Advice for the Project Management Professional (PMP)

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Appendix A
duration of a summary task. Think of it as entering durations for work packages,
the lowest-level items in your WBS. The other items are really the WBS
hierarchy. Let Project 2007 do the duration calculations for you.
● 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. The
milestone symbol for those tasks will appear at their start date. Double-click
a task to access the Task Information dialog box.
● To enter recurring tasks, such as weekly meetings or monthly status reports,
select Recurring Task from the Insert menu. Enter the task name, the duration,
and when the task occurs. Project 2007 will automatically insert appropriate
subtasks based on the length of the project and the number of tasks
required for the recurring task. For example, if you enter a recurring task for
monthly review meetings that occur on the first day of every month for a
12-month project, Project 2007 will enter a summary task for monthly review
meetings and 12 subtasks—one meeting for each month.
● You can enter the exact start and finish dates for activities instead of entering
durations. To enter start and finish dates, move the split bar to the right
to reveal the Start and Finish columns. Enter start and finish dates only 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 a duration
and then establish a dependency to related tasks. The real scheduling
power of Project 2007 comes from setting up dependencies or relationships
among tasks, as described in the next section.
● Project 2007 uses a default calendar with standard workdays and hours. Duration
estimates will vary according to the calendar you use. For example, entering
5d in the standard calendar may result in more than five days on the Gantt
chart if the time period includes Saturday or Sunday. You can change specific
working and nonworking days, or the entire project calendar, by selecting
Change Working Time from the Tools menu.
● You often need to adjust the timescale on the Gantt chart to see your project’s
schedule in different time frames, such as weeks, months, quarters, or years.
You expand the timescale by clicking the Zoom Out button. The Zoom In button
collapses the timescale. You can also change the format of the timescale by
having three tiers instead of two or by formatting dates differently by doubleclicking
the timescale section of the Gantt chart.
Next, you will set task durations in the Project Tracking Database file (scope.mpp) that
you created and saved in the previous section. If you did not create the file named scope.
mpp, you can download it from the companion Web site for this text. You will create a
new recurring task and enter its duration, and then you will enter other task durations. First,
create a new recurring task called Status Reports above Task 15, Report performance.
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