Working with Your Tasks

Note If you previously worked with Project Central, you know about the Inbox. Project Server and Project Web Access don't use an inbox like Project Central did instead, work assignments go from Project Professional to team members via Project Web Access. If your organization chooses, the Project Server administrator can set up e-mail notifications so that Project Server generates e-mail notices and reminders of events, such as past due tasks. These e-mail notices and reminders appear in your...

Delegating a task

You're overloaded with work, and you can't possibly complete everything that you've been assigned. But lucky for you management just approved your request to hire an intern to help you. Now you need to delegate some tasks and keep your project manager informed of the change in assignments. Note You can delegate tasks only if you have the correct permissions in Project Server. To delegate tasks, navigate to the View my tasks page and click the Delegation link to view the choices for delegation...

Working with issues and risks

If your organization is using Windows SharePoint Services, you can create and track issues and risks that are associated with a project. Issues and risks can be initiated by anyone with proper permissions, and the concept behind them is to promote collaboration on the project team. You also can attach documents to projects, tasks, or to-do lists. See Chapter 21 for more information about document tracking. Issues are unexpected things that occur on projects. They may be problems, or they may be...

Applying formatting to categories of text

You can use text styles to change the format of text for one cell in a table or to apply a unique format to an entire category of information, such as all task names for milestones. Text styles are identical to the formatting options for text that were described in the preceding section, but you can apply text styles to specific categories of text. Follow these steps to use text styles to modify text 1. Choose FormatOText Styles to open the Text Styles dialog box, shown in Figure 8-8. Figure...

Examining the Gantt Chart view

The Gantt Chart view has two main sections the Gantt table and the Gantt Chart. After you enter task information, the Gantt table (in the left pane) holds columns of information about your project, such as the task name, duration, start date, and more. The Gantt Chart (in the right pane) is a graphic representation that helps you see the timing and relationships among tasks, as shown in Figure 2-7. Figure 2-7 A sample project with task details in the Gantt table and bars representing tasks in...

Formatting taskbars

Violine Lernen Noten

Formatting taskbars is similar to formatting text. You can format either an individual taskbar or a category of taskbars, such as milestones or critical tasks. Click a particular task and access the dialog box for formatting just that taskbar by choosing FormatOBar. Alternatively, you can open the dialog box for formatting categories of taskbars by choosing FormatOBar Styles. The settings that you can modify are the same either way. Tip You can open the Format Bar dialog box by right-clicking...

Understanding earned value fields

Remember the Earned Value report from Chapter 12 The fields that appear as headings in that report also appear on various earned value tables. Earned value fields are currency fields that measure various aspects of earned value. The following table translates the acronyms that Project uses to represent the earned value fields. Three of the preceding fields are really at the heart of earned value analysis, as follows BCWP indicates how much of a task's budget should have been spent given the...

Creating custom Enterprise fields

Custom fields can be used for many purposes. For example, your organization may want to set up a custom field for Project Status and assign values such as Proposed, Awarded, In Progress, and Completed. Or, if your organization opts to use generic resources and wants to be able to match the skills of a generic resource with a real resource that possesses those skills, you can create a custom field and establish a value list for the field where each value represents a set of skills. Once you...

Assigning a macro to a menu command

Maybe you're not a toolbar person, or maybe you just prefer to use menu commands. This section shows you how to add a command that's assigned to a macro to the Tools menu. As with toolbars, be aware that adding commands to the menus that come with Project isn't always a good idea. If you add a command to one of the standard menus and you reset that menu, the command that you added will disappear. You can also add commands for macros to custom menus that you create, and if you don't want your...

Entering Task Notes

You can attach notes to individual tasks to remind you of certain parameters or details for the task. For example, if a task involves several subcontractors, you may want to list their contact information here so that it's close at hand when you're working on the project schedule. Or, you can use the Notes field to document company regulations that are relative to that type of procedure. When you add a note to a task, you can display the note on-screen and include the note in a printed report....

Editing resources in the Enterprise Resource Pool

Example Company Delivery Register

After you have stored a resource in the Enterprise Resource Pool, what happens if you find out that you need to make a change to that resource Suppose, for example, that you create a new custom field and you need to assign a value for the field to a resource in the Enterprise Resource Pool. You can edit the resource by checking it out, making the change, and then checking it back in. While resources are checked out, others can't make and save changes to the resources. Follow these steps to...

Working with views

As you discovered in Chapter 6, views display a variety of information tables with several fields of data, task bars, network diagram nodes, and so on. Microsoft has provided a plethora of views, meeting just about every information need. Nevertheless, you may want to create a variation on one of those views to look at information from a different perspective. For example, you can create a second Network Diagram view in which you set the nodes to display a different set of information than the...

Installing Project Server

Just to review Make sure that you have installed Windows 2000 with Service Pack 3 or Windows 2003 (the released version not a beta version) or above and Microsoft Internet Information Server (IIS) 5.0 or above. Also, be sure that you have installed SQL Server 2000 with Service Pack 3 and, if you're going to use the Portfolio Management feature of Project Server, SQL Analysis Services (also with Service Pack 3). As you read earlier in this chapter, you don't need to install all products on one...

Notifying resources of assignments

The project manager assigns work to resources. To notify the resources of the work assignments, the project manager publishes the assignments. At a minimum, the team members receive notifications in Project Web Access of new or updated assignments. If your organization chooses, team members may also receive e-mail notifications. After making assignments in Project, follow these steps to send work assignments to resources 1. (Optional) Select tasks about which to notify resources of work...

Requesting a status update

Project Update Task Dialog Box

As the workgroup manager, you may periodically want to request a status report from your team members. To do so, choose CollaborateORequest Progress Information. Project displays the usual message about saving your project and then displays the Request Progress Information dialog box, as shown in Figure 16-18. You can select tasks prior to opening this dialog box to request status updates for the selected items. Figure 16-18 Use this dialog box to request status updates from some or all...

Resource Graph

Project Help

The Resource Graph view shows how a particular resource is being used on a project. You can use the Resource Graph view to spot and correct resources that are inappropriately allocated. Note that the Resource Graph view shows information for one resource at a time. To view a different resource, click the scroll arrows that appear below the left pane in this window. This view works well as part of a combination view. The Resource Graph view highlights resource conflicts people, equipment, or...

Using views to spot resource conflicts

Resource Graph Overallocation

Use a resource view, such as the Resource Sheet view or the Resource Usage view, to find resource conflicts. In these views, overallocated resources appear in red. In addition, a Caution icon appears in the Indicator column to signal an overassigned resource. You can see a message about the overallocation if you point at the icon with your mouse. For information on addressing overallocations, see Delaying tasks by leveling resource workloads later in this chapter. To display the Resource Usage...

Resource Sheet

The Resource Sheet view, shown in Figure 6-30, gives you a wealth of information about the resources that are assigned to your project, including standard and overtime rates, availability for overtime work, and fixed costs. Tip By assigning group designations to resources, such as Marketing, Facilities, or Temporary Help, you can use filters to study resource information for just one or ' two groups at a time. This columnar interface is a great way to prepare to assign resources if, for...

The Task Variance table

As you change the tables that are displayed in the Tracking Gantt view, you see different information about your progress in the project. The Variance table, for example, highlights the variance in task timing between the baselines and actuals. To display this table, shown in Figure 11-10, right-click the Select All button in the upper-left corner of the table where the row containing column headings and the task number column meet. Select Variance from the list of tables that appears. You can...

Adding Subtasks

After you enter the major tasks in your project, you can begin to flesh out the details by adding subordinate tasks, also referred to as subtasks. When you add sub-tasks, the upper-level task becomes a summary task. Summary tasks and subtasks provide an easy-to-apply outline structure for your schedule. Project's outline approach also enables you to display and print your project information with various levels of detail. For example, with only summary tasks showing, you see a higher-level...

Consolidating Projects

When you're faced with a complex problem, finding the solution typically becomes easier if you can simplify the problem. Similarly, when you need to manage a complex project with many tasks, you may find it easier to organize the process if you deal with a limited number of tasks at one time. Microsoft Project makes it easy for you to take this approach to planning large, complex projects. By using Project's consolidation features, you can create subprojects, which you can think of as the tasks...

Rollup views

In Project 98, you could display symbols on a summary task bar that represented subtask dates Effectively, you rolled up the subtasks onto a summary task bar when you collapsed the outline of the Gantt view. However, rollup wasn't an easy process in Project 98 because you needed to mark each individual task that you wanted to roll up. Starting in Project 2000, you could allow for rollup behavior at a project level and avoid editing all the tasks. While viewing the Gantt Chart view of your...

Using Recurring Tasks

Projects often have tasks that occur on a regular basis. Weekly staff meetings, quarterly reports, or monthly budget reviews are examples of these recurring tasks. Rather than have you create, for example, 20 or so weekly staff-meeting tasks over the life of a five-month project, you can use Project's Recurring Task feature. This feature enables you to create the meeting task once and assign a frequency and timing to it. Follow these steps to create a recurring task 1. Because Project inserts...

Tasks Starting Soon

When you print the Tasks Starting Soon report, as shown in Figure 13-21, Project displays the Date Range dialog boxes. The information that you provide in these two dialog boxes tells Project the date range to use when selecting tasks for this report. In the first dialog box, specify the earlier date, and in the second dialog box specify the later date, using the mm dd yy format. On the report, Project includes tasks that start or finish between the two dates that you specify. Figure 13-21 The...

Using earned value tables

Project contains four earned value tables that you can use to compare your expected costs with your actual costs. The four earned value tables Earned Value for Tasks, Earned Value Cost Indicators, Earned Value Schedule Indicators, and Earned Value for Resources help you evaluate the relationship between work and costs. You can use the earned value tables to forecast whether a task will finish within the budget based on the comparison of the actual costs incurred for the task to date and the...

Interpreting the Tracking Gantt view

The Tracking Gantt view is most useful in viewing progress against your baseline estimates. To open the Tracking Gantt view, click its icon in the View bar or choose View O Tracking Gantt. This view shows the Entry table by default. However, you can add or remove fields (columns), or you can display other tables of information. The columns that are shown in Figure 11-8 include baseline information that I added to the Tracking table. ia Elle Etllt Mew Insert Farin t loo is Efoject yxi jj 71 * *...

Contouring resources

Resources Availability Project

Contour is the term that Project uses to refer to the shape of a resource's work assignment over time. Contours come in several flavors the most common are Flat, Back Loaded, Front Loaded, and Bell. The default contour is Flat, which means that a resource works on a task for the maximum number of hours that he or she is assigned to a task for the duration of the assignment. You can use different contours to control how much a resource is scheduled to work on a task at a given time and possibly...

Using the Drawing toolbar

Project has a drawing feature that you can use to build simple diagrams or add shapes or text boxes to the Gantt Chart area of your Project file. For example, you may want to draw a circle around an important taskbar in your schedule to draw attention to it in a presentation. Or, suppose that you want to suggest cutting a task from the project, as shown in Figure 8-37. The formatting methods that I presented in the section Changing taskbars, earlier in this chapter, enable you to create...

Shortening the critical path

Shortening the time that is allotted on the critical path shortens your project's duration. The converse is also true lengthening the time that's allotted on the critical path lengthens the project. In all probability, you, as the project manager, are also responsible (at least to some extent) for the cost of a project. Typically, the longer a project goes on, the more it costs. Therefore, shortening the critical path is often the project manager's goal. Shortening a project's duration can...

Analyzing timescaled information

Project contains a wizard that helps you chart timescaled earned value data. You can use the Analyze Timescaled Data Wizard to automatically create a chart in Microsoft Excel of earned value information for the entire project. After you complete the wizard, the resulting chart looks similar to that shown in Figure 14-17. Figure 14-17 A chart of earned values that was created in Excel by using the Analyze Timescaled Data Wizard in Project. Figure 14-17 A chart of earned values that was created...

Building the OLAP cube

Building the OLAP cube can be a time-consuming process, so plan to do it during a period when people don't need to be using the Project Server database. To build the cube, follow these steps 1. Log on to Project Web Access as the administrator, and click the Admin tab. 2. In the Actions pane, click the Manage enterprise features link. 3. In the Actions pane, click the Update resource tables and OLAP cube link. 4. Scroll down to the Build the OLAP cube section (see Figure 19-52), and select the...

Creating an OLAP Administrator account

You need to set up an OLAP Administrator account so that you can complete Project Server Setup and be able to create OLAP cubes. Follow these steps to set up an OLAP Administrator account 1. Choose StartO Administrative Tools. 2. Click Computer Management to display the Computer Management window (see Figure 18-8). Figure 18-8 Use this window to create new Windows accounts. Figure 18-8 Use this window to create new Windows accounts. 3. Click the plus sign (+) next to Local Users and Groups to...

Project Guide XML document elements

The Gbui.xml document is broken into many elements, each with a corresponding design and function within the Project Guide. Some elements invoke an action, such as navigating to an HTML page, while others define the Project Guide's organization and layout (see Figure 25-26). The elements of Gbui.xml are described as follows fi xm1 ver s i on ' 1. encodi rig ' UTF -8 > < vi exchanges> < Vi ewcfiange> < viev*fType> 0 < v1ewType> < GoalArealD> 1 < GoalArealD> <...

Exporting to other project management software

You can use the .MPD file format to export Project 2003 information to older versions of Project. Some other project management software packages also support .MPD files, so if you need to export Project information to another project management software package, you can save it as an .MPD file. To export information in MPD format, follow these steps 2. In the Save As dialog box, open the Files of type list box and select MPD. 3. In the File name box, supply a name for the file that you want to...

Linking tasks across projects

You can create four different types of dependencies finish-to-start, start-to-start, finish-to-finish, and start-to finish. In addition, these types support lead and lag time. The process of linking tasks with dependencies across projects is much the same as the process of creating dependencies for tasks within the same project. Starting in the consolidated project file, follow these steps 1. Click the Gantt Chart on the View bar. 2. Select the tasks that you want to link. Tip To select...

Defining outline numbers

In the preceding section, I offered a scenario in which you're working on a government contract, and you and the government have agreed to a numbering scheme. In a case like this, you don't want WBS codes to change even if you move tasks around. So, don't rely on WBS codes in Project instead, use outline codes, which are static. Note You can assign both an outline code and a WBS code to a task. Outline codes work similarly to the way that WBS codes work. However, outline codes are customizable,...

Renumbering WBS codes

WBS codes don't automatically renumber themselves in all cases when you change the structure of the project outline, as shown in Figure 7-23. WBS Codes do automatically renumber themselves if you change the level of a task within the outline structure of the project. That is, if you drag a Level 1 task to a new Level 1 location or if you drag a subtask to a new location beneath its original parent task, both tasks retain their original WBS code number. However, if you promote or demote the...

Adjusting slack

Slack time is the amount of time that a task can slip before it affects another task's dates or the finish date of the project. Free slack is the amount of time that a task can be delayed without delaying another task. Most projects contain noncritical tasks with slack these tasks can start late without affecting the schedule. If you have slack in your schedule, you may be able to move tasks around to balance phases of the schedule that have no slack with phases that have too much slack....

Using the Gantt Chart Wizard

You can make changes to specific elements in several Project views. However, the Gantt Chart view has its own wizard to help you format the various pieces. Running through the Gantt Chart Wizard highlights some of the options. Note A wizard is an interactive series of dialog boxes that require you to answer questions or make selections. Project uses your input to create or modify some aspect of your project (in this case, the formatting that is applied to your Gantt Chart). The Microsoft Office...

Estimates versus actuals

The plan that you've been building is an estimate of what can occur. It's your best guess (an educated one, hopefully) about how long tasks may take, how one task affects another, how many resources you need to complete the work, and what costs you expect your project to incur. Good project managers keep good records of their estimates and actuals to become better project managers. By comparing these two sets of data, you can see where your estimates were off and then use this information to...

Using formulas in custom fields

Suppose that your manager tells you that part of your evaluation in project management depends on the accuracy of your cost estimates. Under these circumstances, you may want to monitor the tasks for which actual cost exceeds baseline cost. You can set up a custom field to help you easily identify those tasks. Follow these steps to do so 1. Choose ToolsOCustomizeOFields. Project displays the Customize Fields dialog box, shown previously in Figure 23-1. 2. Select either Task or Resource, and...

Using Pivot Tables for analysis

Excel PivotTables can be interesting and useful when you want to analyze Project earned value data. The PivotTable is an interactive table that summarizes large amounts of data in a cross-tabular format. When you use Project to create a PivotTable in Excel, you get two PivotTables in the same workbook a Task PivotTable and a Resource PivotTable. The Task PivotTable shows resources, tasks to which the resources are assigned, and costs for the resource per task. The Resource PivotTable summarizes...

Assigning fixed costs

This chapter has, to this point, focused on resources, and you have learned how to assign costs to a resource. But the costs of some tasks need to be calculated differently. In Project, you can assign a fixed cost to a task or you can assign a fixed resource cost to a task. Some tasks are fixed-cost tasks, that is, you know that the cost of a particular task stays the same regardless of the duration of the task or the work performed by any resources on the task. For example, your catering...

Assigning resources to tasks

You can easily assign resources to tasks from the Gantt Chart view. Choose ViewOGantt Chart or use the View bar to switch to the Gantt Chart view, and then follow these steps to assign resources to tasks 1. Select the task to which you want to assign a resource. You can click the task bar on the Gantt Chart, or you can click any column in the Gantt table. 2. Click the Assign Resources button or choose ToolsOResourcesOAssign Resources to open the Assign Resources dialog box, as shown in Figure...

Integrating the Outlook calendar with PWA

Using Outlook 2003, you also can import assignments from PWA to your Outlook calendar. You can choose to import assignments automatically at regular intervals, or you can import them when you choose. And, you can work on tasks, record the information in Outlook, and then upload the information to PWA. New Both importing assignments into the Outlook calendar and reporting on work perFeature formed via Outlook are new features in Project 2003. Note You cannot exchange information between PWA and...

Understanding Calculation Options

You need to understand the calculation options that you can set in Project they affect the bottom line of both the project's cost and schedule. You can review and change calculation options on the Calculation tab of the Options dialog box. Choose Tools O Options to display the Options dialog box, and then click the Calculation tab, as shown in Figure 12-1. In the paragraphs that follow, I describe the various options that you see in this figure. Calaiation options for Microsoft Office Project...

Assigning a macro to a toolbar button

Suppose that you're a fan of toolbar buttons, and you create a macro that you use a lot. You find yourself wanting a toolbar button that you can click to make your macro run. Well, you can get your wish by adding a button to a toolbar and assigning your macro to that button. Adding buttons to the toolbars that come with Project isn't always a good idea. If you add a toolbar button to one of the toolbars that comes with Project and you reset that toolbar, the button that you added disappears....

Charting earned value

The saying goes A picture is worth a thousand words. And when looking at earned value information, you may find it easier to understand the information if you use a picture rather than study Project's earned value tables. You can export the earned value information to Microsoft Excel (you must be using Excel version 5.0 or later) and then use Excel's Chart Wizard to create charts of earned value information. - Cross- To find out more about Project's capabilities to export and import data, see...

Delaying tasks by leveling resource workloads

If you have scheduled several tasks to run concurrently and you now find resource conflicts in your project, you can delay some of these tasks to level or, spread out the demands that you're making on your resources. Leveling is the process of resolving resource conflicts by delaying or splitting tasks to accommodate the schedules of assigned resources. You can ask Project to select the tasks to delay or split by using its leveling feature, or you can control the process manually by examining...

Using the Task Information dialog box

Microsoft Project Dialog Box Project

Follow these steps to assign durations from the Task Information dialog box 1. Display the Gantt Chart view (choose ViewOGantt Chart). 2. Double-click a task name to open the Task Information dialog box, as shown in Figure 4-1. 2. Double-click a task name to open the Task Information dialog box, as shown in Figure 4-1. Figure 4-1 If you double-click an already-entered task name, that name appears in the Name field in this dialog box. If you double-click a blank task name cell, you can fill in...

Task Details Form

Bewerbung Mit Indesign Erstellen

The Task Details Form view closely resembles the Task Form view and the Task Name Form view. The Task Details Form view, shown in Figure 6-42, enables you to view and edit tracking information about one task at a time. Figure 6-42 The Task Details Form view. Figure 6-42 The Task Details Form view. Use the Previous and Next buttons in the upper-right corner of this view to switch from task to task. If you haven't sorted or filtered tasks, Project displays them in order of ID number. The Task...

Letting Project reschedule uncompleted work

If you updated your project and you had partially completed tasks, you can guarantee that no remaining work is scheduled for dates that have already passed. You can make sure that all remaining work is scheduled for future dates by rescheduling the work to start on the current date. Note In Project 2000 and earlier, if you rescheduled work by using the technique that I describe in this section. Project would remove task constraints that you applied. For example, suppose that you rescheduled the...

Adding a new task to the Tasks goal area

The CD that accompanies this book contains sample code to add a new task, called Create a new project, to the Project Guide. Using this code as a framework, you should ultimately be able to create your own code to add new tasks. To add the new task to the Tasks goal area, follow these steps 1. From the CD that accompanies this book, copy the folder to the location where users can find your custom Project Guide. Note The Exampl es ProjectGuide CreateNewProject folder includes files for a custom...

Changing the layout of the Gantt Chart

The layout of a Gantt Chart refers to the appearance of link lines, date formats used for information displayed near taskbars, the height of taskbars, and how Project displays certain characteristics of taskbars. Figure 8-13 Adding rows to each task can make your schedule easier to read. Figure 8-13 Adding rows to each task can make your schedule easier to read. Figure 8-14 In the table, I changed the number of rows for Normal tasks. At the bottom of the dialog box, I added Baseline Duration to...

What Microsoft Project can do to help

Even though you still must enter a great deal of information into your project schedule, Microsoft Project has various shortcuts that can help you automate this chore. These shortcuts are as follows Project templates If you often do similar types of projects, you can create project templates with typical project tasks already in place you can then modify the templates for individual projects. Project comes with templates to help you get started. You can take advantage of sample project...

Changing the layout of the network diagram

The number of layout controls available for the network diagram increased significantly starting in Project 2000 over those previously available for the PERT chart that was available in Project 98 and earlier. As Figure 8-23 demonstrates, you can control the layout mode, the box arrangement, the link style and color, and several overall options for the network diagram. By default, Project automatically positions all boxes on the diagram, but you can choose to manually position the boxes by...

Milestones Professional

Installation instructions On the Bonus Software screen of the Microsoft Project 2003 Bible CD, click Milestones Professional 2002. Follow the onscreen prompts to install the trial version of the program. (Note that no serial number is required to install this trial version.) When you are asked to enter this number, remove any characters from the Program Key field and type Eval to proceed. Running the program Milestones Professional 2002 trial version is Project 2003-compatible. To run...

Specifying a booking type

New Project 2003 introduces the Booking Type field. Feature Starting with Project 2003, you can specify a booking type for a resource assignment. Booking types are most useful in the Enterprise environment, where you are utilizing the Enterprise Resource Pool. The Booking type field offers you two choices Committed and Proposed (see Figure 5-3). When you commit a resource, you are officially assigning the resource to the project. When you propose to use a resource, you are indicating that the...

Testing the code

Now you can run the modified code to test the changes that you made. Use the following steps to do so 1. Click the Run Sub UserForm button in the toolbar at the top of the screen, as shown in Figure 25-6. Figure 25-6 Click the Run Sub UserForm button to run the VBA sub procedure. Figure 25-6 Click the Run Sub UserForm button to run the VBA sub procedure. 2. The Microsoft Project dialog box opens, as shown in Figure 25-7. At the prompt to enter the resource name, type Project Manager and click...

Taking a First Look at Project

Two versions of Microsoft Project 2003 will be available. You can purchase Project 2003 Standard or Project 2003 Professional. These products differ only in the way that they support Project Server, which is Project's tool to manage projects on the Web. The functionality of Project Server has been expanded, and you can no longer use Project Server with Project Standard 2003 like you could with Project Server 2002. Instead, to use Project Server 2003, you must also use Project Professional 2003....

Updating information in the resource pool

If you make changes to resource information while you're working on your project, you must update the resource pool file so that others who are using the resource pool have the most up-to-date information. To update the resource pool, make sure that the resource pool file is open, even in read-only mode. Then choose ToolsOResource SharingOUpdate Resource Pool, as shown in Figure 15-23. Tools Project Collaborate Window Help Links Between Projects Import Outlook Tasks Buitd Team from Enterprise...

Problem solution

The solution that Ray and Neil produced was a collection of menus and toolbars that managed the process for updating and reporting in Microsoft Project and the actual analysis or math in Excel. In other words, updated Project data was mapped to Excel, where formulas that calculate SPI, supplied by the company, are applied to the data. Finally, the data calculated in Excel is brought back into Project, updating the project for the company's reporting criteria. An official for the company...

PERT analysis views

PERT analysis is sometimes called what-if analysis, and many project managers use this approach to estimate a probable outcome. The probable outcome that you estimate may be the duration of a task, its start date, or its end date. As a function of the estimating process, you specify the optimistic, pessimistic, and expected durations of tasks in your project. Then Microsoft Project calculates a weighted average of the three durations. Note PERT stands for Program Evaluation and Review...

Exploring project management

Project management is a discipline that examines the nature of projects and offers ways to control their progress. Project management attempts to organize and systematize the tasks in a project to minimize the number of surprises that you may encounter. Project management and project managers concern themselves with the following key areas Tracking and reporting progress To manage these aspects of projects, certain tools have evolved over the years. Some of these are conceptual, such as the...

Creating a Resource List

Note f you intend to upload this project into Project Server, you may want to assign resources from the Enterprise Resource pool, a company-wide group of resources. See Chapter 19 for details on assigning resources from the Enterprise Resource pool. Project gives you the option of creating resources one at a time, as you think of them, or entering all (or most) resources by using the Entry table of the Resource Sheet. To display the Resource Sheet, shown in Figure 5-1, click the Resource Sheet...

Publishing all information

After you (the workgroup manager) have set up the project, made assignments, and established a workgroup, you can automatically generate e-mail messages notifying resources of assignments. Choose CollaborateOPublishOAll Information. Project indicates that it will save your project after sending e-mail messages. When you click OK, Project generates the messages and displays a dialog box stating that the process has completed successfully. In your project, you see indicators next to each task...

Setting up the workgroup in Project

Within Project, you set up a workgroup by establishing a workgroup manager and the members of the workgroup. You can then exchange workgroup messages via e-mail. This exchange of information enables the workgroup manager to alert workgroup members to task assignments by using commands on Project's Publish menu. Workgroup members can then return information to the workgroup manager via e-mail, which the manager can use for tracking progress throughout the life of the project. Finally, managers...

Problem statement

In 2000, a young company that offers Webcasting services 24 hours a day, 7 days a week for radio, television, and Internet-only programming found themselves facing a new challenge. Their client base and Webcasting services had grown to such a degree that they needed to increase their Webcasting ability. To meet this need, they began constructing the largest and most advanced Webcasting facility in the Seattle area, working with proprietary hardware suppliers and installation contractors....

Project Kick Start

Installation instructions On the main screen of the Microsoft Project 2003 Bible CD, click Project KickStart. Follow the prompts onscreen to complete the installation. Running the program This trial version of Project KickStart is compatible with Project 2003. Double-click the icon placed on your desktop during installation or click Start O Program Files O Project KickStart 3 O Project KickStart 3. The first screen of this 20-day trial version gives you the option of purchasing the full program...

Viewing Information

As life would have it, you may not work on only one project at a time. To help you manage your time, the Project Center in Project Web Access enables you to view tasks from more than one project at a time. In the Project Center, you can see individual projects, or you may see Project Center views, which are collections of projects. The administrator creates Project Center views and then identifies the team members who can view each Project Center view You must have appropriate permissions from...

Inserting visual objects

Scanner Program For Lager

To insert an object into a header, footer, or legend, choose FileOPage Setup and click the appropriate tab. Use the Insert Picture button to open a dialog box that enables you to select a picture file to insert. For task notes, double-click the task to open the Task Information dialog box, select the Notes tab, and use the Insert Object button to insert a file. Suppose that you have an Excel worksheet that provides information that you need for a budgeting task. You can insert a graphic object...

Using Project in an Email Workgroup

To paraphrase John Donne, no project manager is an island. Most projects involve you and at least one other person. The people who are involved in your project constitute your workgroup, and the project manager is the workgroup manager. Workgroups can vary in their structure. For example, on one project, you may manage it and coordinate activities of all its resources on another project, you may simply be a member of a workgroup team that someone else is managing. In either case, you'll be...

Sending Project data to Excel

Using the Import Export Wizard, you can easily send information to Excel. The wizard gives you the choice of creating a new map or using an existing map. Follow these steps to start the process of sending information to Excel 1. Open the Project file that contains the information that you want to export. 2. Choose FileOSave As to open the Save As dialog box. 3. Type a name in the File name list box for the file that you want to export. 4. Open the Save as type list box, and select Microsoft...

Creating a generic resource and assigning custom fields

The Intern resource that was discussed in the previous section is essentially a generic resource. It's a job description, not a person. To mark a resource as generic, place a check mark in the Generic box on the General tab of the Resource Information dialog box (refer to Figure 5-2). Your company may have set up custom fields in Project that apply to your generic resource. To assign the appropriate custom fields, click the Custom Fields tab and assign any appropriate values to your generic...

Tracking Gantt

The Tracking Gantt view is also based on the Gantt Chart view. The Tracking Gantt view provides a great visual way to evaluate the progress of individual tasks and the project as a whole. By using the Tracking Gantt view, you can see how your project has shifted from your original estimates and then decide how to adjust your plans to accommodate delays. Theoretically, if a project ever goes faster than you've anticipated, you can also see the amount of extra time that you've bought yourself as...

Copying pictures

Suppose that you've written a report in Microsoft Word and you would really like to include your Gantt Chart in the report. You can print it on a separate page, but you can also insert it as a picture in the appropriate place in your Word document. Or, suppose that you want to post a picture of your Project schedule on the Web. You can easily create a picture for either of these purposes. You can use either the Copy Picture to Office wizard or the Copy Picture dialog box. New The Copy Picture...

Bringing Excel workbook information into Project

Want to start your project in Excel You can use the Excel template and then easily transfer the information from Microsoft Excel workbooks to Microsoft Project files. The Excel template automatically installs to the Office template folder (drive Program Files Microsoft 0ffice Templates 1033) and is available in the Templates dialog box in Excel. Note The Excel template made its appearance in Project 2002. Note You can use any of the existing import export maps to either import to or export from...

Understanding Tracking

This chapter marks something of a turning point in this book and in your use of Project. Up to this point, you've been in the planning phase building a project schedule, entering tasks, adding resources, and shifting things around so that resource assignments don't conflict and so that tasks have the proper relationships to each other. You've even tweaked details such as text formatting and the appearance of task bars. You now have a workable, good-looking project in hand and now you are ready...

Changing task constraints

Task constraints are the usual culprits when projects fall behind schedule. By default, Project uses the Planning Wizard to warn you when you are about to take an action that is likely to throw your project off schedule. For example, if you impose a Must Start On task constraint on a task with no slack time and with other tasks linked to it, Project displays the Planning Wizard dialog box, as shown in Figure 9-6. Similarly, if you impose an illogical start date on a task when recording actual...

Formatting fields that appear on nodes

Network diagram nodes display the following information by default Task Name, Duration, ID, Start and Finish Dates, Percent Complete, and Resource Name, if assigned. However, you can display up to 16 fields of information. For example, to focus on costs in today's staff meeting, change the network diagram node information to Task Name, Baseline Cost, Actual Cost, Actual Overtime Cost, and Cost Variance. If your manager wants a network diagram chart report so that he or she can see whether the...

Diagrams that aid project management

Gantt Chart Microsoft Project Standard

Gantt Charts, network diagrams, and work breakdown structures (WBSs) are tools of project management that have evolved over many years. These tools are simply charts that you can use to track different aspects of your project. Figure 1-3 shows a Microsoft Project Gantt Chart, and Figure 1-4 shows a Microsoft Project network diagram. Figure 1-5 shows a typical WBS, although Microsoft Project does not include a WBS chart as one of its standard views. Figure 1-3 The Gantt Chart bars represent...

Creating WBS codes

Wbs Numbering

The U.S. defense establishment initially developed the work breakdown structure (WBS), and you find it described in Section 1.6 of MIL-HDBK-881 (2 January 1998) as follows A product-oriented family tree is composed of hardware, software, services, data, and facilities. The family tree structure results from systems engineering efforts during the acquisition of a defense materiel item. A WBS chart displays and defines the product, or products, to be developed and or produced. It relates the...

Creating Resources and Assigning Costs

The management portion of the term project management suggests that you are overseeing and, supposedly, controlling what goes on during the project's lifetime. In the last chapter, you found out how to build the tasks that comprise the project. Now you need to identify the resources for each task. Some tasks require people only other tasks may also require equipment. As you create resources, you see that various rates are associated with a resource. As you assign the resource to a task in your...

Innate Timesheets

Madison, Ste. 1400 Chicago, IL 60602 Phone (312) 781-9674 E-mail sales innateus.com Web www.innateus.com Running the demonstration On the Bonus Software screen of the Microsoft Project 2003 Bible CD, click Innate Timesheets. The demo will run correctly in Internet Explorer 4 or Netscape 4 or later versions. Follow the onscreen links and prompts to see the demonstration and more information. Innate Timesheets is a simple-to-use application for use with the Web or...