Last Updated: March 6, 2022

Determine Schedule Logic Workflow

This Activity of the MS Project Master Class focuses on determining a project's schedule logic within Microsoft Project, a vital component in ensuring that a project is completed on time and within scope.

Define Timing Constraints/Deadlines

Before jumping into the specifics of scheduling, project managers must first decide on the Task Mode for each summary task, detail task, and milestone. Microsoft Project offers two modes: Manually Scheduled and Automatically Scheduled.

Manually Scheduled: Opt for this mode if you want to control the timing of an activity or milestone according to your preferences or constraints not captured by Microsoft Project's scheduling engine. While this allows for flexibility, it can present ethical concerns. Stakeholders may assume that industry scheduling standards govern the project's timing, but manually scheduled tasks could be as arbitrary as a Gantt Chart drawn on a whiteboard.

Automatically Scheduled: Choose this mode for tasks where you want Microsoft Project to calculate the timing based on dependencies, calendars, timing constraints, resource assignments, and more. This ensures a more systematic approach rooted in the software's scheduling logic.

Project managers should ask themselves: What is the task mode for each task? By determining the appropriate task mode, you set the foundation for either a tightly controlled or a more flexible project timeline.

Deadlines can be assigned to both Automatically and Manually Scheduled tasks and milestones. Microsoft Project tracks progress against these deadlines, providing updates on whether the project is on track. A diligent project manager can assess the schedule's health without the deadlines feature. Key questions include: What deadlines must be tracked, and are they pivotal to the project's success?

In addition to setting deadlines, project managers can apply timing constraints to each task. These constraints come in various forms, such as As Soon As Possible (ASAP) and Must Start On (MSO), each with implications for the project's schedule. The question is: Does this activity or milestone have a date restriction or a preferred timing?

Sequence Activities and Milestones

Sequencing establishes dependencies between activities and milestones. These dependencies determine the task execution order and are critical to understanding the project's workflow. Microsoft Project accommodates four primary types of dependency relationships: Finish to Start (FS), Start to Start (SS), Finish to Finish (FF), and Start to Finish (SF).

Moreover, each link type can include lead or lag time, adding nuance to the schedule by allowing gaps or overlaps between dependent tasks. A pertinent question for project managers during this phase is: What are the predecessor and successor relationships for this activity or milestone, and how do they interact?

Review Timeline and Critical Path

The project timeline is a comprehensive outline of the project's duration and the timing of the work breakdown structure elements. The critical path derived using the Critical Path Method (CPM) is central to the timeline. This path comprises the longest stretch of dependent activities and directly influences the project's minimum completion time. Critical tasks and milestones, identified by having zero total or free slack, are non-negotiable in their timing if the project deadline is to be met.

Project managers need to scrutinize the timeline and critical path rigorously. The crucial query is: Which tasks are on the critical path, and what measures can we take to ensure they meet their deadlines without impacting the project's finish date?

This Activity underscores the importance of carefully setting up the project's scheduling framework in Microsoft Project. By making informed decisions on task modes, applying deadlines and constraints judiciously, sequencing activities effectively, and monitoring the critical path, project managers can navigate the complexities of project scheduling to keep their projects on track.