www.butrain.com 1-800-bu-train (288-7246) microsoft © project™ tips and tricks scott s. lynde 16...
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www.BUtrain.com1-800-BU-TRAIN (288-7246)
MicrosoftMicrosoft©© Project™ Tips and Project™ Tips and
TricksTricks
Scott S. Lynde16 January 2008
PMI NH Chapter Meeting
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S P A C E RS P A C E R
April 18, 2023 Microsoft Project Tips and Tricks 2
Safety
• Locate exits• Be careful driving home;
make sure you have gas!
Code of Conduct
• Set mobile devices to “stun”• Be here – mentally
and physically
Expectations
• Learn and discuss Microsoft Project tips
• Identify one techniqueyou will apply tomorrow
Purpose
• To share strategies and techniquesfor improving productivity and project success through betteruse of Microsoft Project Roles and Responsibilities
• Scott Lynde: presenter/facilitator• Everyone: enthusiastic audience
Agenda
• Addressed on next slide
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April 18, 2023 Microsoft Project Tips and Tricks 3
A Framework for Tonight’s A Framework for Tonight’s DiscussionDiscussion
General
6.1 Activity Definition
(5.3 Create WBS)
6.3 Activity Resource Estimating
6.2 Activity Sequencing
6.4 Activity Duration
Estimating
6.5 Schedule Development
Microsoft Office Project
2007
Other Resources
Introduction
5.3 Create WBS
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Guidelines and DisclaimersGuidelines and Disclaimers
There are (at least) three ways to accomplish a given action in Microsoft Project
There are different Microsoft Project philosophies
Not all tips are “mine”; some are new to me
This presentation will be informal and (somewhat) unstructured
April 18, 2023 Microsoft Project Tips and Tricks 4
Let’s make this interactive!
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www.BUtrain.com1-800-BU-TRAIN (288-7246)
Microsoft Project Microsoft Project Tips and TricksTips and Tricks
Introduction
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01. Don’t Use Microsoft Project!01. Don’t Use Microsoft Project!
April 18, 2023 Microsoft Project Tips and Tricks 6
Product Win Mac Unix/Linux
Licensing
Open Workbenchhttp://www.openworkbench.org/
X Free / Open Source
OpenProjhttp://openproj.org/openproj
Java Java Java Free / Open Source
GanttProjecthttp://ganttproject.biz/
Java Java Java Free / Open Source
MinuteManhttp://www.minuteman-systems.com/
X Std: $49.95 / Plus: $99.95
Deltek Open Planhttp://www.deltek.com/products/openplan/default.asp
X ? (licensed)
Primavera P6http://www.primavera.com/products/p6/index.asp
X Web?
Web? ? (licensed – expensive)
SmartWorks Project Plannerhttp://www.smartworks.us/htm/project.htm
X $89.95
Guy Software PlanBeehttp://www.guysoftware.com/planbee.htm
X Basic: $29.98 / Pro: $69.98
TechExcel DevPlanhttp://www.techexcel.com/products/devsuite/devplan.html
X ? (licensed)
Kidasa Milestones Professionalhttp://www.kidasa.com/information/products/professionalIndex.html
X $249
Project Kickstarthttp://www.projectkickstart.com/products/gantt_chart.cfm
X $159.95
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02. Import data from ExcelFile > Open…Select the Excel fileFollow the wizardSave the newly created map (if necessary)
03. Export data to ExcelFile > Save As…Save as type: Microsoft Excel Workbook (*.xls)Follow the wizardSave the newly created map (if necessary)
April 18, 2023 Microsoft Project Tips and Tricks 7
No, Really—Don’t UseNo, Really—Don’t UseMicrosoft Project!Microsoft Project!
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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
April 18, 2023 Microsoft Project Tips and Tricks 8
04. OK, Seriously—04. OK, Seriously—Don’t UseDon’t UseMicrosoft Project!Microsoft Project!
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04. Mind Mapping Software04. Mind Mapping Software
MindManager: http://www.mindjet.com/us/
MindGenius: http://www.mindgenius.com/
Open Source:
FreeMind: http://freemind.sourceforge.net/
April 18, 2023 Microsoft Project Tips and Tricks 9
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05. Get a Jumpstart with 05. Get a Jumpstart with TemplatesTemplates
April 18, 2023 Microsoft Project Tips and Tricks 10
Local… …and Online
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06. Learn Shortcut Key 06. Learn Shortcut Key CommandsCommands
April 18, 2023 Microsoft Project Tips and Tricks 11
ALT + Control Shift
← (Left Arrow) Nudge Gantt view left Outdent task
→ (Right Arrow) Nudge Gantt view right Indent task
- (Minus) Hide subtasks
+ (Plus) Show subtasks
* (Asterisk) Show all subtasks
Full List: http://office.microsoft.com/en-us/project/HP453045851033.aspx?mode=print
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07. Use the Project Guide to 07. Use the Project Guide to Facilitate and Simplify Microsoft Facilitate and Simplify Microsoft
Project UseProject UseView > Toolbars > Project Guide
April 18, 2023 Microsoft Project Tips and Tricks 12
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08. Wrap Text in Table Rows08. Wrap Text in Table Rows
Click and drag the divider between rows
April 18, 2023 Microsoft Project Tips and Tricks 13
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09. Expand/Compress the 09. Expand/Compress the TimescaleTimescale
Double-click the Timescale
Adjust the value in the Size__% field
April 18, 2023 Microsoft Project Tips and Tricks 14
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10. Save Trees10. Save Trees
File > Page Setup...
View tab
Uncheck Print blank pages
April 18, 2023 Microsoft Project Tips and Tricks 15
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www.BUtrain.com1-800-BU-TRAIN (288-7246)
Microsoft Project Microsoft Project Tips and TricksTips and Tricks
General
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11. Establish the Calendar(s)11. Establish the Calendar(s)
Tools > Change Working Time…
Project > Project Information
April 18, 2023 Microsoft Project Tips and Tricks 17
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11. How Calendars Work11. How Calendars Work
April 18, 2023 Microsoft Project Tips and Tricks 18
Project Task Resource Task Scheduled According to…
X Project calendar
X Task calendar
X Resource calendar
X X Intersection of task and resource calendars*
* Resource calendars can be ignored:Task Information > Advanced > Scheduling ignores resource calendars
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12. Change the “Translation” 12. Change the “Translation” TimesTimes
How durations are translated into work…
April 18, 2023 Microsoft Project Tips and Tricks 19
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13. How Microsoft Project 13. How Microsoft Project ThinksThinks
April 18, 2023 Microsoft Project Tips and Tricks 20
Duration
Units Work
Task Types•Fixed units (default)
•Fixed work•Fixed duration
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13. Effort-Driven Scheduling13. Effort-Driven Scheduling
Microsoft Project uses effort driven scheduling by defaultEffort-driven calculations apply only after the first resources are initially assigned to the task
Fixed units (default): assigning additional resources will reduce task duration (work is fixed)Fixed duration: assigning additional resources will reduce unit values for resources (work is fixed)Fixed work: assigning additional resources will reduce task duration
Effort-driven calculation rules do not apply when changing work, duration, or unit values for resources already assigned (see next slide)
April 18, 2023 Microsoft Project Tips and Tricks 21
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13. How to Enable/Disable13. How to Enable/DisableEffort Driven SchedulingEffort Driven Scheduling
April 18, 2023 Microsoft Project Tips and Tricks 22
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13. Microsoft Project Task Types13. Microsoft Project Task Types
April 18, 2023 Microsoft Project Tips and Tricks 23
If You Change…
Task Type Duration Units Work
Fixed Units
Work changes, units are fixed
Duration changes, work is fixed
Duration changes, units are fixed
Fixed Work
Units change, work is fixed
Duration changes, work is fixed
Duration changes, units are fixed
Fixed Duration
Work changes, units are fixed
Work changes, duration is fixed
Units change, duration is fixed
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14. Split the Window to Access 14. Split the Window to Access FormsForms
Window > Split OR
Shift + select view in View menu
April 18, 2023 Microsoft Project Tips and Tricks 24
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Customize the Entry TableCustomize the Entry Table
15. Hide start and finish dates!
16. Show work
17. Show the Unique ID field (and Unique ID Predecessors)
18. Add the WBS outline code
Others, as you see fit
NOTE: Tables, views, and split views can be customized
April 18, 2023 Microsoft Project Tips and Tricks 25
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19. Show the Project Summary 19. Show the Project Summary TaskTask
Tools > Options… > View tab
Also: Showoutline number
April 18, 2023 Microsoft Project Tips and Tricks 26
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20. Customize the WBS Outline 20. Customize the WBS Outline CodeCode
Project > WBS > Define Code…
April 18, 2023 Microsoft Project Tips and Tricks 27
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21. Use the Gantt Chart Wizard to 21. Use the Gantt Chart Wizard to Show the Critical PathShow the Critical Path
Format > Gantt Chart Wizard…
Follow the wizard
April 18, 2023 Microsoft Project Tips and Tricks 28
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22. Customize the Gantt Bar 22. Customize the Gantt Bar StylesStyles
Format > Bar Styles…
April 18, 2023 Microsoft Project Tips and Tricks 29
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www.BUtrain.com1-800-BU-TRAIN (288-7246)
Microsoft Project Microsoft Project Tips and TricksTips and Tricks
Activity Definition
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23. Edit Multiple Tasks at Once23. Edit Multiple Tasks at Once
Select tasksShift-click contiguous tasksControl-click non-contiguous tasks
Open Task Information window
Toolbar buttonRight-click > Task Information...
Edit information
April 18, 2023 Microsoft Project Tips and Tricks 31
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24. Use Recurring Tasks24. Use Recurring Tasks
Insert > Recurring Task…
April 18, 2023 Microsoft Project Tips and Tricks 32
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25. Use the WBS Modeler to 25. Use the WBS Modeler to Graphically Create and Edit the WBSGraphically Create and Edit the WBS
LinkMicrosoft Office Project 2007 only!Other tools exist that support older versions of Project
Critical Tools™ WBS Modeler Pro™
NOTE: the Visio WBS Chart Wizard can export a graphical WBS
April 18, 2023 Microsoft Project Tips and Tricks 33
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26. Embed (or Link) Documents and 26. Embed (or Link) Documents and Templates in TasksTemplates in Tasks
Task Information > Notes
Right-click > Object...
April 18, 2023 Microsoft Project Tips and Tricks 34
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Activity Sequencing
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27. Link Tasks Multiple Ways27. Link Tasks Multiple Ways
Use link button
Enter predecessor or successor
(Enter Unique ID predecessor or successor)
Drag link
April 18, 2023 Microsoft Project Tips and Tricks 36
Note: Only sequence “leaf node” (lowest level) tasks
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28. Use the Network Diagram to 28. Use the Network Diagram to Sequence TasksSequence Tasks
Bad:
April 18, 2023 Microsoft Project Tips and Tricks 37
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28. Use the Network Diagram to 28. Use the Network Diagram to Sequence TasksSequence Tasks
Better: Format > Layout…Allow manual box positioning
Uncheck Show summary tasks
Line style: Straight
Manually position boxes
April 18, 2023 Microsoft Project Tips and Tricks 38
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28. Use the Network Diagram to 28. Use the Network Diagram to Sequence TasksSequence Tasks
Better:
April 18, 2023 Microsoft Project Tips and Tricks 39
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29. Customize the Information in the 29. Customize the Information in the Network DiagramNetwork Diagram
Format > Box Styles…
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Activity Resource Estimating
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31. Use a custom filterProject > Filtered for > More Filters…
Copy the Summary Tasks filter
Set value to No
Uncheck Show related summary rows
32. Press F3 to clear filters
April 18, 2023 Microsoft Project Tips and Tricks 42
Assign Resources to Lowest-level Assign Resources to Lowest-level TasksTasks
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View > Gantt ChartClick the Assign Resources button on the standard toolbarSelect the resource(s) and click GraphsSelect the graph that you wish to view
Remaining Availability: how much working time the resource still has availableWork: the resource's current work-loadAssignment Work: the total workload of the resources assigned to the task, as well as the total availability of all selected resources
April 18, 2023 Microsoft Project Tips and Tricks 43
33. Review Resource Availability 33. Review Resource Availability While Assigning ResourcesWhile Assigning Resources
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April 18, 2023 Microsoft Project Tips and Tricks 44
33. Review Resource Availability 33. Review Resource Availability While Assigning ResourcesWhile Assigning Resources
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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
April 18, 2023 Microsoft Project Tips and Tricks 45
34. Create Level-of-Effort (LOA) 34. Create Level-of-Effort (LOA) TasksTasks
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View > Calendar
Filter > Using Resource...
Show tasks using...
April 18, 2023 Microsoft Project Tips and Tricks 46
35. Filter the Calendar View by 35. Filter the Calendar View by ResourceResource
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April 18, 2023 Microsoft Project Tips and Tricks 47
36. Level Resources!36. Level Resources!
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April 18, 2023 Microsoft Project Tips and Tricks 48
36. Oh No!36. Oh No!
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View > More Views… > Leveling Gantt
April 18, 2023 Microsoft Project Tips and Tricks 49
37. View the Leveling Gantt to See 37. View the Leveling Gantt to See Leveling ChangesLeveling Changes
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Create Microsoft Project file; add resources and adjust working time, if necessary
Import the resources into other Microsoft Project files
Open both files
Tools > ResourceSharing > ShareResources…
April 18, 2023 Microsoft Project Tips and Tricks 50
38. Create “Resource Pool" Project 38. Create “Resource Pool" Project File to Manage Resources Across File to Manage Resources Across
ProjectsProjects
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Activity Duration Estimating
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Enter the project start date
Specify durations, resources, etc.
Let Microsoft Project calculate start and finish dates
April 18, 2023 Microsoft Project Tips and Tricks 52
39. Don’t Enter Start and Finish 39. Don’t Enter Start and Finish Dates!Dates!
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View > Toolbars > PERT AnalysisClick PERT Entry SheetEnter optimistic, expected,and pessimistic durationsClick Calculate PERT tocalculate estimated durationsClick Optimistic Gantt, Expected Gantt, or Pessimistic Gantt to view different Gantt chartsClick Set PERT Weights to adjust the weights
April 18, 2023 Microsoft Project Tips and Tricks 53
40. Calculate PERT Values 40. Calculate PERT Values
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Schedule Development
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April 18, 2023 Microsoft Project Tips and Tricks 55
41. Spice Up the Gantt Chart with 41. Spice Up the Gantt Chart with Pasted Pictures and ChartsPasted Pictures and Charts
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Use nouns and verbs appropriatelyApply the 8/80 or reporting period ruleUse milestonesUse the following sparingly:
Leads/lagsDependencies other than finish-to-start (FS)Contraints
Use custom or third-party tools to analyze and assess schedule “goodness”
April 18, 2023 Microsoft Project Tips and Tricks 56
42. Conform to Good Scheduling 42. Conform to Good Scheduling PracticesPractices
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Filters: Project > Filtered for >More Filters…
Groups: Project > Group by >More Groups…
Views: View > More Views…
April 18, 2023 Microsoft Project Tips and Tricks 57
Use (43) Custom Filters, (44) Custom Groups, Use (43) Custom Filters, (44) Custom Groups, and/or (45) Custom Views to Flag Schedule and/or (45) Custom Views to Flag Schedule
ConcernsConcerns
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(Using the previous tips)
Similar approaches can be used to identify other schedule quality issues
April 18, 2023 Microsoft Project Tips and Tricks 58
46. Identify Missing 46. Identify Missing Successors/PredecessorsSuccessors/Predecessors
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View > Toolbars > AnalysisAnalyze TimescaledData in Excel…Follow the wizard
On the second screen,choose Cost from the listof Available fieldsRemove Work from thelist of Fields to export
Complete the wizard
April 18, 2023 Microsoft Project Tips and Tricks 59
47. Produce a Time-Phased 47. Produce a Time-Phased BudgetBudget
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http://office.microsoft.com/en-us/help/HA011231261033.aspx
April 18, 2023 Microsoft Project Tips and Tricks 60
48. Automate Reporting with the 48. Automate Reporting with the Project Report Presentation Add-inProject Report Presentation Add-in
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Microsoft OfficeProject 2007
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49. Changes are highlighted
50. Task drivers
(Also: new “Cost” resource type)
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Microsoft Office Project 2007 Microsoft Office Project 2007 TipsTips
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Additional Information and Resources
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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."
April 18, 2023 Microsoft Project Tips and Tricks 64
Microsoft Project User’s GroupMicrosoft Project User’s Group
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http://www.butrain.com/share/scedesc.asp?CID=4212
April 18, 2023 Microsoft Project Tips and Tricks 65
Boston University Corporate Education Center Boston University Corporate Education Center Course: Project Management Using Microsoft Course: Project Management Using Microsoft
Project 2003Project 2003
Days Day/Eve Dates Location
2 Day 3/6/08-3/7/08 Waltham Waltham, MA
2 Evening Apr 22,24,29,May 1 2008
Waltham Waltham, MA
2 Day 5/28/08-5/29/08 Teachers College Columbia University New York, NY
2 Day 6/5/08-6/6/08 Tyngsboro Campus Tyngsboro, MA
2 Day 9/11/08-9/12/08 Waltham Waltham, MA
2 Day 10/15/08-10/16/08 Teachers College Columbia University New York, NY
2 Day 12/4/08-12/5/08 Tyngsboro Campus Tyngsboro, MA
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http://www.butrain.com/share/scedesc.asp?CID=8302
Features a Microsoft Project Toolkit, developed by guru David Crane(and edited by an MSP fan)
Integrates Microsoft Project learning with a simulated team planning project
April 18, 2023 Microsoft Project Tips and Tricks 66
Boston University Corporate Education Center Boston University Corporate Education Center Course: Certificate in Applied Project Course: Certificate in Applied Project
ManagementManagement
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TricksTricks
Scott S. Lynde16 January 2008
PMI NH Chapter Meeting