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8/3/2019 Microsoft Project Training - Plan Communicate
1/14
Focus on Training Tel: 0845 450 6120 Web: www.focus-on-training.co.uk
Microsoft, Windows, PowerPoint, Excel and Sharepoint are registered trade marks of Microsoft Corporation
2008 Focus on Training
1
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Microsoft Project is the worlds most popular project management software but evenregular users would often benefit from a better understanding of its full capabilities.
Non users know it might be handy for drawing project schedules but make do with anExcel imitation and fail to appreciate the powerful planning and tracking functionality.
As project management becomes a core methodology underpinning most modernorganisations it is time for companies and individuals to learn just how much moreeffective they could be by using Microsoft Project, alongside other everyday tools suchas Word and PowerPoint.
This Guide provides an overview of Microsoft Project and explains the range of trainingoptions that are available
For those new to Microsoft Project, this Focus Factsheet introduces key aspects of thesoftware package and explains the associated training and qualifications that areavailable. If you need any further help or advice, you will find our Project Managementstaff a knowledgeable, independent and friendly source of advice.
Prepared by:
Steve TwineManaging Director Focus On Training
Version 1.01 May 2008
About:
Focus on Training specialises in provision of Best Practice training within the fieldsof Project Management and IT Service Management. A comprehensive range ofMicrosoft Project, PRINCE2, MSP, PMI, MoR, PMI, APM and ITIL courses from leadingaccredited training organisations can be booked at our project management site:
www.focusprojects.co.uk
With a network of over 40 high quality training partners Focus specialises in offeringyou the widest choice of accredited Project and Programme Management courses inthe UK, helping you achieve Best Practice performance and certification as an
individual or an organisation.
Steve Twine is Managing Director and leads the Project Management team at Focus.He has deep experience of complex and high profile international projects within theautomotive industry
info@focus-on-training.co.uk
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Focus on Training Tel: 0845 450 6120 Web: www.focus-on-training.co.uk
Microsoft, Windows, PowerPoint, Excel and Sharepoint are registered trade marks of Microsoft Corporation
2008 Focus on Training
2
Contents
1. What is Microsoft Project?
2. How will MS Project help my Organisation?
3. How will MS Project help me?
4. What are the Different Versions of MS Project?
5. Microsoft Project Training Where do I start?
6. Introductory Courses Level 1
7. Advanced Courses Level 2
8. Microsoft Certified Training & Qualifications
9. Specialist Courses
10. Why Focus?
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Focus on Training Tel: 0845 450 6120 Web: www.focus-on-training.co.uk
Microsoft, Windows, PowerPoint, Excel and Sharepoint are registered trade marks of Microsoft Corporation
2008 Focus on Training
3
1. What is Microsoft Project?
Microsoft Office Project is a member of the Microsoft Office family. It is a powerful
toolkit designed to help project managers and others involved with projects. It helps
you to:
Visualise your project plan
Schedule tasks and resources
Track tasks, duration and resources
Exchange project information
Communicate with other stakeholders
Control your projects
These elements correspond to all commonly used project methodologies and techniques.
Moreover, the same basic approach is applicable from stand alone desktop versions
through to server based enterprise systems.
Microsoft Project enables you to break down project tasks and relate them to resources
and timescales in a logical manner. Information can be analysed, displayed and
distributed in a variety of ways including the ubiquitous bar (or Gantt) chart. As a
project management software tool MS Project is not unique but as with other Microsoft
Office programmes it has been progressively improved and is familiar and available to
a very wide audience.
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Focus on Training Tel: 0845 450 6120 Web: www.focus-on-training.co.uk
Microsoft, Windows, PowerPoint, Excel and Sharepoint are registered trade marks of Microsoft Corporation
2008 Focus on Training
4
2. How will MS Project help my Organisation?
In engineering and construction, project management has long been used to deliver
complex, one-off, cross functional capital investment projects. Today, project
management techniques are used to drive nearly every IT investment or business
change initiative. Having the right project management skill sets and support tools
becomes a core competency for many organisations.
Whether you are looking to find you way through a garden maze, or you are planning a
significant business transformation you will find it much easier if you map your path
from the end goal and if you gain a vantage point where you can explore options and
potential hazards. In essence, this is what Microsoft Project helps you to do.
For organisations the end result of better project planning and control will be more
consistent achievement of project objectives within time and budget constraints. The
characteristics of such projects will include:
Realistic estimates of resources required
Full appreciation of critical path activities
Clarity of responsibilities for all team members
Early warning of potential deviation from plan
Confidence in project delivery
3. How will MS Project help me?
There is great demand for Project Managers who are organised, consistently aware of
project progress and who deliver on time and within budget. Leading Project Managers
have (at least) 3 areas of competency:
Core skill sets such as planning, communication and risk management
(based on experience and training inputs such as APM)
Understanding of project management methodology
(based on company specific approaches or generic models such as PRINCE2) Knowledge of project management tools and techniques
(including Microsoft Project)
Experience of using Microsoft Project will demonstrate your professionalism and
awareness of applying project management techniques in a systematic and practical
way. There are also new Microsoft qualifications which will come to provide recognition
for specialist project planners and PPSO (programme and project support office) staff.
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Focus on Training Tel: 0845 450 6120 Web: www.focus-on-training.co.uk
Microsoft, Windows, PowerPoint, Excel and Sharepoint are registered trade marks of Microsoft Corporation
2008 Focus on Training
5
4. What are the Different Versions of MS Project?
First launched in 1990, Microsoft Project has been through a series of releases. The
most widely used is 2003 and the most recent is 2007. The Microsoft charts appended
highlight features of these two versions.
Critical path scheduling has remained the core element while successive releases have
added functionality and communications capability. Important features of Project 2007
include:
Task Drivers tool to determine prerequisites and resource constraints
Reverse changes tool to experiment with what-if scenarios
Change Highlights tool to quickly assess all impacts of a change
Greater options for budget allocation and cost assignment
Scope to tailor reports and easily interface with Excel and Visio
Most project managers will use Microsoft Project Standard 2007. There is a
Professional edition which provides collaborative enterprise project management
capabilities. In conjunction with Microsoft Office Project Server 2007 and Windows
SharePoint, multiple authorised users can access timesheets, graphical resource
analysis and administrative tools across the Internet.
Green highlights indicate the effect ofchanges The Visual Reports window with anExcel report
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Focus on Training Tel: 0845 450 6120 Web: www.focus-on-training.co.uk
Microsoft, Windows, PowerPoint, Excel and Sharepoint are registered trade marks of Microsoft Corporation
2008 Focus on Training
6
5. Microsoft Project Training Where do I Start?
There is no simple answer! It depends very much on your current familiarity withprojects and project management software tools. You also need to take into account
the skill sets that you are looking to achieve.
Basic Awareness
- You want to be able to set up project timelines using Microsoft Project and
understand the basic tracking and reporting functionality
- If you are starting from scratch we would recommend a 2 day Introductory
(Level 1) course.
- If you already have some familiarity with the software (perhaps from an earlierrelease) then a 1 day course would be appropriate
- If you are totally new to a project environment then introductory project
management training may be a useful start point. This will help you to
understand project organisation and timelines
Advanced User
- You already know how to set up a project but you want to be confident in using
Microsoft Project to update plans, produce custom reports and interface
effectively with other programmes- You have probably already been on a Level 1 course and should now choose an
Advanced (Level 2) course
- Depending on your level of existing knowledge choose a 1 or 2 day course
Certified Professional
- If you need certification or you require the expertise to deploy Microsoft Project
in an enterprise environment then follow the official Microsoft courses
- These will prepare you to take the relevant Microsoft exam
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Focus on Training Tel: 0845 450 6120 Web: www.focus-on-training.co.uk
Microsoft, Windows, PowerPoint, Excel and Sharepoint are registered trade marks of Microsoft Corporation
2008 Focus on Training
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The content of these courses is explained in the following sections.
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Focus on Training Tel: 0845 450 6120 Web: www.focus-on-training.co.uk
Microsoft, Windows, PowerPoint, Excel and Sharepoint are registered trade marks of Microsoft Corporation
2008 Focus on Training
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6. Introductory Courses Level 1If you need to understand how to build and manage project plans, an Introduction, or
"Level 1", course in Microsoft Project will get you started. Courses cover the essential
skills necessary to create and modify a project plan including tasks and resources. The
emphasis will be on creating the initial plan. There are versions of these training
courses tailored to align with both 2003 and 2007 releases of Microsoft Project.
Build and edit a project plan
Create and assign resources
Manage project costs Track progress
Filter and print project plans
Communicate your plans
Produce reports
There are options of one or two day courses depending upon your previous knowledge
and experience. The one day course assumes basic awareness of projects and project
planning - perhaps from an earlier version of Microsoft Project.
If you are completely new to project management you will find it beneficial to attend a
general project management introduction course first.
Please check the different training course outlines which may have a slightly different
content.
The Level 1 training is not accredited by Microsoft or associated with an exam.
However, all Focus courses are developed and delivered by Microsoft partner companies
with a deep knowledge of the subject.
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Focus on Training Tel: 0845 450 6120 Web: www.focus-on-training.co.uk
Microsoft, Windows, PowerPoint, Excel and Sharepoint are registered trade marks of Microsoft Corporation
2008 Focus on Training
9
7. Advanced Courses Level 2
Advanced or "Level 2" Microsoft Project training courses are designed for existing MSProject users who want to add to their basic skills. They will also benefit Project
Managers wishing to learn how to customise Microsoft Project to their own specific
requirements. You will learn to use advanced features to plan, track and analyse
variances from plan. The emphasis is on how you work with a plan in the
implementation phase.
Resolve resource over-allocations
Manage multiple projects
Integrate MS Project with other Office applications Customise the MS Project interface (fields, tables, views, filters and reports)
Record and run simple macros
Exchange project plan data with other applications including Excel & Word
Create and print custom reports
Import data
Track project progress
There are versions of these training courses tailored to align with both 2003 and 2007
releases of Microsoft Project. There are also options of one or two day coursesdepending upon your previous knowledge and experience.
Please check the different training course outlines which may have slightly different
course content.
The Level 2 training is not accredited by Microsoft or associated with an exam.
However, all Focus courses are developed and delivered by Microsoft partner companies
with a deep knowledge of the subject.
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Focus on Training Tel: 0845 450 6120 Web: www.focus-on-training.co.uk
Microsoft, Windows, PowerPoint, Excel and Sharepoint are registered trade marks of Microsoft Corporation
2008 Focus on Training
10
8. Microsoft Certified Training & QualificationsMicrosoft operates a comprehensive structure of internationally recognised
certifications. Project 2007 skills have recently been incorporated into the MCTS
(Certified Technology Specialist) and MCITP (Certified IT Professional) framework.
9. Specialist Courses
For those looking to apply Microsoft Project to specific environments there are other
specialist courses available. Amongst them is one which relates specially to use ofMicrosoft Project to manage PRINCE2TM projects. This covers similar topics to the Level
1 course but includes guidance on how to model PRINCE2TM processes within MS
Project.
The MS5927 Managing Projects course is a 3 day course which
provides the entry point for the other Project 2007 training. A basic
knowledge of project management and experience of using MS Project
to create project schedules are pre-requisites. These are new courses
and there is little scheduled availabilit at this sta e.
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Focus on Training Tel: 0845 450 6120 Web: www.focus-on-training.co.uk
Microsoft, Windows, PowerPoint, Excel and Sharepoint are registered trade marks of Microsoft Corporation
2008 Focus on Training
11
10. Why Focus?
Focus is the leading UK training organisation specialising in Project Management.Working in conjunction with high quality training companies throughout the UK we can
arrange the right Microsoft Project training for you at a location and on a date which is
convenient.
As well as Microsoft Project, Focus offers accredited training for courses including
PRINCE2, APM and ITIL.
Our project management website makes finding and booking the right course fast and
simple. The Focus Process is designed to give you all the information you need to makean informed choice. For further help and advice, you will find our project management
staff very knowledgeable and friendly.
Any Questions - Just Ask !
Email our Bookings Team on sales@focus-on-training.co.uk or call on 0845 450 6120
Booking with Focus makes more sense:
A course close to home avoids hotel and travel
We offer more choice than anyone
We can provide independent advice
Booking is online and fast
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Focus on Training Tel: 0845 450 6120 Web: www.focus-on-training.co.uk
Microsoft, Windows, PowerPoint, Excel and Sharepoint are registered trade marks of Microsoft Corporation
2008 Focus on Training
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Set up projects quickly
= Feature Included = Improved in Office Project Standard 2007 = New in Office Project Standard 2007
Features 2003 2007
Import Outlook Tasks dialog boxEasily import task data from the Microsoft Outlook To-Do Bar to create a Project plan.
Excel Import WizardEasily import and use data from Microsoft Office Excel to start a Project plan.
Resource information importImport resource information from the Active Directory directory service or your
Microsoft Exchange Server address book.
Smart TagsGet automatic, contextual suggestions alerting you to scheduling options.
Built-in online helpUse Microsoft Office Online to get training, templates, and more.
Additional Project templates
Jump-start common projects and promote consistency.
Interactive, step-by-step planning aid
Set up and manage projects effectively with the Project Guide.
Calendar wizard
Simplify the setup process for project calendars and changing working time.
Manage non-working timeNamed vacations and the option of setting up alternative work weeks enable users to
control and understand when resources can work.
Change HighlightingWhen changes are made to a project, all affected task and resource fields are
highlighted. Easily see how your change affects the dates of successor tasks, summarycosts, and more.
Multiple Level UndoReverse the most recent series of changes; that is, undo and redo changes to views,
data and options. This functionality also enables you to undo actions or sets of actions
from macros or third-party applications.
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Focus on Training Tel: 0845 450 6120 Web: www.focus-on-training.co.uk
Microsoft, Windows, PowerPoint, Excel and Sharepoint are registered trade marks of Microsoft Corporation
2008 Focus on Training
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Present project data and print custom reports
= Feature Included = Improved in Office Project Standard 2007 = New in Office Project Standard 2007
Features 2003 2007
Presentation Wizard
Smoothly transfer Project data to Microsoft Office PowerPoint, Microsoft Office Word, orMicrosoft Office Visio.
Printing Wizard
Easily format and print concise custom Project reports.
Visual Reports for Excel
Use Excel to produce charts and graphs based on Office Project 2007 data. Analyzedifferent dimensions of your project with PivotTable views and charts.
Visual Reports for Visio Professional
Build work breakdown structure (WBS) or resource diagrams in Office Visio Professional.With data-driven diagrams, users can show progress bars, flag important tasks, color-
code on cost, or create custom diagrams to match their project needs.
Report templates
Office Project 2007 offers report templates for Office Visio and Office Excel to help a
user analyze resource availability, understand project progress and costs, and performother tasks. Users can customize these reports or create their own templates in Office
Visio and Office Excel to share with other Office Project users.
Desktop OLAP cube
Create customer reports or archive Project values with data exported from Office Project2007 into a Microsoft Office Access database and Online Analytical Processing (OLAP)
cubes. Six cubes are generated: task time-phased, task non-time-phased, resource time-phased, resource non-time-phased, assignment time-phased, and assignment non-time-phased.
Background Cell HighlightingHighlight important dates, costs, or tasks by changing the background color of cells in
the table portion of the view.
Easily follow task and resource interdependencies
= Feature Included = Improved in Office Project Standard 2007 = New in Office Project Standard 2007
Features 2003 2007
Gantt charts, calendars, and task sheets
Present Project data in versatile views.
Network Diagram view
Group tasks and display graphical indicators in the Network Diagram view.
Cross-project critical pathCalculate the critical path across all inserted projects to see a single critical path for the
overall master project.Task Driver pane
Shows prerequisites and resource constraints that drive the start date of the selectedtask. The user can click these drivers to link to the relevant information.
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Focus on Training Tel: 0845 450 6120 Web: www.focus-on-training.co.uk
Microsoft, Windows, PowerPoint, Excel and Sharepoint are registered trade marks of Microsoft Corporation
Information to track and analyse projects
= Feature Included = Improved in Office Project Standard 2007 = New in Office Project Standard 2007
Features 2003 2007
Reschedule uncompleted work
Maintain constraints when uncompleted work is rescheduled, and select any rescheduledate.
Assign a deadline to a task
Keep track of when a task finishes without constraining the project plan.
Formulas and graphical indicators
Assign formulas, pick lists, and apply graphical indicators to custom fields to keep track ofprojects.
GroupingConsolidate and report project information in a variety of ways by using predefined groupsor creating custom groups. Group on assignment fields in addition to tasks and resources,
and roll up time-phased data totals to group summary rows in Usage views.
Material resources
Specify consumable resources such as lumber or concrete and assign them to tasks.Allocate these resources in units that make sense, such as tons.
Resource availability graphsEvaluate resource workload and availability using the Graphs button in the AssignResources dialog box to identify the best resource available for the task.
Add-in for comparing Project filesCompare two versions of the same project and report results.
Baseline rollup
Control how baseline data is rolled up to summary tasks to help ensure up-to-datetracking of projects.
Cost ResourcesHelps enable users to define multiple named time-phased fixed costs on a task. These
costs can be grouped and reported as part of a cost type. Supports integration of OfficeProject 2007 with accounting systems.
Budget TrackingDefine a budget at a high level (program or project) so the project manager can allocatefunds and track costs, work, and materials against the budget.
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