MS Project 2010
Table of Contents
the Missing Credits........................... xvii
Introduction................................. 1
Part One: Project Management: The Missing Manual
the Missing Credits........................... xvii
Introduction................................. 1
Part One: Project Management: The Missing Manual
Chapter 1: Projects: In the Beginning . . . . . . . . . . . . . . . . . 19
What’s So Special about Projects?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
What Is Project Management? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Why Manage Projects?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Picking the Right Projects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
The Importance of Business Objectives. . . . . . . . . . . . . . . . . . . . . . . . . 25
Common Selection Criteria. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Gaining Support for a Project. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Identify Who Has a Stake in the Project . . . . . . . . . . . . . . . . . . . . . . . . . 32
Documenting Stakeholders ............................... 34
Publicizing a Project and Its Manager ............................ 35
Chapter 2: Planning a Project..................... 39
Project Planning in a Nutshell. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Defining the Project. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
What’s the Problem?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Giving Meaning to a Project. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
How Will You Solve the Problem? . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Defining Project Objectives. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Identifying Project Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Gauging Success. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Defining Project Boundaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Documenting Project Assumptions ........................... 51
Documenting How You’ll Run the Project.......................... 51
Laying Out Project Processes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Communicating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Managing Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Managing Quality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Managing Risk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Laying Out Project Processes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Communicating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Managing Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Managing Quality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Managing Risk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Chapter 3: Taking Microsoft Project for a Test Drive . . . . . . . 59
Navigating the Project Ribbon................................ 59
Managing Files in the Backstage View . . . . . . . . . . . . . . . . . . . . . . . . . . 60
A Tour of the Other Ribbon Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
The Project Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Creating a Project Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
What Work Must Be Done? 65 What Results Must Your Project Produce—and When? . . . . . . . . . . . . . . . . . 69
How Does Each Task Depend on Other Tasks? . . . . . . . . . . . . . . . . . . . . . 70
who’s Going to Do the Work? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
How Long Will All These Tasks Take? .......................... 74
Saving Your Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Navigating the Project Ribbon................................ 59
Managing Files in the Backstage View . . . . . . . . . . . . . . . . . . . . . . . . . . 60
A Tour of the Other Ribbon Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
The Project Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Creating a Project Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
What Work Must Be Done? 65 What Results Must Your Project Produce—and When? . . . . . . . . . . . . . . . . . 69
How Does Each Task Depend on Other Tasks? . . . . . . . . . . . . . . . . . . . . . 70
who’s Going to Do the Work? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
How Long Will All These Tasks Take? .......................... 74
Saving Your Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Chapter 4: Breaking Work into Task-Sized Chunks.......................... 77
Identifying the Work to Be Done . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Breaking Down Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
When Is Enough? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Building a WBS in Microsoft Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Creating a WBS in Project from the Top Down . . . . . . . . . . . . . . . . . . . . . 84
Creating and Modifying a WBS on the Fly . . . . . . . . . . . . . . . . . . . . . . . . 89
Documenting a WBS in Another Program . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Pasting a WBS into Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Setting Up Custom WBS Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Documenting Work Package Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Building Work Package Documents in Word . . . . . . . . . . . . . . . . . . . . . . 97
Linking Work Packages to the Project Schedule . . . . . . . . . . . . . . . . . . . . . 99
Identifying the Work to Be Done . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Breaking Down Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
When Is Enough? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Building a WBS in Microsoft Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Creating a WBS in Project from the Top Down . . . . . . . . . . . . . . . . . . . . . 84
Creating and Modifying a WBS on the Fly . . . . . . . . . . . . . . . . . . . . . . . . 89
Documenting a WBS in Another Program . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Pasting a WBS into Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Setting Up Custom WBS Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Documenting Work Package Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Building Work Package Documents in Word . . . . . . . . . . . . . . . . . . . . . . 97
Linking Work Packages to the Project Schedule . . . . . . . . . . . . . . . . . . . . . 99
Chapter 5: Estimating Task Work and Duration . . . . . . . . . . 101
Understanding Work and Duration............................. 102
Getting Good Estimates................................... 102
How Accurate Do You Need to Be? .......................... 103
Ways to Estimate Work................................. 105
Getting Estimates from the Right People........................ 106
Don’t Ask for Only One Number............................ 106
Don’t Pad Estimates .................................. 107
Give Feedback on Estimates .............................. 108
Understanding Work and Duration............................. 102
Getting Good Estimates................................... 102
How Accurate Do You Need to Be? .......................... 103
Ways to Estimate Work................................. 105
Getting Estimates from the Right People........................ 106
Don’t Ask for Only One Number............................ 106
Don’t Pad Estimates .................................. 107
Give Feedback on Estimates .............................. 108
Table of contents
Getting Estimates into Project................................ 109
Exporting Work Packages to Excel ........................... 109
Importing Estimates into Project............................ 113
Planning with Manually Scheduled Tasks.......................... 116
Setting the Scheduling Mode.............................. 116
Creating Tasks with Incomplete Information. . . . . . . . . . . . . . . . . . . . . . 119
Planning from the Top down.............................. 120
Exporting Work Packages to Excel ........................... 109
Importing Estimates into Project............................ 113
Planning with Manually Scheduled Tasks.......................... 116
Setting the Scheduling Mode.............................. 116
Creating Tasks with Incomplete Information. . . . . . . . . . . . . . . . . . . . . . 119
Planning from the Top down.............................. 120
Chapter 6: Setting Up a Project Schedule . . . . . . . . . . . . . . 123
Creating a New Project File ................................. 123
Creating a Blank Project File.............................. 124
Creating a Project File from an Excel Workbook. . . . . . . . . . . . . . . . . . . . 124
Using a Template to Create a Project File....................... 125
Specifying a Template Folder.............................. 126
Saving a New Project .................................... 129
Saving Projects to Other File Formats ......................... 130
Protecting Your Project Files .............................. 133
Opening a Project File.................................... 134
Setting Up Options For a Project .............................. 135
Setting the Project Start Date.............................. 135
Setting the Standard Workdays ............................ 137
Adding Tasks to a Project .................................. 141
Adding Tasks ...................................... 142
Creating Milestones .................................. 144
Creating Repeating Tasks................................ 146
Inserting, Moving, and Deleting Tasks ........................... 148
Inserting Tasks ..................................... 148
Moving Tasks ...................................... 149
Copying Tasks ........................................ 150
Deleting Tasks ..................................... 152
modifying a Task’s Level in the Outline........................... 152
Chapter 7: Making a Schedule that’s Easy to maintain . . . . . . 155
Creating a Blank Project File.............................. 124
Creating a Project File from an Excel Workbook. . . . . . . . . . . . . . . . . . . . 124
Using a Template to Create a Project File....................... 125
Specifying a Template Folder.............................. 126
Saving a New Project .................................... 129
Saving Projects to Other File Formats ......................... 130
Protecting Your Project Files .............................. 133
Opening a Project File.................................... 134
Setting Up Options For a Project .............................. 135
Setting the Project Start Date.............................. 135
Setting the Standard Workdays ............................ 137
Adding Tasks to a Project .................................. 141
Adding Tasks ...................................... 142
Creating Milestones .................................. 144
Creating Repeating Tasks................................ 146
Inserting, Moving, and Deleting Tasks ........................... 148
Inserting Tasks ..................................... 148
Moving Tasks ...................................... 149
Copying Tasks ........................................ 150
Deleting Tasks ..................................... 152
modifying a Task’s Level in the Outline........................... 152
Chapter 7: Making a Schedule that’s Easy to maintain . . . . . . 155
How Tasks Affect One Another ............................... 156 Building Relationships Between Tasks ........................... 158 Creating Finish-to-Start Task Dependencies . . . . . . . . . . . . . . . . . . . . . . 158 Creating and Modifying All Types of Task Dependencies . . . . . . . . . . . . . . . 159 Delaying or Overlapping Tasks............................. 162 Scheduling Task Work Time with Calendars . . . . . . . . . . . . . . . . . . . . . . . . 164 Setting Specific Task Dates ................................. 165 Manually Scheduling Task Dates ............................ 166 Types of Constraints .................................. 166 Setting and Changing Constraints ........................... 168 Preventing Unwanted Date Constraints ........................ 169 Setting Deadline Reminders.............................. 169
Part Two: Project Planning: More Than Creating a Schedule
Chapter 8: Building a Team for Your Project . . . . . . . . . . . . 175
Identifying Project Resources................................ 176
Who’s Responsible for What.............................. 176
Who Reports to Whom................................. 179
Understanding Project’s Resource Types.......................... 180
Adding Resources in Microsoft Project........................... 182
Adding Resources Manually.............................. 184
Importing Resources from Other Programs . . . . . . . . . . . . . . . . . . . . . . 185
Deleting Resources................................... 189
Providing Detailed Resource Information ......................... 189
Filling in General Information............................. 190
Defining When Work Resources Work ......................... 192
Defining Costs for Work and Material Resources . . . . . . . . . . . . . . . . . . . 197
Setting Up Cost Resources............................... 200
Identifying Project Resources................................ 176
Who’s Responsible for What.............................. 176
Who Reports to Whom................................. 179
Understanding Project’s Resource Types.......................... 180
Adding Resources in Microsoft Project........................... 182
Adding Resources Manually.............................. 184
Importing Resources from Other Programs . . . . . . . . . . . . . . . . . . . . . . 185
Deleting Resources................................... 189
Providing Detailed Resource Information ......................... 189
Filling in General Information............................. 190
Defining When Work Resources Work ......................... 192
Defining Costs for Work and Material Resources . . . . . . . . . . . . . . . . . . . 197
Setting Up Cost Resources............................... 200
Chapter 9: Connecting Resources to Tasks . . . . . . . . . . . . . 201
Assigning Work Resources to Tasks............................. 202
Assigning Resources with the Dialog Box....................... 202
Assigning Resources in the Task Form ......................... 205
Assigning Resources in a Gantt chart Table . . . . . . . . . . . . . . . . . . . . . . 208
Finding the Right Resources.............................. 209
Quickly Assigning Resources with Team Planner . . . . . . . . . . . . . . . . . . . 213
Assigning Material Resources to Tasks ........................... 217
Understanding Duration, Work, and Units ......................... 219
Modifying Resource Assignments ............................. 220
Adding and Removing Resources from Tasks....................... 221
When Effort Drives the Schedule............................ 223
Controlling Assignment Changes with Task Types . . . . . . . . . . . . . . . . . . . 224
Assigning Work Resources to Tasks............................. 202
Assigning Resources with the Dialog Box....................... 202
Assigning Resources in the Task Form ......................... 205
Assigning Resources in a Gantt chart Table . . . . . . . . . . . . . . . . . . . . . . 208
Finding the Right Resources.............................. 209
Quickly Assigning Resources with Team Planner . . . . . . . . . . . . . . . . . . . 213
Assigning Material Resources to Tasks ........................... 217
Understanding Duration, Work, and Units ......................... 219
Modifying Resource Assignments ............................. 220
Adding and Removing Resources from Tasks....................... 221
When Effort Drives the Schedule............................ 223
Controlling Assignment Changes with Task Types . . . . . . . . . . . . . . . . . . . 224
Chapter 10: Does the Schedule Work? . . . . . . . . . . . . . . . . 229
Making Sure Tasks Are Set Up Correctly.......................... 230
Reviewing Task Dependencies............................. 231
Changing Manually Scheduled Tasks to Auto Scheduled . . . . . . . . . . . . . . . 233
Freeing Tasks from Date Constraints.......................... 236
Defining Work Schedules with Calendars ......................... 238
Creating New Calendars................................ 238
Modifying Calendars .................................. 239
Applying Calendars................................... 249
Task Inspectors: Help with Schedule Problems . . . . . . . . . . . . . . . . . . . . . . . 251
Building Realities into Assignments............................. 253
Replacing Generic Resources with Real Ones . . . . . . . . . . . . . . . . . . . . . 254
Assigning Part-Time Workers.............................. 256
Modeling Productivity in Project ............................ 257
Adjusting Tasks for Resource Capability . . . . . . . . . . . . . . . . . . . . . . . . 258
Making Sure Tasks Are Set Up Correctly.......................... 230
Reviewing Task Dependencies............................. 231
Changing Manually Scheduled Tasks to Auto Scheduled . . . . . . . . . . . . . . . 233
Freeing Tasks from Date Constraints.......................... 236
Defining Work Schedules with Calendars ......................... 238
Creating New Calendars................................ 238
Modifying Calendars .................................. 239
Applying Calendars................................... 249
Task Inspectors: Help with Schedule Problems . . . . . . . . . . . . . . . . . . . . . . . 251
Building Realities into Assignments............................. 253
Replacing Generic Resources with Real Ones . . . . . . . . . . . . . . . . . . . . . 254
Assigning Part-Time Workers.............................. 256
Modeling Productivity in Project ............................ 257
Adjusting Tasks for Resource Capability . . . . . . . . . . . . . . . . . . . . . . . . 258
Table of contents
Balancing Workloads .................................... 259
Finding Resources Over- and Under-Allocations . . . . . . . . . . . . . . . . . . . . 260
Adjusting Assignments to Correct Allocations . . . . . . . . . . . . . . . . . . . . . 267
Leveling Assignments.................................. 275
Prioritizing Projects and Tasks ............................. 281
Finding Resources Over- and Under-Allocations . . . . . . . . . . . . . . . . . . . . 260
Adjusting Assignments to Correct Allocations . . . . . . . . . . . . . . . . . . . . . 267
Leveling Assignments.................................. 275
Prioritizing Projects and Tasks ............................. 281
Chapter 11: Setting up a Project Budget. . . . . . . . . . . . . . . 285
Putting a Price Tag on Your Project............................. 286
Incorporating Resource Costs................................ 288
Preparing for Cost Calculations............................... 289
Assigning Cost Resources to Tasks ........................... 289
Entering an Oddball Cost for a Task.......................... 293
Reviewing Cost Information................................ 295
Seeing Overall Project Costs .............................. 296
Seeing Costs for Tasks, Resources, and Assignments . . . . . . . . . . . . . . . . . 298
Adding Custom Budget Information.......................... 300
Comparing Costs to Your Budget .............................. 302
Step 1: Create and Designate Budget Resources . . . . . . . . . . . . . . . . . . . 302
Step 2: Assign Budget Resources to the Project Summary Task . . . . . . . . . . . . 304
Step 3: Enter Budget Cost and Work Values . . . . . . . . . . . . . . . . . . . . . . 306
Step 4: Associate Resources with Their Budget Type . . . . . . . . . . . . . . . . . 310
Step 5: Compare Budget Resource Values....................... 312
Reducing Project Costs................................... 315
Checking for Cost Errors................................ 315
Adjusting the Schedule................................. 317
Adjusting Assignments ................................. 318
Rethinking Your Project Budget ............................ 318
Setting the Project Fiscal Year................................ 319
Assigning Accounting Codes................................ 320
Entering Accounting Codes in a Custom Field . . . . . . . . . . . . . . . . . . . . . 320
Creating Multilevel Accounting Codes......................... 322
Applying Accounting Codes to Your Project . . . . . . . . . . . . . . . . . . . . . . 325
Putting a Price Tag on Your Project............................. 286
Incorporating Resource Costs................................ 288
Preparing for Cost Calculations............................... 289
Assigning Cost Resources to Tasks ........................... 289
Entering an Oddball Cost for a Task.......................... 293
Reviewing Cost Information................................ 295
Seeing Overall Project Costs .............................. 296
Seeing Costs for Tasks, Resources, and Assignments . . . . . . . . . . . . . . . . . 298
Adding Custom Budget Information.......................... 300
Comparing Costs to Your Budget .............................. 302
Step 1: Create and Designate Budget Resources . . . . . . . . . . . . . . . . . . . 302
Step 2: Assign Budget Resources to the Project Summary Task . . . . . . . . . . . . 304
Step 3: Enter Budget Cost and Work Values . . . . . . . . . . . . . . . . . . . . . . 306
Step 4: Associate Resources with Their Budget Type . . . . . . . . . . . . . . . . . 310
Step 5: Compare Budget Resource Values....................... 312
Reducing Project Costs................................... 315
Checking for Cost Errors................................ 315
Adjusting the Schedule................................. 317
Adjusting Assignments ................................. 318
Rethinking Your Project Budget ............................ 318
Setting the Project Fiscal Year................................ 319
Assigning Accounting Codes................................ 320
Entering Accounting Codes in a Custom Field . . . . . . . . . . . . . . . . . . . . . 320
Creating Multilevel Accounting Codes......................... 322
Applying Accounting Codes to Your Project . . . . . . . . . . . . . . . . . . . . . . 325
Chapter 12: Refining a Project Schedule . . . . . . . . . . . . . . . 327
Evaluating the Project Schedule .............................. 328
Comparing Finish Dates to Deadlines......................... 328
Finding the Best Tasks to Shorten ........................... 329
Reviewing Project Costs................................ 332
Project Tools for Change .................................. 336
See Why Tasks Occur When They Do ......................... 337
Seeing What Changes Do ............................... 337
Undoing Changes.................................... 339
Adjusting Resource Assignments .............................. 340
Increasing Units to Decrease Duration......................... 341
Assigning a Different Resource............................. 343
Adding Resources................................... 344
Using Slack Time to Shorten the Schedule. . . . . . . . . . . . . . . . . . . . . . . 344
Evaluating the Project Schedule .............................. 328
Comparing Finish Dates to Deadlines......................... 328
Finding the Best Tasks to Shorten ........................... 329
Reviewing Project Costs................................ 332
Project Tools for Change .................................. 336
See Why Tasks Occur When They Do ......................... 337
Seeing What Changes Do ............................... 337
Undoing Changes.................................... 339
Adjusting Resource Assignments .............................. 340
Increasing Units to Decrease Duration......................... 341
Assigning a Different Resource............................. 343
Adding Resources................................... 344
Using Slack Time to Shorten the Schedule. . . . . . . . . . . . . . . . . . . . . . . 344
Table of contents
Splitting Tasks into Smaller Pieces............................. 346
Overlapping Tasks...................................... 347
Finding Tasks to Fast-Track ............................... 348
Modifying Task Dependencies to Overlap Tasks . . . . . . . . . . . . . . . . . . . . 349
Paying More for Faster Delivery .............................. 350
Time vs. Money..................................... 350
Using a Spreadsheet to Choose Tasks to Crash . . . . . . . . . . . . . . . . . . . . 351
Playing What-If Games................................... 353
Inactivating Tasks .................................... 353
Comparing Projects................................... 355
Overlapping Tasks...................................... 347
Finding Tasks to Fast-Track ............................... 348
Modifying Task Dependencies to Overlap Tasks . . . . . . . . . . . . . . . . . . . . 349
Paying More for Faster Delivery .............................. 350
Time vs. Money..................................... 350
Using a Spreadsheet to Choose Tasks to Crash . . . . . . . . . . . . . . . . . . . . 351
Playing What-If Games................................... 353
Inactivating Tasks .................................... 353
Comparing Projects................................... 355
Chapter 13: Saving the Project Plan . . . . . . . . . . . . . . . . . 359
Obtaining Approval for the Plan.............................. 360
Storing Project Documents................................. 360
Preserving the Original Plan in Project ........................... 362
Setting a Baseline.................................... 365
Setting Additional Baselines.............................. 366
Adding New Tasks to a Baseline ............................ 368
Clearing a Baseline................................... 371
Viewing Baselines.................................... 372
Storing Project Documents................................. 360
Preserving the Original Plan in Project ........................... 362
Setting a Baseline.................................... 365
Setting Additional Baselines.............................. 366
Adding New Tasks to a Baseline ............................ 368
Clearing a Baseline................................... 371
Viewing Baselines.................................... 372
Part Three: Projects in Action
Chapter 14: Tracking Progress ..................... 381
Picking the Best Way to Track Progress........................... 382
Obtaining Progress and Cost Data............................. 383
Collecting Task Progress from Your Team Members. . . . . . . . . . . . . . . . . . 383
Collecting Progress Data about Other Resources . . . . . . . . . . . . . . . . . . . 387
Entering Actual Progress in Project............................. 388
Updating Task Progress................................. 388
Updating the Project Using Resource Assignment Progress . . . . . . . . . . . . . . 394
Globally Updating the Project............................. 398
Updating Project Costs................................. 401
Collecting Task Progress from Your Team Members. . . . . . . . . . . . . . . . . . 383
Collecting Progress Data about Other Resources . . . . . . . . . . . . . . . . . . . 387
Entering Actual Progress in Project............................. 388
Updating Task Progress................................. 388
Updating the Project Using Resource Assignment Progress . . . . . . . . . . . . . . 394
Globally Updating the Project............................. 398
Updating Project Costs................................. 401
Chapter 15: Evaluating Project Performance . . . . . . . . . . . . 407
Scheduled, Baseline, and Actual Values.......................... 408
Is the Project on Time? 409
Checking Status at the Project Level.......................... 409
Reviewing the Critical Path ............................... 411
Looking for Delayed Tasks ............................... 413
Looking for Tasks Heading for Trouble......................... 415
Is the Project on Time? 409
Checking Status at the Project Level.......................... 409
Reviewing the Critical Path ............................... 411
Looking for Delayed Tasks ............................... 413
Looking for Tasks Heading for Trouble......................... 415
Table of contents
Checking on Work...................................... 416
Checking for over budget Work ............................ 417
is the Project within Budget? 418
Comparing Costs with Views and Filters ........................ 419
Evaluating Costs with Reports............................. 419
Comparing Project Costs to a Budget......................... 420
Earned Value Analysis.................................... 420
Gauging Performance with Earned Value Measures. . . . . . . . . . . . . . . . . . 421
Analyzing an Earned Value Graph ........................... 422
Using Additional Earned Value Measures . . . . . . . . . . . . . . . . . . . . . . . 423
Viewing Earned Value in Project ............................ 425
Controlling How Project Calculates Earned Value . . . . . . . . . . . . . . . . . . . 427
Getting Back on Track .................................... 428
A Review of Project Tuning Techniques ........................ 428
Assigning Overtime................................... 429
Checking for over budget Work ............................ 417
is the Project within Budget? 418
Comparing Costs with Views and Filters ........................ 419
Evaluating Costs with Reports............................. 419
Comparing Project Costs to a Budget......................... 420
Earned Value Analysis.................................... 420
Gauging Performance with Earned Value Measures. . . . . . . . . . . . . . . . . . 421
Analyzing an Earned Value Graph ........................... 422
Using Additional Earned Value Measures . . . . . . . . . . . . . . . . . . . . . . . 423
Viewing Earned Value in Project ............................ 425
Controlling How Project Calculates Earned Value . . . . . . . . . . . . . . . . . . . 427
Getting Back on Track .................................... 428
A Review of Project Tuning Techniques ........................ 428
Assigning Overtime................................... 429
Chapter 16: Managing Change . . . . . . . . . . . . . . . . . . . . . 433
Setting up a Change Management System......................... 434
Managing Change Requests.............................. 434
The Change Review Board: Deciding on Changes . . . . . . . . . . . . . . . . . . . 436
Tracking Change Requests ............................... 437
Managing Changes in Project................................ 438
Finding the Effects of a Proposed Change. . . . . . . . . . . . . . . . . . . . . . . 439
Updating Project with Approved Change Requests . . . . . . . . . . . . . . . . . . 443
Flagging Change Requests in Project.......................... 444
Managing Change Requests.............................. 434
The Change Review Board: Deciding on Changes . . . . . . . . . . . . . . . . . . . 436
Tracking Change Requests ............................... 437
Managing Changes in Project................................ 438
Finding the Effects of a Proposed Change. . . . . . . . . . . . . . . . . . . . . . . 439
Updating Project with Approved Change Requests . . . . . . . . . . . . . . . . . . 443
Flagging Change Requests in Project.......................... 444
Chapter 17: Reporting on Projects . . . . . . . . . . . . . . . . . . 447
An Overview of Project’s Reports .............................. 448
Overall Status...................................... 448
Financial Performance ................................. 450
Task Management................................... 452
Resource Management................................. 453
Text-Based Reports ..................................... 454
Generating Text-Based Reports............................. 455
Customizing Text-Based Reports ............................ 457
Working with Visual Reports................................ 462
Generating a Visual Report ............................... 464
Rearranging and Formatting an Excel Visual Report. . . . . . . . . . . . . . . . . . 465
Rearranging and Formatting a Visio Visual Report . . . . . . . . . . . . . . . . . . 471
Customizing Visual Report Templates ......................... 473
Saving Report Data................................... 475
Printing Views to Report Project Information . . . . . . . . . . . . . . . . . . . . . . . . 476
Overall Status...................................... 448
Financial Performance ................................. 450
Task Management................................... 452
Resource Management................................. 453
Text-Based Reports ..................................... 454
Generating Text-Based Reports............................. 455
Customizing Text-Based Reports ............................ 457
Working with Visual Reports................................ 462
Generating a Visual Report ............................... 464
Rearranging and Formatting an Excel Visual Report. . . . . . . . . . . . . . . . . . 465
Rearranging and Formatting a Visio Visual Report . . . . . . . . . . . . . . . . . . 471
Customizing Visual Report Templates ......................... 473
Saving Report Data................................... 475
Printing Views to Report Project Information . . . . . . . . . . . . . . . . . . . . . . . . 476
Table of contents
Chapter 18: Closing a Project ..................... 479
Obtaining Project Acceptance................................ 480
Tying Up Loose Ends .................................... 480
Producing Project Closeout Reports............................ 481
Summarizing a Project................................. 482
Reporting Performance................................. 483
Documenting What You Learned............................ 484
What to Do with Project Information............................ 487
Obtaining Project Acceptance................................ 480
Tying Up Loose Ends .................................... 480
Producing Project Closeout Reports............................ 481
Summarizing a Project................................. 482
Reporting Performance................................. 483
Documenting What You Learned............................ 484
What to Do with Project Information............................ 487
Part Four: Project Power Tools
Chapter 19: Working on Multiple Projects. . . . . . . . . . . . . . 491
Managing Multiple Projects................................. 492
Creating a Master Project ............................... 493
Removing a Project from a Master Project. . . . . . . . . . . . . . . . . . . . . . . 497
Linking Tasks in Different Projects ........................... 498
Sharing Resources among Projects............................. 500
Creating a Resource Pool................................ 500
Connecting a Project to a Resource Pool....................... 501
Opening and Saving Sharer Projects.......................... 503
Detaching a Sharer Project from the Resource Pool. . . . . . . . . . . . . . . . . . 504
Editing Resource Pool Information........................... 504
Managing Multiple Projects................................. 492
Creating a Master Project ............................... 493
Removing a Project from a Master Project. . . . . . . . . . . . . . . . . . . . . . . 497
Linking Tasks in Different Projects ........................... 498
Sharing Resources among Projects............................. 500
Creating a Resource Pool................................ 500
Connecting a Project to a Resource Pool....................... 501
Opening and Saving Sharer Projects.......................... 503
Detaching a Sharer Project from the Resource Pool. . . . . . . . . . . . . . . . . . 504
Editing Resource Pool Information........................... 504
Chapter 20: Exchanging Data between Programs . . . . . . . . . 507
Copying Information.................................... 509
Copying Project Data to Other Programs....................... 509
Copying Data from Other Programs into Project . . . . . . . . . . . . . . . . . . . 510
Creating Pictures of Project Information. . . . . . . . . . . . . . . . . . . . . . . . 512
Importing and Exporting Data ............................... 514
Importing Data into Project .............................. 516
Exporting Data from Project.............................. 519
Using an Existing Map................................. 522
Exchanging Data with Excel .............................. 523
Working with Project and Visio............................. 528
Sharing Projects with SharePoint .............................. 534
Sharing Tasks with Your Team............................. 534
Saving a Project File to a SharePoint Site....................... 541
Copying Information.................................... 509
Copying Project Data to Other Programs....................... 509
Copying Data from Other Programs into Project . . . . . . . . . . . . . . . . . . . 510
Creating Pictures of Project Information. . . . . . . . . . . . . . . . . . . . . . . . 512
Importing and Exporting Data ............................... 514
Importing Data into Project .............................. 516
Exporting Data from Project.............................. 519
Using an Existing Map................................. 522
Exchanging Data with Excel .............................. 523
Working with Project and Visio............................. 528
Sharing Projects with SharePoint .............................. 534
Sharing Tasks with Your Team............................. 534
Saving a Project File to a SharePoint Site....................... 541
Chapter 21: Linking and Embedding . . . . . . . . . . . . . . . . . 543
Linking and Embedding Project Data............................ 545
Linking Project Files to Other Programs ........................ 546
Embedding Project Files in Other Programs . . . . . . . . . . . . . . . . . . . . . . 548
Linking Project Table Data to Other Programs . . . . . . . . . . . . . . . . . . . . . 549
Linking and Embedding Project Data............................ 545
Linking Project Files to Other Programs ........................ 546
Embedding Project Files in Other Programs . . . . . . . . . . . . . . . . . . . . . . 548
Linking Project Table Data to Other Programs . . . . . . . . . . . . . . . . . . . . . 549
Table of contents
Linking and Embedding Data into Project......................... 550
Linking and Embedding Entire Files into Project. . . . . . . . . . . . . . . . . . . . 551
Linking and Embedding Parts of Files in Project . . . . . . . . . . . . . . . . . . . . 552
Linking Tabular Data in Project............................. 554
Working with Linked and Embedded Objects....................... 554
Editing Linked Objects................................. 555
Managing Linked Objects ............................... 556 Editing Embedded Objects............................... 558
Linking and Embedding Entire Files into Project. . . . . . . . . . . . . . . . . . . . 551
Linking and Embedding Parts of Files in Project . . . . . . . . . . . . . . . . . . . . 552
Linking Tabular Data in Project............................. 554
Working with Linked and Embedded Objects....................... 554
Editing Linked Objects................................. 555
Managing Linked Objects ............................... 556 Editing Embedded Objects............................... 558
Chapter 22: Project on the Internet. . . . . . . . . . . . . . . . . . 559
Hyper linking to Information................................ 559
Creating a Hyperlink to a File or Web Page . . . . . . . . . . . . . . . . . . . . . . 560
Modifying Hyperlinks.................................. 562
Creating a Hyperlink to a Location in the Project File . . . . . . . . . . . . . . . . . 562
Integrating Project and Outlook .............................. 564
Adding Project Tasks to Outlook ............................ 564
Importing Tasks from Outlook ............................. 565
Copying Tasks from an Email............................. 566
Sending Project Information to Others......................... 567
Creating a Hyperlink to a File or Web Page . . . . . . . . . . . . . . . . . . . . . . 560
Modifying Hyperlinks.................................. 562
Creating a Hyperlink to a Location in the Project File . . . . . . . . . . . . . . . . . 562
Integrating Project and Outlook .............................. 564
Adding Project Tasks to Outlook ............................ 564
Importing Tasks from Outlook ............................. 565
Copying Tasks from an Email............................. 566
Sending Project Information to Others......................... 567
Part Five: Customizing Project
Chapter 23: Viewing What You Want . . . . . . . . . . . . . . . . . 573
Creating Your Own View .................................. 574
Modifying Basic View Contents ............................ 575
Creating a New View .................................. 580
Changing the Looks of a Gantt Chart View ...................... 583
Customizing the Timescale ............................... 595
Changing a Usage View’s Appearance ......................... 597
Customizing the Timeline ............................... 600
Customizing the Team Planner View .......................... 601
Customizing the Resource Graph ........................... 602
Modifying a Network Diagram............................. 605
Customizing the Calendar View ............................ 608
Changing Tables....................................... 610
Switching the Table in a View ............................. 610
Changing Table Contents................................ 611
Modifying a Table Definition .............................. 613
Creating a New Table.................................. 616
Changing the Way Text Looks................................ 616
Changing Categories of Text .............................. 617
Changing Selected Text ................................. 619
Modifying Basic View Contents ............................ 575
Creating a New View .................................. 580
Changing the Looks of a Gantt Chart View ...................... 583
Customizing the Timescale ............................... 595
Changing a Usage View’s Appearance ......................... 597
Customizing the Timeline ............................... 600
Customizing the Team Planner View .......................... 601
Customizing the Resource Graph ........................... 602
Modifying a Network Diagram............................. 605
Customizing the Calendar View ............................ 608
Changing Tables....................................... 610
Switching the Table in a View ............................. 610
Changing Table Contents................................ 611
Modifying a Table Definition .............................. 613
Creating a New Table.................................. 616
Changing the Way Text Looks................................ 616
Changing Categories of Text .............................. 617
Changing Selected Text ................................. 619
Table of contents
Filtering Through Information ............................... 620
Applying Filters..................................... 620
Creating and Editing Filters............................... 620
Defining Filters..................................... 622
Quick and Dirty Filtering with AutoFilter. . . . . . . . . . . . . . . . . . . . . . . . 629
Grouping Project Elements................................. 632
Working with Groups.................................. 632
Creating a Group.................................... 633
Changing Group Intervals ............................... 637
Applying Filters..................................... 620
Creating and Editing Filters............................... 620
Defining Filters..................................... 622
Quick and Dirty Filtering with AutoFilter. . . . . . . . . . . . . . . . . . . . . . . . 629
Grouping Project Elements................................. 632
Working with Groups.................................. 632
Creating a Group.................................... 633
Changing Group Intervals ............................... 637
Chapter 24: Defining Your Own Fields . . . . . . . . . . . . . . . . 639
Understanding Custom Fields ............................... 640
Customizing a Field..................................... 641
Creating Lists of Valid Values .............................. 643
Calculating Field Values................................ 646
Calculating Values in Summary Rows ......................... 649
Displaying Values Graphically............................. 650
Coding Tasks and Resources................................ 652
Setting Up a Template for Outline Code Values . . . . . . . . . . . . . . . . . . . . 653
Setting Up an Outline Code Lookup Table....................... 654
Customizing a Field..................................... 641
Creating Lists of Valid Values .............................. 643
Calculating Field Values................................ 646
Calculating Values in Summary Rows ......................... 649
Displaying Values Graphically............................. 650
Coding Tasks and Resources................................ 652
Setting Up a Template for Outline Code Values . . . . . . . . . . . . . . . . . . . . 653
Setting Up an Outline Code Lookup Table....................... 654
Chapter 25: Customizing the Ribbon and Quick Access Toolbar. 657
Customizing the Ribbon................................... 658
Turning Tabs On and Off................................ 659
Creating Custom Tabs ................................. 660
Creating Custom Groups................................ 661
Adding a Command to the Ribbon........................... 662
Rearranging Ribbon Elements............................. 664
Removing Custom Ribbon Elements.......................... 665
Resetting Ribbon Customizations ........................... 665
Customizing the Quick Access Toolbar ........................... 665
Turning Tabs On and Off................................ 659
Creating Custom Tabs ................................. 660
Creating Custom Groups................................ 661
Adding a Command to the Ribbon........................... 662
Rearranging Ribbon Elements............................. 664
Removing Custom Ribbon Elements.......................... 665
Resetting Ribbon Customizations ........................... 665
Customizing the Quick Access Toolbar ........................... 665
Chapter 26: Reusable Project: Templates . . . . . . . . . . . . . . 667
Sharing Custom Elements.................................. 668
Storing Project Settings and Elements........................... 669
Copying Elements between Files............................ 670
Removing Customized Elements from Files . . . . . . . . . . . . . . . . . . . . . . 674
Renaming Customized Elements............................ 674
Building Templates for Projects ............................... 675
Creating a Project Template .............................. 675
Making Your Templates Easy to Find.......................... 677
Creating a Project File from a Template ........................ 679
Storing Project Settings and Elements........................... 669
Copying Elements between Files............................ 670
Removing Customized Elements from Files . . . . . . . . . . . . . . . . . . . . . . 674
Renaming Customized Elements............................ 674
Building Templates for Projects ............................... 675
Creating a Project Template .............................. 675
Making Your Templates Easy to Find.......................... 677
Creating a Project File from a Template ........................ 679
Chapter 27: Saving Time with Macros . . . . . . . . . . . . . . . . 681
What You Can Do with Macros ............................... 682
Recording Macros...................................... 682
Running Macros....................................... 685
Running Macros in the Macros Dialog Box ...................... 685
Running a Macro from the Ribbon........................... 686
Using Keyboard Shortcuts to Run Macros....................... 688
Viewing and Editing Macro Code .............................. 688
Learning More about Programming Project . . . . . . . . . . . . . . . . . . . . . . . . 689
Part Six: Appendixes
Appendix A: Installing Project . . . . . . . . . . . . . . . . . . . . . 693 Appendixes B: Getting Help for Project . . . . . . . . . . . . . . . . . 703 Appendixes C: Keyboard Shortcuts ................... 715 Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 723
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Download complete book
email id is: itloving
password is: blogspot
