• By Engr. Waqar Qayyoom Khokhar
• August 22, 2025August 22, 2025
• Hour 7 – Team & Task Management, Project Management
• freelancing Leadership OnlineBusiness unilancerz

0) First-time setup (do this once per computer)

1. Open MS Project → File > Options.
2. Schedule
   • New tasks created: Auto Scheduled
   • Calendar options: set Hours per day = 8, Hours per week = 40, Days per month = 20 (or your org’s standards).
   • Show that tasks are effort driven: leave on (you can change per task).
3. Display → Date format you prefer (e.g., dd-MMM-yy).
4. Advanced → Turn on Show task IDs.
5. Save → Default file format: Project (*.mpp).
6. Click OK.

1) Start a new project + set project information

1. File > New > Blank Project.
2. Project tab > Project Information
   • Start date (or Finish date if you’re scheduling backward—rare).
   • Calendar: pick Standard (or your custom calendar later).
   • Click OK.
3. Save: File > Save As → name your file.

2) Create/assign calendars (working time, holidays, shifts)

1. Project tab > Change Working Time.
2. Create New Calendar… → Create new base calendar (e.g., “Site 6-day”).
3. In the calendar:
   • Work Weeks → Details → set regular working days/hours.
   • Exceptions → add public holidays, shutdowns.
4. Project Information → set this new calendar as the Project Calendar (if it applies to most tasks).
5. To give a resource its own calendar: later in Resource Sheet, open the resource → Change Working Time → base it on your custom calendar and add exceptions.

3) Enter the Work Breakdown Structure (WBS)

1. Go to Gantt Chart view (default).
2. In the Task Name column, type your top-level phases (e.g., Initiation, Design, Procurement, Construction, Closeout).
3. Under each phase, type detailed tasks in order.
4. Make summary levels with Indent/Outdent (Task tab or Alt+Shift+→/←):
   • Indent detailed tasks under their phase → the phase becomes a Summary Task.
5. Mark milestones: set Duration = 0 days (e.g., Design Approved).
6. Optional WBS codes: Project > WBS > Define Code… → set prefixes/numbering; Renumber if needed.

4) Enter durations & task types (how scheduling behaves)

1. In Duration column, enter values (e.g., 5d, 2w, 16h).
2. Open Task Information (double-click task) → Advanced:
   • Task Type:
     • Fixed Units (default; good general choice)
     • Fixed Work (work stays constant; duration changes with resource units)
     • Fixed Duration (duration stays fixed; work/units flex)
   • Effort driven: on/off per task.
3. Keep durations realistic; avoid unnecessary constraints at this stage.

5) Link tasks (dependencies & logic)

1. Select two or more tasks in order → Task tab > Link the Selected Tasks (Finish-to-Start).
2. To edit a link: double-click the link line in the Gantt or the Predecessors cell:
   • Types: FS, SS, FF, SF.
   • Lag/lead: add +2d (lag) or -2d (lead) after the type (e.g., 15FS+1d).
3. Avoid hard constraints unless necessary (we’ll cover them next).

6) Constraints, deadlines, and recurring tasks

1. Constraints (use sparingly): open Task Information > Advanced → Constraint type
   • Prefer As Soon As Possible (ASAP) or ALAP; use Must Start/Finish On only when truly fixed by contract.
2. Deadlines (safer than constraints): same dialog → set a Deadline date (shows a green arrow and flags if missed).
3. Recurring tasks: Task > Task > Recurring Task → enter name, duration per occurrence, pattern, start/end.

7) Add task notes, attachments, and custom fields

1. Notes: select task → Task Information > Notes tab → type.
2. Hyperlinks: right-click task name → Hyperlink… (to specs, folders, etc.).
3. Custom fields: Project > Custom Fields → choose Task or Resource; pick Text/Number/Flag/Date, rename, add formulas/graphical indicators.

8) Create resources (work, material, cost)

1. Switch to Resource Sheet (View tab > Resource Views > Resource Sheet).
2. Add Work resources (people/equipment):
   • Type = Work, Max Units (100% = full-time), Std Rate (e.g., £15/h), Ovt Rate, Cost/Use if any, Base Calendar if special hours.
3. Add Material resources (consumables): Type = Material, set Material Label (e.g., tons), Std Rate per unit.
4. Add Cost resources (lump sums): Type = Cost (e.g., Permit Fees), values are assigned per task later.
5. For rate changes: open resource Information > Costs tab → use A–E rate tables with effective dates.

9) Assign resources to tasks

1. Go back to Gantt Chart.
2. Select a task → Task tab > Assign Resources (or use the Resource Names column).
3. Pick the resource, set Units (e.g., 50% or 2 people), click Assign.
4. For cost or material resources: assign, then enter Cost or Units on that task (Task Information > Resources tab).
5. See calculated Work (hours) and Cost in Gantt Table or Task Usage view.

10) Check workload & fix overallocations

1. View > Resource Views > Resource Usage or Team Planner (if available). Red names = overallocated.
2. Fix manually: reduce Units, change assignments, add lag, or move tasks.
3. Or use Resource > Leveling > Level Resource… (start with Leveling options = Manual, Day by Day, Level only within available slack if you don’t want dates to slip too much).
4. Re-review the critical path after leveling.

11) Identify the critical path & float

1. View > Gantt Chart, then Format tab → tick Critical Tasks (critical bars turn red).
2. To see total slack: View > More Views > Detail Gantt or add the Total Slack column.
3. To analyze logic: View > Network Diagram; red nodes are critical.

12) Set the baseline (freeze your plan)

1. When the plan is realistic and resourced, Project > Set Baseline > Set Baseline…
   • Choose Set Baseline for Entire Project.
2. (Optional) For stage gates, you can keep Baseline 1–10 for snapshots at key approvals.

13) Track progress (actuals, % complete, updates)

Pick a tracking method and use it consistently:

A) Simple status (% Complete)

1. Switch to Tracking Gantt view.
2. Enter % Complete for each task on status dates (e.g., weekly).
3. Set a Status Date: Project > Status Date → draws slippage lines.

B) Detailed actuals

1. Add columns: Actual Start, Actual Finish, Actual Duration, Remaining Duration, % Work Complete, Actual Work.
2. Enter real dates and work hours from timesheets/site reports.
3. Update Status Date and review variances.

C) Task Update form

1. Task > Update Tasks → enter % Complete, % Work Complete, or Remaining Duration in one place.

14) Compare plan vs actual (variance & slippage)

1. Use Tracking Gantt to visualize baseline (thin bars) vs current (thick bars).
2. Insert Variance columns: Start Variance, Finish Variance, Cost Variance, Work Variance.
3. Late tasks report: View > Filter > Late Tasks.
4. Slippage lines: set Status Date then Format > Gridlines > Status Date and Slippage options (or use built-in Tracking Gantt styling).

15) Reports (dashboards, cost, work, cash flow)

1. Report tab > Dashboards: Project Overview, Cost Overview, Upcoming Tasks, Late Tasks, etc.
2. Report > Resources and Report > Costs for workload/cost detail.
3. Visual Reports (to Excel/Pivot): Report > Visual Reports → choose Cash Flow, Earned Value Over Time, Resource Work Availability, etc. Edit in Excel if you need NPV/ROI calculations.

16) Earned Value (EV) basics

1. Ensure a Baseline is set and Status Date defined.
2. Add EV columns: BCWS (PV), BCWP (EV), ACWP (AC), SV, CV, SPI, CPI (they’re under More Fields; look for EV fields).
3. Update actuals; review SPI (schedule performance) and CPI (cost performance).
4. Use Visual Reports > Earned Value Over Time for charts.

17) Formatting & presentation (great for appendices)

1. Bar Styles: Format tab > Bar Styles or Format > Critical Tasks, Baseline, Slack toggles.
2. Show WBS or Outline Number: insert WBS column or Format > Outline Number.
3. Fit to page: File > Print > Page Setup → Scaling = Fit to 1 page wide by X tall.
4. Add Title/Legend: File > Print > Page Setup > Header/Footer/Legend.
5. Export to PDF: File > Export > Create PDF/XPS (perfect for “Gantt Chart for Baseline Plan” and “Gantt Chart for Closeout Plan” appendices).

18) Views, tables, filters, and groups

1. Views (View tab): Gantt Chart, Tracking Gantt, Task Usage, Resource Usage, Team Planner, Calendar, Network Diagram.
2. Tables: View > Tables > More Tables… → choose Entry, Summary, Cost, Work, Variance or create one.
3. Filters: View > Filter → apply Critical, Late, Incomplete Tasks or New Filter….
4. Groups: View > Group by → Critical, Resource, Phase, or New Group By….

19) Multiple projects: master, subprojects, and resource pool

1. Resource Pool: create a blank project → add all resources → Resource > Resource Pool > Share Resources.
2. In each project: Resource > Resource Pool > Share Resources > Use resources from the pool file.
3. Master Project: open a new file → Project > Subproject → insert existing .mpp files.
4. Analyze overall critical path and overall leveling in the master.

20) Cost management (rates, overtime, cost resources)

1. Enter Std Rate/Ovt Rate on Resource Sheet.
2. For overtime tasks: assign resource, then in Task Usage enter Overtime Work for the assignment.
3. Lump-sum costs: create Cost resource (e.g., Mobilization), assign to a task, then enter the Cost value in the assignment.
4. See totals in Task Usage/Resource Usage or Cost reports.

21) Baseline management (re-baselining parts of the plan)

1. If a new change is approved, select only the impacted tasks.
2. Project > Set Baseline > Set Baseline → For Selected Tasks → Roll up baselines to summary as needed.
3. Keep original Baseline intact; store new snapshots in Baseline 1/2/….

22) Using task calendars (special shifts)

1. Create a special Base Calendar (e.g., Night Shift).
2. Open Task Information > Advanced > Calendar → pick the special calendar and tick Scheduling ignores resource calendars if the task must follow task time regardless of resource calendars.

23) Manual vs Auto Scheduled tasks (when to use)

• Auto Scheduled: Project calculates start/finish based on logic and calendars. Use for almost everything.
• Manually Scheduled: dates aren’t recalculated; use for TBD items or early scoping.

24) Keyboard quick wins

• Indent/Outdent: Alt+Shift+→ / Alt+Shift+←
• Link/Unlink: Ctrl+F2 (Link) / Alt+Shift+F2 (Unlink)
• Task Info: Shift+F2
• Change view quickly: Ctrl+Alt+1/2/3 (varies by customization)

25) Printing & packaging for submission

1. Switch to the right view (e.g., Tracking Gantt).
2. File > Print > Page Setup → set margins, date range (Print Specific Date Range), scale to fit.
3. Ensure Legend is readable or hide it if unnecessary.
4. Export as PDF and include in your appendices (Baseline Gantt, Closeout Gantt, Resource Sheet, etc.).

26) Typical weekly update routine (15–30 min)

1. Set Status Date (Project tab).
2. Update Actual Start/Finish and % Complete/Remaining Duration.
3. Check Overallocations and Critical Path.
4. Review Late Tasks report and Cost Overview.
5. Save and (optionally) Set Baseline X for the current snapshot if formally approved.

27) Common pitfalls & how to avoid them

• Entering Start/Finish dates manually everywhere → causes hidden constraints. Prefer logic + durations.
• Forgetting to Set Baseline → you can’t measure variance later.
• Overusing Must Start/Finish On → kills dynamic scheduling. Use Deadlines instead.
• Ignoring calendars → wrong dates. Always set project/resource calendars first.
• Assigning 200% units to one person who can’t actually do two full-time tasks simultaneously → use realistic Max Units and Leveling.

Mini “recipes” for your appendices (quick how-tos)

• Weekly Role / RBS / Resource Sheet: use Resource Sheet, add custom Group field (e.g., Discipline), print Resource Sheet view.
• WBS for Sodor Oil Terminal: build hierarchy with Indent, insert WBS column, print Gantt Chart (Table: Summary).
• Baseline Gantt: set baseline, switch to Tracking Gantt, format as needed, export PDF.
• Closeout Plan Gantt: create Closeout tasks under a Closeout summary, link logic, set Baseline 2, export PDF.
• Vendor Selection: model as a phase with tasks: RFP, Bidding Window, Evaluation, Award; use Milestones for key gates; add Deadline on award.

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