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Microsoft Project with Project Online for PM’s
Infinite Possibilities - Measurable Results
Robert Happy, PMP, MCTS
Project Management Practice Inc. (PMPI)
www.pm-practice.com
(707) 280-8560
Project Management Practice, Inc.Microsoft Certified PartnerPMI Registered Education Provider
www.pm-practice.com [email protected]
Provides consulting and training services to support the successful implementation of PPM solutions:
Providing the most effective roles based knowledge transfer programs available today
Offers world-class consultants and trainers and can integrate with key disciplines within your current environment to establish a high performance project managementculture
•PPM Training•PPM Systems•PMO Set-up •PPM Support•PM Career Path Dev’t
(707) 280-8560
4 Main Areas of Focus
1. PPM Systems – On-premise or Hosted
• Project Online or Project Server/SharePoint
• Reporting & System Integration
2. PPM Process Improvement
• Portfolio and Program Management
• Project Management
3. PPM People - Talent Development
• Benchmarking & Assessments
• Training & Coaching Programs
4. PPM Organization
• PMO Set-up, Optimization, Strategy & Structure
• Performance Assessment & Development
• PMO Support & Staffing
Agenda
Project 2016 and Project Online Overview (9-9:30)
Initiating Projects with Templates (9:30 – 10am)
Project Planning with Project Pro Client (10am-12pm) – 15min Break at 10:30
Project Online Demonstration and Lunch: Extending the Project management to Portfolio and Resource management using Microsoft Project & Portfolio Management (PPM) solution built on the Office 365 platform. (12 to 1pm)
Status Reporting and Managing Plans (1-2pm)
Communicating Results and Power BI (2-3:30pm) – 15 min break at 2:30
Futures – What’s Coming Your Way (3:30-4pm)
1. What is Project Online
Microsoft Project Online is the cloud (hosted) version of Project Server set-up as a subscription (extension) of Office 365. It is built on Microsoft SharePoint Online, bringing together powerful business collaboration platform services with structured execution capabilities.
Can provide everything from a Project Portfolio Management system (PPM) to Enterprise Project Management (EPM) and with new SharePoint project capabilities, a path for growth.
Provides innovative capabilities across the entire lifecycle to help organizations effectively initiate, select, plan and deliver projects on time and within budget.
Portfolio managers, team members, project/resource managers & executives
Project managers, project leads
Browser Client –
Project Web App (PWA)Project Pro Desktop Client
Project Online (Microsoft Cloud PPM application)
Project Portfolio Management (PPM) High Level Overview
6
- Essentials Subscription - Professional Subscription
Note: Premium Subscription includes portfolio (strategy) management tools, enterprise
resource engagement tools and admin configuration tools.
Project Web App (PWA) Browser Interface
Overview of the interface of PWA
Navigating the Home Page
Project Requests
Project Center/Resource Center
Using the PWA Ribbon Interface
Working with Views and Data Options
Working with the Project Details, Schedules and Project Sites
BI Reports
Connecting to Project Online Home Page with Project Web App (PWA) with Office 365
To access the PWA Home Page log in through Office 365 and
select the Project tile. If you are using ‘Click to Run’ than you may
need to install the software first. If you do not have Project as an
option you will need to contact your Office 365 administrator.
Project Lifecycle in PWA
The project creation actually starts with Project Intake on the New Project Request site
Project requests are created by a Requestor, reviewed by the PMO, reviewed & approved by the IT Leadership Team, then promoted by the PMO into PWA
The PMO selects the appropriate Enterprise Project Type (EPT) which will provision the following: Project Detail Pages Project Site Template Microsoft Project Schedule Template Workflow (not being used at this time)
Entering Project Details Resource Requests and Engagements Saving, Publishing, Closing Note: it is possible to start new projects in Project Online using the Browser client,
but this is not our process.
Project Requests are entered by stakeholder and approved by PMO
Once Approved – the PMO Creates the New Project
Check the project you
want to Promote into
Project Online –
Project Center, select
Items tab and click on
Create Projects
Importance of the Enterprise Project Type
Enterprise Project Type control associated project details, schedule template, project site template. You can change the project type later on in the process if needed.
Project request fields are automatically mapped to the corresponding enterprise custom project fields in the project details.
Once Project is Promoted to Project Center – Status is set to Approved
Initiating Enterprise Projects
Enterprise projects can be initiated as follows:
Initiating Using Project Web App (PWA)
Initiate new projects from the Project Center
Complete project detail pages
Project Information & Details
Use Project Sites to add content data and documents
Initiating Using Project Professional
New Projects in PWA (Only if not created by Project Request)
Select from a
list of available
Enterprise
Project Types.
Click New to
add a new
project
If needed the Project Type can be changed in the Project Center
List of
available
Enterprise
Project Types.
You can also
change Project
Type at any
time.
Workflow Overview
Submit to Move to Next Step
Project Details – Completing PDP’s
Complete the project information detail
page to the best of your ability. You
can always save and edit project
details at anytime.
Make sure to select Save to save your
changes. Also make sure to select Close to
check your project back in. If you do not Close
and Check-in your detail page it will remain
checked out to you and you will not be able to
edit the project schedule in Microsoft Project.
Note: Upon close you will be prompted
to check in your project. Make sure to
Close and Check-in your project!
Project Schedule in PWA
You can review and/or edit the Project Schedule directly in PWA or
with Microsoft Project Pro – More On That Later…
Update Project Control PDP
PM’s are expected to
update Project Control
status.
Use Project Sites
Use project sites for team collaboration, document
management, managing, action items, risks & issues
and more.
Project Sites & Documents
Use the project documents to add
new documents like Requirements.
Click on Projects to Return to Project Center or Project Details to
return your specific project detail pages.
Note: We will cover more on Project Sites under
collaboration section of the training.
Hands On – PWA Project Initiation
Go to the Project Center
Create a New Project and Name It – Training One <Your Name>, for example, Training One Rob
Fill in other Project Details and review other Project Detail Pages (PDP’s) and Schedule
Select the Project tab to Save and Close (and check-in)
Click on Project Site and review documents area
Click on Project Details to return to Projects
Initiating/Planning Projects Using Project Professional Client
Connecting to Online with Project Pro Client
Entering Enterprise Project Information
Understanding Save vs. Publish
Understanding the Local Cache
Working Offline
Connecting To Online with Microsoft Project Professional: URL =https://greatcall.sharepoint.com/sites/pwa
(B) To create an account, click the Add button and the Account Properties dialog box is displayed.
(A) To create a new or amend an existing Project Online connection:1.Start Project Professional2. From the Filemenu, click Info3. Select Manage Accounts
(C) Add your Name and Online URL (above) – Click to ‘Set as default account’
https://greatcall.sharepoint.com/sites/pwa
Project Pro New Look Overview
Ribbon Interface
Timeline View
New ‘File’
Backstage
Using Project Online Enterprise Schedule Templates
This schedule template is automatically associated with enterprise
project types (EPT’s) and already exist for your project if you
launched it from the PWA client.
Note: if you start a brand new project from Microsoft Project
client and save it with a name that does not exist in Project
Online than it will automatically provision a new EPT based on
the default Enterprise Project EPT.
Open Existing Project Schedules from Project Online
Click on File,
Open to review
projects stored in
your local cache
Click on ‘Show
me the list of all
projects’ to view
all projects in the
Online database
that you have
permission to
see.
File, Open
You can see a list of
projects in Online that
you can open in
Read/Write mode or
Read Only mode. You
can also open .mpp files
from here as well.
Checked Out files can
only be opened as Read
Only.
Local Cache: File\Options\Save
File\Options\Save –
then click Clean Up
Cache
You can see a list of
plans in your local
cache which allows
faster opening and
saving. You need to
clean this up
occasionally. You can
also select view Cache
Status to change
Cache size limit.
Open and Check Out Your Project
Click on Check Out to edit your schedule.
Project Information – Key to Getting Started -\Project\Project Information
Define the Project
Start Date as it drives
the schedule from
point.
The project level
calendar drives
working days across
the project. There are
other custom
calendars that can be
applied at the project
or task level.
Enter Enterprise Custom Project Fields. These
fields help with project grouping and reporting across
the portfolio. Fields with an asterisk (*) are required.
Data will generally be entered in the project detail
pages via the PWA client.
Publish to Project Online
Publish you project when you are ready
to share your changes. You can also
access the Project Site, View Task
Updates, modify Project Permissions or
update Project information.
Closing a Project
When you want to stop working on a project, you can ‘Close’ it (File\Close)
You then can either keep it ‘checked out’ to you or ‘check it back in’
Either way, it is also stored in your Local Project Cache for easy opening
How to Work Offline
Before you disconnect:
Open the Ent. Project you wish to make an ‘Offline’ project
Click \File\Close
In the confirmation dialog, click to Keep it Checked Out to you
When disconnected:
Start MS Project but in the Login Dialog, click the Profile pick list and select your regular Project Online login
Click the Work Offline button
Project Planning in an Enterprise Environment
Features specific to using planning tools while connected to Project Online
Using Project Professional with Project Online
Using Project Web App
Planning Essentials
Planning and the Work Breakdown Structure (WBS) 4 Steps To Successful Planning
Step 1: Enter & Modify Phases, Tasks, and Milestones (Work Breakdown Structure)
Step 2: Enter & Modify Duration Estimates Step 3: Enter & Modify Task Dependencies Step 4: Assign Enterprise Resources
Critical Path – Focus on Tasks Driving Your Completion
Note: The above steps can be applied when creating projects from a blank project or initiating a plan from a template.
Constraints Projects Have to Live By
Managing your constraints
with Project
Projects
➢A project manager is responsible
for accomplishing project
objectives
➢within scope
➢on time
➢within budget
➢Project quality is impacted by
managing these three key factors
➢Project is specifically designed
for this purpose with easy to use
tools for small or big projects
Step 1- Easily Enter Phases, Tasks and Milestones
The importance of the Task Name column Use the indent/outdent key to create different
outline levels Use the Show Outline button to expand/collapse
the plan Easily insert, delete or move tasks Automatically turn on a Project Summary Task Automatically turn on the outline number codes
Planning & the Work Breakdown Structure (WBS)
Begin with the end in mind - breaking the project down into manageable components is known
as the Work Breakdown Structure –
A hierarchical organization of work.
The Work Breakdown Structure (WBS)
Organizes and segments products, services, results into definable, manageable packages
Is the foundation for:
Project and technical planning
Cost estimation and budget formulation
Schedule definition
Progress reporting and problem analysis
The cornerstone to any good project plan is a well organized WBS!
A WBS – Chart Format
1
2.1
2.2.1 2.2.2 2.2.3
2.2 2.3
2 3 4 5
The Product Or
Service
LEVEL 0
LEVEL 1
LEVEL 2
LEVEL 3
Task Name Duration Start Finish
PHASE 2 - DEVELOP 25d Oct 30 '17 Dec 1 '17
Task 1 - Develop Prototype 15d
Oct 30 '17 Nov 10 '17
Task 2 - Testing/QA 6d Nov 8 '17 Nov 15 '17
Task 3 - Develop Final Product 10d Nov 13 '17 Nov 24 '17
Task 4 - Final Testing/QA 5d Nov 27 '17 Dec 1 '17
Milestone - Development Complete 0d Dec 1 '17 Dec 1 '17
WBS – Outline Format
Deliverables Based WBS
(0) Final Deliverable
1.0 Interim Deliverable 1
1.1 Task 1
1.2 Task 2
1.3 Task n
1.4 Key Milestone – Deliverable Achieved
2.0 Interim Deliverable 2
2.1 Task 1
2.2 Task 2
2.3 Task n
2.4 Milestone – Deliverable Achieved
3.0 Interim Deliverable n
Class Example
PHASE I – DESIGN
Task 1 – Gather Information
Task 2 – Analysis
Task 3 – Present Alternatives
Task 4 – Design/Document
Milestone – Design Complete
PHASE 2 – DEVELOP
Task 1 – Develop Prototype
Task 2 – Testing/QA
Task 3 – Develop Final Product
Task 4 – Final Testing/QA
Milestone – Development Complete
PHASE 3 – IMPLEMENT
Task 1 – Install
Task 2 – Test
Task 3 – Train
Task 4 – Transition to Operations
Milestone – Implementation Complete
PM Template WBS Example
Level 1 to Level 2
WBS Outline
Entering Tasks
Create, delete, edit, insert, and move tasks
Create Summary tasks
Setting task durations
Create milestones
Summary Tasks
Summary Tasks
Promote and
Demote tasks
Milestone TaskGENERALLY ZERO DURATION
Used to signify
either a
Deliverable or
significant
point in time in
the schedule,
such as the
end to a Phase
Step 1: Enter or Modify WBS - Phases (Summary), Tasks or Milestones
Enter Phases, Tasks and
Milestones directly into the
‘Task Name’ columnA phase or
summary task
has one or more
tasks/milestones
indented
underneath it. It
summarizes
(calculates) all the
indented
information until it
meets the next
equal or greater
level.
Tasks have
duration greater
than 0 with no
indented items
underneath it.
Milestones
have 0 duration
with no indented
items.
Use the indent/outdent tools
to outline your tasks to
establish the WBS.
You can also insert, delete, copy, paste and
move tasks easily. Remember deleting a summary
task deletes the children or indented tasks.
Create New Project
File, New, Blank Project
Define Project Start date – 1st of Next Month
Use the WBS from Class Example slide (next slide)
Save as File (mpp) format – onto your desktop and not in Online as – ‘Training Two <your name>’
Make sure you understand the difference between a local (mpp) file and a plan saved to the online Onlinedatabase
Hands On – Creating / Changing Tasks
Step 2: Estimate Durations
Enter duration
directly into the
duration column.
Remember it is
based on working
days from the
calendar settings:
1d = 8 hrs; 40hrs
= 1wk; 20d=1mth.
You can also
click and drag
from the end of
the Gantt bar
Estimating Task Duration
Templates can start with estimates
Questions How long will this take?
How long has it taken in the past?
Can we really estimate this?
Change directly in Duration field Keep it ‘Estimated’?
Hands On – Duration Estimates
Add duration estimates as follows:
PHASE I – DESIGN (do not enter duration at Phase/Summary level)Task 1 – Gather Information 5dTask 2 – Analysis 10dTask 3 – Prepare/Present Options 6dTask 4 – Design/Document 15dMilestone – Design Complete 0d
Phase 2 – DEVELOPTask 1 – Develop Prototype 20dTask 2 – Testing/QA 5dTask 3 – Develop Final Product 15dTask 4 – Testing/QA 5dMilestone – Development Complete 0d
PHASE 3 – IMPLEMENTTask 1 – Install 5dTask 2 – Test 5dTask 3 – Train 10dTask 4 – Support 20dMilestone – Implementation Complete 0d
Save to Project Online
*Required custom
project fields must
be completed prior
to saving a project
to Project Online.
Save your plan often. Do
not change the name if it
already exists in Project
Online. If you give it a
unique name it will create a
new project with the default
EPT.
Select Save to save your
plan to the Online.
Select Save as File.. to save plan as an mpp file. This does not save the
plan to Project Online. Once a plan is published to Online you can not save
it as an .mpp file and publish it again with the same name. Do not save
multiple versions of the same plan to Project Online.
*
Step 3: Set Dependencies
Finish to Start is the
default and creates a
sequential relationships
Start to Start creates a
concurrent relationships forcing
tasks to start at the same time.
Finish to Finish creates a
concurrent relationships forcing
tasks to finish at the same time.
Start to Finish creates a
backwards relationships opposite
to Finish to Start.
Note: Let project calculate the start and finish dates of tasks based on duration and dependencies. Stay
away from typing dates directly into the start and finish columns as this will create constraints.
Step 3: Dependencies (cont’d)
Use the linking
tool to easily
set up finish to
start
relationships.
Use the Details
view to modify
link types. Use
the lag to create
lead/lag times.
Use the
predecessor
column to enter
the predecessor
id# to establish
links.
Note: to create a split screen, select View tab and enable.
Adjust the
dependency
type or lag
time.
About Linking Tasks
When a project’s tasks are linked you create a plan based on the relationship between these tasks that is independent of actual dates
Result is a project plan that can more easily adjust to changes; changes in work and / or duration
In Microsoft Project, when a task’s scheduling information — start date, end date — changes, its dependent tasks will also be rescheduled
These dependencies are also referred to as task links or task relationships
Link Tasks / Set Dependencies
Dependency types
Creating dependency links
Lead or Lag time
Good time to look at Task Inspector and Change Highlighting
Hands On – Set Dependencies
Phase 1:
T1
T2
T3
T4M
Using the network diagrams to create the following task relationships in Training Two Project.
•Circles represent the tasks in each phase and triangles are the milestones.
•The milestone at the end of each phase drives the start of the first task of the next phase.
•Lines in Phase 2 and Phase 3 with boxes on top represent lag time to create overlap between tasks.
T1
Link FS from
PH 1 MilestoneT2
-2d
T3
-2d
T4
M
T1
T2
T3
T4
-50%
M
Phase 2:
Phase 3:Link FS from
PH 2 Milestone
CPM- Critical Path Method
Method of calculating a project’s total duration, based on a specified project start date and on the individual task durations and dependencies
Provides information about how far a task can slip into the future before it moves other tasks or makes the project finish late
Microsoft Project calculates and can display the Critical Path
What is the Critical Path?
The series of tasks that must be completed on schedule for a project to finish on schedule.
It is the series of tasks (or even a single task) that dictates the calculated finish date of the project.
This date is based on the critical task's start date, duration, calendars, predecessor dates, task dependencies, and constraints.
Each task on the critical path is a ‘critical’ task
Critical Path Network
1T1
T8
T7
T6T5
T4
T3
T9T2 M
2
1
61
1
4
2 2 3
1
Critical Path Network
1T1
T8
T7
T6T5
T4
T3
T9T2 M
2
1
61
1
4
2 2 3
1
T8
T7
T4
T3
Slack/FloatLate
Finish
Early
Finish
Late
Start
Early
StartTask #
Identify the Critical Path
1T1
T8
T7
T6T5
T4
T3
T9T2 M
2
1
61
1
4
2 2 3
1
How do I Shorten the Critical Path?
If you want to bring in the project finish date, you need to bring in the dates of your critical path tasks. This is also known as crashing a project. To do this, you can:
Shorten the duration or work on a task on the critical path. Change a task constraint to allow for more scheduling flexibility. Break a critical task into smaller tasks that can be worked on
simultaneously by different resources. Revise task dependencies to allow more scheduling flexibility. Set lead time between dependent tasks where applicable. Schedule overtime. Assign additional resources to work on critical path tasks.
Task Constraints
One of the most common mistakes made in scheduling with Microsoft Project is to type dates directly into the task’s Start and / or Finish date fields
This actually sets up a schedule based on task constraints and seriously limits your ability to use Microsoft Project as an effective management tool
Constraints are very useful but should
be used wisely and with caution
Constraint Types - 1
Constraint Description
As Late As Possible (ALAP)
Schedules the task as late as it can occur in the schedule without delaying subsequent tasks. Do not enter a constraint date with this constraint.
As Soon As Possible (ASAP)
Schedules the task to begin as early as it can occur. This is the default constraint for tasks. Do not enter a constraint date with this constraint.
Finish No Earlier Than (FNET)
Schedules the task to finish on or after the constraint date. Use it to ensure that a task does not finish before a certain date.
Finish No Later Than (FNLT)
Schedules the task to finish on or before the constraint date. Use it to ensure that a task does not finish after a certain date.
Constraint Types - 2
Constraint Description
Must Finish On (MFO)
Schedules the task to finish on the constraint date. Sets the early, scheduled, and late finish dates to the date you type, and anchors the task in the schedule.
Must Start On (MSO)
Schedules the task to start on the constraint date. Sets the early, scheduled, and late start dates to the date you type, and anchors the task in the schedule.
Start No Earlier Than (SNET)
Schedules the task to start on or after the constraint date. Use it to ensure that a task does not start before a specified date.
Start No Later Than (SNLT)
Schedules the task to start on or before the constraint date. Use it to ensure that a task does not start after a specified date.
Task Deadlines
Deadline dates can be added to any task except a Project Summary Task or a Summary Task of a Recurring Task.
Deadlines that will not be met cause a warning.
Deadlines are displayed in the Timescale.
Set a Deadline date on your finish milestone to 2 days past its calculated date (Task information dialog \ Advanced)
Use \Format\Text Styles to make all ‘Critical’ tasks show with a Red\Bold font
Hands On – Deadline Dates
Step 4 – Assigning Resources
Open Training One plan
Build Team from Enterprise Resources
Replacing Named vs. Generic Resources
Resource Roles
Assigning Responsible Owner vs. Resource Assignment Hours
Understanding How Work is Calculated with Different Task Types
Building the Team from the Enterprise Resource Pool
Lets you look at the entire enterprise resource pool and find the resources that best suit the needs of the project
Allows you to understand availability and capacity
Match skills to team members using Generic Resources
Work with the ‘Booking Type’
Generic Resources
A special type of resource used to support skill-based resource assignment and replacement
This resource entry allows organizations to define and save frequently used skills or code profiles
These are handled much like work resources with the exception that, because they are not actual resources, they don’t have accounts to log in to Project Online
Templates often use them as ‘Placeholders’
Adding Enterprise Resources vs. Local Resources
Enterprise Resources – ‘Build Team from Enterprise’
Add specific / named resources
Add/Replace generic resources
Local Resources
Entered by just typing the name in the resource sheet
If you assign resources manually/directly into your plan without using ‘Build Team from Enterprise’ they become LOCAL RESOURCES
Avoid using local resources as they are not part of availability reports across projects
Build Team From Enterprise – Replace Generic Resources with Named Resources or Add Resources to Your Team
4) Click Replace
to assign the
resource to all
tasks that had the
Generic assigned
3) Find the right
resource and
then Select
Review resource
Details… or
availability using
Graphs…
2) Click Match to see
Resources by Role
1) Select the
Generic to
Replace
Use the Split Screen View to Manage Resource Assignments & Capacity Planning
Assigning Resources
When a Resource is added to a task, Work is calculated
Avoid Assigning to Summary Tasks
Use the ‘Smart Tags’
Can select ‘Multiple Tasks/Resources’
Use the Assign Resources Icon
Add in Hours for Capacity Planning in Task Usage View – Month by month or Whatever Timescale You Want
Or Modify % Allocation in the Split Screen View
Remember the task type
will impact the way your
schedule calculates
based on the formula: Work = Duration * Units
Modify the
resource
assignment
details in the split
screen view
Resource AvailabilityMAX UNITS
Represents the percentage of the Standard Calendar the resource is available to perform project related work
If Standard Calendar is 8 hours per day:
100% equates to 8 hours of project work
50% equates to 4 hours of project work
80% equates to 6.4 hours of project work
Resources are over allocated when their assigned work exceeds their Max Units
Task Types: Work = Duration * Units
DURATION - Period of time over which a task occurs
Fixed Duration task is not affected by the amount of resources or the work of the resources
A 10-day Fixed Duration task takes 10 days, always
Task Types: Work = Duration * Units
WORK - the amount of time resources spend performing the task
Fixed Work remains the same even if resources are added or removed
2-day Fixed Work task takes 2 days of work (amount of resources and duration may change)
Task Types: Work = Duration * Units
UNITS - the allocation percentage for a resource assignment to a task
Fixed Units allows the project manager to edit the work or duration of a task and have the software calculate the work required over the span/duration of the assignment
A Resource assigned at 50% will remain 50% committed to Fixed Units task regardless
Effort Driven Scheduling
A task-level setting that determines if assigning or removing resources from a task affects the total work on the task
Project keeps the task’s total work fixed and redistributes work to the assigned resources any time there is a change in the number of assigned resources on the task
Fixed Work Tasks are always effort driven, optional for Fixed Duration and Fixed Units
Work = Duration * Units
Task Type When PM adds resource, this will change
When PM changes duration, this will change
When PM changes work, this will change
When PM changes units, this will change
Fixed Duration
Units Work Peak Units* Work
Fixed Work Duration Peak Units Duration Duration
Fixed Units Duration Work Duration Duration
*In Project – the units field does not recalculate automatically. It retains the
original default estimate of 100% unless manually changed. Instead, it uses the
Peak Units field to display fluctuations in work.
Use Resource\Add Resources\Build Team from Enterprise
Use the match and replace to add a person to your team
Add yourself to the team
Add me to your team
Use Assign Resources
Assign each of your team to your new tasks (NOT the Summaries or Milestones)
Save and Publish your Project Plan
Hands On – Add/Assign Resources
Review 4 step planning process
Apply 4 steps to the Training One Project
Modify WBS
Modify Duration Estimates
Modify Dependencies
Assign Responsible Owner
Assign Enterprise Named Resources to time tracking tasks
Save & Publish
Hands On – Add/Assign Resources
Planning Using PWA
Understanding Project Detail Pages
Creating a Resource Plan
Editing Project Schedules in PWA
Using the Timeline
Limitations in Planning when Publishing to PWA
Features NOT supported if you plan on editing the schedule in PWA
Blank Task Lines
Cannot Edit Master Projects in PWA
Cannot Edit Projects in PWA with Task Calendars
Using Project Detail Pages
Special kind of Web Part page that you access from the Project ‘Drilldown’ page
You can add and edit project information on the PDP’s
Different types for different reasons
Any number can be added with any type of information
Different ones can be displayed based on Workflow stage
Editing the Schedule in PWA
Similar Ribbon menu with same basic options on the Schedule page as Microsoft Project Pro
Capable project schedule editing functions with proper permissions
Review of Save – Publish – Check-In
Editing Tasks in PWA
Editing in PWA very similar
to MSP. Can directly edit
cells as well.
Same Save, Close, Publish
Working with the Timeline
Adding Tasks to the Timeline
Changing the Look of the Timeline
Also appears on the Project Site
You can right-click a task
and get a mini menu to Add
to the Timeline or select the
task and click Add to
Timeline in the Ribbon
Click on the Timeline in Edit
mode to change the look
with various formatting
Project Execution - Tracking and Reporting Progress
When the project is underway, use tracking tools to capture and understand the status of the project.
Preparing to Track Project Progress
The Team Member Role in the Task Updating Process
The Project Manager Role in Updating Project Progress
PWA Settings
Allows you to adjust Personal Settings for several options
Get to it by clicking the ‘Gear Icon’ and then selecting ‘PWA Settings’
Manage Delegations
A Delegation allows one user to do work on behalf of another user, such as submitting task updates
Click ‘Act as a Delegate’ to start acting as a particular user
Setting Project Deliverables
A deliverable is the product of a completed project or an intermediate result within a project, such as the end of a phase.
After you publish your project plan, you can add deliverables to it that appear on the Project Site.
Manage deliverables in Project Pro or in PWA.
Deliverables can become new projects.
Track for Success
Decide what information will be tracked:% Complete? Hrs Worked?What format will be used for reporting How often will information be reported
Enter actual data into the project plan
Compare actual progress with Baseline plan Analyze the results: Find problems Keep project on track
Publish the Changes
Publishing the Baselined Plan
The Baseline represents agreed upon dates with key stakeholders at the beginning of a project while the Current plan represents latest best estimates.
Publishing a project for the first time creates the Project Site
Publishing after resources have been assigned, populates the Tasks Page of all assigned resources of the project (with committed Booking Type)
Can Set the Baseline in MS Project or in PWA
Setting a Baseline
In Project
Pro: Project Tab
and Set Baseline
In PWA: In
Edit mode on the
Schedule page,
Set Baseline
Viewing the Baseline – Tracking Gantt & Variance Table
Let’s See
Shows Baseline Information
and Variance data. Also
shows critical path tasks and
variance in the Gantt chart
Set a Baseline (Project\Set Baseline)
Select the ‘Tracking Gantt’ view and apply the ‘Variance’ table \View\Gantt Chart pull down\Tracking Gantt
\View\Table pull down\Variance or Right click upper left corner\select table
Select the Planning View to see indicators, etc.
‘Publish’ to Project Online (File\Publish)
Hands On – Set Baseline
The Team Member Role in the Task Updating Process
Understanding the My Tasks Page
Using the Assignments Detail Page
Submitting Task Status to the Project Manager
Updating Your Tasks
Enter hours per week for the period
Select Save to save the update
Select Send Status to send updates to the PM
Double Click the Task to See Details
The Tasks Page
You can also
select ‘Tasks’ to
view the tasks
page You enter status
based on the
Tracking Method
chosen
Task assignments will be
organized by period
and/or by project.
You can click a task to
drill down to see more
details and enter more
information
Click the Tasks tab to
open the menu Ribbon
Adjusting the Tasks View
Using Views, Filters and Groups
Exporting to Excel Use the Data group to
choose a View; Select a
Filter; or Customize the
Grouping
Use the Share group to
Export your Task grid to
Excel or to Print it.
Note: These are just the tasks assigned to you and the task list may
contain specific named tasks per project, or only one task for a project
typically called: <project name> Resource Tracking. You enter time
spent within the period for each Task that you worked on.
Easily Submit Status
After entering your hours worked,
you can click Send Status to send
the hours of All tasks, or just ones
you have selected back to the PM
Review: Task Updating Steps
1. Go to the Tasks Page
2. Enter your % Complete or Actual Work hrs. for for each task that needs updating
3. Click Save
4. When completed for the Week, click Submit Status
View and Edit Assignment Details
Most Assignment updates can occur on the Task Page, but…
Clicking the Task Name hyperlink shows assignment details for review or editing
Can Update: Task Name; Start/Finish; % Complete, etc.
View Transaction History of the Assignment
View and Contact other Project Team members
Analyze Related Assignments
Review other tasks that are dependent upon the selected one or those that must be completed before it starts
Add or review Task Notes
Review Task Details
Click on a Task and you can review task details, review
history, contacts, related assignments, and add notes.
Review Task Details (cont.)
You can review issues, risks, and project team members.
In PWA Tasks page, review assignments Find a current assignment
Update Tasks for the period Save the updated task status Changes Repeat with other assignments Submit the updates to the Project Manager by
clicking Send Status \ All Tasks
Hands On – Task Updating
The Project Manager Role in Updating Project Progress
Approving\Rejecting Task Updates from the Approval Page or Project Professional
Previewing Update Consequences
Closing Tasks to Update
Project Permissions
Using the Approval Center
Shows Task updates from Team Members
Allows selection of which update to Accept or Reject
You can preview the consequences of accepting the updates in your project plan
You can set automatic update approval rules
Review and Accept Updates in Approval Center
Click the Name to
see more update
info
Updated info shows
in Red – Click to
see details
Review and apply
updates in the
Approval Center
Select and Preview
Select the updates
you would like to
preview the
consequences of
them being
accepted into your
project plan
Then click Preview
Updates to open
another window that
shows comparisons
to the original plan
Check for Updates in MSP
Can also check for
any updates in
Microsoft Project
Pro – this will take
you to the Approval
Center
Automate Updates with Manage Rules
Manage Rules (cont’d)
Click On Approvals Click on Manage Rules Create and Save a New Rule to automatically
accept updates for all new and future projects & resources
Hands On –Automatic Update Rule
Updating Actuals Manually in Project Pro
Select tasks and a Percent
Complete from the Schedule
Group
Select tasks and use the
‘Mark on Track’ icon to
automatically update all tasks
to the status state with
Percent Complete and
Actuals
Select Move to reschedule
the task
7. Monitoring Status -Communicating Results
Working with the Project Center
Creating a Portfolio or Project Timeline
Working with the Resource Center
Reviewing Business Intelligence Reports
Project Center
Use the Project
Center to view
the portfolio of
projects you are
managing or
have been
assigned to.
Use the Data Group to Select a
different view, create a custom filter
or group. Many Views can be
customized. Custom views are
managed by the EPM
Administrator.
Click to view sub-
projects or clear
to just view
Master Projects
Select a project
and click ‘Check
in My Projects
should you have
to force check it
in.
Initiate a new
project
View Project Schedules and Details
Click on a specific
project in the
Project Center to
view the project
details.
View a Project:
You can choose
custom views
and apply
specific filters,
groups &
options to
customize the
way information
is displayed.
Select Project
Detail Pages to
display different
collections of
information
Timeline View
on Schedule
page shows
chosen tasks
Print Grid or Export to Excel
Select Project
Summary Task to
display the name of
the project at the
top level
Select the Options
tab to print grid
details or Export
Grid to Excel.
Allows you to
print the grid
information
Hands On –Project PWA Views
Select the ‘Project Center’ menu Review columns of project information Select a different view from the Dropdown list in
the Data group Enable and Disable ‘Show Subprojects’ to see the
list change
Click the Project Name to drill down to the task level of the project Review the Views by selecting from the pull down
list in the Data group
Click the Options tab to Print Grid and review the preview
Resource Center
Select which resources
you want to view
information
Use Data group for
view selection and to
Group and Filter,
After Selection, click to
View those Resource
Assignments across all
projects or click to view
Availability and
Capacity
Resource Assignments – All Projects
Shows Selected
Resources and all
Projects and tasks
they are assigned
Select to show Gantt
chart or Planned
Actual Hrs. per time
period
Selected Resource Availability
Choose various view
types to show work by
Project or by ResourceChange date range
and units and click
apply
Hands On – Resource Center
Go to the Resource Center, find and Select yourself and 1 member of the class
Click View Availability
Review the differences
Try different Views
Review the Table area (scroll down)
Click and Review Resource Assignments
Understanding Views In Project Pro
Filters Groups Format Page
Set-up
Tables Copy
Picture
Views control what and how you see project information
As you move from one view to another the above items are view specific and will change depending on
how you have set-up the view. You can create custom views by selecting Views, More Views, New
Using Enterprise Custom ViewsSelect View tab to change
views or turn on or off the View
Bar on the left of the screen.
Views can be created
locally or managed from
the Enterprise Global.
PM’s can not save
changes to modified
enterprise views.
Note: There could be custom views
for PM’s to review.
Views will have
custom task fields
for easy entry of
information
Understanding Tables
Select View\Tables
to apply different
tables. Tables
control what
columns will be
displayed in the
text area.
To create a new
custom table
select View,
Table, More
Tables… and
select the columns
to be displayed
under Field
Name.
Tables
Each view displays a different selection of fields / columns
Tables are a collection of preset fields for display
Microsoft Project comes with numerous preset tables that have been created based on project management principles
Project managers can alter the predefined tables or create their own
Let’s See
A View Is…
There are views specific to the task tables and resource tables
There are views that can display assignment information associated with either tasks or resources
All views use a predefined set of data and all views have at least one filter that defines or
limits the information displayed
The Timeline View
Select tasks to be included
in the Timeline View by
right-clicking on the Gantt
view
Click the Timeline View to
create callouts and change
formatting options on
specific objects
Use the Copy Timeline
option on the Format tab to
send in an E-mail or for
presentations
Select the milestones and add them to the Timeline view
Add the 3 Summary Tasks
Add the Project Summary and make it a callout
Change the colors of the milestones
Copy the view to PowerPoint
Hands On – Timeline View
Filtering and Grouping in Views
Filters
Narrows row information to specific criteria
Can be used for highlighting
Multiple Criteria
Groups
Groups ‘like’ row criteria
Used to sub-total by values in a list
Expand and Collapse Outline Codes and Groups
Using Filters For Enhanced Communication
Look for the [No
Filter] pulldown
and apply pre-
defined filters to
quickly zero in on
a set of tasks
based on some
condition such as
critical path, date
range, resource
etc.
Create your own
custom filters by
selecting
Project, Filtered
for, More
Filters… Let’s See
Use Groups to Easily Re-organize Project Information
Look for the No
Group pulldown
and apply pre-
defined groups to
quickly re-organize
a set of tasks
based on some
condition such as
critical path,
milestones,
resource etc.
To clear a
group select
Clear Group
Create your own
custom group by
selecting More
Groups…
Let’s See
Share Your View with Copy Picture
Let’s See
Click and review some of the default views (from the View bar or from \View\More Views…)
Select the Tracking Gantt view and change the table to the ‘Variance’ table (from \View\Table)
Insert the column ‘Status Indicator’ (right click the column header)
Choose to Filter for just tasks assigned to me: \Project\filtered for… Using Resource… then choose me
Try the ‘Copy Picture’ command (\Task\Clipboard group\Copy pull down)
Hands On – Views and Tables
Collaborating using Project Sites
Understanding Project Sites
Accessing the Project Notebook
Working with Project Documents
Viewing the Project Schedule
Managing Project Issues
Managing Project Risks
Posting to the Newsfeed
Project Sites
Project Specific SharePoint Site
Central collaboration area
Project Doc Library, Issues, Risks, Notebook, Newsfeed, etc.
Customizable by the PM
The Project Summary provides a visual timeline for a task list, and information about late and upcoming tasks and events.
Select the Project in
Project Center and then
click Project Site
Document Management
SharePoint supports full
document management
with version control. You
can link documents with
Projects or Tasks
Review Documents, Upload New
Ones or Review Version History
Many tools for Document and
Library functions
Working with Risks
The Risks page is used to communicate potential risk events
Risk management involves proactively identifying and tracking these conditions
Can exist in the near or far future. Can have a Probability of occurring between 1 to 99%
Risks also include a measurement of impact (from 1 to 5) and Cost
You have the option to also fill in a Mitigation Plan, a Contingency Plan, and Trigger Description
Working with Issues
The Issues page is used to complete an issue form to communicate something that should be attended to
You can assign an issue to team members and select a due date for resolution
Discussion areas allow communication as well as additional comments
You can link the issue to Tasks, other items
Set Alerts for changes
Linking Issues\Risks to Other Items
After the Issue or Risk has been created and saved, you can Click on it and then “Add Related Item”
Then you can select the type of item you want to connect to and that list of items will display for your selection
Selecting ‘Project Schedule’ will open up the list of tasks for you to choose
Using the Newsfeed
The Newsfeed is a place to post information and reply to other posts, and to get updates about people and content you’re following.
You can post to the public newsfeed or to newsfeeds on the Project Sites on which you’re a member.
Others can follow the conversation, reply, or even “Like”!
In PWA Project Center page, select a project to go to the Project Site
Click the Project Documents link
Upload a document to the Project Site
Add an Issue and make someone in the class responsible – enter information about the issue and save
Hands On – Team Sites
Discussion and Questions
That’s It!
Using Master Projects
Inserting ‘sub-projects’ into a Master
Can save and\or publish to Project Online
Allows easy cross-project dependencies
Allows viewing tasks across all projects
In MSP or PWA
Sub-Projects can still be managed separately
A Sub-Project can be in only one Master
Creating Master Projects
Start with a blank
project and then
insert other projects
that have been
saved to Project
Online
Both project now in
the Master and you
can link between
them and view
across them
Can choose to
bring in Read Only
or Read\Write
Let’s See
Master Projects in Project Center
Project Center NOT
showing any subprojects
Project Center with
‘Subprojects’ enabled
in the Show/Hide
group
Master Project Details
Click Expand Subprojects in
the Outline option to see the
details of all tasks in the
Master
Let’s See
Filtering Master Project Details
To see Dashboard Flag
tasks across the Master
Project – Set a Custom
Filter
Create New Project
Complete Initial
Project Information
fields and select
finish. Your project
will be provisioned
into the Project
Center with the
appropriate project
detail pages, project
site template and
Microsoft Project
schedule template.
Note: once you select finish, the initial set-up,
provisioning and save may take a few minutes.
Fields with an asterisk * are required
Creating a Resource Plan
Useful for high level Resource needs on proposals where there might not even be tasks yet.
A way to estimate corporate resource capacity when some projects are in full execution and others are still in the proposal or planning phase.
You can bring the resource plan team into a project team for task assignments when the project is underway.
Build a Resource Plan
1. Click the project in
Project Center and then
click ‘Resource Plan.
2. Use Build Team to
choose the resourcesSelect to show Utilization
from the Resource Plan or
the Project Plan
Enter your estimated
resource usages in the date
range for each resource.
Save and Publish to allow
your plan to be seen.
Request Resources at Project Level Using Add Engagements - New
Use the New Resource Plan View to Submit Engagements for Approval or Review/Edit Resource Plan in Project Pro Desktop Client
Resource Requires Approval Option
Browser Client Resource Management and Engagements – Select the Resources You Manage in Resource Center
Select the resource you
need and click on
Resource Requests
You can filter and/or group
resources for easier
selection and viewing.
Review Resource Requests –Resource Managers
Resource Manager May Accept, Reject, Edit, Add or Delete Engagements
Once Accepted
State changes
from Proposed
to Committed
Browser - Add Resource Engagements, Complete Form and Select Accept
Use the Capacity Planning – Heat Map to quickly view Over or Under Allocated Resources
Apply Resource Utilization for Graphical View and Analysis
Resource Assignments – All Projects
Shows Selected
Resources and all
Projects and tasks
they are assigned
Select to show Gantt
chart or Planned
Actual Hrs. per time
period
In browser client – click on ‘Resources’ to get to the resource center
Select the resources you want to analyze
Review Requests, Capacity Planning, and Assignments
Be sure to check out the new Heatmap
Hands On – Resource Center
Project Online Potential Users
Executives who must strategically decide which projects to do and want to see real-time, accurate reports (graphically) about the work and project status of their organization
Project Manager who want to create tasks/plans and manage their project schedules and communicate status
Resource Managers who want to manage resources within a specific function or department across project and non-project activities
Team Members who want to understand their task assignments and can collaborate on issues and update status
Our Focus
Project Online Potential Users
Program Managers who want to have a consolidated view of all projects being part of a program, their dependencies, performance and overall status
PM Office who want to define and enforce standards and provide better analysis on project / program performance
Everyone who wants to collaborate using the information of the enterprise using Project Sites for communication such as issues, risks, and documents, deliverables, etc.
SharePoint Concepts
SharePoint Foundation and SharePoint Online are the core technologies of the PPM system
All pages that you see in PWA are SharePoint pages
Project Online , as an application, adds project and resource scheduling engines, task updating, centralized reporting for projects and resources
Project Sites are SharePoint sites that typically have connections to specific projects in Project Online
New SharePoint Task Lists \ Sync
