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Entering a Milestone
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In addition to entering tasks to be completed, you might want to account for an important event for your project, such as when a major phase of the project will end. To do this, you will create a milestone task. Milestones are significant events that are either reached within the project (such as completion of a phase of work) or imposed upon the project (such as a deadline by which to apply for funding). Because the milestone itself doesn t normally include any work, milestones are represented as tasks with zero duration. In this exercise, you create a milestone task.
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1. Click the name of task 3, Public Launch Phase. 2. On the Task tab, in the Insert group, click Milestone.
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Project inserts a row for a new task and renumbers the subsequent tasks. Project names the new task <New Milestone> and gives it a zero-day duration. As with the other new tasks, the milestone is initially scheduled at the project start date of January 2.
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3. Type Planning complete! and then press Enter.
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The milestone task is added to your plan.
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Organizing Tasks into Phases
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On the Gantt chart, the milestone appears as a diamond.
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Tip You can mark a task of any duration as a milestone. Double-click the task name to display the Task Information dialog box, and then click the Advanced tab and select the Mark task as milestone option.
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Organizing Tasks into Phases
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It is helpful to organize groups of closely related tasks into phases. When reviewing a project plan, seeing tasks organized into phases helps you and your stakeholders think in terms of major work items. For example, it is common to divide book publishing projects into Editorial, Design, and Production phases. You create phases by indenting and outdenting tasks. In Project, phases are represented by summary tasks, and the tasks indented below the summary task are called subtasks. When a summary task is manually scheduled, its duration will be calculated based on its subtasks, just like the duration of an automatically scheduled summary task. However, you can edit the duration of a manually scheduled task and Project will keep track of both the manual duration that you entered and the calculated duration. The duration of an automatically scheduled summary task is calculated by Project as the span of time from the earliest start date to the latest finish date of its subtasks. If you directly edit the duration of an automatically scheduled summary task, or its start or finish date, it will be switched to a manually scheduled task.
2
Creating a Task List
Project Management Focus: Top-Down and Bottom-Up Planning
The two most common approaches to developing tasks and phases are top-down and bottom-up planning:
Top-down planning identifies major phases or components of the proj-
ect before filling in the tasks required to complete those phases. Complex projects can have several layers of phases. This approach works from general to specific.
Bottom-up planning identifies as many of the bottom-level detailed tasks
as possible before organizing them into logical groups called phases or summary tasks. This approach works from specific to general. Creating accurate tasks and phases for most complex projects requires a combination of top-down and bottom-up planning. It is common for the project manager to begin with established, broad phases for a project (top-down), and for the resources who will execute the project to provide the detailed tasks that fill out each phase (bottom-up). In this exercise, you organize the new book launch plan into two phases.
1. Select the names of tasks 5 through 7.
These are the tasks you want to make subtasks of the public launch phase.
2. On the Task tab, in the Schedule group, click Indent Task.
Indent Task
Project promotes task 4 to a summary task. Or you can think of it as Project demoting tasks 5 through 7 to subtasks; either way, the project plan now includes a summary task.
Summary task Summary task bar in the Gantt chart
Subtasks
Linking Tasks
Notice the scheduling effect of creating the summary task. Since task 6 had specific start and finish dates already, Project set the start date of the summary task (and its other subtask with a duration) to the same date, January 16. Next you ll create another summary task in a different way.
3. Select the name of task 1, Assign launch team members. 4. On the Task tab, in the Insert group, click Summary.
Project inserted a row for a new task, indented the task directly below it, and renumbered the subsequent tasks. Project names the new task <New Summary Task>.
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