Presentation is loading. Please wait.

Presentation is loading. Please wait.

Www.BUtrain.com 1-800-BU-TRAIN (288-7246) Microsoft © Project™ Tips and Tricks Scott S. Lynde 16 January 2008 PMI NH Chapter Meeting.

Similar presentations


Presentation on theme: "Www.BUtrain.com 1-800-BU-TRAIN (288-7246) Microsoft © Project™ Tips and Tricks Scott S. Lynde 16 January 2008 PMI NH Chapter Meeting."— Presentation transcript:

1 www.BUtrain.com 1-800-BU-TRAIN (288-7246) Microsoft © Project™ Tips and Tricks Scott S. Lynde 16 January 2008 PMI NH Chapter Meeting

2 S P A C E R 4 May 2015Microsoft Project Tips and Tricks2 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 technique you will apply tomorrow Purpose To share strategies and techniques for improving productivity and project success through better use of Microsoft Project Roles and Responsibilities Scott Lynde: presenter/facilitator Everyone: enthusiastic audience Agenda Addressed on next slide

3 4 May 2015Microsoft Project Tips and Tricks3 A Framework for Tonight’s Discussion General 6.1 Activity Definition (5.3 Create WBS) 6.1 Activity Definition (5.3 Create WBS) 6.3 Activity Resource Estimating 6.3 Activity Resource Estimating 6.2 Activity Sequencing 6.2 Activity Sequencing 6.4 Activity Duration Estimating 6.4 Activity Duration Estimating 6.5 Schedule Development 6.5 Schedule Development Microsoft Office Project 2007 Microsoft Office Project 2007 Other Resources Other Resources Introduction 5.3 Create WBS 5.3 Create WBS

4 Guidelines and Disclaimers There are (at least) three ways to accomplish a given action in Microsoft Project There are different Microsoft Project philosophies Not all tips are “mine”; some are new to me This presentation will be informal and (somewhat) unstructured 4 May 2015Microsoft Project Tips and Tricks4 Let’s make this interactive!

5 www.BUtrain.com 1-800-BU-TRAIN (288-7246) Microsoft Project Tips and Tricks Introduction

6 01. Don’t Use Microsoft Project! 4 May 2015Microsoft Project Tips and Tricks6 ProductWinMacUnix/ Linux Licensing Open Workbench http://www.openworkbench.org/ XFree / Open Source OpenProj http://openproj.org/openproj Java Free / Open Source GanttProject http://ganttproject.biz/ Java Free / Open Source MinuteMan http://www.minuteman-systems.com/ XStd: $49.95 / Plus: $99.95 Deltek Open Plan http://www.deltek.com/products/openplan/default.asp X? (licensed) Primavera P6 http://www.primavera.com/products/p6/index.asp XWeb ? ? (licensed – expensive) SmartWorks Project Planner http://www.smartworks.us/htm/project.htm X$89.95 Guy Software PlanBee http://www.guysoftware.com/planbee.htm XBasic: $29.98 / Pro: $69.98 TechExcel DevPlan http://www.techexcel.com/products/devsuite/devplan.html X? (licensed) Kidasa Milestones Professional http://www.kidasa.com/information/products/professionalIndex.html X$249 Project Kickstart http://www.projectkickstart.com/products/gantt_chart.cfm X$159.95

7 02. Import data from Excel File > Open… Select the Excel file Follow the wizard Save the newly created map (if necessary) 03. Export data to Excel File > Save As… Save as type : Microsoft Excel Workbook (*.xls) Follow the wizard Save the newly created map (if necessary) 4 May 2015Microsoft Project Tips and Tricks7 No, Really—Don’t Use Microsoft Project!

8 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 4 May 2015Microsoft Project Tips and Tricks8 04. OK, Seriously—Don’t Use Microsoft Project!

9 04. Mind Mapping Software MindManager: http://www.mindjet.com/us/http://www.mindjet.com/us/ MindGenius: http://www.mindgenius.com/http://www.mindgenius.com/ Open Source: FreeMind: http://freemind.sourceforge.net/http://freemind.sourceforge.net/ 4 May 2015Microsoft Project Tips and Tricks9

10 05. Get a Jumpstart with Templates 4 May 2015Microsoft Project Tips and Tricks10 Local……and OnlineOnline

11 06. Learn Shortcut Key Commands 4 May 2015Microsoft Project Tips and Tricks11 ALT + ControlShift ← (Left Arrow) Nudge Gantt view leftOutdent task → (Right Arrow) Nudge Gantt view rightIndent task - (Minus) Hide subtasks + (Plus) Show subtasks * (Asterisk) Show all subtasks Full List: http://office.microsoft.com/en-us/project/HP453045851033.aspx?mode=printhttp://office.microsoft.com/en-us/project/HP453045851033.aspx?mode=print

12 07. Use the Project Guide to Facilitate and Simplify Microsoft Project Use View > Toolbars > Project Guide 4 May 2015Microsoft Project Tips and Tricks12

13 08. Wrap Text in Table Rows Click and drag the divider between rows 4 May 2015Microsoft Project Tips and Tricks13

14 09. Expand/Compress the Timescale Double-click the Timescale Adjust the value in the Size__% field 4 May 2015Microsoft Project Tips and Tricks14

15 10. Save Trees File > Page Setup... View tab Uncheck Print blank pages 4 May 2015Microsoft Project Tips and Tricks15

16 www.BUtrain.com 1-800-BU-TRAIN (288-7246) Microsoft Project Tips and Tricks General

17 11. Establish the Calendar(s) Tools > Change Working Time… Project > Project Information 4 May 2015Microsoft Project Tips and Tricks17

18 11. How Calendars Work 4 May 2015Microsoft Project Tips and Tricks18 ProjectTaskResourceTask Scheduled According to… XProject calendar XTask calendar XResource calendar XXIntersection of task and resource calendars* *Resource calendars can be ignored: Task Information > Advanced > Scheduling ignores resource calendars

19 12. Change the “Translation” Times How durations are translated into work… 4 May 2015Microsoft Project Tips and Tricks19

20 13. How Microsoft Project Thinks 4 May 2015Microsoft Project Tips and Tricks20 Duration UnitsWork Task Types Fixed units (default) Fixed work Fixed duration

21 13. Effort-Driven Scheduling Microsoft Project uses effort driven scheduling by default Effort-driven calculations apply only after the first resources are initially assigned to the task Fixed units (default): assigning additional resources will reduce task duration (work is fixed) Fixed duration: assigning additional resources will reduce unit values for resources (work is fixed) Fixed work: assigning additional resources will reduce task duration Effort-driven calculation rules do not apply when changing work, duration, or unit values for resources already assigned (see next slide) 4 May 2015Microsoft Project Tips and Tricks21

22 13. How to Enable/Disable Effort Driven Scheduling 4 May 2015Microsoft Project Tips and Tricks22

23 13. Microsoft Project Task Types 4 May 2015Microsoft Project Tips and Tricks23 If You Change… Task TypeDurationUnitsWork 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

24 14. Split the Window to Access Forms Window > Split OR Shift + select view in View menu 4 May 2015Microsoft Project Tips and Tricks24

25 Customize the Entry Table 15. Hide start and finish dates! 16. Show work 17. Show the Unique ID field (and Unique ID Predecessors) 18. Add the WBS outline code Others, as you see fit NOTE: Tables, views, and split views can be customized 4 May 2015Microsoft Project Tips and Tricks25

26 19. Show the Project Summary Task Tools > Options… > View tab Also: Show outline number 4 May 2015Microsoft Project Tips and Tricks26

27 20. Customize the WBS Outline Code Project > WBS > Define Code… 4 May 2015Microsoft Project Tips and Tricks27

28 21. Use the Gantt Chart Wizard to Show the Critical Path Format > Gantt Chart Wizard… Follow the wizard 4 May 2015Microsoft Project Tips and Tricks28

29 22. Customize the Gantt Bar Styles Format > Bar Styles… 4 May 2015Microsoft Project Tips and Tricks29

30 www.BUtrain.com 1-800-BU-TRAIN (288-7246) Microsoft Project Tips and Tricks Activity Definition

31 23. Edit Multiple Tasks at Once Select tasks Shift -click contiguous tasks Control -click non- contiguous tasks Open Task Information window Toolbar button Right-click > Task Information... Edit information 4 May 2015Microsoft Project Tips and Tricks31

32 24. Use Recurring Tasks Insert > Recurring Task… 4 May 2015Microsoft Project Tips and Tricks32

33 25. Use the WBS Modeler to Graphically Create and Edit the WBS Link Microsoft Office Project 2007 only! Other tools exist that support older versions of Project Critical Tools™ WBS Modeler Pro™ NOTE: the Visio WBS Chart Wizard can export a graphical WBS 4 May 2015Microsoft Project Tips and Tricks33

34 26. Embed (or Link) Documents and Templates in Tasks Task Information > Notes Right-click > Object... 4 May 2015Microsoft Project Tips and Tricks34

35 www.BUtrain.com 1-800-BU-TRAIN (288-7246) Microsoft Project Tips and Tricks Activity Sequencing

36 27. Link Tasks Multiple Ways Use link button Enter predecessor or successor (Enter Unique ID predecessor or successor) Drag link 4 May 2015Microsoft Project Tips and Tricks36 Note: Only sequence “leaf node” (lowest level) tasks

37 28. Use the Network Diagram to Sequence Tasks Bad: 4 May 2015Microsoft Project Tips and Tricks37

38 28. Use the Network Diagram to Sequence Tasks Better: Format > Layout… Allow manual box positioning Uncheck Show summary tasks Line style : Straight Manually position boxes 4 May 2015Microsoft Project Tips and Tricks38

39 28. Use the Network Diagram to Sequence Tasks Better: 4 May 2015Microsoft Project Tips and Tricks39

40 29. Customize the Information in the Network Diagram Format > Box Styles… 4 May 2015Microsoft Project Tips and Tricks40

41 www.BUtrain.com 1-800-BU-TRAIN (288-7246) Microsoft Project Tips and Tricks Activity Resource Estimating

42 31. Use a custom filter Project > Filtered for > More Filters… Copy the Summary Tasks filter Set value to No Uncheck Show related summary rows 32. Press F3 to clear filters 4 May 2015Microsoft Project Tips and Tricks42 Assign Resources to Lowest-level Tasks

43 View > Gantt Chart Click the Assign Resources button on the standard toolbar Select the resource(s) and click Graphs Select the graph that you wish to view Remaining Availability: how much working time the resource still has available Work: the resource's current work-load Assignment Work: the total workload of the resources assigned to the task, as well as the total availability of all selected resources 4 May 2015Microsoft Project Tips and Tricks43 33. Review Resource Availability While Assigning Resources

44 4 May 2015Microsoft Project Tips and Tricks44 33. Review Resource Availability While Assigning Resources

45 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 4 May 2015Microsoft Project Tips and Tricks45 34. Create Level-of-Effort (LOA) Tasks

46 View > Calendar Filter > Using Resource... Show tasks using... 4 May 2015Microsoft Project Tips and Tricks46 35. Filter the Calendar View by Resource

47 4 May 2015Microsoft Project Tips and Tricks47 36. Level Resources!

48 4 May 2015Microsoft Project Tips and Tricks48 36. Oh No!

49 View > More Views… > Leveling Gantt 4 May 2015Microsoft Project Tips and Tricks49 37. View the Leveling Gantt to See Leveling Changes

50 Create Microsoft Project file; add resources and adjust working time, if necessary Import the resources into other Microsoft Project files Open both files Tools > Resource Sharing > Share Resources… 4 May 2015Microsoft Project Tips and Tricks50 38. Create “Resource Pool" Project File to Manage Resources Across Projects

51 www.BUtrain.com 1-800-BU-TRAIN (288-7246) Microsoft Project Tips and Tricks Activity Duration Estimating

52 Enter the project start date Specify durations, resources, etc. Let Microsoft Project calculate start and finish dates 4 May 2015Microsoft Project Tips and Tricks52 39. Don’t Enter Start and Finish Dates!

53 View > Toolbars > PERT Analysis Click PERT Entry Sheet Enter optimistic, expected, and pessimistic durations Click Calculate PERT to calculate estimated durations Click Optimistic Gantt, Expected Gantt, or Pessimistic Gantt to view different Gantt charts Click Set PERT Weights to adjust the weights 4 May 2015Microsoft Project Tips and Tricks53 40. Calculate PERT Values

54 www.BUtrain.com 1-800-BU-TRAIN (288-7246) Microsoft Project Tips and Tricks Schedule Development

55 4 May 2015Microsoft Project Tips and Tricks55 41. Spice Up the Gantt Chart with Pasted Pictures and Charts

56 Use nouns and verbs appropriately Apply the 8/80 or reporting period rule Use milestones Use the following sparingly: Leads/lags Dependencies other than finish-to-start (FS) Contraints Use custom or third-party tools to analyze and assess schedule “goodness” 4 May 2015Microsoft Project Tips and Tricks56 42. Conform to Good Scheduling Practices

57 Filters: Project > Filtered for > More Filters… Groups: Project > Group by > More Groups… Views: View > More Views… 4 May 2015Microsoft Project Tips and Tricks57 Use (43) Custom Filters, (44) Custom Groups, and/or (45) Custom Views to Flag Schedule Concerns

58 (Using the previous tips) Similar approaches can be used to identify other schedule quality issues 4 May 2015Microsoft Project Tips and Tricks58 46. Identify Missing Successors/Predecessors

59 View > Toolbars > Analysis Analyze Timescaled Data in Excel… Follow the wizard On the second screen, choose Cost from the list of Available fields Remove Work from the list of Fields to export Complete the wizard 4 May 2015Microsoft Project Tips and Tricks59 47. Produce a Time-Phased Budget

60 http://office.microsoft.com/en- us/help/HA011231261033.aspx 4 May 2015Microsoft Project Tips and Tricks60 48. Automate Reporting with the Project Report Presentation Add-in

61 www.BUtrain.com 1-800-BU-TRAIN (288-7246) Microsoft Project Tips and Tricks Microsoft Office Project 2007

62 49. Changes are highlighted 50. Task drivers (Also: new “Cost” resource type) 4 May 2015Microsoft Project Tips and Tricks62 Microsoft Office Project 2007 Tips

63 www.BUtrain.com 1-800-BU-TRAIN (288-7246) Microsoft Project Tips and Tricks Additional Information and Resources

64 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." 4 May 2015Microsoft Project Tips and Tricks64 Microsoft Project User’s Group

65 http://www.butrain.com/share/scedesc.asp?CID=4212 4 May 2015Microsoft Project Tips and Tricks65 Boston University Corporate Education Center Course: Project Management Using Microsoft Project 2003 DaysDay/EveDatesLocation 2Day3/6/08-3/7/08WalthamWaltham Waltham, MA 2Evening Apr 22,24,29, May 1 2008 WalthamWaltham Waltham, MA 2Day5/28/08-5/29/08Teachers College Columbia UniversityTeachers College Columbia University New York, NY 2Day6/5/08-6/6/08Tyngsboro CampusTyngsboro Campus Tyngsboro, MA 2Day9/11/08-9/12/08WalthamWaltham Waltham, MA 2Day10/15/08-10/16/08Teachers College Columbia UniversityTeachers College Columbia University New York, NY 2Day12/4/08-12/5/08Tyngsboro CampusTyngsboro Campus Tyngsboro, MA

66 http://www.butrain.com/share/scedesc.asp?C ID=8302 Features a Microsoft Project Toolkit, developed by guru David Crane (and edited by an MSP fan) Integrates Microsoft Project learning with a simulated team planning project 4 May 2015Microsoft Project Tips and Tricks66 Boston University Corporate Education Center Course: Certificate in Applied Project Management

67 www.BUtrain.com 1-800-BU-TRAIN (288-7246) Microsoft © Project™ Tips and Tricks Scott S. Lynde 16 January 2008 PMI NH Chapter Meeting


Download ppt "Www.BUtrain.com 1-800-BU-TRAIN (288-7246) Microsoft © Project™ Tips and Tricks Scott S. Lynde 16 January 2008 PMI NH Chapter Meeting."

Similar presentations


Ads by Google