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MGMT404

V2005

Lesson #2 - Basics of Project Scheduling - Part Two


Due Date: Check Class Schedule/Syllabus

MS Project

Objectives

Creating a summary task


Working with subtasks
Establishing task dependencies
Specify lead and lag times

A project task list can be as few as 10 or as many as several hundred tasks. With a large project, it can
become difficult to locate a specific task. Using MS Project, you can organize the task list by creating a
hierarchical structure. This process of structuring a task list is known as outlining. Outlining is used to
organize common tasks into groups within the task list. The groups can represent phases of the project.
In this lab, we will first use outlining to group the tasks of our project into phases. We will create a main
summary task to represent the entire project and then several levels of summary tasks below the main
summary task to represent the phases of the project.

Creating an Outline
1.
2.
3.

Log onto Windows. Open MS Project.


Open your project file that you created in Lab 1 (MyLab1_XXX.mpp, where XXX are your initials.)
Save this file, using Save As, as MyLab2_XXX.mpp, where XXX are your initials. (If you need to
start this lab over again, you have the previous lab to start from).

Creating a hierarchical outline organizes the project tasks list into groups of tasks. Each group of tasks is
preceded by a summary task, which describes the tasks within each group.
The outline of a project generally begins with a main summary task. The main summary task is a brief
description of the project and all tasks are subordinate to the main summary task. This main summary task
is also helpful in generation of summary reports and cumulative totals in budgeting and resource
management.
4.
5.

Click in the task name field for task 1, Inventory current equipment.
From the Insert menu, click New Task. A new blank task row is inserted above and the task list is
renumbered.
6. Type in Students Names New System, where you enter your first and last name for student name.
For example, if you are John Smith, your task will read John Smith's New System. Got it?
7. Do not worry about duration. Leave the default of 1 day?.
8. Since this is our main summary task, we need to indent all the other tasks to indicate that they are
subtasks or subordinate tasks.
9. We need to select all the tasks below our summary task (from Inventory Equipment up to and
including Project Meeting). One way to do this is to click in the task name field for task 2, Inventory
Equipment. Click and drag so that all the task names are selected. (Similar to Excel). (You can
also click in task 2 name field, hold down the shift key and then click in the last task name field.)
10. On the formatting toolbar, you should see the following icons:
This is the outline toolbar. The left arrow outdents a task to a higher level; the right arrow indents
a task lower level task, thus creating a summary task above.
11. Press the Indent button (the right arrow). The selected tasks are indented one level within the outline.
Also notice the duration for your main summary task. How did it come up with 7 days? In addition,
notice the change in the Gantt chart in representation of the summary task!
12. Press Crtl+Home. The cursor moves to the first task, your main summary task, and is bold indicating
that it is a summary task. Your screen should like Figure 1.
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MS Project Lab #2

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MGMT404
V2005

Lesson #2 - Basics of Project Scheduling - Part Two


Due Date: Check Class Schedule/Syllabus

MS Project

Figure 1
Note: You can also automatically create a summary task, by selecting Options under the Tools
menu. Be sure the View tab is selected. In the Outline Options area, select the Show Project
Summary task check box. The project title is inserted from the title box on the summary tab of the
Project Properties dialog box. Since we are entering different information for our project main
summary task name, we will not be practicing this procedure.
We now want to create additional summary tasks below our main summary task, perhaps to represent
logical phases of the project.
1.
2.
3.
4.
5.

Click in the task name column for task 2, Inventory Equipment.


From the Insert menu, click New Task.
In the new Task 2 row, type Proposal Creation. (Again leave the default 1-day duration).
Select tasks 3 through 7 (Inventory Equipment to Research Products and Services).
Indent the tasks. These tasks are now subtasks to the summary task of Proposal Creation. Your
project should now look like figure 2.

Figure 2
Hint: You can also indent tasks using the mouse. Position the mouse over the task name. The
pointer changes to a two-way arrow. Drag the task one level to the right.

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MS Project Lab #2

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MGMT404
V2005

Lesson #2 - Basics of Project Scheduling - Part Two


Due Date: Check Class Schedule/Syllabus

MS Project

6. On your own, create three more summary tasks or phases subordinate to the main summary task:

Vendor Selection, which will include the subtasks of Issue RFP's, Evaluate Bids and
Award Contract.

Implement System, which will include the subtasks of Purchase Equipment, Install
Wiring, Install Hardware, Install Software and Test System.

Leave Project Meeting where it is. We will treat this as subtask to the entire project.

Caution! You will have to make use of the Outdent (Left Arrow) button to move your new summary
tasks to the left once. Make sure, however, you do not outdent too much! Compare your result with
figure 3 and make any necessary correction before continuing the lab! Make sure Project Meeting is
the same indentation as Proposal Creation, Vendor Selection, and Implement System.

Figure 3
7. If all looks good, save your file.

Hiding and Showing the Outline


By hiding and showing subtasks in the outline, you can display only the information needed. Not only does
this cut down on the printing, but also allows you to focus on any specific area of the project.
The outline structure can be hidden or displayed using the outline buttons on the Formatting toolbar (as
previously discussed) or by using the symbols next to each summary task. The (+) symbol indicates all the
subtasks of the summary task are hidden and the (-) symbol indicates that all subtasks are shown.

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MS Project Lab #2

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MGMT404
V2005

Lesson #2 - Basics of Project Scheduling - Part Two


Due Date: Check Class Schedule/Syllabus

MS Project

8. Select your main summary task ((Your name) New System). Press the (-) symbol on the outlining
toolbar to show only the main summary task. The main summary task should be the only task now
listed.
9. Press the (+) symbol. Notice all the summary tasks and their subtasks now reappear.
10. Click on the - symbol next to the summary task, Proposal Creation. All the subtasks below Proposal
Creation should now disappear. Click the + symbol next to the summary task, Proposal Creation. The
subtasks for this summary task should now reappear.

Viewing Outline Numbers


MS Project automatically assigns an outline number to each task when you outline the schedule. (Do not
confuse this with the task number, which appears in the first column of your entry table). The outline
numbers are similar to a Work Breakdown Structure (WBS).
11. Click in main summary task name. From the Tools menu, click Options.
12. Select the View tab.
13. In the Outline Options area (bottom of the dialog box), select the Show Outline Number check box.
Click OK.
14. The outline numbers are now displayed in each task name field.
15. Leave the numbers displayed for now.
Note: if you ever move a task (previously discussed in prior lab), MS Project will automatically renumber
the outline for you. At this point, your screen should look like figure 4.

Figure 4

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MS Project Lab #2

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MGMT404
V2005

Lesson #2 - Basics of Project Scheduling - Part Two


Due Date: Check Class Schedule/Syllabus

MS Project

Establishing Task Dependencies


When a task list is first developed, the tasks are listed one after another, and the only consideration is the
approximate logical order or sequence in which they should occur. Right now, our project looks like
several isolated tasks that all start at the same time and finish according to each task's duration. In reality, a
project is a series of related tasks and these relationships are called dependencies. There are four types of
dependencies:
Finish-to-Start (FS)

The finish of one task marks the start of another. This will be
the default when we link since it is the most common.

Start-to-Start (SS)

The start of one task marks the start of another. In other words,
both tasks start at the same time. This is what our Gantt Chart
is currently showing.

Finish-to-Finish (FF)

The finish of one task marks the finish of another. In other


words, both tasks finish at the same time.

Start-to-Finish (SF)

The start of one task marks the finish of another task. This is
the most uncommon dependency.

When a task is initially entered into MS Project, it is scheduled to begin on the project start date. By
linking tasks, you establish a dependency that determines the sequence of tasks. MS Project then
schedules the tasks by setting the start and finish dates of each task. The Gantt bars in the Gantt chart view
are then moved to the appropriate date on the timescale and link lines are drawn to display the dependency.
1.

Select all the tasks in your project by clicking on the task name for the first task (Task #1) your main
summary task, and then dragging the cursor down to the last task, Project Meeting.

2.
3.

On the main toolbar, press the Link Tasks button.


Each task is now linked in a finish-to-start dependency. Your screen should look similar to figure 5.

Link Line

Figure 5
You need to notice several things at this point:

The duration of your main summary task and your summary tasks has now changed. Do
you know why?

The duration of your main summary task may read ####. This means the number is too
big for the size of the column, similar to an Excel spreadsheet. Widen the column so the number
will appear by positioning your cursor to the right edge of the column header for Duration. The
cursor will turn to a double horizontal arrow. Double click. You should see 44.25 days.

On the Gantt chart, scroll to the end of the project and notice how the summary tasks are

linked.

Profkc

Also notice there is no link to the recurring task of Project Meeting.

MS Project Lab #2

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MGMT404
V2005

Lesson #2 - Basics of Project Scheduling - Part Two


Due Date: Check Class Schedule/Syllabus

MS Project

Finally every task link is a Finish-to-Start dependency.

4.

Now, select all the tasks of your project again.

5.
6.
7.
8.

Press the Unlink Tasks button on the main toolbar.


All dependencies and links should be gone and your entry table should look similar to figure 4 again.
Another way to link tasks, and perhaps better, is to select two or more tasks before linking.
Click in task name 3, Inventory Current Equipment. Drag to select all the tasks under the summary
task of Proposal Creation (see figure 6).

Figure 6
9.
10.
11.
12.

Click on the Link Tasks Button. Only these tasks should now show link lines on the Gantt chart.
On your own, link the subtasks under Vendor Selection.
On your own, link the subtasks under Implement System.
Compare your results to figure 7.

Figure 7

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MS Project Lab #2

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MGMT404
V2005

Lesson #2 - Basics of Project Scheduling - Part Two


Due Date: Check Class Schedule/Syllabus

MS Project

If you are paying attention, you will notice one possible problem with this dependency list: each phase or
summary task starts at the same time. Might be hard to implement system before awarding the contract!
13. We need to show the dependencies between the summary tasks. However, we cannot use the previous
method because these tasks are non-contiguous.
14. To link non-contiguous tasks; follow the next steps very carefully because it is extremely important
that you select tasks in the proper order!
15. Click in the summary task name for Proposal Creation.
16. Hold down the Control key on your keyboard while you do the next two instructions.
17. Click in the summary task name for Vendor Selection.
18. Click in the summary task name for Implement System.
19. Release the Control key and press the Link Tasks button on the main toolbar.
20. Check your Gantt chart to see if the summary tasks were link properly and in the right order. Also
check the main summary task duration. It should read 44 days. If not, unlink all tasks and begin this
section again.

Changing Task Dependencies


Because not all tasks need to be in a Finish-to-Start dependency, you may change the dependency type.
Currently all of our tasks, except the main summary task (which is rarely linked to any other task except to
another project) and our recurring task of Project Meeting, are defaulting to a Finish-to-Start dependency.
However, we want to make it clear that the tasks of installing wire, hardware, and equipment must finish at
the same time before we begin testing the system. So how do we do that?
First, we need to clarify two important terms, predecessor and successor. A task that must start or finish
before another task can begin is called a predecessor (or independent) task. A task that depends on the
start or finish of a preceding task is called a successor (or dependent) task.
In our example project, we will make the assumption that we cannot begin any installation process until
purchasing has been completed. However, we make the assumption that installing the wiring, hardware
and the software can begin any time after the purchasing, but all tasks must finish at the same time before
we begin testing.
1.
2.
3.

Click in the subtask name field for Install Wiring.


Right-click and select Task Information from the pop-up menu.
The Task Information dialog box should now appear. Select the Predecessors tab.

Figure 8
The Task Information dialog box details information about a particular task, including notes. This
information is important when troubleshooting problems with scheduling, etc.

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MGMT404
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4.
5.
6.
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Lesson #2 - Basics of Project Scheduling - Part Two


Due Date: Check Class Schedule/Syllabus

MS Project

The predecessor information states that the subtask, Purchase Equipment, is the only predecessor task
to the Install Wiring successor task. Under Type is listed Finish-to-Start (FS). This is what we want,
so press OK to close the Task Information box.
Select the task name for Install Hardware and open the Task Information for this task. Select the
Predecessors tab.
The predecessor task for Install Hardware is Install Wiring. We want to indicate that the dependency
of these two tasks is a Finish-to-Finish, since we need these tasks to finish at the same time.
Click the Finish-to-Start (FS) type drop-down box for the predecessor task of Install Wiring and select
Finish-to-Finish.

Figure 9
8.

Press Ok. Scroll out on the Gantt chart to view how the dependencies look (Figure 10).

Figure 10
9.

On your own, change the dependency between Install Software (successor) and Install Hardware
(predecessor) to a Finish-to-Finish (FF). Your Gantt chart should now look like figure 11.

Figure 11

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MS Project Lab #2

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MGMT404
V2005

Lesson #2 - Basics of Project Scheduling - Part Two


Due Date: Check Class Schedule/Syllabus

MS Project

10. While the chart clearly shows the three tasks finishing at the same time (also reducing the number of
days to complete this phase to 8 days), the chart gives the indication that once Install Software and
only Install Software is finished, can Test System begin. In reality, all three tasks, Install Wiring,
Install Hardware and Install Software must finish before Test System. We need to clearly indicate that
Test System has more that one predecessor task.
11. To add another predecessor task to a successor task, we can use the Task Information.
12. Select the task name, Test System, and open the Task Information for this task.
13. Click in the next row under Task Name to open a drop-down menu and select Install Hardware.

Figure 12
14. Leave the type as Finish-to-Start.
15. Add Install Wiring in the next row and leave as Finish-to-Start.
16. Press OK. While the duration of the summary task does not change, notice the change in your Gantt
chart. We are now clearly indicating that all three tasks are predecessors to the Test System task.

Figure 13

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MS Project Lab #2

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MGMT404
V2005

Lesson #2 - Basics of Project Scheduling - Part Two


Due Date: Check Class Schedule/Syllabus

MS Project

There is one other detail missing from this arrangement or flow. Remember that a successor task can have
more than one predecessor task (as well as a predecessor task can have more than one successor task). In
the case of Install Hardware and Install Software, they also are dependent on the Purchase Equipment task.
Therefore, we need to add that information to them.
17. Add Purchase Equipment as a predecessor task to Install Hardware, with a Finish-to-Start dependency.
18. Add Purchase Equipment as a predecessor task to Install Software, with a Finish-to-Start dependency.
Look at your Gantt chart to see the difference. Can you detect it?

There are many ways to accomplish what we just did. However, the task information properties dialog box
is the best way to troubleshoot. If you ever make a mistake in linking tasks or dependencies, I have found
the best way is to select the task or tasks you want to correct and unlink the tasks and start over again.
Trust me
(Note: another way to link tasks and set dependencies is to enter the information directly in the
Predecessors Column of your Table: Entry. To see this column, just move the divider to see the
column or use the scroll bar at the bottom of the table. Notice the syntax of setting dependencies other
than Finish-to-Start. This is another handy way to quickly set up dependencies; yet because it only
gives the number of the task, it is harder to ensure that you have the right task(s) without the actual
name of the task).
19. Check your work and if you feel everything looks right (40 days total for the total project, 20 days for
Project Creation phase, 12 days for Vendor Selection phase, and 8 days total for Implement System
phase), save the file; if not, unlink all tasks and start again at the section on dependencies and linking.

Understanding Lag and Lead Time


In addition to dependency type, you can further define the true impact of task relationships using lead time
and lag time.
Lead time creates an overlap in a dependency that can shorten the project duration. For example, if you
specify a lead time of one day on a Finish-to-Start dependency, the two tasks overlap in time by one day.
The last day of the first task takes place while the first day of the second task takes place. (Analogous to
getting a head start).
Lag time creates a delay, or gap, in the task dependency that can lengthen the project duration. For
example, if I specify a lag time of one day, the successor task begins one day after the predecessor task in a
Finish-to-Start dependency.

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MS Project Lab #2

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MGMT404
V2005

Lesson #2 - Basics of Project Scheduling - Part Two


Due Date: Check Class Schedule/Syllabus

MS Project

To demonstrate lead time, let's say that Install Wiring can begin prior to the finish of Purchase Equipment
(at least we can start doing some preparation ahead of time).
1.
2.
3.
4.

Bring up the task information for the task Install Wiring.


Select the Predecessors tab.
Under the column Lag, you should see 0d for 0 days for Purchase Equipment.
In the lag cell, type in the number -1 (that's minus one).

5.

Press OK. Check the duration for the phase Implement System. It should now have been reduced by
one day to 7 days. Also look at your Gantt chart and notice that the start date for Install Wiring has
now moved to prior to the finish of Purchase Wiring (figure 14).

Figure 14
To demonstrate lag time, let's say that we want to wait two days after evaluating bids before awarding the
contract (a cooling off period).
6.
7.
8.
9.

Bring up the task information for the task Award Contract.


Select the Predecessor tab.
Under the column Lag for the task Evaluate Bids, type in the number 2.
Press OK. Check the duration for the phase Vendor Selection. It is now 14 days. Also look at the
effect on your Gantt chart (now 41 days).

One final item: If you notice that your project meeting only occurs once, in the first week of the project.
What if you want to schedule it for every Friday until the end of the Project? In this case, you would bring
up the Recurring Project Information for the summary task Project Meeting and indicate when the meetings
will end (such as the end of the project) or the number of times the meetings will occur.
1.
2.
3.
4.
5.
6.

If I want to have project meetings every Friday until the end of the project, I need to know when the
project will finish.
Select Project Information from the Project Menu.
The finish date should be November 28, 2005. (If it isnt, go back to lag and lead time section).
Close the Project Information dialog box and select the summary task Project Meeting. (Make sure
the Project Meeting is number 1.4 and not 1.3.6. If it is the later, you need to outdent or move the
task in the outline to the left).
Right-click and select Recurring Task Information from the menu.
In the Range of Recurrence section, change the End by date to November 28, 2005 and Press OK
(Figure 15).

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7.

Lesson #2 - Basics of Project Scheduling - Part Two


Due Date: Check Class Schedule/Syllabus

MS Project

Hide the subtasks under Project Meeting to just show the Project Meeting summary task! (The total
duration of the Project Meeting task is 35.25 days. Do you know why?).

Figure 15

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MS Project Lab #2

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MGMT404
V2005

Lesson #2 - Basics of Project Scheduling - Part Two


Due Date: Check Class Schedule/Syllabus

MS Project

Checkpoint: From the Project Menu, select Project Information. At the bottom of the Project Information
dialog box, click on the button marked Statistics. If your screen matches figure 16, then save your project
file and print the following reports:
1.

2.
3.

Your Gantt chart view and include the columns from the table: Task ID, Task Information, Task
Name, and Duration (All columns must be wide enough to see the entire information in the fields).
Check to make sure your project information is correctly inserted into your printouts, in the headers
and footers. Do NOT forget that this is lab #2 Also, make sure your Gantt timeline is set to the
default of weekly for major timeframe and daily for minor time frame. Your print out should be no
more than 3 pages.
Project Summary Report
Unstarted Tasks Report, with appropriate header/footer information.

Figure 16
Printing tip: There is an easier way to specify which columns of the table you want to print without
worrying about how your screen appears. While in Page Setup, after you change your header and footer
information, select the tab View. You can quickly specify to print all columns or the first X columns. Try it
out.)

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MS Project Lab #2

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MGMT404
V2005

Lesson #2 - Basics of Project Scheduling - Part Two


Due Date: Check Class Schedule/Syllabus

MS Project

Review Questions
Name ____________________________
Answer the following questions (use MS Project Help, if necessary):
1) What is the difference between a main summary task and a summary task?

2) On the outlining toolbar, what is the purpose of the button shaped as a plus sign? (Note: May
also display as Show).

3) Give a real-world example of the following examples of task dependencies?


a) Finish to Start

b) Start to Start

c) Finish to Finish

d) Start to Finish

4) Give a real-world example of


a) A successor task requiring lead time

b) A successor task requiring lag time

Attach your three printouts, in print order, to the back of this sheet and submit by the
lesson due date.

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MS Project Lab #2

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