Open one of the following project files as the background for this lesson:

LESSON_A3_END.MPP

   your own project file

LESSON_B1_START.MPP

   sample project file

Walkthrough

3m 45s
 

Reference

B1.1
Creating top level tasks
 
  The first objective is to list the tasks that make up the scope and deliverables of the project's definition.  These will become the summary tasks and milestones that provide strategic information about the project.  The simplest way to create these tasks is to list them within a task-based view:
 
 
  1. From the View menu, choose Gantt Chart.
  2. On the first available row, enter the task's name, confirmed with .

  1. Displayed as a one-day task commencing on the project start date:

The other top level tasks for this project are:

Publicity campaign.

Show arrangements.

Show opens.

These tasks can be added within successive rows:
The project's definition could be found within the CRD / PRD / PID documents.  
  Creating an outline from top to bottom is referred to as top-down planning.
  When new tasks are added to tables or cell values within tables change, change highlighting emphasizes which cell values have just been changed.  This feature is not available in versions prior to Microsoft Project 2007.

 
 

Reference

B1.2
Inserting new tasks into a task list
 
  Once the top level tasks have been created, additional tasks can be added within the task list.  These can be added to the base of the list, or inserted within the list.  For the Trade Show project, four tasks need to be inserted between the Exhibit area and Publicity campaign top level tasks.  These new tasks are:

Ready to manufacture.

Manufacture booth.

Create signage.

Design booth.

To add these tasks:
 
 
  1. Position the cursor by clicking on a task BELOW the desired insertion point.
  2. From the Insert menu, choose New Task (or press the INSERT key), creating a new blank row:

  1. Enter in the task's name, confirmed with :

  1. The new task is added within the existing list:

  1. Additional tasks can be inserted by following operations 1-3 and should be displayed as:
When new tasks have been added to a project, save it to disk ( ).  
  When saving task information for the first time, the Planning Wizard may request that a baseline be saved as well.  As the project isn't at a suitable point within its lifecycle, creating a baseline is probably inappropriate.
     

 
 

Reference

B1.2
Managing a task list
 
  Tasks within a list are not always in an ideal order.  In the list above, the task 'Design booth' should be on row 2 and not row 5, as it should be the first task within the project to be accomplished.  As the cell drag and drop option is selected by default within Microsoft Project, this task can be moved within the task list:
 
 
  1. Select the entire task by clicking on its row heading:

  1. Drag the task to its new position as shown by the line cursor:

  1. Then drop it into its new position:
When tasks are dragged and dropped, their ID is automatically renumbered.  
  If tasks are moved into the wrong position, it is easier to use undo ( ) to restore them back to their original position, than attempt to use drag and drop.
  If unwanted tasks require deletion, select them with their row heading and then use the DELETE key.  To simply clear a cell's contents, select the cell and then press CTRL+DELETE or select Clear Contents from the Edit menu.

Walkthrough

4m 01s
 

Reference

B1.1
Changing tasks into milestones
 
  Within the Trade Show project two tasks aren't really tasks at all.  They signify that work has been accomplished (or is about to commence), or a decision has been reached.  These tasks (which are referred to as milestones) are:

Ready to manufacture.

Show opens.

To change these tasks from normal tasks into milestones:
 
 
  1. Select the task to change:

  1. Using the spin control, reduce the task's duration to be 0 days as below (confirmed with ):

  1. Displaying the milestone:

  1. Repeat steps 1 and 2 for the task 'Show opens' as shown below:
Milestones are displayed on charts with a diamond-shaped bar style.  
  Decide on how many milestones a project should require to provide adequate strategic information - not too many and not too few.
     

 
 

Reference

B1.2
Applying outlining functions
 
  Within the Trade Show project, tasks 2 through 5 (Design booth - Create signage) should all be subtasks beneath the summary task 'Exhibit area'.  As all newly-created tasks are initially normal tasks, an outline must be created to contain subtasks within summaries.  To achieve this:
 
 
  1. Select the tasks to become subtasks:

  1. Then click on Indent ( ) or from the Project menu select Outline followed by Indent.
  2. Making the selected tasks subtasks and the task above them a summary task:

The two remaining tasks; 'Publicity campaign' and 'Show arrangements' need detail adding beneath them as well.  You will need to create the following tasks beneath 'Publicity campaign':

  • Prepare mailing list.
  • Create invitations.
  • Print invitations.
  • Post invitations.

and the following tasks beneath 'Show arrangements':

  • Administration.
  • Hold team briefing.
  • Ship to venue.
  • Construct booth.

Within the Gantt chart, these subtasks and summary tasks should look like this:
Although you can have many levels within an outline, consider keeping them relatively flat.  Don't keep on indenting.  
  Don't accidentally delete a summary task as you may well delete its subtasks as well.
     

Lesson quiz
 

Save your project with the following filename:

LESSON_B1_END.MPP

© Project Learning International Limited 2007
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