Maximizing the Power of Microsoft ® Project and Microsoft ® Word Dr. John A. Estrella, CMC, PMP Presented to MPA Greater Toronto Area 20 February 2008 Microsoft, Microsoft Project and Microsoft Word are either trademarks or registered trademarks of Microsoft Corporation in the United States and other countries. Other terms may be trademarks or registered trademarks of their respective owners. © Agilitek Corporation. All Rights Reserved.

2 of 34 Learning Objectives 1.Extend the power of Microsoft Project and Microsoft Word 2.Create work breakdown structures and mind maps  Organize and transform brainstorming notes into schedules  Convert mind maps into sophisticated documents instantly 3.Display summary and detail project information graphically 4.Incorporate time bands when defining task dependencies

3 of 34 Learning Objective (1 of 4) Extend the power of Microsoft Project and Microsoft Word

4 of 34 Useful Third-Party Software Tools Mindjet ® MindManager ®  Encourages creative thinking in a project  Captures and manages information visually Critical Tools TM : WBS Chart Pro TM  Facilitates graphical creation of work breakdown structures  Displays summary and detail project information Critical Tools TM : PERT Chart EXPERT TM  Creates and displays project PERT network charts  Incorporates vertical time bands on task dependencies PERT = Program Evaluation and Review Technique

5 of 34 Mindjet ® MindManager ® Speeds up brainstorming sessions  Defining the project scope  Documenting project information  Creating work breakdown structures Converts mind maps automatically  Into Microsoft Project schedules  Into Microsoft Word documents Facilitates graphical monitoring and controlling of projects  Weekly progress reports Source: Mindjet

6 of 34 Source: Mindjet

7 of 34 Critical Tools TM : WBS Chart Pro TM Captures the overall project scope graphically  Highlights and summarizes key project information  Serves as a powerful communication and collaboration tool Allows the project team to create work breakdown structures  Decompose the project into manageable smaller tasks  Facilitates team building during project initiation Supports bidirectional link into Microsoft Project  Converts WBS into Microsoft Project schedules  Reflects Microsoft Project changes dynamically

8 of 34 Source: Critical Tools

9 of 34 Source: Critical Tools

10 of 34 Critical Tools TM : PERT Chart EXPERT TM Enables the creation and definition of task dependencies  Calculates critical and non-critical tasks  Displays the sequence of tasks graphically Makes it easier to view task predecessors and successors  Incorporates vertical time bands in the PERT chart  Shows dependency information (FS, SS, FF & FS, and lag) Supports bidirectional link with Microsoft Project  Converts WBS into Microsoft Project schedules  Reflects Microsoft Project changes dynamically FS = Finish-to-Start, SS = Start-to-Start, FF = Finish-to-Finish and FS = Finish-to-Start

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12 of 34 Source: Critical Tools

13 of 34 Learning Objective (2 of 4) Create work breakdown structures and mind maps  Organize and transform brainstorming notes into schedules  Convert mind maps into sophisticated documents instantly

14 of 34 Work Breakdown Structure (WBS) What is WBS?  “A deliverable-oriented hierarchical decomposition of the work to be executed by the project team to accomplish the project objectives and create the required deliverables. It organizes and defines the total scope of the project.” How do you create a WBS?  Get the team to identify the upper levels of the WBS Major deliverable work areas of the project Major phases in the project’s life cycle  Provide details on the lower WBS elements Scope, schedule, cost, resource, notes, etc. Sources: PMI 2004, 379; PMI 2001, 5

15 of 34 WBS (continued) Is WBS supported in Microsoft Project?  Yes, but only in an indented outline format Are there other alternatives?  Yes, use MindManager or WBS Chart Pro  Import the WBS into Microsoft Project Source: PMI 2001, 9

16 of 34 Source: PMI 2001, 9

17 of 34 WBS in WBS Chart Pro

18 of 34 WBS in Microsoft Project

19 of 34 Mind Mapping What is a mind map?  “A mind map is a diagram used to represent words, ideas, tasks or other items linked to and arranged radially around a central key word or idea. It is used to generate, visualize, structure and classify ideas, and as an aid in study, organization, problem solving, decision making, and writing.” How do you create a mind map?  Start with a central key word or idea  List 4 to 7 key items around the central key word or idea  Add graphics, relationships, words, etc. as needed Export the mind map into Microsoft Project or Microsoft Word Source: Wikipedia

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22 of 34 Learning Objective (3 of 4) Display summary and detail project information graphically

23 of 34 Displaying Project Information Graphical representation addresses the need of visual learners  Makes presentations easier and more appealing Microsoft Project  Stores most of the information  But, it cannot easily display the data in graphical format MindManager  Project dashboard, requirements documentation, etc. WBS Chart Pro / PERT Chart EXPERT  Summary, by resource, by phase, etc.

24 of 34 Source: Mindjet

25 of 34 Source: Mindjet

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28 of 34 Source: Critical Tools

29 of 34 Source: Critical Tools

30 of 34 Source: Critical Tools

31 of 34 Learning Objective (4 of 4) Incorporate time bands when defining task dependencies

32 of 34 Source: Critical Tools

33 of 34 References Critical Tools. Project planning and graphing software. Mindjet. The Mindjet map gallery. map_library_browse.php?pid=0&cid=1&page=3&index=10. Project Management Institute, Inc Project Management Institute practice standard for work breakdown structures. Newtown Square, PA: Project Management Institute, Inc. Project Management Institute, Inc A guide to the project management body of knowledge. 3rd ed. Newtown Square, PA: Project Management Institute, Inc. Wikipedia. Mind map.

34 of 34 Contact Information Dr. John A. Estrella, CMC, PMP  Management Consultant Project management, business analysis, and software testing  International Author Courses, books, and products (  Professional Speaker Keynote, training, and webinar Web sites: Phone: (905)