Microsoft Project 2007 Bible

Description

Take control of your projects with this in-depth guide Whether you're managing a project for a small team or supervising a corporate assignment involving hundreds, the power of Microsoft Project 2007 and the detailed information in this comprehensive guide can keep you on track. From setting budgets to allocating resources to tracking results, each of the book's seven parts thoroughly focuses on key elements in a logical sequence so you can find what you need. Identify your goals and the scope of your projects Manage projects across organizations and multiple locations Get the most out of Gantt charts and views Assign tasks, check progress, and make adjustments Issue interim reports and look at the Big Picture Create a custom HTML page with VBA and VBScript Import and export Project information What's on the CD-ROM? You'll find a wealth of trial versions, demo software, sample projects, and bonus appendixes on the CD-ROM, including Milestones Professional(r) - Advanced formatting, calculation, Web publishing, and reporting features PERT Chart Expert - Create eye-opening PERT chart project plans PlanView(r) Project Portfolio Management - A comprehensive decision-making platform for enterprises WBS Chart Pro - Plan your projects with these graphing tools System Requirements: See the CD-ROM Appendix for details and complete system requirements. Note: CD-ROM/DVD and other supplementary materials are not included as part of eBook file. Microsoft Project 2007 Bible......Page 0 Contents......Page 8 Whom it’s for......Page 25 Margin icons......Page 26 Part II: Getting Your Project Going......Page 27 Part VI: Advanced Microsoft Project......Page 28 Project Management Glossary......Page 29 Part I: Project Management Basics......Page 31 Understanding Projects......Page 32 Critical path and slack......Page 33 Durations and milestones......Page 36 Diagrams that aid project management......Page 37 Managing projects with project management software......Page 40 What’s required of you......Page 41 What Microsoft Project can do to help......Page 42 Identifying your goal and the project’s scope......Page 43 Planning......Page 44 Revising......Page 45 Tracking......Page 46 Learning from your mistakes......Page 47 Summary......Page 48 Taking a First Look at Project......Page 50 Starting Project......Page 51 Working with the Project Guide......Page 52 Examining the Gantt Chart view......Page 58 Using Project menus......Page 60 Examining the toolbars......Page 64 Entering information......Page 65 Changing views......Page 67 What’s New in Project 2007......Page 68 Summary......Page 69 Part II: Getting Your Project Going......Page 70 Gathering Information......Page 72 Determining detail tasks......Page 73 Looking at dependencies......Page 74 Other ways to open or start projects......Page 75 Establishing Basic Project Information......Page 78 Looking at Project Calendars......Page 81 Setting calendar options......Page 82 Creating a new calendar......Page 83 Adjusting the calendar......Page 86 Entering Tasks......Page 90 Adding Subtasks......Page 93 Saving Project Files......Page 96 Saving files......Page 97 Protecting files......Page 98 Adjusting tasks in an outline......Page 99 Copying tasks......Page 102 Displaying and hiding tasks......Page 104 Using the Help system......Page 107 Finding online help......Page 110 Summary......Page 111 Establishing Timing for Tasks......Page 112 Fixed-duration tasks......Page 113 Fixed-work tasks......Page 114 Using the Gantt table......Page 115 Using the Task Information dialog box......Page 117 Using your mouse and the task bar......Page 119 Setting scheduling options......Page 120 Assigning a calendar to a task......Page 121 Creating milestones......Page 122 Timing for summary tasks......Page 123 Using Recurring Tasks......Page 124 Using deadline dates......Page 128 Setting constraints and deadline dates......Page 129 Manipulating the Gantt Chart to View Timing......Page 131 Entering Task Notes......Page 134 Understanding the interactions between constraints and dependencies......Page 137 Allowing for delays and overlap......Page 139 Finish-to-Start (FS)......Page 141 Start-to-Finish (SF)......Page 142 Start-to-Start (SS)......Page 144 Finish-to-Finish (FF)......Page 145 Setting finish-to-start dependencies......Page 146 Setting other types of dependencies......Page 147 Viewing Dependencies......Page 149 Summary......Page 151 Understanding Resources......Page 152 How resources work......Page 153 How Project gathers cost information......Page 154 Creating a Resource List......Page 155 Modifying Resource Information......Page 158 Specifying a booking type......Page 159 Creating a generic resource and assigning custom fields......Page 162 Creating a budget resource......Page 163 Adding notes to a resource......Page 164 Modifying a resource’s working hours......Page 166 Blocking off vacation time......Page 168 Assigning resources to tasks......Page 170 Assigning a budget resource......Page 172 Getting help while selecting resources to assign......Page 174 Some tips about resource assignments......Page 177 Removing or replacing a resource assignment......Page 179 Looking at the project’s cost......Page 180 Assigning a fixed cost to a task......Page 181 Assigning a fixed resource cost to a task......Page 182 Accounting for resource rate changes......Page 184 Summary......Page 187 Part III: Refining Your Project......Page 188 What Is a View?......Page 190 Changing a table......Page 191 Changing a Details section......Page 193 Examining Indicators......Page 194 Admiring the Views......Page 195 Calendar......Page 196 Detail Gantt......Page 197 Gantt Chart......Page 198 Leveling Gantt......Page 199 Tracking Gantt......Page 201 Multiple Baselines Gantt......Page 203 Network Diagram......Page 204 Descriptive Network Diagram......Page 209 Relationship Diagram......Page 210 PERT analysis views......Page 211 PERT Entry Sheet......Page 212 Optimistic Gantt......Page 213 Expected Gantt......Page 214 PERT Weights......Page 215 Resource Allocation......Page 217 Resource Form......Page 218 Resource Graph......Page 219 Resource Name Form......Page 220 Resource Sheet......Page 221 Resource Usage......Page 223 Rollup views......Page 224 Using the summary task bar......Page 225 Using the Rollup_Formatting macro......Page 227 Switching rollup views......Page 230 Task Details Form......Page 232 Task Entry......Page 233 Task Form......Page 234 Task Name Form......Page 235 Task Sheet......Page 236 Task Usage......Page 237 Printing Your Project......Page 238 Summary......Page 242 Changing row height and column width......Page 244 Hiding and inserting columns......Page 246 Adding fields to a usage view......Page 247 Switching tables......Page 249 Creating new tables or editing existing tables......Page 250 Working with views......Page 253 Adding views......Page 254 Creating a combination view......Page 256 Sorting tasks......Page 258 Creating WBS codes......Page 261 Renumbering WBS codes......Page 264 Defining outline numbers......Page 267 Filtering Views to Gain Perspective......Page 271 Applying a filter to a view......Page 275 Creating custom filters......Page 276 Using AutoFilters......Page 277 Using grouping......Page 278 Summary......Page 282 Changing Project’s Looks......Page 284 Using the Gantt Chart Wizard......Page 286 Formatting selected text......Page 290 Applying formatting to categories of text......Page 292 Formatting taskbars......Page 294 Changing the layout of the Gantt Chart......Page 299 Changing gridlines......Page 301 Formatting network diagram nodes......Page 302 Modifying node box styles......Page 303 Formatting fields that appear on nodes......Page 304 Changing the layout of the network diagram......Page 307 Formatting the Calendar view......Page 309 Formatting the Calendar entries......Page 310 Changing the Calendar layout......Page 311 Copying pictures......Page 313 Inserting visual objects......Page 320 Using the Drawing toolbar......Page 323 Modifying graphics and drawings......Page 326 Summary......Page 327 Resolving Scheduling Conflicts......Page 328 Adding resources to tasks......Page 329 Using overtime......Page 330 Adding time to tasks......Page 331 Adjusting slack......Page 332 Changing task constraints......Page 333 Adjusting dependencies......Page 336 Splitting a task......Page 338 Using the Critical Path to Shorten a Project......Page 340 Identifying the critical path......Page 341 Shortening the critical path......Page 344 Using Multiple Critical Paths......Page 346 Summary......Page 349 Conflicts Occur......Page 350 Spotting Resource Conflicts......Page 351 Using views to spot resource conflicts......Page 352 Using filters to spot resource conflicts......Page 354 Changing resource allocations......Page 356 Switching resources......Page 357 Adding or deleting a resource assignment......Page 359 Scheduling overtime......Page 360 Redefining a resource’s calendar......Page 361 Assigning part-time work......Page 363 Controlling when resources start working on a task......Page 365 Letting Project level resource loads......Page 366 Making adjustments to leveling......Page 369 Contouring resources......Page 371 Setting a contour pattern......Page 372 Contouring a resource’s availability......Page 374 Summary......Page 375 Part IV: Tracking Your Progress......Page 376 Understanding the Principles of Tracking......Page 378 Making adjustments as you go......Page 379 What is a baseline?......Page 381 Setting a baseline......Page 382 Adding a task to a baseline......Page 385 Using interim plans......Page 386 Viewing Progress with the Tracking Gantt View......Page 388 Interpreting the Tracking Gantt view......Page 389 The Task Variance table......Page 391 The Task Cost table......Page 392 The Task Work table......Page 393 Tackling the work of tracking......Page 394 Summary......Page 395 Organizing the Updating Process......Page 396 Understanding Calculation Options......Page 397 Updating Tasks to Reflect Actual Information......Page 400 Setting actual start and finish dates......Page 401 Recording actual durations......Page 402 Setting the Percent Complete value......Page 403 Setting work completed......Page 405 Setting remaining durations......Page 406 Using Actuals and Costs......Page 408 Using the Cost table for tasks......Page 409 Overriding resource cost valuations......Page 410 Tracking work or costs regularly......Page 413 Accelerating the updating process......Page 416 Letting Project reschedule uncompleted work......Page 418 Reviewing Progress......Page 419 Using the Tracking Gantt view......Page 420 Using the Work table for tasks......Page 421 Viewing progress lines......Page 422 Summary......Page 424 Reporting on Progress......Page 426 Creating Text Reports......Page 427 Critical Tasks......Page 430 Milestones......Page 432 Generating reports on costs......Page 433 Cash Flow......Page 434 Earned Value......Page 435 Overbudget reports......Page 437 Tasks Starting Soon......Page 439 Completed Tasks......Page 442 Slipping Tasks......Page 443 Who Does What When......Page 444 Overallocated Resources......Page 447 Reporting on workloads......Page 448 Resource Usage......Page 449 Custom reports......Page 452 Customizing an existing report......Page 454 Visual Reporting......Page 458 Task Usage reports......Page 459 Earned Value Over Time Report......Page 460 Cash Flow Report......Page 461 Resource Availability Report......Page 462 Resource Cost Summary Report......Page 463 Resource Work Availability Report......Page 464 Resource Work Summary Report......Page 465 Baseline Cost Report......Page 466 Baseline Report......Page 467 Baseline Work Report......Page 468 Budget Cost Report......Page 469 Budget Work Report......Page 470 Critical Tasks Status Report......Page 471 Task Status Report......Page 472 Resource Remaining Work Report......Page 473 Resource Status Report......Page 474 Customizing visual report templates......Page 475 Summary......Page 478 Understanding Earned Value......Page 480 Understanding earned value fields......Page 481 Using the Physical % Complete method to calculate earned value......Page 483 Setting the date for earned-value calculations......Page 484 Using the Earned Value table for tasks......Page 486 Using the Earned Value table for resources......Page 487 Using the Earned Value Cost Indicators and Earned Value Schedule Indicators tables......Page 488 Evaluating Cost Information......Page 490 Charting earned value......Page 491 Using PivotTables for analysis......Page 498 Making Adjustments During the Project......Page 503 Modifying resource assignments......Page 504 Summary......Page 505 Part V: Working in Groups......Page 506 Consolidating Projects......Page 508 Setting up to use consolidation......Page 509 Inserting a project......Page 511 Using inserted projects and their source files......Page 517 Consolidating all open projects: A shortcut......Page 518 Moving subprojects within a consolidated project......Page 519 Linking tasks across projects......Page 520 Changing links across projects......Page 522 Consolidated projects — to save or not to save......Page 523 Viewing Multiple Projects......Page 525 Viewing the Critical Path across Projects......Page 526 Sharing Resources Among Projects......Page 529 Creating a resource pool and sharing the resources......Page 530 Opening a project that uses a resource pool......Page 531 Updating information in the resource pool......Page 532 Quit sharing resources......Page 533 Summary......Page 535 Understanding Project Server and Project Web Access......Page 536 What’s New in Project Server 2007......Page 539 Identify staff members to interview......Page 541 Conduct interviews......Page 542 Establishing and enforcing organizational standards......Page 543 Developing a strategy for implementation and configuration......Page 546 Avoiding the Pitfalls......Page 547 Summary......Page 548 Reviewing Requirements......Page 550 Meeting hardware requirements......Page 551 Assessing the network environment......Page 552 Considering software/hardware scenarios......Page 553 Installing Peripheral Software......Page 554 Checking the SQL version......Page 555 Enabling IIS......Page 556 Checking the IIS mode......Page 558 Setting Up Windows Security Accounts......Page 559 Site Collection Owner account......Page 560 Creating an account......Page 561 Installing Project Server and Windows SharePoint Services......Page 563 Connecting to Project Server through Project Web Access......Page 569 Summary......Page 570 Project Server and the Administrator......Page 572 Double-Checking Settings......Page 573 Specifying Project Server features for your organization......Page 575 Managing Windows SharePoint Services......Page 577 Managing security templates......Page 579 Managing groups......Page 581 Working with categories......Page 583 Managing Users......Page 586 Working with Views......Page 589 Working with the Enterprise Global......Page 591 Defining Enterprise custom fields......Page 593 Creating Enterprise calendars......Page 596 Setting Up and Editing Enterprise Resources......Page 597 Creating the Enterprise Resource Pool......Page 598 Editing resources in the Enterprise Resource Pool......Page 599 Importing Projects......Page 601 Financial Periods......Page 603 Timesheet Periods......Page 604 Timesheet classifications......Page 605 Timesheet Settings and Defaults......Page 606 Task Settings and Display......Page 608 Close Tasks to Update......Page 610 Setting Up Administrative Time......Page 611 Control the appearance of the Quick Launch pane......Page 612 Selecting the Gantt taskbar styles and timescales......Page 613 Selecting grouping formats......Page 614 Checking in enterprise projects and resources......Page 615 Managing information in the Project Server databases......Page 617 Schedule backups......Page 618 Restore a backup......Page 619 Managing the Queue......Page 620 Migrating the Analysis Services Repository......Page 622 Configuring the cube......Page 625 Establish cube building settings......Page 626 Checking cube building status......Page 627 Enabling users to view the cube......Page 628 Managing operations......Page 631 Alerts and reminders......Page 632 Configuring the server-side event handler......Page 633 Synchronizing the Enterprise Resource Pool with an Active Directory Group......Page 634 Working with Project Workspaces......Page 635 Summary......Page 637 Creating a Project Server logon account......Page 640 Understanding the structure of the Project Server database......Page 643 Reviewing a project’s Web-based options......Page 644 Storing a draft project in the Project Server database......Page 645 Working with Web-Based Projects......Page 646 Understanding the Open dialog box......Page 647 Opening a draft project or a published project......Page 648 Managing the local cache......Page 649 Viewing Project Server pages in Project Professional......Page 651 Using activity plans and proposals......Page 652 Assigning Resources to Projects......Page 655 Adding enterprise resources to your project......Page 656 Replacing generic resources with real resources......Page 657 Using the Resource Substitution Wizard......Page 658 Assigning resources using Project Web Access......Page 662 Establishing a tracking method......Page 667 Setting up status reports......Page 669 Receiving updates from team members......Page 671 Working with issues and risks......Page 674 Tracking issues......Page 675 Tracking risks......Page 679 Managing deliverables......Page 680 Summary......Page 683 Logging on to Project Web Access......Page 684 Reviewing the Home Page......Page 685 Customizing the Home Page......Page 686 Viewing Information......Page 689 Working with your tasks......Page 690 Entering time on tasks......Page 692 Submitting task updates......Page 693 Adding tasks......Page 694 Reassigning a task......Page 696 Working with your timesheet......Page 697 Saving timesheet entries......Page 699 Reporting administrative time......Page 700 Setting up integration......Page 701 Setting integration options......Page 703 Importing Project Web Access assignments into Outlook......Page 704 Updating Project Web Access with Outlook information......Page 706 Working with Documents......Page 707 Reporting Status......Page 710 Summary......Page 712 Reviewing Your Portfolio......Page 714 Identifying Trends and Potential Problems......Page 719 Summary......Page 722 Part VI: Advanced Microsoft Project......Page 724 Using Custom Fields......Page 726 Creating a custom field......Page 727 Using a custom field for data entry......Page 729 Using formulas in custom fields......Page 731 Setting levels of Undo......Page 736 Windows taskbar icons......Page 737 Saving Project files......Page 739 Using the Organizer......Page 741 Combining or separating toolbars......Page 742 Adding and deleting tools from a toolbar......Page 746 Creating custom toolbars......Page 747 Changing and editing button images......Page 749 Adding menus......Page 752 Assigning new commands......Page 754 Summary......Page 756 Using Macros......Page 758 Recording Macros......Page 759 Running Macros......Page 763 Assigning a macro to a toolbar button......Page 764 Assigning a macro to a menu command......Page 768 Assigning a keyboard shortcut to a macro......Page 774 Summary......Page 775 Customizing Microsoft Project Using VBA and Active Scripting......Page 776 Recording a macro to create a filter for critical tasks......Page 777 Editing the macro to show only specified resources......Page 780 Testing the code......Page 781 Example Two: Creating a UserForm Object to Adjust Work......Page 785 Creating a UserForm......Page 786 Adjusting the size of the UserForm......Page 787 Adding controls to the UserForm......Page 788 Adding code to display resource names......Page 794 Adding code to the OK button to change work......Page 796 Adding code to the Cancel button......Page 799 Adding a sub procedure to show the UserForm......Page 800 Example Three: Customizing the Project Guide......Page 801 Project Guide XML document elements......Page 803 Customizing the Project Guide to create a new project......Page 807 Adding a new task to the Tasks goal area......Page 808 Creating a custom HTML page......Page 809 Summary......Page 813 Understanding General Importing and Exporting Concepts......Page 814 Saving reporting information in an OLAP Cube or an Access database......Page 815 Exporting to Office files......Page 817 Sending Project data to Excel......Page 818 Sending Project data to Microsoft Word......Page 822 Exporting Project information to a graphic image......Page 824 Exporting to text files......Page 826 Importing Information......Page 827 Bringing Excel workbook information into Project......Page 828 Bringing Access database information into Project......Page 830 Bringing Outlook task lists into Project......Page 831 Bringing Word document information into Project......Page 832 Importing other files......Page 837 Importing Microsoft Project Exchange files......Page 838 Troubleshooting......Page 839 Linked or embedded objects don’t import or export......Page 840 The imported project is empty......Page 841 Summary......Page 842 Case 1......Page 844 Problem solution......Page 845 Business benefits......Page 847 Problem statement......Page 848 Problem statement......Page 849 Problem solvers......Page 850 Problem solution......Page 851 Problem solver......Page 852 Problem solution......Page 853 Case 6......Page 854 Problem solution......Page 855 Project solution......Page 856 Summary......Page 857 Part VII: Appendixes......Page 858 System Requirements......Page 860 Software on the CD-ROM......Page 861 Milestones Professional......Page 862 PertMaster Project Risk......Page 863 WBS Chart Pro......Page 864 What’s on the Web Site......Page 865 Troubleshooting......Page 866 Phase I: Research......Page 868 Phase II: Planning......Page 870 Phase III: Creating Your Project Schedule......Page 872 Tracking procedures checklist......Page 873 Phase V: Preparing for the Next Project......Page 874 Appendix C: Available Fields and Functions for Custom Field Formulas......Page 878 Associations......Page 894 Books......Page 897 Journals and magazines......Page 898 Software Products......Page 899 Glossary......Page 904 Index......Page 910