2007QuickReferenceTutorialMicrosoft

Key TermsThe Project Interface ProjectIn a business sense, a project is an undertaking that will accomplish a specific task, such as the launch of a new product, an office party, or writing a report. Project Management The art of aligning resources and schedules to accomplish all of the tasks required for a project. Resource A person or thing that will be used to accomplish a task. For example, wood and carpenters would both be resources needed to build a house. TaskSomething that must be achieved for your project to be successful. For example, wood must be used to build a house. ConstraintConstraints restrict the start and finish date of tasks. DurationHow long the task will take to complete. WorkLabor needed to complete the task. UnitsIf a resource is needed to complete the task, how much will be required. Effort-drivenThese types of tasks will be completed by people. Material driven These types of tasks will be completed by resources. Title Bar (1)This tells you what program youre working in (Microsoft Project) and what project (Project1). By default, Microsoft Project 2007 names unsaved projects Project1, Project2, and so on. Menu Bar (2)Click any of these commands to see a list of possible options, then, click any of the options to perform that action. Type a Question (3)If you have a question, type it here! Document Controls (4) These buttons let you minimize ( ), maximize/restore ( ), or close () a certain project or the Project application. Toolbars (5, 6)Toolbars have icons, which are small buttons with pictures that represent actions. When you click the button, that action will happen. For example, you could click the icon on the standard toolbar and your project would save. Task Panes (7)Task panes can display lots of different information, functional options, wizards, or links to other task panes or resources. You can navigate through task panes almost like pages in a browser. Project Window (8)This is where you will enter your projects task information. In this image, you can see the task entry panel on the right and the Gantt chart (with dates listed at the top like a timeline) on the left. Status Bar (9)This bar can provide information on the current status of your application. Scroll Bars (10, 11, 12)Use these bars to view different parts of your window. You can use the arrows to move the view to the left or right, or drag the scroll bar to where you want it. Keyboard Shortcuts Open a new projectCtrl + N Save a fileCtrl + S Open a fileCtrl + O Print a projectCtrl + P Close ProjectAlt + F4 Select AllCtrl + A Copy textCtrl + C Cut textCtrl + X Paste textCtrl + V Undo last actionCtrl + Z Redo last actionCtrl + Z Find textCtrl + F Replace textCtrl + H New TaskInsert Key Open Task InformationShift + F2 2005 Velsoft Courseware Inc.All rights reserved.Velsoft Quick Reference Tutorial Entering a New TaskCalendar Types By default, Project will open to the task entry screen. Just type your task name and durations in the list. Duration abbreviations: mMinute hHour dDay wWeek moMonth yYear There are three types of calendars in Microsoft Project: Project calendarThis is the main calendar that controls when tasks are worked on and when resources work on tasks. Resource calendarEach resource can have its own calendar to reflect its hours of availability. Task calendarSometimes a task will need to have its own calendar to reflect its duration; for example, if a machine will run 24 hours a day. There are also three base calendars, which are like calendar templates. StandardWorking time is set Monday through Friday, 8 am to 5 pm, with an hour (noon to 1 pm) set aside for lunch. Night ShiftWorking time is set Monday through Friday, 11 pm to 8 am, with an hour (3 am to 4 am) set aside for lunch. 24 hoursWorking time is every day and hour of the week; useful for resources (such as machines) that run constantly. Fields Captured fora Baseline TasksDuration Start Finish Work Cost AssignmentsStart Finish Work Cost ResourcesWork Cost Constraint TypesTask Types NameDescriptionType As Soon As Possible (ASAP) All tasks start as soon as possible if you asked Project to schedule from the start date. Flexible As Late As Possible (ALAP) All tasks start as late as possible if you asked Project to schedule from the end date. Flexible Start No Earlier Than (SNET) Specify the earliest possible date that this task can start. Flexible Finish No Earlier Than (FNET) Specify the earliest possible date that this task can finish. Flexible Start No Later Than (SNLT) Specify the latest possible date that this task can start. Flexible Finish No Later Than (FNLT) Specify the latest possible date that this task can finish. Flexible Must Start On (MSO) Specify the date that this task must start on. Inflexible Must Finish On (MFO) Specify the date that this task must finish on. Inflexible Task TypeExplanationIf you change Project recalculates Effort or material driven Fixed duration Duration for these tasks will not change. UnitsWorkEither DurationWork WorkUnits Fixed units (default task type) This tasks units will remain constant. UnitsDurationEither DurationWork WorkDuration Fixed Work This tasks work will remain constant. UnitsDurationEffort driven DurationUnits WorkDuration Planning Your ProjectPrinting Your Project First, create a general outline of the project. Youll want to think about what the end result of the project will be. Youll also want to think about the general timeline, budget, and resources that you will have available. Next, create a task list. In this list you may want to specify how long each task is going to take, which tasks are going to be dependent on others, and which ones need to be broken down into sub-projects. Next, make a list of resources.Last but not least, think about your costs. You may even want to prepare a formal budget. File Print Ctrl + P Print icon ( ) on the standard toolbar Print Preview screen Page Setup dialogue Project Guide 2005 Velsoft Courseware Inc.All rights reserved.Velsoft Quick Reference tutorial. 2007QuickReferenceTutorialMicrosoft

Viewing the WBS Code Using the Project Guide to Track Progress 1.Switch to any table view. 2.Right-click a column header. 3.Click Insert Column. 4.Choose WBS for the field name. 5.Click OK. 1.Click the Track arrow. 2.Click Check the progress of the project. 3.Specify a status date. 4.Use filters and groups to gather data. Creating a Custom Filter 1.Click the Project menu. 2.Click Filtered For. Click More Filters. 3.Choose Task or Resource. 4.Click New. 5.Enter your criteria. 6.Click OK. Status Indicators Task is complete. Task is not complete, but all scheduled work has been completed by the status date. All scheduled work has not been completed by the status date. BlankTask isnt scheduled to start until after the status date. Creating a Custom Toolbar 1.Right-click in a blank space beside the menu. 2.Click Customize. 3.Click the Toolbars tab. 4.Click New. 5.Enter a name for the toolbar. 6.Use the Commands tab of the Customize dialogue to add buttons to your toolbar. Task Type Overview Task TypeExplanationMust be Effort Driven? Fixed DurationDuration for these tasks will not change.No Fixed Units (Default Type) This tasks units will remain constant.No Fixed WorkThis tasks work will remain constant.Yes 2005 Velsoft Courseware Inc.All rights reserved. Velsoft Quick Reference Tutorial Creating and Using Cost Resources New addition to Project 2007. Like a fixed cost, a cost resource has no relationship to the work required for a task or the amount of work resources applied to the task.Unlike a fixed cost, multiple cost resources can be assigned to a task. To create a cost resource: 1.Switch to Resource Sheet view. 2.Type the name for the resource. 3.Choose Cost for the resource type. To use a cost resource: 1.Switch to Gantt Chart view. 2.Select a task. 3.Click the Tools menu and click Assign Resources. 4.Choose your cost resource. 5.Enter a monetary value. Progress Line TypesInterpreting Progress Lines Permanent Progress Line (circled in red) Choose to always display the current progress line, at the current date or the status date. Recurring Progress Lines (circled in blue) Choose a date to have a progress line appear at every day, week, or month. Selected Progress Lined (circled in green) Set specific dates to have progress lines appear. Right-facing peaks (in orange)Task is ahead of schedule. Left-facing peaks (in blue)Task is behind schedule. Straight line (in green)Task is on schedule. Tasks untouched by the progress line (in red) In the future, not affected by the progress line. Linking a Project to a Resource PoolUnlinking a Project from a Resource Pool 1.Open the project. 2.Open the resource pool. 3.Click the Tools menu. Choose Resource Sharing and click Share Resources. 4.Choose Use resources from... and select your file.5.Set precedence options. Click OK. 1. Open the project. 2. Open the resource pool. 3. Click the Tools menu. Choose Resource Sharing and click Share Resources. 4. Choose Use own resources.5. Click OK. 2005 Velsoft Courseware Inc.All rights reserved.Velsoft Quick Reference Tutorial. 2007QuickReferenceTutorialMicrosoft

Using Multiple ViewsCreating a Visual Report Click the Window menu and click Split. Now you can choose whatever view you want for each half of the window. 1. Click the Reports menu. 2. Click Visual Reports. 3. Choose a category. 4. Click a report. 5. Click Edit Template. Using AutoFilter You will find this command on the Standard toolbar. It adds a drop-down menu to the top of each column. You can then click the menu and click an option. Then, only the rows that match this value will be shown. Task Link Types Finish to Start (FS)When the predecessor task finishes, the successor task will start. Finish to Finish (FF)When the predecessor task finishes, the successor task will finish. Start to Start (SS)When the predecessor task starts, the successor task will start. Start to Finish (SF)When the predecessor task starts, the successor task will finish. . Scheduling Overtime 1. Switch to Gantt Chart view. 2. Click the Window menu. 3. Click Split. 4. Right-click the task form. 5. Click Resource Work. 6. Select the task. 7. Enter the overtime work. Note that although scheduling overtime will decrease the duration of the task, it will increase the cost as more work is required. Using Lag Time and Lead Time Lag time and lead time allow you to delay or overlap linked tasks. 2005 Velsoft Courseware Inc.All rights reserved.Velsoft Quick Reference Tutorial Using TemplatesUsing Change Highlighting 1. Click the File menu and click New.2. In the New Project task pane, click On Computer.3. Choose your template. This is a new feature in Project 2007. When you make a change to a task, other tasks that change as a result will be highlighted in blue. You can enable or disable this feature from the View menu. To enable the preview option, open the template and check Save template preview in File Properties. Contour IndicatorsTask Indicators FlatThis is the default contour. Work is spread out evenly over the task duration. No indicator Back LoadedWork peaks at the end of the task duration. Front LoadedWork peaks at the beginning of the task duration. Double PeakWork peaks twice during the task. Early PeakWork peaks early in the task. Late PeakWork peaks late in the task. BellWork ramps up, goes to full-time, and then ramps down. TurtleWork ramps down slightly at the beginning and end of the task. This task has a note attached to it. This task has a hyperlink attached to it. Project has estimated that this task will finish later than its deadline date. This task has an inflexible constraint. This task has a flexible constraint. This task has not been completed in the constraint time frame. Indicates a recurring task. Indicates a completed task. This task is an inserted project. The Project EquationUsing Task Drivers Projects scheduling tools revolve around this equation: Task Duration = Total Work / Resource Units If you modify a tasks duration, Project will ask you if it is because the total work or the resource units have changed. Likewise, if you assign more or less resources, the task duration and total work will change accordingly. Remember that Project now features Change Highlighting, which makes it easy to see how a particular change affects other tasks. Task drivers are a new feature in Project 2007. To see what is driving a task, select a task, click the Project menu, and click Task Drivers. You will then see the Task Drivers task pane. This pane will list the factors that are affecting the start date of the selected task, including predecessor tasks and the task calendar. 2005 Velsoft Courseware Inc.All rights reserved.Velsoft Quick Reference Tutorial. 2007QuickReferenceTutorialMicrosoft

Recording a MacroUseful Visual Basic Code Snippets 1.Plan out your macro. Know what you want to do and practice the commands so you will not make mistakes when you are recording. 2.Use the Tools Macro Record New Macro option or the Record button on the Visual Basic toolbar to display the Record Macro dialogue. 3.Set up your macro name, absolute or relative references, and other options in the dialogue. Click the OK button to start recording. 4.Perform the sequence of actions or commands that you want to record as a macro. 5.Stop the recording by using the menu options or the Stop button on the Visual Basic toolbar. Declare a variableDim variable name As variable type Create an alert boxMsgBox Your text here Add an OK button to an alert boxvbOKonly Basic If Then statementIf condition evaluates to true Then statement Commentsyour text here REM your text here Begin the macro codeSub End the macro codeEnd sub Call another macroCall MacroName Using the PERT Analysis Toolbar Shows the best possible outcome for your project. Shows the expected outcome for your project. Shows the worst possible outcome for your project. Recalculates the duration based on PERT fields. Enter PERT values for the current task. Enter PERT weights for the current task. Switch to PERT Entry Sheet view. About Macro SecurityPERT Scenario Types LowCan run any macros. MediumPrompted to run a macro. Medium-HighMacros must be signed by trusted publisher or in a trusted location to run. HighOnly allowed to run macros that are stored in a trusted location. By default, the trusted location for Project 2007 is the Global template file (Global.mpt). OptimisticThis scenario will reveal the best possible outcome for your project. ExpectedThis scenario will reveal the most probable outcome of your project. PessimisticThis is a worst case scenario, which will reveal the worst possible outcome for your project. 2005 Velsoft Courseware Inc.All rights reserved.Velsoft Quick Reference Tutorials Earned Value Analysis Fields AbbreviationWhat it stands forWhat it showsFormula BCWSBudgeted Cost of Work ScheduledWhat should be spent on a task up to the status date. N/A BCWPBudgeted Cost of Work PerformedThe cost of work completed on the task, according to the original budget. N/A ACWPBudgeted Cost of Work PerformedThe sum of all costs for work performed on a task to date. N/A CVCost VarianceThe difference between how much was budgeted for the tasks work and how much the task actually cost. ACWP - BCWP CV SVSchedule VarianceThe difference between how much was budgeted for the tasks work and how much the task actually cost. BCWP -BCWS SV CPICost Performance IndexRatio of budgeted cost to actual cost. BCWP ACWP EACEstimate at Completion (also known as Forecast at Completion) Projects estimate of how much the task will cost when it is done. ACWP+(BAC-BCWP) CPI BACBudgeted at CompletionThe budgeted amount that the task will cost when it is done. Derived from Baseline Cost field VACVariance at completionDifference between actual and baseline costs at completion (BAC-EAC). BAC - EAC VAC SPISchedule Performance IndexRatio of budgeted schedule to actual schedule. More than one means youre ahead of schedule; less than 1 means youre behind schedule. BCWP BCWS CV%Cost Variance PercentThe difference between budgeted task cost and actual cost to date. [(BCWP-ACWP)/BCWP] x 100 SV%Schedule Variance PercentPercentage that you are ahead of, or behind, schedule. [SV/BCWM] x 100 TCPITo Complete Performance IndexRatio of work to be completed to money still budgeted. (BAC-BCWP) (BAC-ACWP) PPCPhysical Percent CompleteA value you can enter that will override % Complete. N/A Importing Outlook Tasks Creating a Custom Form 1. Click the Tools menu. 2. Click Import Outlook Tasks. 3. Check tasks that you want to import. 4. Click OK. 5. Work with tasks as normal. 1. Click the Forms button on the Custom Forms toolbar.. 2. In the Customize Forms dialogue, click New. 3. Name your form. Click OK. 4. Click the Edit menu and click Information. 5. Specify the size and position of your form. 6. Use the Item menu to add controls. 7. Save your form and exit the Custom Form Editor. 8. Use your form via the Customize Forms dialogue. 2005 Velsoft Courseware Inc.All rights reserved.Velsoft Quick Reference Tutorials.