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Notice the milestone task in row indicating the project completion date. Recall that the black diamond symbol on a Gantt chart shows milestones. Expand a task. Click the expand symbol to the left of Task 2, Initial Assessment, to see its subtasks. Click the collapse symbol to hide its subtasks. Experiment with expanding and collapsing other tasks and resizing other columns. Showing part of the WBS on the Gantt chart 4. View all tasks. Appendix A — Microsoft Project 17 5.
Remove the Timeline. Click the Timeline checkbox on the Ribbon to unselect it. Click it again to display it. Close the file without saving. Click the Close icon in the upper right of the window, and select No when prompted to save the file. Project Views Project provides many ways to display or view project information. In addition to the default Gantt chart, you can view the network diagram, calendar, and task usage views, to name a few.
These views allow you to analyze project information in different ways. The View tab also provides access to different tables that display information in various ways. In addition to the default Entry table view, you can access tables that focus on data related to areas such as the Schedule, Cost, Tracking, and Earned Value. To access and explore different views: 1.
Explore the Network Diagram for the Customer Service file. Open the Customer Service file again. Click the Network Diagram button under the View tab, and then move the Zoom slider on the lower right of the screen all the way to the left. Critical tasks display in red. Explore the Calendar view. Click the Calendar button under the Network Diagram button. Notice that the screen lists tasks each day in a calendar format.
Change the table view. Click the Gantt Chart button on the ribbon, click the Tables button under the View tab, and then click Schedule. Figure A shows the table view options. Table view options 5. Examine the Schedule table and other views. Select the Schedule table view and move the Split bar to the right to review the Total Slack column. Notice that the columns in the table to the left of the Gantt chart, as shown in Figure A, now display more detailed schedule information, such as Late Start, Late Finish, Free Slack, and Total Slack.
Remember that you can widen columns by double-clicking the resize pointer to the right of that column. You can also move the split bar to reveal more or fewer columns. Experiment with other table views, then return to the Entry table view. Schedule table view Project Reports Project provides many ways to report project information as well.
In addition to traditional reports, you can also prepare visual reports, with both available under the Report tab. Note that the visual reports often require that you have other Microsoft application software, such as Excel and Visio.
Project automatically formats reports for ease of printing. To access and explore different reports: 1. Explore the Reports feature. Click the Report tab to see the variety of reports available in Project , as shown in Figure A View the Project Overview report.
Click Dashboards, and then double-click Project Overview. Review the report and new options on the ribbon, as shown in Figure A Project Overview report 3. Open the Resource Overview report. Click the Report tab again, click Resources, and then click Resource Overview.
Review the report, as shown in Figure A Examine the report and experiment with others. Examine other reports. Return to the Gantt chart. Click the View tab, and then click on Gantt Chart to return to the Gantt chart view. You can close the file without saving it if you wish to take a break. Critical tasks report Project Filters Project uses a relational database to filter, sort, store, and display information. Filtering project information is very useful. For example, if a project includes thousands of tasks, you might want to view only summary or milestone tasks to get a high-level view of the project by using the Milestones or Summary Tasks filter from the Filter list.
You can select a filter that shows only tasks on the critical path if that is what you want to see. As shown earlier, you can also click the Show button on the toolbar to display different levels in the WBS quickly.
Access filters. Click the Filter list arrow under the Data group , as shown in Figure A The default filter is No Filter, which shows all tasks. Filter list arrow Figure A Using a filter 2. Filter to show milestones.
Click Milestones in the list of filters. Notice that the Gantt chart only shows the summary tasks and milestones for the project. Recall that milestones are significant events. Show critical tasks. Click the Filter list arrow, and then click Critical Tasks.
Now only the critical tasks appear in the WBS. Experiment with other filters. Close the file. When you are finished reviewing the Customer Service file, click Close from the File tab or click the Close button. Click No when asked if you want to save changes.
Exit Project Click the Close button for Project Milestones filter applied Now that you are familiar with the main screen elements, views, reports, and filters, you will learn how to use Project to create a new file. The list of tasks and their hierarchy is the work breakdown structure WBS. The file you create could be used for a class project which lasts approximately three months.
It uses the project management process groups to reinforce use of several project management deliverables described in this text.
You could modify this file to meet your specific needs. NOTE: In this section, you will go through several steps to create a new Project file named mywbs. If you want to download the completed file to check your work or continue to the next section, a copy of mywbs.
Try to complete an entire section of this appendix entering tasks in a work breakdown structure, developing the schedule, and so on in one sitting to create the complete file. Create a blank project. Open Project and click on Blank Project. A blank project file opens with a default filename of Project1, Project2, and so on.
If Project is already open and you want to open a new file, click the File tab, select New, and then Blank Project. Open the Project Information dialog box.
This dialog box enables you to set dates for the project, select the calendar to use, and view project statistics. The project start date will default to the current date. You can change the date format by selecting Options from the File tab. Click the date format you want to use in the Date Format box under the General settings. You can also customize the Ribbon, change default currencies in the display, and so on under Project Options. Enter the project start date.
Leave the Current date and other information at the default settings. Click OK or press Enter. Enter advanced project properties.
Click the File tab, and then click Info. Click Project Information on the right side of the screen, and then click Advanced Properties. You can also enter a subject, author, and other information as desired. Click the left arrow at the top left of the screen to go back to the previous screen. Project information dialog box Creating a Work Breakdown Structure Hierarchy As mentioned in Chapter 4 of this text, a work breakdown structure WBS is a fundamental part of project management.
For this example, you will use the project management process groups as the level 2 items and add some key deliverables and milestones under each one. You will use the information in Figure A to enter tasks. Note that Microsoft Project uses the term tasks instead of deliverables or activities or milestones, so it is also used in this appendix.
Initiating Deliverable 2 2. Stakeholder identification Deliverable 3 3. Stakeholder register completed Deliverable 1 completed 4. Stakeholder management strategy Deliverable 2 completed completed 5. Project charter Deliverable 3 completed 6. Project charter completed Monitoring and Controlling 7. Kickoff meeting Actual hours tracking 8. Kickoff meeting completed Project documents updates 9.
Planning Progress report 1 Schedule Progress report 2 Gantt chart completed Team review meetings Scope statement Closing Initial scope statement completed Final project report Executing Final project presentation Deliverable 1 Project completed Figure A Enter task names. Enter the 30 items in Figure A into the Task Name column in the order shown. Do not worry about durations or any other information at this time.
Type the name of each item into the Task Name column of the Entry table, beginning with the first row. Press Enter or the down arrow key on your keyboard to move to the next row. To edit a task entry, click the text for that task, and either type over the old text or edit the existing text. Entering tasks into Project and editing the information is similar to entering and editing data in an Excel spreadsheet.
You can also easily copy and paste text from Excel or Word into Project, such as the list of tasks. Appendix A — Microsoft Project 27 2. Adjust the Task Name column width as needed. To make all the text display in the Task Name column, move the mouse over the right-column gridline in the Task Name column heading until you see the resize pointer , and then click the left mouse button and drag the line to the right to make the column wider, or double- click to adjust the column width automatically.
This WBS separates tasks according to the project management process groups of initiating, planning, executing, controlling, and closing. These categories will be the level 2 items in the WBS for this project. Remember the whole project is level 1. It is a good idea to include all of these process groups because there are important deliverables that must be done under each of them.
Recall that the WBS should include all of the work required for the project. You will create these levels, or the WBS hierarchy, next when you create summary tasks.
For a real project, you would usually break the WBS into even more levels and then enter activities to provide more details to describe all the work involved in the project. For example, each deliverable would probably have several levels, activities, and milestones under it. You can review Chapter 4 of this text or look at sample template files or other WBSs for more information. This appendix focuses on the mechanics of using Project The summary tasks in this example are Tasks 1 initiating , 9 planning , 14 executing , 21 monitoring and controlling , and 27 closing.
You create summary tasks by highlighting and indenting their respective subtasks. To create the summary tasks: 1. Select lower level or subtasks. Highlight Tasks 2 through 8 by clicking the cell for Task 2 and dragging the mouse through the cells to Task 8.
Indent subtasks. After the subtasks Tasks 2 through 8 are indented, notice that Task 1 automatically becomes boldface, which indicates that it is a summary task. A collapse symbol appears to the left of the new summary task name.
Clicking the collapse symbol filled triangle sign will collapse the summary task and hide the subtasks beneath it. When subtasks are hidden, an expand symbol unfilled triangle sign appears to the left of the summary task name. Clicking the expand symbol will expand the summary task. Also, notice that the symbol for the summary task on the Gantt chart has changed from a blue to a black line with arrows indicating the start and end dates. The Task Mode has also changed to make this task Automatically scheduled.
For now, focus on entering and indenting the tasks to create the WBS. Indenting tasks to create the WBS hierarchy 3. Create other summary tasks and subtasks. Create subtasks and summary tasks for the other process groups by following the same steps. Indent Tasks 10 through 13 to make Task 9 a summary task. Indent Tasks 15 through 20 to make Task 14 a summary task.
Indent Tasks 22 through 26 to make Task 21 a summary task. Indent Tasks 28 through 30 to make Task 27 a summary task. Widen the Task Name column to see all of your text, as needed. To outdent the task, click the cell of the task or tasks you want to change, and then click the Outdent Task button the button just to the left of the Indent Task button.
Numbering Tasks To display automatic numbering of tasks using the standard tabular numbering system for a WBS: 1. Show outline numbers. Project adds the appropriate WBS numbering to the task names. Show project summary task. Click the Project Summary checkbox just below the Outline Number checkbox.
Your file should resemble Figure A Adding automatic outline numbers and a project summary task Saving Project Files Without a Baseline An important part of project management is tracking performance against a baseline, or approved plan.
It is important to wait until you are ready to save your file with a baseline because Project will show changes against a baseline. Later in this appendix, you will save the file with a baseline. You will then enter actual information to compare planned and actual performance data.
To save a file without a baseline: 1. Save your file. Enter a filename. In the Save dialog box, type mywbs in the File name text box. Browse to the location in which you want to save the file, and then click Save. Remember that you can move the Split bar to show more or fewer columns. Click the Close icon to exit Project The first step in using these features, after inputting the WBS for the project, is to change calendars, if needed, and then enter durations for tasks or specific dates when tasks will occur.
You must also enter task dependencies in order for schedules to adjust automatically and to do critical path analysis. After entering durations and task dependencies, you can view the network diagram, critical path, and slack information. Calendars The standard Project calendar assumes that working hours are Monday through Friday, from a. In addition to the standard calendar, Project also includes a 24 Hours calendar and Night Shift calendar.
The 24 Hours calendar assumes resources can work any hour and any day of the week. The Night Shift calendar assumes working hours are Monday through Saturday, from a.
You can create a different base calendar to meet your unique project requirements. To create a new base calendar: 1. Open a new file and access the Change Working Time dialog box. With Project open, click the Project tab, and then click the Change Working Time button under the Properties group. Name the new base calendar. The Create New Base Calendar dialog box opens. Click the Create new base calendar radio button, type Fiscal as the name of the new calendar in the Name text box, and then click OK.
Change the fiscal year start. In the Change Working Time dialog box, click Options at the bottom of the screen. Change the fiscal year to start in October instead of January. Review other options in this screen, and then click OK twice. Change Working Time dialog box You can use this new calendar for the whole project, or you can assign it to specific resources on the project.
To assign the new calendar to the whole project: 1. Click the Project tab, and then click the Change Working Time button. Select a new calendar. Click the For calendar list arrow to display a list of available calendars. Select your new calendar named Fiscal from this list, and then click OK.
To assign a specific calendar to a specific resource: 1. Assign a new calendar. Select the calendar. Click the cell under the Base column that says Standard on the right part of the screen for Adam. Click the list arrow to display the options, and then select Fiscal as shown in Figure A Changing calendars for specific resources 3. Block off vacation time.
Double-click the resource name Adam to display the Resource Information dialog box, and then click the Change Working Time button, located on the General tab in the Resource Information dialog box.
You can block off vacation time for people by selecting the appropriate days on the calendar and marking them as nonworking days. Close the file without saving it.
Click the Close box, and then click No when you are prompted to save the file. Entering Task Durations Recall that duration includes the actual amount of time spent working on an activity plus elapsed time. Duration does not equal effort. For example, you might have an activity that you estimate will take one person 40 hours of effort to complete, but you allow two weeks on a calendar for its duration.
You can simply enter 2w for two weeks in the Duration column for that activity called a task in Project Manual and Automatic Scheduling If you have used earlier versions of Project, you probably noticed that when you entered an item in the Task Name column, it was automatically assigned a duration of one day, and Start and Finish dates were also automatically entered.
This is still the case in Project if you use automatic scheduling for a task. If you use manual scheduling, no durations or dates are automatically entered. The other big change with manual scheduling is that summary task durations are not automatically calculated based on their subtasks when they are set up as manually scheduled tasks. Figure A illustrates these differences.
Notice that the Manual subtask 1 had no information entered for its duration, start, or finish dates. For the automatic summary task, its duration is dependent on its summary tasks, and information is entered for all of the durations, start, and end dates.
You can switch between automatic and manual scheduling for tasks in the same file, as desired, by changing the Task Mode. Project will never change their dates, but may warn you if there are potential issues with the entered values.
Project Help provides the following example of using both manual and automatic scheduling. You have a vague idea of major milestone dates but not much detail on other dates in various phases of the project.
You build tasks and milestones using the Manually Scheduled task mode. The proposal is accepted and the tasks and deliverable dates become more defined. You continue to manually schedule those tasks and dates for a while, but as certain phases become well-defined, you decide to switch the tasks in those phases to the Automatically Scheduled task mode.
By letting Project handle the complexities of scheduling, you can focus your attention on those phases that are still under development. If you type only a number, Project automatically enters days as the duration unit. You can also type wk, wks, week, or weeks, instead of just w. You can also enter elapsed times in the Duration column.
For example, 3ed means three elapsed days, and 2ew means two elapsed weeks. You will learn to change the calendar later in this appendix. You simply double-click a task to access this dialog box. The milestone symbol for those tasks will appear at their start date.
To enter start and finish dates, move the split bar to the right to reveal the Start and Finish columns. You normally only enter start and finish dates in this mode when those dates are certain. Instead, enter durations and then establish dependencies to related tasks.
Enter the task name, the duration, and when the task occurs. Project will automatically insert appropriate subtasks based on the length of the project and the number of tasks required for the recurring task. Remember to change the default calendar if needed, as shown earlier. Next, you will set task durations in the file that you created and saved in the previous section. If you did not create the file named mywbs. Use the information in Figure A to enter durations. The Project row number is shown to the left of each task name in the table.
Appendix A — Microsoft Project 35 Task Row Task Name Duration 2 Stakeholder identification 1w 3 Stakeholder register completed 0 4 Stakeholder management strategy completed 0 5 Project charter 1w 6 Project charter completed 0 7 Kickoff meeting 3d 8 Kickoff meeting completed 0 10 Project schedule 5d 11 Gantt chart completed 0 12 Scope statement 8d 13 Initial scope statement completed 0 15 Deliverable 1 3w 16 Deliverable 2 5w 17 Deliverable 3 6w 18 Deliverable 1 completed 0 19 Deliverable 2 completed 0 20 Deliverable 3 completed 0 24 Progress report 1 0 25 Progress report 2 0 28 Final project report 4d 29 Final presentation 4d 30 Project completed 0 Figure A Enter the duration for Task 2.
Open the mywbs file, and move the split bar to the right, if needed, to reveal the Duration, Start, and Finish columns. Click the Duration column for row 2, Stakeholder identification, type 1w, and then press Enter. Notice that the duration for the first task, Initiating, also changed since it is a summary task and is an Automatically scheduled task, as shown in the Task Mode column. When you created summary tasks earlier, Project changed their scheduling mode to Automatic.
Also notice that the Start and Finish date for Task 2 remain blank, since that task is a Manually scheduled task. Enter the duration for Task 3 In the Duration column for row 3, Stakeholder register completed, type 0, and then press Enter. Remember that a task with zero duration is a milestone. Adjust the Task Name column width to see all of the text, and use the Zoom slider on the bottom right of the screen to change the length of the Gantt chart bars.
Entering task durations 3. Make all tasks Automatically scheduled tasks. To save time because you do want most of the tasks to be automatically scheduled, select all of the tasks by clicking the Task Name column heading, and then click the Auto Schedule button under the Task tab, Tasks group. Most of the durations change to 1. Enter remaining task durations.
Continue to enter the durations using the information in Figure A or Figure A Do not enter durations for tasks not listed in the figure. Notice that the Planning Wizard dialog box displays when you make the same entry several times in a row, such as after task Click OK to close the dialog box.
You can adjust the column widths and Zoom, if desired. Entering more durations 5. Insert a recurring task above Task 26, Team meetings. Click Team review meetings Task 26 in the Task Name column to select that task. Click the Task tab, and click the Task button drop-down box under the Insert group, and then click Recurring Task.
The Recurring Task Information dialog box opens. Enter task and duration information for the recurring task. Type Team review meetings as the task title in the Task Name text box. Type 15min in the Duration text box. Select the Weekly radio button under Recurrence pattern. Make sure that 1 is entered in the Recur every list box. Select the Thursday check box. The new recurring task will appear above Task 26, Team review meetings, when you are finished.
Delete task 40, Team review meetings, by right clicking anywhere in row 40 and selecting Delete Task. Recurring task information dialog box TIP: You can also enter a number of occurrences instead of an End by date for a recurring task. You might need to adjust the End by date after you enter all of your task durations and dependencies. Remember, the date on your computer determines the date listed as Today in the calendar. View the new summary task and its subtasks.
Click OK. Project inserts a new Team review meetings subtask in the Task Name column. To collapse the recurring task, click the collapse symbol. Move your mouse over the Recurring Task symbol in the Indicator column for row 26 to read the note about it occurring 13 times.
Notice that the recurring task appears on the appropriate dates on the Gantt chart. Adjust the columns displayed and the timescale. Move the split bar so that only the Task Name and Duration columns are visible. Click the Zoom Out button on the Zoom slider in the lower left of the screen to display all of the symbols in the Gantt chart. All task durations and recurring task entered 9. Save your file and name it. Click File on the Menu bar, and then click Save As.
Enter myschedule as the filename, and then save the file to the desired location on your computer or network. This will change when you add task dependencies. Keep this file open for the next set of steps. Establishing Task Dependencies To use Project to adjust schedules automatically and perform critical path analysis, you must determine the dependencies or relationships among tasks. There are several different methods for creating task dependencies: using the Link Tasks button, using the Predecessors column of the Entry table or the Predecessors tab in the Task Information dialog box, or clicking and dragging the Gantt chart symbols for tasks with dependencies.
You will use the first two methods in the following steps. To create dependencies using the Link Tasks button, highlight tasks that are related and then click the Link Tasks button under the Task tab, Schedule group.
For example, to create a finish-to-start FS dependency between Task 1 and Task 2, click any cell in row 1, drag down to row 2, and then click the Link Tasks button. The default type of link is finish-to-start. TIP: To select adjacent tasks, click and drag the mouse to highlight them. You can also click the first task, hold down the Shift key, and then click the last task. To select nonadjacent tasks, hold down the Control Ctrl key as you click tasks in order of their dependencies.
When you use the Predecessors column of the Entry table to create dependencies, you must manually enter the information.
To create dependencies manually, type the task row number of the preceding task in the Predecessors column of the Entry table. For example, Task 3 has Task 2 as a predecessor, which can be entered in the Predecessors column, meaning that Task 3 cannot start until Task 2 is finished. To see the Predecessors column of the Entry table, move the split bar to the right. You can also double-click on the task, click the Predecessors tab in the Task Information dialog box, and enter the predecessors there.
You will create some dependencies by manually typing the predecessors in the Predecessors column, some by using the Link Tasks button, and the remaining dependencies by using whichever method you prefer.
Display the Predecessors column in the Entry table. Move the split bar to the right to reveal the full Predecessors column in the myschedule. Widen the Task Name or other columns, if needed. Highlight the cell where you want to enter a predecessor, and then type the task number for its predecessor task. Click the Predecessors cell for Task 3, Stakeholder register completed, type 2, and press Enter. Notice that as you enter task dependencies, the Gantt chart changes to reflect the new schedule.
Also notice that several cells become highlighted, showing the Visual Change Highlights feature of Project Enter predecessors for Task 4 and view the Task Path. Click the Predecessors cell for Task 4, type 2, and press Enter.
Establish dependencies using the Link Tasks button. To link Tasks 5 and 6, click the task name for Task 5 in the Task Name column and drag down through Task 6. Then, in the Task tab, click the Link Tasks button looks like a chain link under the Schedule group. Notice that the result is the same as typing 5 in the Predecessors column for Task 6, as shown in Figure A Entering predecessor 5. Enter dependencies and lag time using the Task Information dialog box. Double-click on the Task Name for task 5, Project charter, and then click on the Predecessors tab in the Task Information dialog box.
Click in the cell under Task Name, and then click the Task Name down arrow and select Stakeholder identification. Appendix A — Microsoft Project 41 Click the Type drop down arrow to see the various types of dependencies. For this task, you will keep the default type of finish-to-start. Lag means there is a gap between tasks, and lead or negative lag means there is an overlap. Entering predecessor information using the task information dialog box 6. Enter remaining dependencies.
Link the other tasks by either manually entering the predecessors into the Predecessors column, by using the Link Tasks button, or using the Task Information dialog box.
Use the information in Figure A to make your entries, being careful to leave some of the predecessors blank, as shown. Adjust several dates. You know that you have to deliver the two progress reports on specific dates. Click on the Start dates for Tasks 24 and 25 and change those dates to October 10 and November 7. Also change the Finish dates for tasks 22 and 23 to December 4 to make those dates more realistic.
Project will display a yellow warning symbol to remind you that you are changing default dates, which is fine in these examples. Review the file. If needed, click the Zoom Out button on the Zoom slider to adjust the timescale so all of the information shows on your screen. When you finish, your screen should resemble Figure A Double-check your screen to make sure you entered the dependencies correctly.
Preview and save your file. Click the File tab, and then select Print to preview and print your file. Click Page Setup, and then click the option to Fit to 1 so it will print on one page, as shown in Figure A Be careful before printing any Project files so you do not waste a lot of paper.
When you are finished, click Save to save your file again. Keep the file open for the next set of steps. As described earlier in this text, network diagrams are often used to show task dependencies. This section explains important information about Gantt charts and network diagrams and describes how to make critical path information more visible in the Gantt Chart view. You can view the critical tasks by changing the color of those items in the Gantt Chart view.
Tasks on the critical path will automatically be red in the Network Diagram view. You can also view critical path information in the Schedule table or by using the Critical Tasks report. To make the text for the critical path tasks appear in red on the Gantt chart: 1.
Change the critical tasks format. Using the myschedule. Notice that the critical tasks display in red in the Gantt chart. You can also quickly change the Gantt Chart Style by clicking one of those options. Formatting critical tasks 2. View the network diagram. Click the View tab, and then click the Network Diagram button under the Task Views group Click the Zoom Out button on the Zoom slider several times and watch the view change.
Note that milestone tasks, such as Stakeholder management strategy completed, the fourth box on the top, appear as pointed rectangular boxes, while other tasks appear as rectangles.
Move your mouse over that box to see it in a larger view. Notice that tasks on the critical path automatically appear in red. A dashed line on a network diagram represents a page break.
You often need to change some of the default settings for the Network Diagram view before printing it. As you can see, network diagrams can be messy, so you might prefer to highlight critical tasks on the Gantt chart as you did earlier for easier viewing. Network diagram view 3. View the schedule table. Alternatively, you can click the View tab and click the Tables button under the Data group and then select Schedule.
The Schedule table replaces the Entry table to the left of the Gantt Chart. This view shows the start and finish meaning the early start and early finish and late start and late finish dates for each task, as well as free and total slack.
Right-click the Select All button and select Entry to return to the Entry table view. Select All button Schedule table Figure A Schedule table view 4. Open the Project Overview report. Examine other reports, as desired. Close the report and save your file. When you are finished examining the reports, click the Save button on the Quick Access toolbar to save your final myschedule. Close Project if you are not continuing to the next section. Next you will explore some of the cost and resource management features of Project Some organizations have more established cost management software products and procedures in place, and many people simply do not know how to use the cost or resource management features of Project However, these features make it possible to integrate total project information more easily.
This section offers brief instructions for entering fixed and variable cost estimates, assigning resources to tasks, viewing resource histograms, and entering actual cost and schedule information after establishing a baseline plan.
It also explains how to use Project for earned value management. More details on these features are available in Project Help, online tutorials, or other texts. See other chapters of this text for information on some of these concepts. Fixed costs include costs like a specific quantity of materials or costs for consultants hired at a fixed cost.
Variable costs vary based on the amount of materials or hours people work. On many projects, human resource costs are the largest percentage of total project costs. To enter a fixed cost: 1. Uploaded by station Search icon An illustration of a magnifying glass.
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