Chapters 4,5 and 6Into policymaking and modeling in a comple.docx

Chapters 4,5 and 6
Into policymaking and modeling in a complex world
From Building a model to adaptive robust decision- making
using systems modelling
Features and added value of simulation Models using different
modelling approaches supporting policymaking: A comparative
analysis.
Chapter Goals and Objectives Overall – students will learn and
understand
consequences of complexity in the real-world, and meaningful
ways to understand and manage such situations
the implications of complexity and that many social systems
are unpredictable by nature, especially when in the presence of
structural change (transitions)
natural tendency to criticize the approaches that ignore
difficulties and pretend to predict using simplistic models
that managing a complex system requires a good understanding
of the dynamics of the system in question—to know, before they
occur, some of the real possibilities that might occur and be
ready so they can be reacted to as responsively as possible.
4. Policymaking and modeling in a complex world
the word “complexity” can be used to indicate a variety of kinds
of difficulties
identification of complexity and uncertainty in policy-making
in very simple physical systems, interactions may give rise to
complex behavior, expressed in different types of behavior,
ranging from very stable to chaotic

reasons why complex adaptive systems have a strong capacity
to self-organize
two of the ways systems are oversimplified: quantification and
compartmentalization
models are assessed by their ability to predict/mirror observed
aspects of the environments
5. From building a model to adaptive robust decision-making
using systems modeling
System Dynamics Modeling and Simulation of Old
✓ methods for modeling and simulating dynamically complex
systems
✓ evolutions in modeling and simulation with recent explosive
growth in computational power, data, social media, to support
decision-making
Recent Innovations and Expected Evolutions
✓ Why often seemingly more revolutionary—innovations have
been introduced and demonstrated, but that they have not been
massively adopted yet
Current and Expected Evolutions
✓ Three current evolutions expected to further reinforce -
“experiential art” to “computational science.”
Future State of Practice of Systems Modeling and Simulation
✓ modeling and simulation with sparse data to modeling and
simulation with (near real-time) big data;
✓ simulating and analyzing a few simulation runs to simulating
and simultaneously analyzing well-selected ensembles of runs;
✓ using models for intuitive policy testing to using models as
instruments for designing adaptive robust robust policies;
✓ developing educational flight simulators to fully integrated
decision support.
Features and added value of simulation models using different
modelling approaches to policy-making: A Comparative

analysis
Foundations of Simulation Modelling
✓ model simplification definitions—smaller, less detailed, less
complex,
Analysis of Simulation Models of Different Modelling
Approaches
✓ main goal – describe and compare different simulation
models to identify similarities,
✓ Identification of the differences that suggest useful
approaches, tools and techniques
✓ present a comparative analysis of different simulation models
with respect to their role in public decision-making processes
✓ investigate the differences between simulation models and
underlying modelling theories to find variables that impact
effectiveness of simulation models in policy-making ✓ main
benefits – provide an understanding of the peculiarities and the
added value of different kinds of simulation models generated
on the basis of particular modelling approaches
✓ Demonstrate how existing approaches to policy simulation
can be combined to effectively support public policy-making in
a comprehensive way
6. Features and added value of simulation Cont.…
MicroSim—Micro-simulation Model: Modelling the Swedish
Population
✓ event-driven micro-simulation model with discrete time steps,
✓ developed for exploring the impact of different intervention
policies based on vaccination, isolation and social distancing
Ocopomo’s Kosice Case – capture the behavior of key
stakeholders, decisionmakers towards a new energy policy, and
better housing alternatives using renewable energy sources
SKIN—Simulating Knowledge Dynamics in Innovation
Networks
✓ SKIN is an agent-based model used to understand innovation
policy initiatives

✓ contains heterogeneous agents that act and interact in a large-
scale complex and changing social environment
✓ involved agents represent innovative actors that try to sell
their innovations to other agents to produce their outputs
• Simulation Models and Discussion: Added Value Limitations
of Models
– due to social complexity and non-linearity, it is difficult to
describe processes and systems analytically (Gilbert and
Troitzsch, 2005) – micro-simulation models are based on a
weighted sum of a representative sample of the population
– consider characteristics of individuals and are able to
reproduce social reality (Martini and Trivellato, 1997).
– can predict short-term and long-term impact of policies
(Gilbert and Troitzsch 2005).
– micro-simulation models are costly to build and complex,
especially at the level of data analysis requirements
References:
Janssen, M., et al. (eds.), Policy Practice and Digital Science,
Public Administration and Information Technology 10, DOI
10.1007/978-3-319-12784-2_1
Appendix A:
Brief Guide to Microsoft Project
Professional 2016
Note: This guide was written using the free trial of Microsoft
Project Professional 2016 and Windows 10 in
2016. Your screens may appear slightly different. The files and

instructions in this guide will work with
Project Online Professional. The purpose of this guide is to
provide current or future project managers with
hands-on experience in using a popular and powerful project
management software tool.
June 2018 update: Check with your instructor about using
Microsoft Project. Microsoft changes which free
trials are available and updates software frequently. As of June
2018, you can access a 30-day free trial of
Project Online Professional. Many schools may provide access
as well.
Published by Schwalbe Publishing in Minneapolis, MN, April
2016, with slight changes made in June 2018.
Permission is granted to Cengage to provide this edition for
instructors and students using Information
Technology Project Management, Ninth Edition by Kathy
Schwalbe. This appendix is also available free from
Schwalbe Publishing at www.kathyschwalbe.com or
www.pmtexts.com along with the link to Microsoft’s
site, files mentioned in this appendix, and many other resources.
Detailed Table of Contents
Introduction
...............................................................................................
............................................................. 1
Project Management Software
...............................................................................................

............................... 1
Basic Features of Project Management Software
..............................................................................................
2
What’s new in Project Professional 2016
...............................................................................................
............. 3
Using Project Professional 2016
...............................................................................................
........................... 5
Before You Begin
...............................................................................................
............................................... 5
Using the 60-day Trial of Project Professional 2016:
.................................................................................. 5
Overview of Project Professional 2016
...............................................................................................
.......... 6
Getting Started and Finding Help
...............................................................................................
.............. 6
Understanding the Main Screen Elements
..............................................................................................
7
Exploring Project Professional 2016 Using a Template File
........................................................................... 8
Project Professional 2016
Views.....................................................................................
.............................. 11
Project Professional 2016 Reports
...............................................................................................
................ 13
Project Professional 2016 Filters

...............................................................................................
................... 15
Creating a New File and Entering Tasks in a Work Breakdown
Structure ................................................. 16
Creating a New Project File
...............................................................................................
............................ 16
Creating a Work Breakdown Structure Hierarchy
..................................................................................... 17
Creating Summary Tasks
............................................................................. ..................
................................ 19
Numbering Tasks
...............................................................................................
............................................. 20
Saving Project Files without a Baseline
...............................................................................................
........ 20
Developing the Schedule
...............................................................................................
...................................... 21
Calendars
...............................................................................................
........................................................... 21
Entering Task Durations
...............................................................................................
................................ 23
Manual and Automatic Scheduling
...............................................................................................
.......... 23
Duration Units and Guidelines for Entering
Durations...................................................................... 24

...............................................................................................
................................ 26
Establishing Task Dependencies
...............................................................................................
................... 29
Gantt Charts, Network Diagrams, and Critical Path Analysis
................................................................. 33
Project Cost and Resource Management
...............................................................................................
........... 36
Entering Fixed and Variable Cost Estimates
..............................................................................................
36
Entering Fixed Costs in the Cost Table
...............................................................................................
.. 36
Entering Resource Information and Cost Estimates
........................................................................... 37
Using the Team Planner Feature
...............................................................................................
.............. 40
Using the New Resource Engagement Feature
.................................................................................... 42
Entering Baseline Plans, Actual Costs, and Actual Times
........................................................................ 42
Viewing Earned Value Management Data
...............................................................................................
......... 45
Integrating Project Professional 2016 with Other Applications
and Apps for Office .............................. 46
Copying Information between Applications

...............................................................................................
46
Creating Hyperlinks to Other Files
...............................................................................................
............... 48
Using Project Professional 2016 Apps
...............................................................................................
......... 49
Synching with Project Server and Project Online
...................................................................................... 50
Discussion Questions
...............................................................................................
........................................... 51
Exercises
...............................................................................................
................................................................. 51
End Notes
...............................................................................................
.............................................................. 52
Schwalbe Publishing, Copyright
2018 1
INTRODUCTION
There are hundreds of project management software products on
the market today. “The Project Portfolio
Management (PPM) market size is expected to grow from USD
2.52 Billion in 2015 to USD 4.63 Billion by
2020, at a Compound Annual Growth Rate (CAGR) of 12.9%.”1

Leading vendors include Microsoft, CA
Technologies, HP, Oracle (who acquired Primavera), Planview,
and SAP. Many smaller companies also
provide their own products. Unfortunately, many people who
own this type of software have little idea how
to use it. It is important to understand basic concepts of project
management, such as creating a work
breakdown structure, determining task dependencies, assigning
resources, setting up project portfolios, and so
on before making effective use of PPM software. Many project
teams still use spreadsheets or other familiar
software to help manage projects. However, if you can master a
good project management software tool, it
can really help in managing projects. This appendix summarizes
basic information on project management
software in general. It also provides a brief guide to using
Microsoft Project Professional 2016, the latest
version of this popular software.
PROJECT MANAGEMENT SOFTWARE
As described at the end of Chapter 1, there are three basic
categories of project management software based
on their capabilities: low-end, midrange, and high-end tools.
The market size mentioned by Gartner is for
Project Portfolio Management (PPM) software, or the high-end
category. It is often used across large
organizations to manage thousands of projects while also
providing portfolio management features. Low-end
tools today are often free or very inexpensive, and most are
available online. For example, popular tools
include Basecamp, Trello, Zoho Projects, and Wrike, to name a
few. Several low-end tools focus on project
team collaboration and coordination and may not have features
like critical path analysis, resource allocation,
and status reporting, like mid-range and high-end tools do.

Microsoft Project Professional 2016 is considered to be a
midrange tool. It is only one of Microsoft’s
offerings in the project management realm as of 2016. Figure A-
1 provides a summary of the “plans” or
options for project management software available just from
Microsoft. Notice that the options focus on who
will be using the software and what type of features are needed.
Often an organization needs a combination
of tools. For example, project managers might focus on using
Project Professional synced with Project
Online, team members might use Project Lite, and PMO staff
and executives might use Project Online. Now
more than ever, deciding what project management software to
use is a project in itself!
Because this text focuses on work done by project managers and
the software is available as a free
trial, this Appendix provides a guide for using Project
Professional 2016.
2018 2
Figure A-1. Microsoft Project Options, Source: Microsoft,
April 2016
(https://products.office.com/en-us/project/compare-microsoft-
project-management-software)
BASIC FEATURES OF PROJECT MANAGEMENT

SOFTWARE
What makes project management software different from other
software tools? Why not just use a
spreadsheet to help manage projects?
You can do a lot of project management planning and tracking
using non-project management
software. You could use a simple word processor to list tasks,
resources, dates, and so on. If you put that
information into a spreadsheet, you can easily sort it, graph it,
and perform other functions. A relational
2018 3
database tool (such as Microsoft Access) could provide even
more manipulation of data. You can also use
email, social media, and other tools to collaborate with others.
However, project management software is designed specifically
for managing projects, so it normally
includes several distinct and important features not found in
other software products:
• Creating work breakdown structures, Gantt charts, and
network diagrams: As mentioned in this text, a
fundamental concept of project management is breaking down
the scope of the project into a work
breakdown structure (WBS). The WBS is the basis for creating
the project schedule, normally shown
as a Gantt chant. The Gantt chart shows start and end dates of
tasks as well as dependencies between

tasks, which are more clearly shown in a network diagram.
Project management software makes it
easy to create a WBS, Gantt chart, and network diagram. These
features help the project manager
and team visualize the project at various levels of detail.
• Integrating scope, time, and cost data: The WBS is a key tool
for summarizing the scope of a project, and
the Gantt chart summarizes the time or schedule for a project.
Project management software allows
you to assign cost and other resources to activities on the WBS,
which are tied to the schedule. This
allows you to create a cost baseline and use earned value
management to track project performance
in terms of scope, time, and cost in an integrated fashion.
• Setting a baseline and tracking progress: Another important
concept of project management is preparing a
plan and measuring progress against the plan. Project
management software lets you track progress
for each activity. The tracking Gantt chart is a nice tool for
easily seeing the planned and actual
schedule, and other views and reports show progress in other
areas.
• Providing other advanced project management features:
Project management software often provides other
advanced features, such as setting up different types of
scheduling dependencies, determining the
critical path and slack for activities, working with multiple
projects, and leveling resources. For
example, you can easily set up an activity to start when its
predecessor is halfway finished. After
entering dependencies, the software should easily show you the
critical path and slack for each
activity. You can also set up multiple projects in a program and

perform portfolio management
analysis with some products. Many project management
software products also allow you to easily
adjust resources within their slack allowances to create a
smoother resource distribution. These
advanced features unique to project management are rarely
found in other software tools.
As you can see, there are several important features that are
unique to project management software
that make them worth using. Next you’ll learn what’s new in
Project Professional 2016 and how to use basic
features.
WHAT’S NEW IN PROJECT PROFESSIONAL 2016
If you are familiar with Project Professional 2013 or earlier
versions, it may be helpful to review some of the
new features in Project Professional 2016. An easy way to do
this is by using one of the new features – a tab
on the ribbon called “Tell me what you want to do.” Figure A-2
shows the results after typing in “What’s
new” and then selecting “Get started.” Figure A-3 summarizes
the results after selecting “What’s new in
Project 2016.”
2018 4
Figure A-2. Finding what’s new with the Tell me what you want
to do feature

More flexible timelines
With Project 2016, not only can you leverage multiple timelines
to illustrate different phases or
categories of work, but you can also set the start and end dates
for each timeline separately, to paint
a clearer overall picture of the work involved.
Better control over resource scheduling
Some resources have limited availability, and may have their
time scheduled by a resource manager.
With Project Professional 2016 and Project Online, project
managers and resource managers can
negotiate an agreement, called a resource engagement, to make
sure that resources are being used
appropriately and effectively throughout your organization.
Do things quickly with Tell Me
You'll notice a text box on the ribbon in Project 2016 that says
Tell me what you want to do. This is a
text field where you can enter words and phrases related to what
you want to do next and quickly get
to features you want to use or actions you want to perform. You
can also choose to get help related
to what you're looking for.

New themes for Project
There are now three Office themes that you can apply to Project
2016: Colorful, Dark Gray, and White.
Figure A-3. What’s New in Project 2016
2018 5
Next, you will learn some basic information about Project
Professional 2016 and explore the main
screen elements and Help facility.
USING PROJECT PROFESSIONAL 2016
Before you can use any project management software
effectively, you must understand the fundamental
concepts of project management, such as creating a work
breakdown structure (WBS), establishing
dependencies between activities, entering duration estimates,
assigning resources, and so on. This Appendix is
included with several project management text books by the
author. Make sure you review these concepts
before using Project Professional 2016 so you understand what
you are doing.
Before You Begin
This appendix assumes you are using Microsoft Project
Professional 2016 with Windows 10 and are familiar
with other Windows-based applications. Check your work by
reviewing the many screen shots included in the

steps, or by using the solution files that are available for
download from the companion website for this text
or from your instructor. Project Online Professional will also
work with these instructions.
NOTE: You need to be running Windows 7 or later to use
Project Professional 2016 and an up-to-date browser. Certain
features require internet connectivity. You can read more
detailed system requirements and download a free trial
from Microsoft. This powerful software is very expensive.
Microsoft sells Project Professional 2016 on its
website for $1,159.99 as of April 2016. Many colleges and
universities provide the software to students either
on campus or through remote access. If you can use remote
access, the main requirement is high speed
internet connectivity. Check with your instructor for details or
for alternatives if you do not have easy access
to the software. Project Online Professional is available as a
free trial as of June 2018.
This appendix uses several template files and a fictitious project
to illustrate how to use the software.
The WBS for the fictitious file uses the five project
management process groups as level 2 items (initiating,
planning, executing, monitoring and controlling, and closing).
Standard deliverables under each of those
process groups are included. Each section of the appendix
includes hands-on activities for you to perform.
NOTE: To complete some of the hands-on activities in the
appendix, you will need to download files from
www.intropm.com or www.pmtexts.com to your computer.
When you begin each set of steps, make sure you
are using the correct file. Save the files you create yourself in a
different folder so you do not write over the
ones you download.

In addition, you will create the following files from scratch as
you work through the steps:
• 2016wbs.mpp
• 2016schedule.mpp
• 2016actuals.mpp
You will also use the following file to create a hyperlink:
• stakeholder register.doc
Using the free Trial of Project Online (as of June 2018):
If you plan to download the free trial, perform the following
steps:
1. Go to Microsoft’s website for free trials
(https://products.office.com/en-us/project/compare-
microsoft-project-management-software?tab=1) as of June
2018) and click on the Try button under
Project Online Professional. If that link does not work, check
for updates on www.intropm.com
or www.pmtexts.com. Also, be sure to read the preinstall
information, including the FAQs.
http://www.intropm.com/
2018 6

2. Enter your account information. You do need a Microsoft
account. It used to be called a Windows
Live account, so you may already have one if you set it up for
Xbox, SkyDrive, Office 2013, Office
365 or other items. If you do not have a Microsoft account, set
one up for free.
3. Install Project Professional 2016. Try the 32-bit option first.
After downloading the exe file, run it
and enter the product key Microsoft provides when prompted. If
you have problems, contact your
instructor or Microsoft support. Follow instructions for the
Project Online Professional trial.
Next you will learn how to start Microsoft Project Professional
2016 and open a Blank Project.
Overview of Project Professional 2016
The first step to mastering Project Professional 2016 is to
become familiar with the major screen elements
and the Help facility. This section describes each of these
features.
Getting Started and Finding Help
To start Project Professional 2016:
1. Open Project Professional 2016. There are slightly different
methods for opening Project Professional
2016 depending on your operating system. For example, in

Windows 10, click the Start button on
the taskbar, All Apps, and then click Project 2016 or type it in
the search bar. Alternatively, a
shortcut or icon might be available on the desktop; in this case,
double-click the icon to start the
software.
2. Start a Blank Project. Click on Blank Project, the first option
as shown in Figure A-4. The left part of
the screen shows recent files (if you have any) and allows you
to open other projects as well. The
current date is the default project start date.
Figure A-4. Project Professional 2016 initial options – access
Blank Project
3. Learn about basic tasks in Project. Click the Tell me what
you want to do tab, type Help, click Get
started, and then click Basic tasks in Project, as shown in
Figure A-5.
NOTE: The term “tasks” is used in Project Professional 2016,
while PMI prefers to use the terms
deliverables and activities. Also, the name of the software is
often referred to as just Project or Project 2016.
2018 7

Figure A-5. Help on basic tasks in Project
4. Explore the basic tasks information. Click on Add tasks.
Scroll down to read about the other options.
You can also type in the search bar to explore other Help topics.
When you are finished, close the
Help window.
Understanding the Main Screen Elements
Review the main screen elements, as shown in Figure A-6. Look
at some of the elements of the screen.
• The Ribbon, tabs, and Quick Access toolbar are similar to
other Office applications.
• The timeline view is displayed below the ribbon. It shows a
high-level view of the project
schedule. You can easily copy the timeline into other software,
as most of your stakeholders may
want to see it and not the detailed schedule.
• The default manual scheduling for new tasks is on the lower
left of the screen. You can click that
option to switch to automatic scheduling.
• The default view is the Gantt chart view, which shows tasks
and other information in a calendar
display. (Recall from the note on the previous page that
Microsoft uses the term tasks instead of
deliverables or activities.) You can access other views by
clicking the View icon on the far left
side of the ribbon.
• The areas where you enter information in a spreadsheet-like
table are part of the Entry table. For

example, you can see entry areas for Task Name, Duration,
Start, Finish, and Predecessors.
• You can make the Entry table more or less wide by using the
Split bar. When you move the
mouse over the split bar, your cursor changes to the resize
pointer. Clicking and dragging the
split bar to the right reveals columns for Resource Names and
Add New columns.
• The first column in the Entry table is the Indicators column.
The Indicators column displays
indicators or symbols related to items associated with each task,
such as task notes or hyperlinks
to other files.
• The file name displays centered at the top of the screen. When
you open a Blank Project after
starting Project 2016, it opens a new file named Project1, which
is shown in the title bar. If you
open a second Blank Project, the name will be Project2, and so
on, until you save and rename
the file.
2018 8
Indicators column Tabs Entry table Gantt chart view
(default view)
Figure A-6. Project Professional 2016 main screen

Many features in Project Professional 2016 are similar to ones
in other Windows programs. For
example, to collapse or expand tasks, click the appropriate
symbols to the left of the task name. To access
shortcut items, right-click in either the Entry table area or the
Gantt chart. Many of the Entry table operations
are very similar to operations in Excel. For example, to adjust a
column width, click and drag between the
column heading titles.
Next, you will get some hands-on experience by opening an
existing file to explore various screen
elements. Project Professional 2016 comes with several
template files, and you can also access templates from
various websites.
EXPLORING PROJECT PROFESSIONAL 2016 USING A
TEMPLATE FILE
To open a template file and adjust screen elements:
1. Open a template file. Click the File tab, select New, click
Market Research Schedule, and then
click Create. These screen shots were taken on April 7, 2016, so
you can enter that date if you
like or leave the default as “Today” or the current date. Your
screen should resemble Figure
A-7. (Note: If you cannot find the template, you can download
it from www.intropm.com
and open it. To open an existing file, click the File tab, then
select Open, and browse to find
the file.)
2. Move the Split Bar. Move the Split Bar to the right so the
Task Name and Duration columns are

visible.
3. Expand a WBS item. Click on the arrow to the left of
Initiation Phase in the Task Name column to
reveal the activities under that WBS item.
4. View the second Note: Move your mouse over the yellow
Notes symbol in the Indicators column for
Task 7 to read it. You can insert notes for any task by using the
Notes icon on the ribbon.
Quick
Access
Toolbar
Ribbon
Timeline
Split bar
Manual/
automatic
scheduling
2018 9

Figure A-7. Market research schedule template file
To show different WBS levels and adjust the timescale:
1. Select Outline Level 1 to display WBS level 2 tasks. Click
the View tab and then the Outline button’s list
arrow, and then click Outline Level 1. Notice that only the level
2 WBS items display in the Entry table.
The black bars on the Gantt chart represent the summary tasks.
Recall that the entire project is normally
referred to as WBS level 1, and the next highest level is called
level 2.
2. Adjust the timescale. Click the Zoom out button (minus sign)
on the left side of the Zoom slider on
the lower left of the screen, as shown in Figure A-8, until you
see all of the symbols on the Gantt chart
(click it three times). Notice the timescale is now showing
quarters instead of weeks. It is often easier to
read the schedule when all of the symbols are visible. You can
also Zoom in when more details are
needed.
Outline button Timeline
check box Zoom out timescale
on slider bar
Figure A-8. Showing level 1 of the WBS and adjusted timescale
3. View all tasks. Click the Outline button and select All
Subtasks to see all of the items in the Task

Name column again. Remember that you can expand or collapse
tasks as desired.
Split bar
Notes
indicator
2018 10
To adjust, add multiple timelines, share, and print the timeline:
1. Remove the timeline and display it again. Click the Timeline
checkbox on the Ribbon to unselect it. Click it
again to display it. The timeline is different than the time scale
as it shows a high-level schedule on one
line while the timescale adjusts the time units for symbols on
the Gantt chart.
2. Add a new timeline: Click anywhere on the current timeline
(toward the left side of the screen), click
the Format tab, and then click Timeline Bar button under the
Timeline Tools. Drag the line between the
Timeline and Gantt Chart to reveal the second timeline. Your
screen should resemble Figure A-9.

Drag to see second timeline Timeline bar button
Figure A-9. Adding a second timeline.
3. Add tasks to the new timeline. Right-click on Task 2,
Requirements Gathering & Analysis, then click Add
to Timeline. Scroll down to also right-click on Task 7, Project
Charter Development, and then click Add
to Timeline to add it as well.
4. Adjust the dates and format of the new timeline. Right-click
anywhere in the second timeline, click Date
Range, and then click Set custom dates. Enter 4/1/04 for the
Start date and 5/1/04 for the finish dates.
(Remember that this is a template file from Microsoft, and it
had the dates entered as 2004).
5. Display a task as a callout on the timeline. Right-click on
Project Charter Development in the second
timeline, and then click Display as callout. Click and drag on
the callout to move it down and to the right,
as shown in Figure A-10. You can also right-click on a task to
change its color or font, if desired.
2018 11
Figure A-10. Second timeline with callout.
6. Close the file without saving. Click the Close icon in the
upper right of the window, and select No when

prompted to save the file.
Project Professional 2016 Views
Project Professional 2016 provides many ways to display or
view project information. In addition to the
default Gantt chart, you can view the network diagram,
calendar, and task usage views, to name a few. These
views allow you to analyze project information in different
ways. The View tab also provides access to
different tables that display information in various ways. In
addition to the default Entry table view, you can
access tables that focus on data related to areas such as the
Schedule, Cost, Tracking, Variance, and Earned
Value tables.
To access and explore different views:
1. Explore the Network Diagram for the Market Research
Schedule file. Open the Market Research Schedule
file again. Click the View tab, the Outline button, and All
Subtasks again. Click the Network Diagram
button, and then move the Zoom slider on the lower right of the
screen all the way to the left. Your
screen should resemble Figure A-11. Critical tasks
automatically display in red in the Network Diagram
view.
2. Explore the Calendar view. Click the Calendar button (under
the Network Diagram button). Notice
that the screen lists tasks each day in a calendar format.
3. Change the table view. Click the Gantt Chart button on the
ribbon, click the Tables button, and then
click Schedule. Figure A-12 shows the tables view options.

2018 12
Network Diagram
Figure A-11. Network diagram view
Figure A-12. Tables view options
4. Examine the Schedule table and other views. Move the Split
bar to the right to review the Total Slack
column. Notice that the columns in the table to the left of the
Gantt chart, as shown in Figure A-13,
now display more detailed schedule information, such as Late
Start, Late Finish, Free Slack, and Total
Slack. Remember that you can widen columns by double-
clicking the resize pointer to the right of that
column. You must do this for the Start, Finish, and Late Start
columns to remove the #### symbols.
You can also move the split bar to reveal more or fewer
columns. Experiment with other table views,
then return to the Entry table view.
2018 13

Figure A-13. Schedule table view
5. Close the file without saving. Click the Close icon in the
upper right of the window, and select No when
prompted to save the file. You can also close Project
Professional 2016 if you want to take a break.
Project Professional 2016 Reports
Project Professional 2016 provides many ways to report project
information as well. In addition to traditional
reports, you can also prepare visual reports, with both available
under the Report tab. Note that the visual
reports often require that you have other Microsoft application
software, such as Excel and Visio. Project
Professional 2016 automatically formats reports for ease of
printing.
To access and explore different reports:
1. Open another template file. With Project 2016 open, click on
the File tab, click New, then double-click
on the template called Earned value. Read the information on
the initial screen to learn more about the
concept of earned value. Click on the View tab, then click the
Gantt chart icon.
2. Explore the reports feature. Click the Report tab to see the
variety of reports available in Project
2016, as shown in Figure A-14.
Figure A-14. Report options
3. View the Project Overview report. Click Dashboards, and

then double-click Project Overview. Review
the report, noting that the project is 17% complete. You must
have entered some actual information and cost
data to take advantage of this report. Also notice the new
options on the ribbon, as shown in Figure A-15.
2018 14
Figure A-15. Project Overview report
4. Open the Resource Overview report. Click the Report tab
again, click Resources, and then click
Resource Overview. Review the report, as shown in Figure A-
16.
Figure A-16. Resource Overview report
5. Examine other reports. Click on the Report tab, click In
Progress, and then click Critical Tasks to
display the Critical Tasks report, as shown in Figure A-17.
Examine other reports.
2018 15
Figure A-17. Critical tasks report

6. Return to the Gantt chart. Click the View tab, and then click
on Gantt Chart to return to the Gantt
chart view. Next, you will use this same file to explore filters.
Project Professional 2016 Filters
Project Professional 2016 uses a relational database to filter,
sort, store, and display information. Filtering
project information is very useful. For example, if a project
includes thousands of tasks, you might want to
view only summary or milestone tasks to get a high-level view
of the project by using the Milestones or
Summary Tasks filter from the Filter list. You can select a filter
that shows only tasks on the critical path if
that is what you want to see. Other filters include Completed
Tasks, Late Tasks, and Date Range, which
displays tasks based on dates you provide. As shown earlier,
you can also click the Outline button on the
toolbar to display different levels in the WBS quickly.
To explore Project Professional 2016 filters:
1. Access filters. Click the Filter list arrow, as shown in Figure
A-18. The default filter is No Filter, which
shows all tasks.
Filter list arrow
Figure A-18. Using a filter
2018 16

2. Filter to show milestones. Click Milestones in the list of
filters. Notice that the Gantt chart only shows
the summary tasks and milestones for the project. Your screen
should resemble Figure A-19. Recall that
milestones are significant events.
3. View other filters. Click the Filter list arrow, and then click
Critical. Now only the critical tasks appear
in the WBS (which happens to be all of the tasks in this file).
Experiment with other filters.
Figure A-19. Milestones filter applied
4. Close the file without saving. When you are finished
reviewing the Earned value file, click the Close
icon for the window, and select No when prompted to save the
file.
5. Exit Project 2016. Review other template files, if desired.
When you are finished, click the Close
icon for Project 2016.
Now that you are familiar with the main screen elements, views,
reports, and filters, you will learn
how to use Project Professional 2016 to create a new file.
CREATING A NEW FILE AND ENTERING TASKS IN A
WORK
BREAKDOWN STRUCTURE
To create a new Project Professional 2016 file, you must first
enter the start date, and then enter the tasks.
The list of tasks, if entered properly, show the deliverables for

the project in a work breakdown structure
(WBS) format. Deliverables can be broken down into activities
to show more specific actions required to
complete the work. The file you create in the following steps
could be used for a class project which lasts
approximately three months. It uses the project management
process groups to reinforce use of several
project management deliverables described in this text.
NOTE: In this section, you will go through several steps to
create a new Project Professional 2016 file
named 2016wbs.mpp. If you want to download the completed
file to check your work or continue to the next
section, a copy is available on the companion website for this
text at www.intropm.com. Try to complete an
entire section of this appendix (entering tasks in a work
breakdown structure, developing the schedule, and so
on) in one sitting to create the complete file.
Creating a New Project File
To create a new project file:
1. Create a blank project. Open Project 2016 and click on Blank
Project. A blank project file opens with a
default filename of Project1, Project2, and so on. (If Project
2016 is already open and you want to open
a new file, click the File tab, select New, and then Blank
Project.)
2. Open the Project Information dialog box. Click the Project
tab, and then click Project Information to
display the Project Information dialog box, as shown in Figure
A-20. This dialog box enables you to set
dates for the project, select the calendar to use, and view
project statistics. The project start date will

2018 17
default to the current date. Note that in Figure A-20 the file was
created on 4/11/16 and a Start date of
5/2/16 was entered.
NOTE: All dates are entered in month/day/year or American
format. You can change the date format by
selecting Options from the File tab. Click the date format you
want to use in the Date Format box under the
General settings. You can also customize the Ribbon, change
default currencies in the display, and so on
under Project Options.
3. Enter the project start date. In the Start date text box, enter
8/1/16. Setting your project start date to
8/1/16 will ensure that your work matches the results that
appear in this appendix. Change the Current
date to 8/1/16 as well. Click OK or press Enter.
Start date text box Current date text box
Figure A-20. Project information dialog box
Creating a Work Breakdown Structure Hierarchy
A work breakdown structure (WBS) is a fundamental part of
project management. Developing a good WBS
takes time, and it will make entering tasks into the Entry table

easier if you develop the WBS first. For this
example, you will use the project management process groups as
the main WBS categories and add some key
deliverables, activities, and milestones under each one. You will
use the information in Figure A-21 to enter
tasks. For the first task, enter your name, not the text “enter
your name.” Note that Microsoft Project uses
the term tasks instead of deliverables or activities or milestones,
so it is also used in this appendix.
2018 18
1. Initiating – enter your name 16. Activity D1
2. Stakeholder identification 17. Activity D2
3. Stakeholder register completed 18. Deliverable 1 completed
4. Stakeholder management strategy
completed
19. Deliverable 2
5. Project charter 20. Deliverable 3
6. Project charter completed 21. Monitoring and Controlling
7. Kickoff meeting 22. Actual hours tracking

8. Kickoff meeting completed 23. Project documents updates
9. Planning 24. Progress report 1
10. Schedule 25. Progress report 2
11. Gantt chart completed 26. Team review meetings
12. Scope statement 27. Closing
13. Initial scope statement completed 28. Final project report
14. Executing 29. Final project presentation
15. Deliverable 1 30. Project completed
Figure A-21. Task list for 2016wbs file
To develop a WBS for the project:
1. Enter task names. Enter the 30 items in Figure A-21 into the
Task Name column in the order
shown. To not have the text wrap, click on the Format Tab,
click Column Settings, and then click
Wrap Text to turn it off. Do not worry about durations or any
other information at this time. Type
the name of each item into the Task Name column of the Entry
table, beginning with the first row.
Press Enter or the down arrow key on your keyboard to move to
the next row.
HELP: If you accidentally skip a row, highlight the task row,
right-click, and select Insert Task. To edit a task
entry, click the text for that task, and either type over the old
text or edit the existing text. Entering tasks into
Project Professional 2016 and editing the information is similar

to entering and editing data in an Excel
spreadsheet. You can also easily copy and paste text from Excel
or Word into Project, such as the list of
tasks.
2. Adjust the Task Name column width as needed. To make all
the text display in the Task Name column,
move the mouse over the right-column gridline in the Task
Name column heading until you see the
resize pointer , and then click the left mouse button and drag the
line to the right to make the column
wider, or simply double-click to adjust the column width
automatically.
This WBS separates tasks according to the project management
process groups of initiating,
planning, executing, monitoring and controlling, and closing.
These categories will be the level 2 items in the
WBS for this project. (Remember the whole project is level 1.)
It is a good idea to include all of these process
groups because there are important deliverables that must be
done under each of them. Recall that the WBS
should include all of the work required for the project. In this
example, the WBS will be purposefully left at a
high level (level 3). You will create these levels, or the WBS
hierarchy, next when you create summary tasks.
For a real project, you would usually break the WBS into even
more levels and then enter activities to provide
2018 19
more details to describe all the work involved in the project.

For example, each deliverable would probably
have several levels, activities, and milestones under it. You can
review other texts, template files, or other
WBSs for more information. This appendix focuses on the
mechanics of using Project Professional 2016.
Creating Summary Tasks
After entering the items listed in Figure A-21 into the Entry
table, the next step is to show the WBS levels by
creating summary tasks. The summary tasks in this example are
Tasks 1 (initiating), 9 (planning), 14
(executing), 21 (monitoring and controlling), and 27 (closing).
Task 15 (Deliverable 1) under executing is also
a summary task with Activity D1 and Activity D2 under it. You
create summary tasks by highlighting and
indenting their respective subtasks.
To create the summary tasks:
1. Select lower level or subtasks. Click on the Task tab.
Highlight Tasks 2 through 8 by clicking the cell for
Task 2 and dragging the mouse through the cells to Task 8.
2. Indent subtasks. Click the Indent Tasks button on the ribbon
(or press Alt + Shift + right arrow) so
your screen resembles Figure A-22. After the subtasks (Tasks 2
through 8) are indented, notice that Task
1 automatically becomes boldface, which indicates that it is a
summary task. A collapse symbol appears to
the left of the new summary task name. Clicking the collapse
symbol (filled triangle sign) will collapse the
summary task and hide the subtasks beneath it. When subtasks
are hidden, an expand symbol (unfilled
triangle sign) appears to the left of the summary task name.
Clicking the expand symbol will expand the

summary task. Also, notice that the symbol for the summary
task on the Gantt chart has changed from a
blue to a black line with arrows indicating the start and end
dates. The Task Mode has also changed to
make this task automatically scheduled. You’ll learn more about
this feature later. For now, focus on
entering and indenting the tasks to create the WBS.
Expand or collapse symbols by
Summary tasks Indent Task Summary task symbol
Figure A-22. Indenting tasks to create the WBS hierarchy
3. Create other summary tasks and subtasks. Create subtasks
and summary tasks for the other process
groups by following the same steps. Indent Tasks 10 through 13
to make Task 9 a summary task. Indent
Tasks 15 through 20 to make Task 14 a summary task. Indent
Tasks 22 through 26 to make Task 21 a
summary task. Indent Tasks 28 through 30 to make Task 27 a
summary task. Widen the Task Name
column to see all of your text, as needed.
4. Create another level in the WBS. Indent Tasks 16 and 17 to
make Task 15 a summary task. Notice that
Task 15 is indented even further. On a real project, you would
also break down the activities for other
deliverables.
2018 20

TIP: To change a task from a subtask to a summary task or to
change its level in the WBS, you can
“outdent” the task. To outdent the task, click the cell of the task
or tasks you want to change, and then
click the Outdent Task button (the button just to the left of the
Indent Task button). You can also press
Alt + Shift + Right Arrow to indent tasks and Alt + Shift + Left
Arrow to outdent tasks.
Numbering Tasks
To display automatic numbering of tasks using the standard
tabular numbering system for a WBS:
1. Show outline numbers. Click the Format tab, and then click
the Outline Number checkbox on the
right side of the ribbon. Project Professional 2016 adds the
appropriate WBS numbering to the task
names. Note that you can customize the numbering format as
desired.
2. Show project summary task. Click the Project Summary
checkbox just below the Outline Number
checkbox. Scroll to the top of the file to see that a new task,
Project 1, the name of the file, has been
added under row 0. Your file should resemble Figure A-23.
Outline Numbers Outline Number and Project
Summary Task check boxes
Figure A-23. Adding automatic outline numbers and a project
summary task

Saving Project Files without a Baseline
An important part of project management is tracking
performance against a baseline, or approved plan. It is
important to wait until you are ready to save your file with a
baseline because Project Professional 2016 will
show changes against a baseline. Since you are still developing
your project file for this project, you want to
save the file without a baseline, which is the default way to save
a file. Later in this appendix, you will save the
file with a baseline. You will then enter actual information to
compare planned and actual performance data.
To save a file without a baseline:
1. Save your file. Click the File tab and then click Save, or click
the Save button on the Quick Access
toolbar.
2. Enter a filename. In the Save dialog box, type 2016wbs in the
File name text box. Browse to the
location in which you want to save the file, and then click Save.
2018 21
3. Close Project Professional 2016. Click the Close icon to exit.
HELP: If you want to download the file 2016wbs.mpp to check
your work or continue to the next section, a
copy is available on the companion Website for this text, the
author’s Website, or from your instructor.

DEVELOPING THE SCHEDULE
Many people use Project Professional 2016 for its scheduling
features. The first step in using these features,
after inputting the tasks for the project, is to change calendars,
if needed, and then enter durations for tasks or
specific dates when tasks will occur. You must also enter task
dependencies in order for schedules to adjust
automatically and to do critical path analysis. After entering
durations and task dependencies, you can view
the network diagram, critical path, and slack information.
Calendars
The standard Project Professional 2016 calendar assumes that
working hours are Monday through Friday,
from 8:00 a.m. to 5:00 p.m., with an hour for lunch from noon
until 1:00 p.m. In addition to the standard
calendar, Project also includes a 24 Hours calendar and Night
Shift calendar. The 24 Hours calendar assumes
resources can work any hour and any day of the week. The
Night Shift calendar assumes working hours are
Monday through Saturday, from 12:00 a.m. to 3:00 a.m., 4:00
a.m. 8 a.m., and 11 p.m. to 12 a.m. You can
create a different base calendar to meet your unique project
requirements.
To create a new base calendar:
1. Open a new file and access the Change Working Time dialog
box. With Project Professional 2016 open, click
the Project tab, and then click the Change Working Time button
under the Properties group. The
Change Working Time dialog box opens, as shown in Figure A-
24.

2. Name the new base calendar. In the Change Working Time
dialog box, click Create New Calendar. The
Create New Base Calendar dialog box opens. Click the Create
new base calendar radio button, type
Fiscal as the name of the new calendar in the Name text box,
and then click OK.
3. Change the fiscal year start. In the Change Working Time
dialog box, click Options at the bottom of the
screen. Change the fiscal year to start in October instead of
January. Review other options in this
screen, and then click OK twice.
2018 22
Figure A-24. Change Working Time dialog box
You can use this new calendar for the whole project, or you can
assign it to specific resources on the project.
To assign the new calendar to the whole project:
1. Open the Project Information dialog box. Click the Project
tab, and then click the Change Working Time
button.
2. Select a new calendar. Click the For calendar list arrow to
display a list of available calendars. Select
your new calendar named Fiscal from this list, and then click

OK.
To assign a specific calendar to a specific resource:
1. Assign a new calendar. Click the View tab, and then click the
Resource Sheet button under the
Resource Views group. Type Adam in the Resource Name
column, and then press Enter.
2. Select the calendar. Click the cell under the Base column that
says Standard on the right part of the
screen for Adam. Click the list arrow to display the options, and
then select Fiscal as shown in Figure A-
25.
Figure A-25. Changing calendars for specific resources
2018 23
3. Block off vacation time. Double-click the resource name
Adam to display the Resource Information
dialog box, and then click the Change Working Time button,
located on the General tab in the
Resource Information dialog box. You can block off vacation
time for people by selecting the
appropriate days on the calendar and marking them as
nonworking days. Click OK to accept your
changes, and then click OK to close the Resource Information
dialog box.
4. Close the file without saving it. Click the Close box, and then

click No when you are prompted to save
the file.
Recall that duration includes the actual amount of time spent
working on an activity plus elapsed time.
Duration does not equal effort. For example, you might have an
activity that you estimate will take one
person 40 hours of effort to complete, but you allow two weeks
on a calendar for its duration. You can
simply enter 2w (for two weeks) in the Duration column for that
activity (called a task in Project Professional
2016).
Manual and Automatic Scheduling
If you have used older versions of Project, you may have
noticed that when you entered an item in the Task
Name column, it was automatically assigned a duration of one
day, and Start and Finish dates were also
automatically entered. This is still the case in Project 2016 (and
Project 2013) if you use automatic scheduling
for a task. If you use manual scheduling, no durations or dates
are automatically entered. The other big
change with manual scheduling is that summary task durations
are not automatically calculated based on their
subtasks when they are set up as manually scheduled tasks.
Figure A-26 illustrates these differences. Notice
that the Manual subtask 1 had no information entered for its
duration, start, or finish dates. Also note that the
duration for Manual summary task 1’s duration is not dependent
on the durations of its subtasks. For the
automatic summary task, its duration is dependent on its
summary tasks, and information is entered for all of
the durations, start, and end dates. You can switch between

automatic and manual scheduling for tasks in the
same file, as desired, by changing the Task Mode.
Figure A-26. Manual versus automatic scheduling
When you move your mouse over the Task Mode column (shown
in the far left in Figure A-26)
Project Professional 2016 displays the following information:
• A task can be either Manually Scheduled or Automatically
Scheduled.
• Manually Scheduled tasks have user-defined Start, Finish and
Duration values. Project will
never change their dates, but may warn you if there are
potential issues with the entered
values.
• Automatically Scheduled tasks have Start, Finish and Duration
values calculated by Project based on
dependencies, constraints, calendars, and other factors.
Project Help provides the following example of using both
manual and automatic scheduling. You
set up a preliminary project plan that’s still in the proposal
stage. You have a vague idea of major milestone
dates but not much detail on other dates in various phases of the
project. You build tasks and milestones
using the Manually Scheduled task mode. The proposal is
accepted and the tasks and deliverable dates

2018 24
become more defined. You continue to manually schedule those
tasks and dates for a while, but as certain
phases become well-defined, you decide to switch the tasks in
those phases to the Automatically Scheduled
task mode. By letting the software handle the complexities of
scheduling, you can focus your attention on
those phases that are still under development.
Duration Units and Guidelines for Entering Durations
To indicate the length of a task’s duration, you normally type
both a number and an appropriate duration
symbol. If you type only a number, Project Professional 2016
automatically enters days as the duration unit.
Duration unit symbols include:
• d = days (default)
• w = weeks
• m = minutes
• h = hours
• mo or mon = months
• ed = elapsed days
• ew = elapsed weeks
For example, to enter two weeks for a task’s duration, type 2w
in the Duration column. (You can
also type wk, wks, week, or weeks, instead of just w.) To enter

four days for a task’s duration, type 4 or 4d in
the Duration column. You can also enter elapsed times in the
Duration column. For example, 3ed means
three elapsed days, and 2ew means two elapsed weeks.
You would use an elapsed duration for a task like “Allow
cement to dry.” The cement will dry in
exactly the same amount of time regardless of whether it is a
workday, a weekend, or a holiday. Project’s
default calendar does not assume that work is done on
weekends. You will learn to change the calendar later
in this appendix.
It is important to follow a few important rules when entering
durations:
• To mark a task as a milestone, enter 0 for the duration. You
can also mark tasks that have a non-
zero duration as milestones by checking the “Mark task as
milestone” option in the Task
Information dialog box on the Advanced tab. You simply
double-click a task to access this dialog
box. The milestone symbol for those tasks will appear at their
start date.
• You can enter the exact start and finish dates for activities
instead of entering durations in the
automatic scheduling mode. To enter start and finish dates,
move the split bar to the right to
reveal the Start and Finish columns. You normally only enter
start and finish dates in this mode
when those dates are certain.
• If you want task dates to adjust according to any other task
dates, do not enter exact start and
finish dates. Instead, enter durations and then establish

dependencies to related tasks.
• To enter recurring tasks, such as weekly meetings, select
Recurring Task from the Task button
under the Task tab, Insert group. Enter the task name, the
duration, and when the task occurs.
Project Professional 2016 will automatically insert appropriate
subtasks based on the length of
the project and the number of tasks required for the recurring
task.
• Remember to change the default calendar if needed, as shown
earlier.
Next, you will set task durations in the file that you created and
saved in the previous section. If you
did not create the file named 2016wbs.mpp, you can download it
from the companion Website for this text.
2018 25
Use the information in Figure A-27 to enter durations. The
Project Professional 2016 row number is
shown to the left of each task name in the table.
Task Row Task Name Duration
2 Stakeholder identification 1w
3 Stakeholder register completed 0
4 Stakeholder management strategy completed 0

5 Project charter 1w
6 Project charter completed 0
7 Kickoff meeting 3d
8 Kickoff meeting completed 0
10 Schedule 5d
11 Gantt chart completed 0
12 Scope statement 8d
13 Initial scope statement completed 0
16 Activity D1 4w
17 Activity D2 6w
18 Deliverable 1 completed 0
19 Deliverable 2 3w
20 Deliverable 3 5w
24 Progress report 1 0
25 Progress report 2 0
28 Final project report 4d
29 Final presentation 4d
30 Project completed 0

Figure A-27. Task durations
2018 26
To enter task durations:
1. Enter the duration for Task 2. Open the 2016wbs file, and
move the split bar to the right, if needed, to
reveal the Duration, Start, and Finish columns. Click the
Duration column for row 2, Stakeholder
identification, type 1w, and then press Enter. Notice that the
duration for the first task, Initiating, also
changed since it is a summary task and is an Automatically
scheduled task, as shown in the Task Mode
column. When you created summary tasks earlier, the software
changed their scheduling mode to
Automatic. Also notice that the Start and Finish date for Task 2
remain blank, since that task is a
Manually scheduled task.
2. Enter the duration for Task 3. In the Duration column for
row 3, Stakeholder register completed, type
0, and then press Enter. Remember that a task with zero
duration is a milestone. Notice the milestone or
diamond symbol next to the date 8/1 that appears on the Gantt
chart, as shown in Figure A-28.
Remember that you can adjust the Task Name column width to
see all of the text and use the Zoom
slider to change the length of the Gantt chart bars.

Task Mode column
Figure A-28.
Entering task durations
3. Make all tasks automatically scheduled tasks. To save time
because you do want most of the tasks to be
automatically scheduled, select all of the tasks by clicking the
Task Name column heading, and then
click the Auto Schedule button under the Task tab, as shown in
Figure A-29. Most of the durations
change to 1.
4. Enter remaining task durations. Continue to enter the
durations using the information in Figure A-27 or
Figure A-30. Do not enter durations for tasks not listed in the
figure. Notice that the Planning Wizard
dialog box displays when you make the same entry several times
in a row, such as after task 20. Click OK
to close the dialog box. You can adjust the column widths and
Zoom, if desired.
2018 27
Figure A-29. Auto scheduling tasks
Figure A-30. Entering more durations

5. Insert a recurring task above Task 26, Team meetings. Click
Team review meetings (Task 26) in the Task
Name column to select that task. Click the Task tab, and click
the Task button drop-down box, and
then click Recurring Task. The Recurring Task Information
dialog box opens.
6. Enter task and duration information for the recurring task.
Type Team review meetings as the task title in
the Task Name text box. Type 15min in the Duration text box.
Select the Weekly radio button under
Recurrence pattern. Make sure that 1 is entered in the Recur
every list box. Select the Thursday check
box. In the Range of recurrence section, click the End after
radio button, and then type 12 in the
occurrences text box, as shown in Figure A-31. The new
recurring tasks will appear indented below Task
26 when you are finished.
7. Delete row 39 to avoid redundancy. Right-click on row 39,
then click Delete Task.
2018 28
Figure A-31. Recurring task information dialog box
TIP: You can also enter End by date for a recurring task instead
of a number of occurrences. You might
need to adjust the entry after you enter all of your task
durations and dependencies.

8. View the new summary task and its subtasks. Click OK.
Project Professional 2016 inserts 12 team review
meetings subtask in the Task Name column. Notice that the
recurring tasks appears on the appropriate
dates on the Gantt chart.
9. Adjust the columns displayed and the timescale. Move the
split bar so that only the Task Name and Duration
columns are visible, if needed. Click the Zoom Out button on
the Zoom slider in the lower left of the
screen to display all of the symbols in the Gantt chart. Your
Figure A-32. All task durations and recurring task entered
10. Save your file and name it. Click File on the Menu bar, and
then click Save As. Enter 2016schedule as
the filename, and then save the file to the desired location on
your computer or network. Notice that all
non-recurring tasks still begin on 8/1/16. This will change when
you add task dependencies. Keep this
file open for the next set of steps.
2018 29
Establishing Task Dependencies
To use Project Professional 2016 to adjust schedules
automatically and perform critical path analysis, you must
determine the dependencies or relationships among tasks. There

are several different methods for creating
task dependencies: using the Link Tasks button, using the
Predecessors column of the Entry table or the
Predecessors tab in the Task Information dialog box, or clicking
and dragging the Gantt chart symbols for
tasks with dependencies. You will use the first two methods in
the following steps.
To create dependencies using the Link Tasks button, highlight
tasks that are related and then click
the Link Tasks button under the Task tab, Schedule group. For
example, to create a finish-to-start (FS)
dependency between Task 1 and Task 2, click any cell in row 1,
drag down to row 2, and then click the Link
Tasks button. The default type of link is finish-to-start. In the
following steps, you will also set up some other
types of dependencies and use the lag option to set up overlaps
between dependent tasks.
TIP: To select adjacent tasks, click and drag the mouse to
highlight them. You can also click the first task,
hold down the Shift key, and then click the last task. To select
nonadjacent tasks, hold down the Control
(Ctrl) key as you click tasks in order of their dependencies.
When you use the Predecessors column of the Entry table to
create dependencies, you must
manually enter the information. To create dependencies
manually, type the task row number of the preceding
task in the Predecessors column of the Entry table. For example,
Task 3 has Task 2 as a predecessor, which
can be entered in the Predecessors column, meaning that Task 3
cannot start until Task 2 is finished. To see
the Predecessors column of the Entry table, move the split bar
to the right. You can also double-click on the
task, click the Predecessors tab in the Task Information dialog

box, and enter the predecessors there.
Next, you will enter the predecessors for tasks as indicated. You
will create some dependencies by
manually typing the predecessors in the Predecessors column,
some by using the Link Tasks button, and the
remaining dependencies by using whichever method you prefer.
To link tasks or establish dependencies:
1. Display the Predecessors column in the Entry table. Move the
split bar to the right to reveal the full
Predecessors column in the 2016schedule.mpp file you saved in
the previous section. Widen the Task
Name or other columns, if needed.
2. Highlight the cell where you want to enter a predecessor, and
then type the task number for its predecessor task.
Click the Predecessors cell for Task 3, Stakeholder register
completed, type 2, and press Enter.
Notice that as you enter task dependencies, the Gantt chart
changes to reflect the new schedule. Also
notice that several cells become highlighted, showing the Visual
Change Highlights feature of Project 2016.
3. Enter predecessors for Task 4 and view the Task Path. Click
the Predecessors cell for Task 4, type 2,
and press Enter. Click the Format tab, and then click the Task
Path button under the Bar Styles
group. Experiment with the options to highlight Predecessor,
Driving Predecessors, Successors, and
Driven Successors, and then click Remove Highlighting. Click
the Tasks tab.
4. Establish dependencies using the Link Tasks button. To link
Tasks 5 and 6, click the task name for

Task 5 in the Task Name column and drag down through Task 6.
Then, in the Task tab, click the
Link Tasks button (looks like a chain link) under the Schedule
group. Notice that the result is the
same as typing 5 in the Predecessors column for Task 6, as
shown in Figure A-33.
2018 30
Link Tasks icon Predecessors Changes in
Gantt chart
Figure A-33. Entering predecessors
5. Enter dependencies and lag time using the Task Information
dialog box. Double-click on the Task Name for Task
5, Project charter, and then click on the Predecessors tab in the
Task Information dialog box. Click in the cell under
Task Name, and then click the Task Name down arrow and
select Stakeholder identification. Click the Type
drop down arrow to see the various types of dependencies. For
this task, you will keep the default type of finish-to-start.
Click the cell under the Lag column, then type -50% and press
Enter. (Lag means there is a gap between tasks,
and lead or negative lag means there is an overlap). Your screen
should resemble Figure A-34. Click OK to close the dialog
box. Notice that the Predecessor column for task 5 displays
2FS-50%, meaning there is a finish-to-start relationship with
task 2 and a lag of -50%, meaning the task can start when task

2 is 50% completed.
Figure A-34. Entering predecessor information using the task
information dialog box
6. Enter remaining dependencies. Link the other tasks by either
manually entering the predecessors into
the Predecessors column, by using the Link Tasks button, or
using the Task Information dialog box. Use
the information in Figure A-35 to make your entries, being
careful to leave some of the predecessors
blank, as shown. If you have entered all data correctly, the
project should end on 11/11, or November
11, 2016.
2018 31
Task Row Task Name Predecessors
3 Stakeholder register completed 2
4 Stakeholder management strategy completed 2
5 Project charter 2FS-50%
6 Project charter completed 5
7 Kickoff meeting 2,6

8 Kickoff meeting completed 6,7
9 Planning
10 Schedule 5,12FS-50%
11 Gantt chart completed 10
12 Scope statement 5
13 Initial scope statement completed 12
14 Executing
15 Deliverable 1
16 Activity D1 12
17 Activity D2 12
18 Deliverable 1 completed 16, 17
19 Deliverable 2 18
20 Deliverable 3 18
21 Monitoring and Controlling
22 Actual hours tracking 2
23 Project documents updates 3
24-39 Progress Report 1 through Closing
40 Final project report 20

41 Final presentation 20
42 Project completed 40, 41
Figure A-35. Predecessor information
2018 32
7. Adjust several dates. You know that you have to deliver the
two progress reports on specific dates. Click
on the Start dates for Tasks 24 and 25 and change those dates to
September 2 and October 7. Also
change the Finish dates for tasks 22 and 23 to November 10 to
be more realistic. Project 2016 will
display a yellow warning symbol to remind you that you are
changing default dates, which is fine in these
examples.
8. Review the file. If needed, click the Zoom Out button on the
Zoom slider to adjust the timescale so all
of the information shows on your screen. Collapse the recurring
tasks for the Team review meetings.
When you finish, your screen should resemble Figure A-36.
Double-check your screen to make sure you
entered the dependencies correctly.
Figure A-36. File with durations and dependencies entered
9. Preview and save your file. Click the File tab, and then select
Print to preview and print your file.

Click Page Setup, and then click the option to Fit to 1 so it will
print on one page, as shown in
Figure A-37. Be careful before printing any Project 2016 files
so you do not waste a lot of paper. When
you are finished, click Save to save your file again. Keep the
file open for the next set of steps.
2018 33
Figure A-37. File set up to print on one page
Gantt Charts, Network Diagrams, and Critical Path Analysis
Project Professional 2016 shows a Gantt chart as the default
view to the right of the Entry table. As described
earlier in this text, network diagrams are often used to show
task dependencies. This section explains
important information about Gantt charts and network diagrams
and describes how to make critical path
information more visible in the Gantt Chart view.
Because you have already created task dependencies, you can
now find the critical path. You can view
the critical tasks by changing the color of those items in the
Gantt Chart view. Tasks on the critical path will
automatically be red in the Network Diagram view. You can
also view critical path information in the
Schedule table or by using the Critical Tasks report.
To make the text for the critical path tasks appear in red on the
Gantt chart:

1. Change the critical tasks format. Using the 2016schedule.mpp
file you previously saved, click the Format tab,
and then click the Critical Tasks check box in the Bar Styles
group, as shown in Figure A-38.
Notice that the critical tasks display in red in the Gantt chart.
You can also quickly change the Gantt
Chart Style by clicking one of those options.
2018 34
Critical Tasks check box Gantt Chart Styles
Figure A-38. Formatting critical tasks
2. View the network diagram. Click the View tab, and then click
the Network Diagram button under
the Task Views group. Click the Zoom Out button on the Zoom
slider several times and watch the
view change. Figure A-39 shows all of the tasks in the network
diagram. Note that milestone tasks,
such as Stakeholder management strategy completed, the fourth
box on the top, appear as pointed
rectangular boxes, while other tasks appear as rectangles. Move
your mouse over that box to see it in
a larger view. Notice that tasks on the critical path
automatically appear in red. A dashed line on a
network diagram represents a page break. You often need to
change some of the default settings for

the Network Diagram view before printing it. As you can see,
network diagrams can be messy, so you
might prefer to highlight critical tasks on the Gantt chart as you
did earlier for easier viewing.
Figure A-39. Network diagram view
3. View the schedule table. Click the Gantt Chart button under
the View tab to return to Gantt
Chart view. Right-click the Select All button to the left of the
Task Mode column heading and select
Schedule. Alternatively, you can click the View tab and click
the Tables button under the Data
group and then select Schedule. The Schedule table replaces the
Entry table to the left of the Gantt
Chart. Your screen should resemble Figure A-40. This view
shows the start and finish (meaning the
early start and early finish) and late start and late finish dates
for each task, as well as free and total
slack. Right-click the Select All button and select Entry to
return to the Entry table view.
2018 35
Select All button Schedule table

Figure A-40. Schedule table view
4. Open the Project Overview report. Click the Report tab, and
click the Dashboards button under the
View Reports group, and then click Project Overview to open
the Overview Reports, as shown
in Figure A-41. Note that the report shows the milestones due
and % complete. Examine other
reports, as desired.
5. Close the report and save your file. When you are finished
examining the reports, return to the Gantt
chart view, and then click the Save button on the Quick Access
toolbar to save your final
2016schedule.mpp file, showing the Entry table and Gantt chart
view. Close Project 2016 if you are
not continuing to the next section.
Figure A-41. Project Overview report
2018 36
HELP: If you want to download the file 2016schedule.mpp to
check your work or continue to the next
section, a copy is available on the companion Website for this
text at www.intropm.com.
Next you will explore some of the cost and resource
management features of Project Professional

2016.
PROJECT COST AND RESOURCE MANAGEMENT
Many people do not use Project Professional 2016 for cost or
resource management. Some organizations
have more established cost management software products and
procedures in place, and many people simply
do not know how to use the cost or resource management
features. However, these features make it possible
to integrate total project information more easily. This section
offers brief instructions for entering fixed and
variable cost estimates, assigning resources to tasks, viewing
resource histograms, and entering actual cost and
schedule information after establishing a baseline plan. It also
explains how to use Project Professional 2016
for earned value management. More details on these features are
available in Project Help, online tutorials, or
other texts. See other chapters of this text for information on
some of these concepts.
Entering Fixed and Variable Cost Estimates
You can enter costs as fixed or variable. Fixed costs include
costs like a specific quantity of materials or costs
for consultants hired at a fixed cost. Variable costs vary based
on the amount of materials or hours people
work. On many projects, human resource costs are the largest
percentage of total project costs.
Entering Fixed Costs in the Cost Table
The Cost table allows you to easily enter fixed costs related to
each task. You will enter a fixed cost of $200
related to Task 15, Deliverable 1.

To enter a fixed cost:
1. Display the Cost Table view. Open the file
2016schedule.mpp, if necessary. Right-click the Select All
button to the left of the Task Mode column heading and select
Cost. The Cost table replaces the
Entry table to the left of the Gantt chart. Widen the Task Name
column and then move the Split
bar to the right, as needed, until you see the entire Cost table.
2. Enter a fixed cost. In the Fixed Cost column for Task 16,
Activity D1, type 200, and press Enter.
Notice that the Total Cost and Remaining Cost columns reflect
this entry, and changes are made to
several summary tasks and the entire project as well. Your
2018 37
Select All button Fixed Cost column of cost table
Figure A-42. Entering a fixed cost
Entering Resource Information and Cost Estimates
Several methods are available for entering resource information
in Project Professional 2016. The Resource
Sheet allows you to enter the resource name, initials, resource

group, maximum units, standard rate, overtime
rate, cost/use, accrual method, base calendar, and code. Once
you have established resources in the Resource
Sheet, you can assign those resources to tasks in the Entry table
with the list arrow that appears when you
click a cell in the Resource Names column. The Resource
Names column is the last column of the Entry
table. You can also use other methods for assigning resources,
such as using the Assign Resources button or
using the split window, which is the recommended approach to
have the most control over how resources are
assigned because Project Professional 2016 makes several
assumptions about resources assignments that
might mess up your schedule or costs. Next, you will enter
information for three people and assign them to a
few tasks using various methods.
To enter basic information about each person into the Resource
Sheet and assign them to tasks using
the Entry table and toolbar:
1. Display the Resource Sheet view. Click the View tab, and
then click the Resource Sheet button
under the Resource Views group.
2. Enter resource information. Enter the information from
Figure A-44 into the Resource Sheet. The
three resources names are Kathy, Dan, and Scott. The Std. Rate
and Ovt. Rate for Kathy is 40, and
the Std. and Ovt. Rates for Dan and Scott are 30. Type the
information as shown and press the Tab
key to move to the next field. When you type the standard and
overtime rates, you can just type the
number, such as 40, and Project Professional 2016 will
automatically enter $40.00/hr. The standard
and overtime rates entered are based on hourly rates. You can

also enter annual salaries by typing the
annual salary number followed by /y for “per year.” Your screen
should resemble Figure A-43 when
you are finished entering the resource data.
2018 38
Figure A-43. Resource sheet view with resource data entered
TIP: If you know that some people will be available for a
project only part time, enter their percentage of
availability in the Max Units column of the Resource Sheet.
Project Professional 2016 will then automatically
assign those people based on their maximum units. For example,
if someone can work only 50% of his or her
time on a project throughout most of the project, enter 50% in
the Max Units column for that person. When
you enter that person as a resource for a task, his or her default
number of hours will be 50% of a standard
eight-hour workday, or four hours per day. You can also enter
the number of hours each person is scheduled
to work, as shown later.
3. Assign resources to tasks. From the View tab, select the
Gantt Chart button under the Task Views
group, and then click the Select All button and switch back to
the Entry table. Move the Split bar to
reveal the Resource Names column, if needed.

4. Assign Kathy to task 2, Stakeholder identification. Click in
the Resource Names cell for row 2. Click
the list arrow, click on the checkbox by Kathy, and then press
Enter or click on another cell. Notice
that the resource choices are the names you just entered in the
Resource Sheet. Also notice that after
you select a resource by checking the appropriate checkbox, his
or her name appears on the Gantt
chart, as shown in Figure A-44. To assign more than one
resource to a task using the list arrow,
simply select another checkbox. Note that Project Professional
2016 will assume that each resource is
assigned full-time to tasks using this method since the task is in
automatically schedule mode. Also
note that you can use filter by Resource Names to only show
tasks assigned to specific resources
after you enter the resources.
Filter Resource Names
Figure A-44. Resource assigned using the entry table
5. Assign two resources to a task. Click in the Resource Names
cell for row 5 (Project charter). Click
the list arrow, then click on the checkbox by Dan and Kathy,
and then press Enter. Notice that
both resource names appear in the Resource Names column and
on the Gantt chart for this task, and
the task duration remains at 1 week.
6. Change the resource assignments. Click in the Resource
Names cell for Task 2, Stakeholder
identification, click the list arrow, and add Dan as another
resource. Notice that when you change
an original resource assignment, Project prompts you for how

you want to handle the change, as
shown in Figure A-45. Click the Exclamation point symbol to
read your options. In past versions
of Project Professional, resource additions would change
schedules automatically unless the user
entered them a certain way. Now you have much more control
of what happens to your schedule and
costs. In this case, we do want to accept the default of keeping
the duration constant.
2018 39
Figure A-45. Options when additional resources are added to
tasks
7. Review the cost table. Right-click the Select All button to the
left of the Indicators column heading
and select Cost. Notice that costs have been added to the tasks
where you added resources. Project
assumes that people are assigned full-time to tasks. It is
showing a cost of $2,800 each for Task 2 and
Task 5. In the next section, you will see how to control
resources entries even more. First, right-click
the Select All button and select Entry to return to the Entry
table.
To control resource and work assignments using the Resource
details window:
1. Open the Resource Form. Notice the red symbols in the
Indicator columns for rows/tasks 2 and

5. Move your mouse over the symbol to read the message about
resources being overallocated. Click
the Task Name for row 2, Stakeholder identification, click the
Resource tab, and then click on the
Details button under the Properties group. A Resource Form is
displayed at the bottom of the
screen, as shown in Figure A-46. Project Professional 2016
assumes every task is assigned full-time,
so since Kathy is scheduled on two tasks on the same day, it
says she is overallocated.
TIP: You can right-click on the lower screen to see additional
forms/views. You can click the
Select All button at the top right of the screen to view different
tables at the top of the screen. You
want to make sure that resource and work hour assignments do
not adjust your schedules in ways
you did not intend.
2. Make tasks 2 and 5 manually scheduled. Click the drop-down
in the Task Mode column for Tasks 2
and 5 to make them manually scheduled. When you assigned
resources, Project Professional 2016
assumed they were working full-time or 40 hours per week on
each task. Because these two tasks
have days that overlap, there is an overallocation. You do not
expect each resource to work that many
hours, so you can change them by using the Resource Form.
3. Change the number of Work hours. Select Task 2,
Stakeholder identification in the top window,
and then click the Work column in the Resource Form window
for Kathy in the lower part of your
screen. Type 10h, press Enter, and again type 10h and press
Enter for the next task, Task 5, Project
charter, and then click the OK button. Click Next to see Dan’s

Resource Form.
2018 40
Task mode indicator Change # work hours
Figure A-46. Changing Work hours for tasks
4. Enter additional work hours and review the Gantt chart.
Change Dan’s work hours to 10h for Tasks 2
and 5 as well. Notice in the Gantt chart that the duration for
Tasks 2 and 5 are still one week. The
overallocation indicator should now disappear because the
number of hours has been reduced from
the default of 8 hours per day, or 40 hours for a 5-day task. To
remove the Resource Form, click
Details on the Ribbon under the Resource tab.
5. Examine the new cost information. Click the Select All
button, and then click Cost to view the
Cost table. Tasks 2 and 5 each show only $700 for Total Cost.
6. Close the file without saving it. Close the file, but do not
save the changes you made.
Using the Team Planner Feature
Another way to assign resources and reduce overallocations is
by using the Team Planner feature. Assume
you have two people assigned to work on a project, Brian and
Cindy, as shown in Figure A-47. Notice that

Brian is assigned to work on both Task 1 and Task 2 full-time
the first week. Therefore, Brian is
overallocated. Cindy is scheduled to work on Task 3 full-time
the second week, and Task 4, also scheduled
for the second week, is not assigned yet.
2018 41
Overallocation indicator
Figure A-47. Overallocated resource
You can click on the Team Planner view under the View tab to
see a screen similar to the top section
of Figure A-48. Notice that Brian has both Tasks 1 and 2
assigned to him at the same time. These tasks and
Brian’s name display in red to show the overallocation. Cindy is
assigned Task 3 the following week, and Task
4 is unassigned. By simply clicking and dragging Task 4
straight up so it is under Brian in Week 2 and Task 2
straight down so it is under Cindy in Week 1, you can reassign
those tasks and remove Brian’s overallocation,
as shown in the bottom section of Figure A-48. Many people
will appreciate the simplicity of this feature, first
introduced in Project 2010!
Before moving tasks in the Team Planner View:

After moving tasks in the Team Planner View:
Figure A-48. Adjusting resource assignments using the Team
Planner feature
2018 42
Using the New Resource Engagement Feature
If you are using Project Professional 2016 with Project Online,
then you can take advantage of the new
resource engagement feature. Figure A-49 shows the Help
screen explaining how it works.
Figure A-49. Using the resource engagement feature
Entering Baseline Plans, Actual Costs, and Actual Times
After entering information in the Task Name column,
establishing task durations and dependencies, and
assigning costs and resources, you are ready to establish a
baseline plan. By comparing the information in
your baseline plan to actual progress during the course of the
project, you can identify and solve problems.
After the project ends, you can use the baseline and actual
information to plan similar, future projects more
accurately. To use Project Professional 2016 to help control

projects and view earned value information, you
must establish a baseline plan, enter actual costs, and enter
actual durations. In the next series of steps you
will use a new file called 2016actuals.mpp that you downloaded
from the companion Website for this text
(www.intropm.com).
2018 43
To save a file as a baseline and enter actual information:
1. Open the file called 2016actuals.mpp. The file should be
showing the Cost table view. Notice that this
short project was planned to start on January 7, 2013 and end on
February 13 of the same year, have
three resources assigned to it, and cost $11,200. Click the
Project tab, click the Set Baseline button
under the Schedule group, and click Set Baseline. Your screen
should resemble Figure A-50.
Set Baseline
Figure A-50. Saving a baseline
2. Save the file as a baseline. Examine the Set Baseline dialog
box. Click the drop-down arrow to see
that you can set up to ten baselines. Accept the default to save
the entire project. Click OK. Notice
that the Baseline column changes to have a light blue
background color.

3. Display the Tracking table. Click the Task tab, right-click
the Select All button and then click
Tracking to view the tracking table. Move your mouse over each
tracking button in the Ribbon to
see what it does. Your screen should resemble Figure A-51.
Tracking table Tracking buttons
Figure A-51.
Using the tracking table and tracking buttons
4. Mark Tasks 2 through 4 as 100% complete. Click the Task
Name for Task 2, Subtask 1 under
Main task 1, and drag down through Task 4 to highlight those
tasks. Click the 100% Complete
button on the Ribbon. The columns with dates, durations, and
cost information should now
2018 44
contain data instead of the default values, such as NA or 0%.
The % Comp. column should
display 100%. Adjust column widths if needed. Your screen
should resemble Figure A-52.
Notice that the Gantt chart bars for those three tasks now have a
black line through them.
Figure A-52.
Tracking table information
5. Enter actual completion dates for Task 6. Click the Task

Name for Task 6, Subtask 1 under
Main task 2, click the Mark on Track drop-down, and then click
Update Tasks. The Update
Tasks dialog box opens. For Task 6, enter the Actual Start date
as 1/28/13 (the same as the
Current Start date) and the Actual Finish date as 2/11/13 (ten
days later than the Current
Finish date), as shown in Figure A-53. Click OK. Notice how
the information in the tracking
sheet has changed.
Figure A-53. Update Tasks dialog box
6. View the Tracking Gantt chart. Click the drop-down arrow on
the far left of the screen where it
says Gantt chart, and then click Tracking Gantt to quickly
switch to that view. Move the split
bar and adjust column widths as needed. Use the horizontal
scroll bar in the Gantt chart
window to the right (move the slider to the left) to see symbols
on the Tracking Gantt chart. Use
the Zoom slider on the lower right of the screen to adjust the
timescale so you can see all of the
symbols. Your screen should resemble Figure A-54. The blue
bar for task 6 shows the actual time
you just entered. Notice that the delay in this one task on the
critical path has caused the planned
completion date for the entire project to slip (now Feb 25 versus
Feb 13). Also notice the
Indicator column to the far left. The check marks show that
tasks are completed.
Completion indicator Tracking Gantt chart

Figure A-54. Tracking Gantt chart view
2018 45
7. Save your file as a new file named 2016actuals.mpp. Click
File on the Menu bar, and then click Save
As. Name the file 2016actuals, and then click Save.
Notice the additional information available on the Tracking
Gantt chart. Completed tasks have 100%
by their symbols on the Tracking Gantt chart. Tasks that have
not started yet display 0%. Tasks in progress,
such as Task 5, show the percentage of the work completed
(35% in this example). The project summary task
bar indicates that the entire project is 57% complete. Viewing
the Tracking Gantt chart allows you to easily
see your schedule progress against the baseline plan. After you
have entered some actuals, you can review
earned value information for the initiating tasks of this project.
Of course you should continue this process of
entering actuals on a real project until it is completed and
include the final earned value data in a final project
report.
VIEWING EARNED VALUE MANAGEMENT DATA
Earned value management is an important project management
technique for measuring project
performance. Because you have entered actual information, you
can now view earned value information in
Project Professional 2016. You can also view an earned value
report using the visual reports feature.

To view earned value information:
1. View the Earned Value table. Using the 2016actuals file you
just saved (or downloaded from the
companion Website), click the Select All button, select More
Tables, and double-click Earned
Value. Move the split bar to the right to reveal all of the
columns, as shown in Figure A-55. Note
that the Earned Value table includes columns for each earned
value acronym, such as PV, EV, AC,
SV, CV, etc. Also note that the EAC (Estimate at Completion)
is higher than the BAC (Budget at
Completion) for Task 6, where the task took longer than
planned to complete. Task 0 shows a VAC
(Variance at Completion) of ($3,360.00), meaning the project
is projected to cost $3,360 more than
planned at completion. Remember that not all of the actual
information has been entered yet. Also
note that the date on your computer must be set later than the
date of a completed task for the data
to calculate properly.
Select All button
Figure A-55. Earned value table
2. View the earned value chart. Click the Report tab, and then
click Costs under the View Reports
group, and then click Earned Value Report, as shown in Figure
A-56. You can experiment with
different report options or click the link to Learn more about
earned value, as desired.

2018 46
Figure A-56. Earned value report
3. Close without saving the file. Click the File tab, click Close,
and select No when prompted to save
the file. You can also exit Project Professional 2016 and take a
break, if desired.
Next you will use a few more features to help tie your project to
other applications.
INTEGRATING PROJECT PROFESSIONAL 2016 WITH
OTHER APPLICATIONS AND APPS FOR OFFICE
Project Professional 2016 provides several features to make it
easy to integrate with other applications. For
example, you can copy data between Project Professional 2016
and other applications (including the timeline),
or you might want to create hyperlinks to project documents
created in Word, Excel, PowerPoint, or other
applications from within your project files. You can also
purchase and add new apps to Project 2016 from
Microsoft’s Office Store.
Copying Information between Applications
Most people are familiar with copying information between
Office applications. For example, you can
highlight a column of data in Excel, select copy, and then select
Paste in Project Professional 2016 or other
applications. You can also create a new Project Professional

2016 file from an existing Excel file by select
New from Excel Workbook. It is also easy to copy a timeline
into another application.
2018 47
To copy a timeline:
1. Open another Project Professional 2016 template file. Start
Project Professional 2016, and open a
template file, such as Residential Construction, as shown in
Figure A-57. Notice the timeline near
the top of the screen.
Figure A-57. Residential construction template
2. Copy the Timeline. Click anywhere on the Timeline, and
then click the Copy Timeline button in
the Copy group on the Ribbon, as shown in Figure A-57, and
select For Presentation.
3. Paste the Timeline into PowerPoint. Open PowerPoint,
change the slide layout to Title and Contents,
type “Project Timeline” as the title for the slide, and change the
theme, as desired (Main Event is
selected here), and then right-click in the contents section and
select Paste picture. Your screen
should resemble Figure A-58, showing the Project Professional

2016 Timeline in your presentation.
You can also paste the timeline into other presentation software,
as desired.
4. Close the file without saving it. Click the File tab, click
Close, and select No when prompted to save
the file.
Copy Timeline
Figure A-58. Copy Timeline
2018 48
Figure A-59. Timeline picture pasted into PowerPoint
Creating Hyperlinks to Other Files
Some people like to use their Project Professional 2016 file as a
main source of information for many
different project documents. To do this, you can simply insert a
hyperlink to other document files. For
example, you can create a hyperlink to the file with the
stakeholder register you listed as a milestone in your
Task Name column earlier.
To insert a hyperlink within a file:
1. Open the 2016schedule.mpp file. Use the file you saved
earlier or download it from the

companion Website for this text. The Entry table and Gantt
Chart view should display.
2. Select the task in which you want to insert a hyperlink. Click
the Task Name for Task 3, Stakeholder
register completed.
3. Open the Insert Hyperlink dialog box. Right-click in that
cell, then click Hyperlink. The Insert
Hyperlink dialog box opens, as shown in Figure A-60. You will
have different folders visible based on
your computer’s directory structure.
2018 49
Figure A-60. Insert hyperlink dialog box
4. Double-click the filename of the hyperlink file. Change the
Look in: information until you find where
you have saved the files you downloaded for this appendix.
Double-click the Word file named
stakeholder register, and then click OK. A Hyperlink button
appears in the Indicators column to
the left of the Task Name for Task 3. (Note: If that column
does not display, click the Format tab,
Insert Column, and select Indicators). Move your mouse over
the hyperlink button until the mouse
pointer changes to the Hand symbol to reveal the name of the
hyperlinked file. If you click on it, the
file will open.

Using Project Professional 2016 Apps
Microsoft has an Office Store where you can download special
apps for Project Professional 2016. New apps
are added often.
To explore Project Professional 2016 apps:
1. Access the Office Store. With Project Professional 2016
open, click the Project tab, then click Store
button on the left of the Ribbon under the Add-ins group. The
Office Add-ins dialog box opens, as
shown in Figure A-61.
2018 50
Figure A-61. Apps for Office dialog box (as of April 2016)
2. Explore the Add-ins. Read information about various apps,
as desired.
3. Close Project Professional 2016. Click the Close icon in the
upper right of the window to close the
application. Select No when prompted to save the file.
Synching with Project Server and Project Online
Recall from Figure A-1 that Project Professional 2016 is one of
six different versions of Project 2016. One of
its features is that it can be synched with Project Server and
Project Online to allow collaboration with team

members, PMO staff, and senior executives. Remember that
individual projects are often part of programs
and portfolios created to support organizational strategy.
You have really just touched the surface of Project Professional
2016’s powerful features, but you
probably know more than most people who have this software!
Consult other books, online resources, and
experts for more detailed information to learn even more about
Project Professional 2016 and other versions
of Project 2016.
2018 51
DISCUSSION QUESTIONS
1. What are the six different versions of project management
software offered by Microsoft? Briefly
describe how they differ and who uses them.
2. What are some unique features of project management
software in general?
3. What are the new features of Project Professional 2016?
4. How do you create a WBS in Project 2016?
5. How do you enter task durations and establish dependencies
between tasks?
6. How do you establish a baseline in Project 2016 and enter
actual information?

7. What type of information do you see in the Earned Value
table?
8. What are some of the reports built-in to Project 2016? Which
ones do you think are commonly
used?
9. How can you access other application files from within
Project 2016?
EXERCISES
1. To make sure you understand the information in this
appendix, perform the steps yourself. Print out
the following screen shots or send them to your instructor, as
directed. Remember that you can
download required files from www.intropm.com.
a. Figure A-11. Network diagram view
b. Figure A-16. Resource Overview report
c. Figure A-23. Adding automatic outline numbers and a project
summary task
d. Create a new Project Professional 2016 file called general-
wbs. Make the main categories
survey phase, design phase, and implementation phase. Include
at least two deliverables with
at least two activities and one milestone under each of the
phases. Use meaningful, fictitious
names for them. For example, you might have a deliverable
under survey phase called survey
with activities called create survey and administer survey and a
deliverable called survey
completed. Enter 0 for the duration of the milestones, but do not

enter any durations for the
other tasks. Be sure to indent tasks and show the outline
numbers before printing or
submitting the file.
2018 52
2. Continue performing the steps in this appendix, starting with
the section called Developing the
Schedule. Print out the following screens or send them to your
instructor, as directed:
a. Figure A-32. All task durations and recurring task entered
b. Figure A-39. Network diagram view
c. Figure A-46. Changing Work hours for tasks
d. Figure A-56. Earned value report
e. Continue performing the steps, or at least read them. Write a
one-to-two page paper
describing the capabilities of Project Professional 2016 and
your opinion of this software.
What do you like and dislike about it?
3. If you are doing a team project as part of your class or for a
project at work, use Project Professional
2016 to create a detailed file describing the work you plan to do
for the project.
a. Create a detailed WBS, including several deliverables,
activities, and milestones. Also
estimate task durations, link tasks, add tasks to the timeline,
and enter resources and costs,

assign resources, and so on. Save your file as a baseline and
print it out or send it to your
instructor, as directed.
b. Track your progress on your team project by entering actual
cost and schedule information.
Create a new baseline file if there have been a lot of changes.
View earned value information
when you are halfway through the project or course. Continue
tracking your progress until
the project or course is finished. Print or submit your Gantt
chart, Project Summary report,
Earned Value table, and relevant information to your instructor.
c. Write a two- to three-page report describing your experience.
What did you learn about
Project Professional 2016 from this exercise? How do you think
the software helps in
managing a project? You may also want to interview people
who use project management
software for their experiences and suggestions.
END NOTES
1Marketsandmarkets.com, “Project Portfolio Management
(PPM) Market by Platform Type (Software and
Services), Deployment Type (On-Premises and Cloud), End
User, Business
Solution
s, Industry Vertical, and
Region - Global Forecast and Analysis to 2020,” February
2016). Note: USD means U.S. dollars.

ISDS 351 Principles of Information Systems : MS Project
Assignment
The Project:
You’ve decided to remodel the kitchen in your home. You have
some money in the bank, but you’re not sure how expensive this
project will be. To figure out how much the remodel will cost,
you need a couple of experts. First, you need someone to
design the new kitchen, and also you need someone who will do
the actual remodel work. You don’t know anyone who can do
either of those jobs, so you’ll have to do some work to find the
right people.
Once you have those two experts, you’ll need them to give you
a design and a price for the work. You will want to review and
decide if you want to approve the work or cancel the whole
project. The cost may include getting building permits, the cost
of removing all the old things from the kitchen, fees to take the
old kitchen items to the dump, the cost of buying and installing
new items, new paint, and throwing a party for all your friends
when you are done.
The items you want to replace are all of the cabinets, the
counter tops, and the floor tile. You also want to replace the

refrigerator, dishwasher, and stove. You’re not sure what
models you like or what they cost.
Add any other tasks to the plan that seem to be appropriate. For
this assignment don’t worry about the specific cost, but be sure
to account for the work tasks associated with those costs (e.g.
getting building permits).
Your Assignment:
Part 1
Create a Microsoft Project work breakdown structure (WBS) for
the kitchen remodel project listed above. You will need to list
the appropriate detail tasks, grouped into summary tasks. You
will need at least 20 tasks (probably a lot more) for this WBS.
Submit your completed project plan in the Titanium assignment.
Your submission must be a .mpp file from Microsoft Project
2013, 2016, or 2019.
When you submit your file, be sure to include your name in the
name of the file. For example: Perew_Mark_Kitchen_WBS
Part 1.mpp. There will be 2 points deducted if your name is left
off.
Part 1 will be due by 11:59 PM on Wednesday 3/11/2020
Part 2
After receiving feedback on Part 1, update you Microsoft
Project file. The tasks will need correct predecessors listed so
that the work happens in the right sequence. The tasks all need
start and finish dates. Each detail task must have a duration.

Make up an amount of time that makes sense to you.
When you submit your file, be sure to include your name in the
name of the file. For example: Perew_Mark_Kitchen_WBS
Part 2.mpp. There will be 2 points deducted if your name is left
off.
Part 2 will be due by 11:59 PM on Friday 3/20/2020
The purpose of this assignment is for you to learn how to create
a simple WBS with tasks, summary tasks, predecessors, start
dates, and durations. Make sure you have all of those included
in your submission, as required for each part.
Please have fun with this. Be creative. If you surprise me with
great details, there may be an extra point or two added to your
grade.
ISDS 351 - Spring 2020
Page 1 of 2

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