www. BUtrain. com 1 -800 -BU-TRAIN (288 -7246) Microsoft© Project™ Tips and Tricks Scott S. Lynde 16 January 2008 PMI NH Chapter Meeting
S P A C E R Code of Conduct Safety • • Locate exits Be careful driving home; make sure you have gas! Purpose • To share strategies and techniques for improving productivity and project success through better use of Microsoft Project Addressed on next slide 3/15/2018 Set mobile devices to “stun” Be here – mentally and physically Expectations Agenda • • • Learn and discuss Microsoft Project tips Identify one technique you will apply tomorrow Roles and Responsibilities • Scott Lynde: presenter/facilitator • Everyone: enthusiastic audience Microsoft Project Tips and Tricks 2
A Framework for Tonight’s Discussion Introduction General 6. 2 Activity Sequencing 6. 1 Activity Definition (5. 3 Create WBS) 5. 3 Create WBS 6. 3 Activity Resource Estimating 3/15/2018 Microsoft Project Tips and Tricks 6. 5 Schedule Development 6. 4 Activity Duration Estimating Microsoft Office Project 2007 Other Resources 3
Guidelines 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! 3/15/2018 Microsoft Project Tips and Tricks 4
www. BUtrain. com 1 -800 -BU-TRAIN (288 -7246) Microsoft Project Tips and Tricks Introduction
01. Don’t Use Microsoft Project! Product Win Open Workbench http: //www. openworkbench. org/ Open. Proj http: //openproj. org/openproj Gantt. Project http: //ganttproject. biz/ Minute. Man http: //www. minuteman-systems. com/ Deltek Open Plan http: //www. deltek. com/products/openplan/default. asp Primavera P 6 http: //www. primavera. com/products/p 6/index. asp Smart. Works Project Planner http: //www. smartworks. us/htm/project. htm Guy Software Plan. Bee http: //www. guysoftware. com/planbee. htm Tech. Excel Dev. Plan http: //www. techexcel. com/products/devsuite/devplan. html Kidasa Milestones Professional http: //www. kidasa. com/information/products/professional. Index. html Project Kickstart http: //www. projectkickstart. com/products/gantt_chart. cfm 3/15/2018 Microsoft Project Tips and Tricks Mac Unix/ Linux X Licensing Free / Open Source Java Java Free / Open Source X Std: $49. 95 / Plus: $99. 95 X ? (licensed) X Web ? Web? ? (licensed – expensive) X $89. 95 X Basic: $29. 98 / Pro: $69. 98 X ? (licensed) X $249 X $159. 95 6
No, Really—Don’t Use Microsoft Project! 02. Import data from Excel File > Open… Select the Excel file Follow the wizard Save the newly created map (if necessary) 03. Export data to Excel File > Save As… Save as type: Microsoft Excel Workbook (*. xls) Follow the wizard Save the newly created map (if necessary) 3/15/2018 Microsoft Project Tips and Tricks 7
04. OK, Seriously—Don’t Use 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 3/15/2018 Microsoft Project Tips and Tricks 8
04. Mind Mapping Software Mind. Manager: http: //www. mindjet. com/us/ Mind. Genius: http: //www. mindgenius. com/ Open Source: Free. Mind: http: //freemind. sourceforge. net/ 3/15/2018 Microsoft Project Tips and Tricks 9
05. Get a Jumpstart with Templates Local… 3/15/2018 …and Online Microsoft Project Tips and Tricks 10
06. Learn Shortcut Key Commands ALT + Control ← (Left Arrow) → (Right Arrow) - (Minus) + (Plus) * (Asterisk) Shift Nudge Gantt view left Outdent task Nudge Gantt view right Indent task Hide subtasks Show all subtasks Full List: http: //office. microsoft. com/en-us/project/HP 453045851033. aspx? mode=print 3/15/2018 Microsoft Project Tips and Tricks 11
07. Use the Project Guide to Facilitate and Simplify Microsoft Project Use View > Toolbars > Project Guide 3/15/2018 Microsoft Project Tips and Tricks 12
08. Wrap Text in Table Rows Click and drag the divider between rows 3/15/2018 Microsoft Project Tips and Tricks 13
09. Expand/Compress the Timescale Double-click the Timescale Adjust the value in the Size__% field 3/15/2018 Microsoft Project Tips and Tricks 14
10. Save Trees File > Page Setup. . . View tab Uncheck Print blank pages 3/15/2018 Microsoft Project Tips and Tricks 15
www. BUtrain. com 1 -800 -BU-TRAIN (288 -7246) Microsoft Project Tips and Tricks General
11. Establish the Calendar(s) Tools > Change Working Time… Project > Project Information 3/15/2018 Microsoft Project Tips and Tricks 17
11. How Calendars Work Project Task Resource Task Scheduled According to… X Project calendar X Task calendar X X Resource calendar X Intersection of task and resource calendars* * Resource calendars can be ignored: Task Information > Advanced > Scheduling ignores resource calendars 3/15/2018 Microsoft Project Tips and Tricks 18
12. Change the “Translation” Times How durations are translated into work… 3/15/2018 Microsoft Project Tips and Tricks 19
13. How Microsoft Project Thinks Duration Units 3/15/2018 Task Types • Fixed units (default) • Fixed work • Fixed duration Work Microsoft Project Tips and Tricks 20
13. Effort-Driven Scheduling Microsoft Project uses effort driven scheduling by default Effort-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) 3/15/2018 Microsoft Project Tips and Tricks 21
13. How to Enable/Disable Effort Driven Scheduling 3/15/2018 Microsoft Project Tips and Tricks 22
13. Microsoft Project Task Types If You Change… Task Type Duration Units Work Fixed Units Fixed Work Fixed Duration changes, work is fixed Work changes, duration is fixed Duration changes, units are fixed Units change, duration is fixed 3/15/2018 Work changes, units are fixed Units change, work is fixed Work changes, units are fixed Microsoft Project Tips and Tricks 23
14. Split the Window to Access Forms Window > Split OR Shift + select view in View menu 3/15/2018 Microsoft Project Tips and Tricks 24
Customize 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 3/15/2018 Microsoft Project Tips and Tricks 25
19. Show the Project Summary Task Tools > Options… > View tab Also: Show outline number 3/15/2018 Microsoft Project Tips and Tricks 26
20. Customize the WBS Outline Code Project > WBS > Define Code… 3/15/2018 Microsoft Project Tips and Tricks 27
21. Use the Gantt Chart Wizard to Show the Critical Path Format > Gantt Chart Wizard… Follow the wizard 3/15/2018 Microsoft Project Tips and Tricks 28
22. Customize the Gantt Bar Styles Format > Bar Styles… 3/15/2018 Microsoft Project Tips and Tricks 29
www. BUtrain. com 1 -800 -BU-TRAIN (288 -7246) Microsoft Project Tips and Tricks Activity Definition
23. Edit Multiple Tasks at Once Select tasks Shift-click contiguous tasks Control-click noncontiguous tasks Open Task Information window Toolbar button Right-click > Task Information. . . Edit information 3/15/2018 Microsoft Project Tips and Tricks 31
24. Use Recurring Tasks Insert > Recurring Task… 3/15/2018 Microsoft Project Tips and Tricks 32
25. Use the WBS Modeler to Graphically Create and Edit the WBS Link Microsoft 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 3/15/2018 Microsoft Project Tips and Tricks 33
26. Embed (or Link) Documents and Templates in Tasks Task Information > Notes Right-click > Object. . . 3/15/2018 Microsoft Project Tips and Tricks 34
www. BUtrain. com 1 -800 -BU-TRAIN (288 -7246) Microsoft Project Tips and Tricks Activity Sequencing
27. 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 3/15/2018 Microsoft Project Tips and Tricks 36
28. Use the Network Diagram to Sequence Tasks Bad: 3/15/2018 Microsoft Project Tips and Tricks 37
28. Use the Network Diagram to Sequence Tasks Better: Format > Layout… Allow manual box positioning Uncheck Show summary tasks Line style: Straight Manually position boxes 3/15/2018 Microsoft Project Tips and Tricks 38
28. Use the Network Diagram to Sequence Tasks Better: 3/15/2018 Microsoft Project Tips and Tricks 39
29. Customize the Information in the Network Diagram Format > Box Styles… 3/15/2018 Microsoft Project Tips and Tricks 40
www. BUtrain. com 1 -800 -BU-TRAIN (288 -7246) Microsoft Project Tips and Tricks Activity Resource Estimating
Assign Resources to Lowest-level Tasks 31. Use a custom filter Project > Filtered for > More Filters… Copy the Summary Tasks filter Set value to No Uncheck Show related summary rows 32. Press F 3 to clear filters 3/15/2018 Microsoft Project Tips and Tricks 42
33. Review Resource Availability While Assigning Resources View > Gantt Chart Click the Assign Resources button on the standard toolbar Select the resource(s) and click Graphs Select the graph that you wish to view Remaining Availability: how much working time the resource still has available Work: the resource's current work-load Assignment Work: the total workload of the resources assigned to the task, as well as the total availability of all selected resources 3/15/2018 Microsoft Project Tips and Tricks 43
33. Review Resource Availability While Assigning Resources 3/15/2018 Microsoft Project Tips and Tricks 44
34. Create Level-of-Effort (LOA) Tasks 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 3/15/2018 Microsoft Project Tips and Tricks 45
35. Filter the Calendar View by Resource View > Calendar Filter > Using Resource. . . Show tasks using. . . 3/15/2018 Microsoft Project Tips and Tricks 46
36. Level Resources! 3/15/2018 Microsoft Project Tips and Tricks 47
36. Oh No! 3/15/2018 Microsoft Project Tips and Tricks 48
37. View the Leveling Gantt to See Leveling Changes View > More Views… > Leveling Gantt 3/15/2018 Microsoft Project Tips and Tricks 49
38. Create “Resource Pool" Project File to Manage Resources Across Projects Create Microsoft Project file; add resources and adjust working time, if necessary Import the resources into other Microsoft Project files Open both files Tools > Resource Sharing > Share Resources… 3/15/2018 Microsoft Project Tips and Tricks 50
www. BUtrain. com 1 -800 -BU-TRAIN (288 -7246) Microsoft Project Tips and Tricks Activity Duration Estimating
39. Don’t Enter Start and Finish Dates! Enter the project start date Specify durations, resources, etc. Let Microsoft Project calculate start and finish dates 3/15/2018 Microsoft Project Tips and Tricks 52
40. Calculate PERT Values View > Toolbars > PERT Analysis Click PERT Entry Sheet Enter optimistic, expected, and pessimistic durations Click Calculate PERT to calculate estimated durations Click Optimistic Gantt, Expected Gantt, or Pessimistic Gantt to view different Gantt charts Click Set PERT Weights to adjust the weights 3/15/2018 Microsoft Project Tips and Tricks 53
www. BUtrain. com 1 -800 -BU-TRAIN (288 -7246) Microsoft Project Tips and Tricks Schedule Development
41. Spice Up the Gantt Chart with Pasted Pictures and Charts 3/15/2018 Microsoft Project Tips and Tricks 55
42. Conform to Good Scheduling Practices Use nouns and verbs appropriately Apply the 8/80 or reporting period rule Use milestones Use the following sparingly: Leads/lags Dependencies other than finish-to-start (FS) Contraints Use custom or third-party tools to analyze and assess schedule “goodness” 3/15/2018 Microsoft Project Tips and Tricks 56
Use (43) Custom Filters, (44) Custom Groups, and/or (45) Custom Views to Flag Schedule Concerns Filters: Project > Filtered for > More Filters… Groups: Project > Group by > More Groups… Views: View > More Views… 3/15/2018 Microsoft Project Tips and Tricks 57
46. Identify Missing Successors/Predecessors (Using the previous tips) Similar approaches can be used to identify other schedule quality issues 3/15/2018 Microsoft Project Tips and Tricks 58
47. Produce a Time-Phased Budget View > Toolbars > Analysis Analyze Timescaled Data in Excel… Follow the wizard On the second screen, choose Cost from the list of Available fields Remove Work from the list of Fields to export Complete the wizard 3/15/2018 Microsoft Project Tips and Tricks 59
48. Automate Reporting with the Project Report Presentation Add-in http: //office. microsoft. com/enus/help/HA 011231261033. aspx 3/15/2018 Microsoft Project Tips and Tricks 60
www. BUtrain. com 1 -800 -BU-TRAIN (288 -7246) Microsoft Project Tips and Tricks Microsoft Office Project 2007
Microsoft Office Project 2007 Tips 49. Changes are highlighted 50. Task drivers (Also: new “Cost” resource type) 3/15/2018 Microsoft Project Tips and Tricks 62
www. BUtrain. com 1 -800 -BU-TRAIN (288 -7246) Microsoft Project Tips and Tricks Additional Information and Resources
Microsoft Project User’s Group 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. " 3/15/2018 Microsoft Project Tips and Tricks 64
Boston University Corporate Education Center Course: Project Management Using Microsoft Project 2003 http: //www. butrain. com/share/scedesc. asp? CID=4212 Days Day/Eve Dates Location 2 Day 3/6/08 -3/7/08 Waltham, MA 2 Evening Apr 22, 24, 29, May 1 2008 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, MA 2 Day 10/15/08 -10/16/08 Teachers College Columbia University New York, NY 2 Day 12/4/08 -12/5/08 3/15/2018 Tyngsboro Campus Tyngsboro, MA Microsoft Project Tips and Tricks 65
Boston University Corporate Education Center Course: Certificate in Applied Project Management http: //www. butrain. com/share/scedesc. asp? C ID=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 3/15/2018 Microsoft Project Tips and Tricks 66
www. BUtrain. com 1 -800 -BU-TRAIN (288 -7246) Microsoft© Project™ Tips and Tricks Scott S. Lynde 16 January 2008 PMI NH Chapter Meeting
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