Ms Project 2007 Look Inside

Mastering Microsoft Project 2007
Courseware by
Review Copy. Not for Distribution.

The Versatile Company, 2007. All Rights Reserved.
This preview of Microsoft Project 2007 is strictly a sample of the courseware. This particular download has the table of contents and the first seven pages to the Creating a Work Breakdown Structure chapter. We hope you like the courseware and if you would like to join our Evergreen Partner Program to purchase the books at a discount, Please contact Jon Wagner at 206-4172295.
Copyright
Copyright 2007 by The VERSATILE Company, Seattle, Washington. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without prior written permission of The VERSATILE Company
The VERSATILE Company 12360 Lake City Way NE, Suite 460 Seattle, Washington 98125 USA (206) 417-2290 www.versatilecompany.com

The VERSATILE Company, Seattle, Washington - 033007
Abstract
To get the most from any project management software, the user must understand the project management techniques upon which the software is based. This course presents the most popular project management software in the context of how a project manager will use it. Participants in this course learn the functions of the software and the project management concepts which make the software effective. This presentation begins with the basic concepts and leads participants through all the functions theyll need to plan and manage a small to medium-sized project, including how to level resources and capture both cost and schedule progress.
Audience
Project managers who need to incorporate the discipline of project management with Microsoft Project software tools.
Learning Objectives
Upon completion of this course, participants will be able to: Understand the discipline of project management as it applies to using Project. Create a Work Breakdown Structure Identify Task Relationships Dene Resources within Project Make Work Package Estimates Create an Initial Schedule Create a Resource Leveled Schedule Manage and track the project through the software Format Output and Print Reports Integrate Multiple Projects

Course Outline
1. Introduction to Mastering Microsoft Project 2. Creating a Work Breakdown Structure 3. Identifying Task Relationships 4. De ning Resources within Project 5. Making Work Package Estimates 6. Creating an initial Schedule 7. Create a Resource Leveled Schedule 8. Managing the Project 9. Formatting Output and Printing Reports 10. Managing Multiple Projects

ii
Table of Contents
Introduction to Project Professional 2007 . . . . . . . . . . . . . . . . . . . . . . . 1 What is a Project? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 The Five Project Success Factors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 The Project Lifecycle: A Framework for Success . . . . . . . . . . . . . . . . . 4 Project Denition and the Project Plan . . . . . . . . . . . . . . . . . . . . . . . . . 5 The Five-Step Planning Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 How Project Management Software Displays Information . . . . . . . . . . 7 Navigating the Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Understanding Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Quick Access to Views and Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Split Screen Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Insert a Column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Custom Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 The Project Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Custom Project Guides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Creating a Work Breakdown Structure . . . . . . . . . . . . . . . . . . . . . . . . . 17 Identifying Project Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Show Project Summary Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Organizing the WBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Grouping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Grouping Demonstration and Discussion . . . . . . . . . . . . . . . . . . . . . . . 24 WBS Number vs. Outlining. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Task Outline Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Custom WBS Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Application of a WBS Prex (Mask) . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 WBS Before and After the Prex (Mask) is Applied . . . . . . . . . . . . . . 29 Task Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

iii
Table of Contents
Evaluating the WBS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Before Entering a WBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Exercise 1: Manipulate a WBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 WBS Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Using a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Editing a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Creating a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Identifying Task Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Determining Task Sequence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Types of Task Relationships (Dependencies). . . . . . . . . . . . . . . . . . . . . 41 Methods of Creating the Relationship . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Using Lag to Manage Time Between Tasks . . . . . . . . . . . . . . . . . . . . . 44 Lag, Lead and Delay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 The Network Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Formatting the Network Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Formatting to Show Specic Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Formatting to Network Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Exercise 2: Display the Sequence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Dening Resources within Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Resource Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Resource Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Resource Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Resource Costs: Cost Rate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Resource Calendar and Exceptions to the Base Calendar . . . . . . . . . . . 57 Task Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Resource Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
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Table of Contents
Exceptions to Calendars. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Exercise 3: Resource Calendar and Availability . . . . . . . . . . . . . . . . . . 61 Making Work Package Estimates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Work Package Estimates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Duration Estimates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Assigning Resources to Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Assigning Resources to Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Effort and Task Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Effort Driven Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Default Task Type and Effort Driven Settings . . . . . . . . . . . . . . . . . . . 72 Exercise 4: Work, Duration and Labor . . . . . . . . . . . . . . . . . . . . . . . . . 73 Resource Delay Within a Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Creating an Initial Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Calculate the Schedule: The Theory Behind the Software . . . . . . . . . . 76 Critical Path . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Schedule Float . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Constraints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Deadlines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Task Relationships and Crashing a Schedule . . . . . . . . . . . . . . . . . . . . 83 Milestones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Exercise 5: Calculating an Initial Schedule . . . . . . . . . . . . . . . . . . . . . . 87 PERT Estimating . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Create a Resource Leveled Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Project Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Resource Graph and Resource Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Resource Usage View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Resource Allocation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Table of Contents
Task Usage View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Realistic Resource Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Resource Leveling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Manual Leveling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Leveling Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Leveling Settings Dened - Leveling Calculations . . . . . . . . . . . . . . . . 98 Leveling Settings Dened - Resolving Overallocations . . . . . . . . . . . . 99 The Leveling Gantt Demonstrates Results of Leveling. . . . . . . . . . . . . 101 Exercise 6: Resource Leveling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Managing the Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Tracking Field Denitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Creating the Project Baseline. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105 Displaying the Baseline on a Gantt Chart . . . . . . . . . . . . . . . . . . . . . . . 106 The Tracking Gantt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Exercise 7: The Baseline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Recording Progress Using % Complete. . . . . . . . . . . . . . . . . . . . . . . . . 108 Updating Task and Resource Status . . . . . . . . . . . . . . . . . . . . . . . . . . . 109 Recording Progress Using Actual Work . . . . . . . . . . . . . . . . . . . . . . . . 110 Exercise 8: Baselining & Tracking Performance. . . . . . . . . . . . . . . . . . 111 Variance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 Percent Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Evaluating and Displaying Variance . . . . . . . . . . . . . . . . . . . . . . . . . . . 117 Exercise 9: Variance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Schedule Interruptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 Splitting Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120 Rescheduling Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
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Table of Contents
Formatting Output and Printing Reports . . . . . . . . . . . . . . . . . . . . . . . 123 Using the Gantt Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 Visual Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 Standard Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132 Custom Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132 Editing a Custom Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 Copy Picture to Ofce Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135 More Formatting for the Gantt Chart . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Reporting Against Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141 Creating a Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142 Exercise 10: Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144 Managing Multiple Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145 Integrating Multiple Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146 Consolidating Project Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147 Resource Pools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149 The Consolidated Project: Is it Realistic? . . . . . . . . . . . . . . . . . . . . . . . 150 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

vii
Creating a Work Breakdown Structure
Learning Objective
Participants are able to create a useful work breakdown structure and enter it into Project. Participants will be able to use Project to: Build and use summary and subordinate tasks Understand and use milestones Develop WBS outlines Assign completion criteria Evaluate the WBS Understand and use WBS templates

17
Identifying Project Tasks

Each subsequent level in a WBS is a subset of the previous level and shows an increased level of detail. This is called top-down design. Summary Tasks: Any task with subordinate tasks is a summary task. Work Packages: The lowest level task on any leg is called a work package. Work packages are assigned, tracked and executed. When we have executed every work package on the project plan, we have nished the project.
The topmost node of a WBS is the project.
The lowest nodes in any arm of a WBS are called Work Packages. In Project, these are called subordinate tasks.
Cost: The cost of a summary task is equal to the sum of the costs of its subordinates. Schedule: The start of a summary task corresponds with the earliest start of a subordinate. The nish of a summary task corresponds with the nish of the latest subordinate.

NOTES
18
Show Project Summary Task

Figure 10. Show Project Summary Task
Path to this screen: Tools > Options > View Tab > Check the: Show project summary task box

NOTES
19
Figure 11. Without Project Summary Task
Figure 12. With Project Summary Task

20
Organizing the WBS

There are many ways to Move a task left (outdent) or right (indent) in the outline: Use the shortcut key Alt + Shift + left or right arrow key Use the icon on the toolbar Go to PROJECT > Outline, Indent or Outdent
Move up or down: If you want to move the entire task, make sure to select the entire row before trying to move it. Then use one of these techniques: Cut and Paste Drag and Drop Click on the task id and okay the task to its new location with the mouse.
Insert and Delete: The Insert key will insert a new task. Same as going to INSERT > New task. When a cell is selected, delete will delete cell contents. If entire task is selected it will delete the task from the project. Deleting a summary task will trigger a warning message. All subordinate work packages will be deleted when the summary task is deleted.
Expand / Collapse the outline: Pressing Alt, Shift and + or - at the same time will expand and collapse a leg of the WBS. Look at the outlining formatting for additional icons. Use the Show button on the Formatting Toolbar.

NOTES
21
Grouping
Grouping is another way to organize. The ability to group tasks into categories gives the project manager the exibility to analyze and present the project data in customized and meaningful ways. Grouping is not limited to the pre-dened Groups. There are 30 text and 20 number elds that allow the user to dene custom Groups. For example a Text1 eld may be populated with each tasks location or city. Grouping on the Text1 eld would then organize the project tasks by city, rolling the data from the cities to their Group and then to the project level! Groups are accessed from MS Projects menus by choosing ProjectGroup by: and then either selecting a pre-dened Grouping or choosing More Groups
Figure 13. More Groups
Path to this screen: Project > Group by > More Groups

NOTES
22
In the More Groups dialog, the New button allows the user to modify existing Group denitions or to create a new Group. It is here that customized Grouping solutions are created.
Figure 14. Group Denition of Critical
What are the reporting needs placed upon the project manager in your organization, and how would you Group the project to achieve those reporting needs? Answer these questions with Grouping and cut the time needed to organize and report signicantly!

NOTES
23
Grouping Demonstration and Discussion

A Custom Group is a powerful, meaningful method of organizing the project. In the Grouping below, the Text1 eld contains each tasks geographical location. Notice that the Text1 eld has been renamed Location.
Figure 15. Grouping Demonstration

NOTES
24

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Mastering Microsoft Project 2007

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Mastering Microsoft Project 2007

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The VERSATILE Company, Seattle, Washington - 033007

Mastering Microsoft Project 2007

Review Copy. Not for Distribution.

The VERSATILE Company, Seattle, Washington - 033007

Mastering Microsoft Project 2007

Review Copy. Not for Distribution.

The VERSATILE Company, Seattle, Washington - 033007

Mastering Microsoft Project 2007

Review Copy. Not for Distribution.

The VERSATILE Company, Seattle, Washington - 033007

Mastering Microsoft Project 2007

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The VERSATILE Company, Seattle, Washington - 033007

Mastering Microsoft Project 2007

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The VERSATILE Company, Seattle, Washington - 033007

Mastering Microsoft Project 2007

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The VERSATILE Company, Seattle, Washington - 033007

Mastering Microsoft Project 2007

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The VERSATILE Company, Seattle, Washington - 033007

Creating a Work Breakdown Structure

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The VERSATILE Company, Seattle, Washington - 033007

Creating a Work Breakdown Structure

Identifying Project Tasks

The topmost node of a WBS is the project.

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Creating a Work Breakdown Structure

Show Project Summary Task

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Creating a Work Breakdown Structure

Figure 11. Without Project Summary Task

Figure 12. With Project Summary Task

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Creating a Work Breakdown Structure

Organizing the WBS

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Creating a Work Breakdown Structure

Path to this screen: Project > Group by > More Groups

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Creating a Work Breakdown Structure

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Creating a Work Breakdown Structure

Grouping Demonstration and Discussion

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