MSP Assignment 2 - PMTUTOR · 2017. 3. 11. · 2. Change the recurrence interval to Yearly, select the Last Monday of May, and change the number of occurrences to 10. 3. Repeat these

MSP ASSIGNMENT 2

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Activity1 to 6

Activity 1.1 Creating a New Project Plan Scenario

Trey Research is an enterprise-level company that develops and manufactures innovative products that are designed to improve business productivity. The Research and Development (R&D) department has been exploring new opportunities and has authorized the development of an enhanced laser presentation device. While the concept is not new (other devices are on the market to advance slides in a presentation), Trey’s design will incorporate three colors of laser lights, rather than only the red light that is found in competing products. Market research has shown that public speakers want the option to use white and yellow lights also.

You will be the project manager on this exciting venture, and you are looking forward to the next several months. The R&D department has placed tight time and cost constraints on the project, and a big bonus awaits you if you meet them. You have used Microsoft Excel to track other projects, but the complexity of this one demands a more robust tool, so you have decided to use Microsoft Project instead. You will create a project plan from scratch for your work.

1. Open Microsoft Project.

a) From the computer operating system’s Start menu, navigate to and open Microsoft Project.

2. Create a new project.

a) From the File tab, click the New button and select Blank Project. b) Verify that a new file opens with no data in it.

3. Save the file to your local computer.

a) Select the File menu, and then click Save. Navigate to the Initializing a Project folder and save the file as My_Trey_Research_Presenter_Project

b) Close the file.

Activity 1.2 Creating a Project Plan Template Scenario

As you get ready to launch your new project, you realize that you might need to team up with another company, to fill any gaps that Trey Research may have. You have found an existing Trey project that contains the tasks and resources to merge with or acquire another company, and you would like to modify this project plan for your use. You know that you can save it as a template, and then create a new project from the template and make the necessary changes to suit your needs. The steps to create the template are simple.

1. Open the project plan that you want to save as a template.

a) Open the Merger_and_Acquisitions_Analysis.mpp project plan from the location where it has been saved.

2. Save the project plan as a template.

a) Use the Save As command to save the file as a Project Template, with the .mpt extension, to the location where you want it to be saved.

3. Select the data that you like to keep or remove from the template.

Note: The Mergers and Acquisitions Analysis project is in progress, and it is important to remove any data that will not be used in a new project that will be created based upon the template.

a) In the Save As Template dialog box, check the Values of all baselines and Actual Values options.

b) Leave the remaining values unchecked.

c) Click Save.

d) Close the template file.

Activity 1.3 Defining Project Information Before You Begin

Open the My_Trey_Slide_Presenter_Project.mpp file from the Creating a New Project Plan activity.

Scenario

Now that you have created a new project plan for your presentation device, you need to configure some basic information in it. The project sponsor has given you a start date for the work, and has indicated that you will schedule everything from that start date. Microsoft Project will then calculate the finish date, based upon the tasks, durations, and resource assignments. You do not need to change the current date in the file, as it will not be used in any of the application’s calculations.

1. Set the project’s scheduling mode and start date.

a) From the Project tab on the ribbon, select Project Information. Set the Start date to August 1, 2016.

1. Ensure that the Schedule from drop-down list is set to Project Start date.

2. Select OK.

a) Save the file, and leave it open.

Activity 1.4 Creating and Assigning a New Calendar Before you begin

The My_Trey_Slide_Presenter_Project.mpp file you saved in the previous activity is still open.

Scenario

Trey Research is not open on several Federal holidays, and employees will work only a half day on Election Day. You need to include these non-working days in a calendar, and then assign the calendar to your project.

Before you begin

The My_Trey_Slide_Presenter_Project.mpp file you saved in the previous activity is still open.

Scenario

Trey Research is not open on several Federal holidays, and employees will work only a half day on Election Day. You need to include these non-working days in a calendar, and then assign the calendar to your project.

1. Create a copy of the Standard calendar.

1. On the Project tab on the ribbon, select Change Working Time.

2. Create a new calendar named Trey Research

2. Add federal holidays as exceptions.

1. Navigate in the calendar to May 2016, and select May 30.

2. In the Exceptions table, type Memorial Day

3. Add the following exceptions to the project calendar:

i. Monday, July 4, 2016, Independence Day

ii. Monday, September 5, 2016, Labor Day

iii. Tuesday, November 8, 2016, Election Day

3. Change the working time of Election Day to 8:00 AM-12:00 PM.

1. In the Exceptions table, select Election Day, then the Details button to the right.

2. Set the time as Working, and use the Delete key to remove the second row.

4. Set a recurrence pattern for Memorial Day and Labor Day for the next 10 years.

1. In the Exceptions table, select Memorial Day, then the Details button.

2. Change the recurrence interval to Yearly, select the Last Monday of May, and change the number of occurrences to 10.

3. Repeat these steps for Labor Day, which is the first Monday in September.

5. Assign the Trey Research calendar as the project calendar.

1. On the Project tab, select Project Information.

2. Change the calendar from Standard to Trey Research.

6. Save the file and close it.

Activity 2.1 Creating a Project Schedule Data File

To complete this lab, you must first download the following data file: Trey_Slide_Presenter_Tasks.mpp

Scenario

Now that you have begun your project plan in Microsoft Project, you want to add some tasks to it. Your project will have several phases, and you will add a few tasks in the first phase of the work. You know how long each task should take, so you can add duration values to the plan at this time. You will also link the tasks in the correct sequence and address special considerations (lag and lead time, constraints, and deadlines) where they will apply.

1. Open the Trey_Slide_Presenter_Tasks.mpp project plan file.

2. Set Microsoft Project so all new tasks are automatically scheduled.

a. On the Status Bar at the bottom of the Gantt Chart, left-click New Tasks: Manually Scheduled, and change it to New Tasks: Auto Scheduled.

3. Add the following tasks in the Gantt Chart.

a. In the Task Entry pane, in the Name field, enter the following tasks in the first four rows:

• Determine sales objectives

• Define launch timing and publicity objectives

• Identify budget requirements

• Obtain launch budget approval

4. Add durations for each task.

a. In the Duration field for each task, enter the following values:

• For the Determine sales objectives task, enter 3 days

• For the Define launch timing and publicity objectives task, enter 3 days

• For the Identify budget requirements task, enter 1 week?

• For the Obtain launch budget approval task, enter 1 week

5. Link the tasks in a Finish-to-Start relationship.

a. Select all of the tasks you just entered.

b. In the Schedule group of the Task tab on the ribbon, select Link the selected tasks.

6. Change the relationship between Tasks 1 and 2 to Start-to-Start.

a. Open the Task Information dialog box for Task 2, Define launch timing and publicity objectives, by selecting the task name, then selecting the Information button in the Properties group of the Task tab.

b. In the Predecessors tab of the Task Information dialog box, select Determine sales objectives and in the Type field, select Start-to-Start (SS).

7. Add a lag time between Tasks 3 and 4.

a. Open the Task Information dialog box for Task 4, Obtain launch budget approval, by selecting the task name, then selecting the Information button in the Properties group of the Task tab.

b. In the Predecessors tab of the Task Information dialog box, select Identify budget requirements, and in the Lag column type 1d for a 1-day lag.

8. Add a lead time between Tasks 2 and 3.

a. Open the Task Information dialog box for Task 3, Identify budget requirements, by selecting the task name, then selecting the Information button in the Properties group of the Task tab.

b. In the Predecessors tab of the Task Information dialog box, select Define launch timing and publicity objectives, and in the Lag column type -2d for a 2-day lead.

9. Set a constraint for Task 3.


b. In the Advanced tab of the Task Information dialog box, change the Constraint type to Start No Earlier Than, and set the Constraint date to 8/2/16

10. Set a deadline for Task 4.


b. In the Advanced tab of the Task Information dialog box, set the Deadline to 8/19/16

11. Save the file as My_Trey_Slide_Presenter_Tasks

Activity 2.2 Creating a Project Plan with User-Controlled Scheduling

Before You Begin

Microsoft Project is open.

Scenario

You are becoming more familiar with user-controlled-scheduling, and you want to experiment with it before applying it to the Trey Slide Presenter project. You remember that by default all tasks in Microsoft Project are set to Manually Scheduled, which means that when you add a new task, Microsoft Project does not set dates and durations for it. The Project Management Office (PMO) at Trey Research has created a small file for you to work with. The tasks are presently Manually Scheduled, and some of the tasks should become Auto Scheduled. You also want to change the default setting in Microsoft Project so all new projects are Auto Scheduled.

1. Open the file named New_Widget_Project from the Create a Project Schedule folder. Note that some of the fields have data in them and others do not, and that some fields have text instead of dates or numbers. This is a feature of Manually Scheduled tasks.

2. Link the tasks.

a. Select the first task name in the Task Entry table, hold the Shift key and select the last task name.

b. In the Schedule group of the Task tab select the Link the Selected tasks button. The duration and dates fields will then be populated, but the tasks will still be Manually Scheduled.

3. Change the scheduling mode of the Design task.

a. Select the Design task name, and in the Properties group of the Task tab select Information.

b. In the General tab, change the Schedule Mode to Auto Scheduled. The color of the Gantt bar will change to a different shade of blue.

4. Change the scheduling mode of the Marketing task in the same manner, and note that the values in the Duration and Date fields have changed.

5. Change the scheduling mode for all new tasks to Auto Scheduled.

a. On the Status Bar at the bottom of the Gantt Chart, select New Tasks: Manually Scheduled and change it to New Tasks: Auto Scheduled.

6. Add a new task at the end of the project.

a. In the first blank row of the Task Entry table, enter the name Production

7. Change the default scheduling mode for all new projects to Auto Scheduled.

a. Select the File tab, then Options, and then Schedule Options.

b. Click the drop-down arrow next to Scheduling options for this project, and select All new projects.

c. Beneath this, change New tasks created to Auto Scheduled, and click OK to close Project Options.

8. Save the file as My_New_Widget_Project and close it.

Activity 2.3 Creating a Work Breakdown Structure Data File:

To complete this lab, you must first download the following data file: Trey_Slide_Presenter_Tasks_a.mpp

Scenario

A member of your project team has begun to list the tasks for your project. She has entered the first two phases of work into Microsoft Project, and you need to make some changes so that the work will flow smoothly.

1. Open the file.

a. From the Create a Project Schedule folder, open Trey_Slide_Presenter_Tasks_a.mpp.

2. Rearrange the task list.

a. Select the row for the Define press release requirements task.

b. Drag the selected task up until it is between Kickoff product launch and Define sales presentation.

3. Insert a summary task.

a. Select row numbers 9-12.

b. In the Insert group of the Task tab, select Summary.

c. Replace the placeholder text <New Summary Task> with Marketing

4. Insert a milestone.

a. Select the task named Phase 2 – Detailed Planning.

b. In the Insert group of the Task tab, select Milestone.

c. Replace the placeholder text <New Milestone> with High-Level Planning Complete

5. Indent tasks so they are subtasks of a summary task.

a. Select the tasks named Identify budget requirements and Obtain launch budget approval.

b. In the Schedule group of the Task tab, select Indent Task.

6. Add text to a task note.

a. Select the Engineering task.

b. In the Properties group of the Task tab, select Information.

c. In the Notes area on the Notes tab, enter Engineering has its own set of plans that it will follow and select OK.

7. Show the Project Summary Task.

a. On the ribbon, select the Format tab.

b. In the Show / Hide group, select the Project Summary Task check box.

8. Save the file as My_Trey_Slide_Presenter_Tasks_a.mpp

Activity 2.4 Modifying a Work Breakdown Structure Data File:

To complete this lab, you must first download the following data file: Trey_Slide_Presenter_Tasks_b.mpp

Scenario

Your team has made progress on the Work Breakdown Structure, by adding durations and links to the tasks. You need to make some changes to your Work Breakdown Structure, as it is still a work in progress. You will add a new task in the middle of the project, mark a task inactive because you do not think you will need to perform it, split a task into two separate pieces, and move a task forward by a day. You also want to learn how to reschedule incomplete work, although you will not need to do this until the project is underway.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Tasks_b.mpp from the Create a Project Schedule folder.

2. Insert a new task into the existing task list.

a. Select the Phase 3 - Execution task name.

b. In the Insert group on the Task tab, select Task. Note: The new task will appear immediately above the task Phase 3 – Execution, and it will be linked in a Finish-to-Start relationship with Plan team staffing to support sales goals and Evaluate market and refine messaging.

c. Replace the <New Task> placeholder with the text Detailed Planning Complete

d. Set the Duration to 0 days, to make the task a milestone.

3. Mark the Define internal communication needs task as inactive.

a. Select the Define internal communication needs task.

b. On the Schedule group on the Task tab, select Inactivate. The task name and associated Gantt bar will have a strikeout line through

them, and the linking of the tasks will be updated to reflect that this task will not be done.

4. Manually split the Obtain launch budget approval task to have a one-day delay that will occur two days after the task begins.

a. Select the Obtain launch budget approval task.

b. In the Schedule group of the Task tab, select Split task.

c. In the Gantt Chart pane, select the place in the bar where the split will occur, Friday 8/12/2016.

5. Move the Define sales presentation task.

a. Select the Define sales presentation task.

b. In the Tasks group of the task tab, select Move Task, and then select Move Task Forward 1 day.

6. Save the file as My_Trey_Slide_Presenter_Tasks_b.mpp

7. Reschedule incomplete work.

a. Select the Define sales presentation task.

b. In the Schedule group of the Task tab, select 50%. The Gantt bar for the task will be dark blue for 2 days (50% of the duration).

c. In the Status group of the Project tab, select Update Project.

d. In the Update Project window, select Reschedule uncompleted work to start after and enter 8/25/2016. The task will then appear with a one-day split.

8. Close the file and do not save changes.

Activity 2.5 Linking Project Plans Data Files:

To complete this lab, you must first download the following data file: My_Trey_Slide_Presenter_Tasks_a.mpp

Contractor_Selection.mpp

Scenario

You have decided to use a contractor for the engineering phase of your Trey Slide Presenter project, and the Trey Research PMO has made available a Microsoft Project file that contains the steps to select such a contractor. You want to incorporate these steps into your project, and you decide to create a master project that includes two sub-projects, the slide presenter project and the contractor selection project.

1. Create a new blank project and set it up for your use.

a. From the New page, select Blank Project.

b. Set the project’s scheduling mode and start date.

• From the Project tab on the ribbon, select Project Information. Set the Start date to August 1, 2016

• Ensure that the Schedule from drop-down list is set to Project Start date.

• Select OK.

c. Set the Task Mode so all new tasks are auto scheduled.

• On the Status Bar below the Gantt Chart, select New Tasks: Manually Scheduled and change it to New Tasks: Auto Scheduled.

d. Show the Project Summary Task.

• On the ribbon, select the Format tab.

• In the Show/Hide group, select the Project Summary Task check box.

e. Save the file in the Create a Project Schedule folder, and name it My_Trey_Slide_Presenter_with_Contractor.mpp

2. Insert two subprojects into the master project you just created.

a. Insert the first subproject into the master project.

• Select the Task Name cell in the first blank row below the Project Summary task.

• In the Insert group of the Project tab, select Subproject.

• If necessary, navigate to the Create a Project Schedule folder and insert the file My_Trey_Slide_Presenter_Tasks_a.mpp.

• Expand the tasks in the subproject by selecting the open triangle next to the Task Name in the second row.

b. Insert the second subproject into the master project.

• Select the Engineering task name in the task list.

• In the Insert group of the Project tab, select Subproject.

• From the Create a Project Schedule folder, insert the file Contractor_Selection.mpp.

• Select the Contractor_Selection task name, and in the Schedule group of the Task tab, select the green Outdent arrow.

• Expand the tasks in the subproject by selecting the open triangle next to Contractor_Selection task name in the second row. The subproject is then parallel to the Marketing and Engineering summary tasks, and below the Define internal communications needs task.

3. Create dependencies between tasks in different projects.

a. Select the Define internal communication needs task name, hold the Control key, and select the Write Statement of Work task name.

b. In the Schedule group of the Task tab, select the Link the Selected Tasks button.

c. Select the Select contractor task name, hold the Control key, and select the Align product release timing with marketing plan task name.

d. In the Schedule group of the Task tab, select the Link the Selected Tasks button.

4. Save the file, but do not save changes to My_Trey_Slide_Presenter_Tasks_a.mpp or to Contractor_Selection.mpp.

Activity 3.1 Adding Resources Data File:

To complete this lab, you must first download the following data file: Trey_Slide_Presenter_Resources.mpp

Scenario

Your Work Breakdown Structure (WBS) looks very solid, and it is now time to begin naming the resources that are needed for the project. Earlier in planning, you inactivated one of the tasks, but you have since decided that it is required and have re-activated it. Several of the groups within R&D will be expanding on the WBS with their specific tasks and resources, so you do not have to add them to the project.

Here you will add several work resources, as well as material and cost resources, to your plan.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Resources.mpp from the Managing Resources and Assignments folder.

2. Add work resources to the Resource Sheet.

a. Change the view to the Resource Sheet.

b. In the Resource Views group of the View tab, select Resource Sheet.

c. Add the following resources in the Resource Name column of the Resource Sheet.

• Mable McDonald

• Jeannette Bowman

• Brittany Stuart

• Margarita Steele

• Juan Madera

3. Add material resources in the Resource Name column of the Resource Sheet.

a. Enter Draft Quality Paper and change the Type to Material.

b. Enter Final Quality Paper and change the Type to Material.

c. Add material labels to the Material Label column of the Resource Sheet.

• For Draft Quality Paper enter cartons

• For Final Quality Paper enter cartons

4. Add a cost resource in the Resource Name column of the Resource Sheet.

a. Enter Travel Expenses and change the Type to Cost.

5. Save the file as My_Trey_Slide_Presenter_Resources.mpp

6. Close the file.

Activity 3.2 Sharing Resources Data File

To complete this lab, you must first download the following data file: Contractor_Selection.mpp

Scenario

Earlier in planning, you created a Microsoft Project file to be used when selecting a contractor. You would like to share resources from a resource pool with this file, so that you do not have to enter them. But since you have not yet created the resource pool, you will do that first. The resource pool will then be available for sharing with other Microsoft Project files.

1. Create a new project.

a. From the File tab, select the New button and select Blank Project.

2. Add work resources to the Resource Sheet.

a. Change the view to the Resource Sheet.

b. In the Resource Views group of the View tab, select Resource Sheet.

c. Add the following resources in the Resource Name column of the Resource Sheet.

• Kristine Rowe

• Humberto Maple

• Barbara Navarro

• Edwin Witcher

• Jerald Odum

d. Save the file in the Managing Resources and Assignments folder with the name Resource_Pool and leave the file open.

3. Use a resource pool.

a. Open the file Contractor_Selection.mpp.

b. From the Assignments group on the Resource tab, select Resource Pool and then select Share Resources.

c. In the Share Resources window, select the option Use resources (requires at least one open resource pool) and verify that the From field indicates Resource_Pool.mpp.

d. From the On conflict with calendar or resource information option, select Pool takes precedence and select OK.

e. Verify that the resources appear in the Resource Sheet.

• In the Resource Views group of the View tab, select Resource Sheet.

4. Save the file as My_Contractor_Selection.mpp and close the file.

5. Save the resource pool file as My_Resource_Pool.mpp and close it.

Activity 3.3 Creating a Resource Calendar Data File

To complete this lab, you must first download the following data file: Trey_Slide_Presenter_Resources_b.mpp

Scenario

By default, when you add a resource to your project plan it adopts the project calendar and all of its exceptions (usually holidays and other non-working days). However, there are times when a resource has additional non-working days (vacations, work on other projects, and so on.). You will account for these by creating a resource calendar for Juan Madera, who has some days that he cannot work on the project during normal working hours and is not available to work on the project after November 20, 2016.

1. Open the file and view its resources.

a. Open the file named mpp from the Managing Resources and Assignments folder.

b. From the Resource Views group of the View tab on the ribbon, select Resource Sheet.

2. Add an exception to Juan’s working times for September 2nd, when he needs the afternoon off.

a. In the Resource Sheet, select the name Juan Madera.

b. In the Properties group of the Resource tab, select Information to open the Resource Information dialog box.

c. On the General tab, select Change Working Time.

d. Select September 2, 2016 on the calendar.

e. In the Exceptions table, select the first blank row and enter Half Day in the Name

f. Select the Start field to the right of the Half Day entry and then select the Details

g. Select the Working times option button, select the second row in the table (1:00 PM to 5:00 PM) and delete the row.

h. Select OK to close the Details dialog box.

3. Add an exception for Juan’s vacation day on September 6th.

a. Select September 6, 2016 on the calendar.

b. In the Exceptions table, select the second blank row and enter Vacation in the Name

c. Select OK to close the Change Working Time dialog box.

4. Change Juan’s resource availability after November 20th.

a. In the first row of the Resource Availability table, change the Available To date to 11/20/2016

b. In the second row of the table, enter 11/21/2016 in the Available from cell and enter NA in the Available To Enter 100% in the Units cell.

c. Select OK to close Resource Information.

5. Save the file as My_Trey_Slide_Presenter_Resources_b.mpp and leave it open.

Activity 3.4 Assigning Resources to Tasks Data File

To complete this lab, you must first download the following data file:My_Trey_Slide_Presenter_Resources_b.mpp

Scenario

Now that you have added resources to your project plan, it is time to assign them to tasks. Microsoft Project gives you several methods to do this, and you will use all of them. Because project plans change after they are created, you will need to modify resource assignments after they are made. You will also do this in this activity.

1. Assign resources using the Assign Resources dialog box.

a. From the Task Views group of the View tab on the ribbon, select Gantt Chart.

b. In the Assignments group of the Resource tab, select Assign Resources.

c. With the Assign Resources dialog box open, select the Determine sales objectives task.

d. In the Resource Name column, select Mable McDonald and then select the Assign button.

e. In the task list, select the Identify budget requirements task.

f. In the Resource Name column, select Brittany Stuart and then select the Assign button.

g. With the task still selected, select Travel Expenses in the Resource Name column.

h. In the Cost column of the Travel Expenses row, enter $100.00.

i. Select the Assign button.

j. Close the Assign Resources dialog box.

2. Assign resources using the Task Information dialog box.

a. Select the Task tab and make sure you are in the Gantt Chart view.

b. Select the Define launch goals task name, and from the Properties group of the Task tab, select Information.

c. In the Task Information dialog box, select the Resources tab.

d. Select the first blank row in the Resource Name column and select Jeannette Bowman from the drop-down.

e. Jeanette will work full-time on this task, so leave the Units field at 100% and select OK.

f. Select the Define press release requirements task name, and open the Task Information dialog box.

g. On the Resources tab, select the first blank row in the Resource Name column and select Humberto Maple from the drop-down.

h. Humberto will only work part-time on this task, so select 50% in the Units field and select OK.

i. In a similar manner, assign the following resources to the following tasks:

• Assign Cameron Kellum full-time (100%) to the Obtain launch budget approval task.

• Assign Edwin Witcher full-time (100%) to the Kickoff product launch task.

• Assign Winston Blanks full-time (100%) to the Create press releases task.

• Assign Final Quality Paper to the Create press releases task and update the Units to 2 cartons.

3. Assign resources using the Task Form.

a. In the Task Entry table, locate and select the Define sales presentations task.

b. From the View group on the Task tab, select More Views.

c. Select Task Form in the More Views dialog box and select Apply.

d. In the Task Form view, select a blank row in the Resource Name column.

e. Select Juan Madera from the drop-down list, and enter 100% in the Units column. Select OK.

f. In the same manner, assign Kristine Rowe and Mable McDonald to the Define product specification literature task.

4. Edit resource assignments using the Task Entry table.

a. From the View group on the Task tab, select Gantt Chart.

b. Select the Determine sales objectives task.

c. Select the Resource Names column for the task to activate the drop-down, and select the drop-down arrow.

d. From the drop-down list, select Shannon Clemons and then select anywhere in the Task Entry table to add the resource.

e. Note that the duration became 0.5 days. However, you need both resources to work for 1 day.

f. Select the yellow Smart Tag next to the Resources Names column, and then select the option to Increase the amount of work but keep the same duration.

5. Save the file and leave it open.

Activity 3.5 Resolving Resource Conflicts Data File

To complete this lab, you must first download the following data file: Trey_Slide_Presenter_Allocation.mpp

Scenario

Resources have been assigned to all of the tasks in your project, but you see the red “burning man” icon for some tasks, which tells you that a resource is overallocated, or working more hours than it should be according to the Resource Sheet. Although overtime has been approved for the project, you would like to avoid it by delaying the work for a task. There are several ways to do this, and you will try each one.

1. Open the file.

a. Open the Trey_Slide_Presenter_Allocation.mpp file from the Managing Resources and Assignments folder and view the Gantt Chart.

2. Mable McDonald is assigned to both Tasks 3 and 4 on August 1, making her overallocated. You think she can push Task 4 to the next day to solve the problem. Manually resolve this resource conflict using the Team Planner view.

a. From the View group of the Resource tab, select Team Planner.

b. Scroll in the view until you see Mabel’s name in red and a red box around two tasks on August 1.

c. Select the Define launch goals task and drag it horizontally to Tuesday, August 2. The red text and red box disappear.

d. Return to the Gantt Chart, and verify that Mabel is no longer overallocated. Note that for Task 4 there is a Start No Earlier Constraint on 8/2/16 in the Indicator column, to signify that Mabel cannot work on this task on Monday.

3. Edward Witcher is overallocated because he is assigned to two tasks on the same day. Manually resolve this resource conflict using the Task Inspector.

a. Select Task 21, Plan sales force staffing and training to support sales goals and note that the red “burning man” icon appears in the Indicators column to indicate an overallocation.

b. From the Task group in the Task tab, select Inspect. The Task Inspector pane opens to the left of the Gantt Chart, stating that Edwin is working on other tasks. In the Actions group of the Task Inspector, select Reschedule Task.

c. Note that the overallocations disappear, and the task moves to Tuesday, September 6.

d. Close the Task inspector.

4. Winston Blanks is overallocated for the Update launch plan based on forecast task because he is scheduled to work on other tasks at the same time. Use the automatic leveling options to resolve this resource conflict.

a. Scroll to Task 33, Update launch plan based on forecast, and note that the red “burning man” icon appears in the Indicators column to indicate an overallocation.

b. In the Level group of the Resource tab, select Leveling Options. Confirm that leveling calculations is set to Manual and the leveling range is set to Level entire project; the Leveling order is set to Standard, and that Level only within available slack is unchecked. Select OK to close the window.

c. In the Level group of the Resource tab, select Level Resource.

d. From the list of resources, scroll down and select Winston Blanks, and select Level Now.

e. Note that Microsoft Project delays the successor task, Establish sales channels, to solve the overallocation.

5. Analyze the results of automatic leveling.

a. In the Resource Views group of the View tab on the ribbon, select Other Views then More Views, then Leveling Gantt.

b. The Leveling Delay column displays the number of days each task was delayed as a result of resource leveling. Note that Task 21 has a leveling delay of 6 elapsed days. In the right pane of the Gantt Chart, you will see a tan line representing the un-leveled task, and a blue line representing the leveled task. (Note that Task 17 was not delayed.)

c. Examine the other tasks with leveling delays greater than 0 elapsed days to see the effect of leveling.

d. Return to the Gantt Chart.

6. Save the file as My_ Trey_Slide_Presenter_Allocation.mpp and close it.

Activity 3.6 Entering Resource Costs Data File

To complete this lab, you must first download the following data file: Trey_Slide_Presenter_Costs.mpp

Scenario

Resources and assignments have been added to the project plan, and you now want to enter costs for the resources. Most of the project team members will charge an hourly rate, although a couple of people know only their annual salary, so you will need to input either hourly or annual values as appropriate. Also, the costs for several people will increase on September 1, 2016 and you want to input the new rates now so Microsoft Project will calculate costs automatically using the correct rates. Finally, a few team members will be eligible for overtime pay. Fortunately, Microsoft Project can handle that also, so you will add overtime rates where necessary.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Costs.mpp from the Managing Resources and Assignments folder.

b. Change the view to the Resource Sheet.

2. Add cost rates for resources.

a. Select the work resource Mabel McDonald.

b. In the Std. Rate column enter 30 and in the Ovt. Rate column enter 45 Note: The cells will display $30.00/h and $45.00/h.

c. In a similar manner, enter costs for the other work resources as follows:

• Jeannette Bowman has a standard rate of $30.00 an hour and an overtime rate of $45.00 an hour.

• Brittany Stuart has a standard rate of $30.00 an hour and an overtime rate of $45.00 an hour.

• Kristine Rowe has a standard rate of $500.00 a month.

• Cameron Kellum has a standard rate of $65,000 a year.

d. Select the material resource Draft Quality Paper.

e. In the Std. Rate column enter 5 and in the Material column enter cartons

f. Enter the rate for Final Quality Paper.

g. In the Std. Rate column enter 10 and in the Material column enter cartons

3. Change cost rates for resources.

a. Select Mabel McDonald and in the Properties group of the Resource tab, select Information. Then select the Costs tab.

b. In the second row in the Effective Date column select or enter 9/1/2016

c. In the second row of the Standard Rate column enter 5%

d. In the second row of the Overtime Rate column enter 5%

e. In a similar manner, increase the costs by 5% on 9/1/2016 for the following resources:


• Brittany Stuart

4. Save the file as My_ Trey_Slide_Presenter_Costs.mpp and leave it open.

Activity 4.1 Viewing Critical Path Information for a Project Data File

To complete this lab, you must first download the following data file: Trey_Slide_Presenter_Tracking.mpp

Scenario

Your project plan is progressing nicely, and resources have been assigned to all tasks. You know that the plan is not complete yet because there will be additional material resources for the manufacturing work, but from a scheduling perspective the plan looks good. You want to see which tasks are on the critical path, because they will drive the completion date for the project.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Tracking.mpp from the Tracking and Analyzing a Project folder.

2. View the critical path for the project.

a. In the Task Views group of the View tab, select Gantt Chart.

b. On the ribbon, select the Gantt Chart Tools Format contextual tab.

c. In the Bar Styles group, check the Critical Tasks check box.

d. In the right pane of the Gantt Chart view, scroll vertically and horizontally to find bars and arrows in red.

3. Save the file as My_Trey_Slide_Presenter_Tracking.mpp and leave it open.

Activity 4.2 Setting and Updating a Baseline Data File

To complete this lab, you must first download the following data file: My_Trey_Slide_Presenter_Tracking.mpp

Scenario

You are ready to track the progress of your project, but before doing this you need to set a baseline for the project. This will provide you with a point in time against which you can compare your progress. The baseline will consist of five values for each task: start date, finish date, duration, work, and cost.

1. Set a baseline.

a. In the Schedule group of the Project tab, select Set Baseline→Set Baseline.

b. In the Set Baseline dialog box, select the Set baseline radio button, and leave the drop-down list at the default Baseline to use the standard baseline fields.

c. Leave the For field with the default Entire Project radio button selected.

d. Select OK.

2. View the baseline data.

a. In the Data group of the View tab, select Tables→ More Tables.

b. In the More Table dialog box, select Baseline, and then select Apply.

c. Note that the five columns to the right of the Task Name column have been populated with data.

3. Return to the Task Entry table.

a. In the Data group of the View tab, select Tables→Entry.


Activity 4.3 Updating Task Progress Data File

To complete this lab, you must first download the following data file: Trey_Slide_Presenter_Tracking_b.mpp

Scenario

Project execution is underway! It is now August 8, and you want to update your plan to account for the work that was accomplished in the first week. You need to set a status date of August 5, and to update Microsoft Project to reflect last week’s progress.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Tracking_b.mpp from the Tracking and Analyzing a Project folder.

2. Set the status date to August 5, 2016.

a. In the Status group of the Project tab, select the calendar symbol next to Status Date.

b. Select or enter the date 8/5/2016, and select OK.

3. Update the project plan to reflect that the Determine sales objectives task was completed on schedule.

a. Select the task Determine sales objectives.

b. In the Schedule group of the Task tab, select Mark on Track.

c. Note the check in the Indicators column for the task and a solid blue bar in the center of the Gantt bar for the task, to show that the task is complete.

4. The Define launch goals task did not begin on time and it took longer than planned, however it is complete. Update the project plan accordingly.

a. Select the task Define launch goals.

b. In the Schedule group of the Task tab, select the arrow to the right of Mark on Track, and then select Update Tasks.

c. In the Update Tasks dialog box, make the following changes:

• % Complete = 50

• Actual dur = 1d

• Remaining dur = 1d

• Actual Start = 8/3/16

d. Select OK.

5. The Identify budget requirements task is partially complete, and you want to indicate this in the Work table.

a. Select the task Identify budget requirements.

b. In the Data group of the View tab, select Tables, then select Work.

c. In the identify budget requirements row, select or enter 6 hrs in the Actual column, and 2 hrs in the Remaining column.

d. Note that the % Work Complete value for this task is now 75%.

e. In the Data group of the View tab, select Tables, then select Entry.

6. Save the file as My_Trey_Slide_Presenter_Tracking_b.mpp and close the file.

Activity 4.4 Comparing Progress Against a Baseline Data File

To complete this lab, you must first download the following data file: Trey_Slide_Presenter_Tracking_c.mpp

Scenario

Your project has been underway for a month, and it is now the day after Labor Day. You have set the status date to September 2, the Friday before Labor Day, and you have entered the progress made by your project team into the Gantt Chart. (Shortly after execution began, you entered rates for the project resources into the plan, so you are now able to track costs as well as the schedule.)

Most of the tasks have been tracking close to the original plan, but Trey Research management did not approve the budget for two weeks. During that time Cameron Kellum spent full-time reworking the budget and responding to management’s requests; this delay will impact the schedule and the cost of the project. You need to compare the progress to date against the baseline.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Tracking_c.mpp from the Tracking and Analyzing a Project folder.

2. Determine the variances to the schedule, work, and cost.

a. In the Data group in the View tab, select the Tables command, and select Variance from the drop-down.

b. View the differences in the Start Variance and Finish Variance columns to determine the status of each task and of the overall project.

c. In the Data group in the View tab, select the Tables command, and select Work from the drop-down.

d. View the Variance column to determine if anyone on the project team has spent considerably more person-hours than planned at the beginning of the work.

e. In the Data group in the View tab, select the Tables command, and select Cost from the drop-down.

f. View the Variance column to determine which tasks have costs that have exceeded the initial planned amounts.

3. Examine the project statistics.

a. In the Properties group of the Project tab, select Project Information, and in the bottom of the Project information dialog box, select Statistics.

b. In the table, view the overall status of the project.

c. Close the Project Statistics window.

4. Show baseline bars in the Gantt Chart.

a. In the Data group in the View tab, select the Tables command, and select Entry from the drop-down to return to the default view.

b. In the Bar Styles group of the Gantt Chart Tools Format tab, select Baseline.

c. From the drop-down list, select the un-numbered Baseline option at the top.

d. View the baseline for each task in the Gantt Chart, which appear as gray bars below the blue Gantt bars.

e. View the tasks that are slipping in the Gantt Chart, which appear as gray bars to the left of the blue Gantt bars.

f. In the Bar Styles group of the Gantt Chart Tools Format tab, select Baseline.

g. From the drop-down list, select the un-numbered Baseline option at the top again to remove the baseline bars in the Gantt Chart.

5. View the amount of slippage for each task.

a. In the Bar Styles group of the Gantt Chart Tools Format tab, select Slippage.

b. From the drop-down list, select the un-numbered Baseline entry.

c. View the amount of slippage for each task, which is shown by the length of the dark bars to the left of the blue Gantt bars.

d. In the Bar Styles group of the Gantt Chart Tools Format tab, select Slippage.

e. From the drop-down list, select the un-numbered Baseline option at the top again to remove the slippage bars in the Gantt Chart.

6. View the Tracking Gantt.

a. In the Task Views group of the View tab, select Other Views→More Views.

b. In the More Views dialog box, select Tracking Gantt, and then select Apply.

c. View the following in the Tracking Gantt view that displays:

• The percent complete for each task as a value to the right of the task bar.

• Red bars represent tasks in the Critical Path.

• Dark gray bars represent the Baseline.

• Dark gray bars to the left of blue or red bars indicate tasks that are slipping.

d. Return to the Gantt Chart if desired.

7. Save the file as My_ Trey_Slide_Presenter_Tracking_c.mpp and close it.

Activity 5.1 Viewing Project Information Data File

To complete this lab, you must first download the following data file:Trey_Slide_Presenter_Communicating.mpp

Scenario

You have been working with the Gantt Chart and Resource Sheet to create your project plan, but you want to become familiar with the other ways Microsoft Project can display your work. Here you will examine several of them, and you will create a custom view that is not part of the Microsoft Project collection.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Communicating.mpp from the Communicating Project Information folder.

2. Examine several built-in views.

a. In the View group of the Task tab, select the drop-down and then select Calendar. The project plan appears on a monthly calendar, with each task name and its duration shown.

• To view a different month, select the left or right arrow below the Month button or use the scroll bar to the right of the calendar.

• To view a weekly calendar, select the Week button and scroll to see the desired week.

• To see a custom calendar, select the Custom button and complete the information in the Zoom dialog box.

b. In the View group of the Task tab, select the drop-down and then select Task Usage. Tasks and resources are shown in the table.

• To view the assignment for any task and resource, select a resource name associated with a task, then in the Editing group of the Task tab select Scroll to Task. The right side of the screen will scroll to the appropriate date.

• To view fields other than Work, select the Task Usage Tools Format contextual tab, then in the Details group select the type of data you want to see.

c. Explore several other views using the same technique. Note that a contextual Format tab associated with the view you select will appear on the ribbon.

d. In the View group of the Task tab, select the drop-down and then select More Views. From the More Views dialog box select a view and select the Apply button to display it.

3. Look at other methods for viewing project data.

a. In the View group of the Task tab, select the drop-down and then select Resource Sheet.

b. Sort resources alphabetically by name.

• In the Data group of the View tab, select Sort, then select by Name. Note that the ID numbers are no longer consecutive.

• To return to numerical order, select ID from the Sort button.

c. Create a multi-level custom sort for resources.

• Select Sort by from the Sort button, and then select the fields you want to sort by.

• To return to numerical order, select ID from the Sort button.

d. In the View group of the Task tab, select the drop-down and then select Gantt Chart.

e. Filter tasks to show only milestones.

• In the Data group of the View tab, select the No Filter drop-down next to Filter, then select Milestones. All tasks with durations greater than zero are hidden.

• To remove the filter, select the Milestones drop-down, then select [No Filter].

f. Group tasks by whether they are on the critical path or not.

• In the Data group of the View tab, select the No Group drop-down next to Group by, then select Critical. Non-critical tasks are grouped, followed by tasks that are on the critical path.

• To remove the grouping, select the Critical drop-down, then select [No Group].

g. Experiment with the other tools in the Data group of the View tab.

4. Create a new custom view to display the schedule variance of all incomplete tasks, grouped by whether or not the tasks are on the critical path, with the Gantt Chart.

a. In the View group of the Task tab, select the drop-down then select More Views.

b. Select New→Single view.

c. Select or enter the following information in the View Definition dialog box:

• In the Name field, enter Variance of Critical Incomplete Tasks

• In the Screen field, enter Gantt Chart

• In the Table field, enter Variance

• In the Group field, enter Critical

• In the Filter field, enter Incomplete tasks

• In the Highlight filter field, enter Unchecked

• In the Show in menu field, enter Checked

d. Select OK and Apply to display the view.

e. Select a task name and in the Editing group of the Task tab, select Scroll to Task to see the Gantt bar for that task.

f. In the View group of the Task tab, select the drop-down and note that the name of the new view appears at the top of the list, under Custom.

g. Return to the Gantt Chart.

5. Use the Organizer to copy a custom calendar to the Global template.

a. In the View group of the Task tab, select the drop-down then select More Views.

b. Select Organizer.

c. Select the Calendars tab. The left pane shows the calendars in the Global.mpt file, and the right pane shows the calendars in the Trey_Slide_Presenter_Communicating.mpp file.

d. Select Trey Research in the right pane, and select the Copy button between the panes to copy it to the Global.mpt file. It will now be available for all projects on the computer.

6. Save the file as Trey_Slide_Presenter_Communicating.mpp and close it.

p>This template is similar to the Text template. The only difference is that this template opens in the Raw HTML editor rather than in the Visual editor.

The Raw HTML editor saves your HTML exactly as you enter it. You can switch to the Visual editor by clicking the Settings tab and changing the Editor setting to Visual. Note, however, that some of your HTML may be modified when you save the component if you switch to the Visual editor.

Activity 5.2 Importing Tasks to a Project Plan Data Files

To complete this lab, you must first download the following data file: Contractor_Selection.docx Redecorate_Office.xlsx

Scenario

Several people within Trey Research have presented you with ideas for projects, but those people have not used Microsoft Project before. You have told them that if they simply list their project’s tasks in another application, you can copy them into a new Microsoft Project plan. One researcher has presented you with a Microsoft Word document of his tasks, and another researcher has given you an Excel Worksheet. You need to create Microsoft Project files for these projects. You also want to enable Microsoft Project to import legacy and non-default formats.

1. Copy a task list from another application.

a. Open the Microsoft Word file named Contractor_Selection.docx from the Communicating Project Information folder.

b. Select all of the task names and copy them to the clipboard.

c. Open Microsoft Project and create a New Blank project.

d. In the Status bar at the bottom of the Gantt Chart, select New Tasks Auto Scheduled.

e. Select the first blank cell in the Task Name column, and paste the tasks from the clipboard.

f. In the small clipboard symbol to the left of the first task name, select Match Destination Formatting.

g. Save the file as My_Contractor_Selection.mpp in the Communicating Project Information folder, and close it.

2. Import tasks from an Excel file.

a. From the Microsoft Project backstage, select New from Excel workbook.

b. Navigate to the Microsoft Excel file named Redecorate Office.xlsx in the Communicating Project Information folder and select Open.

c. Configure the Import Wizard.

• Select Next to open the Import Wizard – Map dialog box.

• Select New map, then select Next to open the Import Wizard – Import Mode dialog box.

• Select as a new project, then select Next to open the Import Wizard – Map Options dialog box.

• Select Tasks, then select Next to open the Import Wizard – Task Mapping dialog box.

• In the Source worksheet name dropdown, select Sheet 1. The From Excel Field column will contain names from Excel, and the To Microsoft Project Field will contain the corresponding names in Microsoft Project.

• If (not mapped) appears in any row in this column, select the drop-down next to it and then select the appropriate Microsoft Project field name that corresponds to the Excel field name.

• When all field names have been matched, select Next to open the Import Wizard – End of Map Definition dialog box.

• If you wish to save the map for future use, select the Save Map button, name the new map, and select Save. If you do not wish to save the map, select Finish.

d. Save the file as My_Redecorate_Office.mpp in the Communicating Project Information folder and close it.

3. Enable Microsoft Project to open other file formats.

a. In the backstage, select Options, select Trust Center in the left navigation pane of Project Options, select Trust Center Settings, and then select Legacy Formats.

b. In the Trust Center, select Prompt when loading files with legacy or non-default file format.

c. Click OK to close the Trust Center dialog box and then click OK to close the Project Options dialog box.

Activity 5.3 Saving Project Data as Another File Type Data File

To complete this lab, you must first download the following data file:My_Trey_Slide_Presenter_Communicating.mpp

Scenario

One of the Trey Research managers has asked to see your project plan, but she does not have access to Microsoft Project. You have decided to send her a pdf document that she can open on her computer. The accounting manager needs to review the financials of your project, and he has asked for the data in Microsoft Excel format. In this activity you will satisfy both of these requests.

1. Open the file.

a. Open the file named My_Trey_Slide_Presenter_Communicating.mpp from the Communicating Project Information folder.

2. Save the file as a pdf document.

a. Select the File→Export.

b. Select Create PDF/XPS Document, and select the Create PDF/XPS button.

c. In the Browse window, browse to the Communicating Project Information folder.

d. Note that the save as type: entry is PDF Files (*.pdf). Leave the file name unchanged, and select OK.

e. In the Document Export Options dialog box, do not make any changes, and select OK.

3. Save the project cost information in the Excel file format.

a. Select File→Export.

b. Select Save Project as File.

c. Select the Microsoft Excel Workbook file type and select Save As.

d. In the Save As window, browse to the Communicating Project Information folder.

e. Change the file name to My_Trey_Research_Costs and select Save.

f. In the Export Wizard dialog box, select Next.

g. In the Export Wizard – Data dialog box, select Next.

h. In the Export Wizard – Map dialog box, select Use existing map and then select Next.

i. In the Export Wizard – Map Selection dialog box, select Cost data by task and select Next.

j. In the Export Wizard – Map Options dialog box, verify that the Tasks and Export includes headers check boxes are checked, and select Next.

k. In the Export Wizard – Task Mapping dialog box, select Finish.

l. Open Microsoft Excel and confirm that the file has been exported.

Activity 5.4 Sharing a Timeline Data File

To complete this lab, you must first download the following data file:Trey_Slide_Presenter_Communicating_b.mpp

Scenario

You have been asked to include a graphic of your project in a Microsoft Word document, but you realize that the Gantt Chart contains more detail than most readers want, and it is too complicated for people unfamiliar with Microsoft Project to understand. Fortunately, the Timeline view is available and it can be easily configured to display as much information as you need. You have added the tasks you want to the Timeline, and have formatted it to be attractive and easy to read. Now you need to copy and paste it into the Word document.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Communicating_b.mpp from the Communicating Project Information folder.

2. Show the Timeline.

a. In the Split View group on the View tab, check the Timeline check box.

3. Copy the Timeline.

a. Select anywhere in the Timeline portion of the screen, and then select the Timeline Tools Format contextual tab.

b. In the Copy group, select Copy Timeline, and from the drop-down select Full-Size. The Timeline will then be copied to the clipboard.

4. Paste the Timeline into a Microsoft Word document.

a. Open a new blank document in Microsoft Word.

b. At the top of the document, paste the Timeline.

c. Use any of the sizing handles—the small squares on the border surrounding the Timeline—to resize the image to a desired size. (The

text boxes containing Milestones and dates outside the Timeline can be resized or the font size can be changed.)

d. Save the Word document as My_Slide_Presenter_Timeline.docx in the Communicating Project Information folder, and close it.

5. If you want to close the Timeline view, in the Split View group of the View tab, uncheck Timeline.

6. Save the Microsoft Project file as My_ Trey_Slide_Presenter_Communicating_b.mpp and leave it open.

Activity 5.5 Creating Visual Reports Data File

To complete this lab, you must first download the following data file:My_Trey_Slide_Presenter_Communicating_b.mpp

Scenario

You would like to know how much money has been spent on your project as of the September 2 status date. Although the Cost Table in Microsoft Project will show this, you need to do a more thorough analysis of the costs. You can do this with a visual report, which will generate a PivotTable and a PivotChart in Microsoft Excel. Microsoft Project has a number of built-in Excel visual report templates, including the Cash Flow Report that is exactly what you need.

1. Open the file.

a. If the file named My_Trey_Slide_Presenter_Communicating_b.mpp in the Communicating Project Information folder is not open, open it.

2. Generate the visual report.

a. In the Export group of the Reports tab, select Visual Reports.

b. In the Visual Reports – Create Report dialog box, verify that Show report templates created in: Microsoft Excel is checked.

c. Select the Cash Flow Report template. A sample of the report appears in the dialog box.

d. Confirm that Select level of usage data to include in the report is set to Weeks.

e. Select the View button at the bottom of the dialog box.

3. Analyze the Cash Flow Report.

a. Excel opens displaying the cash flow based upon calendar quarters as a PivotChart.

b. To view the report as a PivotTable, select the Task Usage tab in Excel.

c. To view a weekly PivotTable analysis, expand the quarterly data by selecting the plus signs next to Q3, Q4, and Q1 in column B.

d. To return to the PivotChart, select the Chart 1 tab.

4. Save the Excel file as My_Slide_Presenter_Cash_Flow_Report.xlsx in the Communicating Project Information folder, and close Excel.

5. Close the Visual Reports – Create Report dialog box and leave the file open.

Activity 5.6 Viewing Data Through Reports Data File


Scenario

You have been reading about the new reporting features in Microsoft Project; perhaps you have used an older version of the software, and remember that reports were simple text-based documents with very limited editing and customizing capabilities. You want to experiment with the new reporting engine, to become familiar with all that it offers.

1. Open the file and access the Report tab.


b. Select the Report tab on the ribbon; all of your work will use the tools on this tab.

2. Generate a Dashboard report and view the project data that displays in it.

a. Select the Dashboards button, and then select Cost Overview.

b. View the data that is presented. The colored widgets depict the Cost, Remaining Cost, and % Complete as of the status date. The table and charts show the cost status for the highest level of the work breakdown structure.

c. The horizontal axis of the Cost Status chart does not show all of the text. To expand the chart so the axis is clearer, select the edge of the chart so there are sizing handle circles on its border. Drag the handle on the right side to the right, until the text is easier to read.

d. To depict more detail in the table, select it so there are sizing handle circles on its border. The Field List will then appear as a pane to the right of the report.

e. In the Outline level drop-down, select Level 2 and note how the table changes to show more tasks.

f. Select a blank area in the report to not display the Field List.

g. Select the Dashboards button on the Report tab, and then select Project Overview.

h. Select the table or graph, and experiment with the report by changing the Filter, Group By, and Outline tools in the Field List.

3. Generate a Resource report and view the project data that displays in it.

a. Select the Resource button on the Report tab, and then select Resource Overview.

b. Add the Actual Work column to the Resource Status table by selecting the table, and in the Work group of the Field List, placing a check mark next to Actual Work.

c. View the data that is presented.

4. Look at the other built in report types (Costs and In Progress), and view several reports in each category.

5. Create a new report.

a. Select the New Report button on the Report tab, and then select Table.

b. Name the table Project Variances and select OK.

c. Insert a new table below the existing one. In the Insert group of the Report Tools Design contextual tab, select Table. Move the table slightly below the existing one.

d. In the Field List, remove the check marks from Finish, Start, and % Complete (scroll if necessary).

e. Select the data to display in the table from the Field List:

• In the Cost group of the Field List, select Cost Variance.

• In the Duration group, select Finish Variance and Start Variance.

• In the Work group, select Work Variance (expand the groups to see these fields if necessary).

f. Change the order of the columns in the table.

• Above the Filter drop-down in the Field List, select Cost Variance and drag it to the bottom of the four-item list.

• Move the other columns so the column order is Start Variance, Finish Variance, Work Variance, and Cost Variance.

• Note that the order of the columns in the table has changed.

g. Change the Outline Level in the Field List to Level 1 (or another level that you wish to display).

6. Modify the design of a report.

a. Select a blank area in the report. The Project Variances Report is active.

b. In the Themes group of the Report Tools Design tab, select the Organic theme. Experiment with other themes to find the one you like best.

c. Select the Colors button in the Themes group, and then select Blue.

d. Select the Fonts button, and then select Arial. Change the colors and fonts to suit your desires.

7. Modify the design and format of a chart.

a. In the Report tab, select In Progress, and then select Critical Tasks. The report contains a chart and a table. Select the chart.

b. In the Chart Tools Design tab select various Chart Styles to find one that is attractive to you.

c. In the Chart Tools Format tab select various Shape Styles to find one that is attractive to you. Try different Shape Fills, Shape Outlines, and Shape Effects to customize your chosen style.

8. Modify the design and format of a table.

a. The Critical Tasks Report is active. Select the table.

b. In the Table Styles Design tab, select various Table Styles. Experiment with various Shadings and Effects.

c. In the Table Styles Layout tab, select any item in the top row (Name, Start, etc.). In the Table group, select Select, then select Select Row. In in the Alignment group, select the Center button to center the text in the top row of the table.

d. Select a blank area in the report.

9. Return to the Gantt Chart.


Activity 5.8 Adding an Add-in to a Project Plan Data File


Scenario

You have heard about a free add-in for Microsoft Project that performs several quality tests on project tasks. You would like to find and install the add-in.

1. Open the file.


2. Browse the Office Add-ins Store.

a. In the Add-ins group of the Project tab, select the Store command to browse the Office Store.

3. Install an Add-In from the Office Store.

a. In the Office Add-ins window, select the QCheck-IT add-in.

b. Select Trust It.

c. Close the QuantumPM Check-IT task pane.

4. Use the QCheck-IT add-in.

a. Select the task Obtain launch budget approval.

b. In the Add-ins group of the Project tab, select My Add-ins, and select QCheck-IT.

c. The task pane opens with the Task Audit portion of the add-in. It has four check marks that indicate the status of four quality checks for the selected task. Hover over each check mark to read the status.

d. Select the Task Progress item, and scroll through the information in the task pane.

e. At the bottom of the task pane, select Audit Settings. Each audit element can be disabled if desired, and the setting can be changed to either Warning or Error.

f. Select other tasks, and explore the add-in and its features.

5. Close the QCheck-IT add-in.

a. Select the close button in the upper right corner of the task pane.


Activity 5.9 Automating Frequent Tasks with a Macro Data File


Scenario

You want to show the color of all tasks on the critical path of your project plan as red. You know that you can do this from the Gantt Chart Tools Format contextual tab, but you want a simple procedure that other people who are not familiar with this method can use. A macro seems like the best choice.

1. Open the file.


2. Display the Developer tab on the ribbon.

a. Select File→Options.

b. In the Project Options dialog box, select the Customize Ribbon tab.

c. In the Customize the Ribbon pane at the right, under Main Tabs, check the Developer check box.

d. The Developer tab will now display on the ribbon to the right of the View tab.

3. Record the macro.

a. In the Macros group of the View tab, select Macros→Record Macro.

b. In the Macro name box, enter Red_Text_for_Critical_Tasks as the name for the macro.

c. In the Shortcut key box, enter the letter m to use as a shortcut key to run the macro.

d. In the Description box, enter Formats critical tasks with a red font color

e. Select OK.

4. Perform the steps that will be recorded.

a. In the Format group of the Gantt Chart Tools Format tab, select Text Styles.

b. In the Item to Change: drop-down, select Critical Tasks.

c. In the Color drop-down, select the Standard Color Red.

d. Select OK.

e. Note that all critical tasks now have a red font.

5. Stop the recording.

a. In the Code group of the Developer tab, select Stop Recording.

b. Remove the red font color by selecting the Undo button on the Quick Access Toolbar.

6. Run a Macro using the shortcut key (if you have a keyboard available.)

a. On your keyboard, press Ctrl + m.

b. Note that all the critical tasks now have a red font.

c. Remove the red font by selecting the Undo button on the Quick Access Toolbar.

7. Run a Macro without using the shortcut key.

a. In the Code group of the Developer tab, select View Macros.

b. Select Red_Text_for_Critical_Tasks, then select Run.

c. Note that all the critical tasks now have a red font.

d. Remove the red font by selecting the Undo button on the Quick Access Toolbar.


Activity 5.10 Saving a Project to OneDrive Data File


Scenario

You want to access your project plan from the office, home, or laptop computer when you are traveling. You can do this with a Microsoft OneDrive account, which will store your files in the cloud.

Note: If you do not have a OneDrive account, you can open one from the following website: https://onedrive.live.com/about/en-GB/. If you already have an account, you can save your file to it now.

1. Open the file.


2. Save your file to OneDrive.

a. Select File→Save As.

b. From the Save As list, select OneDrive – [Account].

c. In the right pane, select the OneDrive – [Account] folder.

d. In the Save As window, verify the location where the file is being saved.

e. If necessary, you can change the name of the file in the File name field.

f. Select Save.

3. Close the file.

Activity 6.1 Adding Custom Fields Data File

To complete this lab, you must first download the following data file:Trey_Slide_Presenter_Custom_Options.mpp

Scenario

Resources have been assigned to each work package (the lowest level of work in the project, shown as non-bold tasks in the Gantt Chart). You want to designate a resource as a leader for each summary (bold) task, but you cannot assign a resource to a summary task because that will result in overallocations if the leader is also assigned to a work package. You can solve this dilemma by creating a custom field called Task Leader, and selecting the appropriate resource from a lookup table. When you insert the custom field into the Gantt Chart, you will see the leaders’ names next to each summary task name.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Custom_Options.mpp in the Create Custom Fields folder.

2. Create a custom field.

a. In the Properties group of the Project tab, select Custom Fields.

b. Confirm that the Task radio button is selected, and that the Type: is set to Text.

c. Select Text1, and then select the Rename button.

d. Enter Task Leader as the new name, and select OK.

3. Configure the new custom field.

a. Select Lookup under Custom Attributes.

b. Enter the following names in the Values column. (You do not need to make any entries in the Descriptioncolumn.)

• Mable McDonald


• Brittany Stuart

• Margarita Steele

• Juan Madera

• Winston Blanks

• Humberto Maple

• Kristine Rowe

• Barbara Navarro

• Edwin Witcher

• Shannon Clemons

• Cameron Kellum

Note: You can copy the names from the Resource Sheet and paste them into the Edit Lookup Tablecolumn to save time.)

c. Select Close to close the Edit Lookup Table window.

d. Select OK to close the Custom Fields dialog box.

4. Insert the custom field into the Gantt Chart.

a. Scroll to the right in the Task Entry table, and select Add New Column.

b. Enter the letter T and scroll to select Task Leader (Text1).

c. Move the Task Leader column so it is between Task Name and Duration.

5. Populate the Task Leader column.

a. Select the Task Leader drop-down in the Phase 1 – High-Level Planning task, and select Mable McDonald.

b. Select the Task Leader drop-down in the Establish Launch Budget task, and select Brittany Stuart.

c. Assign task leaders to the other summary tasks as desired.

6. Save the file as My_Trey_Slide_Presenter_Custom_Options.mpp and leave it open.

Activity 6.2 Customizing Microsoft Project Data File

To complete this lab, you must first download the following data file:My_Trey_Slide_Presenter_Custom_Options.mpp

Scenario

You want to customize the project environment, to make your use of the application more efficient. Here, you will make changes to the default Microsoft Project settings, the ribbon, and the Quick Access Toolbar. You will customize only a few settings here; you can make more changes throughout your use of Microsoft Project.

1. Open the file.

a. If the file named My_Trey_Slide_Presenter_Custom_Options.mpp in the Create Custom Fields folder is not open, open it.

2. Customize Microsoft Project’s application settings.

a. On the File tab, select Options.

b. In the General group, enter your user name and initials under Personalize your copy of Microsoft Office, if it has not been done.

c. Change the Office Background and Office Theme if you wish.

d. In the Advanced group, confirm that Advice from Planning Wizard and the three options beneath it are checked.

e. Explore the options in the other groups to familiarize yourself with them.

f. Select OK to close the Project Options dialog box.

3. Customize the ribbon.

a. On the File tab, select Options, then select Customize Ribbon.

b. Add a new tab, a new group, and add tools to the group.

c. Select OK to close Project Options, and note the new tab and its tools on the ribbon.

• Select the word View (not the check mark) and then select the New Tab button. A new tab will appear beneath View in the Main Tabs list.

• Select the words New Tab (Custom) and then select the Rename button. Enter My Tools as the name for the new tab.

• Select New Group (Custom) and select the Rename button. Enter Editing as the name for the new group.

• Select the word Editing. In the Popular Commands group of tools, select Copy, then select the Add button to the right of Popular Commands. The Copy command is added to the Editing group. In a similar manner, add the Cut and Paste commands to the Editing group.

4. Customize the Quick Access Toolbar.

a. In the File tab, select Options, then select Quick Access Toolbar.

b. Add the Scroll to Task button.

• In the Popular Commands group of tools, select Scroll to Task, and select the Add button.

c. Add the Update Tasks button.

• In the Popular Commands drop-down, select All Commands.

• Scroll down in the All Commands list, select Update Tasks, and select the Add button.

d. Select OK to close Project Options, and note the changes to the Quick Access Toolbar.

5. Save the file and close it.

Documents

MSP Assignment 2 - PMTUTOR · 2017. 3. 11. · 2. Change the recurrence interval to Yearly, select the Last Monday of May, and change the number of occurrences to 10. 3. Repeat these