating a Project on Schedule .............................................................................99 Entering the Percent Complete ............................................................................101 Entering Completed and Remaining Work...........................................................104 Entering Actual and Remaining Durations ...........................................................106 Entering Timephased Work Values ......................................................................108 Rescheduling Uncompleted Work........................................................................111 Applying Progress Lines ........................................................................................113

LESSON 4 -

LESSON 5 -

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Viewing Summary Information ............................................................................116 Exercise.................................................................................................................118 CUSTOMIZING PROJECT INFORMATION...................................... 121 Using the Options Dialog Box ...............................................................................122 Setting Save Options.............................................................................................124 Setting Scheduling Options ..................................................................................126 Setting Calculation Options ..................................................................................128 Using the Drawing Tools.......................................................................................130 Exercise.................................................................................................................134 FILTERING/SORTING/GROUPING INFORMATION ........................ 135 Using the AutoFilter Feature ................................................................................136 Creating a Custom Filter .......................................................................................138 Sorting a View.......................................................................................................141 Creating a Custom Sort.........................................................................................142 Grouping Resources or Tasks ...............................................................................144 Creating a Custom Grouping ................................................................................147 Deleting All Customization ...................................................................................150 Exercise.................................................................................................................153

LESSON 6 -

LESSON 7 -

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Lesson 1 - A DJUSTING R ESOURCES

This lesson covers the following objectives:

Addressing Resource Overallocation Viewing Resource Usage Resolving Conflicts by Increasing Units Leveling a Resource Specifying Leveling Timeframes Changing the Leveling Order Leveling by Entering a Delay Amount Clearing Leveling Splitting a Task Changing Leveling to Automatic Setting Task Level Priority Exercise

Lesson – Adjusting Resources

Project 2016

A DDRESSING R ESOURCE O VERALLOCATION

Discussion

Microsoft Project schedules tasks according to specifications, such as the estimated durations, dependency relationships, date constraints and resource availability. Tasks are scheduled to begin in the first available time slot on the resource calendar after any relationship requirements are satisfied. Microsoft Project does not consider that a resource may already be involved in another task. For example, if an employee is assigned to do three eight-hour tasks in one eight-hour day, the employee is overallocated. For this reason, review workloads to uncover allocation problems after assigning resources.

When resource overallocation or conflicts arise, develop a strategy to resolve them. The following list provides ways to address overallocations:

• Increase the number of resources available, when possible. This solution, of course, is not always economically feasible. • Add underallocated resources to the task to assist the overallocated resource. This solution is often the most satisfactory, but also requires more effort from the project manager. • Schedule overtime hours or weekend work for the overallocated resources to get the project back on track. Use this solution when the overallocation is not substantial. • Change the resource calendar to reflect longer working hours. • Adjust task relationships or constraints so that a resource is not assigned beyond its capacity. • Delay tasks until a resource is available. Often, this solution is not viable when deadlines are involved. • Split a task so that a resource can work on it later. This solution is not viable when deadlines are involved.

Overallocated resources appear in red in most of the resource views. The Resource Usage view is one view where you can clearly review resource allocation and see if any of your resources are overallocated.

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NOTE Resource amounts appear as a percentage. For example, if three plumbers are available to work full-time on any tasks, the maximum unit for the Plumber resource are 300% . Display resource amounts as decimals rather than percentages. To make the change, click File > Options > Schedule and select Show assignment units as a list.

V IEWING R ESOURCE U SAGE

Discussion

View resource allocation and quickly identify overallocated resources in the Resource Usage view. This view displays each resource name and the list of tasks to which each resource is assigned, as well as the sum of the work assignments.

By default, the Resource Usage view uses a timescale similar to the Gantt Chart view, but it shows number values instead of bars. These numbers are the scheduled amount of work for each resource for the duration of the tasks to which they are assigned. If a resource is overallocated, the resource name and numbers appear in red. Add fields to display the actual work already completed by the resource ( Actual Work ) and the total work accumulated for the resource ( Cumulative Work ). Also add fields to view the amount of work for which the resource is overallocated ( Overallocation ), the cost for all tasks assigned to the resource ( Cost ), and the amount of time remaining that the resource is available ( Remaining Availability ).

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Lesson – Adjusting Resources

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The Resource Usage view

NOTE Formatted numbers too wide to fit into a cell appear as a series of pound signs (#). To view an entire number, increase the column width by dragging the right column border in the column heading to the desired width. Display and hide details by right-clicking in the timescale pane on the right and selecting or deselecting the desired detail.

Procedures

1. Switch to the Resource Usage view.

2. Scroll the left pane as necessary to view the desired resource.

3. Scroll the timescale to display the hourly breakdown for the desired tasks.

4. Click the Format tab and go to the Details group.

5. Select the Detail to add to the Resource Usage view.

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Lesson – Adjusting Resources

Step-by-Step

From the Student Data directory, open HOUSE8.MPP . View resource usage.

Switch to the Resource Usage view. Use the vertical scroll bar as necessary to display the 16 Backhoe Operator resource, which appears in red, indicating that it is overallocated. Select the 16 Backhoe Operator resource.

Steps

Practice Data

1. Select the Task tab in the Editing group, select Scroll to Task . The hourly breakdown appears with overallocations displayed in red. 2. Under Resource Usage Tools select the Format tab. The Format ribbon appears. 3. Go to the Details group and choose the detail you want to see. The selected details are added to the Resource Usage view.

Click

Click

.

Click

.

View the T (Tuesday) field for the week of Aug 7, ‘18 and notice that the Backhoe Operator is overallocated by 16 hours.

Practice the Concept: Display the Remaining Availability by clicking the checkbox in the Details group. Scroll as necessary to see that the Backhoe Operator resource is available for sixteen hours on Monday of the week of Aug 14,  16 .

Hide the Remaining Availability field deselecting the Remaining Availability command. Hide the Overallocation field as well.

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Lesson – Adjusting Resources

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R ESOLVING C ONFLICTS BY I NCREASING U NITS

Discussion

One method of solving overallocation problems with a resource is to increase the maximum units assigned to the task, if possible. For example, if your project shows that the Electrician resource is overallocated during the seventh month of the project, additional electricians could be hired for that one-month period.

Procedures

1. Switch to the Resource Usage view.

2. Double-click the overallocated resource to which you want to add units.

3. Select the General tab.

4. Select the Units field in the Resource Availability table.

5. Enter the new unit value in the Units field in the Resource Availability table.

6. Select

.

Step-by-Step

Resolve resource conflicts by increasing units.

If necessary, switch to the Resource Usage view.

Scroll as necessary to view the 2 Painter resource during the week of Oct 22,  18 . Notice that the resource name and work values are in red, indicating that the resource is overallocated.

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Lesson – Adjusting Resources

Steps

Practice Data

1. Double-click the overallocated

Double-click 2 Painter .

resource to which you want to add units. The Resource Information dialog box appears.

2. Select the General tab.

Click

The General page appears.

3. In the Resource Availability table select the Units field. The Units field is selected. 4. Enter the new unit value in the Units field. The new unit value appears in the Units field.

Click in the Units field.

Click Units

to 400%

5. Select OK .

Click

The Resource Information dialog box closes and the overallocated resource no longer appears in red.

Notice that the Painter resource no longer appears in red since you added a painter to complete the task.

L EVELING A R ESOURCE

Discussion

If multiple tasks are scheduled at the same time, resource overallocation can result. The resources can be spread out over a longer time or tasks can be delayed or split to lessen the demand for the resources. This process is called resource leveling, which is one way to resolve resource conflicts.

In most resource views, overallocated resources appear in red. In resource views with an indicator column, an indicator appears to let you know that a resource is overallocated and should be leveled. The indicator appears in the Indicators column and looks like a red person .

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Level one resource at a time or all project resources at once when you are in a resource view. If you are in a task view you can select tasks and choose Level Selection.

Level resources manually or automatically as tasks are added to the schedule. In addition, Microsoft Project can search for overallocations in a specified time period, such as daily or weekly, so that you can level resources in a specified time frame, such as on a particular day or month. Set leveling options to control the way in which multiple resources are leveled and specify if the project finish date is affected by leveling. Also set options to control the leveling of multiple resources assigned to the same task and to allow tasks to be split.

The Resource Leveling dialog box

NOTE If you try to level a resource and leveling is not an option, a Microsoft Project dialog box opens, informing you of any problems and providing alternatives to leveling.

Procedures

1. Switch to the Resource Usage view. 2. Select the resources you want to level if you are only leveling selected resources. 3. Click the Resource tab.

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Lesson – Adjusting Resources

4. In the Level group click

.

5. Select . 6. Select the Everyone option to level all resources or the Selected resources option to level only the resources that are currently selected.

Step-by-Step

Level a resource.

If necessary, switch to the Resource Usage view.

Scroll as necessary and notice that the 9 Carpenter resources appears in red with a leveling indicator to its left, indicating that it is overallocated. Note the end date of the project is Tues, 11/13/2018.

Steps

Practice Data

1. Select the resources you want to level if you are only leveling selected resources. The desired resource is selected.

Click the 9 Carpenter resource in the Resource Name column.

2. Click the Resource tab.

The Resource ribbon is displayed.

Click

.

3. In the Level group select the Level Resource command. The Level Resource dialog box appears.

Click

.

4. Select Level Now .

Click

.

The Level Resource dialog box closes and the resources are levelled.

Notice that the Carpenter resource no longer appears in red and that the leveling indicator disappeared. Note that the project end date did not change.

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Lesson – Adjusting Resources

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S PECIFYING L EVELING T IMEFRAMES

Discussion

When you level resources, use the default time settings or specify your own. By default, Microsoft Project looks for overallocations on a Day by Day basis; meaning that if a resource is overallocated, Microsoft Project will level the resource only if the assigned tasks cannot be completed in one day. Therefore, if the resource is assigned two tasks on the same day and one requires two hours and the other requires three hours, the resource will not be leveled. On the other hand, if both tasks require six hours, the resource will be leveled. You can change the time period in which Microsoft Project looks for overallocations to Minute by Minute , Hour by Hour , Week by Week , or Month by Month . In addition, by default, Microsoft Project levels an entire project unless you indicate otherwise. Specify a timeframe in which you want Microsoft Project to level resources. Therefore, if your project lasts six months, you can set Microsoft Project to only level overallocated resources in a particular month or week, on a specific day, or other options.

Procedures

1. Switch to a resource view.

2. Select the resources you want to level if you are only leveling selected resources.

3. Select the Resource tab.

4. Select the

button.

5. Select the Look for overallocations on a < timeframe > basis list.

6. Select the time period.

7. Select the option under Leveling range for < file name > .

8. Select the From list, if applicable.

9. Select the desired date, if applicable.

10. Select the To list, if applicable.

11. Select the desired date, if applicable.

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Lesson – Adjusting Resources

12. Select

13. Click

Step-by-Step

Specify leveling timeframes.

Switch to the Resource Sheet view. Notice that both the 16 Backhoe Operator and 20 Backhoe resources appear in red, indicating that they are overallocated. Switch to the Gantt Chart view and scroll to view the week of Aug 6,  18 . Notice that both resources are assigned to two tasks ( 13 Dig Foundation and 14 Smooth Foundation ) that overlap.

Steps

Practice Data

1. Select the Resource tab.

The Resource ribbon appears.

Click

.

2. Select the Leveling Options button. The Resource Leveling dialog box opens. 3. Select the Look for overallocations on a < timeframe > basis list. A list of timeframe options appears.

Click

.

Click the Look for overallocations on a

.

4. Select the desired time period.

Click Month by Month.

The desired timeframe appears in the Look for overallocations on a basis box.

5. Select the desired option under Leveling range for < file name > . The desired option is selected.

Click Level.

6. Select the From list. A calendar appears.

Click From .

Change the date to August, 7, 2018.

7. Select a date.

The date appears in the From box.

8. Select the To list.

Click To .

A calendar appears.

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Lesson – Adjusting Resources

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Steps

Practice Data

Change the To date to: August, 11 2018.

9. Select a date.

The date appears in the To box.

10. Select Level All .

Click

.

The Resource Leveling dialog box closes and the overallocated resources meeting the specified criteria are leveled.

Notice that the two tasks still overlap. Based on the options you selected in the Resource Leveling dialog box, only tasks with more work than could be completed in a month ( Month by Month ) were leveled.

Practice the Concept: Open the Resource Leveling dialog box again, change the time period to Day by Day , and select Level All . Notice that the second task ( 14 Smooth Foundation ) is delayed until the other task ( 13 Dig Foundation ) is finished. Switch to the Resource Sheet view and notice that both resources no longer appear in red.

C HANGING THE L EVELING O RDER

Discussion

When Microsoft Project levels resources, it uses a set of rules to determine the order the tasks are delayed. When more than one task is delayed, you have three selections to determine the order the tasks are delayed. In the Resource Leveling dialog box, display the Leveling order list under Resolving overallocations and select one of the following options: (1) ID Only , (2) Standard, and (3) Priority, Standard .

When the ID Only option is selected, Microsoft Project chooses the task with the higher ID number as the task to delay.

The Standard option is the default order of leveling. With the Standard option, Microsoft Project uses five criteria to determine which task to level first. The order is as follows: predecessor relationships, slack, dates, priority, and constraints on the task.

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The Priority, Standard option is the same as the Standard option, but the order of the criteria changes. The priority is the first determining factor, followed by predecessor relationships, slack, dates, and constraints.

Priority refers to the level of importance you attach to a task for leveling. Assign a priority level from 0 through 1000, with 1000 indicating the task cannot be leveled. By default, all tasks are assigned a priority level of 500. Slack refers to the amount of time a task can be delayed before it impacts the dates of another task or the project finish date. Set other leveling options in the Resolving overallocations area to control the way Microsoft Project levels resources. If you want Microsoft Project to level tasks without affecting a project’s finish date, select the Level only within available slack option, which is not selected by default. However, this option does not allow Microsoft Project much flexibility in leveling resources. If you want Microsoft Project to level overallocated resources assigned to the same tasks as other, non- overallocated resources, select the Leveling can adjust individual assignments on a task option, which is selected by default. If you want Microsoft Project to split a task so that a resource can perform the task later, select the Leveling can create splits in remaining work option, which is also selected by default.

Procedures

1. Select the Resource tab.

2. Select

.

3. Under Resolving overallocations select the Leveling order list.

4. Select the desired delay option.

5. Select or deselect additional options under Resolving overallocations , if

applicable.

6. Click

.

Step-by-Step

Change the leveling order.

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Lesson – Adjusting Resources

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Steps

Practice Data

1. Select the Resource tab.

The Resource ribbon appears.

Click

.

2. In the Level Group select Leveling Options . The Resource Leveling dialog box appears. 3. Change Leveling range for to Level entire project . Level entire project appears in the field.

Click

.

Choose Level entire project.

4. In the Resolving overallocations

Click Leveling order:

section, select the Leveling order list. A list of delay options appears.

5. Select the delay option.

Click Priority, Standard

The delay option appears in the Leveling order field.

6. Select OK .

Click

The Resource Leveling dialog box closes and the leveling options are saved.

Practice the Concept: Change the leveling order back to the default, which is Standard .

L EVELING BY E NTERING A D ELAY A MOUNT

Discussion

If the source of the overallocation for a resource is because you scheduled more than one task at the same time, one or more of the tasks can be delayed to distribute the demand on the resource. View the Gantt chart to see where conflicts exist and determine the number of days to delay a task. You can allow Microsoft Project to delay the task when you use the Resource Leveling dialog box, or delay the task yourself.

When you delay a task, enter the desired delay amount in the Resource Allocation view. The Resource Allocation view is a combination view. The top pane displays the

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Resource Usage view and the bottom pane displays the Leveling Gantt view. Enter the delay amount in the Leveling Gantt view in the Leveling Delay field. This field is always based on elapsed time. Therefore, if you enter a 7 in this field, a value of 7 days is entered by Microsoft Project, indicating seven elapsed days. If you are using the Standard project calendar, seven elapsed days includes Saturday and Sunday.

The Resource Allocation view

Procedures

1. Switch to the Resource Allocation view.

2. Select the resource name in the top pane associated with the task you want to

delay.

3. Select the Leveling Delay field in the bottom pane for the task you want to delay.

4. Enter the desired delay amount.

5. Press [Enter] .

Step-by-Step

Level a resource by entering a delay amount.

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If necessary, switch to the Resource Sheet view and notice that the 1 Laborer resource appears in red, indicating that it is overallocated.

Click the down arrow on the right side of the Resource Sheet button and select More Views. Switch to the Resource Allocation view. Drag the vertical split bar to the right until the Leveling Delay field appears in the bottom pane. Scroll the top pane as necessary to view the 1 Laborer resource that appears in red. Select the Laborer resource to display the tasks to which it is assigned in the bottom pane. Select the 20 Install Doors task in the bottom pane and use the Scroll To Task button to view the task bars for the 20 Install Doors and 21 Install Windows tasks. Notice that the tasks overlap.

Steps

Practice Data

1. Select the Leveling Delay field in the bottom pane for the task you want to delay. The Leveling Delay field is selected.

For the 21 Install Windows task click the Leveling Delay field.

2. Enter the delay amount.

Type 2.

The amount appears in the Leveling Delay field.

3. Press [Enter] .

Press [Enter].

The delay is entered and the resource is no longer overallocated.

Notice that the Laborer resource no longer appears in red.

C LEARING L EVELING

Discussion

There may be times when you have leveled a particular resource or an entire project and are still not satisfied with the results. everse the leveling action immediately after leveling a resource using the Undo feature or the Clear Leveling button in the Resource Leveling dialog box. When you use the Clear Leveling button, you have the option to clear the leveling for the entire project or the selected task. In addition, you can remove a delay by entering a 0 in the Leveling Delay field in the Leveling Gantt view.

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Procedures

1. Switch to the Resource Allocation or Resource Usage view.

2. Select the task associated with the leveling action you want to remove, if

applicable.

3. Select the Resource ribbon.

4. Select the Clear Leveling button.

Step-by-Step

Clear leveling.

If necessary, switch to the Resource Allocation view and view the tasks for the 1 Laborer resources.

Steps

Practice Data

1. Select the task associated with the leveling action you want to remove. The task is selected.

Click the 21 Install Windows task in the bottom pane.

2. Select the Resource tab.

The Resource ribbon appears.

Click

.

3. Select the Clear Leveling button. The Resource Leveling dialog box appears. 4. In the Clear Leveling dialog box choose Selected tasks. Selected tasks is selected.

Click

.

Choose Selected Tasks.

5. Confirm the change. The dialog box closes.

Click

.

Notice that the 1 Laborer resource appears in red again, indicating that it is overallocated, and the leveling delay amount for the 21 Install Windows task changed back to 0 .

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Use the View tab to remove the split pane and switch to the Resource Sheet view.

S PLITTING A T ASK

Discussion

Another way that you can address overallocations is to split a task. Splitting a task is helpful when you have two tasks that overlap and use the same resource. For example, you can split the first task where the second task begins and then resume work on the first task when the second task is complete.

You may also need to split a task if part of the task occurs on one day and part on another, non-consecutive day. For example, it will take a painter two days to paint a room. On the first day, the painter applies the first coat. Two days later, on the second day of the task’s duration, the painter applies the second coat. In this situation, you can split the task to show that the painter works on the task on two non-consecutive days. This type of scheduling enables the painter to work on other tasks between the first day and second day of the split task.

As you track your project and mark tasks complete, you may need to split tasks that are partially complete Then reschedule the unfinished work for a later time.

Splitting a task

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NOTE

To remove a split, drag one portion of the split task bar until it touches another portion of the split task bar.

Procedures

1. Switch to the Gantt Chart view.

2. Click the Split Task button in the Schedule group. 3. Point to the area of the task bar where you want the split to begin. 4. Drag the mouse button from the start of the split to the location where you want work on the task to begin again.

Step-by-Step

Split a task.

If necessary, switch to the Resource Sheet view. Notice that the 6 Contracting Specialist resource appears in red, indicating it is overallocated.

Switch to the Gantt Chart view. Scroll as necessary to view the task bars for the 7 Obtain Permits and 8 Obtain Bids tasks. Notice that the tasks overlap.

Steps

Practice Data

1. On the Task ribbon in the Schedule group click the Split Task button.

Click

.

A ScreenTip appears with an illustration of a split task and directions for splitting a task.

2. Point to the area of the task bar where you want the split to begin.

Point to the task bar for the 7 Obtain Permits task

The mouse pointer changes into a split bar with an arrow and the ScreenTip reflects the day and date where the mouse pointer is resting.

and rest the mouse pointer where the ScreenTip displays 7/6/18.

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Steps

Practice Data

3. Drag the mouse button from the start of the split to the location where you want work on the task to begin again. The task is split at the desired location and an ellipsis indicates the split.

Drag from the position until the Start date in the ScreenTip is 7/10/18.

Switch to the Resource Sheet view and notice that the 6 Contracting Specialist resource no longer appears in red.

Switch to the Gantt Chart view and remove the split by dragging the second half of the split task bar, which begins on 7/10/18 , until it touches the first part of the split task bar.

Important : Change the relationship of the 7 Obtain Permits and 8 Obtain Bids tasks to Finish-to-Start and remove the lag time.

C HANGING L EVELING TO A UTOMATIC

Discussion

When leveling for resources is set to automatic, Microsoft Project levels tasks as soon as an overallocated resource is detected. This type of leveling takes place as tasks are entered into the project. While allowing Microsoft Project to level tasks automatically can be helpful, remember that you will not know when overallocations exist. For this reason, you may not want to use the automatic feature as it prevents you from seeing overallocations and deciding on the best way to address them. The first time you select the Automatic option, set other leveling options as desired in the Resource Leveling dialog box. In addition, if you are in a resource view, are prompted to level the entire pool or selected resources when you choose the Automatic option. The next time an overallocation occurs, the resource is automatically leveled and you will not be prompted to make any selections.

Procedures

1. Select the Resource tab.

2. Select the

button in the Level group.

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3. Select the Automatic option under Leveling Calculations .

4. Change other leveling options as needed.

5. Click

.

6. Select the Entire pool or Selected resources option, if applicable.

7. Click

, if applicable.

Step-by-Step

Change leveling to automatic.

Switch to the Resource Sheet view. Select the 1 Laborer resource, which appears in red, indicating that it is overallocated.

Steps

Practice Data

1. Select the Resource tab.

The Resource ribbon appears.

Click

.

2. Select the Leveling Options button. The Resource Leveling dialog box opens. 3. Select the desired option under Leveling Calculations . The desired option is selected. 4. Change any other leveling options as desired. The desired leveling options are changed.

Click

Click Automatic.

Click Level entire project under Leveling range for < file name>.

5. Select OK .

Click

The Resource Leveling dialog box closes, the automatic leveling feature is enabled, and the Level Now dialog box opens.

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Lesson – Adjusting Resources

Project 2016

Steps

Practice Data

6. Select OK .

Click

The Level Now dialog box closes and the entire pool or selected resources are leveled.

Notice that the 1 Laborer resource no longer appears in red.

Open the Resource Leveling dialog box again and switch the leveling setting back to Manual . Select OK to close the dialog box.

S ETTING T ASK L EVEL P RIORITY

Discussion

By default, all tasks have a priority level of 500, which is a medium level priority. The higher the priority level assigned to a task, the less likely it is that the task is selected for delay. Therefore, a task with a priority of 900 is less likely to be delayed than a task with a priority of 400 . You can also assign a priority of 1000 to a task, which indicates that the task is not to be leveled.

NOTE If you are working with multiple projects, you can set project priority levels to indicate how you want the tasks in each project leveled in relation to one another. You can also assign a task priority in a task view by double- clicking the task to open the Task Information dialog box.

Procedures

1. Switch to the Resource Allocation view. 2. Select the resource name in the top pane associated with the task you want to prioritize. 3. Double-click the task in the bottom pane you want to prioritize. 4. Select the General tab. 5. Select the number in the Priority spin box. 6. Enter the desired priority.

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Project 2016

Lesson – Adjusting Resources

7. Select

.

Step-by-Step

Set task level priority.

Switch to the Resource Allocation view.

Steps

Practice Data

1. Select the resource name in the top pane associated with the task you want to prioritize. The desired resource is selected. 2. Double-click the task in the bottom pane you want to prioritize. The Task Information dialog box opens.

Click the 6 Contracting Specialist resource.

Double-click the 6 Request Permits task in the bottom pane.

3. Select the General tab.

Click

, if

The General page appears.

necessary.

4. Select the number in the Priority spin box. The current priority is selected.

Double-click the number in the Priority spin box.

5. Enter the priority.

Type 1000.

The priority appears in the Priority box.

6. Select OK .

Click

.

The Task Information dialog box closes and the task priority level is set.

Remove the window split and switch to the Gantt Chart view. Change the relationship of the 5 Request Bids and 6 Request Permits tasks to Start-to-Start . Switch to the Resource Sheet view to see that the Contracting Specialist resource, which is assigned to both tasks, appears in red.

Select the Contracting Specialist resource and click Level Resource and then click Level Now . (Level the selected resources only.) Microsoft Project cannot resolve the overallocation since the 1000 priority level assigned to the Request Permits task

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Lesson – Adjusting Resources

Project 2016

indicates that the task cannot be leveled. Change the relationship back to Finish-to- Start between Task 5 and 6.

Close HOUSE8.MPP .

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Project 2016

Lesson – Adjusting Resources

E XERCISE

A DJUSTING R ESOURCES

Task

Adjust resources using leveling and other methods.

1. Open Rooms8 . 2. Switch to the Gantt Chart view and scroll to view the task bars for the 2 Plan Approval and 3 Obtain Permits tasks. Notice that the Manager resource, which is overallocated, is assigned to both. 3. Split the 2 Obtain Approval task so that the first day of the task is scheduled for 6/7/2018 and ends 6/8/2018 ; the next days of the task are scheduled for 6/10/18 and ends 6/16/18. 4. Switch to the Resource Allocation view and notice that the 2 Manager resource no longer appears in red. 5. Switch to the Gantt chart view and remove the split. 6. Change the leveling order to ID Only . ( Hint: Select OK after making the change, not Level Now .) 7. Return the leveling order to the default, which is Standard . 8. Switch to the Resource Sheet view and notice that the 2 Manager resource appear in red. 9. Make sure the time period in which Microsoft Project looks for overallocations to Day by Day and level the entire project. Notice that the 2 Manager resource still appears in red as it is overallocated for more work than can be completed in one day. 10. Select the 2 Manager resource, change the time period in which Microsoft Project looks for overallocations to Week by Week , and level the 2 Manager resource. 11. Close the file without saving the changes.

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Lesson 2 - A SSIGNING C OSTS

This lesson covers the following objectives:

Defining Costs Assigning Standard Rates Assigning Overtime Rates Assigning a Per-Use Cost to a Resource Selecting an Accrual Method Assigning Resource Codes Creating a Resource Rate Table Assigning a Resource Rate Table Assigning Fixed Material Resource Costs

Assigning Costs Resource Viewing Resource Costs Viewing Task Costs Assigning a Fixed Cost to a Task Exercise

Lesson – Assigning Costs

Project 2016

D EFINING C OSTS

Discussion

When you define a resource in Microsoft Project, you can assign costs at the same time. Costs may include the cost of the various resources as well as the expenses not directly related to the resources, such as overhead, fringe benefits, and fixed costs.

A cost can be defined as fixed or variable. A fixed cost means the cost remains the same even if the task takes more or less time than was originally planned. Contractors often bid a fixed price for a job. A variable cost generally applies to people or equipment that accrue costs over time or per use. When you define a cost for a resource, you can also specify when the cost is incurred. A cost can be prorated, which is the default, or it can be incurred at the start or end of a task. Prorating the cost means that as work is done on a task, a proportional amount of the cost is considered incurred.

Specify different rates for a resource depending on the task, as well as dates for the different rates to take effect. In addition, assign fixed costs to tasks and material resources as necessary.

A SSIGNING S TANDARD R ATES

Discussion

Enter a standard rate for both work resources and material resources in the Std. Rate field, which is available in the Resource Sheet view.

The standard rate for a work resource is the cost per unit of time. The default setting for the standard rate is hourly, but you can also enter a rate per minute, day, week, month, or year. Identify the unit of time with the appropriate letter with m for minute, d for day, w for week, mo for month, and y for year. If you do not enter a unit of time, Microsoft Project calculates the costs for the resource based on an hourly rate. When you enter the rate, you need to enter the dollar amount followed by a forward slash (/) and then the unit. Therefore, if the cost of a resource is $25,000 per year, you would enter 25000/y in the Std. Rate field.

The standard rate for a material resource is the rate per unit of measurement. Enter the unit of measurement, such as tons, in the Material Label field. When you enter a

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