Project Planning Using MS Project

1
Project Planning Using MS Project
URBS 609 Project, Unit 2

• Basic Navigation and Configuration

2
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
3
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

4
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

5
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

6
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

7
The Opening Screen

• Not Intuitive add tools

8
Basic Configuration

• Project Guidea step by step tutorial

9
Basic Configuration
Click Tasks and a step by step tutorial/guide
appears
10
Basic Configuration
Next, add toolbars to make navigating easier
11
Basic Configuration
format data to meet personal preferences
12
Basic Configuration
and add PERT analysis tools
13
Basic Configuration
The result is an easier to use toolsettime to
explore!
14

Basic Configuration

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

15
Basic Configuration

• Typing a question yields a list of topics and
  answers

16
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

17
Exploring the Menus
The File Menu

• Standard Windows file menu, similar to MS Word

18
Exploring the Menus
The Edit Menu

• Standard Windows Edit Menu, similar to MS Excel

19
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

20
Exploring the Menus
The Insert Menu

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

21
Exploring the Menus
The Format Menu

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

22
Exploring the Menus
The Tools Menu

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

23
Exploring the Menus
The Project Menu

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

24
Exploring the Menus
The Window Menu

• The Standard Microsoft Window Menu

25
Exploring the Menus
The Help Menu

• Standard Windows Help menu

26
Exploring the Menus
Menu Options

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

27
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

28
Exploring the Menus
The Options Tabs on the Tools Menu
29
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

30
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

31
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

32
Exploring the Menus
The Task Information Tabs on the Project Menu
33
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)

34
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

35
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

36

• 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