Basic Navigation and Configuration URBS 609 Project, Unit 2

Basic Navigation and Configuration

URBS 609 Project, Unit 2

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Urban and Regional Studies Institute 2

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This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004

This module will provide: Introduction to the basic navigation of the

most commonly used MS Project features Menus Toolbars Help/questions dialogue box

Introduction to the basic configuration tools that display the most commonly needed data

Background material for project planning This module is constructed as the second

of three blocks in a building block approach


Be prepared before using MS Project Have the required building blocks defined

Identify a clear project goal Identify tasks, resources, requirements,

limitations Identify relationships between tasks

Constraints and Dependencies Identify a defined sequence for tasks

Like any tool, MS Project cannot define the goal of a project, the user must do that


Be prepared to make mistakes and spend the time to learn how and why they were made

Create a configuration that makes sense Data that meets the needs of everyone involved

Workers, managers, stakeholders Above all-keep it as simple as possible to avoid

information overload Too much information will make it more difficult to

communicate the project plan and status


Remember – Project is a tool designed to help: Organize the information Visualize the information Manage the information Analyze the information Quantify the possible plan outcomes

Project plans are only as good as the data used to construct them: bad estimates = bad plans

It can be labor intensive creating a plan; save the data in 2 places for safety – on the hard drive and a disc Save each time the project is opened


Not Intuitive – add tools…


…Project Guide…a step by step tutorial…



Click “Tasks” and a step by step tutorial/guide appears


Next, add toolbars to make navigating easier…


…format data to meet personal preferences…


…and add PERT analysis tools…


The result is an easier to use toolset…time to explore!


Basic Configuration Basic Configuration

• All toolbars have tool tips that appear All toolbars have tool tips that appear when the cursor rolls over it…when the cursor rolls over it…


Basic ConfigurationBasic Configuration• Typing a question yields a list of topics and Typing a question yields a list of topics and answers…answers…


Basic Configuration Basic Configuration

• Before beginning, take some time to Before beginning, take some time to explore the toolbarsexplore the toolbars

• Walk through the tutorialWalk through the tutorial

• Set font preferences or use the program Set font preferences or use the program defaultsdefaults

• DO NOT BEGIN ENTERING DATADO NOT BEGIN ENTERING DATA until you until you are comfortable with the basic layoutare comfortable with the basic layout

• Create a layout that you are comfortable Create a layout that you are comfortable withwith


Exploring the Menus Exploring the Menus

The File Menu

• Standard Windows file menu, similar to MS Standard Windows file menu, similar to MS WordWord


Exploring the Menus Exploring the Menus

• Standard Windows Edit Menu, similar to MS Standard Windows Edit Menu, similar to MS ExcelExcel

The Edit Menu


Exploring the MenusExploring the MenusThe View Menu

• Allows a user to view a wide range of Allows a user to view a wide range of charts, graphs and tables with the click of a charts, graphs and tables with the click of a mouse mouse

A Standard Windows Insert menu, similar to both MS Excel and MS Word


Exploring the MenusExploring the MenusThe Insert Menu

Allows a user to customize all aspects of the project or use wizards for ease of use


Exploring the MenusExploring the MenusThe Format Menu

Link tasks, change time, adjust resources “level” resources when over-tasked

(automatically adjust work assignment)


Exploring the MenusExploring the MenusThe Tools Menu

Project Specific Tools that are similar to MS Excel Sort, filter, arrange tasks Detailed project and task information


Exploring the MenusExploring the MenusThe Project Menu

The Standard Microsoft Window Menu


Exploring the MenusExploring the MenusThe Window Menu

Standard Windows Help menu


Exploring the MenusExploring the MenusThe Help Menu


Exploring the MenusExploring the Menus

• Most menu options can also be accessed Most menu options can also be accessed by right mouse-clicking in the associated by right mouse-clicking in the associated working areaworking area

Menu Options



• On the Tool menu, On the Tool menu, OptionsOptions tab is tab is veryvery importantimportant

• Used to set all preferences in one easy to Used to set all preferences in one easy to access placeaccess place– Fonts, calendars, work display unitsFonts, calendars, work display units– Scheduling OptionsScheduling Options– Auto-save optionsAuto-save options– Display optionsDisplay options– Chart and graph optionsChart and graph options

• Go through these tabs to set preferencesGo through these tabs to set preferences

Key Options to know


Exploring the MenusExploring the MenusThe Options Tabs on the Tools

Menu



• On the PERT Tool bar, On the PERT Tool bar, PERT Entry SheetPERT Entry Sheet is is veryvery important important

• Used to enter all task information before Used to enter all task information before PERT AnalysisPERT Analysis

Key Options to know



• Can Be Customized so the data only has to Can Be Customized so the data only has to be entered once – will be reflected in all be entered once – will be reflected in all other areasother areas

PERT Entry Sheet



• On the On the ProjectProject menu, Task Information tab menu, Task Information tab is is veryvery important important

• Used to enter all task information in one Used to enter all task information in one easy to access placeeasy to access place

• Can also be accessed by right mouse Can also be accessed by right mouse clicking when in the WBS/Task List Areaclicking when in the WBS/Task List Area

• Go through these tabs to set constraints Go through these tabs to set constraints and dependencies, enter task info, and dependencies, enter task info, resources, notesresources, notes

The Task Information Tabs on the Project Menu


Exploring the MenusExploring the MenusThe Task Information Tabs on the Project

Menu


Entering InformationEntering Information

• Information can also be entered directly Information can also be entered directly into the PERT Entry sheet or the WBS/Task into the PERT Entry sheet or the WBS/Task listlist– Entered in 1 place, populated in all placesEntered in 1 place, populated in all places

• Data Entry can be done in a variety of Data Entry can be done in a variety of waysways

• Enter as much information as necessary to Enter as much information as necessary to reflect the task, but avoid over-reflect the task, but avoid over-documentingdocumenting

• Use the Use the KISSKISS method to keep information method to keep information as usable as possible (as usable as possible (KKeep eep IIt t SSimple imple SSon)on)


Navigation and ConfigurationNavigation and Configuration

• Highly Customizable – user preferred Highly Customizable – user preferred settingssettings

• Use the minimum info necessaryUse the minimum info necessary

• Be familiar with the tools before startingBe familiar with the tools before starting– Standard menus with intuitive toolsStandard menus with intuitive tools

• Use the included reference materialsUse the included reference materials– TutorialTutorial– WizardsWizards– Help/questions searchHelp/questions search

• Have a clear goal in mind before beginningHave a clear goal in mind before beginning

Review

Dr. Anthony Filipovitch MS Project, by

Microsoft Corporation MS Excel, by Microsoft

Corporation PM Body of Knowledge

(PMBOK), Philadelphia: PMI, 2000

Project Management Institute (PMI) Resource Center Project Manageme

nt Institute Website


http://www.pmi.org/

http://www.pmi.org/

http://www.pmi.org/

You have completed

URBS 609 Project Unit 2

Please proceed to

URBS 609 Project Unit 3


This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004

Documents

Basic Navigation and Configuration URBS 609 Project, Unit 2