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Project Planning Using MS Project. URBS 609 Project, Unit 2. Basic Navigation and Configuration. About This Training Module.

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project planning using ms project

Project Planning Using MS Project

URBS 609 Project, Unit 2

Basic Navigation and Configuration

about this training module
About This Training Module

This training module was crafted using PowerPoint by Microsoft Corporation. It has been packaged with PowerPoint Viewer, a standalone Microsoft product that allows a user to view this module without use of PowerPoint.

  • Left mouse-click or enter to go to next slide
  • Right mouse-click or backspace to go to previous slide
  • ESC to exit this module

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

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training module preview
Training Module Preview
  • This module will provide:
    • Introduction to the basic navigation of the most commonly used MS Project features
      • Menus
      • Toolbars
      • Help/questions dialogue box
    • Introduction to the basic configuration tools that display the most commonly needed data
    • Background material for project planning
  • This module is constructed as the second of three blocks in a building block approach

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ms project rules of the road
MS Project Rules of the Road
  • Be prepared before using MS Project
  • Have the required building blocks defined
    • Identify a clear project goal
    • Identify tasks, resources, requirements, limitations
    • Identify relationships between tasks
      • Constraints and Dependencies
    • Identify a defined sequence for tasks
  • Like any tool, MS Project cannot define the goal of a project, the user must do that

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ms project rules of the road5
MS Project Rules of the Road
  • Be prepared to make mistakes and spend the time to learn how and why they were made
  • Create a configuration that makes sense
    • Data that meets the needs of everyone involved
      • Workers, managers, stakeholders
    • Above all-keep it as simple as possible to avoid information overload
      • Too much information will make it more difficult to communicate the project plan and status

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ms project rules of the road6
MS Project Rules of the Road
  • Remember – Project is a tool designed to help:
    • Organize the information
    • Visualize the information
    • Manage the information
    • Analyze the information
    • Quantify the possible plan outcomes
  • Project plans are only as good as the data used to construct them: bad estimates = bad plans
  • It can be labor intensive creating a plan; save the data in 2 places for safety – on the hard drive and a disc
    • Save each time the project is opened

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the opening screen
The Opening Screen

Not Intuitive – add tools…

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basic configuration
Basic Configuration

…Project Guide…a step by step tutorial…

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basic configuration9
Basic Configuration

Click “Tasks” and a step by step tutorial/guide appears

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basic configuration10
Basic Configuration

Next, add toolbars to make navigating easier…

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basic configuration11
Basic Configuration

…format data to meet personal preferences…

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basic configuration12
Basic Configuration

…and add PERT analysis tools…

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basic configuration13
Basic Configuration

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

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slide14

Basic Configuration

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

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slide15

Basic Configuration

  • Typing a question yields a list of topics and answers…

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slide16

Basic Configuration

  • Before beginning, take some time to explore the toolbars
  • Walk through the tutorial
  • Set font preferences or use the program defaults
  • DO NOT BEGIN ENTERING DATA until you are comfortable with the basic layout
  • Create a layout that you are comfortable with

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slide17

Exploring the Menus

The File Menu

  • Standard Windows file menu, similar to MS Word

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slide18

Exploring the Menus

The Edit Menu

  • Standard Windows Edit Menu, similar to MS Excel

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slide19

Exploring the Menus

The View Menu

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

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slide20

Exploring the Menus

The Insert Menu

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

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slide21

Exploring the Menus

The Format Menu

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

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slide22

Exploring the Menus

The Tools Menu

  • Link tasks, change time, adjust resources
  • “level” resources when over-tasked (automatically adjust work assignment)

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slide23

Exploring the Menus

The Project Menu

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

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slide24

Exploring the Menus

The Window Menu

  • The Standard Microsoft Window Menu

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slide25

Exploring the Menus

The Help Menu

  • Standard Windows Help menu

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slide26

Exploring the Menus

Menu Options

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

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slide27

Exploring the Menus

Key Options to know

  • On the Tool menu, Options tab is very important
  • Used to set all preferences in one easy to access place
    • Fonts, calendars, work display units
    • Scheduling Options
    • Auto-save options
    • Display options
    • Chart and graph options
  • Go through these tabs to set preferences

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slide28

Exploring the Menus

The Options Tabs on the Tools Menu

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slide29

Exploring the Menus

Key Options to know

  • On the PERT Tool bar, PERT Entry Sheet is very important
  • Used to enter all task information before PERT Analysis

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slide30

Exploring the Menus

PERT Entry Sheet

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

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slide31

Exploring the Menus

The Task Information Tabs on the Project Menu

  • On the Project menu, Task Information tab is very important
  • Used to enter all task information in one easy to access place
  • Can also be accessed by right mouse clicking when in the WBS/Task List Area
  • Go through these tabs to set constraints and dependencies, enter task info, resources, notes

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slide32

Exploring the Menus

The Task Information Tabs on the Project Menu

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Entering Information

  • Information can also be entered directly into the PERT Entry sheet or the WBS/Task list
    • Entered in 1 place, populated in all places
  • Data Entry can be done in a variety of ways
  • Enter as much information as necessary to reflect the task, but avoid over-documenting
  • Use the KISS method to keep information as usable as possible (Keep It Simple Son)

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slide34

Navigation and Configuration

Review

  • Highly Customizable – user preferred settings
  • Use the minimum info necessary
  • Be familiar with the tools before starting
    • Standard menus with intuitive tools
  • Use the included reference materials
    • Tutorial
    • Wizards
    • Help/questions search
  • Have a clear goal in mind before beginning

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resources used in this unit
Dr. Anthony Filipovitch

MS Project, by Microsoft Corporation

MS Excel, by Microsoft Corporation

PM Body of Knowledge (PMBOK), Philadelphia: PMI, 2000

Project Management Institute (PMI) Resource Center

Project Management Institute Website

Resources Used in This Unit

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slide36
You have completed

URBS 609 Project Unit 2

Please proceed to

URBS 609 Project Unit 3

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

Urban and Regional Studies Institute