Microsoft Project

Here are my notes on Microsoft's Project product, combining the knowledge and wisdom from Help files, training documents, news groups, books, etc. — with all text in this one large file for quick search through all topics.

Fields	Tasks	Resources
Duration (elapsed time) Schedule (Start & Finish date)	Calendar View Gantt Chart Detailed Gantt	Resource Graph
Work (time spent)	Task Usage	Resource Usage Leveling Gantt
(Monetary) Costs Earned Value	Detailed Gantt Tracking Gantt	Resource Sheet Resource Form
Task Types Work Contours Predecessors and Successors (Dependencies)	WBS Network Diagram (PERT) Relationship Diagram

Topics this page:

Site Map  
About this site  

Sound: "Hurry up"

Summary

Product Information

• The Microsoft's Support Site has a jumplist of downloads, newsgroups, etc.

• Buy templates for Software Marketing projects

• Microsoft Project Tips and Tricks.

• Project templates from the South Carolina state CIO

• Search Project Articles throughout Microsoft.

• Cadence Project Manager
  SAP CPROJECT (Collaboration Project) product

Effective Executives Guide to Project 2000 : The Eight Steps for Using Microsoft Project 2000 to Organize, Manage and Finish Critically Important Projects [eBook] (Redmond: Microsoft Press, 2000) by Nelson, Stephen L.; Coleman, Pat.; Dolliver, Kaarin is still relevant even though the product version has changed.

Managing With Microsoft Project 2002 (Roseville, Calif: Premier Press, 2002) by Lisa Bucki & Gary Chefetz (who also wrote the book on Project Server)

Managing Projects With Microsoft Project 2000 (Wiley eBook, 2001) by Gwen Lowery and Teresa S. Stover

Complete Idiot's Guide to Project Management with Microsoft Project 2003 by Ron Black provides a great overview of this project in the context of its use. It's updated from the 2000 version

Product File Architecture/Migration

Download this Visio 2000 file.

• Project Standard 2003 cannot connect to any Project Server (or ProjectCentral).
• Project Professional 2003 can connect to Project Server 2003 (full enterprise functionality) or Project Server 2002 (full enterprise functionality), but not to ProjectCentral.

• Project Standard 2002 can connect to ProjectCentral or Project Server 2002, but not to Project Server 2003.
• Project Professional 2002 can connect to ProjectCentral, Project Server 2003 (with full enterprise functionality), Project Server 2002 (with full enterprise functionality).

• Conversion from 2000 to 2002/2003 can result in loss of Analysis toolbar

• Project 2000 can connect to ProjectCentral or Project Server 2002, but cannot connect to Project Server 2003.
• Project 2000 can open .mpp files in the Project 98 format, but cannot save data in that format.
• Project 2000 .mpp files use the same extension as Project 98 files, but have a different internal format.
• Baseline data from Project 98 files must be converted before being saved into Project 2000 files.
• Project 2000 cannot read .mpx files from versions of Project prior to 98 (such as Project 4.0).

• Project 98 cannot open Project 2000 .mpp files.

Microsoft's OfficeUpdate site has Articles on Project 2000

Migrating from Project 98 (article) describes the implications of new features in Project 2000.

Gord Schmidt's Ideas for Doing More with Project Server

Installation

To avoid annoying defaults, select "Customize" during initial installation or "Add or Remove Features" from Start, Settings, Control Panel, Add/Remove Programs.

Why Start from Scratch?

It's easier to copy an existing file rather than start a new_blank file, so expand "Microsoft Project for Windows" and click "Microsoft Project Templates" to select "Run from My Computer" to copy sample Project files (with 8.3 short names) from the CD at X:\ENGLISH\Project2000\ PFILES\ MSOFFICE\ TEMPLATE\ 1033 to (long names) on the hard drive folder C:\Program Files\ Microsoft Office\ Templates\ 1033 where other Microsoft Office templates are also stored.

Note: The "1033" is Microsoft's Locale ID for the US-English language.

Kill That Annoying Cartoon

Expand Office Tools, Office Assistant, Clippit, select "Installed on First Use".

After installation, if you encounter the beast, right click on it, select Options, and uncheck "Use the Office Assistant".

VBA

Under "Visual Basic Help", select "Run from My Computer".

Workgroup Messaging

Run WGSETUP.EXE to install openmail.exe and Olemenu.dll to work with a 32=bit MAPI compliant e-mail client.

Don't have it installed?

If you need to just look at a Project file, Microsoft doesn't offer a viewer, but third party developers do:

Steelray offers a simplified GUI (on Mac and Linux too) by enabling navigation by clicking on data.

Housatonic Project Viewer Central has a pay-per-view payment option.

Project Reader for $39/$46

Project Viewer for $113 can link to SAP R/3

Twiddlebit can convert MPP files to/from PLN files used by the Twiddlebit Plan software running on a Nokia 9300/9500 phone.

Configuration

Here are the customizations I prefer after installation is complete:

• Tools, Options, General tab,
• Check "Open last file on startup" (rather than default "OShow startup Task Pane")
• Input 9 in "Recently used file list"

Stop wasting paper

(Project 2000 and previous only) In File, Page Setup, uncheck "Print Blank pages".

Switch to a chattier printer icon

Clicking on this default print icon sends one copy of the entire document with all of the default print settings to the default printer immediately after you click it.

I want to be able to choose the printer, number of copies, etc. when I click on the printer icon (instead of pulling down File, Print...).

To make this happen,

1. open View, Toolbars, select "Customize...".
2. Get rid of the existing Print icon by dragging and dropping it somewhere in the Customize window.
3. In the right pane of the Commands tab, scroll to the Print... button and drag it to where the default print icon was.

Full menus

While you're in the Toolbar "Customize..." pop-up, let me note something that is difficult to find. Click the Options tab and uncheck "Menus show recently used commands first" and check "Show shortcut keys in ScreenTips".

Configure Entry Gantt Chart

Configure Tables

Create Custom Table Before Custom Views

In Project 2000: Create a custom Table from an existing table: Click View, Table, More Tables, Copy, type your new Table name, make changes described below, click OK.

In Project 2000: Create a custom View from an existing view: Click View, More views, Copy, type your new View name, make changes, click OK.

Customizing Microsoft Project

• Set AutoAccept rules for resources in Project Central
• Create and use custom forms
• Set accessibility and user options
• Set Security options in Project Central
• Create users and permissions in Project Central
• Create and manage views and categories in Project Central
• Format Gantt charts in Project Central
• Set various Microsoft Project options in the Options dialog box
• Customize the global template file

Special Edition Using Microsoft Office Project 2003 (Macmillan, Feb 2004) by Tim Pyron weighs in at 1248 pages

Project Plan Views

Microsoft Project uses a "Model View" design pattern. That is, it stores data in a database (model) which is queried to build reports which presents different Views of the data.

Resource Sheet

A Resource Sheet lists the participants in the project and their attributes (group membership, rates, etc.).

Resource Utilization Graph

A Resource Bar graph shows resource allocation, cost, or work over time for a single resource or group of resources.

WBS - Work Breakdown Structures

The WBS presents a tree-like hierarchy of progressively more detailed steps to complete the project. At the highest level are phases of the project. Under each phase are milestones that define accomplishments and tasks that lead up to them. The WBS is used to accumulate costs toward specific activities.

Field Outline_Code1...10

Gantt Charts

Invented by Henry Gantt (1861-1919) while planning the construction of U.S. Navy ships during WWI -- uses stacks of horizontal bars to show the timing of tasks along a time-line running from left to right. The position of a task bar marks its starting date. The length of each task bar represents its duration -- the longer the bar, the longer the task will take.

Rather than using the default "Gantt Chart" view, I like defining my own "Edit Gantt" and "Summary Gantt" views. But first, I create custom Table defintions so that I can specify them when I create the views.

To scroll the Gantt left or right a single minor unit on the timescale, press Alt+left/right arrow.
To scroll the Gantt left or right an entire screen, press Alt + PgUp/PgDn
To scroll the Gantt to the project start or end date press Alt + Home/End
To scroll the Gantt to the first or last task of the project press Ctrl + Home/End

In an enterprise environment, in menu Tools > Organizer, Global (+non-cached Enterprise) augments the normal Global.MPT container file when connected to a Microsoft Project Server. This second container provides access to default objects, especially extra views created by the enterprise project office that typically have a name that starts with the word "Enterprise". It is the same for all users in the same enterprise.

Gantt Chart Builder using Access. From Sam Brooks

Network Diagrams (PERT Charts)

These illustrate the flow of tasks by presenting each task as a box linked by dependency lines. This format reveals the critical path of projects — tasks which, if delayed, will cause the entire project to be delayed.

By default:

A parallelogram represents a summary task.

A rectangle represents a detail task.

A hexagon represents a hexagon.

Michael Glen's Guide to Network Analysis



Calendars

This format lists the tasks which are active on specific days and weeks.

Responsiblity Matrix

maps who does what.

Microsoft Project "Gotchas"

These are the most common frustrations for new users.

Microsoft Project offers a rich set of features which can save you time. However, automatic features can be frustrating to those who don't know about them. Here are some of the common frustrations:

Constrained by Constraints

Microsoft Project automatically changes the constraint of a task to "Start No Earlier Than" or "Finish No Earlier Than" if you:

• Type a start or finish date for a task or
• Use your mouse to drag a task around a Gantt Chart or Calendar.

When you do these actions, Microsoft Project assumes that you want fixed start or finish dates instead of allowing the program to calculate the dates for you.

Advice:

• Type in changes to duration rather than using your mouse to extend the task bar.
• Create several views -- use one view for working with the Project and another view for presenting the Project.
• Add the Constraint Type as a column in your Gantt Chart so that you can quickly review them.
• Add a Note or Flag field to remind yourself about the tasks you want with special constraints.
• If you don't use special constraints, make sure you didn't accidentally create one by clearing all constraints: select all tasks, expand them, right click, choose Task Info/Advanced, and change constraint to "Start as soon as possible".
• Remember to review the Constraint Type before printing or distributing your Project.

Don't Filter During Input

Microsoft Project inserts new tasks under the task that is highlighted. When a schedule has a filter applied, new tasks are added under a subtask that is not visible. So they could end up anywhere.

Dan Kegel notes that "I've seen subtasks end up attached to the end of my cat's nose (and the cat did not appreciate it)."

Advice:

• Save yourself and your cat some trouble.
  Display "All Tasks" when actually working on the schedule;
  Filters should be used only when looking at but not editing schedule values.
  Expand all tasks before adding any new ones.

Save Yourself

Microsoft Project offers great flexibility for you to customize the style of your task bars. However, it saves style settings in a separate file than your Project file -- then only when you exit the program.

Advice:
• Occasionally exit the program to make sure that your changes are written from memory to hard disk.
• If you copy your Project file to another computer, also copy the style preferences file as well.

Watch for Gaps

Gaps between tasks appear if you have collapsed some summary task, which also collapses subtasks. And collapsed subtasks do not show up anywhere, leaving apparant gaps.

Advice:

• Select all tasks, and click on Expand (the plus sign).

Accidental Delete by Habit

In almost all other Windows applications, the Delete key erases a single character to the left of the cursor.  So, we reach for the Delete key automatically. 

However, Microsoft Project gets rid of an entire task when the Delete key is pressed.

Advice:

• Rather than pressing Delete,  cut using the mouse or menu command. Make a habit of this for all applications you use or you'll forget to do this.
• To avoid needing to re-enter all information for a task accidentally deleted, copy your file and paste it to a new name before you start working with a file. This example file name is for version 3.2d of the REXT Proposal:

  REXT-Prop-5.2d.mpp

  Update the "d" to "e" every time it is saved.
  Update the "2" to "3" every time it is distributed.

• Don't configure the software to Auto Save. In Project 2000: Tools, Options, Save tab.
• Slow down!  Be mindful of this habit which may hurt.
• Keep printed copies of your Project 

Project 2003 for Dummies by Nancy Stevenson 2000

Navigation

To select an entire row, press Shift + space bar or click on a row heading.

To select an entire column, press Ctrl + space bar or click on a column heading.

Right-Click Instead of ToolBar Icons

I think that it's quicker to use a mouse rather than looking for toolbar icons or keys on the keyboard.

Toolbar buttons also available from a mouse right-click

Remove from the Standard toolbar icons for functions which are more easily available from right-clicking a cell -- Cut Cell, Copy Cell, Paste, Insert Hyperlink, Task Information, Task Notes, Font name and size.

You can also get rid of the Outdent, Indent, Show Subtasks, and Hide Subtasks toolbar icons if you right-click on the task after you select the entire row (by clicking on the grey area at the very left edge of the screen).

This action makes room for the View and Report drop-down menus. These show 12 items at a time, but they can't be selectively included and excluded by you like menu items.

Instead of Big View bar icons

The default view bar at the left has such big icons that it only accomodates at most 8 of the 24 views provided by default. Get rid of them by right-clicking on it and uncheck "Viewbar". Now right-click on the blue bar and you still get a list of views!

Instead of exposing the "Management" toolbar buttons, select More Views, "Task Entry" View, Edit..., check "Show in menu", then OK. Do this again for the "Resource Allocation" view.

Expose Hidden PERT Views

The 23 views (installed by default) do not include the PERT chart views which are only exposed in the Organizer when you right-click on the grey toolbar area, select "PERT Analysis", and click on the icons.
• PA_Optimistic Gantt
• PA_Expected Gantt
• PA_PERT Entry Sheet
• PA_Pessimistic Gantt

.

ToolBar Icons That ARE Useful

Custom Forms

From View, Toolbars, select Custom Forms.

Drag it to the upper right corner, where you'll have instant access to text input forms.

Add Other Forms Icons

In the Toolbar Customize "All commands" categories, drag this icon named "ResourceAssignment" to the Custom Forms toolbar.

Comparison of Toolbars and Keyboard Shortcuts asssigned by Microsoft

New Project

When starting a new project file:
• In File > Properties, input project Title, Author, Manager, Company, etc. Doing this makes information about the project file readily available to change mangement programs. These fields can be referenced in several places.

• In Project > Project Information, select your project's Priority on a 1000 point range.
  and Schedule Forward or Backward.

• In Tools > Change Working Time, define the Project Calendar if you don't assume an 8-5 schedule.
  The default 8 hours excludes an hour for lunch, which means a total 9 hour day.

  For various reasons, I prefer to make holidays a project task.

.

Views & Tables by Screen

Views on the menu assigned by Microsoft/by default (after installation) are in shown in bold.

Screen	View Name	Table	Filter	Note
Combination Resource Usage Leveling Gantt	Resource Allocation
Combination Gantt Chart Task Form	Task Entry
Calendar	Calendar	--
Gantt Chart	Bar Rollup	Rollup Table	Rollup Table
Gantt Chart	Detail Gantt	Delay
Gantt Chart	Gantt Chart	Entry	Task Entry
Gantt Chart	Leveling Gantt	Entry
Gantt Chart	Milestone Date Rollup	Entry
Gantt Chart	Milestone Rollup	Rollup Table
Gantt Chart	PA_Optimistic Gantt	PA_Optimistic_Case
Gantt Chart	PA_Expected Gantt	PA_Expected_Case
Gantt Chart	PA_Pessimistic Gantt	PA_Pessimistic_Case
Gantt Chart	Tracking Gantt	Entry
Network Diagram	Descriptive Network Diagram	--
Network Diagram	Network Diagram	--
Relationship Diagram	Relationship Diagram	--
Resource Form	Resource Form	--
Resource Graph	Resource Graph	--
Resource Name Form	Resource Name Form	--
Resource Sheet	Resource Sheet	Entry		Same as Custom Resource report
Resource Usage	Resource Usage	Usage	Resource Allocation
Task Details Form	Task Details Form	--
Task Form	Task Form	--
Task Name Form	Task Name Form	--
Task Sheet	Task Sheet	Entry
Task Sheet	PA_PERT Entry Sheet	PA_PERT Entry
Task Usage	Task Usage	Usage

by Table

Views on the menu assigned by Microsoft/by default (after installation) are in shown in bold.

Screen	View Name	Table	Filter	Note
--	Task ...	Baseline
--	Task ...	Constraint Dates
--	--	Cost
--	--	Earned Value
--	Task ...	Export
--	Resource ...	Export
--	Task/Resc	Hyperlink
--	Task ...	Schedule
--	Task ...	Summary
--	Resource ...	Summary
--	Task ...	Tracking
--	Task ...	Variance
--	Resource ...	Variance
--	--	Work
--	Resources...	Entry - Material Resources
--	Resources...	Entry - Work Resources

Field Names

Every record has these fields:
• ID field.
• Name (Description)
• Notes
• Inactive field contains a boolean value.
• Phonetics
• Project
• Hyperlink
  Hyperlink_Address
  Hyperlink_Href
  Hyperlink_SubAddress
  Indicators
  Linked_Fields
  Type
  Unique_ID
  Update_Needed
  

Rename fields in Tools, Customize, Fields. But doing so would make default field names disappear, which could be frustrating for those accustomed to them. If you are a Project Central user, you have to also redefine them in the SQL database.

If you export files, you must use the Project Organizer to use the Global.mpt list (converted from Global80.mpt in Project 98).

Shelly Cashman Spiral-bound books

Microsoft Office Project 2003 Step by Step (Microsoft Press 2003) by Carl Chatfield, Timothy Johnson, Carl Chatfield, Timothy Johnson is good as an introduction. Updated from 2002 and 2000

Microsoft Office Project 2003 Inside Out (Microsoft Press, 2003) by Teresa S. Stover at 1152 pages, offers a more in-depth view.

Resources

Resource field names include:
• Email_Address
• Group_Name
• Initials
• Windows_User_Account
• Workgroup
• Material_Label (for material resources introduced in 2000)

There are two types of resources: Work resources and (new to Project 2000) Material resources.

• Material types are consumables like fuel and cement. Material labels cannot exceed 32 characters in length.
• Units of measure
• Consumption Rate (such as gallons per hour or gallons/hr) consists of a material over a time element. A Variable consumption rate changes when the duration changes.
• Material resources do not have a resource calendar.

Microsoft Office Project 2003 Bible (John Wiley, 2004) by Elaine J. Marmel offers a comprehensive view.

Duration = Work / Units

Duration	Work	Units	Note
Duration1...10	Work1...10		Custom fields
Actual Duration	Actual Work
--	Baseline_Work Baseline1...10_Work
--	Overtime Work
--	Regular_Work
Remaining_Duration	Remaining_Work
--	Remaining_Overtime_Work
-	Actual_Overtime_Work
Duration Variance	Work_Variance
Free Slack Total Slack	-
Leveling_Delay	-	-
Assignment_Delay	-	Assignment_Units
-	-	Max_Units
-	Scheduled_Work
-	Percent_Work_Complete
-	Peak

Before Duration values are stored in a Project 2000 database, they are normalized into minutes multiplied by 10. For example, a duration of 8 hours is stored as 4,800 minutes (8 * 60 * 10).

Before Work values are stored into a Project 2000 database, they are as normalized into minutes multiplied by 1,000. For example, a work amount of 8 hours is stored as 480,000 minutes (8 * 60 * 1,000).

Download the Project 2000 Database Value Converter from TechRepublic.com

Schedule Fields

Start Dates	Finish Dates	Usage
Start_Date	Finish_Date
Start1...10	Finish1...10	Custom fields
Actual_Start	Actual_Finish
Baseline_Start	Baseline_Finish
Baseline1...10_Start	Baseline1...10_Finish
Early_Start	Early_Finish
Late_Start	Late_Finish
Start_Variance	Finish_Variance
Date1...10	...
...	Deadline	Appears as diamond indicator if Finish date is beyond this date.
Available_From	Available_To	-

Dynamic Scheduling With Microsoft Project 2002: The Book By and for Professionals by Eric Uyttewaal

Task Types


Download this Visio 2000.

Here is an initial stab at a mental picture to remember what is automatically changed when the system holds a field as "fixed".

The "X" notes the field changed by the user.

The circle denote the field which has been designated as "fixed".

If one field is fixed and another field is changed, the third field is updated.

So the only trick to remember is the situation when the same field is marked as "fixed" and also changed by the user.

The thick arrows point to the field the application automatically changes.

Linking Tasks

To start a task after previous task 45 is finished, enter the task number of that previous task in the Predecessor field:
45FS

You could leave out the "FS" because that is the default, so MS-Project will remove it anyway.

To set a task to start one week after task 47, put this in the Predecessor field:

47SF-1w

This entry automatically appears in the Successor field of the referenced task.

To set a task (such as ordering ingredients), you want to finish one day before the main task 48 finishes, put this in the Predecessor field:

48FS-1w

To set a task (such as cleanup) to finish before another task 49 finishes, put this in the Predecessor field:

49FF

To define a parallel task (such as an observer) that will automatically be set to start when another task 49 starts, put this in the Predecessor field:

49SS

You have to mannually make sure both tasks have the same duration.

To create a "Hammock task" that automatically determines its own duration, instead of specifying predecssors and successor tasks, paste linked dates using Paste Special:

1. Create or determine three tasks that correspond to A, B, and C in the example above.
2. Highlight the cell that contains date A (the date that will determine when task B starts).
3. On the Edit menu, click Copy (Cell).
4. Highlight the cell that contains the Start date for task B (the hammock task).
5. On the Edit menu, click Paste Special, and click Paste Link.
6. Highlight the cell that contains Date C (the date that will determine when task B finishes).
7. On the Edit menu, click Copy (Cell).
8. Click the cell that contains the Finish date for task B (the hammock task).
9. click Edit, click Paste Special, and click Paste Link.

Press the F9 function key twice to recalculated these dates.

FS = Finish to Start
SS = Start to Start
FF = Finish to Finish
SF = Start to Finish

Cost Fields

• Standard_Rate
• Overtime_Rate
• Overtime_Cost
• Actual_Overtime_Cost
• Actual_cost
• Start Variance
• Finish Variance
• Cost
  Cost_Per_Use
  Cost_Rate_Table
  Cost_Variance
  Cost1...10
  Remaining_Cost
  Remaining_Overtime_Cost
  
• Baseline1...10_Cost

Before Cost values are stored into a Project 2000 database, they are as normalized into currency units multiplied by 100.. For example, a project cost of $2,000.50 is stored as $200,050 ($2,000 * 100).

Earned Value Report

The Earned Value report generated by Microsoft Project: ID Task Name BCWS BCWP ACWP SV CV EAC BAC VAC The abbreviations: B = Budgeted A = Actual C = Cost W = Work P = Performed S = Scheduled V = Variance AC = At Completion Articles on the WWW about Earned Value: What is Earned Value? "EV Provides Early Warning" by Primavera consultants Quntin Fleming and Joel Koppelman, authors of the textbook Earned Value Project Management.

Earned Value calculations begin from an estimate of the final cost of the project. — what the cumulative cost of the project is supposed to be when the "% complete" of the project eventually reaches 100% (when the project scope is accomplished).

The upper-right corner of Earned Value (EV) graphs (for one or all tasks) is the BAC (Budget At Completion) shown on the right-side column on EV reports,

Values for BAC is stored in the database field named "Baseline Cost" because the purpose of Earned Value is to, over time, guage variation from a baseline.

The outcomes defined by that "100%" is called the scope of the project.

Even though MSProject automatically updates the "% Complete" when a task is completed. the "% Complete" number should then be manually changed because it is about what has been accomplished by the task — it is the genius (an unique contribution) of Earned Value.

Changes to the WBS (task hierarchy) can be changed without changing the baseline because they are separate concepts.

As work progresses over time, the BCWS (Budgeted Cost of Work Scheduled) on the first numeric column of EV reports tell how much of the BAC should have been spent (cumulatively) up to the report date.

BCWS is calculated using what has been budgeted for the percent of completion achieved up to the report date, so it can also be called the "Planned Value Baseline".

Earned Value Graph

Each line on the EV graph is made by connecting values from reports issued at several different points over time.

These totals are captured and accumulated outside MS Project in (usually) an Excel spreadsheet such as this used to create this sample cumulative graph describing a project which started slower than planned initially, getting efficient in the middle, but end up overspending (with overtime, etc.) during the mad dash for completion (the typical situation).

Download the MS-Powerpoint file used to create this graphic

During the project there can be two kinds of variance:

• Schedule: the percentage completion taking less work hours to achieve than was scheduled; and
• Cost: the actual rate of pay being different than the payrate estimated.

To determine how well a project is going, the BCWS is compared against two other totals accumulated during the same range of time:

• Earned Value = hours worked at budgeted rates — called the BCWP (Budgeted Cost of Work Performed); and

• Actual costs = hours worked at actual rates actually paid out — called the ACWP (Actual Cost of Work Performed) — calculated by adding up the payroll and all other receipts.

This approach enables managers to separate problems with rates of pay from problems with the number of hours worked on the project.

• If all lines overlayed each other, then everyone worked the same hours at the same payrate.

• If different hours were spent than scheduled, a Schedule Variance (SV) results, illustrated by the BCWP line moving away from the BCWS line.

• If actual payrates are not what was anticipated, a Cost Variance (CV) results, illustrated by the actual costs (ACWP) being different from the Earned Value (BCWP).

Actual costs (ACWP) incurred up to the report date (the historical "sunk cost") plus projected costs for all remaining work is reported in the EAC (Estimate At Completion) column. This field is called "Cost" in the database. Some also call this datum the Latest Revised Estimate (LRE). This amount is what the total job is now expected to cost.

Comparing the EAC against the original BAC yields the VAC (Variance At Completion) which provides an early warning of "how bad it will get if we keep this up."

Work_Contour

The Work_Contour field identifies the assignment timephased level contour used.

The 8 predefined contours (installed by default) divide time into 10 segments of equal duration. The graphic below illustrates percentage values in the contour definition table.

Predefined Contour Units Scaled Average (Usa) Flat 100% Front Loaded 60% Early Peak 50% Back Loaded 60% Late Peak 50% Double Peak 50% Bell 50% Turtle 70%

1   2   3   4   5   6   7   8   9   10

Edited contours can have a user-defined number of segments, each with a different duration. Segment durations are automatically changed when the duration is changed.

Database Schema

Document the use of each field in your project

As you work with a project, open a Word document window to remember how you are using each field. Here are the most common fields:

Field	Usage
Indicators	New to Project 2000.
Task Name	[+] and [-] expands and contracts summary tasks.
ResourceInitials	To hold user text on miscellanous topics. Good to have just in case it's needed.
Duration1, Duration2, Duration3	Opt ... in PA_PERT Entry Table
Duration1, Start1, Finish1	Opt ... in PA_Optimistic_Case Table
Duration2, Start2, Finish2	Exp ... in PA_Expected_Case Table
Duration3, Start3, Finish3	Pes ... in PA_Pessimistic_Case Table
Flag1	"Yes" if the task should appear on Summary Gantt chart.
Flag10	"Text Above" in Rollup Table
Text1	Comment
Start1 and Finish1	A date which external organization, but not relevant for scheduling. Note that both start and finish dates are  needed for a milestone to appear.
Notes	To hold user text on miscellanous topics. Good to have just in case it's needed.
Constraint Type	To easily detect when Project software automatically, as described earlier.

Standardize Field Usage

This document allows for reuse fields. And since many fields are not populated by every task, This also helps if you ever need to consolidate several Project files together.

The Project 2000 CD contains T-SQL statements to load a Project into MS-SQL database.

Put TBD items at the end of the Project.

Fields in Tables

Tip: Add the report category (e.g., Assignments, Custom, etc.) to the report title so that you can quickly determine where to go for a reprint of that report.

• (Task) Baseline Table

  Task Name	Baseline Duration	Baseline Start	Baseline Finish	Baseline Work	Baseline Cost

• (Task) Constraint Dates Table

  Task Name	Duration	Constraint Type	Constraint Type

• (Task) Cost Table (used by Views and Reports)

  ID	Task Name	Fixed Cost	Fixed Cost Accural	Total Cost	Baseline Cost	Cost Variance	Actual Cost	Remaining Cost

  This is exported using the "Cost data by task" data map (internally titled the "Task Cost Table")

  Note: Resource tables exclude fields "Fixed Cost", Cost ("Total Cost"), and "Fixed Cost Accural" (e.g., "Prorated" method, etc.).

• (Resource) Cost Table

  ID	Resource Name	Total Cost	Baseline Cost	Cost Variance	Actual Cost	Remaining Cost

• (Task) Delay Table

  Task Name	Leveling Delay	Duration	Start	Finish	Successors	Predecessors	Resource Names

• (Task/Resource) Earned Value Table

  Task/ Resource Name	BCWS	BCWP	ACWP	SV	CV	EAC	BAC	VAC

  Introductory Article on Earned Value DoD's Earned Value Management website.

• (Resource) Entry Table

  Resource Name	Type	Material Label	Initials	Group	Max Units	Standard Rate	Overtime Rate	Cost Per Use	Accrue At	Base Calendar	Code

• (Resource) "Entry - Work Resources" Table
  does not include "Material Label".

• (Task) Entry Table used by Views

  Task Name	Duration	Start	Finish	Predecessors	Resource Names

• (Task) Entry Table used by Reports contain two more fields

  Task ID	Task Name	Duration	Actual Finish	Constraint Type	Start	Finish	Predecessors	Resource Names

• (Resource) "Entry - Material Resources" Table

  Resource Name	Type	Material Label	Initials	Group	Standard Rate	Cost Per Use	Accrue At	Code

• (Task) Export Table

• (Resource) Export Table

• (Task/Resource) Hyperlink Table

  Task/ Resource Name	Hyperlink	Hyperlink Address	Hyperlink SubAddress

• (Task) Rollup Table

  Task Name	Duration	Text Above	Start	Predecessors	Resource Names

• (Task) Schedule Table

  Task Name	Finish	Late Start	Late Finish	Free Slack	Total Slack

• (Task) Summary Table used by Views

  Task Name	Start	Finish	% Complete	Cost	Work

• (Task) Summary Table used by Crosstab Reports Cash Flow (by Task across time periods) and Task Usage(hours) also contains the Duration field

  Task ID	Task Name	Duration	Start	Finish	% Comp.	Cost	Work

• (Resource) Summary Table

  Resource Name	Group	Max Units	Peak	Standard Rate	Overtime Rate	Cost	Work

• Tracking Table

  Task Name	Actual Finish	% Complete	Actual Duration	Remaining Duration	Actual Cost	Actual Work

• (Task) Usage Table

  Task Name	Work	Duration	Start	Finish

• (Resource) Usage Table

  Resource Name	WorkDuration	Work

• (Task) Variance Table used by Views and
  (Task) Variance Table used by Slipping Tasks Report

  Task ID	Task Name	Start	Finish	Baseline Start	Baseline Finish	Start Var.	Finish Var.

• (Task) Work Table

  Task Name	Work	Baseline Work	Work Variance	Actual Work	Remaining Work	% Work Complete

  Notice that the %" Work Complete" column on the Resource Table is in a different position than the Task Table.

• (Resource) Work Table

  Resource Name	% Work Complete	Work	Overtime	Baseline Work	Work Variance	Actual Work	Remaining Work

Importing/Exporting with Data Map Templates

There is no menu item/function for "Import". just Open the file and the software figures out the format.
There is no menu item/function for "Export", select "Save As" and the file type.

Tip: When you export a file, make sure you include in the file name the data map associated with that file. because when you import that file, you will need to provide that information.

Reports created by "File > Save as Web Page" use a Map which is a template containing HTML formatting code. Microsoft Project 2003 (by default) stores such files in folder C:\Program Files\Microsoft Office\Templates\1033\Microsoft Project Web

Template Styles:

• Columns takes a whole column on the left side of the report, taking space from data.
• Centered adds horizonal rules, which take up vertical space.
• Stripes
• Tabs

Not all colors are defined for each of the 4 layout styles:

Color Scheme	Centered	Columns	Stripes	Tabs	BGCOLOR	BODY TEXT	Title Font
Black	-	Y	Y	Y	#CCCCCC	#000000	#000000
Clay	-	Y	Y	Y	#E6CCCC	#800000	#800000
Cool Tone	-	Y	Y	Y	#3333CC	#FFFFFF	#99CC99
Desert Light	-	-	-	Y	#FFCC99	#CC6600	#663399
Glacier	Y	Y	Y	-	#9999CC	#660099	#CCE6E6
Ivy	Y	Y	Y	-	#CCCC99	#336600	#D6E0D6
Maroon	Y	Y	Y	-	#CC9999	#800000	#E6CCCC
Mist Dark	Y	-	-	-	#336666	#336666	#ADA990
Mist	Y	Y	Y	-	#ADA990	#336666	#D6E0E0
Mulberry	-	Y	Y	-	#669999	#660033	#E0CCD6
Navy	Y	Y	Y	-	#9999CC	#000080	#CCCCE6
Neon	Y	-	-	-	#000000	#000080	#99EEEE Dates #EE00EE Report title
Vineyard	Y	-	-	Y	#669999	#330066	#CCCC00

Personally, I don't like these default designs:

• Some of the Text font is too light.
• The project title font size is too big (size 7)
• Project start and finish dates each take up a whole line.
• The project image takes up a whole line, even if it hasn't been specified.

Download "Wilsons Basic MSProject Report Template.html" into that folder, then specify it as the "Base export on HTML template" on:



Each template file contain comment tags which are replaced during report creation. First comes the project attributes at the top of the page:

• <!--MSProjectTemplate_ProjectTitle-->
• <!--MSProjectTemplate_StartDate-->
• <!--MSProjectTemplate_FinishDate-->
• <!--MSProjectTemplate_Image-->

When you click the "Finish" button, MSProject adds values to the right of the comment rather than replace the comment. This means that you can't place the comment tags in the <TITLE> tag.

Then comes 3 sets of 2 sections:

1. <!--MSProjectTemplate_TaskTableTitle-->
   <!--MSProjectTemplate_TaskTable-->
2. <!--MSProjectTemplate_ResourceTableTitle-->
   <!--MSProjectTemplate_ResourceTable-->
3. <!--MSProjectTemplate_AssignmentTable-->
   <!--MSProjectTemplate_AssignmentTableTitle-->

I haven't figured out a way to change the font within tables, because MSProject replaces each table comment tag with a complete table. If you know, can you please email me? Thanks.

This Add-in for Microsoft Project 2000 lists differences between two versions of the same file, such as two possible Projections.

The Project 2000 Database

Default Selective Data Maps

The default field configuration (and my preferred columns) for 11 default maps which comes with the package are described in the next section:
1. "Who Does What" report
2. Compare to Baseline
3. Cost data by task
4. Default task information
5. Earned Value information
6. Export to HTML using standard template
7. Resource "Export Table" map
8. Task "Export Table" map
9. Task and resource PivotTable
10. Task list with embedded assignment rows
11. Top Level Tasks List
• "Who Does What" Assignments report

  Resources and Assignments	Start	Finish	Work
  Unassigned	Jan 10	Feb 16	0 hrs

• Compare to Baseline (Baseline Comparison Report)
• Cost data by task ("Task Costs Report")

  ID	Task Name	Fixed Cost	Fixed Cost Accural	Total Cost	Baseline Cost	Cost Variance	Actual Cost	Remaining Cost

• Default task information (Task Data report)

  ID	Task Name	Duration	Start Date	Finish Date	Predecessors	Resource Names
  1	Project Kick-Off	6 days	Jan 3	Jan 10		Product Management

• Earned value information (Earned Value report)

• Export to HTML using standard template (Tasks report)

  ID	Task Name	Duration	Start	Finish	Resource Names	% Complete
  1	Project Kick-Off	6 days	Jan 3	Jan 10	Product Management	0%

• Resource "Export Table" map (Resource Export Table report)
  
  Note: The "Scheduled Work" field on the report is named "Work" in the database.

• Task "Export Table" map (Task Export Table report)
  
  Why does this, unlike the Task Export Table, not contain (at the end) fields Contact, Start1-5, Finish1-5?

• Task and resource Pivot Table (Tasks report)

  Resource Group	Resource Name	Task Name	Duration	Start	Finish	Cost
  	Product Management	Project Kick-Off	6 days	Jan 3	Jan 10	$0.00

• Task list with embedded assignment rows (Tasks with Assignments report)

  ID	Task Name	Work	Duration	Start	Finish	% Work Complete
  1	Project Kick-Off	368 hrs	6 days	Jan 3	Jan 10	0%

• Top Level Task list ( Top Level Task report)

  ID	Task Name	Duration	Start	Finish	% Complete	Cost	Work
  1	Project Kick-Off	6 days	Jan 3	Jan 10	0%	$0.00	368 hrs

Filters

• All Tasks
• Completed Tasks
• Confirmed
• Cost Greater Than...
• Cost Overbudget
• Created After...
• Critical
• Date Range...
• In Progress Tasks
• Incomplete Tasks
• Late/Overbudget Tasks Assigned To...
• Linked Fields
• Milestones
• Resource Group...
• Should Start By...
• Should Start/Finish By...
• Shipped/Late Progress
• Slipping Task
• Summary Tasks
• Task Range...
• Tasks with A Task Calendar Assigned
• Tasks with Attachments
• Tasks with Deadlines
• Tasks with Estimated Durations
• Tasks with Fixed Dates
• Tasks/Assignments with Overtime
• Top Level Tasks
• Unconfirmed
• Unstarted Tasks
• Update Needed
• Using Resource in Date Range...
• Using Resource...
• Work Overbudget

A particular filter may be useful at verious points during a project.

Planning a project,

All Tasks
Linked Fields
Created After...
Task Range...

Working a project,

In Progress Tasks
Incomplete Tasks

When you're supervising workers,

Using Resource in Date Range...
Using Resource...
Resource Group

Managing project schedule,

Top Level Tasks
Summary Tasks
Milestones
Critical
Slipping Tasks
Tasks with Deadlines
Date Range...
Should Start By...
Should Start/Finish By...
Shipped/Late Progress
Unstarted Tasks

Evaluating project cost,

Costs Greater Than...
Cost Overbudget
Work Overbudget

Closing a project,

Completed Tasks
Confirmed
Unconfirmed
Update Needed

Certification in MSProject

Microsoft's Project certification is handled by the Office division's MOUS (Microsoft Office User Specialist) certifications track rather than the MCSE/MCSD track, using less populous iQcenters testing centers (in some CompUSA stores) rather than the Prometric/Pearson VUE centers used by MCSE/MCSD folks.

Different exams are offered for Project 2002 and Project 2000

Microsoft offers two levels of certification: core and comprehensive (previously named basic and expert). The Comprehensive level is only available for the 2002 version of the product. Only the core level certification is available for the 2000 version of the product.

The two exams also have different skills standards:

Microsoft's Solution Providers include Certiport Certified software and books by Shelly Cashman.

Core (Basic)	(Expert)	Comprehensive
Creating a Project Plan Basic: Import a task list from Microsoft Excel to Microsoft Project Set default folder options and AutoSave Create recurring tasks Split a task Modify task duration Modify calendar working time options Apply a calendar to a task Add material resources to a Project Enter costs on resources Assign an additional resource to a task without increasing work on the task Assign an additional resource to a task to increase work on the task Create base calendars Set task types (fixed work, fixed units, fixed duration) Create a summary task Use deadlines and constraints Create a milestone task Create a new Project Assign initial resources to tasks Enter task relationships Enter task information	Expert: Enter fixed costs Enter various costs for resources Create and use templates Modify task calendar options Assign resources with different units or hours of work to the same task Apply views which analyze slack and slip	Define the Project Define scheduling properties. Set and modify Microsoft Project options.
Customizing a Project Reset table defaults Create custom filters Define WBS codes Create and apply custom groupings Format individual bars and bar styles Sort a view Apply custom filters Create a custom table Create and apply a custom view Format a time scale Use outlining features Apply a filter using AutoFilter Insert a column in a table	Expert: Create a custom box style in the network diagram Modify code mask Record, assign, and play a macro Set calculation options	Define and Modify Tasks Define general working times. List the tasks in the project. Organize tasks. Schedule tasks. Add and organize task information.
General Project Management Concepts Basic: Display the critical path using filtering and formatting techniques Differentiate work from duration Apply Work Breakdown Structure (WBS) codes	Expert: Set options to calculate multiple critical paths Calculate cost of work performed (earned value analysis) Create activity reports to manage slack
	Resource Management Set an accrual option for a resource cost Create and apply rate tables to resource assignments Modify task priority values Set precedence when linking to the resource pool Use leveling options Apply resource contours Modify resource availability over time Update/refresh the resource pool Modify resource usage view Share resources using a resource pool	Specify and Assign Resources Specify resources for the project. Define working time and availability for resources. Assign resources to tasks.
Tracking a Project Basic: Assign tasks using Project Central Add a progress line to a Gantt chart for a given date Set reminders and send schedule note messages Record task status in Microsoft Project and Project Central Display resource allocations Reschedule uncompleted work Modify Project duration Compare actuals with the Project baseline Record actual work on a task Save a baseline for the entire Project or selected tasks Edit task relationship types and lag	Expert: Disable Split-in Project tasks Enter overtime work Enable resources to delegate tasks using Project Central Enter actual costs Create interim plans Set Project information dates Set options governing how tasks will honor constraint dates Compress the overall duration of a Project schedule Enter remaining work or remaining duration values	Track Progress Prepare to compare with later versions. Incorporate progress into the project. Check progress. Control progress.
Communicating Project Information Use the drawing tools Add a hyperlink to a task Identify lost elements when saving a Project to Project 98 Copy a picture of a view and save it as a web page Use Organizer to share custom views Modify a standard report Copy and paste a Gantt chart into a Microsoft Word document Copy and paste sheet information into a Microsoft Excel spreadsheet Update server-based Project information using Project Central Set page setup options Create a new custom report	Expert: Create and use a custom data map Use flag and text fields Use Organizer to customize a Project file Create a new custom report incorporating custom tables and filters Display current, interim, and baseline plans in a Gantt chart	View and Report Project Status Select and modify views. Select and modify reports. View critical tasks. View allocation of resources. View project costs. Share project information with other applications. Publish project information to the Web.
Multi-Project Management Basic: Set baselines for a master project Add a task to a master project Create relationships between tasks in a master project and subproject files Insert a subproject into a master project	Expert: View multiple critical paths in a consolidated Project Modify inserted Project information	Manage Multiple Projects Work with master and subprojects Work with a resource pool

Installing Project 2000

Sample Project files flag and text fields and typical recurring tasks with pre-defined views, reports, filters, all containing standard formatting Use flag and text fields Custom calendars populated with company holidays and events. Resource lists with and rate tables for automatica cost calculations Macros

Add a New Project Get a list of Projects Select a Project from the list of Projects Set Project information dates Set options governing how tasks will honor constraint dates Compress the overall duration of a Project schedule Enable resources to delegate tasks using Project Central Enter fixed costs Enter various costs for resources Create and use templates Modify task calendar options Assign resources with different units or hours of work to the same task Apply views which analyze slack and slip Create and use a custom data map Use Organizer to customize a Project file Create a new custom report incorporating custom tables and filters Display current, interim, and baseline plans in a Gantt chart Add a New Task Assign tasks using Project Central Set precedence when linking to the resource pool Review Existing Projects Set options to calculate multiple critical paths Calculate cost of work performed (earned value analysis) Create activity reports to manage slack Review Existing Tasks for a Resource Enter remaining work or remaining duration values Enter overtime work Enter actual costs Modify task priority values Use leveling options Apply resource contours Modify resource availability over time Update/refresh the resource pool Modify resource usage view Share resources using a resource pool Disable Split-in Project tasks Create interim plans

Help on Project

• MSProject.com
• Microsoft's Knowledge Database
• Microsoft's MVP website provides a lot of good tips.
• Microsoft Project Users Group holds meetings around the world.
• Microsoft's Partners for the Project Product
• msnews.microsoft.com/microsoft.public... newsgroups: You need a program such as Microsoft Outlook to read these:
  • .proje