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Preparing & Entering Data
Summary
It is important to develop a sound approach toward preparing and
entering data in Microsoft Project. Basic project data required
by the software includes task names, durations, predecessors,
resource attributes and assignments. Think about what
works for you and then stick to it. This is our preference.
PROGRAM
CONFIGURATION
We recomend you select 'Fixed Duration' . For now,
- Choose Tools-Options (Schedule Tab)
- Choose 'Fixed Duration' opposite Default Task Type
- Clear the 'Effort Driven' option immediately below this.
TASK
INFORMATION
We recommend that you enter tasks, duration and predecessors on
the default MS Project 2000 screen (the 'Entry' table) in
that order. Working column-wise:
- Enter all the names first in the 'Task Name' column
- Attend to the durations and predecessors. This allows you to
focus on one thing at a time.
RESOURCE
ALLOCATION
It is tempting to allocate resources just by typing the names into
the Resource Names column of the 'Entry' table. Try resist
this! It is far better to define the resources first and then assign
them by picking them off a drop-down list. This reduces the chance
of errors. First:
- Define the resource attributes on the Resource Sheet (View
Resource Sheet).
- Ensure that the name, max units, and standard ratesare entered
(if you are to track costs).
To assign resources,
- Click Assign Resource Toolbar button { } or use Tools - Resources
- Assign Resources. This will bring the Assign Resource box
to the screen.
For each task do the following:
- Select the task to which resources are to be assigned.
- Click the Units cell opposite the resource to be assigned
in the Assign Resource Box
- Click the Assign button to assign one unit of the resource.
(Alternatively enter a different number including a fraction)
You have now entered all the data Microsoft Project expects before
it can produce schedules and budget projections.
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