Microsoft Project 2010 - Module 1

CHAPTER 5 SCHEDULING
INFOCUS

WPL_J404

Tasks in a project are usually dependent on one another and

happen in a specific order. Quite often, one task cannot begin until
a previous task has been completed.
In order for tasks to happen at the right time, you need to link
dependent tasks and specify the type of dependency they have.
This can be done by developing task relationships between
predecessor tasks and successor tasks.
Once you establish task relationships, your project plan will begin to
look like a real schedule. Possible start dates and finish dates for
individual tasks and phases will become available.

In this session you will:

 gain an understanding of task dependencies

 learn how to automatically create Finish-to-Start
dependencies
 learn how to create task relationships in Task Entry view
 learn how to create task dependencies using the Task
Information dialog box
 learn how to create task dependencies in a sheet view
 learn how to manipulate the schedule using task
dependencies
 learn how to switch the tasks to auto schedule mode
 gain an understanding of the Critical Path Method and
project slack
 learn how to view the critical path
 learn how to examine the slack time available to non-
critical tasks
 gain an understanding of lag time
 learn how to enter lag time
 gain an understanding of lead time
 learn how to enter lead time.

© Watsonia Publishing Page 53 Scheduling

 Microsoft Project 2010 - Module 1

UNDERSTANDING TASK DEPENDENCIES

When you first enter tasks into a project they are line. In the real world, tasks are inter-dependent,
not linked in any way. This is evident from the and most tasks in your project will relate to one
fact that they all start on the same day, and in the another in some way. Microsoft Project offers four
Gantt Chart, appear flush left along the start date different types of task dependencies.

1 Finish-to-Start relationships are those where a task cannot start until its predecessor has been
finished. In reality, this is probably the most common, especially where resources are scarce. A
typical example would be when constructing a house: you dig the trenches for the foundations, then
pour concrete, then build the foundations – all after one another.

2 Start-to-Start relationships are those where both tasks commence at the same time. For example,
you might arrange the tiling of the kitchen at the same time as carpeting the lounge.

3 Finish-to-Finish relationships are those where both tasks finish at the same time. For example you
might want to install bathroom cabinets and have the task finish at the same time that you have
organised to purchase the bathroom fittings.

4 Start-to-Finish relationships are those where the completion of one task is dependent on the start of
another. Generally this is used when you are scheduling a task to finish just in time to start a more
important task. This is a little harder to comprehend, but a typical example would be dismantling a
superseded piece of equipment in a factory. You do not want to start dismantling until the new
equipment is fully operational. This type of relationship is often used when scheduling a task to finish
just in time to start a more important task that it supports.

© Watsonia Publishing Page 54 Scheduling

 Microsoft Project 2010 - Module 1

CREATING DEPENDENCIES AUTOMATICALLY

The most common form of task dependency is a actually has a command on the Ribbon that
Finish-to-Start type where one task starts after automatically creates this relationship between
its predecessor finishes. This type of dependency tasks in the project that have been selected.
is also the easiest to create as Microsoft Project

Try This Yourself:

Before starting this
Open

exercise you MUST

File

open the file J404

Scheduling_1.mpp...

 Click on Create
architectural plans,
1
hold down the key
and click on Order
materials to select the
first three tasks

 Click on the Tasks tab

on the Ribbon, and click
on Link Tasks in the
Schedule group to link
the selected tasks
Since the tasks are
linked Microsoft Project
has entered start and 2
finish dates for the
tasks. While you may
not be able to see these
dates the end caps on
the timelines are a dead
giveaway…

 Click on Order
materials, hold down
the key and click
on Planning
Completed
4

 Click on Link Tasks in

the Schedule group to
link the selected tasks

For Your Reference… Handy to Know…

To automatically create a dependency:  The duration of summary tasks will change
1. Select the tasks you want to link when you link tasks as Finish-to-Start.
Summary tasks are automatically scheduled
2. Click on the Tasks tab on the Ribbon, and
and their duration depends upon the total
click on Link Tasks in the Schedule group
duration of their dependencies. In our case
study the Planning summary tasks now has a
duration of 43 days.

© Watsonia Publishing Page 55 Scheduling

 Microsoft Project 2010 - Module 1

CREATING DEPENDENCIES IN TASK ENTRY

Dependencies can be defined between tasks a task form at the bottom of the screen. You can
using a form view. Task Entry view is a good see the relationships drawn graphically on the
choice for entering dependencies as it is a split Gantt bars, and the details entered into a form.
view which shows the Gantt Chart at the top and Forms are ideal for more complex dependencies.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the
file J404
Scheduling_2.mpp...

 Click on the View tab

and click on Details in
the Split View group
to see the task entry
view

 Click on Planning
Completed in the
Task Name column of
the Gantt Chart
The details for this
task should appear in
2
the form…

 Click below the current

entry in the ID column
in the Predecessor
panel (right side) of the
form 4

 Type 2 (which is the ID

of Create
architectural plans)
and click on [OK]

 Repeat step 4 and add

ID 3 to the
predecessor list

 Click on Details in the

Split View group to
return to a single view

For Your Reference… Handy to Know…

To create dependencies in a form view:  Milestone tasks logically can only be
1. Click on the View tab and click on Details in completed when the tasks before it have
the Split View group been completed. With milestone tasks it is a
good idea therefore to enter all of its
2. Click on the desired task
predecessors and the appropriate
3. Enter the appropriate dependencies in the dependency type – usually a Finish-to-Start
Predecessor column on the form (FS) for each.

© Watsonia Publishing Page 56 Scheduling

 Microsoft Project 2010 - Module 1

CREATING DEPENDENCIES IN TASK INFORMATION

The Task Information dialog box is your source the dependencies that exist for the task. This area
for all information pertaining to a task in your of the dialog box also allows you to enter
project. It is made up of a number of tabs one of dependency information.
which is the Predecessors tab which shows you

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the
file J404
Scheduling_3.mpp...

 Double click on Erect

fencing to display the
Task Information
dialog box

 Click on the
Predecessors tab

 Click in the ID column,

type 5, and press
1

to see the details

 Click on [OK] to record

the entry and close the
dialog box

For Your Reference… Handy to Know…

To create dependencies in a Task Information  When you type a number into the ID column
box: in a Predecessors form, Microsoft Project
1. Double click on the task automatically assumes that you wish to
create a Finish-to-Start dependency. You
2. Click on the Predecessors tab and enter the
can change the type of dependency using
appropriate details
the Type column in the form.

© Watsonia Publishing Page 57 Scheduling

 Microsoft Project 2010 - Module 1

CREATING DEPENDENCIES IN A SHEET VIEW

Creating dependencies in forms and dialog boxes time you are setting up your schedule. The best
is great for complex dependency types. It can, way to quickly enter dependencies is in a sheet
however, be tedious if you have lots of view where you can easily see task ID numbers
dependencies you wish to enter – such as at the and have access to the Predecessors column.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the
file J404
Scheduling_4.mpp...

 Click on the View tab

on the Ribbon, click 2
on Other Views in the
Task Views group and Site Works
click on Task Sheet 4 Erect fencing 5


Erect site buildings 7
Click on Tables in the Clear and level site 8
Data group and click Prepare drainage infrastructure 9
on Entry Prepare cabling infrastructure 9
Site works completed 7,8,9,10,11

 Click in the
Predecessors cell for
Building Construction
Pour foundations
Erect steelwork
12
14
Erect site buildings, Erect wall 15
type 7 and press Install roofing superstructure 16
Install roof retracting mechanism 17

 Repeat step 3 and

enter the predecessor
Erect seating tiers
Building Construction Completed
Fit Out
18
14,15,16,17,18,19
details for the Fit all windows and doors 20
remaining tasks as Install electrical cabling 20
shown Install electrical fittings and fixtures 23


Install all plumbing 20
Hold down the Install plumbing fittings and fixtures 25
key and press to Lay astro turf 20
Erect handrails and fencing 27
return to the first task Paint rooms, fixtures, fittings, etc 28
Install PA system 23
Install video imaging equipment 23
Fit out control room 29,30,31
Fit Out Completed 22,23,24,25,26,27,28,29,30,31,32
Commissioning
Test roof mechanism 33
Test PA system 33
Test video imaging equipment 33
Test control room equipment 35,36,37
Obtain official occupancy certificates 38
Obtain safety certification 39
Official opening 40
Commissioning Completed 35,36,37,38,39,40,41

For Your Reference… Handy to Know…

To create dependencies in a sheet view:  To create alternative relationships you need
1. Display the Entry table in a Task Sheet view to have a good grasp of the abbreviations
that Project uses when defining relationships.
2. Type relevant ID numbers in the
The predecessor ID is followed by the
Predecessors column in the table
dependency type eg. Finish-to-Start (FS),
Start-to-Start (SS), Finish-to-Finish (FF),
Start-to-Finish (SF).

© Watsonia Publishing Page 58 Scheduling

 Microsoft Project 2010 - Module 1

FINE TUNING A SCHEDULE USING DEPENDENCIES

We've just been informed that the powers-that-be Microsoft Project has calculated as a finish date.
have decided to schedule the first football match Now we can make whatever adjustments that may
at the stadium on Saturday May 21. As all of the be necessary to bring the conclusion of the
relationships have been entered we can see what schedule back to an acceptable date.

Try This Yourself:

Continue using the
Same

previous file with this

File

exercise, or open the file

J404 Scheduling_5.mpp...

 Click on the Project tab on

the Ribbon and click on
Project Information in the
Properties group and
notice that the project is
currently scheduled to
finish on Friday May 20 – a
bit too close

 Click on [OK] to close the

dialog box
We should be able to finish 1
the project earlier by
tinkering with some of the
4
dependencies. The seating
tiers, for example, can be
erected at the same time as
the roof is installed…

 Click on the Predecessors

cell for Erect seating tiers

 Type 18SS and press

to make this task start at
the same time the roof is
installed
5
We can also bring the
timing of the handrail
installation forward…

 Click on the Predecessors

cell for Erect handrails
and fencing, type 20 and
press

For Your Reference… Handy to Know…

To fine tune dependencies:  The overall project end date has not
1. Click in the Predecessors cell of the changed. This is because all of the tasks are
relevant task manually scheduled. You can switch the
project to auto scheduling mode or use the
2. Adjust the value as appropriate by either
Respect Links command on the Task tab to
typing a different task ID or changing the
update the links between selected tasks.
dependency type

© Watsonia Publishing Page 59 Scheduling

 Microsoft Project 2010 - Module 1

AUTO SCHEDULING TASKS

It’s crunch time in our project. Is it better for us to scheduling), or should we maintain complete
have Microsoft Project instantly recalculate the control over the task scheduling (which will require
project’s end date based on our changes and us to be very vigilant)? In our case study we want
manipulations (if so, we should switch to auto Microsoft Project to control the scheduling for us.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
J404
Scheduling_6.mpp...

 Move the mouse pointer

to the grey box where
the task IDs meet the
column headings and
click to select all of the
1
tasks

 Click on the Task tab on

the Ribbon and click on
4

Auto Schedule in
Tasks to auto schedule
all of the selected tasks

 Click on any task to

remove the selection
highlighting

 Click on the Project tab

and click on Project
Information in the
Properties group
Notice that the project is
now scheduled to finish
on Thursday May 5…

 Click on [OK] to close

the dialog box
6

 Scroll to the bottom and

have a look at the start
and end dates of the
tasks

For Your Reference… Handy to Know…

To auto schedule tasks:  Even though we have made the selected
1. Select the tasks to be auto scheduled tasks auto scheduled the overall project is
still in manual mode for new tasks. If you
2. Click on the Task tab on the Ribbon and
want to ensure that new tasks that you add
click on Auto Schedule in Tasks
to the project are automatically scheduled
too you’ll need to set the New Tasks button
at the bottom left of the screen.

© Watsonia Publishing Page 60 Scheduling

 Microsoft Project 2010 - Module 1

CRITICAL PATH AND PROJECT SLACK

Once all of the project tasks together with their finishing date because it represents the longest
durations and dependencies have been entered sequence of tasks in a project. Finding the critical
into a project it is possible to view the critical path is essential for controlling the overall
path. The critical path controls a project’s scheduling of a project.

Critical Path Method

The critical path is the series of tasks that will affect the project’s end date if they are changed. For
example, if you shorten the duration of one of these critical tasks on the path the project will finish
earlier. Conversely if you lengthen the duration of a task, or if it is delayed in some way, then the
finish date for the project will be later.
The Critical Path Method (CPM) is a well-documented and common algorithm that calculates the
critical path in a project. The critical path method is used to calculate the earliest and the latest that
each task can start and finish without blowing out the project’s end date.
If a task’s earliest and latest start dates and earliest and latest finish dates are the same the task is
said to be on the critical path because it has no free time available to it. Any change to the start or
finish dates of these critical tasks will directly impact on the project’s finish date.

Slack Time
The Critical Path Method (CPM) also identifies non-critical tasks. Non-critical tasks have slack
time (sometimes known as float) meaning that there is some variation between the task’s earliest
and latest start dates and earliest and latest finish dates.
In Microsoft Project a non-critical task can have two types of slack – free slack and total slack.
Slack can act like a buffer, allowing the task to slip a certain amount of time before it becomes
critical, and causes a delay in the schedule.
Free slack is the amount of slippage time before one task delays another, while total slack is the
amount of time a task can slip before affecting the project completion date.
The scheduled start and finish dates represent the dates that Microsoft Project calculates during
its forward pass through your tasks and the critical path, using the durations and dependencies that
you supplied.
Once the finish date of the path is established it is then used as the point at which Microsoft Project
commences its backward pass through the tasks to calculate slack.

A Moving Target
A critical path is not normally a static item – it changes as you make adjustments to tasks and
scheduling in your project. Furthermore, a task becomes non-critical once it has been completed as
it obviously no longer can affect the outcome of the project.

© Watsonia Publishing Page 61 Scheduling

 Microsoft Project 2010 - Module 1

VIEWING THE CRITICAL PATH

The Gantt Chart view in Microsoft Project can be actually choose an appropriate formatting option for
used to display those tasks that are deemed to the critical path (and also the slack time) to be
be on the critical path. The critical path is seen.
always there on the Gantt Chart but you must

Try This Yourself:

Before starting this exercise
Open
File

you MUST open the file J404

Scheduling_7.mpp...

 Click on the Task tab on the

Ribbon and click on Gantt
Chart in the View group

 Use + , then +
to move to the top task
3
The task bar here should appear


in red…
Click on the Format tab and
click on Critical Tasks in Bar
Styles until it appears ticked
All tasks on the critical path will
now appear with red bars… 5

 Click on the minus button of

the Zoom Slider (bottom right
of the screen) until you can
see most of the bars on the
screen
Notice that many of the Fit Out
bars are in blue indicating that
they are non-critical…

 Click on Slack in Bar Styles

until it appears ticked to see They’re not the easiest of things to
see but the slack lines are there if
slack lines in non-critical tasks
you look hard enough….

 Click on the plus button of the

Zoom Slider until you can see
the days of the week

 Use + to return to
the start bar of the project

For Your Reference… Handy to Know…

To view the critical path:  There are many other options on the Format
1. Click on the Format tab and click on Critical tab of the Ribbon for making certain aspects
Tasks in Bar Styles until it appears ticked of your project stand out. However, Microsoft
Project traditionally has displayed critical
tasks in red and non-critical tasks in blue. It
is probably best to stick with this colour
scheme for the moment.

© Watsonia Publishing Page 62 Scheduling

 Microsoft Project 2010 - Module 1

EXAMINING TASK SLACK

Viewing critical and non-critical tasks in the Gantt accurate enough. If you really want to find out how
Chart is quite useful. However, using the Gantt much slack time a task has it is best done by
Chart to determine the amount of slack in a non- viewing the Schedule table on a task sheet view.
critical task can be a bit tricky to do – it just isn’t

Try This Yourself:

Before starting this
Open

exercise you MUST

File

open the file J404

Scheduling_8.mpp...

 Use + to move
up to the first task


2
Click on the View tab on
the Ribbon, click on
Other Views in Task
Views, and click on
Task Sheet

 Click on Tables in the

Data group and click on
Schedule to see the
Schedule table
There’s not a lot of slack
time at the top of the
tasks because these are 3
mostly on the critical
path…

 Scroll down until the Fit

Out tasks are at the top
of the screen

For Your Reference… Handy to Know…

To examine task slack:  It’s important to keep an eye on slack time as
1. Click on the View tab on the Ribbon, click it can greatly help you reschedule tasks
on Other Views in Task Views, and click on without impinging on the overall project’s
Task Sheet finish date.
2. Click on Tables in the Data group and click
on Schedule

© Watsonia Publishing Page 63 Scheduling

 Microsoft Project 2010 - Module 1

UNDERSTANDING LAG TIME

Once you have established dependencies task dependency offering you plenty of scoping.
between tasks you may find it necessary to Any one of those dependency types can be further
further delay the start of one of the tasks. delayed using a lag time calculation.
Microsoft Project provides four different types of

Lag Time
In the real world, relationships are even more complex than the four relationship types that we have
seen thus far.
Consider the situation of a house to be built on a concrete slab. The erection of walls cannot
commence until the concrete has properly cured. The two tasks, pouring the slab and erecting the
walls, constitute a definite finish-to-start relationship.

However, the laying of the slab may be finished some five days before the frame can be erected so
that the concrete can sufficiently cure. It would not be wise to factor this into the project, as time
taken for the curing would also include any resource allocation such as cost of concrete workers.
These guys are probably well into another job while the slab for your house is curing.
Project therefore allows you to delay the start of a task, even though there may be a finish-to-start
relationship. This delay between the two tasks is called lag time.
Lag times are represented numerically, either as a direct duration value or as a percentage. For
example, waiting for the concrete to cure may take 5 days. This would be written as 5d in the lag
field of the Erect walls task (because this is the task that lags behind its predecessor) and would
appear in the Gantt Chart as shown below.

There is only one problem with the scenario above. While we have entered a lag of 5d, Microsoft
Project has determined these as 5 work days. If you add all of the days you'll notice that there is a
lag of 5 work days and 2 weekend days. In our experience concrete cures even on weekends!
In the scenario above we need to enter elapsed days. This would be written as 5ed rather than 5d.
With this adjustment the lag will look as shown below.

You can also enter lag as a percentage. The percentage is calculated as a percentage of the
predecessor task. In the example below a lag of 80% has been entered in the lag field of the Erect
walls field – the lag is calculated as 80% of the Pour Concrete duration.

© Watsonia Publishing Page 64 Scheduling

 Microsoft Project 2010 - Module 1

ENTERING LAG TIME

Lag time is the delay from the end of the It can be entered in the Lag field in the Task
predecessor to the beginning of the successor Information dialog box. In our project, under
task. Lag time can be entered as a positive value, construction guidelines we must wait 100 hours
or as a percentage of the predecessor’s duration. after pouring foundations before erecting anything.

Try This Yourself:

Continue using the
Same

previous file with this

File

exercise, or open the file

J404 Scheduling_9.mpp...

 Click on the View tab on

the Ribbon and click on
Gantt Chart in Task 3
Views, then press
+ to return to the top 6
task

 Scroll down until the

Building Construction
tasks are towards the top
of the screen

 Drag the vertical bar

between the sheet and
the chart until you can see
the start and finish date
columns

 Click on Pour
foundations. Click on the
Task tab and click on
Scroll to Task in Editing
until you can see the
timeline for the task

 Double click on Erect

steelwork to display the
Task Information dialog
box and click on the
Predecessors tab 7

 Click on 0d in Lag, type

100eh and press

 Click on [OK] to see the

lag in the timeline

For Your Reference… Handy to Know…

To enter lag time for a task:  You can also enter lag time in a Task Form
1. Double click on the successor task and click view. This form can be seen using the split
on the Predecessors tab of the Task screen view, or by accessing a Task Form
Information dialog box using the Other Views command on the
View tab of the Ribbon.
2. Type the desired amount of lag into the Lag
field in the dialog box

© Watsonia Publishing Page 65 Scheduling

 Microsoft Project 2010 - Module 1

UNDERSTANDING LEAD TIME

There may be times in your project when you overlap is known as lead time. Lead time is an
realise that a predecessor doesn’t have to be overlap between tasks that have a dependency.
finished for the successor to start. In Microsoft You enter a lead time as a negative value in the
Project, you can make tasks overlap. This Lag field for a task.

Lead Time
Lead is the opposite of lag. Rather than delaying the start of a successor task it accelerates it.
Lead is normally used where a task may be starting earlier than the one concluding.
Consider the building of a house. Normally, you would expect that the painting couldn’t be finished
until the plasterwork has been done. Therefore, you would set a finish-to-start relationship between
the two.

In a larger house however, the painters may be able to move in and paint one room while the
plasterers are still working on another. The painters may be able to start work when the plasterers
have completed 80% of their task – in other words, the painters can start when the plasterers only
have 20% of their work left to do.
This is still a finish-to-start relationship. However, there is a slight overlap between the two, which
allows the painting to commence while the plastering is almost complete. In project jargon the time
between when the second task begins and the first task ends is known as lead time.
Lead time can be entered into a sheet or a form. It can be entered as a duration or as a percentage.
Lead times, because of their overlapping nature, are preceded with a minus sign.

For example, to represent the fact that painters can start work with a lead time of 1 day you can
enter -1d. If this represents 20% of the task's total duration you can enter it as -20%.

© Watsonia Publishing Page 66 Scheduling

 Microsoft Project 2010 - Module 1

ENTERING LEAD TIME

Lead time is an overlap between tasks that have or a negative percentage. Lead time reduces
a dependency. By assigning lead time to a elapsed time in the schedule and, when applied to
relationship, the successor gets a head start. critical tasks, can shorten the overall time of the
Lead time can be entered as a negative number project.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
J404
Scheduling_10.mpp...

 Click on Erect wall and

click on Scroll to Task in
the Editing group on the
Task tab
In our case study we can
actually start erecting
walls when 90% of the
steelwork is done…
3
 Double click on Erect
wall and click on the
Predecessors tab

 Click on 0d in Lag, type -

10% and press

 Click on [OK]
Notice that Erect wall has now come forward 6 days. The calculation


4
Repeat the above steps to represents 10% of the duration for Erect steelwork, which is 3 months.
apply a lead time of -2d to The calculation is derived by finding the total hours for erecting
the Paint rooms, steelwork (20 days per month x 3 months x 7.5 hours per day = 450
fixtures, fittings, etc task hours). 10% of the total hours divided by the hours per day determines
the amount of lead time (10% x 450 hours = 45/7.5 = 6 days). You can

 Click on the Project tab

and click on Project
also specify a precise amount for lead.

Information in the
Properties group
The project should now
be scheduled to finish on
Wednesday 27/4…

 Click on [OK] to close the

dialog box 5

For Your Reference… Handy to Know…

To enter lead time for a task:  You can enter lead time directly into the
1. Double click on the successor task and click Task Sheet. Click in Predecessors for the
on the Predecessors tab of the Task successor task. You can enter the lead time
Information dialog box at the end of the task ID for the allocated
relationship. For example, Task 3 has a FS
2. Type the desired amount of lead as a
relationship with Task 2. To indicate a 2-day
negative value into the Lag field
lead, the entry would appear as 2FS -2d.

© Watsonia Publishing Page 67 Scheduling

 Microsoft Project 2010 - Module 1

NOTES:

© Watsonia Publishing Page 68 Scheduling