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8/4/2019 Ms Project 2007 Look Inside
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Mastering Microsoft Project 2007
Courseware by
Review Copy. Not for Dis t r ibut ion. © The Versatile Company, 2007. All Rights Reserved.
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This preview of Microsoft Project 2007 is strictly a sample of the courseware. This
particular download has the table of contents and the first seven pages to the Creating
a Work Breakdown Structure chapter.
We hope you like the courseware and if you would like to join our Evergreen Partner
Program to purchase the books at a discount, Please contact Jon Wagner at 206-417-2295.
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Mastering Microsoft Project 2007
Copyright
Copyright 2007 by The VERSATILE Company, Seattle, Washington. All rights
reserved. No part of this publication may be reproduced, stored in a retrieval
system, or transmitted, in any form or by any means, electronic, mechanical,
photocopying, recording, or otherwise, without prior written permission of The
VERSATILE Company
The VERSATILE Company
12360 Lake City Way NE, Suite 460
Seattle, Washington 98125
USA
(206) 417-2290
www.versatilecompany.com
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Mastering Microsoft Project 2007
Abstract
To get the most from any project management software, the user must
understand the project management techniques upon which the software is
based. This course presents the most popular project management software in the
context of how a project manager will use it. Participants in this course learn the
functions of the software and the project management concepts which make thesoftware effective.
This presentation begins with the basic concepts and leads participants through
all the functions they’ll need to plan and manage a small to medium-sized
project, including how to level resources and capture both cost and schedule
progress.
Audience
Project managers who need to incorporate the discipline of project management
with Microsoft® Project software tools.
Learning Objectives
Upon completion of this course, participants will be able to:
Understand the discipline of project management as it applies to using
Project.
Create a Work Breakdown Structure
Identify Task Relationships
Define Resources within Project
Make Work Package Estimates
Create an Initial Schedule
Create a Resource Leveled Schedule
Manage and track the project through the software
Format Output and Print Reports
Integrate Multiple Projects
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Mastering Microsoft Project 2007
Course Outline
Introduction to Mastering Microsoft Project
Creating a Work Breakdown Structure
Identifying Task Relationships
Defining Resources within Project
Making Work Package Estimates
Creating an initial Schedule
Create a Resource Leveled Schedule
Managing the Project
Formatting Output and Printing Reports
Managing Multiple Projects
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
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Mastering Microsoft Project 2007
Table of Contents
Introduction to Project Professional 2007 . . . . . . . . . . . . . . . . . . . . . . . 1
What is a Project? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
The Five Project Success Factors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
The Project Lifecycle: A Framework for Success . . . . . . . . . . . . . . . . . 4
Project Definition and the Project Plan . . . . . . . . . . . . . . . . . . . . . . . . . 5
The Five-Step Planning Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
How Project Management Software Displays Information . . . . . . . . . . 7
Navigating the Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Understanding Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Quick Access to Views and Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Split Screen Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Insert a Column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Custom Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
The Project Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Custom Project Guides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Creating a Work Breakdown Structure . . . . . . . . . . . . . . . . . . . . . . . . . 17
Identifying Project Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Show Project Summary Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Organizing the WBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Grouping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Grouping Demonstration and Discussion . . . . . . . . . . . . . . . . . . . . . . . 24
WBS Number vs. Outlining. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Task Outline Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Custom WBS Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Application of a WBS Prefix (Mask) . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
WBS Before and After the Prefix (Mask) is Applied . . . . . . . . . . . . . . 29
Task Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
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Mastering Microsoft Project 2007
Table of Contents
Evaluating the WBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Before Entering a WBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Exercise 1: Manipulate a WBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
WBS Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Using a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Editing a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Creating a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Identifying Task Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Determining Task Sequence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Types of Task Relationships (Dependencies). . . . . . . . . . . . . . . . . . . . . 41
Methods of Creating the Relationship . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Using Lag to Manage Time Between Tasks . . . . . . . . . . . . . . . . . . . . . 44
Lag, Lead and Delay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
The Network Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Formatting the Network Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Formatting to Show Specific Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Formatting to Network Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Exercise 2: Display the Sequence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Defining Resources within Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Resource Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Resource Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Resource Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Resource Costs: Cost Rate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Resource Calendar and Exceptions to the Base Calendar . . . . . . . . . . . 57
Task Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Resource Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
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Mastering Microsoft Project 2007
Table of Contents
Exceptions to Calendars. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Exercise 3: Resource Calendar and Availability . . . . . . . . . . . . . . . . . . 61
Making Work Package Estimates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Work Package Estimates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Duration Estimates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Assigning Resources to Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Assigning Resources to Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Effort and Task Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Effort Driven Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Default Task Type and Effort Driven Settings . . . . . . . . . . . . . . . . . . . 72
Exercise 4: Work, Duration and Labor . . . . . . . . . . . . . . . . . . . . . . . . . 73
Resource Delay Within a Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Creating an Initial Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Calculate the Schedule: The Theory Behind the Software . . . . . . . . . . 76
Critical Path . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Schedule Float . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Constraints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Deadlines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Task Relationships and Crashing a Schedule . . . . . . . . . . . . . . . . . . . . 83
Milestones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Exercise 5: Calculating an Initial Schedule . . . . . . . . . . . . . . . . . . . . . . 87
PERT Estimating . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Create a Resource Leveled Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Project Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Resource Graph and Resource Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Resource Usage View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Resource Allocation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
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Mastering Microsoft Project 2007
Table of Contents
Task Usage View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Realistic Resource Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Resource Leveling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Manual Leveling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Leveling Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Leveling Settings Defined - Leveling Calculations . . . . . . . . . . . . . . . . 98
Leveling Settings Defined - Resolving Overallocations . . . . . . . . . . . . 99
The Leveling Gantt Demonstrates Results of Leveling. . . . . . . . . . . . . 101
Exercise 6: Resource Leveling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Managing the Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Tracking Field Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Creating the Project Baseline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Displaying the Baseline on a Gantt Chart . . . . . . . . . . . . . . . . . . . . . . . 106
The Tracking Gantt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Exercise 7: The Baseline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Recording Progress Using % Complete . . . . . . . . . . . . . . . . . . . . . . . . . 108
Updating Task and Resource Status . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Recording Progress Using Actual Work . . . . . . . . . . . . . . . . . . . . . . . . 110
Exercise 8: Baselining & Tracking Performance. . . . . . . . . . . . . . . . . . 111
Variance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Percent Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Evaluating and Displaying Variance . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Exercise 9: Variance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Schedule Interruptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Splitting Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Rescheduling Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
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Mastering Microsoft Project 2007
Table of Contents
Formatting Output and Printing Reports . . . . . . . . . . . . . . . . . . . . . . . 123
Using the Gantt Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Visual Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Standard Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Custom Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Editing a Custom Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Copy Picture to Of fice Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
More Formatting for the Gantt Chart . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Reporting Against Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Creating a Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Exercise 10: Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Managing Multiple Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Integrating Multiple Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Consolidating Project Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Resource Pools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
The Consolidated Project: Is it Realistic? . . . . . . . . . . . . . . . . . . . . . . . 150
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
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Creating a Work Breakdown Structure
Learning Objective
Participants are able to create a useful work breakdown structure and enter it
into Project.
Participants will be able to use Project to:
Build and use summary and subordinate tasks
Understand and use milestones
Develop WBS outlines
Assign completion criteria
Evaluate the WBS
Understand and use WBS templates
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Creating a Work Breakdown Structure
Identifying Project Tasks
Each subsequent level in a WBS is a subset of the previous level and shows an
increased level of detail. This is called top-down design.
Summary Tasks: Any task with subordinate tasks is a summary task.
Work Packages: The lowest level task on any leg is called a work package.
Work packages are assigned, tracked and executed. When we have executed
every work package on the project plan, we have finished the project.
Cost: The cost of a summary task is equal to the sum of the costs of its
subordinates.
Schedule: The start of a summary task corresponds with the earliest start of a
subordinate. The finish of a summary task corresponds with the finish of the
latest subordinate.
The topmost node of aWBS is the project.
The lowest nodes in any arm of a WBS are called Work Packages.In Project, these are called subordinate tasks.
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Creating a Work Breakdown Structu
Show Project Summary Task
Figure 10. Show Project Summary Task
Path to this screen: Tools > Options > View Tab > Check the: Show project summary task
box
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Creating a Work Breakdown Structure
Figure 11. Without Project Summary Task
Figure 12. With Project Summary Task
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Creating a Work Breakdown Structu
Organizing the WBS
There are many ways to Move a task left (outdent) or right (indent) in the
outline:
Use the shortcut key Alt + Shift + left or right arrow key
Use the icon on the toolbar
Go to PROJECT > Outline, Indent or Outdent
Move up or down: If you want to move the entire task, make sure to select the
entire row before trying to move it. Then use one of these techniques:
Cut and Paste
Drag and Drop
Click on the task id and okay the task to it’s new location with the mouse.
Insert and Delete:
The Insert key will insert a new task. Same as going to INSERT > New task.
When a cell is selected, delete will delete cell contents. If entire task is
selected it will delete the task from the project.
Deleting a summary task will trigger a warning message. All subordinate
work packages will be deleted when the summary task is deleted.
Expand / Collapse the outline:
Pressing Alt, Shift and + or - at the same time will expand and collapse a leg
of the WBS.
Look at the outlining formatting for additional icons.
Use the Show button on the Formatting Toolbar.
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Creating a Work Breakdown Structure
Grouping
Grouping is another way to organize.
The ability to group tasks into categories gives the project manager the
fl exibility to analyze and present the project data in customized and meaningful
ways. Grouping is not limited to the pre-de fined Groups. There are 30 text and
20 number fields that allow the user to de fine custom Groups. For example a
Text1 field may be populated with each tasks location or city. Grouping on the
Text1 field would then organize the project tasks by city, rolling the data from the
cities to their Group and then to the project level!
Groups are accessed from MS Project’s menus by choosing Project…Group by:
and then either selecting a pre-defined Grouping or choosing More Groups…
Figure 13. More Groups
Path to this screen: Project > Group by > More Groups
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Creating a Work Breakdown Structu
In the More Groups dialog, the New… button allows the user to modify existing
Group definitions or to create a new Group. It is here that customized Grouping
solutions are created.
What are the reporting needs placed upon the project manager in your
organization, and how would you Group the project to achieve those reporting
needs? Answer these questions with Grouping and cut the time needed to
organize and report significantly!
Figure 14. Group Definition of Critical
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Creating a Work Breakdown Structure
Grouping Demonstration and Discussion
A Custom Group is a powerful, meaningful method of organizing the project. In
the Grouping below, the Text1 field contains each tasks geographical location.
Notice that the Text1 field has been renamed “Location”.
Figure 15. Grouping Demonstration
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