Project Planning Using MS Project Basic Navigation and Configuration URBS 609 Project, Unit 2

Project Planning Using MS Project Planning Using MS ProjectProject

Basic Navigation and Basic Navigation and ConfigurationConfiguration

URBS 609 Project, Unit 2

Urban and Regional Studies Institute Urban and Regional Studies Institute 22

About This Training ModuleAbout This Training Module

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


Training Module PreviewTraining Module Preview

• This module will provide:This module will provide:– Introduction to the basic navigation of the most Introduction to the basic navigation of the most

commonly used MS Project featurescommonly used MS Project features• MenusMenus• ToolbarsToolbars• Help/questions dialogue boxHelp/questions dialogue box

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

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

of three blocks in a building block of three blocks in a building block approachapproach


MS Project Rules of the MS Project Rules of the RoadRoad

• Be prepared before using MS ProjectBe prepared before using MS Project

• Have the required building blocks definedHave the required building blocks defined– Identify a Identify a clearclear project goal project goal– Identify tasks, resources, requirements, Identify tasks, resources, requirements,

limitationslimitations– Identify relationships between tasksIdentify relationships between tasks

• ConstraintsConstraints and and DependenciesDependencies

– Identify a defined sequence for tasksIdentify a defined sequence for tasks

• Like any Like any tooltool, MS Project , MS Project cannotcannot define the define the goal of a project, the user must do thatgoal of a project, the user must do that



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

• Create a configuration that makes senseCreate a configuration that makes sense– Data that meets the needs of everyone involvedData that meets the needs of everyone involved

• Workers, managers, stakeholders Workers, managers, stakeholders

– Above all-keep it as simple as possible to avoid Above all-keep it as simple as possible to avoid information overloadinformation overload• Too much information will make it more difficult to Too much information will make it more difficult to

communicate the project plan and statuscommunicate the project plan and status


• Remember – Project is a tool designed to help:Remember – Project is a tool designed to help:– Organize the informationOrganize the information– Visualize the informationVisualize the information– Manage the informationManage the information– Analyze the informationAnalyze the information– Quantify the possible plan outcomesQuantify the possible plan outcomes

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

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



The Opening ScreenThe Opening ScreenNot Intuitive – add tools…Not Intuitive – add tools…


Basic ConfigurationBasic Configuration……Project Guide…a step by step tutorial…Project Guide…a step by step tutorial…


Basic ConfigurationBasic ConfigurationClick “Tasks” and a step by step tutorial/guide

appears


Basic ConfigurationBasic ConfigurationNext, add toolbars to make navigating

easier…


Basic ConfigurationBasic Configuration…format data to meet personal

preferences…


Basic ConfigurationBasic Configuration…and add PERT analysis tools…


Basic Configuration Basic Configuration

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



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


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



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

• Walk through the tutorialWalk through the tutorial

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

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

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


Exploring the Menus Exploring the Menus

The File Menu

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


Exploring the Menus Exploring the Menus

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

The Edit Menu


Exploring the MenusExploring the MenusThe View Menu

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


Exploring the MenusExploring the Menus

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

The Insert Menu



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

The Format Menu



• Link tasks, change time, adjust resourcesLink tasks, change time, adjust resources

• ““level” resources when over-tasked level” resources when over-tasked (automatically adjust work assignment)(automatically adjust work assignment)

The Tools Menu



• Project Specific Tools that are similar to MS Project Specific Tools that are similar to MS ExcelExcel– Sort, filter, arrange tasks Sort, filter, arrange tasks – Detailed project and task informationDetailed project and task information

The Project Menu



• The Standard Microsoft Window MenuThe Standard Microsoft Window Menu

The Window Menu



• Standard Windows Help menuStandard Windows Help menu

The Help Menu



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

Menu Options


Exploring the MenusExploring the Menus• On the Tool menu, On the Tool menu, OptionsOptions tab is tab is veryvery important important

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

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

Key Options to know


Exploring the MenusExploring the MenusThe Options Tabs on the Tools

Menu



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

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

Key Options to know



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

PERT Entry Sheet



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

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

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

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

The Task Information Tabs on the Project Menu


Exploring the MenusExploring the MenusThe Task Information Tabs on the Project

Menu


Entering InformationEntering Information

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

• Data Entry can be done in a variety of waysData Entry can be done in a variety of ways• Enter as much information as necessary to reflect the task, but avoid over-documentingEnter as much information as necessary to reflect the task, but avoid over-documenting• Use the Use the KISSKISS method to keep information as usable as possible ( method to keep information as usable as possible (KKeep eep IIt t SSimple imple SSon)on)


Navigation and ConfigurationNavigation and Configuration• Highly Customizable – user preferred settingsHighly Customizable – user preferred settings

• Use the minimum info necessaryUse the minimum info necessary

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

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

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

Review


Resources Used in This UnitResources Used in This Unit

• Dr. Anthony FilipovitchDr. Anthony Filipovitch• MS Project, by MS Project, by

Microsoft CorporationMicrosoft Corporation• MS Excel, by Microsoft MS Excel, by Microsoft

CorporationCorporation• PM Body of Knowledge PM Body of Knowledge

(PMBOK), Philadelphia: (PMBOK), Philadelphia: PMI, 2000PMI, 2000

• Project Project Management Management Institute (PMI) Institute (PMI) Resource CenterResource Center– Project ManagemenProject Managemen

t Institute Websitet Institute Website

http://www.pmi.org/

http://www.pmi.org/


You have completed

URBS 609 Project Unit 2

Please proceed to

URBS 609 Project Unit 3

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

Documents

Project Planning Using MS Project Basic Navigation and Configuration URBS 609 Project, Unit 2