Table of Contents

Acknowledgments xxi

We'd Like to Hear from You xxiii

About the CD xxv

What's on the CD xxv

Using the CD xxv

System Requirements xxvi

Support Information xxvi

Conventions and Features Used in This Book xxvii

Text Conventions xxvii

Design Conventions xxvii

Part 1

Project Fundamentals

Chapter 1

Introducing Microsoft Project 2003 3

Using This Book 4

Using Microsoft Project—An Overview 6

Microsoft Project 2003 Editions 7

Microsoft Project Server and Microsoft Project Web Access 10

What's New in Microsoft Project 2003 10

What's New in Project Standard 2003 11

What's New in Project Professional 2003 15

What's New in Project Server and Project Web Access 2003 16

Learning as You Go 17

Getting Started with Office Online 22

Working with the Project Guide 24

Getting Help 27

Reporting Crashes 36

Working with Project Smart Tags 36

Working with the Sample Database 37

Chapter 2

Understanding Projects and Project Management 39

Understanding Project Management Basics 39

What Is a Project? 39

What Is Project Management? 40

Understanding Project Management Processes 42

Planning the Project 43

Executing the Project 44

Controlling the Project 44

Closing the Project 45

Facilitating Your Project with Microsoft Project 45

Creating a Model of Your Project 47

Working with Your Team through Microsoft Project 50

Using Microsoft Project in Your Enterprise 52

Understanding Project Stakeholders 52

Keys to Successful Project Management 54

Part 2

Developing the Project Plan

Chapter 3

Starting a New Project 59

Focusing the Project Vision 59

Defining Scope 60

Understanding Product Scope and Project Scope 60

Developing the Scope Statement 61

Creating a New Project Plan 62

Creating a Project File 62

Saving Your New Project 67

Scheduling from a Start or Finish Date 68

Setting Your Project Calendar 70

Attaching Project Documentation 73

Entering Tasks 77

Adding Tasks to Your Project Plan 78

Importing Tasks from an Excel Worksheet 80

Entering Recurring Tasks 82

Sequencing and Organizing Tasks 83

Moving Tasks 83

Inserting Additional Tasks 83

Copying Tasks 84

Deleting Tasks 85

Organizing Tasks into an Outline 86

Setting Up Your Work Breakdown Structure 88

Understanding Work Breakdown Structure Codes 88

Setting Up Work Breakdown Structure Codes 89

Charting Your WBS in Visio 90

Adding Supplementary Information to Tasks 92

Chapter 4

Viewing Project Information 93

Understanding Project Information Categories 94

Accessing Your Project Information 95

Using Views 95

Using Tables 112

Using Fields 120

Rearranging Your Project Information 123

Sorting Project Information 124

Grouping Project Information 125

Filtering Project Information 127

Arranging Your Microsoft Project Workspace 132

Setting Your Default View 132

Showing and Hiding Workspace Elements 133

Splitting a Window 133

Switching among Open Projects 135

Navigating to a Specific Location in a View 136

Chapter 5

Scheduling Tasks 137

Setting Task Durations 138

Developing Reliable Task Durations 138

Understanding Estimated vs. Confirmed Durations 140

Entering Durations 140

Understanding How Durations Affect Scheduling 142

Reviewing Durations 145

Calculating Your Most Probable Duration 145

Establishing Task Dependencies 149

Creating the Finish-to-Start Task Dependency 150

Understanding the Dependency Types 151

Overlapping Linked Tasks by Adding Lead Time 153

Delaying Linked Tasks by Adding Lag Time 154

Changing or Removing Links 155

Reviewing Task Dependencies 156

Scheduling Tasks to Achieve Specific Dates 157

Understanding Constraint Types 158

Changing Constraints 160

Working with Flexible and Inflexible Constraints 162

Reviewing Constraints 163

Setting Deadline Reminders 165

Creating Milestones in Your Schedule 167

Working with Task Calendars 169

Creating a Base Calendar 169

Assigning a Base Calendar to a Task 171

Chapter 6

Setting Up Resources in the Project 173

Understanding the Impact of Resources in the Project Plan 174

Adding Work Resources to the Project 175

Adding Resource Names Manually 176

Proposing Tentative Resources 178

Adding Resources from Your E-Mail Address Book 179

Using Resource Information from Microsoft Excel 180

Specifying Resource Availability 184

Adding Material Resources to the Project 186

Removing a Resource from the Project 187

Setting Resource Working Time Calendars 187

Viewing a Resource Calendar 188

Modifying a Resource Calendar 189

Creating a New Base Calendar for Resources 189

Adding Detailed Resource Information 192

Working with Supplemental Resource Fields 192

Specifying Workgroup Information 196

Adding a Note Regarding a Resource 196

Hyperlinking to Resource Information 197

Chapter 7

Assigning Resources to Tasks 199

Assigning Work Resources to Tasks 199

Creating Work Resource Assignments 200

Adding and Assigning Resources at the Same Time 203

Finding the Right Resources for the Job 205

Understanding Assignment Calculations 211

Assigning Material Resources to Tasks 214

Reviewing Assignment Information 216

Showing Assignments by Task or Resource 216

Showing Assignment Information Under a Task View 218

Changing Resource Assignments 220

Controlling Changes with Effort-Driven Scheduling 223

Controlling Schedule Changes with Task Types 224

Contouring Resource Assignments 227

Chapter 8

Planning Resource and Task Costs 231

Working with Costs and Budgeting 231

Planning Resource Costs 232

Setting Costs for Work Resources 232

Setting Costs for Material Resources 234

Setting Multiple Costs for a Resource 235

Setting Cost Accrual 238

Planning Fixed Task Costs 238

Reviewing Planned Costs 240

Reviewing Assignment Costs 240

Reviewing Resource Costs 241

Reviewing Task Costs 241

Reviewing the Total Planned Cost for the Project 243

Working with Multiple Currencies 244

Setting Up a Different Currency 244

Setting Up Multiple Currencies in One Project 244

Chapter 9

Checking and Adjusting the Project Plan 249

Working with the Critical Path and Critical Tasks 251

Understanding Slack Time and Critical Tasks 252

Viewing the Critical Path 254

Bringing In the Project Finish Date 258

Viewing Finish Dates and the Critical Path 258

Checking Your Schedule Assumptions 260

Adjusting Resource Settings to Bring in the Finish Date 264

Reducing Project Costs 267

Viewing Project Costs 267

Checking Your Cost Assumptions 269

Adjusting the Schedule to Reduce Costs 270

Adjusting Assignments to Reduce Costs 270

Balancing Resource Workloads 271

Viewing Resource Workloads 272

Adjusting Resource Availability 278

Adjusting Assignments 278

Splitting Tasks 284

Leveling Assignments 285

Changing Project Scope 293

Reviewing the Impact of Changes 294

Obtaining Buyoff on the Project Plan 294

Part 3

Tracking Progress

Chapter 10

Saving a Baseline and Updating Progress 297

Saving Original Plan Information Using a Baseline 298

Saving a Baseline 299

Reviewing Baseline Information 301

Saving Additional Baselines 304

Saving Additional Scheduled Start and Finish Dates 306

Clearing a Baseline 307

Updating Task Progress 308

Choosing the Best Method for Entering Actuals 309

Updating Progress Using Task Scheduling Controls 312

Updating Progress Using Resource Work 316

Rescheduling the Project 321

Manually Updating Project Costs 323

Chapter 11

Responding to Changes in Your Project 325

Monitoring and Adjusting the Schedule 327

Monitoring Schedule Progress 327

Correcting the Schedule 337

Monitoring and Adjusting Costs 338

Monitoring Project Costs 339

Realigning the Project with the Budget 344

Monitoring and Adjusting Resource Workload 345

Monitoring Resource Workload 345

Balancing the Resource Workload 351

Part 4

Reporting and Analysis

Chapter 12

Reporting Project Information 355

Establishing Your Communications Plan 356

Setting Up and Printing Views 358

Getting Assistance from the Report Project Guide 360

Copying a Picture of a View 361

Generating Reports 363

Summarizing with Overview Reports 366

Focusing on Tasks with Current Activity Reports 371

Analyzing Budget Status with Cost Reports 375

Evaluating Resource Allocation with Assignment Reports 382

Reviewing Resource Usage with Workload Reports 388

Revising a Built-in Report 389

Copying an Existing Report 390

Modifying an Existing Report 392

Adjusting the Page Setup of a Report 393

Building a Custom Report 393

Generating Reports from Project XML Data 395

Publishing Project Information to the Web 397

Chapter 13

Analyzing Project Information 401

Analyzing Progress and Costs Using Earned Value 401

Generating Earned Value Data 402

Reviewing Earned Value Data 404

Calculating Project Information in Microsoft Excel 410

Analyzing Numeric Project Data in Excel 410

Analyzing Timephased Project Data in Excel 417

Analyzing Project Data with Crosstab Tables 420

Charting Project Data Using S-Curves 422

Part 5

Managing Multiple Projects

Chapter 14

Managing Master Projects and Resource Pools 427

Structuring Master Projects with Subprojects 427

Setting Up a Master Project 428

Working with Subproject Information 432

Unlinking a Subproject from Its Source File 436

Removing a Subproject from the Master Project 437

Consolidating Project Information 437

Sharing Resources Using a Resource Pool 441

Setting Up a Resource Pool 441

Linking a Project to Your Resource Pool 443

Checking Availability of Resource Pool Resources 447

Updating Resource Pool Information 449

Disconnecting a Resource Pool from a Project Plan 450

Chapter 15

Exchanging Information Between Project Plans 451

Linking Information Between Project Plans 451

Linking Tasks Between Different Projects 451

Reviewing Cross-Project Links 456

Updating Cross-Project Links 458

Removing Cross-Project Links 459

Copying and Moving Information Between Projects 459

Copying and Moving Task and Resource Information 459

Copying Fields Between Projects 461

Copying Project Elements Using the Organizer 462

Copying an Element from a Project to the Global Template 463

Copying an Element Between Two Projects 464

Part 6

Integrating Microsoft Project with Other Programs

Chapter 16

Exchanging Information with Other Applications 469

Copying Information 471

Copying from Microsoft Project to Another Application 471

Copying from Another Application to Microsoft Project 474

Copying a Picture of a View 476

Embedding Information 479

Embedding from Microsoft Project to Another Application 479

Embedding from Another Application to Microsoft Project 483

Linking Information 489

Linking from Microsoft Project to Another Application 489

Linking from Another Application to Microsoft Project 490

Hyperlinking to Documents in Other Applications 492

Publishing Project Information to the Web 493

Creating Project XML Data 496

Importing and Exporting Information 497

Importing Information into Microsoft Project 498

Exporting Information from Microsoft Project 500

Chapter 17

Integrating Microsoft Project with Microsoft Excel 503

Copying Between Microsoft Project and Excel 504

Copying Information from Excel 504

Copying Information to Excel 508

Embedding Between Microsoft Project and Excel 510

Embedding an Excel Object in Project 510

Embedding a Project File in Excel 513

Linking Between Microsoft Project and Excel 516

Linking from Excel to Project 517

Linking from Project to Excel 518

Working with a Linked Object 519

Importing and Exporting with Excel 521

Importing from Excel to Microsoft Project 521

Exporting from Project to Excel 529

Chapter 18

Integrating Microsoft Project with Microsoft Outlook 535

Exchanging Task Information with Outlook 535

Adding Outlook Tasks to Microsoft Project 536

Adding Microsoft Project Tasks to Outlook Tasks 537

Integrating Tasks Between Project Web Access and the Outlook Calendar 538

Building Your Resource List with Outlook 542

Exchanging Workgroup Messages 542

Sending Project File Information 543

Sending an Entire Project File 543

Sending Selected Tasks or Resources 544

Routing a Project File 547

Publishing the Project File to an Exchange Folder 549

Chapter 19

Collaborating Using E-Mail 551

Setting Up E-Mail Workgroup Messaging 552

Understanding System Requirements 552

Downloading and Installing the Workgroup Message Handler 552

Preparing Your Project Plan for E-Mail Collaboration 553

Sending Assignments and Updates to Team Members 555

Sending Assignments to Team Members 555

Receiving Workgroup Messages from Team Members 557

Sending Task Updates to Team Members 558

Requesting Progress Information 559

Resending Task Assignments 560

Receiving Assignments from the Project Manager 560

Receiving and Responding to Assignments 560

Providing Assignment Status Updates 562

Part 7

Managing Projects Across Your Enterprise

Chapter 20

Understanding the Project Workgroup and Enterprise

Model 567

Who's Who in Enterprise Project Management 568

Understanding Project Server Components 569

Understanding Project Workgroup Collaboration 571

Understanding Enterprise Project Management 574

Standardizing and Customizing Enterprise Projects 575

Managing Enterprise Resources 575

Analyzing Your Enterprise Project Activities 576

Modeling Enterprise Implementations 576

Implementing a Pyramid Hierarchy 577

Implementing a Tapered Block Hierarchy 577

Implementing a Straight Block Hierarchy 578

Chapter 21

Administering Project Server and Project Web Access for Your Enterprise 579

Configuring Your Enterprise and Workgroup 580

Managing Users and System Security 583

Establishing User Accounts and Permissions 583

Managing Security 593

Administering the Enterprise Resource Pool 598

Creating the Enterprise Resource Pool 599

Updating Resource Information 606

Deactivating Users 608

Customizing Enterprise Resource Fields 609

Establishing the Enterprise Portfolio 617

Publishing Projects to the Server 617

Configuring Portfolio Analyzer and Portfolio Modeler 618

Setting the Enterprise Project Version 620

Standardizing Enterprise Project Elements 621

Working with the Enterprise Global Template 622

Customizing Enterprise Project Fields 625

Setting Up Team Member Timesheets 629

Establishing the Update Method and Restrictions 630

Establishing the Default Timesheet Fields 633

Chapter 22

Managing Enterprise Projects and Resources 637

Connecting to Your Project Server 638

Setting Up Project Professional for Your Server 638

Logging On via Project Professional 640

Logging On via Project Web Access 642

Working with Enterprise Projects 644

Creating a New Enterprise Project 645

Maintaining Your Enterprise Projects 649

Working Offline with Enterprise Projects 654

Building Your Enterprise Project Team 655

Creating Generic Resources as Placeholders 656

Working with Enterprise Resource Outline Codes 658

Assembling Your Project Team 660

Assigning Tasks to Enterprise Resources 666

Collaborating with Your Project Team 672

Designing the Team Member Timesheet 672

Configuring Update Options 675

Exchanging Information with Team Members 681

Managing Documents, Risks, and Issues 691

Tracking Non-Project Tasks and Time 695

Chapter 23

Participating On a Team Using Project Web Access 699

Getting Started with Project Web Access 700

Logging On 700

Finding Your Way Around 702

Working with Assignments 703

Accepting New and Changed Assignments 703

Creating New Tasks 705

Assigning Yourself to Existing Tasks 706

Tracking Progress on Your Assignments 707

Submitting Progress Information 708

Writing Text-Based Status Reports 710

Tracking Nonproject Tasks and Time 711

Reviewing Task and Project Information 712

Working with the Timesheet and Gantt Chart 712

Glimpsing the Big Project Picture 717

Setting Up E-Mail Reminders and Calendars 718

Configuring E-Mail Notifications 718

Working with Project Tasks in Your Outlook Calendar 719

Managing Risks, Issues, and Documents 722

Mitigating Project Risks 723

Monitoring Project Issues 724

Controlling Project Documents 725

Managing Resources in Project Web Access 726

Finding the Right Resources 726

Reviewing Resource Allocation and Availability 730

Delegating Tasks to Resources 731

Updating the Enterprise Resource Pool 732

Creating an Administrative Project 734

Setting Up E-Mail Notifications 734

Reviewing Resource Timesheets 735

Chapter 24

Making Executive Decisions Using Project

Web Access 737

Getting Started with Project Web Access 737

Logging On 738

Getting Oriented 739

Working with Views and Fields 740

Rearranging View Information 741

Printing or Exporting a Table 743

Analyzing Your Project Portfolio 744

Reviewing Summary and Detail Project Information 744

Opening Multiple Projects in Project Professional 745

Analyzing Resource Information 746

Reviewing Resource Assignments 746

Reviewing Resource Availability 747

Examining Projects Using Portfolio Analyzer 749

Running Scenarios Using Portfolio Modeler 750

Setting Up E-Mail Reminders and To- Do Lists 752

Configuring E-Mail Notifications 752

Creating To-Do Lists 753

Managing Risks, Issues, and Documents 754

Mitigating Project Risks 755

Monitoring Project Issues 756

Controlling Project Documents 756

Part 8

Customizing and Managing Project Files

Chapter 25

Customizing Your View of Project Information 761

Customizing Views 761

Changing the Content of a View 762

Creating a New View 764

Changing the Font for a View 765

Formatting a Gantt Chart View 766

Modifying a Network Diagram 772

Modifying the Resource Graph 775

Modifying the Calendar View 778

Modifying a Sheet View 780

Modifying a Usage View 781

Modifying the Timescale 783

Customizing Tables 785

Customizing Fields 788

Customizing a Field 789

Customizing Groups 795

Modifying a Group 795

Creating a New Group 797

Customizing Filters 799

Modifying a Filter 799

Creating Filters 801

Customizing AutoFilter Criteria 805

Working with Outline Codes 806

Setting Up Outline Codes 807

Assigning Outline Codes 810

Reviewing Your Tasks or Resources by Outline Code 811

Sharing Customized Elements Among Projects 812

Working with the Organizer 812

Copying Customized Elements 813

Removing Customized Elements 815

Renaming Customized Elements 815

Restoring Customized Elements to their Default State 815

Chapter 26

Customizing the Microsoft Project Interface 817

Creating and Customizing Toolbars 817

Customizing Toolbars 818

Creating Toolbars 821

Deleting Toolbars 823

Modifying Button Images 824

Creating and Customizing Menus 825

Creating and Customizing Forms 827

Creating Forms 827

Editing Forms 831

Renaming Forms 831

Displaying Custom Forms 831

Chapter 27

Automating Your Work with Macros 833

Understanding Macros 833

What Is a Macro? 833

Why Use Macros? 834

Creating Macros 834

Understanding the Record Macro Dialog Box 835

Knowing When to Say "When" 837

Recording a Macro 838

Looking at Macro Code 840

Running Macros 842

Creating Keyboard Shortcuts 843

Creating Toolbar Buttons 843

Chapter 28

Standardizing Projects Using Templates 847

Understanding the Template Types 848

Working with the Project Global Template 848

Working with Project Templates 851

Starting a New Project Using a Template 851

Downloading a Project Template 855

Creating Your Own Project Template 857

Updating an Existing Template 859

Closing a Project 860

Analyzing Project Performance 860

Recording Lessons Learned 861

Saving Acquired Project Knowledge 862

Chapter 29

Managing Project Files 863

Opening Project Files 863

Opening a Saved Project 863

Opening Projects Created in Previous Versions of Microsoft Project 865

Searching for Files 866

Saving Files 869

Saving a New Project to Your Local Computer or Network Drive . . . . 869

Saving a Project to Project Server 870

Specifying the Default Save Location 872

Saving and Opening with Different File Formats 872

Safeguarding Your Project Files 875

Saving Project Files Automatically 875

Backing Up Your Project Files 875

Protecting Your Project Files with a Password 877

Responding to a Microsoft Project Problem 877

Part 9

Programming Custom Solutions

Chapter 30

Understanding the Visual Basic Language 881

Understanding Objects, Properties, Methods, and Events 882

Objects 883

Properties 884

Methods 884

Events 885

Understanding Data Types 885

Understanding Variables 887

Understanding Procedures 888

Understanding Scope 889

Understanding Decision Structures 890

Understanding Loop Structures 891

Writing Code that Is Easily Understood 894

Naming Conventions 894

Declarations 897

Named Arguments 897

Modularized Code 898

Formatted Code 899

Writing Efficient Code 900

Trapping Errors 902

Chapter 31

Writing Microsoft Project Code with Visual Basic for Applications 905

Using the Visual Basic Editor 906

Windows 906

Tools Menu 908

Understanding the Microsoft Project Object Model 912

What Is an Object Model? 913

Useful Tools When Learning the Object Model 913

Creating Macros 916

Writing a Macro in the Editor 917

Deciding Where to Create and Store Procedures 918

Working with Events 919

Debugging Macros 921

Using Breakpoints 922

Tracing Execution 922

Using Watches 923

Using the Locals Window 924

Using the Immediate Window 925

Debugging with Navigation Tools 925

Creating UserForms 926

Creating a Simple Form 926

Adding Code to Your Form 929

Integrating Your Form into Microsoft Project 929

Extending and Automating Microsoft Project 932

Working with External References 932

Automating Microsoft Project 934

Chapter 32

Working with Microsoft Project Data 937

Introducing Common Database Elements 938

Storing Data in a Database 939

Understanding Data in the Database 944

Understanding Project OLE DB Provider Data 947

Understanding the Microsoft Project Database 949

Understanding the Project Server Database 950

Partitioning Your Database on Separate Servers 950

Experimenting with Project Server Using the Sample Database . . . . 951

Part 10


Appendix A

Installing Microsoft Office Project 2003 955

Installing Project Standard and Project Professional 2003 955

Project Standard and Project Professional

System Requirements 955

Setting Up Project 2003 for the First Time 956

Upgrading from a Previous Version of Project 958

Activating Project 2003 959

Running Maintenance Mode 959

Working with an Administrative Installation Point 961

Microsoft Office Project Server 2003 Setup Issues 962

Making Decisions about Your Project Server Setup 963

Enterprise Project Management System Requirements 965

Appendix B

Field Reference 967

Field Types 969

Currency Fields 969

Date Fields 974

Duration Fields 978

Enumerated Fields 985

Indicator Fields 987

Integer Fields 987

Outline Code Fields 988

Percentage and Number Fields 989

Text Fields 991

Yes/No Fields 993

Special Field Categories 997

Custom Fields and Custom Outline Codes 997

Earned Value Fields 998

PERT Analysis Fields 1001

Appendix C

Online Resources for Microsoft Project 1003

Microsoft-Sponsored Resources 1003

Independent Resources 1005

Appendix D

Keyboard Shortcuts 1007

Index of Troubleshooting Topics 1009

Index 1013

Project Management Made Easy

Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

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