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| <h1>EG1004 Skill Builder: Microsoft Project</h1>
| | #REDIRECT [[Microsoft Project Skill Builder]] |
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| <h2>OBJECTIVES</h2>
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| <p>To create a Microsoft Project schedule for your independent project - by performing
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| the instructions that follow and using Figure 1 as a sample.</p>
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| <p align=center>[[Image:SB1.gif]]</p>
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| <p class=caption>Figure 1: A Typical Project Plan</p>
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| <p>Note that tasks are ordered chronologically and an estimate of the amount of time it
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| takes to perform each task is specified.</p>
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| <h2>YOUR ASSIGNMENT</h2>
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| <h3>MS Project Exercise</h3>
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| <p>Your TA will show you how to use Microsoft Project to create the elements you will
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| need to complete this assignment. you will not submit this assignment, but you should still
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| complete it in order to be prepared to make a schedule for your Semester-Long Project.</p>
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| <h2>PROCEDURE</h2>
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| <h3>To Start on a New Project:</h3>
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| <ol>
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| <li>Open Microsoft Project.</li>
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| <li>Create a new file for your independent design project. To do this select Project,
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| then Project Information. In the Schedule From field, choose Project Finish Date.
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| Enter the date you expect to finish here. Click OK.</li>
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| <p><i><b>Note:</b> Make sure that the current date is correct and that the calendar
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| is set to standard.</i></p>
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| <li>Pull down the View menu, select View Bar, then click on the Gantt Chart icon to display
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| the schedule layout screen.</li>
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| <li>Add your tasks. To do this, move your cursor to the first box below Task Name. Type
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| in the task name. Repeat this process for all the tasks needed for your
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| project.</li>
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| <p><b>Note:</b><i>There are four relationships in Microsoft Project. They are <b>Finish-to-Start,
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| Start-to-Finish, Start-to-Start </b>and <b>Finish-to-Finish. Microsoft Project uses the
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| Finish-to-Start relationship by default. To designate one of the other relationships, type SF, SS,
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| or FF next to the task ID in the predecessors box. </b>For EG, we will use the <b>Finish-to-Start</b>
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| relationship.</i></p>
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| <li>There are two ways to set up relationships between the tasks. The first way is to select
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| the first task, hold down CTRL and select the next task. Repeat this process
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| until all the tasks you want to connect are highlighted. Then click the Link icon
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| on your toolbar. An icon will appear in the Gantt Chart showing the relationship
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| you designated. To begin to set up relationships the second way, you must first
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| expand the size of the schedule layout screen by dragging the vertical bar on
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| the right side of the screen to the right. When you can see the column called Predecessors,
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| designate the relationship you want to create by typing the ID number of the task that
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| will start in the box for the task that must finish first. An icon will appear in the Gantt Chart
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| showing the relationship you designated. For example, if you would like Task 2 to
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| begin upon completion of Task 1, type a <b><i>1 </i></b>in the Task 2 box in the Predecessors
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| column. Continue this process until you have established all the relationships you
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| would like to exist among your tasks.</li>
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| </ol>
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| <p>Note that you can change the relationship of the linked tasks. To do that, doubleclick on the
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| connecting arrow. A window will appear labeled task dependency. Choose the relationship of you
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| want for your tasks:</p>
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| <ol tyoe="a">
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| <li>Finish-to-Start - the first task must be finished until the second one can start.</li>
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| <li>Start-to-Finish - the opposite of Finish-to-Start.</li>
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| <li>Start-to-Start - the tasks must start simultaneously.</li>
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| <li>Finish-to-Finish - the tasks must finish together.</li>
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| </ol>
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| <p>In the task dependency window, you can also choose the amount of lag time between tasks.
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| If you do not designate lag time, Microsoft will begin Task 2 as soon as Task 1 is complete.
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| If you need to include a break between tasks, you must instruct the program to do this.</p>
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| <h3>To Change the Timescale:</h3>
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| <p><b>Note:</b> <i>The Microsoft Project default setting for the Gantt Chart is a daily
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| schedule. You will need to change this timescale for your independent project in order
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| to show all data.</i></p>
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| <ol>
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| <li>Pull down the Format menu, select Timescale, or right-click on Date Display on the
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| Gantt Chart and select Timescale.</li>
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| <li>In the window that appears, under Middle Tier Formatting, set Units to Months.</li>
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| <li>Select the Bottom Tier tab, under Minor Scale set Units to Weeks.</li>
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| <li>Click OK.</li>
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| </ol>
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| <h3>To Set Task Duration:</h3>
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| <p>In the Duration column highlight the box for the task you would like to adjust
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| and enter the desired duration.</p>
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| <p>To designate a duration, use:
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| <ul>
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| <li><b>hr</b> for hour</li>
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| <li><b>min</b> for minute</li>
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| <li><b>day</b> for day (this is working days, not calendar days - weekends are skipped)</li>
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| <li><b>wk</b> for week</li>
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| <li><b>mon</b> for month</li>
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| <li><b>edays</b> for elapsed days</li>
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| </ul>
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| <h3>To Name Resources:</h3>
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| <ol>
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| <li>Click on the Resource Sheet on the View Bar.</li>
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| <li>Type in the names of the members of your team.</li>
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| </ol>
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| <h3>To Assign Resources:</h3>
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| In the Resources column of the Schedule Layout window, highlight the box in the row for the
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| task you would like to assign. Type in the name of the team member who will perform this task.</p>
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| <p><b>Tip:</b> <i>To assign a task to more than one person, type both names in the highlighted box,
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| separated by a comma. By default, Microsoft Project will evenly distribute the task. To change this
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| distribution, manually enter the percentages in the command line.</i></p>
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| <h3>To Format the Gantt Chart</h3>
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| <ol>
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| <li>From the Format menu select Gantt Chart Wizard. A window labeled Step 1 will appear, click Next.</li>
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| <li>In the following window select Standard, and click Next.</li>
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| <li>In the following window select Custom Task Information, and click Next.</li>
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| <li>There are three fields in the window that appears:
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| <ul>
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| <li>Under Left Field, select Name.</li>
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| <li>Under Right Field, select Resource Names</li>
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| <li>Under Inside Field select, %work complete.</li>
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| </ul>
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| Click Next.</li>
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| <p><b>Note: </b><i>There are three Milestones and a Final Presentation in EG. This
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| information should be included in your Gantt Chart. Placing the Milestones here
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| will help keep your project on track. The directions for doing this appear here
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| later.</i></p>
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| <li>Click Next on the three screens that follow.</li>
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| <li>Then click Format It.</li>
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| <li>Exit the wizard.</li>
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| </ol>
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| <p><b>Note: </b><i>Once you become familiar with the program, you can modify
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| and label your sched</i><i>ule to better
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| fit your project.</i></p>
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| <h3>To Add Subtasks:</h3>
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| <ol>
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| <li>In the Task Name field, select the tasks you would like to designate as subtasks
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| and click the Indent button on the toolbar. To hide your subtasks, click on the – sign
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| that appears in the box with the task. To make your subtasks reappear, click on
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| the + sign.</li>
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| </ol>
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| <p align=center>[[Image:SB2.gif]]</p>
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| <p class=caption>Figure 2: Tasks and subtasks.</p>
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| <p>This completes your schedule. Be sure to save your work.</p>
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| <h3>To Include Your Microsoft Project in Your PowerPoint Presentations:</h3>
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| <ol>
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| <li>Select the camera icon.</li>
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| <li>A window will appear. Under Render Image, select <i>For Screen.</i></li>
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| <li>Select Copy Selected Rows. Enter the start and finish date of your project.</li>
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| <p><b>Note:</b> <i>This step is very important. Failure to do this causes more space
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| than you need to be copied and your picture will be too large.</i></p>
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| <li>Go to Microsoft PowerPoint and paste (CTRL+V) the picture into your slide.</li>
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| </ol>
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| <h3>To Update Your Schedule:</h3>
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| <ol>
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| <li>In the Tools menu go to Tracking and select Update Tasks.</li>
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| <li>Enter the name of the task you want to update, whether it has been completed,
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| its actual duration, or the time remaining. Then click OK.</li>
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| </ol>
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| <p><b>Important:</b> <i>You should modify you project schedule each week.</i></p>
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| <h3>To Update the Project:</h3>
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| <ol>
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| <li>From the Tools menu select Tracking, then Update Project.</li>
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| <li>Modify your schedule. Then click OK.</li>
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| </ol>
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| <h3>To Insert a New Task</h3>
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| <ol>
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| <li>Select the point in your project where you would like the task to start.</li>
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| <li>From the Insert menu select New Task.</li>
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| </ol>
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| <p><b>Important: </b><i>Be sure to update the <b>task information </b>to do this.</i></p>
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| <h3>To Add Milestones:</h3>
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| <ol>
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| <li>From the View menu select Gantt Chart.</li>
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| <li>Type <b><i>0 </i></b>in the duration field of the task if you want to change. A diamond
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| bullet will appear to indicate a milestone. See Figure 3.</li>
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| </ol>
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| <p class=caption>[[Image:SB3.gif]]</p>
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| <p class=caption>figure 3: Milestones on Gantt Chart</p>
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| <h3>To Add a Progress Line:</h3>
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| <ol>
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| <li>From the View menu select Gantt Chart.</li>
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| <li>From the Tools menu select Tracking, then Progress Lines.</li>
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| <li>Click the Dates and Intervals tab.</li>
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| </ol>
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| <p align=center>[[Image:SB4.gif]]</p>
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| <p class=caption>Figure 4: Gantt Chart with Progress Line</p>
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| <p><b>Important:</b> <i>A graph on the Gantt Chart with peaks pointing to the left for work
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| that is behind schedule and peaks pointing to the right for work that is ahead of schedule.</i></p>
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| <h3>Project Float</h3>
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| <p>The float of a project defines the amount of days that a project is early or late in meeting
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| the final deadline. A float of +5 days (the progress line is to the right) means that the project
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| will be completed 5 days ahead of schedule. A float of –5 days (the progress line is to the left)
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| means that the project will be completed 5 days behind schedule. A float of 0 days means that a
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| project will finish on the final date. A positive float is the result of tasks being completed
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| ahead of anticipated finish dates. A negative float is the result of tasks taking longer to
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| complete than originally scheduled.</p>
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| <p>For the independent projects, teams are to have a float of 0 days or better in
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| order to complete the project by the final presentation day.</p>
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| <p>In any event, accurate MS Project schedules are to be presented in all progress
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| reports. In the event that a team has a negative float at the time of a
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| progress report, the MS Project Schedule with the negative float <b>must</b> be
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| presented. To show the work-around, an adjusted MS Project Schedule must also be presented
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| that results in a float of 0 days or better, along with the original schedule.</p>
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| <p>Your work is now complete. Please clean up your workstation.</p>
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| [[Main_Page | Return to Table of Contents]]
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