How to Run Successful Projects III: The Silver Bullet (3rd Edition)

   

Overview

This module introduces how to set task linkages or dependencies (called relationships in MS Project 2000) using a number of different methods . The user will also look at the types of relationships that exist and learn how to use best practice in setting task dependencies.

Objectives

The participant will:

  • Be able to link tasks .

  • Be able to set the critical path and format text to highlight critical path information.

Preparation

Review the contents of this module and do each of the exercises at least once to familiarize yourself with the logic and outcome.

Dialog

Explain that tasks can be linked in a number of ways and in a number of views. MS Project automatically sets relationships as one finishing before another one begins. This is the most common type of relationship between tasks, as one can see from the example of building a house “ the foundation must be finished before the walls can be built.

Task relationships The most common relationship between tasks is when one task cannot start until another task finishes. An obvious example of this type of relationship is during the building of a house when the foundations must be dug before the concrete can be poured, and the concrete must harden before the walls can be built. MS Project 2000 assumes we want this type of relationship unless we tell it otherwise .
Setting relationships There are two basic ways of setting relationships in MS Project 2000:
  1. Select the tasks in a table and tell MS Project to link them.
  2. Use the Network Diagram view and use the cursor to connect boxes.

Presentation

The activities in this module cite the aims of each exercise, and whether the level is suitable for basic or advanced users.

ACTIVITY

9.1 How to highlight the critical path for a MS Project file.

9.2 How to highlight the text associated with the critical path in an MS Project file.

EXERCISE 9.1 ¢ LEVEL: BASIC ¢ CHANGE GANTT CHART TO HIGHLIGHT CRITICAL PATH

  • Open Golf1C.

  • Click Gantt chart wizard icon.

  • Choose Critical Path as information to be displayed.

  • Click Finish button and click Format It button.

  • Exit Wizard.

EXERCISE 9.2 ¢ LEVEL: BASIC ¢ AMEND TEXT STYLE

  • Pick Format menu.

  • Choose Text Styles.

  • Item to change = Critical Tasks.

  • Color = red.

  • Click OK button.

Dialog

Explain that it is useful to have the critical path information showing in a project plan. MS Project can highlight this information automatically, and will change the tasks that have been highlighted as the critical path changes in a project. Before we start setting task dependencies, we will first amend the format of the display to show more clearly the critical path.

Gantt chart wizard This is an interactive assistant to help us format the Gantt chart view to the way we want it.
Critical path Note that some of the Gantt lines are in blue and some are in red. The tasks with red lines on the Gantt chart are those tasks which are on the critical path.

ACTIVITY

9.3 How to set dependencies between tasks using the menu bar.

EXERCISE 9.3 ¢ LEVEL: BASIC ¢ USING GANTT VIEW AND MENU

  • Use the cursor to select Tasks 1, 2 and 3.

  • Pick Edit menu.

  • Choose Link Tasks.

ACTIVITY

9.4 How to set dependencies between tasks using the link tasks icon.

EXERCISE 9.4 ¢ LEVEL: BASIC ¢ USING GANTT CHART VIEW AND TOOLBAR

  • Use the cursor to select Tasks 4, 5 and 6.

  • Click on the link tasks icon on the toolbar.

ACTIVITY

9.5 How to set dependencies between tasks using the bars in the Gantt chart.

EXERCISE 9.5 ¢ LEVEL: BASIC ¢ USING GANTT CHART VIEW

  • Click and hold the center of the task bar for Task 6.

  • Drag directly down to the center of the task bar for Task 7.

ACTIVITY

9.6 How to show more of the overall schedule or to show more of the detail.

EXERCISE 9.6 ¢ LEVEL: BASIC ¢ USING THE ZOOM ICONS

  • Click on the zoom out icon on the toolbar to see more of the schedule.

Dialog

Explain that the zoom in and out icons are one way to manipulate the image one sees on the computer display screen. There is also a Zoom command under the View menu.

ACTIVITY

9.7 How to go to the current finish date of an MS Project file.

EXERCISE 9.6 ¢ LEVEL: BASIC ¢ FINDING THE PROJECT END DATE

  • Pick Project menu.

  • Choose Project Information command.

  • Click Statistics button.

  • Look at and note current finish date.

Dialog

Explain that the project end date will change as the project changes and one way to find the end date of the project is to use the statistics button in the project information box.

ACTIVITY

9.8 How to set dependencies by using the predecessor column in the task sheet.

EXERCISE 9.8 ¢ LEVEL: ADVANCED ¢ USING THE VIEWS, TASK SHEET AND NETWORK DIAGRAM

  • Pick Window menu.

  • Choose Split to get combination view.

  • Select bottom view by clicking on it.

  • Pick View menu.

  • Choose More views.

  • Select Network Diagram. Apply.

  • Select top view by clicking on it.

  • Pick View menu.

  • Choose More views.

  • Select Task Sheet. Apply.

  • Select the predecessor column of Task 4.

  • Enter 3 in the predecessor column and hit CR.

  • What is the current finish date of the project?

ACTIVITY

9.9 How to set dependencies by using the ID column in the Task Form.

EXERCISE 9.9 ¢ LEVEL: ADVANCED ¢ USING THE VIEWS, GANTT CHART AND TASK FORM

  • Select the bottom view (Network Diagram).

  • Pick View menu.

  • Choose More views.

  • Select Task Form. Apply.

  • Pick Format menu.

  • Choose Details.

  • Pick predecessors and successors.

  • Click Previous or Next buttons on bottom view to select Task 6.

  • On bottom view, enter 7 in ID column of successor.

  • Click OK.

  • What is the current finish date of the project?

Dialog

Explain that the user can set relationships between tasks by entering the ID number of the predecessor of the task in the appropriate column.

ACTIVITY

9.10 How to set dependencies using the network diagram.

Comment

Still using the file Golf1C.

EXERCISE 9.10 ¢ LEVEL: BASIC ¢ USING THE VIEW, NETWORK DIAGRAM

  • Pick Windows menu.

  • Choose remove split.

  • Pick View menu.

  • Choose Network Diagram view.

  • Click in the box for Task 7 and drag the cursor to the box for Task 8.

  • What is the current finish date of the project?

ACTIVITY

9.11 How to set dependencies between tasks using Gantt chart view.

Comment

Note still using the file Golf1C.

EXERCISE 9.11 ¢ LEVEL: BASIC ¢ USING THE VIEW, GANTT CHART

  • Pick View menu.

  • Choose Gantt chart view.

  • Select Task 8.

  • Click on go to select task icon (this will cause the the Gantt chart to scroll such that the bar for Task 8 appears on the screen).

  • Click on Gantt bar of Task 8 and drag the cursor to the bar of Task 9.

  • What is the current finish date of the project?

ACTIVITY

9.12 Practice exercise in linking tasks.

EXERCISE 9.12 ¢ LEVEL: BASIC ¢ SET RELATIONSHIPS

  • Enter relationships for the remaining tasks using whichever method you prefer.

  • Which are the non-critical tasks?

Canceling a relationship There are as many ways of canceling a relationship as there are of setting it up.

ACTIVITY

9.12 How to remove task dependencies using the menu bar.

9.13 How to remove task dependencies using the unlink tasks icon.

9.14 How to remove task dependencies in the PERT chart view.

EXERCISE 9.12 ¢ LEVEL: BASIC ¢ USING THE GANTT VIEW AND THE MENU

  • Use the cursor to select Tasks 1, 2 and 3.

  • Pick Edit menu.

  • Choose Unlink Tasks.

EXERCISE 9.13 ¢ LEVEL: BASIC ¢ USING THE GANTT VIEW AND THE TOOLBAR

  • Use the cursor to select Tasks 4, 5 and 6.

  • Click on the unlink tasks icon on the toolbar.

EXERCISE 9.14 ¢ LEVEL: BASIC ¢ USING THE PERT CHART

  • Pick View menu.

  • Choose Network Chart view.

  • Double click on the line joining Tasks 7 and 8.

  • Choose Delete.

Dialog

Explain that there are a number of different ways to remove the relationships between tasks.

ACTIVITY

9.15 How to set dependencies for all the tasks in an MS Project file.

EXERCISE 9.15 ¢ LEVEL: BASIC ¢ LINK ALL TASKS IN FINISH-TO-START RELATIONSHIP

  • Pick View menu.

  • Choose Gantt Chart view.

  • Select all tasks by clicking on the header of the Task Name column.

  • Click on unlink tasks icon.

  • Click on link tasks icon.

Dialog

Explain that one can link or unlink all the tasks in an MS Project file by merely highlighting the Task Name column and choosing the appropriate icon or command.

   
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