Www.BUtrain.com 1-800-BU-TRAIN (288-7246) Microsoft © Project™ Tips and Tricks Scott S. Lynde 16 January 2008 PMI NH Chapter Meeting.

www.BUtrain.com1-800-BU-TRAIN (288-7246)

MicrosoftMicrosoft©© Project™ Tips and Project™ Tips and

TricksTricks

Scott S. Lynde16 January 2008

PMI NH Chapter Meeting

S P A C E RS P A C E R

April 18, 2023 Microsoft Project Tips and Tricks 2

Safety

• Locate exits• Be careful driving home;

make sure you have gas!

Code of Conduct

• Set mobile devices to “stun”• Be here – mentally

and physically

Expectations

• Learn and discuss Microsoft Project tips

• Identify one techniqueyou will apply tomorrow

Purpose

• To share strategies and techniquesfor improving productivity and project success through betteruse of Microsoft Project Roles and Responsibilities

• Scott Lynde: presenter/facilitator• Everyone: enthusiastic audience

Agenda

• Addressed on next slide


A Framework for Tonight’s A Framework for Tonight’s DiscussionDiscussion

General

6.1 Activity Definition

(5.3 Create WBS)

6.3 Activity Resource Estimating

6.2 Activity Sequencing

6.4 Activity Duration

Estimating

6.5 Schedule Development

Microsoft Office Project

2007

Other Resources

Introduction

5.3 Create WBS

Guidelines and DisclaimersGuidelines and Disclaimers

There are (at least) three ways to accomplish a given action in Microsoft Project

There are different Microsoft Project philosophies

Not all tips are “mine”; some are new to me

This presentation will be informal and (somewhat) unstructured


Let’s make this interactive!


Microsoft Project Microsoft Project Tips and TricksTips and Tricks

Introduction

01. Don’t Use Microsoft Project!01. Don’t Use Microsoft Project!


Product Win Mac Unix/Linux

Licensing

Open Workbenchhttp://www.openworkbench.org/

X Free / Open Source

OpenProjhttp://openproj.org/openproj

Java Java Java Free / Open Source

GanttProjecthttp://ganttproject.biz/

Java Java Java Free / Open Source

MinuteManhttp://www.minuteman-systems.com/

X Std: $49.95 / Plus: $99.95

Deltek Open Planhttp://www.deltek.com/products/openplan/default.asp

X ? (licensed)

Primavera P6http://www.primavera.com/products/p6/index.asp

X Web?

Web? ? (licensed – expensive)

SmartWorks Project Plannerhttp://www.smartworks.us/htm/project.htm

X $89.95

Guy Software PlanBeehttp://www.guysoftware.com/planbee.htm

X Basic: $29.98 / Pro: $69.98

TechExcel DevPlanhttp://www.techexcel.com/products/devsuite/devplan.html

X ? (licensed)

Kidasa Milestones Professionalhttp://www.kidasa.com/information/products/professionalIndex.html

X $249

Project Kickstarthttp://www.projectkickstart.com/products/gantt_chart.cfm

X $159.95

02. Import data from ExcelFile > Open…Select the Excel fileFollow the wizardSave the newly created map (if necessary)

03. Export data to ExcelFile > Save As…Save as type: Microsoft Excel Workbook (*.xls)Follow the wizardSave the newly created map (if necessary)


No, Really—Don’t UseNo, Really—Don’t UseMicrosoft Project!Microsoft Project!

Use mind mapping to brainstorm the work breakdown structure (WBS)

Choose product- or process-based WBS

Engage multiple, diverse stakeholders

Adopt brainstorming rules

Transfer to Microsoft Project for detailed planning


04. OK, Seriously—04. OK, Seriously—Don’t UseDon’t UseMicrosoft Project!Microsoft Project!

04. Mind Mapping Software04. Mind Mapping Software

MindManager: http://www.mindjet.com/us/

MindGenius: http://www.mindgenius.com/

Open Source:

FreeMind: http://freemind.sourceforge.net/


05. Get a Jumpstart with 05. Get a Jumpstart with TemplatesTemplates


Local… …and Online

06. Learn Shortcut Key 06. Learn Shortcut Key CommandsCommands


ALT + Control Shift

← (Left Arrow) Nudge Gantt view left Outdent task

→ (Right Arrow) Nudge Gantt view right Indent task

- (Minus) Hide subtasks

+ (Plus) Show subtasks

* (Asterisk) Show all subtasks

Full List: http://office.microsoft.com/en-us/project/HP453045851033.aspx?mode=print

07. Use the Project Guide to 07. Use the Project Guide to Facilitate and Simplify Microsoft Facilitate and Simplify Microsoft

Project UseProject UseView > Toolbars > Project Guide


08. Wrap Text in Table Rows08. Wrap Text in Table Rows

Click and drag the divider between rows


09. Expand/Compress the 09. Expand/Compress the TimescaleTimescale

Double-click the Timescale

Adjust the value in the Size__% field


10. Save Trees10. Save Trees

File > Page Setup...

View tab

Uncheck Print blank pages




General

11. Establish the Calendar(s)11. Establish the Calendar(s)

Tools > Change Working Time…

Project > Project Information


11. How Calendars Work11. How Calendars Work


Project Task Resource Task Scheduled According to…

X Project calendar

X Task calendar

X Resource calendar

X X Intersection of task and resource calendars*

* Resource calendars can be ignored:Task Information > Advanced > Scheduling ignores resource calendars

12. Change the “Translation” 12. Change the “Translation” TimesTimes

How durations are translated into work…


13. How Microsoft Project 13. How Microsoft Project ThinksThinks


Duration

Units Work

Task Types•Fixed units (default)

•Fixed work•Fixed duration

13. Effort-Driven Scheduling13. Effort-Driven Scheduling

Microsoft Project uses effort driven scheduling by defaultEffort-driven calculations apply only after the first resources are initially assigned to the task

Fixed units (default): assigning additional resources will reduce task duration (work is fixed)Fixed duration: assigning additional resources will reduce unit values for resources (work is fixed)Fixed work: assigning additional resources will reduce task duration

Effort-driven calculation rules do not apply when changing work, duration, or unit values for resources already assigned (see next slide)


13. How to Enable/Disable13. How to Enable/DisableEffort Driven SchedulingEffort Driven Scheduling


13. Microsoft Project Task Types13. Microsoft Project Task Types


If You Change…

Task Type Duration Units Work

Fixed Units

Work changes, units are fixed

Duration changes, work is fixed

Duration changes, units are fixed

Fixed Work

Units change, work is fixed

Duration changes, work is fixed

Duration changes, units are fixed

Fixed Duration

Work changes, units are fixed

Work changes, duration is fixed

Units change, duration is fixed

14. Split the Window to Access 14. Split the Window to Access FormsForms

Window > Split OR

Shift + select view in View menu


Customize the Entry TableCustomize the Entry Table

15. Hide start and finish dates!

16. Show work

17. Show the Unique ID field (and Unique ID Predecessors)

18. Add the WBS outline code

Others, as you see fit

NOTE: Tables, views, and split views can be customized


19. Show the Project Summary 19. Show the Project Summary TaskTask

Tools > Options… > View tab

Also: Showoutline number


20. Customize the WBS Outline 20. Customize the WBS Outline CodeCode

Project > WBS > Define Code…


21. Use the Gantt Chart Wizard to 21. Use the Gantt Chart Wizard to Show the Critical PathShow the Critical Path

Format > Gantt Chart Wizard…

Follow the wizard


22. Customize the Gantt Bar 22. Customize the Gantt Bar StylesStyles

Format > Bar Styles…




Activity Definition

23. Edit Multiple Tasks at Once23. Edit Multiple Tasks at Once

Select tasksShift-click contiguous tasksControl-click non-contiguous tasks

Open Task Information window

Toolbar buttonRight-click > Task Information...

Edit information


24. Use Recurring Tasks24. Use Recurring Tasks

Insert > Recurring Task…


25. Use the WBS Modeler to 25. Use the WBS Modeler to Graphically Create and Edit the WBSGraphically Create and Edit the WBS

LinkMicrosoft Office Project 2007 only!Other tools exist that support older versions of Project

Critical Tools™ WBS Modeler Pro™

NOTE: the Visio WBS Chart Wizard can export a graphical WBS


26. Embed (or Link) Documents and 26. Embed (or Link) Documents and Templates in TasksTemplates in Tasks

Task Information > Notes

Right-click > Object...




Activity Sequencing

27. Link Tasks Multiple Ways27. Link Tasks Multiple Ways

Use link button

Enter predecessor or successor

(Enter Unique ID predecessor or successor)

Drag link


Note: Only sequence “leaf node” (lowest level) tasks

28. Use the Network Diagram to 28. Use the Network Diagram to Sequence TasksSequence Tasks

Bad:



Better: Format > Layout…Allow manual box positioning

Uncheck Show summary tasks

Line style: Straight

Manually position boxes



Better:


29. Customize the Information in the 29. Customize the Information in the Network DiagramNetwork Diagram

Format > Box Styles…




Activity Resource Estimating

31. Use a custom filterProject > Filtered for > More Filters…

Copy the Summary Tasks filter

Set value to No

Uncheck Show related summary rows

32. Press F3 to clear filters


Assign Resources to Lowest-level Assign Resources to Lowest-level TasksTasks

View > Gantt ChartClick the Assign Resources button on the standard toolbarSelect the resource(s) and click GraphsSelect the graph that you wish to view

Remaining Availability: how much working time the resource still has availableWork: the resource's current work-loadAssignment Work: the total workload of the resources assigned to the task, as well as the total availability of all selected resources


33. Review Resource Availability 33. Review Resource Availability While Assigning ResourcesWhile Assigning Resources


33. Review Resource Availability 33. Review Resource Availability While Assigning ResourcesWhile Assigning Resources

Method 1: Eliminate LOA tasks!

Method 2: Assign to summary task(not recommended!)

Method 3: Link start and end dates of LOA task to two other tasks


34. Create Level-of-Effort (LOA) 34. Create Level-of-Effort (LOA) TasksTasks

View > Calendar

Filter > Using Resource...

Show tasks using...


35. Filter the Calendar View by 35. Filter the Calendar View by ResourceResource


36. Level Resources!36. Level Resources!


36. Oh No!36. Oh No!

View > More Views… > Leveling Gantt


37. View the Leveling Gantt to See 37. View the Leveling Gantt to See Leveling ChangesLeveling Changes

Create Microsoft Project file; add resources and adjust working time, if necessary

Import the resources into other Microsoft Project files

Open both files

Tools > ResourceSharing > ShareResources…


38. Create “Resource Pool" Project 38. Create “Resource Pool" Project File to Manage Resources Across File to Manage Resources Across

ProjectsProjects



Activity Duration Estimating

Enter the project start date

Specify durations, resources, etc.

Let Microsoft Project calculate start and finish dates


39. Don’t Enter Start and Finish 39. Don’t Enter Start and Finish Dates!Dates!

View > Toolbars > PERT AnalysisClick PERT Entry SheetEnter optimistic, expected,and pessimistic durationsClick Calculate PERT tocalculate estimated durationsClick Optimistic Gantt, Expected Gantt, or Pessimistic Gantt to view different Gantt chartsClick Set PERT Weights to adjust the weights


40. Calculate PERT Values 40. Calculate PERT Values



Schedule Development


41. Spice Up the Gantt Chart with 41. Spice Up the Gantt Chart with Pasted Pictures and ChartsPasted Pictures and Charts

Use nouns and verbs appropriatelyApply the 8/80 or reporting period ruleUse milestonesUse the following sparingly:

Leads/lagsDependencies other than finish-to-start (FS)Contraints

Use custom or third-party tools to analyze and assess schedule “goodness”


42. Conform to Good Scheduling 42. Conform to Good Scheduling PracticesPractices

Filters: Project > Filtered for >More Filters…

Groups: Project > Group by >More Groups…

Views: View > More Views…


Use (43) Custom Filters, (44) Custom Groups, Use (43) Custom Filters, (44) Custom Groups, and/or (45) Custom Views to Flag Schedule and/or (45) Custom Views to Flag Schedule

ConcernsConcerns

(Using the previous tips)

Similar approaches can be used to identify other schedule quality issues


46. Identify Missing 46. Identify Missing Successors/PredecessorsSuccessors/Predecessors

View > Toolbars > AnalysisAnalyze TimescaledData in Excel…Follow the wizard

On the second screen,choose Cost from the listof Available fieldsRemove Work from thelist of Fields to export

Complete the wizard


47. Produce a Time-Phased 47. Produce a Time-Phased BudgetBudget

http://office.microsoft.com/en-us/help/HA011231261033.aspx


48. Automate Reporting with the 48. Automate Reporting with the Project Report Presentation Add-inProject Report Presentation Add-in



Microsoft OfficeProject 2007

49. Changes are highlighted

50. Task drivers

(Also: new “Cost” resource type)


Microsoft Office Project 2007 Microsoft Office Project 2007 TipsTips



Additional Information and Resources

http://www.mpug.org

"MPA is a dynamic professional association that serves as the preeminent resource for Microsoft Office Project. We help a worldwide community comprised of thousands of individual and corporate members better leverage their investment in Microsoft Office Project in their businesses and careers."


Microsoft Project User’s GroupMicrosoft Project User’s Group

http://www.butrain.com/share/scedesc.asp?CID=4212


Boston University Corporate Education Center Boston University Corporate Education Center Course: Project Management Using Microsoft Course: Project Management Using Microsoft

Project 2003Project 2003

Days Day/Eve Dates Location

2 Day 3/6/08-3/7/08 Waltham Waltham, MA

2 Evening Apr 22,24,29,May 1 2008

Waltham Waltham, MA

2 Day 5/28/08-5/29/08 Teachers College Columbia University New York, NY

2 Day 6/5/08-6/6/08 Tyngsboro Campus Tyngsboro, MA

2 Day 9/11/08-9/12/08 Waltham Waltham, MA

2 Day 10/15/08-10/16/08 Teachers College Columbia University New York, NY

2 Day 12/4/08-12/5/08 Tyngsboro Campus Tyngsboro, MA

http://www.butrain.com/share/scedesc.asp?CID=8302

Features a Microsoft Project Toolkit, developed by guru David Crane(and edited by an MSP fan)

Integrates Microsoft Project learning with a simulated team planning project


Boston University Corporate Education Center Boston University Corporate Education Center Course: Certificate in Applied Project Course: Certificate in Applied Project

ManagementManagement


MicrosoftMicrosoft©© Project™ Tips and Project™ Tips and

TricksTricks

Scott S. Lynde16 January 2008

PMI NH Chapter Meeting

Www.BUtrain.com 1-800-BU-TRAIN (288-7246) Microsoft © Project™ Tips and Tricks Scott S. Lynde 16 January 2008 PMI NH Chapter Meeting.

Documents

microsoft project tips

project kickstart http

project success

slide slide

wbs slide

microsoft excel workbook

activity sequencing

activity definition