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Get more done quickly with Microsoft Word and Word for Office Jump in wherever you need answers – brisk lessons and informative screenshots show you exactly what to do, step by step. Create great-looking, well-organized documents to enhance communication; Use headings, bookmarks, and footnotes for more intuitive access to knowled Microsoft Excel Step by Step. Get more done quickly with Microsoft Excel Jump in wherever you need answers – brisk lessons and detailed screenshots show you exactly what to do, step by step.

Quickly set up workbooks, enter data, and format it for easier viewing; Perform calculations and find and correct errors; Create sophisticated forecast worksheets, key perfor Get more done, more quickly, with Microsoft Excel. Jump in wherever you need answersbrisk lessons and detailed screenshots show you exactly what to do, step by step.

Quickly set up workbooks, enter data, and format it for effective visual impact; Perform calculations and find and correct errors; Manage, filter, Experience learning made easy – and quickly teach yourself how to manage the complete project life cycle with Project With Step by Step, you set the pace – building and practicing the skills you need, just when you need them!

Gus Cicala. Authors : Gus Cicala. Publisher : Apress Berkeley, CA. Copyright Information : Gus Cicala Softcover ISBN : Edition Number : 1. Number of Pages : XIX, Topics : Microsoft. Skip to main content. Search SpringerLink Search. Authors: Gus Cicala 0.

Is based on the Project Management Institute PMI Project Management Body of Knowledge Chapter questions and downloadable exercises reinforce learning and points of emphasis Best practices and guidance are provided for project managers by project managers. For example, you can change task durations or add or remove tasks from a chain of linked tasks; Project then reschedules tasks accordingly. Automatically scheduled tasks are dynamically rescheduled when their predecessor task details change.

Manually scheduled tasks are not rescheduled by schedule updates to their predecessor tasks, but you can force a manually scheduled task to respect its predecessor links whenever you want. Task relationships appear in several ways in Project, including the following: In Gantt chart and Network Diagram views, task relationships appear as the lines connecting tasks. In tables, such as the Entry table, task ID numbers of predecessor tasks appear in the Predecessor fields of successor tasks.

In a Gantt chart view, you might need to drag the vertical divider bar to the right to display the Predecessor column. Tip You can adjust the schedule relationship between predecessor and successor tasks by adding lead and lag times. For example, you can set a 2-day lag between the end of a predecessor task and the start of its successor task. For more information, see Chapter 9. To link tasks 1. Select the names of the tasks you want to link.

If the tasks are not adjacent, select the first task, hold down the Ctrl key, and then select the additional task or tasks. On the Task tab, in the Schedule group, click the Link the Selected Tasks button which looks like two chain links.

As Figure shows, Project links the tasks with a finish-to-start relationship. In the chart portion of a Gantt chart view, point to the predecessor task bar and then drag down to the task bar for the successor task.

Note that, as you drag, the pointer changes to a link icon and pop-up window that updates with information as you point to other task bars as shown in Figure This ScreenTip can help you link tasks by using the mouse. The pointer changes to indicate that you are linking tasks. When the pointer is over the successor task bar, release the mouse button. You might have to scroll the table to the right to display the Predecessor column. Tip Multiple predecessors can be quickly added by typing in multiple task IDs or using the task list available In the predecessor field of the desired successor task.

Tip When working with summary tasks, you can either link summary tasks directly or link the latest task in the first phase with the earliest task in the second phase. The scheduling result is the same in either situation. Under no circumstances, however, can you link a summary task to one of its own subtasks. Select the task for which you want to specify a predecessor task or multiple predecessor tasks. On the Task tab, in the Properties group, click the Information button.

On the Predecessors tab of the Task Information dialog box, enter the ID value or select or enter the task name of the predecessor task you want, and then click OK. To unlink tasks 1.

Select the tasks you want to unlink. On the Task tab, in the Schedule group, click the Unlink Tasks button which looks like a broken chain link. Select the manually scheduled task you want to reschedule, as determined by its predecessor task relationships. On the Task tab, in the Schedule group, click the Respect Links button. Project calculates these values based on the task durations, dependencies, project calendar adjustments, and many other factors you have recorded in a plan.

Any change to the start date causes Project to recalculate the finish date. In the Project Statistics dialog box, click Statistics. To display the project summary task 1. Click anywhere in a Gantt chart view. Here you find the same duration and start and finish values displayed in Project Statistics, along with a Gantt bar drawn from the start and finish dates of the overall plan. Document task information You can record additional information about a task in a note. That way, the information resides in the plan and can be easily viewed or printed.

Project offers three types of notes: task notes, resource notes, and assignment notes. You can enter and review task notes on the Notes tab in the Task Information dialog box.

Notes in Project support a wide range of text formatting options; you can even link to or store graphic images and other types of files in notes. For notes that are too long to appear in a ScreenTip, you can double-click the note icon to display the full text of the note. The project summary task, mentioned earlier, also supports a task note. Text entered in the Comments field of the Properties dialog box appears as a note on the project summary task.

If you add or change a note on the project summary task, the change appears in the Comments field in the Properties dialog box. Sometimes you want to associate a task in a plan with information stored in a different document or on a web page.

Using hyperlinks, you can connect a specific task, resource, or assignment to additional information that resides outside the plan. To add a note to a task 1. Select the name of the task to which you want to add a note. On the Task tab, in the Properties group, click the Notes button. Or Right-click the task name, and then click Notes.

In the Notes box, enter the note text you want, and then click OK. To add a hyperlink to a task 1. Right-click the task name, and then click Hyperlink to open the Insert Hyperlink dialog box.

In the Text to display box, enter the link text you want to display. In the Address box, enter the URL of the destination address you want to link to. Tip To open the web page in your browser, either click the hyperlink icon or right-click the hyperlink icon; in the shortcut menu that appears, point to Hyperlink and then click Open Hyperlink. To quickly remove notes, hyperlinks, or formatting from selected tasks 1. On the Task tab, in the Editing group, click the Clear button which looks like an eraser and then select the command you want.

Enter the following task names: Assign launch team members Design and order marketing material Distribute advance copies Coordinate magazine feature articles Launch public web portal for book While reviewing the tasks you entered, you realize that you missed a task. You insert that task next. Insert a new task named Public Launch Phase so that it appears above the Distribute advance copies task.

Switch task scheduling from manual to automatic The scenario: You showed your initial task list to the resources who will perform the work and to other project stakeholders. They gave you their preliminary approval. You need to switch some tasks from manual to automatic scheduling in preparation for entering durations.

Continuing in the SimpleBuildTaskList plan, perform the following tasks: 1. Switch tasks 1, 3, and 4 to be automatically scheduled by using the Auto Schedule command on the Task tab.

Use the Task Mode field of task 5 to change it to be automatically scheduled. Right now, this plan is set to treat any new tasks you might enter as manually scheduled. You could leave this setting as is and then switch specific tasks to be automatically scheduled. However, this plan is ready to be switched to automatic scheduling.

You can later set some specific tasks to manually scheduled as needed. Switch the plan to make all new tasks automatically scheduled. Enter a new task named Launch social media programs for bookbelow task 6. Project adds the new task to the plan; notice that it is automatically scheduled. Following completion of these steps, you will have the results displayed in Figure Enter task durations and estimates The scenario: You showed your initial task list to the resources who will perform the work and to other project stakeholders.

They gave you their preliminary although incomplete feedback on some task durations and estimates, which you want to record in the new book launch plan. Enter a duration of 1 day for task 1, Assign launch team members. Enter the following durations or text phrases for the other tasks. Project also draws the Gantt bar for the task to span these working days plus the nonworking weekend days.

In the Start field for task 6, enter About two weeks before launch complete. After you have finished entering estimates, your results will appear as shown in Figure Enter milestone tasks The scenario: You just learned that all planning activities must be complete before the book launch. You want this requirement to have visibility in the plan.

Continuing in the SimpleBuildTaskList plan, perform the following task: 1. Insert a new milestone task named Planning complete so that it appears above task 3, Public Launch Phase. As you can see in Figure , the tasks automatically renumber when you insert a new task. Create summary tasks to outline the plan The scenario: The new book launch plan is developed enough now to be organized into two phases.

Make the Public Launch Phase task the summary task of tasks 5, Distribute advance copies, through 8, Launch social media programs for book. Notice the scheduling effect of creating the summary task. Project sets the start date of the summary task and its other subtasks with a duration to the same date, January 9. Insert a new summary task named Planning Phase that includes tasks 1 through 3 so that they become its subtasks.

The results of creating new summary tasks is illustrated in Figure Link tasks to create dependencies The scenario: The new book launch plan is coming together nicely. Enter a task ID in the Predecessor field to link tasks 2 and 3 with a finish-to-start relationship. Note that task 3 previously had no start or finish date, but by making it a successor of task 2, you gave Project enough information to give task 3 a start date: January 10, the next working day following the end of task 2.

Next, you link tasks 3 and 4 by using a different technique. Make task 3, Design and order marketing material, a predecessor of task 4 by clicking the arrow that appears in the predecessor field. Notice that Project replaces the text value in the Start field of task 8 with a scheduled date and supplies the default 1-day duration. This is because Project requires a date value for the task as soon as it is linked to another task. The question mark following the duration value indicates that this is an estimated duration; the question mark has no effect on the scheduling of the task.

Link task 4, Planning complete, to task 6, Distribute advance copies, by using your mouse in the chart portion of the Gantt Chart view. The Lucerne marketing team has reported that its estimate for task 3 should have a 2-week duration. Change the duration of task 3 from the placeholder text Check with Marketing to 2 weeks. You might have noticed that the start of the Public Launch Phase summary task is earlier than the finish date of the task Planning complete.

In the next step, you force Project to adjust the manually scheduled task to honor its predecessor task while leaving it as manually scheduled. Adjust task 8, Launch public web portal for book, so that it respects the predecessor link. After linking tasks, your plan should look like the one shown in Figure You are frequently asked to provide the currently scheduled duration and finish date for the book launch.

Next, look at the duration information in more detail in the Project Statistics dialog box shown in Figure Display the project summary task in the Gantt Chart view. Document task information You have some details about a few tasks in the new book launch plan that you want to record in the plan. This helps you later by keeping such details right in the plan, and it also is valuable for any other project stakeholders who might work with the plan in the future.

Add the note Get recipient list from publicist to task 6, Distribute advance copies. Point to the note icon for task 6. The note appears in a ScreenTip in the Indicators column. You have decided that you want to be able to roll up the details from all subtasks in the plan.

You can accomplish that next. Display the project summary task. Point to the note icon for task 0. You might recognize the note that appears in the ScreenTip. This text was entered in the Comments field of the Properties dialog box, which you set up in Chapter 3. As Figure shows, a hyperlink icon appears in the Indicators column. Pointing to the icon displays the descriptive text you entered earlier.

For practice file download instructions, see the introduction to this book. Resources include the people, equipment, and material needed to complete the work of a project. Effective resource management is one of the most significant advantages of using Project instead of using task-focused planning tools such as issue-ticketing systems. You can manage three types of resources in Project—work resources and two special-purpose resources: cost and material. Cost resources represent categories of financial costs, derived from specific tasks, that you need to account for in the plan.

Examples include categories of expenses, such as travel and entertainment. Material resources are consumables that get used up as the project proceeds.

For example, a construction project might need to track steel or concrete as it is used throughout the project. This chapter guides you through procedures related to setting up work resources, entering the maximum capacity for work resources, entering work resource pay rates, adjusting working time in a resource calendar, setting up cost resources, and documenting resources by using notes. Set up work resources Work resources are the people and equipment doing the work of the project.

Project focuses on two aspects of work resources: their availability and their costs. Availability pertains to when specific resources can work on tasks and how much work those resources can perform. Costs refers to the financial costs incurred by resources performing work on the project.

In Project, work resource names can refer to specific people or to specific job titles. Use whatever naming convention makes the most sense to you and to the people who will see your plan. The important questions are these: Who will see these resource names, and how will they identify the resources? The resource names you choose will appear both in Project and in any resource information shared from Project.

A resource might refer to somebody who is already on staff or to a position to be filled later. If you have not yet filled all the resource positions required, you might not have the names of specific people to enter. In that case, use descriptive placeholder names or job titles when setting up resources in Project.

The following table lists some examples of how you can enter work resource names. Work Resource Examples An individual person identified by name Jun Cao; Zac Woodall An individual person identified by job title or function Publisher; Contract specialist A group of people who have common skills when assigning such interchangeable resources to a task, you might not be concerned about who the individual resource is as long as that person has the right skills Copyeditors Equipment Offset lithography press Project can help you make smarter decisions about managing resources and monitoring financial costs.

To enter work resource names 1. Click an empty cell in the Resource Name column. Enter your resource names, pressing the Enter key after each one. Project applies the default Work resource type in the Type field. Tip You can quickly import resources from your email address book. First, switch to the Resource Sheet view. Then, on the Resource tab, click Add Resources. To insert a new work resource within a resource list 1.

Click in the cell in the Resource Name column where you want to insert the new resource. Project inserts a new row with the name in the Resource Name column and renumbers the subsequent resources. With selected, enter the resource name and press Enter.

To delete a resource 1. Right-click the resource name, and then click Delete Resource. Equipment resource considerations In Project, you set up people and equipment resources in exactly the same way; they are both examples of work resources. However, you should be aware of important differences in how you can schedule these two work resources. Most people resources have a typical working day of 8 hours and usually no more than 12 hours, but equipment resources might have much more varied capacities for work, ranging from short durations followed by maintenance to around-the-clock sessions without interruption.

Moreover, people resources might be flexible in the tasks they can perform, but equipment resources tend to be more specialized. For example, a content editor for a book project might also act as a copyeditor when required, but a coffee machine cannot replace a computer. You do not need to track every piece of equipment that will be used in your plan, but you might want to set up equipment resources in these cases: Multiple teams or people might need a piece of equipment to accomplish different tasks simultaneously, and the equipment might be overbooked.

You want to plan and track costs associated with the equipment. Consider these issues if your plans involve equipment resources. Enter the maximum capacity for work resources Work resources do not have unlimited capacity within the limited duration of a plan, and Project helps you manage this.

The Max. Units field represents the maximum capacity of a resource to work on the tasks assigned to that resource. Project alerts you with an indicator and formatting if you assign the resource to more tasks than the resource can accomplish. Units value for new work resources.

For a resource that represents not a specific person, but a category of interchangeable people with a common skill set, you can enter a larger maximum units value to indicate the number of available people. For a resource that has less than full-time availability, you can enter a smaller maximum units value.

For a hour work week, this equals 30 hours of capacity. Note that such a part-time working capacity might apply to a part-time worker or to a full-time worker who is allocated to a specific project only part time.

In the Resource Sheet view, click the Max. Units field for the resource you want to adjust the Max. Tip When you click a numeric value in a field such as Max. Units, up and down arrows appear. You can click these to display the number you want, or you can enter the number directly in the field. Enter the new value for the resource. Tip If you prefer, you can display and enter maximum units as partial or whole numbers such as 0.

To use this format, on the File tab, click Options. In the Project Options dialog box, click the Schedule tab. Enter work resource pay rates Almost all projects have some financial aspect, and cost limits the scope of many projects. Tracking and managing cost information in Project allows the project manager to answer such important questions as these: What is the expected total cost of the project, based on task durations and resource assignments?

Is the organization using expensive resources to do work that less expensive resources could do? How much money will a specific type of resource or task cost over the life of the project? Is the organization spending money at a rate that it can sustain for the planned duration of the project?

In Project, you can enter standard rates and costs per use for work and material resources, in addition to overtime rates for work resources. This is shown in Figure Recall that Project uses three types of resources: work, cost, and material. Tip Cost resources do not use pay rates and are described later in this chapter. Material resources are introduced in Chapter You can enter pay rates with a variety of time bases—per minute, hourly the default , daily, weekly, monthly, or yearly.

When a work resource has a standard pay rate entered and is assigned to a task, Project calculates the cost of the assignment. You can then see the cost per resource, cost per assignment, and cost per task and also costs rolled up to summary tasks and the entire plan.

Project handles overtime expenses differently. Project applies the overtime pay rate only when you specifically record overtime hours for an assignment. Tip If you work with many resources who have the same standard or overtime pay rates, you can set up Project to apply these pay rates automatically whenever you add a new resource.

To do this, on the File tab, click Options. In the Project Options dialog box, click Advanced. Under the heading General Options for This Project, enter the default pay rates you want. You can specify when work resource standard and overtime costs should accrue. The options are at the start of work on a task, at the end of work on the task, or prorated the default evenly over the duration of the task. In addition to or instead of cost rates, a resource can include a set fee that Project applies to each task to which the resource is assigned.

This is called a cost per use. To enter a standard rate for a resource 1. In the Resource Sheet view, click the Std. Rate field for the resource for which you want to set a standard pay rate. Depending on the width of the column, you might see only Std. To enter an overtime rate for a resource 1.

Click the Ovt. Rate field for the resource for which you want to set an overtime pay rate. Depending on the width of the column, you might see only Ovt. To enter a cost per use for a resource 1. Project management focus: Getting resource cost information Work resources can account for the majority of costs in many projects.

To take full advantage of the extensive costmanagement features in Project, the project manager ideally should know the costs associated with each work resource. For people resources, obtaining such information might be difficult.

In many organizations, only senior management and human resource specialists know the pay rates of all resources working on a project, and they might consider this information confidential.

Depending on your organizational policies and project priorities, you might not be able to track resource pay rates. If you do include cost details in your plan and this is considered sensitive information, consider requiring a password to open such plans. To set a password, click the File tab and then click Save As.

In the General Options dialog box, select the password protection options you want. Another strategy to consider is to use averaged burdened or blended rates for people resources. A burdened rate is a pay rate plus overhead costs per worker. An averaged burdened rate describes everyone in general, but no one in particular. A blended rate can be the average of all the people who share a particular role.

Adjust working time in a resource calendar Project uses different types of calendars for different purposes. This topic focuses on resource calendars. A resource calendar controls the working and nonworking times of a specific resource. Project uses a resource calendar to determine when work for a resource can be scheduled. Resource calendars apply only to work resources people and equipment , not to material or cost resources. When you initially create resources in a plan, Project creates a resource calendar for each work resource.

The initial working time settings for resource calendars exactly match those of the project calendar, which, by default, is the Standard base calendar. The Standard base calendar is built into Project and accommodates a default work schedule from A.

Monday through Friday, with an hour off for lunch each day. If all the working times of your resources match the working time of the project calendar, you do not need to edit any resource calendars. However, chances are good that some of your resources need exceptions to the working time in the project calendar: A flex-time work schedule Personal holiday vacation time Other times when a resource is not available to work on the project, such as time spent in training or when attending a conference Tip If you have a resource who is available to work on your project only part time, you might be tempted to set the working time of the resource in your project to reflect a part-time schedule, such as A.

However, a better approach is to adjust the availability of the resource as recorded in the Max. Changing the unit availability of the resource keeps the focus on the capacity of the resource to work on the project instead of on the specific times of the day when that work might occur. You can set the maximum units for a resource in the Resource Sheet view. Changes that you make to the project calendar are reflected automatically in resource calendars derived from the same project calendar.

For example, in the practice tasks in Chapter 3, you specified a nonworking day for a staff morale event, and Project rescheduled all work to skip that day. Note, however, that after you create a resource calendar exception, that exception is not affected by later changes to the project calendar that cover the same time period. Tip If you find that you must edit several resource calendars in a similar way to handle a night shift, for example , an easier approach might be to assign a different base calendar to a resource or collection of resources.

This is more efficient than editing individual resource calendars, and you can use the base calendar to make plan-wide adjustments, if needed. For example, if your project includes a day shift and a night shift, you can apply the Night Shift base calendar to resources who work the night shift.

You change a base calendar in the Change Working Time dialog box. For collections of resources, you can select a specific base calendar directly in the Base Calendar column on the Entry table in the Resource Sheet view. To specify a calendar exception for a work resource 1. In the For calendar box, click the name of the resource whose calendar you want to change. Accidently editing the wrong calendar is an easy mistake.

In the Name field on the Exceptions tab in the lower portion of the dialog box, enter a description of the exception. The description for the calendar exception is a handy reminder for you and others who might view the plan later.

A calendar exception is illustrated in Figure Tip To set up a partial working time exception for a resource, such as a portion of a day when a resource cannot work, click Details. Display the Change Working Time dialog box. Click the Work Weeks tab. Click [Default] directly under the Name column heading, and then click Details. Under Selected Day s , select the day or days you want to adjust.

Do any of the following: To set the full days to nonworking, click Set days to nonworking times. To set working times that differ from the base calendar, click Set day s to these specific working times and then, in the From and To columns, enter the working times as shown in Figure To return to the base calendar working times, click Use times from base calendar for these days. Tip You can have a different, nondefault working week for a specific time period.

For example, you can set up a resource to work four hour days each week for just 1 month. On the Work Weeks tab, click below [Default] and add a name and the start and finish dates of the period. Then click Details to change the working times and days, as described earlier in this procedure.

To assign a different base calendar to a resource 1. In the For calendar field, select the resource you want. In the Base calendar field of the resource, select the base calendar you want.

Tip To quickly apply the same base calendar to multiple resources, in the Resource Sheet view, use the Base Calendar field. Set up cost resources Another type of resource you can use in Project is the cost resource. You can use a cost resource to represent a financial cost associated with a task in a plan.

Although work resources people and equipment can have associated costs hourly rates and fixed costs per assignment , the sole purpose of a cost resource is to associate a particular type of cost with one or more tasks.

Common types of cost resources might include categories of expenses you want to track in a plan for accounting or financial reporting purposes, such as travel, entertainment, or training.

Cost resources do no work and have no effect on the scheduling of a task. After you assign a cost resource to a task and specify the cost amount per task, you can see the cumulative costs for that type of cost resource, such as total travel costs in a project.

The way in which cost resources generate cost values differs from that of work resources. However, you enter the cost value of a cost resource only when you assign it to a task.

You do this in the Cost field of the Assign Resources dialog box or in the Cost field of the Task form with the Cost detail shown. To add a cost resource 1. In the Resource Sheet view, click in the Resource Name column where you want to add the cost resource.

Project inserts a row for the new cost resource. Project names the new cost resource. With selected, enter the cost resource name and press Enter. For example, if a resource has conference time recorded as an exception in their resource calendar, it is a good idea to record this in a note.

That way, the note resides in the plan and can be easily viewed or printed. Chapter 4 describes creating a task note by clicking the Notes button on the Task tab, in the Properties group. You can enter resource notes in a similar way by clicking the Notes button on the Resource tab, in the Properties group.

Another option is to enter notes directly in the Resource Form view. The advantage of using the Resource Form is that you can view and edit notes for multiple resources more quickly. To enter a note for a resource in the Resource Information dialog box 1.

Select a resource name. On the Resource tab, in the Properties group, click Notes. In the Notes box, enter a note for the resource. To enter a note for a resource by using the Resource Form 1.

On the Resource tab, in the Properties group, click the Details button. In this type of split view, details about the item that is selected in the upper pane a resource, in this case appear in the lower pane.

You can quickly change the selected resource name in the upper pane by clicking a name directly, or by clicking Previous or Next in the Resource Form. The Resource Form view can display one of several details; initially, it displays the Schedule details.

Click anywhere in the Resource Form view to change the focus to the Resource Form. The label of the Format tab changes to Resource Form Tools. On the Format tab, in the Details group, click Notes.

Tip You can also right-click in the gray, empty background area of the Resource Form view and, in the shortcut menu that appears, click Notes. As shown in Figure , the Notes details appear in the Resource Form view. In the Notes box, enter the note for the resource. Notice that, as soon as you start typing the note, the Previous and Next buttons change to OK and Cancel. Task details have been finalized and all tasks are automatically scheduled. You are now ready to set up the work resources needed to complete the new book launch.

As with the task list, you expect some future changes to the resource details as you learn more about the project, but you have enough information to get started now. You learned that the equivalent of four copyeditors will be allocated to the new book launch.

You also have one resource in the plan, Sharon Salavaria, who is available for this project half time. Continuing in the SimpleSetUpResources plan, perform the following tasks: 1.

Enter work resource pay rates The scenario: You received the pay rates for the work resources involved in the new book launch from your payroll department. These pay rates are a mix of hourly and weekly rates. Enter the following pay rates in the Standard Std. You need to update their resource calendars accordingly. Make January 26, , a nonworking time calendar exception for Toby Nixon shown in Figure Name the exception Toby attending a conference.

Set up cost resources The scenario: For accounting purposes, you need to track travel expenses in the plan. You do so via a cost resource. Continuing in the SimpleSetUpResources plan, perform the following task: 1. Create a cost resource named Travel shown in Figure Document resources by using notes The scenario: You collected some resource details that are valuable to record in the plan.

You can see the note in Figure Tip If you want to save your work, remember to save it with a different file name. Renaming preserves the original practice file for future use. In earlier chapters, you created tasks and resources.

 
 

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