Microsoft Project 2007 Bible

Description

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 Microsoft Project 2007 Bible......Page 1 Contents......Page 12 Whom it’s for......Page 30 Margin icons......Page 31 Part II: Getting Your Project Going......Page 32 Part VI: Advanced Microsoft Project......Page 33 Project Management Glossary......Page 34 Part I: Project Management Basics......Page 38 Understanding Projects......Page 40 Critical path and slack......Page 41 Durations and milestones......Page 44 Diagrams that aid project management......Page 45 Managing projects with project management software......Page 48 What’s required of you......Page 49 What Microsoft Project can do to help......Page 50 Identifying your goal and the project’s scope......Page 51 Planning......Page 52 Revising......Page 53 Tracking......Page 54 Learning from your mistakes......Page 55 Summary......Page 56 Taking a First Look at Project......Page 58 Starting Project......Page 59 Working with the Project Guide......Page 60 Examining the Gantt Chart view......Page 66 Using Project menus......Page 68 Examining the toolbars......Page 72 Entering information......Page 73 Changing views......Page 75 What’s New in Project 2007......Page 76 Summary......Page 77 Part II: Getting Your Project Going......Page 78 Gathering Information......Page 80 Determining detail tasks......Page 81 Looking at dependencies......Page 82 Other ways to open or start projects......Page 83 Establishing Basic Project Information......Page 86 Looking at Project Calendars......Page 89 Setting calendar options......Page 90 Creating a new calendar......Page 91 Adjusting the calendar......Page 94 Entering Tasks......Page 98 Adding Subtasks......Page 101 Saving Project Files......Page 104 Saving files......Page 105 Protecting files......Page 106 Adjusting tasks in an outline......Page 107 Copying tasks......Page 110 Displaying and hiding tasks......Page 112 Using the Help system......Page 115 Finding online help......Page 118 Summary......Page 119 Establishing Timing for Tasks......Page 120 Fixed-duration tasks......Page 121 Fixed-work tasks......Page 122 Using the Gantt table......Page 123 Using the Task Information dialog box......Page 125 Using your mouse and the task bar......Page 127 Setting scheduling options......Page 128 Assigning a calendar to a task......Page 129 Creating milestones......Page 130 Timing for summary tasks......Page 131 Using Recurring Tasks......Page 132 Using deadline dates......Page 136 Setting constraints and deadline dates......Page 137 Manipulating the Gantt Chart to View Timing......Page 139 Entering Task Notes......Page 142 Understanding the interactions between constraints and dependencies......Page 145 Allowing for delays and overlap......Page 147 Finish-to-Start (FS)......Page 149 Start-to-Finish (SF)......Page 150 Start-to-Start (SS)......Page 152 Finish-to-Finish (FF)......Page 153 Setting finish-to-start dependencies......Page 154 Setting other types of dependencies......Page 155 Viewing Dependencies......Page 157 Summary......Page 159 Understanding Resources......Page 160 How resources work......Page 161 How Project gathers cost information......Page 162 Creating a Resource List......Page 163 Modifying Resource Information......Page 166 Specifying a booking type......Page 167 Creating a generic resource and assigning custom fields......Page 170 Creating a budget resource......Page 171 Adding notes to a resource......Page 172 Modifying a resource’s working hours......Page 174 Blocking off vacation time......Page 176 Assigning resources to tasks......Page 178 Assigning a budget resource......Page 180 Getting help while selecting resources to assign......Page 182 Some tips about resource assignments......Page 185 Removing or replacing a resource assignment......Page 187 Looking at the project’s cost......Page 188 Assigning a fixed cost to a task......Page 189 Assigning a fixed resource cost to a task......Page 190 Accounting for resource rate changes......Page 192 Summary......Page 195 Part III: Refining Your Project......Page 196 What Is a View?......Page 198 Changing a table......Page 199 Changing a Details section......Page 201 Examining Indicators......Page 202 Admiring the Views......Page 203 Calendar......Page 204 Detail Gantt......Page 205 Gantt Chart......Page 206 Leveling Gantt......Page 207 Tracking Gantt......Page 209 Multiple Baselines Gantt......Page 211 Network Diagram......Page 212 Descriptive Network Diagram......Page 217 Relationship Diagram......Page 218 PERT analysis views......Page 219 PERT Entry Sheet......Page 220 Optimistic Gantt......Page 221 Expected Gantt......Page 222 PERT Weights......Page 223 Resource Allocation......Page 225 Resource Form......Page 226 Resource Graph......Page 227 Resource Name Form......Page 228 Resource Sheet......Page 229 Resource Usage......Page 231 Rollup views......Page 232 Using the summary task bar......Page 233 Using the Rollup_Formatting macro......Page 235 Switching rollup views......Page 238 Task Details Form......Page 240 Task Entry......Page 241 Task Form......Page 242 Task Name Form......Page 243 Task Sheet......Page 244 Task Usage......Page 245 Printing Your Project......Page 246 Summary......Page 250 Changing row height and column width......Page 252 Hiding and inserting columns......Page 254 Adding fields to a usage view......Page 255 Switching tables......Page 257 Creating new tables or editing existing tables......Page 258 Working with views......Page 261 Adding views......Page 262 Creating a combination view......Page 264 Sorting tasks......Page 266 Creating WBS codes......Page 269 Renumbering WBS codes......Page 272 Defining outline numbers......Page 275 Filtering Views to Gain Perspective......Page 279 Applying a filter to a view......Page 283 Creating custom filters......Page 284 Using AutoFilters......Page 285 Using grouping......Page 286 Summary......Page 290 Changing Project’s Looks......Page 292 Using the Gantt Chart Wizard......Page 294 Formatting selected text......Page 298 Applying formatting to categories of text......Page 300 Formatting taskbars......Page 302 Changing the layout of the Gantt Chart......Page 307 Changing gridlines......Page 309 Formatting network diagram nodes......Page 310 Modifying node box styles......Page 311 Formatting fields that appear on nodes......Page 312 Changing the layout of the network diagram......Page 315 Formatting the Calendar view......Page 317 Formatting the Calendar entries......Page 318 Changing the Calendar layout......Page 319 Copying pictures......Page 321 Inserting visual objects......Page 328 Using the Drawing toolbar......Page 331 Modifying graphics and drawings......Page 334 Summary......Page 335 Resolving Scheduling Conflicts......Page 336 Adding resources to tasks......Page 337 Using overtime......Page 338 Adding time to tasks......Page 339 Adjusting slack......Page 340 Changing task constraints......Page 341 Adjusting dependencies......Page 344 Splitting a task......Page 346 Using the Critical Path to Shorten a Project......Page 348 Identifying the critical path......Page 349 Shortening the critical path......Page 352 Using Multiple Critical Paths......Page 354 Summary......Page 357 Conflicts Occur......Page 358 Spotting Resource Conflicts......Page 359 Using views to spot resource conflicts......Page 360 Using filters to spot resource conflicts......Page 362 Changing resource allocations......Page 364 Switching resources......Page 365 Adding or deleting a resource assignment......Page 367 Scheduling overtime......Page 368 Redefining a resource’s calendar......Page 369 Assigning part-time work......Page 371 Controlling when resources start working on a task......Page 373 Letting Project level resource loads......Page 374 Making adjustments to leveling......Page 377 Contouring resources......Page 379 Setting a contour pattern......Page 380 Contouring a resource’s availability......Page 382 Summary......Page 383 Part IV: Tracking Your Progress......Page 384 Understanding the Principles of Tracking......Page 386 Making adjustments as you go......Page 387 What is a baseline?......Page 389 Setting a baseline......Page 390 Adding a task to a baseline......Page 393 Using interim plans......Page 394 Viewing Progress with the Tracking Gantt View......Page 396 Interpreting the Tracking Gantt view......Page 397 The Task Variance table......Page 399 The Task Cost table......Page 400 The Task Work table......Page 401 Tackling the work of tracking......Page 402 Summary......Page 403 Organizing the Updating Process......Page 404 Understanding Calculation Options......Page 405 Updating Tasks to Reflect Actual Information......Page 408 Setting actual start and finish dates......Page 409 Recording actual durations......Page 410 Setting the Percent Complete value......Page 411 Setting work completed......Page 413 Setting remaining durations......Page 414 Using Actuals and Costs......Page 416 Using the Cost table for tasks......Page 417 Overriding resource cost valuations......Page 418 Tracking work or costs regularly......Page 421 Accelerating the updating process......Page 424 Letting Project reschedule uncompleted work......Page 426 Reviewing Progress......Page 427 Using the Tracking Gantt view......Page 428 Using the Work table for tasks......Page 429 Viewing progress lines......Page 430 Summary......Page 432 Reporting on Progress......Page 434 Creating Text Reports......Page 435 Critical Tasks......Page 438 Milestones......Page 440 Generating reports on costs......Page 441 Cash Flow......Page 442 Earned Value......Page 443 Overbudget reports......Page 445 Tasks Starting Soon......Page 447 Completed Tasks......Page 450 Slipping Tasks......Page 451 Who Does What When......Page 452 Overallocated Resources......Page 455 Reporting on workloads......Page 456 Resource Usage......Page 457 Custom reports......Page 460 Customizing an existing report......Page 462 Visual Reporting......Page 466 Task Usage reports......Page 467 Earned Value Over Time Report......Page 468 Cash Flow Report......Page 469 Resource Availability Report......Page 470 Resource Cost Summary Report......Page 471 Resource Work Availability Report......Page 472 Resource Work Summary Report......Page 473 Baseline Cost Report......Page 474 Baseline Report......Page 475 Baseline Work Report......Page 476 Budget Cost Report......Page 477 Budget Work Report......Page 478 Critical Tasks Status Report......Page 479 Task Status Report......Page 480 Resource Remaining Work Report......Page 481 Resource Status Report......Page 482 Customizing visual report templates......Page 483 Summary......Page 486 Understanding Earned Value......Page 488 Understanding earned value fields......Page 489 Using the Physical % Complete method to calculate earned value......Page 491 Setting the date for earned-value calculations......Page 492 Using the Earned Value table for tasks......Page 494 Using the Earned Value table for resources......Page 495 Using the Earned Value Cost Indicators and Earned Value Schedule Indicators tables......Page 496 Evaluating Cost Information......Page 498 Charting earned value......Page 499 Using PivotTables for analysis......Page 506 Making Adjustments During the Project......Page 511 Modifying resource assignments......Page 512 Summary......Page 513 Part V: Working in Groups......Page 514 Consolidating Projects......Page 516 Setting up to use consolidation......Page 517 Inserting a project......Page 519 Using inserted projects and their source files......Page 525 Consolidating all open projects: A shortcut......Page 526 Moving subprojects within a consolidated project......Page 527 Linking tasks across projects......Page 528 Changing links across projects......Page 530 Consolidated projects — to save or not to save......Page 531 Viewing Multiple Projects......Page 533 Viewing the Critical Path across Projects......Page 534 Sharing Resources Among Projects......Page 537 Creating a resource pool and sharing the resources......Page 538 Opening a project that uses a resource pool......Page 539 Updating information in the resource pool......Page 540 Quit sharing resources......Page 541 Summary......Page 543 Understanding Project Server and Project Web Access......Page 544 What’s New in Project Server 2007......Page 547 Identify staff members to interview......Page 549 Conduct interviews......Page 550 Establishing and enforcing organizational standards......Page 551 Developing a strategy for implementation and configuration......Page 554 Avoiding the Pitfalls......Page 555 Summary......Page 556 Reviewing Requirements......Page 558 Meeting hardware requirements......Page 559 Assessing the network environment......Page 560 Considering software/hardware scenarios......Page 561 Installing Peripheral Software......Page 562 Checking the SQL version......Page 563 Enabling IIS......Page 564 Checking the IIS mode......Page 566 Setting Up Windows Security Accounts......Page 567 Site Collection Owner account......Page 568 Creating an account......Page 569 Installing Project Server and Windows SharePoint Services......Page 571 Connecting to Project Server through Project Web Access......Page 577 Summary......Page 578 Project Server and the Administrator......Page 580 Double-Checking Settings......Page 581 Specifying Project Server features for your organization......Page 583 Managing Windows SharePoint Services......Page 585 Managing security templates......Page 587 Managing groups......Page 589 Working with categories......Page 591 Managing Users......Page 594 Working with Views......Page 597 Working with the Enterprise Global......Page 599 Defining Enterprise custom fields......Page 601 Creating Enterprise calendars......Page 604 Setting Up and Editing Enterprise Resources......Page 605 Creating the Enterprise Resource Pool......Page 606 Editing resources in the Enterprise Resource Pool......Page 607 Importing Projects......Page 609 Financial Periods......Page 611 Timesheet Periods......Page 612 Timesheet classifications......Page 613 Timesheet Settings and Defaults......Page 614 Task Settings and Display......Page 616 Close Tasks to Update......Page 618 Setting Up Administrative Time......Page 619 Control the appearance of the Quick Launch pane......Page 620 Selecting the Gantt taskbar styles and timescales......Page 621 Selecting grouping formats......Page 622 Checking in enterprise projects and resources......Page 623 Managing information in the Project Server databases......Page 625 Schedule backups......Page 626 Restore a backup......Page 627 Managing the Queue......Page 628 Migrating the Analysis Services Repository......Page 630 Configuring the cube......Page 633 Establish cube building settings......Page 634 Checking cube building status......Page 635 Enabling users to view the cube......Page 636 Managing operations......Page 639 Alerts and reminders......Page 640 Configuring the server-side event handler......Page 641 Synchronizing the Enterprise Resource Pool with an Active Directory Group......Page 642 Working with Project Workspaces......Page 643 Summary......Page 645 Creating a Project Server logon account......Page 648 Understanding the structure of the Project Server database......Page 651 Reviewing a project’s Web-based options......Page 652 Storing a draft project in the Project Server database......Page 653 Working with Web-Based Projects......Page 654 Understanding the Open dialog box......Page 655 Opening a draft project or a published project......Page 656 Managing the local cache......Page 657 Viewing Project Server pages in Project Professional......Page 659 Using activity plans and proposals......Page 660 Assigning Resources to Projects......Page 663 Adding enterprise resources to your project......Page 664 Replacing generic resources with real resources......Page 665 Using the Resource Substitution Wizard......Page 666 Assigning resources using Project Web Access......Page 670 Establishing a tracking method......Page 675 Setting up status reports......Page 677 Receiving updates from team members......Page 679 Working with issues and risks......Page 682 Tracking issues......Page 683 Tracking risks......Page 687 Managing deliverables......Page 688 Summary......Page 691 Logging on to Project Web Access......Page 692 Reviewing the Home Page......Page 693 Customizing the Home Page......Page 694 Viewing Information......Page 697 Working with your tasks......Page 698 Entering time on tasks......Page 700 Submitting task updates......Page 701 Adding tasks......Page 702 Reassigning a task......Page 704 Working with your timesheet......Page 705 Saving timesheet entries......Page 707 Reporting administrative time......Page 708 Setting up integration......Page 709 Setting integration options......Page 711 Importing Project Web Access assignments into Outlook......Page 712 Updating Project Web Access with Outlook information......Page 714 Working with Documents......Page 715 Reporting Status......Page 718 Summary......Page 720 Reviewing Your Portfolio......Page 722 Identifying Trends and Potential Problems......Page 727 Summary......Page 730 Part VI: Advanced Microsoft Project......Page 732 Using Custom Fields......Page 734 Creating a custom field......Page 735 Using a custom field for data entry......Page 737 Using formulas in custom fields......Page 739 Setting levels of Undo......Page 744 Windows taskbar icons......Page 745 Saving Project files......Page 747 Using the Organizer......Page 749 Combining or separating toolbars......Page 750 Adding and deleting tools from a toolbar......Page 754 Creating custom toolbars......Page 755 Changing and editing button images......Page 757 Adding menus......Page 760 Assigning new commands......Page 762 Summary......Page 764 Using Macros......Page 766 Recording Macros......Page 767 Running Macros......Page 771 Assigning a macro to a toolbar button......Page 772 Assigning a macro to a menu command......Page 776 Assigning a keyboard shortcut to a macro......Page 782 Summary......Page 783 Customizing Microsoft Project Using VBA and Active Scripting......Page 784 Recording a macro to create a filter for critical tasks......Page 785 Editing the macro to show only specified resources......Page 788 Testing the code......Page 789 Example Two: Creating a UserForm Object to Adjust Work......Page 793 Creating a UserForm......Page 794 Adjusting the size of the UserForm......Page 795 Adding controls to the UserForm......Page 796 Adding code to display resource names......Page 802 Adding code to the OK button to change work......Page 804 Adding code to the Cancel button......Page 807 Adding a sub procedure to show the UserForm......Page 808 Example Three: Customizing the Project Guide......Page 809 Project Guide XML document elements......Page 811 Customizing the Project Guide to create a new project......Page 815 Adding a new task to the Tasks goal area......Page 816 Creating a custom HTML page......Page 817 Summary......Page 821 Understanding General Importing and Exporting Concepts......Page 822 Saving reporting information in an OLAP Cube or an Access database......Page 823 Exporting to Office files......Page 825 Sending Project data to Excel......Page 826 Sending Project data to Microsoft Word......Page 830 Exporting Project information to a graphic image......Page 832 Exporting to text files......Page 834 Importing Information......Page 835 Bringing Excel workbook information into Project......Page 836 Bringing Access database information into Project......Page 838 Bringing Outlook task lists into Project......Page 839 Bringing Word document information into Project......Page 840 Importing other files......Page 845 Importing Microsoft Project Exchange files......Page 846 Troubleshooting......Page 847 Linked or embedded objects don’t import or export......Page 848 The imported project is empty......Page 849 Summary......Page 850 Case 1......Page 852 Problem solution......Page 853 Business benefits......Page 855 Problem statement......Page 856 Problem statement......Page 857 Problem solvers......Page 858 Problem solution......Page 859 Problem solver......Page 860 Problem solution......Page 861 Case 6......Page 862 Problem solution......Page 863 Project solution......Page 864 Summary......Page 865 Part VII: Appendixes......Page 866 System Requirements......Page 868 Software on the CD-ROM......Page 869 Milestones Professional......Page 870 PertMaster Project Risk......Page 871 WBS Chart Pro......Page 872 What’s on the Web Site......Page 873 Troubleshooting......Page 874 Phase I: Research......Page 876 Phase II: Planning......Page 878 Phase III: Creating Your Project Schedule......Page 880 Tracking procedures checklist......Page 881 Phase V: Preparing for the Next Project......Page 882 Appendix C: Available Fields and Functions for Custom Field Formulas......Page 886 Associations......Page 902 Books......Page 905 Journals and magazines......Page 906 Software Products......Page 907 Glossary......Page 912 Index......Page 918