Our Project Management Approach

This is an extract from Project Plan documents describing how projects are planned and reported. Links are provided to a companion page on how to use Microsoft Project (MSP) to implement strategies described here. Information here distills knowledge and wisdom gleaned from years of usage and studying books, user forums, help files, training documents, videos, etc. All text here is in one large file for quick search through all topics, offered without charge and without generalizations and sales hype.

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Scope

There are several approaches to project planning.

Example 1: This project plan is focused only on planned duration (elapsed calendar time) and target (scheduled) start/finish dates, not actual Work effort nor dollar costs. So these project plans are not resource leveled to prevent overallocation.

Example 2: This project plan makes use of EVM (Earned Value Management) techniques to track actual versus planned work hours and dollar costs as well as elapsed calendar duration and target (scheduled) start/finish dates. Some project reports are resource leveled to prevent overallocation.

User Usage Processes [Topics on this page]

Configuring Tools and Options

•Set up Schedule options. •Set up Calculation options. •Set up Interface options. •Set up View options. •Set up General options. •Set up Calendar options. •Set up Security options.

Setting Up a Project

•Create and modify a template. •Select a template. •Enter project information. •Manage calendars. •Import and export data.

Estimating, Scheduling, and Budgeting Tasks

•Create a WBS. •Create and modify tasks. •Estimate and budget tasks. •Sequence tasks. •Identify and analyze critical tasks and critical path. •Manage multiple projects.

Resourcing Project Plans (Work with project resources)

•Forecast time-phased generic skill or role requirements. •Create, modify, and use resource pools. •Add, change, substitute, or remove resource assignments. •Predict durations and work calculations. •Optimize resource utilization.

Updating and Reporting on Project Performance

•Save and modify baselines. •Enter task updates. •Reschedule incomplete work. •Track project progress. •Analyze variance. •Create, modify, and delete objects. •Create reports.

The Project Guide toolbar presents these activities:

Tasks

- Define the project - Define general working times - List the tasks in the project - Organize tasks into phases - Schedule tasks - Link to or attach more task information - Add columns of custom information - Set deadlines and constrain tasks - Identify risks to the project - Add documents to the project - Publish project information to the Web

Resources

- Specify people and equipment for the project - Specify the booking types for resources - Define working times for resources - Assign people and equipment to tasks - Link to or attach more resource information - Add columns of custom information - Publish project information to the Web

Track

- Save a baseline plan to compare with later versions - Prepare to track the progress of your project - Incorporate progress information into the project - Check the progress of the project - Make changes to the project - Track risks and issues associated with this project - Request text-based status reports - Publish project information to the Web

Report

- Select a view or report - Change the content or order of information in a view - Change the look or content of the Gantt Chart - Print current view as a report - See the status of multiple projects in Project Center - Compare progress against baseline work - See the project's critical tasks - See project risks and issues - See how resources' time is allocated - See project costs - Publish project information to the Web

Product Scope

MSP helps answer these questions:

What needs to be done?	Deliverables and Tasks
When must it happen>?	Constraints and Dependencies
How long will it take?	Estimates of Duration and Work
Who is going to do it?	Resources and Assignments
When will it happen?	Start and Finish Dates
How much will it cost?	Rate * Assignment Effort

When looking at the full scope of Project Management as defined by the PMBOK, MSP does not handle Communications, Procurement, and Risk Management.

There is a multi-million dollar industry around Microsoft Project.

3rd-Party Products making use of Project include:

• CA Clarity PPM (Project and Portfolio Management)
• Cadence Project Manager
• SAP CPROJECT (Collaboration Project) product
• EVM add-on software such as Cobra, wInsight, Safran, or Dekker iPursuit support ANSI-748AB and lesser-known NIST SP800-30, CMMI RSKM, or SEI RISM.

Product Background

Microsoft Project (MSP for short) has evolved over many versions 98, 2000 (9), 2002 (10), 2003 (11), 2007 (12).

MSP is managed as part of Microsoft's Office suite. So after installation, click the Windows Start icon, All Programs, and Project is under Microsoft Office among Word, Excel, PowerPoint, Visio, etc.

The product's previous home URL
http://www.microsoft.com/office/project is now at
http://office.microsoft.com/en-us/project/default.aspx.

The Standard (standalone) Edition can work with Shared workspaces accessing a Windows SharePoint Services (WSS) via Internet Explorer.

The Professional edition can connect to a Project Server which implements Enterprise Project Management (EPM).

Products should reference the terminoloy in the PMI (Project Management Institute) Body of Knowledge (PMBOK), now in its 4th edition. PRINCE2

Training vendor IIL does this, and offers their own "Black Belt" certification like martial arts studios.

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

Certification in MSProject

MCTS Self-Paced Training Kit for Exam 70-632 (Microsoft Press 2008, 560 pages, CD, Errata) by Joli Ballew and Deanna Reynolds Certification in Microsoft Project has shifted from the successor of the Microsoft Office Specialist program, the Microsoft Business Certification (MBC) program offering the Microsoft Certified Application Specialist (MCAS) and Microsoft Office Specialist (MOS) certification for users of Microsoft Office (Word, Excel, etc.) proctored by Certiport iQcenters

Certification in Microsoft Project is now proctored by Prometric and Academic Academies, a part of the same organization certifying developers in general and particularly Microsoft Office products for IT (Visio, SharePoint, Groove, Communications Server, PerformancePoint, etc.).

Pass one of these exams and, just as with the MCP (Microsoft Certified Professional) certification program before,get designated a MCTS (Microsoft Certified Technology Specialist). Get the MCITP (Microsoft Certified IT Professional) certification for passing all three of these certification exams:

Exam : Microsoft Certification	MS class	IIL class
70-632 : Microsoft Office Projects 2007, Managing Projects	5927A	Orange Belt
70-639 : Microsoft Office Project Server 2007, Configuration (for MS Certified Partners) focuses on technical installation of Project Server using SQL Server.	-	-
70-633 : Enterprise Project Management with Microsoft Office Project Server 2007	5928A	Blue Belt
70-634 : Pro: Microsoft Office Project Server 2007, Managing Projects and Programs	5929A	Black Belt

These are in place of the previous two levels of certification: (core and comprehensive) in 2000 and (basic and expert) in 2002.

Each of these 3 hour exams costs $125 USD. These are also available in French, German, Japanese, Castilian Spanish, and Chinese (Simplified).

Installation

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

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".

Global Configuration File

In the Options menu, clicking "Set as Default" is accomplished by saving changes in the Global.mpt file installed by Microsoft Project on each computer. In my Vista it's C:\Users\W\AppData\Roaming\Microsoft\MSProject\11\1033. This file may be edited using the menu Tools, Organizer utility. This file is copied to new projects.

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.

Project File Viewers

Don't have MS Project installed?

Microsoft doesn't offer a viewer like it does for Office products. But third party developers do have tools to just look at a Project file:

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.

Preparations for Printing

Stop wasting paper

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.

To be able to choose the printer, number of copies, etc. after clicking on the printer icon (instead of pulling down File, Print...):

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.

Before Printing

1. In menu Project > Project Information: change the Status Date.
2. In menu File > Properties:
   • enter text in the "Project Name" field.
   • change the Subject text which contains "DRAFT 3".
3. In menu File > Project Information: change the Status Date.
4. In menu View > Headers and Footers > Header > Right: change text "Not resource leveled" or "Resource leveled".

The Inside Out series from Microsoft Press offers in-depth exploration of features, particularly on implementing enterprise solutions with Project Server or Project Web Access.

Microsoft Office Project 2007 Inside Out (Microsoft Press © 2007, 1104 pages) by Teresa S. Stover and Bonnie Biafore ISBN:9780735623279

Microsoft Office Project 2003 Inside Out (Microsoft Press, 2003, 1152 pages) by Teresa S. Stover

Headers and Footers

Header Left : &[View] | &[Report] | &[Filter]
Header Center : &[Project Title] &[Subject] as of &[Status Date]
Header Right : Resources Not Leveled
Footer Left : File &[File Name and Path] Saved &[Saved Date]
Footer Center :
Footer Right : Page &[Page] of &[Pages]


Press Alt+Enter to force a line break within headers and footers.

To coincide with the actions noted above, I have this explanation in my Project Plan document:

Each view has been setup with a common set of headers and footers.

The top left corner lists the View or Report Name, Table Name and Filter Name, all separated by a | bar.

The top middle corner lists the project file name, plus a Subject text specified manually (in the File > Properties dialog). Because the project file name may not be readable, this may be manually entered text in the "Project Name" field.

The top right corner alerts "Not resource leveled" or "Resource leveled", text manually entered in the File > Properties dialog. This is crucial information because, without leveling, resources are likely overallocated, especially when several task are specified for a task at the same time.

The bottom left corner presents the folder path of the file and the date when the file was saved.

The Status Date used to display the vertical gridline (specified in menu Format, Gridlines) in charts and reports (manually specified in the Project, Project Information form). This date is used for calculating Earned Value.

Project Plan Views

Fields	Task Views	Resource Views
Duration (elapsed time) Schedule (Start & Finish date)	Calendar Detailed Gantt	Resource Graph
Work (time spent) Work Contours	Task Usage	Resource Usage Leveling Gantt
(Monetary) Costs Earned Value	Gantt Tracking Gantt	Resource Sheet Resource Form
Outline_Code1...10	WBS	-
Task Types Predecessors and Successors (Dependencies)	Network Diagram (PERT) Relationship Diagram	-

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

Gantt Charts

Invented by Henry Gantt (1861-1919) while planning the construction of U.S. Navy ships during WWI, the Gantt chart 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.

Custom Gantt Charts

This project uses custom "Edit Gantt" and "Summary Gantt" views created by copying the default "Gantt Chart" view. These custom views make use of custom Table (field column) definitions and filters.

A Legend is not printed on Gantt charts to save room.

Gantt Chart shortcut keys to scroll...

• timescale to the beginnging or end of the project, press Alt+home/end.
• timescale left or right a single minor unit, press Alt+left/right arrow.
• an entire screen left or right, press Alt + PgUp/PgDn
• project start or end dates, press Alt + Home/End
• task list to the first or last task, press Ctrl + Home/End
• task list to the left or right-most task, press PageUp/PageDown

To move the timescale to the task selected, press Ctrl + Shift + F5.

If "Autolink inserted or moved tasks" is active (selected) in Tools > Options, when a task in the middle of dependent tasks is cut (using Ctrl+X), MS Project automatically adds new dependencies to link its predecessor to its successor.

Summary Gantt View

The Timescale format in our Summary Gantt is zoomed out to Months in the Middle Tier and Weeks in the Bottom Tier (rather than default Weeks and Days).

Specific lower-level milestones and tasks (such as the current critical items) are shown on the Summary Gantt. This is achieved by adding field flag8 to our Summary Gantt table, and a "Summary" filter (in Project > Filter) has an added "or" referencing that field.

Tracking Gantt View

The Tracking Gantt view is used to review progress versus plan.

Gantt Task Bars

The thin black line in the middle of task bars represent percentage complete. If a partially completed task is rescheduled, the duration remaining can be split from past Duration. This is done using the Reschedule Work icon on the Tracking toolbar. That's if the Tools, Options, Schedule tab, Split in-progress tasks box is checked and the Tools, Options Reschedule uncompleted tasks to start after.

Vertical Progress Lines

Zigzag Progress Lines optionally shown on Gantt Charts illustrate the Finish Variance (how far ahead or behind) for each task. It is specified in menu Tools, Tracking, Progress Lines.

Basic Field Names

Every task has hundreds of fields. These are the most commonly used:

• ID field.
• Unique_ID
• Name (Description)
• Notes
• Inactive field contains a boolean value.
• Phonetics
• Project
• Hyperlink
• Hyperlink_Address
• Hyperlink_Href
• Hyperlink_SubAddress
• Indicators
• Linked_Fields
• Type
• 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's Project 2007 Solution Center

Download the Microsoft Office Project 2007 Service Pack 1 (SP1)

Tasks are not scheduled as expected in Microsoft Project

What's In a Name (Task, Milestone and Deliverable Names)

Milestones by default appear as black diamonds automatically for any task with a zero duration or manually set.

Milestone names, such as "System AA smoke tested in Staging" are verifiable events which start with a deliverable object and end with a verb in perfect tense (completed past tense) such as completed, delivered, handed over, sent, finished, published, sent, shipped, received, signed off, approved, etc.

If task names also start with a deliverable object, they would line up with their milestone, followed by an action verb.

WBS - Work Breakdown Structures

The WBS field is automatically calculated. It has a set of 10 corresponding read-only fields Outline_Code1...10 which identifies each level of the tree-like WBS.

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 using the logical hierarchy of progressively more detailed portions of the high-level deliverable.

To output the WBS as an Organizaton Chart within Visio, activate the Analysis toolbar and click "Visio WBS Chart Wizard". Invoke "1. Apply Task Selection View" once. This creates, then places you in a new "Visio WBS Chart Task Selection" view using a new "VisioWBSChart" Table that renames Flag1 to a field named "Include in WBS Chart?". You can change the value in this field to Yes for all tasks you want only some tasks to appear in the Visio chart. Otherwise, select "2. Launch Wizard". Click OK to the confirmation pop-up. If you get an error, try openning Visio before doing the above.

The 2003 version positions tasks randomly rather than in sequence. This is why some buy the
$199 WBS Chart Pro add-on to lay out the WBS graphically like an organizational chart.

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. One is that it recalculates schedule date automatically based on dependencies and work estimates.

However, automatic features can be frustrating to those who don't know about them.

Constrained by Constraints

By default, a task has a Constraint Type of "As Soon As Possible" (ASAP) if the project is set to Forward Scheduling from a hard project start date.

If Backward Scheduling is selected as the regime, tasks are scheduled from the project finish date and the default constraint type is "As Late As Possible" (ALAP).

If you type in a start or finish date for a task or use the mouse to drag a task around a Gantt Chart or Calendar,

Microsoft Project automatically changes the constraint of a task to "Start No Earlier Than" or "Finish No Earlier Than". When these actions occur, Microsoft Project assumes that you want the task to use static fixed (hard) start or finish dates, which are schedule constraints NOT calculated dynamically by MS Project based on dependencies.

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.

If a task should only be done on a weekend (or first day of the month, etc.), create a task calender to specify several possible weekends (windows of opportunity) rather than specifying a specific weekend. Task calendars override Resource or Project calendars.

To schedule group meetings which need to be schedule ahead, use "Must Start On" or "Must Finish On" contraints.

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.

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 

Microsoft Office Project 2007 For Dummies (John Wiley & Sons © 2007, 408 pages) by Nancy Muir

Project 2003 for Dummies by Nancy Stevenson 2000

Navigation

A Deadline soft date (such as a go/no go point) does not affect replanning. An exclaimation point icon appears in the Indicators column if the deadline is missed.

Enter it in the Advanced tab after opening up the Task Information dialog from pressing Shift + F2 or right-click on the task.

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

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

Always Display Full Menus

By default, not all menu items are displayed. So check "Always show full menus" in View > Toolbar > Customize > Options tab.

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.

.

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

Dynamically Link from Excel Spreadsheets

A black triangle in the bottom right-hand corner marks each cell which obtains its value from an Excel spreadsheet used to calculate the value. The linkage is established by using menu Edit, Paste Special, Paste Link, Text Data.

Use of Fields in a Microsoft Project

I put this documentation in Project Plan Word documents so that as I work with a project, I can remember how each optional field is used. This also helps if several Project files you ever need to be consolidated together.

Field	Usage (Notes)
Flag8	"Yes" if the task should appear on the Summary Gantt.
Indicators	(New to Project 2000)
Task Name	Expand and contract summary tasks by pressing Alt + Shift + [-] or [+].
ResourceInitials	Used instead of Resource Names to limit width of text in charts and reports
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
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.

Tables

Configuring Tables

To 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.

To create a custom View from an existing view: Click View, More views, Copy, type your new View name, make changes, click OK.

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

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

Filters

The manu is listed alphabetically:

• 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

To get rid of filtering, press F3.

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.

In Tools > Options > General, "Set AutoFilter on for new project" is unchecked by default because most start typing into a new project. General, filtering should be OFF when inputting data.

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

Dependencies: The Linkage Among Tasks

This is added to my Project Plan document:

This project plan uses values in the Unique ID field (instead of the ID field) because Unique ID values are retained when new tasks are added. Consequently, references to Predecessor and Successor fields in this document actually refer to the Unique ID Predecessor, and Unique ID Successor fields.

The most typical task relationship is sequential (finish-to-start). To set a task to start after another task (45) finishes, enter the ID number of that previous task in its Predecessor field:

45FS+5d

MSP removes the "FS" because that is the default.

SF links can be created by selecting the predecessor, holding down Ctrl while clicking successors.

The "+5d" adds a 5 day waiting time (lag) that creates a gap. Alternately, a -40% creates negative lead time call a partial dependency because the predecessor overlaps part of its successor.

Entries in the Predecessor field automatically appear in the Successor field of the referenced task.

To set a task (such as ordering ingredients) one week before another task (47), use the SF (Start-to-Finish) in its Predecessor field:

47SF-1w

To set a task that should be done near the end, when the referenced task (49) is nearly finished (such as training or shipping), use FF (Finish to Finish) 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, specify a SS (Start-to-Start) in its Predecessor field:

49SS

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

Hammock Tasks

Instead of specifying predecessors and successors, a task can automatically determine its own duration. Like a real hammock, whose shape is determined by the distance between the points to which it is attached, create "Hammock Task" (KB 141733) or Level Of Effort (LOE) task by pasting linked dates using Paste Special:
1. Create or determine three tasks that correspond to A, B, and C.
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.

The color or Logic Lines, also known as Dependencies, Relationships, or Links, are inherited from the predecessor's bar color in the Gantt Chart view. They are formatted in the Network Diagram > Format, Layout.

Instead of many links to the "Go-live" milestone, a vertical line is added so that it moves as the project is rescheduled. It is inserted using the Insert, Drawing function, Line option, and drawn on the screen. Then double-click on the vertical line to open the Format Drawing form, select the Size & Position tab, select the Task ID to attach the line, and the relative position to the bar.

Network Diagrams (PERT Charts)

PERT (Program Evaluation and Review Technique) enables "what-if" analysis by using Optimistic and Pessimistic Duration entered for each task.

To un-hide 23 PERT Views hidden by default, enable the Analysis toolbar (right-click on the grey toolbar), click "PERT Analysis". Also enable the "PERT Analysis" toolbar. Now in More Views, there should be:

• PA_Optimistic Gantt
• PA_Expected Gantt
• PA_PERT Entry Sheet
• PA_Pessimistic Gantt

The flow of tasks are illustrated by presenting each task as a box linked by dependency lines. This format illustrates the critical path of 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 milestone.

Red (instead of blue) borders surround critical tasks.

A0N (PDM) = Activity-on-Node (Precedence Diagramming Method) uses node boxes to depict activities. This is more popular than

A0A (ADM) = Activity-on-Arrow (Arrow Diagramming Method) uses arrows to depict activities.

Michael Glen's Guide to Network Analysis

$199 PERT Chart Expert is an add-on tool that lays out the PERT chart.

Split Panes and Multiple Windows

To see several panes display diffenent views of the same project file (such as a Gantt Chart on the top pane and a Resource Graph or Usage Table in a bottom pane):

1. Window > Split.
2. Right-click on the far left to select the view.

To switch among several views quickly using Ctrl+Tab:

1. Window > New Window.
2. Select project and View

Since Microsoft Project doesn't print multiple panes in one printout, some use the
Full version of Adobe Acrobat to merge several reports output to a pdf writer or use
SnagIt or other screen capture program to copy screens to Excel or Word to create a combined report.

Printing Output to Other Microsoft Office Apps

1. Right-click on the toolbar to select the Analysis toolbar.
2. on "Copy Picture to Office Wizard".
3. Click Next. Select the outline level,
4. Specify Image Creation Options.
5. Select PowerPoint, Word, or Visio. Select print Orientation.
6. Select the fields, then Finish.

If you get "(Automation error Library not registered. -2147319779)", open the application and try again.

Output to Excel (as a PivotTable or PivotChart).

Among Microsoft's free on-line classes on Project 2007 is one on Present your project in Word, PowerPoint, or Visio

New Project

Automatically open last project

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

Use Templates

Like cooking, rather than start a new blank file, it's easier to copy and adapt an existing .MPP file or a Project template file (extension .MPT).

From Microsoft On-Line or your PMO, add to the 29 templates installed in your Computer's folder at:

C:\Program Files\Microsoft Office\Templates\1033

"1033" is Microsoft's Locale ID for the US-English language. The "Project Templates" tab displays the Title text from each file's Properties.

1. AD03DPL.MPT - Microsoft Active Directory Deployment
2. COMCONST.MPT - Three-story Office Building (76,000 square feet)
3. ENGINEER.MPT - Conceptual, Definition, Design, Construction
4. EXCHANGE.MPT - Microsoft Exchange 2000 Deployment
5. HOMEMOVE.MPT - Home move (very practical!)
6. INFSTDEP.MPT - Infrastructure Deployment
7. MSFAPP.MPT - Project Kick-Off, Envisioning, Planning, Developing, Stabilizing
8. NEWBIZ.MPT - New Business: Strategic Plan, Define the Business Opportunity, Plan for Action, Startup Plan
9. NEWPROD.MPT - New Product Development
10. OFF03DPL.MPT - Microsoft Office 2003 Deployment
11. OFFMOVE.MPT - Office Move
12. PRJ03DPL.MPT - Microsoft Office Project 2003 Deployment
13. PROJOFF.MPT - Project Office
14. RESCONST.MPT - Single Family House - Architect Design
15. SOFTDEV.MPT - Software Development
16. SOFTLOC.MPT - Software Product Localization
17. SPSV2DPL.MPT - SharePoint Portal Server Deployment
18. WINXPDEP.MPT - Windows 2000 Server to Windows XP Deployment
19. WS03DPL.MPT - Windows Server 2003 Deployment
20. WSSDPL.MPT - Windows SharePoint Services Deployment
21. Annual Report Preparation
22. Human Resource Information System Implementation
23. Internal Readiness Training
24. Security Infrastructure Improvement Plan
25. Vendor Request For Proposal (RFP) Solicitation
• 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.

Project templates

Microsoft Template Gallery

$40 each from the South Carolina state CIO office

$160 template for Software Marketing projects

Resource Views

There are two types of resources: Work (people) resources and (new to Project 2000) Material resources for scheduling facilities, machines, etc.

Calendars

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

It is used to manage Resource Availability.

The Calendar is printed from View, Report (Edit in 2000– 2003), Reports..., Overview, Working Days.

Material resources

• Material resources do not have a resource calendar.
• Material types are consumables like fuel and cement.
• Entries in the Material_Label field cannot exceed 32 characters in length.
• Units of measure can be specified for materials.
• 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.
• 24 hour days employed by Materials are entered as "3 ed" for 3 elapsed day durations.

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.

Resource field names include:

• Email_Address
• Group_Name
• Initials
• Windows_User_Account
• Workgroup

Responsiblity Assignment Matrix (RAM)

MSP does not provide a matrix of who does what.

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

Estimating

Duration Fields

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

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

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.

Automatic Adjustments by Fixed Task Type Selection

Download the Project Value Calculator (adapted from the original by TechRepublic.com). One of the reasons for using Microsoft Project software is that it automatically balances the three interrelated fields of this formula:
Elapsed time * Number of resource units = Hours spent working

2 days * 3 people [100%] = 6 man-days

Duration * Units per Time Period = Work

When the value of any one of these fields changes, the value of another field in the formula must be changed to keep the equation in balance.

The illustration at right shows what Microsoft does by default if in Tools, Options, Schedule "Fixed Units" remains the Task Type (illustrate by thick circles). The Task Type of each type can set in the Advanced tab of the task's Information dialog.

"X" marks the field changed by the user. The thick arrows point to what the application automatically changes. The field fixed as the Task Type is not automatically changed. So by default a change to the Work field changes the Duration and a change to the Duration field changes the Work field's value.

With MSP, a "unit" is the percentage a resource expends while working on a task. For example, TaskA[50%]. Fixing Units is like saying there is a limited number of specialist resource time available. If Units is fixed and it is changed, the Duration is adjusted.

Setting "Fixed Duration" is like saying the schedule is firm and more people or effort will be added to make the date. Summary tasks always behave this way.

Setting "Fixed Work" is like saying the budget is fixed. For example, a task of 1 week duration is assigned a resource working [100%]. When the duration is doubled, the unit assigned to the resource will be automatically re-assigned to work 50% of the time over 2 weeks so that he continues to work (charge) just 40 hours.

If "Fixed Duration" is selected, changes to the Duration field will cause Work to be adjusted.

If "Fixed Work" is selected, changes to the Work field will cause Duration to be adjusted. "Fixed Work" causes "Effort driven" behavior such that when a resource is removed from a task, MSP ensures that the Task Effort assigned to that task is maintained by automatically adjusting values for other other resources also assigned to that task. Similarly, assigning another resource to help on a task under "Fixed Work" will cause lower dedication by resources already assigned.

Relationship Diagram and Task Driver

If a task has more than one predecessor, only one of the predecessors is the Driving Relationship which determines the task's Early Start date. Starting from the Microsoft Project 2007 Standard toolbar, selecting "Task Drivers" reveals the driving predecessor and whether the schedule has been Resource Leveled and the effects of leveling.

The Relationship Diagram illustrates the logic.

Change highlighting (first available in Project 2007) can be disabled in View, Hide Change Highlighting (View, Show Change Highlighting).

Actual Percent Complete

There are several percentage completion fields:

• % Complete deals with elapsed duration,
• % Work Complete deals with man-hours of work,
• Physical % Complete deals with achievement of physical deliverables.

% Complete (percent complete) for each task is calculated from dividing Remaining Duration by the (planned) Duration. The Remaining Duration is ignored in normal calculations.

% Complete is also used to proportionately automatically update Fixed Costs.

The % Work Complete field is calculated from the proportion of the Actual Work field to the (planned) Work field.

The Actual Finish date is calculated from the Actual Start Date plus the (planned) Duration. So if both Actual Start and Finish dates need to be entered, adjust the Actual Start first, then change the Actual Finish date.

Microsoft Project ignores the Current Date and Status date when calculating progress.

This explanation by Bilal Okour illustrates the difference between "% Complete" duration and "Physical % Complete".

Assume the task is for two workers working together to build a stone wall with 5 rows of bricks in 150 minutes.

The first row (on the bottom) takes 20 minutes.
The second row takes 25 minutes because it is harder.
The third takes 30, the forth 35, and the fifth 40 minutes.


Both workers start at the same time. But one of the workers leave after 60 minutes and the other completes the first three rows 75 minutes after they both started. Therefore,
the % Complete is 75 of 150 minutes (50%);
the % Work Complete is 60+75=135/300 minutes (40%);
the Physical % Complete is 3 of 5 rows (60%),

Baselines

Set Baseline fields in menu Tools, Tracking, Save Baseline.

Display Baseline bars in menu Format, Gantt Chart Wizard.

• Start Variance
• Finish Variance

Cost and Variance Fields

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

Variance columns are used against the current "Baseline" field, not the historical (previous) Baseline1 ... Baseline10 fields.

To record the effect of each change analysis, insted of extending existing tasks and creating lags or constraints, add new tasks to show delays or scope changes.

Earned Value Report

The Earned Value report generated by Microsoft Project: ID Task Name BCWS (PV) BCWP (EV) ACWP (AC) 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).

BAC

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.

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

BCWS (Budgeted Cost of Work Scheduled) = PV (Planned Value)

As work progresses over time, the BCWS on the first numeric column of EV reports tell how much of the BAC should have been spent (cumulatively) up to the report date. Thus, it is also called PV (Planned Value)

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".

MSP only calculates EVM baseline dollars ($). To derive the BCWP (EV), MSProject multiplies the Physical % Complete value by the baseline BCWS (PV). This is if in Tools > Options > Calculation > Earned Value... button > Default task Earned Value method is set to "Physical % Complete". This is reflected in the "Earned Value Method" column.

By default, P%C does not roll up to the summary task.

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 OLE to 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).

During the project two kinds of variance can occur:

• Schedule: the percentage completion taking a different amount of 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 (EV) = hours worked at budgeted rates — called the BCWP (Budgeted Cost of Work Performed); and

• Actual costs (AC) = 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 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 at the end if we keep this up."

SPI = EV / PV.

The TCPI (To Complete Performance Index) = EV / AC.

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

Data Export

Before Duration values are stored in a Project 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 database, they are 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).

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

Importing/Exporting with Data Maps

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

Certification Topics

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

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

Automating Project

Before 2007, VBA macros provided automation.

Projects created with Microsoft Projects 2007 can be controlled by C# and VB.NET programming language code developed using Visual Studio 2008 with the VSTO (Visual Studio Tools for Office) 3.0 add-in framework. These are run as managed code by the .NET 3.5 run-time.

Such a project references MSProject.Project as the main object.

the primary interop assembly for Microsoft Office Project 2007, but this primary interop assembly is not installed.

InfoPath form templates are created as a .xsn file.

Workgroup Messaging

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

Project Server

MS Project Server enables Enterprise Project Management (EPM) of a work portfolio of projects (using its Project Portfolio Server).

PWA (Microsoft Project Web Access) provides internet access to the repository managed by Project Server software.

Project Server 2007 makes use of Microsoft SQL Server 2005 and Analysis Services 2005.

Project Server 2007 works on Microsoft SharePoint Web applications project workspace using Alternate Authentication.

PWA users require a Project Server Client Access License (CAL), Microsoft SQL Server CAL, and (if using the capabilities of Windows SharePoint Services) a Windows Server CAL.

Sample data can be generated by invoking SUPPORT/SAMPCFG.EXE in the Project Server 2003 installation CD.

The Project Server can be hosted externally (as an extranet) at companies such as:

• epidirect.
• Frontpages hosting from $100+ per month.
• MS Project Hosting (coop-colo) charges $50 per month with no installation fees. (888) 662-4099
• epmsolutions
• Project Assistants.com

Project Data Service Reference for Microsoft Office Project Server 2003 lists:

Applications and software components can interact with Project Server 2003 through an XML-based API
Project Data Service (PDS) for Microsoft Office Project Server 2003 (Sep 2004) by Jim Corbin

Project Data Service SDK and Methods Reference (pj11SDK2003.exe) for developing applications and components that access Project Server 2003 portfolio data.

PDS Error Codes at MSDN

At projectability.co.uk, Dominic Moss, a Microsoft Project trainer, provides a Project Checklist and a few downloads.

At projectsteps.blogspot.com, Stephen Seay of Sarasota, Florida,

Baseline Magazine

Project Server Blogs
Project Server Experts.com

These sites by MVPs (Microsoft Valued Professionals) on Project, Gary Chefetz & Dale Howard self-published through their ms project experts.com two books on Enterprise Project Management:

$69 Managing Enterprise Projects using Microsoft Office Project Server 2003 (Soho Corp, Oct 2004) by Gary L. Chefetz, Dale A. Howard

$69 Administering an Enterprise PMO using Microsoft Office Project Server 2003 (Soho Corp, Oct 2004)

$47 Implementing Enterprise Portfolio Management with Microsoft Project Server 2002 claims to be the "only English language book on Project Server," except for these FREE guides on Microsoft Office Project Server 2003 from Microsoft (dated 8/24/2004):

Configuration Planning Guide "helps you to understand the Microsoft Enterprise Project Management (EPM) Solution in great detail, including the applications and components that make up the EPM solution, their integration points, performance implications, and environmental considerations.

Disaster Recovery Guide "provides guidelines for developing a disaster prevention and recovery strategy for computers running Microsoft Office Project Server 2003.

Installation Guide

Single Computer Installation Guide is designed to assist you in installing Microsoft® Office Project Server 2003 in a single computer environment. It provides a comprehensive step-by-step guide to the tasks involved in installing each component as well as an installation checklist that you can use to efficiently track the status of each required task.

Small-Scale Installation Guide

Medium-Scale Installation Guide

Application Configuration Guide "outlines what you need to know about configuring the Enterprise Global Template and populating the Enterprise Resource Pool.

Administrator's Guide "provides information about managing users, managing security (categories and templates), managing views, and configuring Project Server settings for your organization.

Product Upgrade History

Clippy Must Die

Earlier version of Project included an annoying cartoon character. This is until Bill Gates himself realized how ridiculous it was.

To remove it, expand Office Tools, Office Assistant, Clippit, select "Installed on First Use". If you encounter the beast, right click on it, select Options, and uncheck "Use the Office Assistant".

No Downward Compatibility

Microsoft Project software has long maintained a tradition of moving forward (and not backward) with advances in technology.

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 Enterprise Project Management Solutions

Gord Schmidt's Ideas for Doing More with Project Server

allPM, International Institute for Learning, The Project Manager’s Homepage

American Society for the Advancement of Project Management

International Project Management Association

Resources: Help on Project

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

• MSProject.com
• ProjectTeamBlog.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:
  • .project for Project 98.
  • .project2000
  • .project2000.projectcentral
  • .project.vba

  Microsoft.public.... Newsgroups on the web:
• .Project for general questions
• .Server
• .Developer (previously project.vba)

  When posting, please make sure you add to the title/subject of your post the version of project (2003 Pro, 2003 Std, 2002, etc.) because there are subtle differences functionality is for the different versions!

  Get live support from experts through Keen computing & internet experts.