microsoft excel to project in 5 easy steps

C D H

C D HFrom Excel to Project in 5

Easy Steps

April 2012

C D H Quick Facts

About Us• 22nd Year• Grand Rapids &

Royal Oak• 30 Staff

Approach• Vendor

Independent• Non-reseller• Professional

Services Only

Partnerships• Microsoft Gold• VMware Enterprise• Citrix Registered• Novell Gold• Cisco Premier

C D H Expertise

C D H Get Social with C/D/H

C/D/H Talks Tech C/D/H Tweets Tech

C D HC/D/H Project Management

Expertise

• C/D/H Project Management Group– Six active members – PMI certified– Experience in Microsoft Enterprise

Management approach– Experience in multiple project management

tools and methodologies– Experience in PMO development and

operations

C D H Your Presenter

Doug MacNEILConsultantPMP | MCITP:EPM | MCTMCTS | MOS | CNE

dougm@cdh.com

C D H Agenda

• Introduction• General Project Management Discussion• Microsoft Project Tools• Project Management - Tasks

– Work breakdown structure– Task assignment – Resource scheduling– Critical path analysis– Cost estimating

• Q&A

C D H What is a “Project”?

“A project is a temporary endeavor undertaken to create a unique product, service or result.”

Source:A guide to the project management body of knowledge (PMBOK Guide) Fourth Edition

C D H

1910s 1950s 1960s 1970s 1980s 1990s 2000s

(1861–919)The Gantt Chart developed by Henry Laurence Gantt

(1950s)The Critical path method (CPM) invented

(1958)The Program Evaluation and Review Technique (PERT) method invented

(1969)Project Management Institute (PMI) established

(1975)PROMPTII methodology created by Simpact Systems

(1986) Six Sigma Methodology

(1987)First PMBOKGuide published

(1989)PRINCE method derived from PROMPTII is published by the U.K. Government

(2002) Portfolio Management Techniques

(1995)Agile Project Management

Project Management Evolution

C D H Project Management

• Projects in one form or another have been undertaken for a millennia

• Gantt Chart first developed in 1920• The latter half of the 20th century people

started to talk about “Project Management”

C D H Why Project Management

• Project and Portfolio Management helps organizations gain visibility and control across all work, enhancing decision-making, improving alignment with business strategy, maximizing resource utilization, and enhancing project execution.

C D H The Business Needs

Align work with strategic objectives

Manage projects and resources effectively

Gain visibility and control over projects

Rationalize investment

C D H Microsoft Project - Tools

• Target Audience:– Excel 2010

– “Accidental” Project Managers

– Project Standard 2010• Individuals and Part Time Project Managers

– Project Professional 2010• Full Time Project Managers

– Project Server 2010• IT, PMO, Engineering R&D, Product Development,

Operations

C D H Microsoft Excel 2010

• Microsoft Excel 2010 gives basic data list capabilities– Listing of activities– Listing of resources– Listing of budget– Listing of …..

C D H Microsoft Project Standard 2010

• Microsoft Project Standard 2010 delivers powerful, visually enhanced ways to manage a wide range of projects.

C D H Microsoft Project Professional 2010

• Microsoft Project Professional 2010 gives you a powerful, visually enhanced way to effectively manage a wide range of projects and programs.

• Provides integration capabilities with: SharePoint, Team Foundation Server and Project Server.

C D H Microsoft Project Server 2010

• Microsoft Project Server 2010 builds upon the Microsoft SharePoint Server 2010 platform.

• Provides a basis for Project Web App pages, site administration, project workspaces, and authentication infrastructure for Project Server users.

• Provides portfolio tracking and planning.

C D HMicrosoft Project Management

Overview

• Microsoft Project History– 1984 – Original version DOS based– 1986 – Version 4 (Final DOS based version)– 1990 – Version 1 for Windows– 1991 – MAC version released– No version 2 for Windows ever released– 1993 – Last MAC version (Project 4) released– Current version is 14th release– Version 15 TBD…

C D HYou Just Might Be a Project

Manager

“If you're 6 months late on a milestone due next week but really believe you can make it, you just might be a project manager.”

(Apologies to Jeff Foxworthy)

C D H Project Management

• Work breakdown structure• Task assignment • Resource scheduling• Critical path analysis• Cost estimating

C D H Project Management - WBS

• Work breakdown structure• Task assignment • Resource scheduling• Critical path analysis• Cost estimating

C D H Work Breakdown Structure

• Work Breakdown Structure– According to the PMBOK is defined as “the

process of subdividing project deliverable and project work into smaller more manageable components.”

– Done in Excel can be a list of activities that need to be accomplished

– Done in Project is manageable and can be used as a tool in Project Management

C D H Work Breakdown - Excel

Line # Description Est. # of

hours Comments

1 Project Management2 Time required by C/D/H project manager and all C/D/H team member

time for status meetings, general communication and project collaboration

3 Project initiating tasks including internal prep meeting and establishment of project management plan

2.0

4 Project kick-off meeting 2.0 2 CDH Staff members @ 1 hour per

5 Project planning tasks including build of initial project plan and schedule

1.0

6 Weekly project status meetings 2.0

7 Monitoring and controlling activities including issuance of regular project communications, budget monitoring and reporting, project plan updates and project change control

2.0

8 Project closure tasks including preparation and issuance of final project documents and other tasks as needed

1.0

9 Project closure meeting 2.0 2 CDH Staff members @ 1 hour per

C D H Work Breakdown – Project

C D H Project Management - Tasks

• Work breakdown structure

• Task assignment • Resource scheduling• Critical path analysis• Cost estimating

C D H Task Assignment

• Task Assignment– Done in Excel lists resources that can be

applied to a task – Done in Project is manageable and can be

used as a tool to track and monitor resource utilization

C D H Task Assignment - Excel

Task Description Assigned to: Service Area

4th BGP Peer - Nov. 29th. Joe will not be onsite but Erik will be.

Joe - Information Technology Erik -Information Technology

Network Infrastructure

802.11n deployment for Corp Paul - Information Technology

Computer Operations, Network Infrastructure

Active Directory AuditPerform an annual audit of Active Directory to identify user access

Computer Operations

Add security to the Media (AV) WLANCurrently there is no authentication or encryption on the media WLAN.

Pat - Information Technology

Computer Operations, Network Infrastructure

C D H Task Assignment - Project

C D H Task Assignment - Project

C D H Task Assignment - Project

C D HProject Management - Resource

Scheduling

• Work breakdown structure• Task assignment

• Resource scheduling• Critical path analysis• Cost estimating

C D H Resource Scheduling

• Resource scheduling– Excel is a great spreadsheet program but it is

not made for planning and scheduling– Excel provides limited Gantt Chart

development– Project allows visibility into task calendars and

resource allocation

C D H Resource Scheduling - ExcelResource Name Work

Douglas J. MacNEIL 15.2 hrsProject initiating tasks including internal prep meeting and establishment of project management plan 2 hrs

Project kick‐off meeting 0.4 hrsProject planning tasks including build of initial project plan and schedule 1 hrWeekly project status meetings 0.4 hrsMonitoring and controlling activities including issuance of regular project communications, budget monitoring and reporting, project plan updates and project change control 2 hrs

Project closure tasks including preparation and issuance of final project documents and other tasks as needed 1 hr

Project closure meeting 0.4 hrsOther projects and commitments 8 hrs

Polly C. Corbett 169.8 hrsProject kick‐off meeting 1.6 hrsWeekly project status meetings 1.6 hrsProject closure meeting 1.6 hrsDevelop Exchange design and migration plans 16 hrsBuild new Exchange 2010 server hosting CAS, HUB, and mailbox roles 36 hrsCreate Cisco ASA network translation and access list. Create legacy URL and update SSL. Test Exchange connectivity for ActiveSync, OWA, and Outlook Anywhere. 18 hrs

Test co‐existence between Exchange Server 2003 and Exchange Server 2010 4 hrsMigrate pilot group from Exchange 2003 to Exchange 2010 48 hrsOther projects and commitments 0 hrs

Pat Jones 16 hrsCreate virtual machine for Exchange Server 2010 16 hrs

Erik Gilreath 24 hrsCreate Cisco ASA network translation and access list. Create legacy URL and update SSL certificate.  24 hrs

C D H Resource Scheduling - Project

C D H Resource Scheduling - Project

C D H Project Management – Critical Path

• Work breakdown structure• Task assignment • Resource scheduling

• Critical path analysis• Cost estimating

C D H Critical Path

• The critical path is the series of tasks (or even a single task) that dictates the calculated project start or finish date

• If a single task is late on the critical path, the end date of the entire project will also be late

C D H Critical Path

• Critical Path Analysis– Excel allows listing of tasks but offers no

assistance with identification and tracking of critical path

– Project allows visibility into the critical path• Highlight the critical path• Show only the critical path• Show a single critical path for multiple projects• Calculate multiple critical paths

C D H Critical Path - ExcelLine

# Description Est. # of hours Comments

1 Project Management2 Time required by C/D/H project manager and all C/D/H team member time

for status meetings, general communication and project collaboration

3 Project initiating tasks including internal prep meeting and establishment of project management plan

2.0

4 Project kick-off meeting 2.0 2 CDH Staff members @ 1 hour per

5 Project planning tasks including build of initial project plan and schedule

1.0

6 Weekly project status meetings 2.0

7 Monitoring and controlling activities including issuance of regular project communications, budget monitoring and reporting, project plan updates and project change control

2.0

8 Project closure tasks including preparation and issuance of final project documents and other tasks as needed

1.0

9 Project closure meeting 2.0 2 CDH Staff members @ 1 hour per

C D H Critical Path - Project

C D H Critical Path - Project

C D H Critical Path - Project

C D H Project Management - Costs

• Work breakdown structure• Task assignment • Resource scheduling• Critical path analysis

• Cost estimating

C D H Cost Estimating

• Cost estimating– Excel allows cost rollup and what if scenarios

with extensive development– Project allows presentation of costs and

budgets from stock reports and offers multiple rates and ability to factor in overtime rates

C D H Cost Estimating - Excel

C D H Cost Estimating - Project

C D H Cost Estimating - Project

C D H

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