MS Project Tips for New Users

Many users feel confident about slipping into MS Project–until they don’t.  Once they experiment, frustration sets in quickly.  Project is one of those programs that is not self-explanatory.  It relies on fundamental Project Theory and uses calculations accordingly.  As I often state in my classes, Project makes you Engage the Brain, UGH!!

Here are a few reminders if you are new to the MS Project (MSP) environment.

Project may look like but does not act like Excel

Project is a database and scheduling tool.  That means when you make a change one place, something else will probably change and you may not realize it.

Define the Project Start Date

(Project–Project Information)

Use Project Start vs Project Finish. This will allow the most flexibility for scheduling.  Although there are instances where you may wish to use the Finish Date, I recommend the former, especially for new users.

Change Default Task Setting to Auto Scheduled

(File–Options–Schedule–Scheduling Options for this Project)

By Default, a task in MS Project is manually scheduled.  This choice takes away the power of MS Project.  Although there are times you may want to use manually scheduled, I suggest you change and keep the auto scheduled option.  Otherwise, why use the software?

Change some other defaults while there

For instance, you may want to start with these:

• Display the Project Summary Task
• Update the Quick Access toolbar
• Display the Entry Bar

Knowing your options facilitates your understanding of MSP.

Define Your Project Calendar

Define your specific project calendar.  Put your organization’s holidays and working time in the calendar.  Remember, you can always share the calendar with other projects.

Create a complete List of Tasks

This is best practice for documenting any project.  Don’t worry about dates, times and assignments yet.  If you don’t know all the tasks, create the high-level (summary tasks) and add the Work Packages (detail tasks) later.

Create Your WBS Using the Task Details Pane

• Define Task Relationships
• Add Constraints, Deadlines, and Milestones
• Avoid linking Summary Tasks (Putting predecessors in Summary Tasks)

Regarding Summary task linking.  There is no need as the dates and duration of a summary task are automatically calculated by MSP.  Add predecessors only to your lowest level tasks.

Add Assignment Units to Resources

Everyone is probably not working on your Project 100% of their time.  Be sure to assign units based on time they will spend on your project.

Understand the Scheduling Formula

EXAMPLES:

40 hours task duration X 100% assignment units = 40 hours of work

It’s can get complicated with more resources.  Here I’m assigning three resources to a task that has a two-day duration.

16 hours task duration X 300% assignment units=48 hours of work

This is the fundamental formula for scheduling.  Project uses this formula to schedule tasks.  Know this formula back and forwards to understand what MSP is doing!

Know your Task Types

The task type you choose will determine how the scheduling formula is applied.

Practice, Experiment Question

Just as my Algebra teacher used to tell me.  Know what to expect before you schedule.  If something doesn’t make sense; do a deep dive.  Experience is the best way to learn.

Do you have some other beginner tips for MSP? I’d love to hear from you in the comments section.