Glossary

Actual Bars

Bars on a Gantt chart drawn from the actual start to complete through for tasks in progress and to actual finish for those that have been completed.

Actual Cost (Resource)

For all assigned tasks, this value shows the sum of costs incurred for the work already performed by a resource.

Actual Duration

Until the project is progressed, this value is 0. If an Actual Start and Actual Finish are present for the task, this value will be the duration between them. If no actual finish is present, it is a value entered by the user, or calculated around the task's percent complete.

Actual Finish

The date (and optionally time) that the task or assignment was completed. Can be entered (over the default of NA) or calculated from an entered percent complete value of 100%.

Actual Work (Resource)

The amount of work that has already been done against the assignments for a resource. It is a calculated value.

ACWP

Within earned value analysis, the Actual Cost of Work Performed. This field shows actual costs incurred for work and any fixed costs for tasks, up to the project status date or its current date. When compared to BCWP, cost variance values (CV) can be determined.

ALAP

Tasks will be scheduled to finish on their late finish date rather than their early finish date (as with ASAP). This can be set on a task-by-task basis and it is the default setting when projects are scheduled from a finish date (established within the Project Information dialog box).

ASAP

By default, tasks are scheduled to commence as soon as they possibly can. This is either on the project start date or as soon as their predecessors have been completed. This can be set on a task-by-task basis and it is the default setting when projects are scheduled from a start date (established within the Project Information dialog box).

Assigned Units

The rate at which the resource will perform an assignment. Usually at a flat rate (100% being the default), units can be varied with a contoured assignment. Units assigned should not exceed the max units of resource availability. Assigned units is a variable within the scheduling formula.

Assignment Delay

To make an assignment commence later than the scheduled start of a task (or any other assignments against that task), an assignment delay can be manually applied. Assignment delays can not be cleared by resource leveling.

Assignment Start

The date (and time) at which an assignment can commence. Calculated as the task's (that the assignment is against) scheduled start plus any assignment delay or leveling delay values.

Assignment Replacement

The process where an assignment for one resource is swapped with another resource. When this is accomplished, check that the assigned work and assigned units values are appropriate to the new assignment.

AutoFilter

AutoFilters are a quick and easy way to select relevant information within one of Microsoft Project's tables. They are turned on and turned off with AutoFilter button on the formatting toolbar. Available to each field within the table, they provide selections based upon the field's values as depicted in the table. Global Filters can be created by saving AutoFilter criteria.

Automatic Leveling

The mechanism by which a project's resource assignments undergo leveling every time a change is made to the tasks/resources/assignments or manually invoked by using the Level Now button within the Resource Leveling dialog box.

Automatic Updating

Options (within the Update Project dialog box) to update work as complete through or reschedule uncompleted work to start based around the project's current date or the project's status date.

Backward Pass

A calculation within critical path analysis that determines the late start and late finish dates for each task in the project, along with slack (float) values.

Bar Styles

A way to format a Gantt chart's bars to emphasize attributes including; critical tasks, milestones, summary tasks, and slack. Text can also be added to the bars. One set of styles is associated with each chart-type view. The view's parameters (including bar styles) are saved with the current project document. Set by the Format..Bar Styles command or fast-formatted using the Gantt Chart Wizard.

Baseline

A copy of project information prior to updating a project with progress. When a baseline is created, current schedule values are copied into their relative baseline ones:

This provides a clear comparison about the status of the project; if it is meeting its baseline or not. Created with the command: Tools..Tracking..Save Baseline. Interim baselines can also be created to assist in what-if? scenarios.

Baseline Cost (Task)

At the point of baseline creation, the current cost for the task (work related costs + fixed costs).

Baseline Start (Task)

The scheduled start of tasks at the point of baseline creation.

Baseline Work (Resource)

At the point of baseline creation, the total work against all assignments for a specific resource.

BCWP

Within earned value analysis, the Budgeted Cost of Work Performed (also called earned value). A measure of the cost of work performed up to the status date or the current date. It indicates how much of the budget should have been spent, in view of the amount of work done so far, and the baseline cost for the tasks and assignments that have been progressed. Microsoft Project calculates it as the task's baseline cost multiplied by percent complete. It can be compared to ACWP to determine CV (cost variance) values and to BCWS to determine SV (schedule variance values).

Bottom-Up Planning

A method for creating a project's outline by first considering the tasks and milestones that are required prior to defining the phases that will summarize the detail. See also .

Build Team From Enterprise

The Build Team From Enterprise dialog box provides a convenient way to create a resource pool for a project from resources within the enterprise resource pool. Placeholder resources within the local pool can be replaced by real people within the enterprise pool. When building the team, filters can be applied to select suitable resources, for example possessing a suitable skill, or being at a particular level of the Resource Breakdown Structure.

Calendar

A definition of working time and non working time (in shift patterns) that can be applied to individual resources working on the project, or to the project and the tasks within it. The default calendar is called a base calendar. Calendars are edited or created within the Change Working Time dialog box (Tools..Change Working Time). The Organizer allows this component to be shared between projects.

Cause-And-Effect Diagram

A brainstorming technique where project risks are analyzed by the project team. Each risk is considered, along with the actions or outcomes that would cause the risk to manifest.

Cell

An intersection of a row and a column within a table, a cell contains a field about a specific object (task, resource or assignment).

Change Controls

Changes (often from the sponsor) that affect the project. Usually impacting the project's objectives, they can be compared to the agreed client requirements definition / project requirements definition to decide upon their inclusion or exclusion, together with the impact that they will have. May require a revision to the project's baseline.

Circular Relationship

A network path that passes through the same node (task) twice; for example if task (C) is the successor to task (B), but C is also a predecessor to task (A), which is in turn a predecessor to task (B). Will cause an error in critical path analysis.

Code

A free-format field providing additional information about the resource such as cost centre or job title. This field can be grouped and filtered upon. For more sophistication, use an outline code.

Column

As a part of a table, columns show field information for each task / resource / assignment in relevant cells.

Combination View

A view that contains two views. The view in the lower pane shows detailed information about the tasks or resources selected within the upper pane. The 'Task Entry' view (for example) shows a Gantt chart view in the upper pane and the task form view in the lower pane. When a task is selected in the Gantt chart, the task form view displays detailed information about that task shown above. The resource allocation view is another useful combination view.

Complete Through

This field indicates the progress of a task on a Gantt chart. It is the date/time that actuals have been reported up until. It is only available as a bar style.

Composite Project

A program file that contains one or more inserted subprojects without links to their source projects. When the composite is saved to disk, changes to the inserted projects are not reflected in their source files.

Contoured Assignment

An assignment where the hours are scheduled at a non-uniform rate. Microsoft Project's options include:

All contoured assignments will take more time than a flat assignment (which is the default). Contours are displayed as timephased fields within the task usage and resource usage views.

Cost

The total scheduled cost for a summary task, normal task, resource, or assignment or for an entire project. This is sometimes referred to as the current cost, or budget. Cost can be simply a fixed cost for a task, or it can also include costs incurred as a result of measurable work.

Cost Breakdown Structure

Used as an alternative to the WBS, the CBS is a useful way to use outline codes to group the project's tasks by cost centre. Sophisticated totals and subtotals can be created to determine how effectively the project is progressing, cost area by cost area.

Cost Rate Table

Defined within the resource information dialog box, resources can have a variable standard rate for the work that they will perform. Up to five rate tables can be applied, each of which can be varied over time.

Count

Specifies the incrementation of the major scale or the minor scale for the timescale of a chart. For example, if the unit is weeks, a count of 2 will show 1 increment (column) for every other week.

Critical Path

The series of tasks that must be completed on time for a project to finish on schedule. Each task on the critical path is a critical task; any delay to it would delay the project's schedule.

Critical Task

A task that must be completed on schedule for the project to finish on time. If a critical task is delayed, the project finish date might also be delayed. A series of critical tasks makes up a project's critical path.

Crosstab Reports

Printed information about tasks and resources over a specified time period. For example, a report comprising of tasks (or resources) and assignments within the rows and periodic cost or work values in the columns. Provides similar information to a crosstab view, but with more formatting options but no data editing options.

CTRL+Click

Holding down the CTRL (Control) key on the keyboard and clicking the left mouse button. This can be used to select more than one object when the objects are not adjacent to one another. Useful when linking tasks together with the Link Task button or removing links with the Unlink Tasks button. Can also be used in conjunction with the Task Information button to make changes to multiple tasks / resources / assignments. See also SHIFT+Click.

Current Date

The Current Date is the boundary between the past and the future. Using the PC's system date by default, it can be edited within the Project Information dialog box. Tasks between the project start date and the current date should be complete, those happening after the current date should possess remaining work. The current date display on a Gantt chart can be altered using the Gridlines dialog box (Format..Gridlines). The current date is sometimes referred to as the as-of date. See also: status date.

CV

Within earned value analysis, the CV (earned value cost variance) field is calculated as BCWP - ACWP. It is the difference between how much it should have cost to achieve the current level of completion on the task and how much it has actually cost to up to the status date or the current date. A positive CV value indicates that progress against the task, summary task, project or resource is ahead of the baseline cost (under budget) and a negative value indicates that progress is currently over budget. See also CPI and cost variance.

Deadline

A date by which a task should ideally be complete by. This can affect the slack value for the task, but it does not impose any constraint upon the task. If a task exceeds its deadline it can create a scheduling conflict.

Default End Time

Specifies the finish time that Microsoft Project assigns by default to tasks with a constrained finish. Usually equivalent to the end of the shift pattern for the base calendar. Defined within the Calendar tab of the Options dialog box.

Delegation

When using Project Web Access with Project Server, team members can delegate their assignments to other team members. When this happens, the delegatee completes the work on that assignment. The delegator can then review and approve status and actuals on the assignment before returning updated information to the project manager to in turn update the project plan.

Demand Assignment

An assignment for a resource that could not be substituted by the Resource Substitution Wizard. Even if this resource has a resource conflict, the wizard can not create the substitution. See also request assignment.

Dependant Project

A project (or commonly a task or milestone within a project) that has its schedule driven by a task or milestone within another project. These projects often form a consolidation, with external tasks used to provide the links.

Details

Different sets of options to display sets of information within views. Primarily used in the task form; task usage; resource usage; resource graph views.

Divider Bar

The vertical divider bar separates the table and chart portions of the view. The horizontal divider bar delineates a combination view with an upper pane and a lower pane.

Drawing

A graphical image which can be embedded as an object in Gantt charts, task notes, report headers and so on.

Drop Down

An icon indicating the existence of a list.

Duration Suffix

A suffix after the duration value to determine the time unit the duration applies to:

Note that the number of hours per day, hours per week and days per month values are set within the Calendar tab of the Options dialog box (Tools..Options).

Earned Value

A measure of the cost of work performed up to the status date or the current date. It uses baseline cost values and actual work to date to show if the actual costs incurred are on budget. It indicates how much of the baseline cost should have been spent, relative to the amount of work done so far. Earned Value is also referred to as budgeted cost of work performed (BCWP).

Early Finish

The earliest date that a task could possibly finish, based upon dates from its predecessors or successors, other constraints, any leveling delay and the duration of the task itself.

Effort-Driven

Where the work on a task is shared between its assignments. When resources are assigned or removed from a task, Microsoft Project will extend or shorten the duration of the task to accommodate the additional or fewer resources applied, but it will not change the total work for the task. This is the default option for new tasks.

Enterprise Field

A field defined within the enterprise global template. The most commonly used enterprise fields will contain enterprise outline codes or RBS values. Enterprise fields can only be created by a user with appropriate access privileges. All projects that link to the enterprise global template can use these standardized fields and apply them to tasks / resources or even projects. Enterprise field definitions can not be changed in a local project file. See also custom fields.

Enterprise Outline Code

Custom tags for common tasks, projects, or resources. Tasks can use these codes to define cost areas. Resources can use these codes for skill definition and to create assignments automatically using the resource substitution wizard. Only a user with administrative privileges can add or edit enterprise outline codes.

Enterprise Resources

Enterprise resources are resources that can be made available to a program of projects. They are stored within the enterprise resource pool and must be checked out of the enterprise pool (by a user with appropriate permissions) for editing of standard rates, skill codes and so on.

Entry Bar

Placed below the toolbars or within dialog boxes, the entry bar displays the current cell's contents. The ENTER and ESCAPE keys confirm or reject an entry and the F2 key provides in-cell editing.

Entry Table (Tasks)

Displays basic information in fields regarding tasks: ID; indicators; task name; duration; start; finish; resource names; predecessors. Mainly used to add and edit general task information. Provided by default in the Gantt chart view.

Expanding

In a project's outline, a mechanism to show normal tasks beneath their summary tasks, to see more levels of detail. Usually achieved using the Show Subtasks button. Can also be used to expand by group and to show assignment detail (on task usage and resource usage views). See also collapsing.

File Format

Files in Microsoft Project can be saved to disk in a number of formats: .MPP (the default); .MPX (a comma delimited file - Microsoft Project 98 only); .XLS (Excel spreadsheet); .MDB (Access database). Some files (usually databases) can contain all project data. Others are normally used to export/import data using maps. A portfolio of projects can also be saved to Project Server.

Fill Handle

Allowing adjacent cells to be populated with the initial cell's data. Available in task usage and resource usage views and also for cells within tables.

Filter Criteria

The statement that specifies which tasks or resources should be displayed when the filter is applied. For example, the 'Top Level Tasks' filter has the criteria: outline level >= 1.

Finish (Task)

The scheduled finish for a task.

Fiscal Year

With a Fiscal Year commencing other than January, Microsoft Project displays years on the timescale using the fiscal year rather than the calendar year. For example, with April as the beginning of a fiscal year, Microsoft Project displays the year "2003" for the date March 2nd, 2004.

Fixed Cost

A set cost against a task that remains constant regardless of the task duration or the work performed by a resource; for example a delivery of some goods, or some work that has been subcontracted to a third party organization.

Fixed Duration

For a constant task duration, as assigned work is increased so will assigned units. Decrease the units and the work will correspondingly reduce.

If assigned units are greater than max units, a resource conflict will arise.

Fixed Work

If assigned work should remain constant, then as a task's duration goes up assigned units will go down (and vice versa).

If assigned units are greater than max units, a resource conflict will arise.

Flexible Constraint

As opposed to inflexible constraints, flexible ones schedule tasks as follows:

These constraints will not cause schedule conflicts if a task is delayed beyond its constrained date.

FNET

Finishes the task on or after the date entered. Use this flexible constraint when a task can not finish before a specific date.

Folder

Project documents (files) are stored in folders on a local PC or on a network. Folders branch off from the root directory (usually C:\). The 'My Documents' folder is the default working folder in Windows 98/2000/XP.

Forward Pass

A calculation within critical path analysis that determines the early start and early finish dates for each task in the project, along with the project finish date.

Form

Representing information in a format similar to a paper form. Forms show information about only one task or resource at a time. Common forms are the task form and resource form. The Organizer allows this component to be shared between projects.

Free Slack

Free slack (or free float) is the amount of time a task can slip before it delays any other task. See also total slack.

Gantt Chart Wizard

A series of interactive dialog boxes containing options to quickly format a Gantt chart, it configures bar styles and layout options. Running it reconfigures any manually applied bar styles, so be careful in its use. Invoked by the Format..Gantt Chart Wizard command.

GLOBAL.MPT

A Template file (GLOBAL.MPT) that contains information applied to many projects. Information in a global file can include components such as views, calendars, forms, reports, tables, filters, toolbars, menu bars and macros. When a new project is created, it takes its components from the global file. Information within the global file can be read or written using the Organizer. Warning: Overwriting a global file may require a re-installation of Microsoft Project to reapply default settings.

Graphical Indicators

By using pictures to replace values, Microsoft Project can highlight good or poor schedule / cost performances. Usually used in conjunction with calculated fields. Views can be filtered or grouped by graphical indicator.

Gridlines

To help the readability of a view, gridlines of different patterns and colours can be applied. These gridlines may appear once (such as the current date) or repeatedly (such as the lines that divide rows and columns).

Group Criteria

Similar to filter criteria, group criteria determine the fields (for tasks or resources) that the grouping sorts upon. There can be groups within groups. Sophisticated grouping can be achieved with the use of outline codes.

Header

Text that appears at the top of a printed page. A header typically contains information such as the project or company name, together with the project start and project finish dates.

Highlights

A highlight will emphasize specific tasks or resources whilst still displaying all tasks or resources. To set the text style for highlighted information, use the Format..Text Styles command.

Hours Per Week

The constant value that Microsoft Project uses when calculating duration and work. Taking the default of 40 hours, a one-week task will be calculated as 40 hours and an assignment of 1 unit will calculate as 40 hours also. Changing the hours per week to 32 would retain the assigned work as 40 hours and therefore change the duration of the assignment to be 1.25 weeks. If the shift pattern for that week is unaltered (from the default 8 hours/day), the assignment (and task) will be complete at the end of that week and not within the next week.

HTML Template

A template of HTML tags and codes that are exported along with project data.

Indenting

Moving a task to a lower outline level (to the right) in the task name column. When a task is indented, it becomes a subtask of the summary task above it. See also outdenting.

Inflexible Constraint

As opposed to flexible constraints, inflexible constraints schedule tasks as follows:

If a task is delayed beyond its constrained date, an inflexible constraint can cause a scheduling conflict.

Initial Assignment

The first assignment of a resource (or resources) to a task. This assignment determines the total work for the task. If any assigned units are subsequently altered, the task's duration may have to change to balance the scheduling formula. Changes to an assignment should be performed within a task form view, as it displays all data relevant to that assignment.

Interim Baseline

In addition to a master baseline, a further 10 baselines can be set. These can used in what-if? scenarios and as useful schedule comparisons. As an addition, current start and finish dates for all tasks or just those selected can be copied to interim values (Start1/Finish1). Both of these options can be accessed within the Save Baseline dialog box (Tools..Tracking..Save Baseline). Interim baseline information can be displayed on charts using a variety of bar styles.

Labels

Standard formatting option to express a chart's timescale. For example: 'Feb/02/04' or '02/02/04'.

Layout

A formatting option that defines the general appearance of a chart, the positioning of task bars or boxes and the displaying of links to improve screen-based or printed views.

Late Start

A task's late start is the latest date that a task can start without delaying the project finish date. This date is based on the task's scheduled start date, as well as the late start and late finish dates of predecessor and successor tasks, together with any other applied constraints.

Left-Aligned

Text aligned to the left-hand side of a column or cell.

Level Now

A command within the Resource Leveling dialog box to commence the leveling process. Also copies a task's scheduled start and scheduled finish values into relative preleveled values.

Leveling Delay

Leveling Delay is how much a task (or assignment) has been delayed to resolve any resource conflicts. It is often drawn on a Gantt chart from a task's early start to its scheduled start. Leveling delays can be entered manually of created as a result of resource leveling. Clearing leveling will clear any previously applied leveling delays.

Leveling Order

Parameters that establish how tasks are leveled around other tasks. Three options are available:

Lifecycle

The period of time between the project moving from a simple collection of ideas in a client requirements definition to a finished entity that meets all its originally agreed requirements. Often defined within a methodology, it can be summarized into four basic headings:

As the majority of measurable work is contained within the 'Do' stage, this is where the majority of the project's costs will come from and where the majority of the project's risks will be found.

Local Defaults

As compared to default settings that apply to Microsoft Project in general (which are saved within the PC's registry), local defaults apply to the current project only and override any inherited settings. These settings usually apply to the view, schedule and calculation parameters of the project.

Lower Pane

As part of a combination view, the object (task / resource) in the upper pane selects the detailed information that is displayed in the lower pane beneath. For example, with a Gantt chart view in the upper pane and the task form view in the lower, when a task in the Gantt chart is selected, the task form view displays detailed information about just the selected task.

Manual Scheduling

When Microsoft Project calculates the schedule of the project at a user's request (rather than automatic scheduling - the default). This can apply to all open projects or just the currently active project. Manual scheduling can be activated by pressing the F9 key.

MAPI

The acronym for Messaging Application Programming Interface, which is the standard Microsoft email programming interface.

Mask

Applied to outline codes and WBS codes, the mask defines the numeric and alphanumeric strings that make up the code, together with the delimiters that separate them.

Material Resources

Consumables that are assigned to tasks in a similar way to normal work-type resources. Material resources are consumed by the tasks to which they are assigned (and hence incurring cost), but they do not create any measurable work.

Max Units

Contains the maximum percentage or number of units of resource availability, the default value being 100 percent. It can be varied with an availability profile. Resource conflicts can arise if assigned units > max units (which can happen with task types that are not fixed units).

Methodology

A statement of how the project will be managed, including its lifecycle, terms of reference, reports required and so on. Methodologies can be informal or company specific. PRINCE is an example of a commercially available project management methodology.

Milestone Tasks

A reference point marking a major event in a project and used to monitor the project's progress. Milestones are usually tasks with a duration of 0 time units (hours, days or even weeks) and may often have a constraint applied to them or they may be an external task within a consolidated program.

Module

A simple program (usually written in VBA) to automate a command or procedure. Also referred to as a macro. The Organizer allows this component to be shared between projects.

MSO

Starts the task on a specific date. Use this inflexible constraint when a task has to start on a given date. Can create a scheduling conflict if this date is violated.

Multiple Critical Paths

Microsoft Project can calculate and display a critical path for each independent network of tasks within the project or program. This sets the late finish date for tasks without successors or constraints to be to be the same as their early finish date, thus becoming critical. A project-specific setting, this setting is set or cleared within the Calculation tab of the Options dialog box (Tools..Options).

My Documents Folder

The My Documents folder is the default working folder used by Microsoft Office applications. Documents will be opened from or saved to this folder by default.

Network

A combination of predecessor and successor tasks linked together in a logical sequence by means of precedence.

Non-Critical Path

The series of tasks that need not be completed on time for a project to finish on schedule. Each task on the non-critical path possesses a degree of slack.

Non Working Time

Time scheduled by the shift pattern within a calendar to indicate when work can not be accomplished. Microsoft Project's default non working values are from 12AM-8AM, 12PM-1PM and 5PM-12AM (00:00-08:00 and 12:00-13:00 and 17:00-24:00).

Office Assistant

The animated character that provides advice within Microsoft Project and other Microsoft Office products. Can also be used to locate specific help topics and items.

Organization Breakdown Structure

A hierarchical depiction of the project organization, often broken down by functional area, department, manager, team leader and so on. This links with the work breakdown structure to form a responsibility matrix. An OBS is often referred to as a Resource Breakdown Structure.

Orientation

The aspect of a printed view or report. Charts suit a landscape orientation, whilst sheets suit a portrait orientation.

Outline Level

The hierarchical position of the task within the project's outline. A level of 1 is at the top (usually the main summary tasks) with levels 2,3,4 and so on representing subsequent levels beneath.

Outline Symbol

An icon beside a summary task to indicate that its subtasks are displayed, or collapsed. Clicking on the icon will expand or collapse the outline, similar to the way that Windows Explorer expands or collapses the view of folders on a hard disk.

Overtime Work

The amount of work on an assignment that can be scheduled beyond a resource's normal shift pattern. Charged at the resource's overtime rate, it is not additional work against the assignment. For example, if an assignment has 48 hours of standard work and 16 hours of overtime work, the total work on the assignment is 48 hours, but the assignment will only take 32 hours to complete, hence reducing the duration of the assignment and potentially reducing the duration of its related task.

Page Setup

Providing controls for; margins, orientation, headers, footers and other general formatting options when printing views and reports.

Peak Units

The highest assigned units value for all assignments for a resource. If a resource is assigned to 1 task at 50% assigned units and another task at 150% assigned units, the peak units value would be 150%. If peak units > max units, there will be a resource conflict.

Percent Work Complete (Resources)

The percentage of the resource's work that has been completed. It is a calculated value based upon the actual work done by the resource across all their assignments, using the formula: Percent Work Complete = (Actual Work / Work) * 100.

PERT Analysis

PERT analysis is a simple form of quantitative risk analysis and can be applied to a schedule to help estimate the duration of a task. After the entry of optimistic, pessimistic, and expected durations for each of the tasks, Microsoft Project will calculate a weighted average of the three durations and determine a single duration estimate for each task.