Projmgmt-1/12 Depaul University Scheduling Tasks In MicroSoft Project Instructor: David A. Lash

Projmgmt-2/12 Scheduling Tasks u.By linking tasks, you can quickly see how changes in the start, finish, and duration of a task affect other tasks to which that task is related. – For example, one task may not begin until another is finished, or two or more tasks may start at the same time. u To create a workable schedule, you should know how to: – Link tasks to assign relationships. – Overlap or delay related tasks. – Start or finish tasks on a specific date.

Projmgmt-3/12 Scheduling Tasks u To create a workable schedule, you should know how to: – Link tasks to assign relationships. – Overlap or delay related tasks. – Start or finish tasks on a specific date.

Projmgmt-4/12 Scheduling Tasks u In a project schedule, tasks can be related to each other in a variety of ways. – A task that must start or finish before another task can begin is called a predecessor task. – A task that depends on the start or finish of a preceding task is called a successor task. – Project has 4 different types of task relationships you can use to connect a series of tasks in a schedule. (next slide) u Using these relationships, you can realistically model the tasks in your schedule to show how things really happen in your project.

Projmgmt-5/12 Task relationship (FS, SS, FF, SF) u The nature of the dependencies between linked tasks. You link tasks by defining a relationship between their finish and start dates. u For example, the "Contact caterers" task must finish before the start of the "Determine menus" task. There are four kinds of task relationships in Microsoft Project: – Finish-to-start (FS)The task (B) cannot start until another task (A) finishes. – Start-to-start (SS)The task (B) cannot start until another task (A) starts. – Finish-to-finish (FF)The task (B) cannot finish until another task (A) finishes. – Start-to-finish (SF)The task (B) cannot finish until another task (A) starts.

Projmgmt-6/12 About Linking Tasks to Assign Task Relationships In a project schedule, tasks can be related to each other in a variety of ways. A task that must start or finish before another task can begin is called a predecessor task. A task that depends on the start or finish of a preceding task is called a successor task. Microsoft Project provides four different types of task relationships you can use to connect a series of tasks in a schedule. Using these relationships, you can realistically model the tasks in your schedule to show how things really happen in your project. See Also Help Scheduling Tasks Cue Cards Creating and Removing a Task Relationship Changing a Task Relationship Creating and Removing a Task Relationship 1.From the View menu, choose Gantt Chart. 2.In the Gantt table, select two or more tasks you want to link. 3.Click the Link Tasks button on the Standard toolbar. Or choose Link Tasks from the Edit menu.

Projmgmt-7/12 Scheduling Tasks u To create a workable schedule, you should know how to: – Link tasks to assign relationships. – Overlap or delay related tasks. – Start or finish tasks on a specific date.

Projmgmt-8/12 About Overlapping or Delaying Tasks u Sometimes, task relationships may not represent accurately the way work will happen in your project. – For example, you may want to start one task after its predecessor task starts, but before the predecessor task is finished. – Or, you may want to delay the start of a successor task beyond the finish of its predecessor task. u You can create these types of relationships between tasks by using lead time and lag time.

Projmgmt-9/12 Overlapping or Delaying Tasks u Lead time -> you can schedule an overlap between two tasks, so that one task begins before its predecessor task finishes. u lag time -> you can delay the start of a successor task. u Express lead or lag time as units of time or as a percentage of the predecessor task duration. – For example, if the paint on the walls must dry for one day before you can begin painting the mural, you can specify a one-day lag between the finish of the "Paint walls" task and the start of the "Paint clock timeline mural" task. u After you enter tasks and assign relationships to them, analyze your schedule and look for instances where you can apply lead or lag time. By using lead or lag time, you can make your schedule more accurate and you may be able to shorten its length.

Projmgmt-10/12 Setting Lead Or Lag Time u 1. On the View menu, click Gantt Chart. u 2 In the Task Name field, select the task you want to set lead or lag time for, and then click Task Information (right click the task) u 3.Click the Predecessors tab. u 4In the Lag field, type the lead time or lag time you want as a duration or as a percentage of the predecessor task duration. predecessor u 5. Type lead time as a negative number (for example, –2 for two days lead time) or as a percentage, and type lag time as a positive number or as a percentage.

Projmgmt-11/12 Scheduling Tasks u To create a workable schedule, you should know how to: – Link tasks to assign relationships. – Overlap or delay related tasks. – Start or finish tasks on a specific date.

Projmgmt-12/12 Scheduling a Task to Start or Finish Relative to a Specific Date 1.From the View menu, choose Gantt Chart. 2.Select the task you want, and then click the Information button on the Standard toolbar. – Or select the task and choose Task Information from the Insert menu. 3.Select the Advanced tab. 4.Under Constraint Task, select a constraint type from the list. 5.If you selected a constraint other than As Late As Possible or As Soon As Possible, type a constraint date in the Date box. 6.Choose the OK button. Microsoft Project recalculates the schedule.