Last Updated: December 13, 2024

Activity 1 - Clarify Objectives

Activity Page Outline

Application 1 - Clarify Objectives Workflow (25 minutes)

Learn the Clarify Objectives Workflow (10 minutes)

Update Journal on Clarify Objectives Workflow (15 minutes) jump to

Application 2 - Clarify Objectives Stakeholder Analysis (1 hour 25 minutes) jump to

Exercise 1: Set Up Your Master Project (30 minutes) jump to

Exercise 2: Initiate Stakeholder Analysis (30 minutes) jump to

Exercise 3: Embed Stakeholder Analysis (10 minutes) jump to

Update Journal on Stakeholder Analysis (15 minutes) jump to

Application 3 - Clarify Objectives / Objectives as Milestones (1 hour 4 minutes) jump to

Exercise 4: Clarify Objectives (30 minutes) jump to

Exercise 5: Turn Project Objectives into Milestones (20 minutes) jump to

Update Journal on Objectives as Milestone (15 minutes) jump to

There are four applications on the page. Complete each when directed in the MS Project Master Class Book.

This entire page should take 3 hours and 48 minutes to complete.

Clarify Objectives Workflow (25 minutes)

A workflow is a set of sequential or parallel processes or steps performed to complete a specific Activity in a project life cycle. It typically involves a series of interdependent tasks that must be completed in a particular sequence, often with specific criteria or conditions that must be met before moving on to the next step.

The workflow for each Activity in this MS Project Master Class is the Activity (chapter) outline.

A specific Microsoft Project List Objectives workflow is unavailable. Nor are there any List Objectives-related features in the software. However, the software provides plenty of options to store list objectives data generated in other software tools like Word or Excel.

Fully defined objectives, SMART+A objectives, naturally fit as milestones in a Microsoft Project plan.

Learn the Clarify Objectives Workflow (10 minutes)

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Clarify Objectives Stakeholder Analysis (1 hour 25 minutes)

There are three things you are going to do in this Stakeholder Analysis application:

Master Project: First, you will start and set up a Master Project in Microsoft Project. You will develop this project throughout the MS Project Master Class Activities (chapters). At the finish of this MS Project Master Class, you will have built a Master Project.

Stakeholder Analysis: Second, you will conduct a stakeholder analysis for your Master Project.

OLE: Last, you will embed the stakeholder analysis worksheet in Microsoft Project.

Conducting a stakeholder analysis for a new project is crucial in identifying and understanding the key individuals or groups with a stake or interest in the project. It involves systematically assessing and mapping the various stakeholders, roles, needs, and potential influence on the project's success. By engaging in this process, project managers can gain valuable insights into stakeholder expectations, concerns, and possible sources of support or resistance. This analysis enables project teams to manage stakeholder relationships proactively, anticipate challenges, and align project objectives with stakeholder interests, ultimately increasing the project's chances of achieving its goals and fostering stakeholder satisfaction and engagement.

In addition, this application will review several Microsoft Project features and characteristics defined below.

Exercise 1: Set Up Your Master Project (30 minutes)

In this MS Project Master Class, you will create a Master Project in Microsoft Project. The objective is for you to have an expertly planned project by the time you have completed this class. It is best if this project is work-related, ideally one that you will be managing shortly.

In addition, if you are working with a Coach or planning to obtain one or more completion certificates, you must provide your Master Project for review. This project will be evaluated and analyzed by a Certified Master Coach or Master Class Reviewer and one or more analytical tools that assess the technical quality of plans built in Microsoft Project.

To start a Master Project, open Microsoft Project. Click the New icon and then double-click Blank Project. Then save the project, File, Save As, and name the project Master Project (your name).mpp.

Next, make sure your new project shows the Project Summary Task. If you do not see row zero, which initially displays the file name, select the Gantt Chart Format tab on the ribbon and then put a checkmark next to the Project Summary Task in the Show/Hide group.

The default selection in Microsoft Project does not show the Project Summary Task. Thus, many new users often create their project summary task, thus creating unnecessary redundancy.

Then, select a project to work on during this MS Project Master Class. Ideally, this project is work-related, as mentioned. The value of choosing a work-related project is that you get work done during the class, and learning is more relevant since you are applying what you learn immediately to the type of project you manage.

An alternative to a work-related project is a personal project. An individual project could include an event like a wedding, a kitchen remodel, planning out an executive MBA program, an investment program, buying or selling your home, obtaining your PMP certification, or a significant landscape project.

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If you want to peek at this home move template, select File, New, and then search for home move. Click the Home move plan template and then click on the Create icon. This will download and open the template in Microsoft Project.

Project Options

Once a template or blank project is selected, it is a good time to make some basic choices in Project Options.

This MS Project Master Class is for the more recent versions of Microsoft Project. If you use an early version, there will be some slight differences. In the dozens of Microsoft Project exercises you will complete in this class, even if you are using the most current version, the results in Microsoft Project may be slightly different because calculations are often a function of not only the version you are using but also the current build, and selections in Project Options. Remember this if you attempt to reconcile your results with the expected exercise results in one of the Online Applications.

What version are you using? What is your build? What are the global selections in Options, and what are those local selections in Options for your Master Project? These are all questions you should be able to answer.

Review the Master Class Online page titled Setting Up Microsoft Project by clicking on the button below. Consider making the same selections in Project Options for your Master Project (your name).mpp. This page will make suggestions in Project Options and explain why the results you might experience when doing the exercises in this Master Class might differ slightly from what you see on the page.

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Exercise 2: Initiate Stakeholder Analysis (30 minutes)

Conduct a stakeholder analysis for your Master Project. Depending on the project, this could take a considerable amount of time. Consider spending no more than about 30 minutes on this exercise. You may decide only to analyze two or three stakeholders. You are not required to complete a stakeholder analysis if your master project happens to be a significant project with many stakeholders.

Use the Stakeholder Analysis Worksheet.xlsx for this exercise and complete the analysis for at least two stakeholders in your Master Project. These stakeholders do not have to be individuals; they could be groups. 

There are seven steps to this analysis:

Step 1: Identify all the stakeholders likely to be involved or impacted by the project. This may include people or groups within the organization (such as project team members, managers, and executives), external organizations (such as customers, suppliers, and regulatory agencies), and individuals who may be affected by the project (such as local communities or special interest groups).

Step 2: Once you have identified the stakeholders, categorize them into groups based on their level of interest in the project and their level of influence. This will help you prioritize your stakeholder engagement efforts and determine which stakeholders require the most attention.

Step 3: Determine stakeholder needs and expectations. Gathering information may involve interviews, surveys, or focus groups. Review project documentation or past experiences to identify everyday stakeholder needs and expectations.

Step 4: Enter High, Average, or Low. Determine each stakeholder's influence on the project. This may involve assessing the stakeholder's level of authority, expertise, or access to resources. Consider their level of interest in the project, as stakeholders with high interest may be more likely to influence the project's outcome.

Step 5: Based on your stakeholder analysis, develop a stakeholder engagement plan outlining how you will interact with each stakeholder category throughout the project's life cycle. This may involve regular communication, project updates, or soliciting feedback.

Step 6: Select a person to monitor stakeholder engagement throughout the project to ensure that stakeholders are satisfied with its progress and that their needs and expectations are being met. If any issues or concerns arise, take steps to address them and adjust your stakeholder engagement plan as needed.

Step 7: Enter current stakeholder satisfaction as High, Average, or Low.

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Exercise 3: Embed Stakeholder Analysis (10 minutes)

There are no features in Microsoft Project that capture a stakeholder analysis. Two features facilitate working with different documents that might be located online or files created with Excel or Word. Those features are hyperlinks and OLE (Objective Linking and Embedding).

Every task in a project plan, regardless of the type of task, can be associated with a hyperlink or OLE. Hyperlinks point to objects like a file on your system or an online page. There are two aspects of OLE. A link can be created to point to an object, like a hyperlink, or the object (file) can be embedded in the task. With linking, the object resides outside the project plan; it can be opened without the plan being opened or opened by clicking on the link within the project. When an object is embedded, that object resides in the project and can not be opened outside of the project.

Embedding is the most likely feature to be used when the project plan and objects are mobile. For instance, if you are working with a Master Class Coach, you could embed your stakeholder analysis and then send the coach your project file. The coach can open your project file, and the embedded objects can be opened from Microsoft Project.

This OLE feature will be used several times during this class and will be reviewed in more detail. The basic steps for embedding the stakeholder analysis will be provided to complete this exercise.

Embed the Stakeholder Analysis Workshet.xlsx completed above in the project summary task of your Master Project.

To embed the Stakeholder Analysis Workshet.xlsx at the project summary level:

• Open the Notes field for the project summary task. Task Information / Notes tab.

• Click the Insert Object button.

• Select the Create from File radio button.

• Don’t select the Link button when you want to embed the object.

• Check the Display As Icon checkbox. (You should also click the Change Icon button and enter a custom title for the file.)

• Click OK.

Save the project. Remember, the file is now embedded in the project. The only way to view or edit this stakeholder analysis is to open the project and embedded files by double-clicking the Icon in the notes field.

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Clarify Objectives / Objectives as Milestones (1 hour 4 minutes)

There are two things you are going to do in this Clarify Objectives / Objectives as Milestones application:

Clarify Objectives: First, you will take three or more objectives for your Master Project and turn them into SMART+A Objectives.

Milestones: Then, you will turn these SMART+A Objectives into Microsoft Project milestones.

Clarifying project objectives is a strategic process essential for project success. This involves compiling a comprehensive list of objectives and categorizing them into Necessary or Desirable categories. Assigning importance ratings on a scale of 1 to 5 helps prioritize objectives. Ensuring specificity achievability and establishing measurement metrics are crucial steps to eliminate ambiguity and guide progress. Ranking objectives, setting finish dates, and aligning them with organizational initiatives provide a structured roadmap. Finally, assigning responsibility for tracking and updating each objective fosters accountability and effective communication, ensuring the project stays on course. These systematic steps form a foundation for a well-defined, achievable project strategy.

This is the process of turning a list of objectives into SMART+A Objectives.

In Microsoft Project, a milestone task is a specific task representing a significant event or achievement in a project. It does not have a duration and does not consume any resources or effort. Instead, it serves as a reference point or marker to indicate the completion of a project phase, the attainment of a project objective, or the occurrence of a significant project event.

Here are some key characteristics of milestone tasks in Microsoft Project:

• Duration: Unlike regular tasks that have a specific duration, milestone tasks have zero durations. They are instantaneous and represent a particular point in time.

• Significance: Milestone tasks mark essential project milestones, such as project initiation, completion of a key deliverable, or a critical decision point.

• Visibility: Milestone tasks are often depicted as diamond-shaped symbols on the project timeline or Gantt chart. They stand out and provide a visual representation of significant project events.

• Dependencies: Milestone tasks can depend on other tasks in the project schedule. They are often used as predecessor or successor tasks to establish relationships and dependencies with other project activities.

• Reporting: Milestone tasks play a crucial role in project reporting. They provide a concise summary of project progress and serve as reference points for measuring performance and tracking overall project status.

• Other applications: Milestone tasks could include project kickoff, completion of key deliverables, client approvals, major milestones in product development, or significant project reviews.

By incorporating milestone tasks into a project schedule in Microsoft Project, project managers can effectively communicate and track the progress of critical events or achievements, ensuring that the project stays on track and key objectives are met.

When turned into SMART+A objectives, project objectives are trackable in time (scheduled and updated) and should be represented in the project plan as milestones.

In addition, this application will review several Microsoft Project features and characteristics defined below.

Exercise 4: Clarify Objectives (30 minutes)

You have already conducted a stakeholder analysis for the Master Project you will create during this Master Class. The next step is to identify objectives for this project and turn them into SMART+A objectives.

For this exercise, fully clarify at least three objectives for your Master Project.

Complete these ten steps using the Clarify Objectives Workbook.xlsx to turn your three objectives into SMART+A Objectives. (Ideally, this exercise is done in collaboration with key stakeholders.)

1. Compile a list of project objectives.

2. Divide objectives into either Necessary or Desirable categories.

3. On a scale of 1 to 5, how important is this objective?

   5 = Very High

   4 = High

   3 = Moderate

   2 = Low

   1 = Very Low

4. Ensure that each objective is specific and clear.

5. Determine how each objective will be measured and tracked.

6. Ensure that each objective is achievable or realistic.

7. Rank order each objective.

8. Enter the Finish Date for each objective.

9. On a scale of 1 to 5, evaluate how well each objective is aligned with organizational strategic initiatives.

   5 = Very High

   4 = High

   3 = Moderate

   2 = Low

   1 = Very Low

10. Determine who is responsible for tracking and updating the status of each objective.

When you have finished defining at least three objectives, use the OLE feature in Microsoft Project to embed the Clarify Objectives Workbook.xlsx as an icon at the summary level.

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Exercise 5: Turning Project Objectives into Milestones (20 minutes)

Project objectives can be easily turned into milestones in Microsoft Project. In Activity 5 - Create Work Breakdown Structure, objectives as milestones will be appropriately placed within the WBS, but for now, you will create a milestone for each objective and place it under a summary task.

For your Master Project (your name).mpp file, create a milestone for each of your SMART+A Objectives under the project summary task or row zero. To do this, create a summary task and then insert milestones under this summary task.

Click under the project summary task, select the Task tab on the ribbon, and then the Insert command in the Properties group. Select Summary. This inserts a summary task with a task indented below.

We will insert milestones instead of tasks under the <New Summary Task> summary task, so select <New Task> and then right-click and select Delete.

Then, insert a milestone under (indented) the <New Summary Task> summary task.

To do this, click under the <New Summary Task> summary task and then select the Task tab and Insert command. Click the Milestone command for each of your objectives. If you have six project objectives, click six times.

Then select the <New Summary Task> in the Task Name field and rename it to Project Objectives. Then rename each <New Milestone> for each of your SMART+A Objectives.

Since your project objectives have been turned into SMART+A objectives, you already have a preliminary finish date for each objective.

To be able to enter finish dates for each of these milestones, we have to make two scheduling changes to these milestone tasks. First, we have to change them to auto-scheduled, and the timing constraint for each milestone must be changed to Must Finish On.

Auto Schedule vs. Manually Schedule, and timing constraints will be reviewed in detail in the chapter Activity 7 - Determine Schedule Logic. It is important to remember that the purpose of using Microsoft Project is to auto schedule tasks. There is no project management, idea, concept, or precedent for manually scheduling anything in a project plan.

To turn your milestones into Auto Scheduled, select all milestones, then select the Task tab on the ribbon and then the Auto Schedule command in the Tasks group.

Next, since our project objectives are trackable in time, we will enter the date that each objective should be achieved. To do this, insert two new columns. To do this, select a column header in the figure below, right-click, and choose Insert Column. Insert two new columns, Constraint Type and Constraint Date.

Once the milestones have been entered and auto scheduled selected, expected finish dates can be entered. In your Master Project, change the Constraint Type for each milestone to Must Finish On. This timing constraint means the milestone must be scheduled to finish on a particular date. 

Then, enter the finish date for each milestone in the Constraint Date field. The milestones will be scheduled accordingly; you can see them in the window's taskbar pane.

You used the Clarify Objectives Workbook to define and turn objectives into SMART+A Objectives. However, clarifying objectives could be done in the tasks Notes field in Microsoft Project.

In this next section, you will download a template file and review the definition of SMART+A objectives in the Task Notes field for a milestone representing a project objective.

To open a project file that has been saved as a template, make sure you are searching All Files or Project Template to see and then open the template.

In the Objectives as Milestones.mpp file, 21 milestones represent the 21 SMART+A Objectives for the wind farm project that has been used as an illustration in the MS Project Master Class Book. These objectives in the Clarify Objectives Workbook are embedded in the Project Summary Task Notes field. However, this information has also been entered in the task Notes field for six milestones, illustrating where you might enter this information if you are not using an external document.

Task Notes can be viewed by selecting the Task tab on the ribbon, Information, and then the Notes tab in Task Information. In the figure above, the Task Notes field is shown in the bottom view of a split window. In this figure, Task Notes is shown for the selected milestone in the top view of the split window.

This split window, with a Gantt Chart view on the top and a Task Form view on the bottom, can be shown by selecting View / checking Details /, right-clicking in the bottom view, and selecting Notes.

The New Project Template.mpt file lists this routine in the Notes field for all milestones. As mentioned above, projects can be started from a template. An organization's template might include a full-blown expert project that meets many requirements for planning a specific project, which must only be tweaked to begin a new project. This would dramatically reduce the time involved in initiating and planning a project. Certainly, the goal of a mature project organization would be a catalog of expert templates for planning projects that tend to be repeatable.

Besides a full-blown project plan, a template can include local settings in Project Options and custom elements like the organization’s calendar, views, tables, fields, reports, etc.

I could have had you start your Master Project from this New Project Template you downloaded and opened, saving a little time. Essentially, the goal of having expert planning templates is obvious. Who doesn’t want the input of an expert when planning a new project, and who doesn’t want to save considerable time during the planning phase?

This template includes:

A - The Project Summary Task is displayed.

B - All the recommended local settings in Project Options, including all new tasks being Auto Scheduled.

C - An outline in the Notes field for all of the milestones. Instead of the Clarify Objectives Workbook, this outline could clarify objectives and turn them into SMART+A Objectives.

D - The Table's Constraints Type and Constraints Date fields are applied to the view.

The figure below shows how to clarify objectives as milestones and walk through the steps in the task Notes field for turning objectives into SMART+A Objectives.

After reviewing this figure, copy the list of steps in one of the task Notes fields for one of the milestones in this template file, paste those steps in the task Notes field for one of your milestones, and then complete the steps as illustrated below.

The next thing you are going to do is waterfall your milestones.

When entering milestones and then the finished dates, those milestones are scheduled, as can be seen in the figure below. The milestones appear scattered in the figure like a target in shooting range.

When I work with problematic project plans, I have noticed that one critical practice that tends to create problems and overly complex and confusing project plans is when they are not waterfall-like.

The term "waterfall" describes a sequential and linear approach to project management not limited to specific project types, such as software development. The waterfall model originated in manufacturing and construction but has been adapted and applied to various project types.

In a general project management context, a waterfall project typically involves the following stages or phases:

1. Initiation: Define the project, including its objectives, scope, purpose, and feasibility.

2. Planning: Develop a detailed project plan outlining tasks, timelines, resources, and dependencies.

3. Execution: Carry out the plan according to the predetermined sequence, with each phase building upon the previous one.

4. Closing: Complete the project, deliver the final product or service, and obtain formal acceptance and closure.

Like the waterfall approach in software development, the waterfall approach in project management emphasizes a structured and linear progression through a series of stages. Each stage is completed before proceeding to the next, and changes or revisions are typically discouraged once the project has progressed beyond a phase.

Traditional project management software is designed for waterfall-like projects. Therefore, as much as possible, it is best to list all tasks (Phases, Summary Tasks, Detail Tasks, and Milestones) in chronological order.

The following figure changes two things about the milestones. First, the naming convention for each milestone was changed to subject-verb, which is the preferred naming convention for milestones. The subject (e.g., "project," "approval," "budget") is followed by a verb (e.g., "completed," "obtained," "approved").

Second, the milestones were moved chronologically in the task list or outline, beginning with the earliest milestone at the top and the last at the bottom, creating a waterfall effect.

In your Master Project, do two things.

• Make sure your milestones are using the subject-verb naming convention.

• Put your milestones in chronological order.

You can easily move milestones. Select the entire row by selecting the task's ID number to move a milestone. Then click, hold, and drag. The move tool symbol will appear when you click and hold. When you start to drag up or down, a grey line will appear as the location to drop the milestone.

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Review Microsoft Project Features Covered on Define (15 minutes)

In summary, OLE in Microsoft Project offers a powerful way to link or embed content from other Microsoft Office applications, providing a more interconnected and collaborative environment for project management. Users can enhance their Project files with dynamic data from external sources while maintaining the flexibility to edit and update content.

Project Summary Task

In Microsoft Project, the Project Summary Task, sometimes called "Row Zero" or "Project Summary," represents the entire project. It is automatically created when you create a new project and summarizes or aggregates all the tasks within it. This level displays the entire duration of the project, the total cost, all the work, and the percentage completed, among other summary data.

Here are the key characteristics and functions of the Project Summary Task:

Overview: The Project Summary Task summarizes the entire project, providing a high-level view of its structure and major components.

Display: The Project Summary task is displayed by selecting the Format tab on the ribbon and checking Show Project Summary Task. In Options, displaying the Project Summary Task is a local setting, but the Show Project Summary Task can be checked as the default for new projects. Options / Advanced / Show Project Summary Task / All New Projects.

Hierarchy: It sits at the top level of the task hierarchy and is a parent task to all other tasks in the project. Subtasks are indented beneath the Project Summary Task, creating a hierarchical structure. The ID number for this task is 0, which is why it is often called Row Zero.

Duration and Dates: The Project Summary Task doesn't sum duration, like cost and work, since it encompasses the entire project. Instead, it automatically reflects the overall project's start and finish dates based on the earliest and latest start and finish dates of its subtasks.

Aggregation of Data: The Project Summary Task aggregates key project data, such as total duration, start and finish dates, and completion percentage. This provides a quick overview without having to delve into individual tasks. Some rolled-up data, like Cost and Work, is summed on the summary level. The Duration of the Project Summary Task, or any summary task, is a function of the indented tasks' earliest start date and latest finish date.

Editing and Dependencies: While the Project Summary Task cannot have direct dependencies or be linked to other tasks, changes made to its subtasks automatically adjust its information.

Visibility: The Project Summary Task is often visible in project views like the Gantt Chart, helping project managers and team members visualize the entire project concisely.

Printing and Reporting: When you print or generate reports from Microsoft Project, the Project Summary Task is typically included to provide an overview of the project's scope and timeline.

Understanding the Project Summary Task is crucial for effectively organizing and presenting project information in Microsoft Project. It is a central point for viewing the project's structure and progress.

Summary Tasks

In Microsoft Project, a summary task is a higher-level task that represents a group of related subtasks or activities. It provides an overview or summary of the underlying tasks within a project, allowing project managers to organize and structure their project plans hierarchically. Summary tasks help visualize the project's structure, break it into manageable sections, and provide a higher-level view of its progress and timeline.

Here are some key characteristics of summary tasks in Microsoft Project:

• Hierarchy: Summary tasks create a hierarchical structure within a project plan. They serve as containers or parent tasks that encapsulate related subtasks. This hierarchy allows project managers to organize tasks into logical groups and subgroups, providing a clear project structure.

• Duration and Effort: Unlike milestone tasks, summary tasks can be associated with durations and efforts. A summary task's duration and effort are calculated in the same way they are for the Project Summary Task. As subtasks are completed or updated, the summary task's duration and effort automatically adjust accordingly. However, resources can be assigned to summary tasks, complicating these calculations. It is highly recommended NOT to assign resources to summary tasks.

• Roll-up of Data: Summary tasks aggregate data from subtasks, summarizing duration, effort, resource assignments, costs, and progress. This allows project managers to quickly assess a project's overall status and progress without delving into the details of individual tasks.

• Dependency Management: Summary tasks can depend on other summary tasks or individual tasks within the project. However, it is recommended that you do nothing on the summary level other than enter information in the notes fields. Let the summary task automatically summarize the duration, work, and cost of the tasks indented below. 

• Outline Structure: Microsoft Project uses an outline structure to display and manage summary tasks. The summary tasks are displayed at a higher outline level, and the associated subtasks are indented beneath them. This visual representation aids in understanding the project hierarchy and makes it easier to collapse or expand sections of the project plan for focus or review.

• Work package: Summary tasks can be viewed as a work package in a work breakdown structure. A work package is a group of related tasks within a project. Because they look like projects themselves, they are often considered sub-projects within a larger project.

Summary tasks are essential for organizing and presenting project information effectively. They allow project managers to break down complex projects into manageable sections, track progress at different levels of detail, and communicate project status and milestones to stakeholders concisely and structuredly.

Milestones

A milestone task in Microsoft Project is a specific type of task that represents a significant event, achievement, or deliverable within a project. It is a reference point or checkpoint to mark important milestones and track project progress. Unlike regular tasks that have a duration and are worked on, milestone tasks signify the completion of a primary phase, the occurrence of a significant event, or the achievement of a critical deliverable.

Technically, a milestone is a detail task of zero duration. They can be indented under a summary task and can have dependencies. Resources can be assigned to a milestone, but no work. A milestone task is turned into a detail task when work is assigned.

The software has a command called "Mark task as a milestone." All tasks, even summary tasks, can be marked as milestones. This means that the task's end date will have a milestone symbol in the Gantt Chart, and filtering on milestones will include those tasks. However, the command does not turn the task into a milestone.

Milestone tasks are typically represented as diamond-shaped symbols in the project's Gantt Chart view, making them easily distinguishable from other tasks. They visually represent key milestones and help communicate progress to stakeholders and team members. Milestone tasks are not long and are not actively worked on or assigned to specific resources. Instead, they serve as key markers in the project timeline, highlighting critical junctures or achievements.

Auto Scheduled vs. Manually Scheduled Mode

In Microsoft Project, "Auto Scheduled" and "Manually Scheduled" refer to two different task scheduling modes. Each offers distinct approaches to planning and managing project tasks.

Auto Scheduled Tasks

Definition: Auto Scheduled tasks are the intended way to schedule and manage tasks in project management software.

Dynamic Scheduling: In Auto Scheduled mode, task scheduling is dynamic. This means the software automatically calculates the start and finish dates based on task dependencies, constraints, and resource availability.

Task Dependency Management: Changes in one task's start or finish date can automatically affect the dates of dependent tasks, ensuring the project schedule is adjusted accordingly.

Efficient Planning: Auto-scheduled tasks are efficient for projects with dynamic and interdependent schedules. This model aligns with common project management practices and is well-suited for every project scenario.

Manually Scheduled Tasks

Definition: Manually scheduled tasks allow users to manually define and control the start and finish dates and other tasks' characteristics. Manually Scheduled Tasks do not bypass all aspects of the Microsoft Project scheduling engine; they tend to fly under the radar.

Origin: This is a more recent feature in Microsoft Project, and its intent is suspect. No project management concept or idea encouraged its development, and the feature raises serious ethical considerations. Learning to use project management software takes time because of the many concepts, calculations, and features that must be understood. Manually Scheduled mode allows users to bypass the scheduling engine and create a Gantt chart-like schedule, for instance, like a person might draw one on a flip chart. 

User-Controlled Scheduling: In this mode, the user has complete control over when a task should start or finish. The software does not automatically calculate task dates based on dependencies or constraints.

Accepted Reality: Manually Scheduled task mode is a feature that is not going away. That said, it does offer flexibility even to the expert planner.

Use Cases: Manually Scheduled tasks are helpful when fixed dates or external constraints dictate the schedule or when estimating is in the early stages.

Default Mode: Auto Scheduled is the preferred default mode in Microsoft Project, and it's suitable for every project scenario.

Transition: Users can switch between Auto Scheduled and Manually Scheduled modes for individual tasks based on project needs.

Understanding these scheduling modes allows project managers and team members to choose the approach that best aligns with their project management methodology and specific project requirements.

Timing Constraints

Constraint Type: The constraint type determines the nature of the constraint applied to a task, specifying whether the task is constrained by a specific date, start time, or finish time or has no constraint.

Types:

As Soon As Possible (ASAP): The task can start as soon as its dependencies are satisfied. The task is pushed toward the project start date. 

As Late As Possible (ALAP): The task can be finished as late as possible without delaying the project. The task is pushed toward the project finish date. 

Start No Earlier Than (SNET): The task cannot start before a specified date.

Start No Later Than (SNLT): The task must start on or before a specified date.

Finish No Earlier Than (FNET): The task cannot be finished before a specified date.

Finish No Later Than (FNLT): The task must finish on or before a specified date.

Must Start On (MSO): The task must start on a specified date. 

Must Finish On (MFO):

Definition: "Must Finish On" is a specific type of constraint that requires a task to be completed by a particular date.

Use Case: This constraint is useful when the task must adhere to an external deadline or a fixed end date.

Setting: Users would specify the exact date using the "Constraint Date" field, and the task must be completed on the date entered.

Constraint Date:

Definition: The constraint date is the specific date associated with a task constraint. Depending on the constraint type determines whether the task is in some way constrained by a start or finish date.

Setting: When applying a constraint to a task, users can set a start date. For example, if you use "Start No Earlier Than," you would specify the date the task cannot start.

OLE

In Microsoft Project, OLE stands for Object Linking and Embedding. OLE technology allows users to link or embed data from other applications, such as Microsoft Excel, Word, or PowerPoint, into their Project files. This integration enables a seamless and interconnected experience between different Microsoft Office applications. Here are key aspects of OLE in Microsoft Project:

Linking and Embedding: OLE provides two primary methods for incorporating external data into a Project file:

Linking: This allows you to establish a dynamic link between the Project file and an external document. Any changes to the source document are reflected in the linked content within the Project file.

Embedding involves placing a copy of the external document directly within the Project file. Changes made to the source document do not affect the embedded content.

Supported Applications: OLE in Microsoft Project supports integration with various Microsoft Office applications, including Excel, Word, PowerPoint, and others. This feature facilitates the sharing and presentation of data between different types of documents.

Editing Capability: With OLE, users can often edit the embedded or linked objects directly within the Project file. This provides a more integrated experience, allowing real-time modifications to linked content without opening external applications.

Increased File Size: One consideration with OLE is that embedding objects into a Project file can increase its size. This is because the embedded data contributes to the overall file size. Users should be mindful of this, especially when dealing with large or complex projects.

Dependency Management: When using OLE linking, dependencies on the source files are created. Moving or deleting the source files can lead to issues with the linked or embedded content in the Project file. Managing file locations is essential to avoid disruptions. With embedding, the object resides in the Microsoft Project file. 

Location: Although Microsoft Project has an Objects field and related command, this field has not functioned well in the past few software versions. The Notes field is the best place to insert Objects for a task, resource, or assignment. 

Hyperlinks

In Microsoft Project, hyperlinks can connect project tasks, resources, or other project-related information to external files, websites, or even specific locations within a document. Hyperlinks help provide additional context, reference supporting documentation, or link to related resources within your project plan.

To add hyperlinks in Microsoft Project:

1. Task Hyperlinks: Right-click on a task and select "Hyperlink" to add a hyperlink specifically for that task. You can enter the URL of a website or browse for a file on your computer or network.

2. Resource Hyperlinks: You can add hyperlinks to resources by right-clicking on a resource and selecting "Hyperlink." This allows you to associate URLs or files with a particular resource.

3. Displaying Hyperlinks: Hyperlinks in Microsoft Project are typically displayed as underlined text. You can click on the hyperlink to open the associated file or website.

OLE vs. Hyperlinks

In Microsoft Project, Object Linking and Embedding (OLE) and hyperlinks are methods for linking information between different files or objects. Here's a contrast between the two:

Object Linking and Embedding (OLE): OLE is a technology that allows you to create links between objects in different applications. This enables you to display and edit the linked content directly within your Microsoft Project file. With OLE, you can embed objects from other applications, such as Excel spreadsheets or Word documents, into your Project file.

Pros of OLE:

• Embedded objects can be edited directly within the Project file.

• Changes made to the source object are reflected in the embedded object.

• It provides a more integrated experience when working with linked content.

Cons of OLE:

• Increased file size due to the embedding of objects.

• Limited compatibility with non-Microsoft applications.

• When linking versus embedding, dependencies on the source files can cause issues if they are moved or deleted.

Hyperlinks: Hyperlinks allow you to create clickable links within your Project file that can point to other files, web pages, specific locations within a document, or even other tasks within the same project. When you click on a hyperlink, it opens the linked resource in the associated application or web browser.

Pros of hyperlinks:

• Lightweight and do not significantly impact file size.

• Compatible with a wide range of file types and web resources.

• Easy to create and manage within Microsoft Project.

Cons of hyperlinks:

• You cannot edit the linked content directly within the Project file.

• Changes made to the source object are not automatically reflected in the hyperlink.

• The source files or web resources must be accessible for the hyperlink to work correctly.

The choice between OLE and hyperlinks depends on your project's specific requirements and preferences and how you want to manage linked information. OLE provides a more integrated experience for working with related content, allowing you to edit and view objects from other applications within your Project file. On the other hand, hyperlinks are lightweight and versatile, permitting you to link to various resources, but you cannot directly edit the linked content within MS Project.

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