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MPUG Boston Chapter Meeting
09.02.15
Where Project Managers and Microsoft® Meet.
2
Welcome to MPUG!
Presentation will start at 6:15pm
Agenda
From - To Topic
5:30 – 6:30 pm Registration, Refreshments & Networking
6:30 – 6:45 pm Welcome & Introductions
Announcements
Upcoming Meeting Topic Discussion
6:45 – 7:45 pm Feature Presentations
Mark Wells: Grouping ProjectRay Grew: TBDJacques Goupil: Saving time with Microsoft ProjectAudience Participation / Speaker Q&A
7:45 – 8:15 pm Project Break-out Sessions & Refreshments
8:15– 8:30 pm Final Remarks and Giveaways
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Introductions and Quick Hello
President Jacques Goupil, PMP, MCP, MCTS, V-TSP, CIE
President - PPM Works, Inc.
www.ppmworks.com
Director of Marketing Jan Wells, PMP [email protected]
Secretary Mark Wells, MCTS, PMP [email protected]
Director of Community Relations
Ed Yee, PMP [email protected]
MPUG Northeast Liaison & Membership Director
John Riopel, PMP, MCP, MCTS
President - PM Providers
Director of Special Projects
Matthew T, Davis, PMP, CSM, MCP EPM Consultant - Microsoft
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1. Name
2. Company
3. What Microsoft Project area are you looking for help with?
• Past Presentations are now on http://boston.mpug.com/
• Claiming PDUs: http://boston.mpug.com/2015/06/03/claim-you-pdus-boston-mpug/
• Join the MPUG Boston LinkedIn Group!!! Search MPUG Boston
• Project 2016 in Public beta for more information: http://ppmworks.com/project-2016-preview/
Announcements
• Meetings are scheduled the First Wednesday of the month and will be held at Constant Contact in Waltham
Wednesday, September 2nd
Wednesday, October 7th
Wednesday, November 4th
Wednesday, December 2nd
Wednesday, January 6th
Wednesday, February 3rd
Wednesday, March 2nd
Wednesday, April 6th
Wednesday, May 4th
Wednesday, June 1st
MPUG Boston 2015 Meeting Dates
Location:
1601 Trapelo Road, Waltham, MA
Exit 28 off 1-95 South
Exit 28B off I-95 North
Call for Presenters
Why:– Share your knowledge with your peers– Receive PDUs– Give back to your Project community
What:1. 10 – 15 minute presentation (As part of the ‘How Project Saved Me’
session. September 2nd we are looking for a 3-4 presenters
2. Present your own full-length topic (45 minutes)
When: The following sessions are available
• Wednesday, September 2nd
• Wednesday, January 6th
• Wednesday, February 3rd
• Wednesday, March 2nd
MPUG Boston Upcoming EventsDate Topic Speaker
Wednesday, September 2Member Showcase: How Project Saved Me• 4 fast moving sessions will provide you with tips
and tricks/live-saving methods/lessons learned
Mark Wells, Jan Wells, Ray Grew,Jacques Goupil (four 20 minute topics)
Wednesday, October 7
Statusing and Capturing Project Updates • Are you managing projects? We could all use
some tips to be more efficient. Come learn and share your time-saving tips.
Jacques Goupil, MCTS, PMP
Wednesday, November 4Project Tips• Including comparing projects,
exporting/importing project data, custom views, and more.
George Borhegyi, MCTS, PMP
Wednesday, December 2 Critical Path• Understanding Critical Path, project settings,
and options for schedule updates.
Vern Valero
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Local PMI/IIBA Chapter Upcoming Meetings
PMI Central Mass Chapter – September 8, 2015 – Chapter MeetingTopic / Speaker: “PMO without Borders” / Barbara Wilson, PMP Location: Doubletree Hotel, 5400 Computer Drive, Westborough, MA
PMI Ocean State Chapter – September 10, 2015 – Chapter MeetingTopic / Speaker: “Multi-Cultural Projects” / Alicia Trelles-Duckett, PMPLocation: Fidelity Investments, 500 Salem Street, Smithfield, RI
PMI Ocean State Chapter – September 15, 2015 – PM ForumTopic / Speaker: “Working In A Matrix Organization” / Moderated DiscussionLocation: The University Club, 219 Benefit Street, Providence, RI
PMI NH Chapter – September 16, 2015 – Chapter MeetingTopic / Speaker: Volunteer RecognitionLocation: The Yard, Manchester, NH
PMI Mass Bay Chapter – September 17, 2015 – Chapter MeetingTopic / Speaker: "Making a Persuasive Business Case for a Project” / Joseph RaynusLocation: Keurig Green Mountain, Burlington, MA
How Microsoft Project Saved Us!
Boston MPUGSeptember 2nd, 2015
Jacques GoupilMark WellsRay Grew Jan Wells
How Microsoft Project Saved Us!
Efficiency Tips and Tricks: Jacques Goupil
Navigation in Project
• Understand what you are looking at
– How do I know if there is a filter applied?
– What are the options for quickly changing views?
• Customize the Quick Access Toolbar
• Showing a view on the View Bar
How are views/tables related?
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• Tip #1
•
Customizing the Quick Access toolbar
Tip #1: Customizing the Quick Access
• Right-Click and Add to Quick Access
• Show Below the Ribbon
– Allows for more commands
• Customize Quick Access
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Quick Tip
PPMW Recommended Quick Access
Show Outline level
The Scroll To Task
Outdent
Indent
Link
View Task Information
Inactive Task
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Save
Project
Information
Publish
Undo
Redo
Organizer
Switch Views
Resource
Usage view
Views
Quick Tip
Page Setup
More Reports
Visual Reports
Assign
Resources
Level
Resources
Hyperlink
Import Project to
Enterprise
Prevent
Overallocation
Collapse
Timeline
Schedule when
resources are
available
Show all
subtasks
Hide subtasks
• Tip #2
Adding a View to the View Bar
Tip #2: Adding a View to the View Bar
• One quick tip is customizing your View Bar
• The View Bar is the Quick Launch pad on the left-hand side
View View Bar
• Recommendation
– Remove any views that you do not use
– Name the appropriate as they are arranged alphabetically on the View Bar
17
Quick Tip
• Tip #3
Project 2013 User
Interface
Project 2013 User Interface
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• A contextual ‘Format’ tab is associated with a view type. The dynamic
tab included commands to format the presentation of the data in the
view. The Gantt Chart Tools tab is used for formatting font and color,
change Column Settings and Gantt Chart Styles.
• The Task Usage Tools tab contains commands for the Task Usage
including adding more data (or detail).
• Tip #4, 5, 6, 7
Ease of Use Save time by knowing where you are, what you want to look at, and how to get there
Tip #4: Use the Select All button
• Click: Selects all tasks
• Right-Click: Provides shortcut to
– Table selection
– Project calculation
21
Quick Tip
Tip #5: Quick Navigation
Microsoft Status Bar (Quick Icons)
– Gantt Chart
– Task Usage
– Resource Planner
– Resource Sheet
– Reports
– Zoom Slider
22
Quick Tip
Tip # 6: Project Options
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Display option
Entry Bar
Schedule option
Calendar options
Scheduling options
Default task type: Fixed
Units
New tasks are effort driven
Uncheck
Autolink inserted or moved
tasks PM discretion
Calculation:
Set to On
Advanced option
Calculate Multiple Critical
Paths (if necessary) – Leave
Off
File Options Options for Current Project or All New
Projects
Quick Tip
Tip # 7: Show Project Summary Task
• Tip #8
Leveraging the Organizer
Leveraging the Organizer
• What is the Organizer?
– Used to copy objects, such as Views or Tables, from one project to another
– Used to remove items from templates/projects
26
Quick Tip
This is one of Jacques’ favorite
features.
• Tip #9: Managing Projects/Tasks
• Fill-out your Project Information
• Select the correct Task Type
• Understand Booking Type
• Tip #10
Tracking new tasks
Tip #10: Tracking New Tasks
FAQ: I am working on a project schedule with other Project
Managers, how can we see the new tasks that have been
added?
Quick Tip
Tips:
Add in the ‘Created’ field to a
custom View/Table and filter
Or Save an Interim Plan
Or Both
How Microsoft Project Saved Us!
Group By Feature: Mark Wells
Use of the Group By Feature of Project
• Agenda:
–Introduction
–Background
–How I solved the problem
–Other features of Group By
–Questions
Use of the Group By Feature of Project
• The Problem:
– Independent vendors going to the same bases to install different equipment
– Independent project teams working with the vendors
– No cross team communication led to two vendor teams showing up at the same base at the same time
– This was not always a good thing
Use of the Group By Feature of Project
• Vendor Schedules:
Use of the Group By Feature of Project
• Then I linked the 4 schedules into an IMS using a standard set of milestones:
Use of the Group By Feature of Project
• Looking at the Gantt chart you can see that there might be a problem
• Now expand this concept to over 100 bases – not so easy to see
• I looked for a solution and found the Group By feature
• I grouped the IMS by task Start date using an interval of weeks
Use of the Group By Feature of Project
• Setup of Group By:
Use of the Group By Feature of Project
Use of the Group By Feature of Project
• Additional features of Group By:
– Group By can group by multiple columns
• Questions?
Demo
How Microsoft Project Saved Us!
Local Project Cache and Support Tips: Ray Grew
Agenda: Local Project Cache
• What is it?
• How does it works
• What are the benefits?
• How is it Managed?
• Working Offline
• Demo: File(s) Location
• File Hierarchy
• Clearing the Cache
• Cache Corruption and Recovery
• Support Tips and Resources
Local Project Cache – what is it?
• It’s a copy of your project file the is created on our hard drive in a location known as the “Local Project Cache”.
• Whenever you open or save projects that are on Office Project Server 2007/2010/2013?, the operations go through the local project cache.
• Local project cache is a new feature that started with MS Project 2007 and is always turned on.
• A lifesaver! Can be used to recover from a corrupted file.
Local Project Cache : How it works1) Open and Check Out:
Action: User selects File Open and Retrieves project
from Project Server. Project on server is checked out.
Result: Project is cached. (1st time – creates the cache)
2) Make Changes.
Action: Changes are made to the project.
Result: Changes are made in memory only.
3) Save
Action: User Selects File Save.
Result: Version in memory is compared to local project
cache version. The differences are saved both to the local
project cache and to the server versions. Project remains
open.
4) Close & Check in:
Action: User Selects File Close. User selects ‘Save
changes’ and ‘Check in’.
Result: A save (as described above) occurs. The project is
closed and the project is checked back in.
Laptop
Local Project CacheHDD
MS Project ProOffice Project
Server 2007
1
1 3
3
MemoryRAM
1
2
,
4, 4
3, 43
Local Project Cache : Benefits
• Better Performance • Once opened, projects are always loaded from the cache.
• If there are any network connectivity issues, then your work does not get affected
• Your IMS will open and save faster
– Important when working with large files
• You can store your cache on another HDD partition
• Improved reliability• All changes are always saved to the cache first and then to the server
• Only changes are downloaded from the server.
• Key component when working offline in a Project Server environment
Local Project Cache Management
Tools > Local Project Cache
Two categories to check:
• Projects checked out to you
• Projects not checked out to you
Working Offline - Cache is a key component
Open project from local cache to work
offline by double clicking the file directly in
the File>Open screen.
Open from Local Cache
Prepare to Work Offline:1. Start Project Professional 2007.2. Open project with ‘Retrieve list of all projects from Project Server’
(Read/Write).3. Select File > Close.4. Select ‘Save changes’ and ‘keep file checked out’.5. Select File > Exit.
Work Offline: 1. Start Project Professional 2007.2. At Login dialog box, click on Work Offline button.3. Select File > Open.4. Double-click the local cache version of the project (“Offline” status).5. Make your changes and select File > Save.
Return from Working Offline: 1. Start Project Professional 2007 (connected to the server).2. Select File > Open.3. Double-click the local cache version of the project.4. Select File > Close.5. Select the option to save changes and check in your project.
Demo: Local Project Cache location
Cache
Global.mpt
Local Project Cache File Hierarchy
Demo: Clearing the Local Project Cache
Important Note:• Ensure your Project file(s) are “Checked In” before Clearing the Cache!
Local Project Cache corruption
• MS Project Client keeps a cached copy of the Enterprise Global.
– Sometimes, this file fails to update.
• If changes were made to the Enterprise Global, and the cached copy does not update, then the user will not receive those changes.
– i.e., the user may not see a value that was recently added to a value list.
• If you notice slower response times when attempting to open your project file from the server.– Solution: Clear your local cache.
• From the Tools menu, click Local Project Cache and then Clear Cache.
• Restart MS Project then log back into the server.
• Attempt to reopen the file from the server.
Local Project Cache corruption continued
Duplicate tasks created in project file after Project Professional crashed (aka Double schedule lines)
• Solution Overview
• (In order to avoid this issue from occurring, you need to be aware of the proper way to recover after MS Project Professional has crashed on you; this may not work in every circumstance, but implementing the following best practice procedure will more likely than not prevent duplicate schedule lines from appearing after MS Project has crashed on you).
• Pre-Solution Steps:
• MS Project just crashed on you. You need to reopen it, then reopen the file(s) you had open prior to the crash. If you had more than one file open then you will open each "one at a time"; also, it is critical before you open the file that you determine which file(s) you had checked-out, or if the file(s) were open read-only.
• Solution #1 - If the file(s) you had opened were read-only when MS Project crashed then:
• Open MS Project.
• Clear your local cache for all projects in your cache:
– Tools=>Local Project Cache=>Clear Cache
– Select all projects that appear under the Filter Projects not checked out by you and click Remove.
– Since you had no projects checked out to you then no projects will show up under Filter Projects checked out by you
• Solution #2 - The file(s) you had opened were read-write (i.e., checked-out by you) when MS Project crashed, then:
• Open MS Project and log on to the server.
• Open the first file checked out from your local cache (not off of the server) via the File=>Open dialog
– note: the first file you open can be the one you are concerned about the most and does not have to be the first file that appears in the list.
• Once the file is opened, inspect it for issues (e.g., duplicate lines).
• Once determining the file is good, you must save and/or check in the file.
Local Project Cache corruption continued
Error when saving to the server
The Local Cache: Why do I need it?
• The local cache stores a local copy of your IMS
– If there are any network connectivity issues, then your work does not get affected
– Your IMS will open and save faster
• Important when working with large files
Local Project CacheHDD
The Local Cache: How does it work?
1) Open and Check Out:
Action: User selects File Open and Retrieves project
from Project Server. Project on server is checked out.
Result: Project is cached.
2) Make Changes.
Action: Changes are made to the project.
Result: Changes are made in memory only.
3) Save
Action: User Selects File Save.
Result: Version in memory is compared to local project
cache version. The differences are saved both to the local
project cache and to the server versions. Project remains
open.
4)Close & Check in:
Action: User Selects File Close. User selects ‘Save
changes’ and ‘Check in’.
Result: A save (as described above) occurs. The project is
closed and the project is checked back in.
MS Project ProOffice Project
Server 2007
1
1 3
3
Laptop
MemoryRAM
1
2
,
4, 4
3, 43
Understand Local Cache: Managing the Cache
Tools > Local Project Cache
Two categories to check:
• Projects checked out to you
• Projects not checked out to you
Cache is a key player when working offline
Open project from local cache to work
offline by double clicking the file directly in
the File>Open screen.
Open from Local Cache
Prepare to Work Offline:1. Start Project Professional 2007.2. Open project with ‘Retrieve list of all projects from Project Server’
(Read/Write).3. Select File > Close.4. Select ‘Save changes’ and ‘keep file checked out’.5. Select File > Exit.
Work Offline: 1. Start Project Professional 2007.2. At Login dialog box, click on Work Offline button.3. Select File > Open.4. Double-click the local cache version of the project (“Offline” status).5. Make your changes and select File > Save.
Return from Working Offline: 1. Start Project Professional 2007 (connected to the server).2. Select File > Open.3. Double-click the local cache version of the project.4. Select File > Close.5. Select the option to save changes and check in your project.
How Microsoft Project Saved Us!
Executive Communication Made Easy
Jan Wells, PMP
The Problem
• Present a high-level milestone plan to the project Steering Committee
– One week after charter signed
– Innovative new technology with functional paradigm shift
– First post-acquisition integrated corporate project
– Multi-level project infrastructure with high-level visibility
– Aggressive, pre-determined desired launch date
Goals
• Demonstrate ability to meet pre-defined launch date while early in initiation phase of innovative project
– Milestones alone won’t cut-it
– Large, complex project with many unknowns
– Show timeline while not ready to commit to launch date
• Express cross-functional nature of project
– To an “IT-centric” organization
• Show dependencies between tasks
– While avoiding “spaghetti”
• Keep it simple and high-level!
The Solution
• Show activity over time without committing to a launch date
– Evaluated Visio, Excel and MS Project for timelines, reusability and ease of use
• Used “summary” tasks to show major “chunks of work” leading to a few, critical milestones
• Functional rather than chronological layout with color-coding to demonstrate interdependencies
• Removed “defining” information (duration, start, finish, constraints, status date) to keep conceptual
1. Develop High-Level Gantt Chart
2. Add Color Coding
3. Minimize Details
High-Level Milestone Map
R&D
Lab Ops
IT
Reporting
Dependency Linkages in Project
Dependency Linkages in Excel
High-Level Activity Dependencies
R&D
Lab Ops
IT
Reporting
Develop Report Content
Report UAT
Production Deployment
Assay Reporting
Develop Reporting Requirements
Reporting Rules Definition
Assay Confirmation Pathway
Validation Study
Assay / Results UAT
Assay Results Data Processing
Assay Configuration
Array Optimization
Sample Collection
Array Manufacturing Confirmation Testing / NGI Verification Study
iScan Set-Up WB
Algorithm Development
Automation
Assay Results Processing
Post Verification
Data Analysis
Define Assay Requirements
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Break-out Sessions & Refreshments
Questions?
Evaluations Please!
• Evaluation URL will be sent to registered attendees from MPUG Global.
• Please complete! This helps the Boston Chapter!
• Go to PMI.com and use Activity code –
mpugboston080515• You may claim 1.0 PDUs for this three hour of the Cert
Series.
• Assistance to claim your PDU’s http://boston.mpug.com/2015/06/03/claim-you-pdus-boston-mpug/
Claim PDU’s for this Webcast on PMI.org
MPUG Boston Chapter Meeting
Where Project Managers and Microsoft® Meet.
