Microsoft Project 2007 Level 2. MICROSOFT PROJECT 2007 Level 2

Transcription

1 Contents MICROSOFT PROJECT 2007 Level 2

2 Contents CONTENTS LESSON 1 - ORGANISING PROJECT DATA... 4 Using the AutoFilter Feature... 5 Filtering Data... 5 Sorting a View... 6 Creating a Custom Sort... 6 Grouping Data... 7 LESSON 2 - WORKING WITH VIEWS... 9 Working with Views Changing Views Applying a Table to a View Using a Combination View Changing the View in a Pane Creating a Custom Table Adding a Column to an Existing Table Hiding a Table Column Creating a Custom View Creating a Custom Filter Using the Organizer to Reset Defaults Using the Organizer to Copy Custom Items to Other Files LESSON 3 - COMMUNICATING PROJECT INFORMATION Printing a View Creating a Report Printing a Report Using the Print Preview Window Changing Page Setup Options LESSON 4 - IMPLEMENTING A PROJECT Working with Baselines Using Baseline Tables Saving a Project Baseline Saving a Task Baseline Clearing a Baseline Tracking Progress Updating a Task on Schedule... 41

3 Contents Updating a Task Not on Schedule Viewing Slippage Updating a Task in Progress Entering the Percent Complete Entering Actual and Remaining Durations Entering Actual Task Costs Applying Progress Lines Viewing Summary Information LESSON 5 - FINALISING A PROJECT Marking Tasks Complete Correcting Actual Data Analysing Final Data Using Final Data in a New Project Copying Task Names to a New Project LESSON 6 - WORKING WITH MULTIPLE PROJECTS Working with Master Projects Creating a Subproject Inserting a Project Unlinking Subprojects Consolidating Open Projects Linking Subproject Information Viewing Multiple Critical Paths Saving a Workspace File LESSON 7 - SHARING RESOURCES Using Resource Pools Creating a Resource Pool Linking a Project to a Resource Pool Opening a Sharer File Updating a Resource Pool Opening a Resource Pool APPENDIX - ADDITIONAL BASELINES AND INTERIM PLANS Saving An Additional Baseline For A Project Saving a Project Interim Plan Saving a Task Interim Plan Viewing Additional Baseline or Interim Plan Information... 83

4 LESSON 1 - ORGANISING PROJECT DATA In this lesson, you will learn how to: Use the AutoFilter feature Filter tasks using built-in filters Sort a view Create a custom sort Group resources or tasks

5 Contents USING THE AUTOFILTER FEATURE As you adjust or start your project, you may need to view certain information. In addition to using the Filter list on the Formatting toolbar, you can also use the AutoFilter feature to view only the information you need. You can use this feature in most views, including the Gantt Chart and Resource Sheet views. When you enable the AutoFilter feature, arrows appear next to the column headings. A list of filtering options appears when you select an AutoFilter arrow. After selecting the desired filtering option, the column heading and arrow appear in blue, indicating that an AutoFilter is in use, and only those items meeting the filter criteria appear in the current view. For example, if you only want to see resources that have an overtime rate of per hour in the Resource Sheet view, you can select the arrow next to the Ovt. Rate column heading and choose the 40.00/hr option. After using an AutoFilter, you can choose the (All) option from the AutoFilter list to redisplay all items in the view. You can also redisplay all items and disable the AutoFilter feature by selecting the AutoFilter button again. 1. Switch to the desired sheet view. 2. Click the AutoFilter button on the Formatting toolbar. 3. Select the AutoFilter arrow for the desired column. 4. Select the desired filtering option. FILTERING DATA As the size of your project increases, you may find it useful at times to display only a subset of your tasks. Filters provide the means for displaying or selecting only the information you need at a particular time. For example, you could use a filter to display only milestone tasks or tasks with estimated durations. Microsoft Project provides a variety of filter options to help you access only the pertinent information you want. After filtering for the desired information, you can display all the tasks again by filtering for all the tasks.

6 Contents You can also use the Filter list on the Formatting toolbar in resource views to see only the desired information. 1. Switch to the desired view. 2. Click the Filter arrow on the Formatting toolbar. 3. Select the desired filter option. 4. If necessary, enter additional information and select OK. SORTING A VIEW In most views, Microsoft Project provides default sort options that you can use to organize your data. For example, in the Resource Sheet view, you can list the resources in alphabetical order using the by Name sort option. When you sort a view, only the current view is affected. When you close and save the project file, the data will remain in the current sort order. 1. Switch to the desired view. 2. Select the Project menu. 3. Point to the Sort command. 4. Select the desired sort option. CREATING A CUSTOM SORT If the default sort options available on the Sort submenu do not meet your needs, you can create a custom sort. In the Sort dialog box, you can specify up to three fields by which to sort. In addition, you can indicate if the sort order is ascending or descending, as well as permanently renumber tasks or resources according to the sort.

7 Contents In addition, you can also choose to keep the outline structure when sorting, or sort tasks and resources, regardless of the outline structure. Unlike other custom options in Microsoft Project, such as a custom filter, you cannot save a custom sort. However, if you apply a custom sort and save your project file, the data will be saved in the custom sort order. The Sort dialog box 1. Switch to the desired view. 2. Select the Project menu. 3. Point to the Sort command. 4. Select the Sort by command. 5. Select the Sort by list. 6. Select the field by which you want to sort. 7. Select the Ascending or Descending option. 8. Continue to select sort options as desired and click Sort. GROUPING DATA Grouping data is similar to sorting, the difference being that: 1. If grouping tasks, Project ignores the outline structure of the project.

8 Contents 2. If grouping tasks, summary tasks are not included. 3. Record are placed together into sections (groups) surrounded by a yellow border to make them easier to identify, and 4. Outlining symbols are added to each section so that the details below can be hidden. The Resource Sheet with the Entry table applied and grouped by resource group 1. Switch to the desired sheet view. 2. Click the Group By drop down arrow on the standard toolbar 3. Select the desired grouping option.. To remove groupings from a list, repeat the previous procedure and select No Group from the drop down list.

9 LESSON 2 - WORKING WITH VIEWS In this lesson, you will learn how to: Work with views Change views Use a combination view Change the view in a pane Create a custom table Modify a table design Create a custom view Create a custom filter Use the Organizer to manage custom items

10 Working with Views WORKING WITH VIEWS A view is one of several formats in which you can display project information. The default view when you open Microsoft Project 2007 is the Gantt Chart view. Views are of either tasks or resources. Tasks (the steps taken in completing a project) and resources (the people, materials, and equipment needed to perform the tasks) are the major components of a project. Within each category (task and resource), Microsoft Project provides three basic types of views: sheet, chart, and form. The types of views are described in the following table: View Sheet Chart Form Description Displays information in a table or spreadsheet. Sheets are typically used to enter information. The Resource Sheet and Task Sheet views are examples of sheet views. Uses graphics and sometimes a timescale to display information. Charts are typically used to analyze information. The Resource Graph view is an example of a chart view. Displays information about a single task or resource. Forms are typically used to manipulate existing data. The Resource Form and Task Form views are examples of form views. CHANGING VIEWS The most commonly used views appear at the top of the View menu. If the view you want does not appear in the View menu, you can access more views using the More Views dialog box. The most commonly used views can be applied using the View Bar. This can be displayed, if required, by selecting the View Bar command in the View menu. To hide the View Bar, select the View menu and then deselect the View Bar command. When you open Microsoft Project, the Gantt Chart view is the default view. This consists of the Gantt Chart together with the Entry table.

11 Working with Views The More Views... dialog box 1. Select the View menu. 2. Select the More View command. 3. Click the desired view from the More Views dialog box. 4. Select Apply. APPLYING A TABLE TO A VIEW Microsoft Project has task and resource tables that control the fields that appear in a sheet view. These tables consist of fields of related information. Task tables can be applied to any task view; resource tables can be applied to any resource view. The type of table you select determines the type of information that appears. For example, a Cost table contains only fields with cost information for the project. The Table submenu on the View menu consists of commonly used task and resource tables and the More Tables command on the Table submenu provides a list of other available tables. The following lists the more commonly used task tables: Table Cost Description of Task Table This table contains fields for fixed cost and fixed cost accrual, as well as total, baseline, variance, actual, and remaining cost.

12 Working with Views Table Entry Hyperlink Schedule Summary Tracking Usage Variance Work Description of Task Table This table contains fields for duration, scheduled start and finish dates, predecessors, and resources. This table contains fields for hyperlink text, addresses, and subaddresses. This table contains fields for scheduled dates, late start and finish dates, and free and total slack. This table contains summary fields for task duration, scheduled start and finish dates, percent complete, cost, and work. This table contains fields for actual start and finish dates, percent complete, actual and remaining duration, and actual cost and work. This table contains fields for work, duration, and scheduled start and finish dates. This table contains fields for scheduled and baseline start and finish dates, as well start and finish date variances. This table contains fields for scheduled, baseline, variance, actual, and remaining work, as well as the percentage of work complete. The following lists the more commonly used resource tables: Table Cost Entry Hyperlink Description of Resource Table This table contains fields for total and baseline cost, as well as the variance in cost between them. It also displays fields for actual and remaining cost. This table contains fields for type, material label, initials, group, maximum units, standard and overtime rates, cost per use, accrual method, calendar, and resource code. This table contains fields for hyperlink text, addresses, and subaddresses.

13 Working with Views Summary Usage Work This table contains fields for resource group, maximum units, peak resource usage, standard and overtime rates, cost, and work. This table contains a field for work data. This table contains fields for percent complete, as well as total, overtime, and baseline work. It also displays fields for the variance in work, and actual and remaining work. If you cannot see all the information in a field, you can adjust the column width by double-clicking its right border. 1. Switch to the desired task or resource view (usually Gantt Chart or Resource Sheet). 2. Select the View menu. 3. Point to the Table command. 4. Select the desired table in the side menu. USING A COMBINATION VIEW You can view information in Microsoft Project using one of the available views. You can also view information in a combination view. In a combination view, the window is split horizontally to show two panes at once. In a combination view, the top pane is typically the universal pane, while the bottom pane reflects information associated with a single detail selected in the top pane. When you have finished working with a combination view, you can remove the split. When you remove a split from a window, the view in the top pane expands to occupy the full window.

14 Working with Views Gantt Chart Split Bar Task Form (right mouse button click to change format) A typical combination view the Task Entry View You can also use the split bar between the panes in a combination view to remove the split or resize the panes. The split bar is the bar that appears between the vertical and horizontal panes. You can double-click the split bar to remove the split. When you point to the split bar the mouse pointer changes into two parallel lines with arrows on either side. 1. Switch to the desired view. 2. Select the Window menu. 3. Select the Split command. 4. Select the Window menu. 5. Select the Remove Split command.

15 Working with Views CHANGING THE VIEW IN A PANE When you split a window, Microsoft Project provides default views in both panes. You can change the view in either pane without affecting the other. This option allows you to adjust the views to display only the information you need. The pane in which you are currently working displays a left border, indicating that it is the active pane. The Calendar view is the only view that cannot be displayed in the bottom pane. If you select the bottom pane and try to change it to this view, a message box opens, stating that you cannot perform this action. 1. Switch to the desired view. 2. Select the Window menu. 3. Select the Split command. 4. Select the pane of the combination view you want to change. 5. Select the desired view from the View Bar. CREATING A CUSTOM TABLE While Microsoft Project contains many tables, there may not be one that shows the specific information you need to help plan and monitor your project. You can create custom tables to display the task or resource data that meets your needs. You can use the Table Definition dialog box to create a table or make a copy of an existing table and modify it. In this dialog box, each row in the Field Name column represents a field in the table. You can add, insert, delete, cut, and copy rows to create a custom table. Once you identify the fields you want in your table, you can specify the desired alignment and width for each field, as well as enter a title and select the title alignment. If you do not enter a title, the field name becomes the column heading. You can type the information to define the fields in your table or, for some fields, you can choose from a list of available options. If you want the custom table to appear on the Table submenu, you can select the Show in menu option in the Table Definition dialog box. In addition, if you do not want the first column locked into its current position, meaning it will scroll, you can deselect the

16 Working with Views Lock first column option. If you want to allow word wrapping in the table header row, select the Auto-adjust header row heights. The Table Definition dialog box 1. Switch to a task view to create a task table or switch to a resource view to create a resource table. 2. Select the View menu. 3. Point to the Table command. 4. Select the More Tables command. 5. Select the table you want to copy. 6. Select the Copy command. 7. Enter a name for the table. 8. Select the Show in menu option, if desired. 9. Select a row you want to delete, if applicable. 10. Select Delete Row, if applicable. 11. Select a row before which you want to insert another row. 12. Select Insert Row. 13. Enter the desired field name or select the Field Name list. 14. Select the desired field from the Field Name list, if applicable.

17 Working with Views 15. Continue to add, delete, or modify fields as desired. 16. Select OK. 17. Select Apply to apply the custom table or select Close to close the More Tables dialog box. To create a new custom table, select New in the More Tables dialog box. Then, name the new table, add the desired fields to the table, and set the table properties. To delete a custom table, open the More Tables dialog box and select the Organizer button. On the Tables page, select the custom table in the <filename> list box, select Delete, select Yes to confirm the deletion, and then close all open dialog boxes. If you chose to display the table on the Table submenu, the table will also be removed from the menu when you delete it. ADDING A COLUMN TO AN EXISTING TABLE When you are analyzing information and viewing various tables, Microsoft Project may not display all the information you need. You can insert information you need into a particular view by adding a column. You can add a column to a table using the Column Definition dialog box. In this dialog box, you can select the field containing the data you want to display and then enter a title for it, which appears as the column heading. If you do not enter a title, the field name is used. You can also set the alignment, width and header word wrapping options when you add a column. Most fields ending with a number, eg. Text1, Text2, Text3,. can be used as custom fields and used for entering any additional data that you feel is needed in your project for which there isn t a ready-made field. The more commonly used ones are: Field Name Text1-30 Number1-20 Description Use to store any text information you want to include in your project about tasks, resources, or assignments. The maximum number or characters you can enter into a text field is 255. Use to store any numeric information you want to include in your project relating to tasks, resources, or assignments.

18 Working with Views Cost1-20 Use to store any monetary information you want to include in your project relating to tasks, resources, or assignments. The difference between number and cost fields is that number fields are formatted to a plain number style, while cost fields are formatted with a currency style ( ). Flag1-20 Use to indicate whether a task, resource, or assignment is marked for further action or identification of some kind. To mark a task, click Yes in a Flag field. If you don't want a task marked, click No. By default, flag fields are set to No. For further assistance and information about custom fields, search for Custom Fields in Microsoft Project Help. 1. Switch to the desired view. 2. Select the heading of the column to the left of which you want to insert the new column. 3. Press [Insert]. 4. Select the Field name list. 5. Select the field you want to add to the table. 6. Select the Title text box. 7. Enter a title for the column. 8. Continue to define settings for the new column. 9. Select OK.

19 Working with Views The Column Definition dialog box HIDING A TABLE COLUMN Some tables may provide more information than you need at the present time. You can remove information you do not need from a table by hiding a column. If you hide a column and then decide that you need to view the information in the column, you can add the column back to the table. When you add a column back to a view, however, you may need to adjust the field properties, such as alignment and width, to reflect the previous settings. 1. Switch to the desired resource or task view. 2. Select the heading of the column you want to hide. 3. Press [Delete]. A hidden column cannot be unhidden. It needs to be reinserted. CREATING A CUSTOM VIEW Microsoft Project presents information in a variety of view formats. However, you may be unable to find a view that meets your particular needs. You can create a single or combination custom view to display the information you need. Creating custom views enables you to quickly access the information that best meets your project management needs.

20 Working with Views To create a custom view, you can either create a new view or make a copy of an existing view and modify it. In addition, you can choose whether or not you want the view to appear on the View menu and View Bar. When you create a single custom view, you name it and select the screen you want to use in the view, such as Gantt Chart, as well as the table, group, and filter you want as the defaults. In addition, you can choose to have filtered items highlighted, which means that all items in a view appear, but those meeting the filter criteria appear in blue. When you create a combination custom view, you name the view and then select the view to appear in the top pane and the view to appear in the bottom pane. The View Definition dialog box when creating a new table view To create a custom view based on an existing view, select the view you want to copy in the More Views dialog box and then select Copy. Then, name the new view and make the changes to the existing view settings as desired. To delete a custom view, open the More Views dialog box and select the Organizer button. On the Views page, select the custom view in the <filename> list box, select Delete, select Yes to confirm the deletion, and then close all open dialog boxes. If you chose to display the view on the View menu and View Bar, the view will also be removed from the menu and bar when you delete it. 1. Switch to a task view to create a custom task view or switch to a resource view to create a custom resource view. 2. Select the View menu. 3. Select the More Views command.

21 Working with Views 4. Select New. 5. Select the Single view or Combination view option. 6. Select OK. 7. Enter the name of the view in the Name text box. 8. Select the Screen list. 9. Select the desired screen type. 10. Select the Table list. 11. Select the desired table. 12. Continue to set the view properties by selecting the group and filter from the Group and Filter lists. 13. Select the Highlight filter and/or Show in menu options as desired. 14. Select OK. 15. Select Apply to apply the custom view or select Close to close the More Views dialog box. CREATING A CUSTOM FILTER While Microsoft Project contains many filters and offers the AutoFilter feature, you may not find a filter to display exactly the information you need. You can use the Filter Definition dialog box to create custom filters. You can create custom filters either by creating a new filter or by making a copy of an existing filter and modifying it. New custom filters automatically display in the Filter list on the Formatting toolbar. In addition, you can choose to display the custom filter on the Filtered for submenu, if desired. A filter consists of a field, a test, and a value. In the Filter Definition dialog box, the Field Name field specifies the field with the information you want to test, the Test field indicates the test for the condition, and the Value(s) field specifies the information against which you want to compare the field data. You can type information into any of these fields, or you can select from a list of options for each field. When you create a filter, the data in the Field Name and the Value(s) field must be of the same type. For example, if the field name is Start Date (a date field), the value cannot be Cost (a number field).

22 Working with Views You can create multiple criteria to use with your custom filter. If you define three or more criteria, the And statements are considered before the Or statements. 1. Switch to a task view to create a task filter or switch to a resource view to create a resource filter. 2. Select the Project menu. 3. Point to the Filtered for command. 4. Select the More Filters command. 5. Select New. 6. Enter the desired filter name in the Name text box. 7. Select the Show in menu option to display the filter on the Filtered for submenu, if desired. 8. Select the Field Name field. 9. Enter the field name or select the Field Name list. 10. Select the desired field name from the Field Name list, if applicable. 11. Select the Test field in the same row. 12. Enter the desired test or select the Test list. 13. Select the desired test from the Test list, if applicable. 14. Select the Value(s) field in the same row. 15. Enter the desired value or select from the Value(s) list. 16. Continue to add filtering criteria, using the And/Or column. 17. Select OK. 18. Select Apply to apply the filter or Close to close the More Filters dialog box.

23 Working with Views Creating a custom filter To create a custom filter based on an existing filter, select the filter you want to copy in the More Filters dialog box and then select Copy. Then, name the new filter and make the changes to the existing filter criteria as desired. To delete a custom filter, open the More Filters dialog box and select the Organizer button. On the Filters page, select the custom filter in the <filename> list box, select Delete, select Yes to confirm the deletion, and then close all open dialog boxes. If you chose to display the filter on the Filtered for menu, the filter will also be removed from the menu when you delete it. Microsoft Project also provides highlighting filters and interactive filters. To use a highlighting filter, choose the filter in the More Filters dialog box and then select the Highlight button. All items remain in view; however, those items meeting the filter criteria are highlighted in blue. To use an interactive filter, select a filter followed by an ellipsis (...). Then, respond to the prompts to filter for the desired information. Filters ending with an ellipsis ( ) are interactive. An interactive filter will prompt you to complete the filter criteria each time you use it. The Resource Group filter, available on the Filter for menu in a task view, is an example of an interactive filter.

24 Working with Views You can create an interactive filter by typing the text for the value in quotation marks, followed by a question mark. 1. Switch to a task view to create a task filter or switch to a resource view to create a resource filter. 2. Select the Project menu. 3. Point to the Filtered for command. 4. Select the More Filters command. 5. Select New. 6. Enter the desired filter name in the Name text box. 7. Select the Show in menu option to display the filter on the Filtered for submenu, if desired. 8. Select the Field Name field. 9. Enter the field name or select the Field Name list. 10. Select the desired field name from the Field Name list, if applicable. 11. Select the Test field in the same row. 12. Enter the desired test or select the Test list. 13. Select the desired test from the Test list, if applicable. 14. Select the Value(s) field in the same row.

25 Working with Views 15. Enter the prompt for the value in quotation marks ( ) and end the text with a question mark (?). The filter below would prompt for a value which would then be used to filter out tasks with a slack greater than the entered value. 16. Continue to add filtering criteria as necessary, using the And/Or column. 17. Select OK. 18. Select Apply to apply the filter or Close to close the More Filters dialog box. USING THE ORGANIZER TO RESET DEFAULTS Microsoft Project includes a variety of views, tables, and groups as well as other elements that you can use to manage your project information. The default settings for these elements are stored in the global template file (global.mpt). You can find a list of the default elements in the global template file in the Organizer dialog box. If you modify the properties of a default element, you need to use the Organizer to restore the default settings for that element. For example, you delete the Resource Names field and increase the width of the Duration field in the default Gantt Chart view. If you later decide that you want to restore the default settings, you need to use the Organizer to restore the settings in the Entry table, which is applied to the Gantt Chart view by default. To restore the default settings, you need to copy the default element stored in the global template file (global.mpt) to the current project file. When you do this, you overwrite the modified version of the element in the current project file and restore the default settings. These settings, however, will not apply until you select the element again.

26 Working with Views The Organizer dialog box You cannot restore the settings of the current view. In order to restore those settings, you must first switch to another view before opening the Organizer. 1. Select the Tools menu. 2. Select the Organizer command. 3. Select the desired tab. 4. Select the Task or Resource option at the top of the page, if applicable. 5. Select the element in the GLOBAL.MPT list box that you want to reset. 6. Select Copy to replace the element in the current project with the same element in the global template. 7. Select Yes. 8. Select Close. USING THE ORGANIZER TO COPY CUSTOM ITEMS TO OTHER FILES Elements that you customize for one project, such as tables, filters, or views, are stored in the project file in which they were created. If you want to make these customized

27 Working with Views elements available in all other project files, you must copy them to the global.mpt file. The global.mpt file contains elements that are available to all Microsoft Project files, including tables, filters, views, and reports. You can use the Organizer to manage customized elements. The Organizer lists all the customized elements in the open project file and all the elements in the global.mpt file. The Organizer provides buttons for copying, deleting, and renaming elements. If you want to make a customized element in the current file available to another file only, open the desired file and then open the Organizer dialog box. Select the appropriate tab and then use the <element> available in list below the GLOBAL.MPT list box to select the open project file. Then, copy the customized element from the current file to this file. To delete an element, select it and then press the [Delete] key. To rename an element, select it, select the Rename button, enter the new name, and then select OK. When you copy a customized element to the global.mpt file, you should make sure that the customized element does not have the same name as a standard element. If it does, the standard element is overwritten and permanently changed for all files. To prevent this problem, it is a good idea to give a custom element a different name. 1. Select the Organiser command in the Tools menu. 2. Select the desired tab. 3. Select the Task or Resource option, if applicable. 4. Select the element in the <project name> list box that you want to add to the global template. 5. Select Copy to copy the element to the global template. 6. Select Close.

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29 LESSON 3 - COMMUNICATING PROJECT INFORMATION In this lesson, you will learn how to: Printing a view Create a report Print a report Use the Print Preview window Change page setup options

30 Communicating Project Information PRINTING A VIEW You can print any view to get a record of a task or resource list as well as any charts or forms. If a combination view is currently displayed, only the view in the top pane will print. You can quickly print a view using the Print button on the Standard toolbar. You can also use the Print dialog box to print a view. In this dialog box, you can specify the pages, dates, and number of copies you want to print, as well as select other print options. To open the Print dialog box, select the File menu and then select the Print command. You can preview a view before printing it in the Print Preview window. To open this window, click the Print Preview button on the Standard toolbar. 1. Switch to the view you want to print. 2. Click the Print button on the Standard toolbar. CREATING A REPORT Microsoft Project provides a variety of reports you can use to view and distribute project information. You can choose reports from the following categories: Overview, Current Activities, Costs, Assignments, Workload, and Custom. The Overview category provides reports that reflect summary information for the entire project, such as summary tasks and working days. The Current Activities category offers reports that contain a variety of task information, such as tasks starting soon, in progress, and complete. The Costs category contains reports that reflect a variety of cost information, such as overbudget tasks and resources. The Assignments category provides reports containing resource assignment information, such as who does what, when, and overallocated resources. The Workload category offers two types of reports: task usage and resource usage. The Custom category allows you to create custom reports that reflect the specific information you need.

31 Communicating Project Information 1. Select the Reports menu. 2. Select the Reports command. 3. Double-click the desired report category. 4. Double-click the desired report. 5. Click the Zoom button to read the report. 6. Select Close. 7. Select Close. PRINTING A REPORT After you create a report, preview it, and change any page setup options, you can print it. You may want to print a report to keep a copy for yourself or distribute it to others. When you print a report, the Print dialog box opens. You can change settings in this dialog box before printing or use the default settings. 1. Create a report. 2. Select the Preview command, if necessary. 3. Select Print from the Print Preview window. 4. Change print settings as desired. 5. Select OK. 6. Select Close.

32 Communicating Project Information USING THE PRINT PREVIEW WINDOW Before you print a view or a report, you can preview it. The print preview window displays the view as it would look on the printed page. Print preview allows you to make changes to the layout before you print, saving time and paper. When you create a report, it automatically appears in the print preview window. If you want to preview a view, select the Print Preview button on the Standard toolbar. The print preview window has a special toolbar that enables you to manipulate the view to magnify information; page right, left, up, and down; and display different pages. 1. Select the File menu. 2. Select the Print Preview command, if necessary. 3. Click the Zoom button to see the view more clearly. 4. Click anywhere in the window to zoom out. 5. Click the Page Right button or the Page Down button to move to a following page in a multi-page view. 6. Click the Page Left button or the Page Up button to move to a previous page. 7. Click the Multiple Pages button to view more than one page. 8. Click the One Page button to return to a single-page view. 9. Select Close.

33 Communicating Project Information You can also zoom the Print Preview window with the mouse pointer. To zoom in, click the mouse pointer, which appears as a magnifying glass with a plus sign (+), on the text you want to enlarge. The plus sign on the mouse pointer changes to a minus sign (-). To zoom out, click the mouse pointer anywhere in the window. CHANGING PAGE SETUP OPTIONS Before printing a view or a report, you may need to make some changes to the page setup. Viewing a view or a report in the print preview window enables you to see what page setup changes you need to make. You can change the orientation and margins, as well as add a header and/or footer to your reports. Page orientation is the direction of the print on the paper. Portrait orientation means that the short edge of the paper is at the top, while landscape orientation means that the long edge of the paper is at the top. You can change the settings of the top, bottom, right, and left margins by increasing or decreasing them to best meet your needs. A header is text that appears at the top of every printed page and a footer is text that appears at the bottom of every printed page. You can type text, or you can enter codes to print the current date, time, file name, or page number. In addition, you can add project-level fields, such as % Complete, to a header or footer as desired. The Page Setup dialog box

34 Communicating Project Information 1. Select the File menu. 2. Select the Page Setup command. 3. Select the Page tab. 4. Select the desired options on the Page page. 5. Select the Margins tab. 6. Select the desired options on the Margins page. 7. Select the Header tab. 8. Select the desired options on the Header page. 9. Select the Footer tab. 10. Select the desired options on the Footer page. 11. Select OK. 12. Select Close. 13. Select Close again, if applicable. 14. Select Close. You can also open the Page Setup dialog box by clicking the Page Setup button on the Print Preview toolbar.

35 LESSON 4 - IMPLEMENTING A PROJECT In this lesson, you will learn how to: Work with baselines Use baseline tables Save a project baseline Save a task baseline Clear a baseline Track project progress Update tasks View slippage Enter actuals Apply progress lines Save additional baselines for a project Save a project interim plan

36 Implementing a Project WORKING WITH BASELINES A baseline is a copy of the scheduled dates, cost, and work data that is used to track the progress of a project by comparing it against the current schedule. It is usually a copy of the final plan just before the work on a project begins. You must remember to create the baseline copy before you start entering actual data. When you enter actual data, you are recording the schedule as it happens and it may no longer reflect the original plan. When the baseline is saved, the current dates, work, and cost data are used for comparison with the actual progress of the project. Before deciding on the final baseline, everyone involved in the project should know what is expected of them and agree to perform according to the plan. In addition, necessary approval should be obtained for the required resources. USING BASELINE TABLES When you first save a baseline, the baseline data and the information in the current schedule will be identical; however, as you track your progress, the actual data could vary from the original plan. Microsoft Project provides three tables that allow you to compare the baseline with the current schedule: Variance, Cost, and Work. The Variance table displays information regarding dates only. This table displays the start and finish dates and baseline start and finish dates, along with the start and finish variances. Until actual information is entered, the start and finish dates display the anticipated start and finish dates. Once the project starts and you enter actual information, the Start and Finish fields display the actual dates. The Cost table displays cost information, including the total cost, baseline, actual, and remaining cost information. It also displays the variance between the total cost and baseline cost. Tasks that have not started display an actual cost of 0 and a remaining cost that equals the total cost. Once the project starts and you enter actual information, the Actual field displays the actual costs. If costs vary from the plan, the Variance field will display the difference. The Work table displays information regarding the number of hours of work for each task. It displays the total work, baseline, actual, and remaining work values. It also displays the variance between the total work and baseline values, and the percentage complete for each task. Tasks that have not started display 0 hours of actual work and the remaining work amount equals the total work value. Once the project starts and

37 Implementing a Project you enter actual information, the Actual field will display the actual hours of work. Completed tasks display 100% in the % W. Comp. field. SAVING A PROJECT BASELINE The baseline plan is the original project plan you save to track progress. The baseline plan includes task start and finish dates, as well as resource and cost information. You can use the baseline to compare with the actual data recorded as your plan progresses. This information may also be useful when the project is completed, should you have a similar project in the future. When you create a baseline plan, Microsoft Project copies the plan information for dates, work, and cost entered from the current fields into the baseline fields. You can save the baseline at any time, but it is a good idea to wait until you have completely entered the plan. If you need to change the plan later, you can save the original baseline again, save additional baselines or save an interim plan. You can set up to 11 different baselines. Baseline information stores the current: Start dates Finish dates Work Durations Costs You can set up to 11 different interim plans. Interim plan information stores only the current start and finish dates. Saving a project baseline

38 Implementing a Project 1. Switch to the Gantt Chart view. 2. Select the Tools menu. 3. Point to the Tracking command. 4. Select the Save Baseline command. 5. Select OK. Whenever you use the Save Baseline list after a baseline has been saved, the date that the baseline was saved is shown next to the listed item. SAVING A TASK BASELINE When you save the baseline, the default option makes a copy of the baseline for the entire project; however, you can also save a baseline of selected tasks. Saving a baseline of selected tasks is helpful when you save a baseline of the entire project and then realise you need to adjust certain task information. You can revise the tasks and then save the baseline for only those tasks. In addition, you may need to add tasks during the life of the project, after the baseline has been saved. You can select those new tasks and save a baseline for them, adding them to your original plan. When saving a baseline for selected tasks, you can select those you want baseline data to roll up. If you want updated baseline data for the selected tasks (and all other subtasks that share the same summary task) to be rolled up to those tasks' summary tasks, select the To all summary tasks check box. Otherwise, summary tasks baseline data may not accurately reflect subtask baseline data. If you want selected summary tasks' baseline data to be updated to reflect either deletions of subtasks or added tasks for which you have previously saved baseline values, select the From subtasks into selected summary task(s) check box. If you have selected both subtasks and summary tasks, select both check boxes. 1. Switch to the Gantt Chart view.

39 Implementing a Project 2. Select the task you want to correct or add to the baseline. 3. Select the Tools menu. 4. Point to the Tracking command. 5. Select the Save Baseline command. 6. Select the Selected tasks option. 7. Under Roll up baseline, select your preferred option. 7. Select OK. CLEARING A BASELINE After saving baseline data, you may decide that you do not want this data used for comparison purposes. If desired, you can clear the baseline and save it at a later time. You may also want to clear baseline data if you plan to use a completed project as the basis for future projects. You can clear baseline information for the entire project or for a particular task. In addition, you can clear the dates saved in an interim plan as desired. The Clear Baseline dialog box 1. Switch to the Gantt Chart view. 2. Select the task for which you want to clear the baseline, if applicable. 3. Select the Tools menu. 4. Point to the Tracking command.

40 Implementing a Project 5. Select the Clear Baseline command. 6. Select the Clear baseline plan or Clear interim plan option. 7. Select the Clear interim plan list, if applicable. 8. Select the fields you want to clear. 9. Select the Entire project or Selected tasks option. 10. Select OK. TRACKING PROGRESS Once the project has started, it is extremely important that you track the progress of the individual tasks and the project as a whole. Tracking the project involves entering and revising date, cost, and work information; comparing the actual data to the baseline plan; and viewing project progress using the various tools provided by Microsoft Project. As a project progresses, you may discover tasks that start early or finish late, as well as tasks that cost more or less than expected. As you analyze the task relationships that exist, you may want to revise some of them in order to stay on or near schedule. You may need to modify tasks in order to meet the projected finish date. As you record the actual information into your project, Microsoft Project reschedules the tasks that are affected by this data. As you look at the affected tasks, you can take corrective action as soon as possible to minimize future problems. You can also look at various scenarios using what-if analysis to help you decide on the best solution. The Tracking toolbar provides tools to help you monitor your project. It contains buttons that you can use to indicate the percent complete for a task, view project statistics, such as current and baseline costs, as well as update a task based on the current date. You can also use this toolbar to indicate that a task is being completed according to schedule or reschedule work that has not yet been completed. When you reschedule work, the task is split at the point where work is complete and the remaining work is scheduled for a later time. The tracking toolbar You should update your project often. These updates allow Microsoft Project to warn you of potential problems and help your project get completed as close to the original finish date and budget as possible.

41 Implementing a Project UPDATING A TASK ON SCHEDULE Microsoft Project allows you to update tasks that start and finish on schedule. When a task is marked as 100% complete, the corresponding data in the Start, Finish, and Duration fields is automatically copied to the task s actual fields. On the Gantt chart, Microsoft Project displays a thin, black bar within the thicker task bar called the progress bar. The progress bar indicates the task s progress or its percentage of completion. When a task is marked as 100% complete, the progress bar extends the entire length of the task bar. In addition, a checkmark appears in the Indicators column in the Gantt Chart view, indicating that the task is complete. Updating a task on schedule 1. Switch to the Gantt Chart view. 2. Apply the Tracking table 3. Enter 100% into the % Comp. column of the table. To quickly update a task as being completed as scheduled, display the Tracking toolbar, select the task to be updated and click the toolbar. button on the Tracking

42 Implementing a Project UPDATING A TASK NOT ON SCHEDULE Tasks usually do not progress as originally planned. A task may start or finish early, on schedule, or late. You can enter the data in several different ways in these situations. If a task starts on schedule but finishes late, you can enter the actual finish date in the Act. Finish field of the Tracking table. Microsoft Project will then mark the task as 100% complete in the % Comp. field. If a task starts early or late, but finishes on schedule, you can enter the actual start date in the Act. Start field of the Tracking table. You will also need to enter 100% in the % Comp. field as the task will not automatically be marked complete. If a task starts early or late and finishes early or late, you can enter the actual dates in the Act. Start and Act. Finish fields. Microsoft Project will automatically mark the task as 100% complete. Updating a task not on schedule If a task with a constraint or deadline date is impacted by a task that is not on schedule, a Planning Wizard dialog box will open. You then need to select an option in the dialog box and adjust the schedule as necessary. 1. Switch to the Gantt Chart view. 2. Apply the Tracking table.

43 Implementing a Project 3. Select the Act. Start field for the desired task. 4. Enter the actual start date for the task. 5. Select the Act. Finish field for the desired task. 6. Enter the actual finish date for the task. 7. Press [Enter]. VIEWING SLIPPAGE If a task starts later than the original baseline start date, or the duration is longer than what was originally planned, the task has slipped. Microsoft Project refers to this situation as slippage, which is measured by the amount of time a task s schedule is behind its baseline dates. You can view slippage in the Tracking Gantt view. The tracking Gantt chart is similar to the Gantt chart, but it has paired bars for each task. The lower bar displays the baseline start and finish dates and the upper bar displays the start and finish dates (scheduled or actual, depending upon whether or not the task has started). If the bars do not line up on the timescale, the task has slipped. The farther apart the bars are located, the greater the slippage. 1. Select the View menu. 2. Select the Tracking Gantt command.

44 Implementing a Project Using the Tracking Gantt view to view slippage You can also view slippage by using the GanttChartWizard and selecting the Baseline format. UPDATING A TASK IN PROGRESS Tracking a project involves completed tasks and tasks that are in progress. A task that is in progress is one that has started but has not yet finished, and can be ahead of schedule, on schedule, or behind schedule. If a task is in progress, it will have a percent complete value between zero and 100. You can use the Update as Scheduled button on the Tracking toolbar to track tasks that are in progress. When you select the Update as Scheduled button, Microsoft Project copies the scheduled date for the task into the Act. Start field for the task. It also estimates the percent complete value of the task using the current date you entered and the start date of the task. It calculates the number of days between these two dates and divides that number by the total length of the task to calculate the percent complete value. If you want to update multiple tasks at once, you can select the tasks and then use the Update Project dialog box to update them. To open the Update Project dialog box, select the Tools menu, point to the Tracking command, and then select the Update Project command.

45 Implementing a Project 1. Switch to the Gantt Chart view. 2. Select the Project menu. 3. Select the Project Information command. 4. Enter the current date in the Current date: box. 5. Click OK. 6. Display the Tracking toolbar if necessary. 7. Select the task in progress that you want to update. 8. Click the Updated as Scheduled button on the Tracking toolbar. ENTERING THE PERCENT COMPLETE When you automatically update a task as scheduled, Microsoft Project calculates the percent complete value for the task using the number of days between the current date you entered and the start date of the task. Sometimes the number of days passed is not a true indicator of the actual percent of work completed on the task. Another method of recording completed work is to enter the percent complete value manually to indicate a more realistic estimate of the completed work. You can enter this information in the Update Tasks dialog box or in the Tracking table. The Update Tasks dialog box You can use the Update Tasks dialog box to update information in any of the fields it contains.

46 Implementing a Project 1. Switch to the Gantt Chart view. 2. Select the task you want to update. 3. Click the Update Tasks button on the Tracking toolbar. 4. Enter the actual percentage of work completed in the % Complete field. 5. Select OK. ENTERING ACTUAL AND REMAINING DURATIONS You can update tasks by entering the actual or remaining duration of a task. You can enter this information in the Update Tasks dialog box or in the Act. Dur. or Rem. Dur. fields in the Tracking table. If you enter an actual duration that is less than or equal to the scheduled duration, Microsoft Project assumes that the work on the task is going according to schedule and automatically sets the actual start date as scheduled. Microsoft Project also completes the percent complete value and remaining duration by comparing the actual duration with the original duration. If you enter an actual duration that is greater than the original duration, Microsoft Project assumes that the task is complete and took longer than expected. The percent complete value is set to 100%, the remaining duration is set to zero, and the current duration is revised to match the longer duration. If you enter a remaining duration that is different from the current task duration or current remaining duration value, Microsoft Project assumes that you are providing a new estimate of the total duration of the task. If you enter a remaining duration of zero for a task that has started, Microsoft Project marks the task as 100% complete and enters the finish date per the original schedule. 1. Switch to the Gantt Chart view. 2. Apply the Tracking table.

47 Implementing a Project 3. Select the Act. Dur. or Rem. Dur. field for the task you want to update. 4. Enter the actual or remaining duration. 5. Press [Enter]. ENTERING ACTUAL TASK COSTS In addition to keeping a record of how start and finish dates are varying from the baseline, you may also wish to do the same for costs. By default, Microsoft Office Project automatically calculates actual costs according to the actual work accumulated or material consumed on tasks. Once a task is 100% complete, however, it should be possible to ascertain the true actual cost for the task. This value can then be entered in the Actual Cost field and Project will calculate the variance between this and the baseline, thus indicating how much a task is over or under the planned budget. 1. Switch to the Gantt Chart view. 2. Apply the Tracking Table, if necessary. 3. Mark the task(s) that you want to enter actual costs for as 100% complete. 4. Enter the actual cost value in the Actual Cost field. 5. Press Enter. You can also enter actual costs for a task in the Actual Cost field of the Cost table. If you wish to update an actual cost for a task that is not yet complete, you need to select the Tools menu, click Options, and then click the Calculation tab. Clear the Actual costs are always calculated by Microsoft Office Project check box. To view cost variances for tasks, apply the Cost table to the Gantt Chart view and note the Variance field. To view cost variances for resources, apply the Cost table to the Resource Sheet and note the Variance field.

48 Implementing a Project Entering actual cost information in the Tracking table APPLYING PROGRESS LINES Microsoft Project provides many ways to view the progress of a project. In addition to the different views available, you can display progress lines on the Gantt chart. Progress lines connect tasks in progress and contain peaks that illustrate whether or not a task is behind or ahead of schedule. If a peak points to the left, then the task is behind schedule; if a peak points to the right, then the task is ahead of schedule. When you apply progress lines, you can display them as of the current date or the status date entered in the Project Information dialog box. The project status date is any date you specify for checking progress. You can also display progress lines on particular dates and at recurring intervals. In addition, you can display progress lines in relation to the actual plan or the baseline plan. The Progress Lines dialog box

49 Implementing a Project 1. Switch to the Gantt Chart view. 2. Select the Tools menu. 3. Point to the Tracking command. 4. Select the Progress Lines command. 5. Select the Dates and Intervals tab. 6. Select the Always display current progress line option. 7. Select the At project status date or At current date option. 8. Continue to select options as desired. 9. Select OK. VIEWING SUMMARY INFORMATION As you work on your project, you can quickly view summary information in the Project Statistics dialog box. This dialog box is split into three different areas. The top area of the dialog box shows a comparison of the current, baseline, actual, and variance information for a project s start and finish dates. The bottom area displays the current, baseline, actual, and remaining information for a project s total duration, work, and cost. The area at the very bottom of the dialog box, in the far left corner, includes the percent complete for duration and work. The Project Statistics dialog box

50 Implementing a Project 1. Select the Project menu. 2. Select the Project Information command. 3. Select Statistics. 4. Select Close when you have finished viewing the summary information.

51 LESSON 5 - FINALISING A PROJECT In this lesson, you will learn how to: Mark tasks complete Correct actual data Analyze final data Use final data in a new project Copy task names to a new project

52 Finalising a Project MARKING TASKS COMPLETE When your project is finished, all tasks should be marked as 100% complete. Often, some tasks may be overlooked and not marked complete, even though the project has ended. You should mark all tasks as 100% complete before beginning your analysis of the actual information versus baseline information. 1. Switch to the Gantt Chart view. 2. Filter for Incomplete Tasks. 3. Display the Tracking toolbar. 4. Select all the incomplete tasks. 5. Click the 100% Complete button. CORRECTING ACTUAL DATA The project is complete when all tasks are marked as 100% complete. Microsoft Project calculates the duration, resource usage, and costs for the individual tasks and for the project in its entirety. All of these calculations are based on the available schedule information. This information may or may not reflect what actually happened on the project. You may need to enter actual information manually in order to get an accurate picture of the final project information. For example, a task may have had a duration of three days, but the resources only worked on the task for six hours on the last day. In this situation, you would need to adjust the data to reflect actual hours, which would alter your cost information, making it more accurate. Manually entering actual information should be done before comparing the actual information to the baseline information.

53 Finalising a Project Using Resource Usage view with Actual Work details applied to correct actual work data 1. Switch to the desired view. 2. Select the Format menu, if applicable. 3. Point to the Details command, if applicable. 4. Select the command to display the desired field, if applicable. 5. Select the field containing the value you want to correct. 6. Enter the actual data. 7. Press [Enter]. ANALYSING FINAL DATA When a project has been completed, it is recommended that you analyse the final data and review any problems that may have occurred during the project. If you are able to learn the causes of these problems, then you can prevent them from happening on

54 Finalising a Project future projects. The areas that should be reviewed include actual versus baseline dates, durations, costs, and work; as well as recurring problem areas. Once all tasks are marked complete and the actual information is correct, you can compare baseline data versus actual data for resource usage, costs, dates, and durations. You can determine how accurate the baseline forecasts were and what actions should be taken in the future on similar projects. You should review large variances to determine the cause of the problem so that you can prepare more accurate baseline data for future projects. You do not necessarily have to review every task in a project, but you should review those tasks that had the largest cost, schedule, and work variances. If the project did not go as planned, you could ask yourself questions such as: What caused the continued cost growth or schedule slippage? Were the problems a result of internal management factors, specification changes to the contract, or economic factors such as inflation? What can prevent these problems from occurring in future projects? Will employing more highly-skilled labour or using overtime be a solution? Was a management reserve cost set aside at the beginning of the project to handle problem areas? The project manager should be aware of the problems in a project so that they can control future projects. 1. Switch to the Gantt Chart view. 2. Expand the left pane as much as possible. 3. Apply the Cost table. 4. View the Variance field to see how the baseline and actual costs for each task compare. 5. Apply the Work table. 6. View the Variance field to see how the baseline and actual work hours for each task compare. 7. Apply the Variance table. 8. View the values in the Start Var. and Finish Var. fields to see how the actual and baseline start and finish dates compare.

55 Finalising a Project 9. Switch to the Resource Sheet view. 10. Apply the Cost table. 11. View the Variance field to see how the baseline and actual costs for each resource s assignments compare. 12. Apply the Work table. 13. View the Variance field to see how the baseline and actual work hours for each resource compare. USING FINAL DATA IN A NEW PROJECT When you are starting a new project that is similar to a completed project, you can copy all the information from the completed project into the new project. After you copy the data, you can edit, insert, and delete information as desired. After copying a completed project, you should change all the tasks from 100% complete to 0% complete. You can update the durations, start dates, and links to create a baseline plan based on the final results of the completed project. In addition, you can update the resource and assignment information to reflect the needs of your new project. When you copy project information, the resources from the completed project appear in the Resource Sheet view; however, each one is assigned a maximum unit value of 100%. You can save your new project file with or without a baseline. Before you save a baseline, everyone involved with the project needs to commit to the plan and all necessary approvals need to be obtained. If you decide to save the project with a baseline at this point, Microsoft Project copies all current information and uses it for comparison purposes. If you do not save a baseline, the baseline dates from the original file from which you copied the data appear in the baseline fields, but have no effect on your project. When you are ready to save a baseline later, you can save it and all the baseline fields will be updated to reflect the current plan for the new project. When you first copy the data to your new project file, all tasks reflect the original project dates. Once you mark all tasks as 0% complete and remove the constraints, the tasks reflect dates based on the current date. You can change the dates by entering a project start or finish date in the Project Information dialog box.

56 Finalising a Project Before you copy final data and paste it into a new project, you should open the Resource Leveling dialog box from the Tools menu and make sure that the Leveling calculations option is set to Manual. The procedure may not work properly if this option is set to Automatic. 1. Switch to the Gantt Chart view. 2. Display the Tracking toolbar. 3. Select the tasks you want to copy. 4. Click the Copy Task button. 5. Click the New button. 6. Select OK. 7. Click the Paste button. 8. If a warning box opens, select OK to confirm changes made to task durations. 9. Select all the tasks you copied. 10. Click the 0% Complete button. 11. Remove all constraints on all copied tasks by changing the constraint type to As Soon As Possible, if applicable. 12. Enter the desired start or finish date for the project. 13. Save the new project. When you follow this process, the resource information for the selected tasks is copied to the new file. However, the maximum unit value is the default of 1 unit (100%) for each resource, regardless of the value in the original file

57 Finalising a Project When you copy project information, you can enter a new project start or finish date, but you will be advised of conflicts with any dates that have constraints applied to them. For this reason, it is recommended that you remove all constraints before you enter a start or finish date for your new project. Once you remove all constraints and enter the new start or finish date, all task dates are updated accordingly. You can then constrain and modify the tasks in your new project file as desired. COPYING TASK NAMES TO A NEW PROJECT You can begin a new project file by copying only the task names. When you copy only the task names, Microsoft Project displays all the copied task names in the new project file with an estimated duration of one day. The advantage of copying only the task names is that you can then create a baseline plan. You can set task durations, link tasks, and apply constraints, as if you had typed the tasks to start a new project. In addition, you can create and assign only those resources you need for this project. 1. Switch to the Gantt Chart view. 2. Select the task names in the Task Name column that you want to copy to create a new file. 3. Click the Copy Cell button. 4. Click the New button. 5. Enter the desired start date for the new project in the Start date text box. 6. Select OK. 7. Select the first field in the Task Name column. 8. Click the Paste button. 9. Save the new file without a baseline.

58

59 LESSON 6 - WORKING WITH MULTIPLE PROJECTS In this lesson, you will learn how to: Work with master projects Create a subproject Insert a project Unlink subprojects Consolidate open projects Link subproject information View multiple critical paths Save a workspace file

60 Working with Multiple Projects WORKING WITH MASTER PROJECTS Very large or complex project files use a large amount of memory and can be difficult to manage. You can address the problem of working with large projects by creating subprojects and master projects. A master project is a project that has other projects inserted and linked to it. You can create a master project by inserting existing project files into a single project file. The inserted projects are also called subprojects. Each subproject appears as a summary task in the master project file. You may find it helpful to create standard subprojects that can be reused in other projects. For example, if you are a building contractor, you can create subprojects containing tasks, such as Build Foundation and Build Infrastructure that you can insert into various projects as needed. Subprojects do not need to be open to work in a master project. By default, if you make changes to the subproject information in a master project, the subproject file is updated to reflect the changes. Likewise, if you make changes to the subproject file, the master project file is updated to reflect the changes. You can group related tasks together to form a subproject according to a variety of criteria. One logical grouping would be to create a subproject of all the tasks in one phase of a project. In addition, you may want to consider grouping tasks by similar time periods; related dependencies; related work sites, resources, or supervisors; or different budgets. CREATING A SUBPROJECT Subprojects can be existing projects that you insert into a master project file, or they can be created from the information in the current project file. You can create a subproject by copying the tasks from the current project file, pasting them into a new file, and then saving the subproject file. After you create a subproject from existing task information, you can later insert it into a master project file. The subproject will appear as a summary task in the master project, saving space and enabling you to better manage the master project. Subprojects also appear with a project indicator in the Indicators column. You can also turn an existing project into a master project by cutting the tasks from the original project and saving them as subprojects. Then, you can insert the subprojects

61 Working with Multiple Projects back into the original file. Before you cut the tasks, it is a good idea to locate the earliest start date among the tasks you want to cut. This step allows you to enter the subproject start date in the Project Information dialog box when prompted, before pasting the tasks into the new subproject file. Alternately, you can enter the start date after you cut and paste the tasks. If the copied tasks use a task or resource calendar, you should copy the calendar to the new project file. You can use the Calendars page in the Organizer to copy the calendar from one file to another. Use the Calendars available in list box to display the list of calendars in both project files. When you follow this process, the resource information for the selected tasks is copied to the new subproject file. However, the maximum unit value is the default of 1 unit (100%) for each resource, regardless of the value in the original file. 1. Switch to the Gantt Chart view. 2. Select the tasks you want to put into the subproject. 3. Right click the selected area and click Cut Task from the shortcut menu. 4. Click the New button. 5. Enter the desired start date in the Start date text box. 6. Select OK. 7. Click the Paste button. 8. Save the project without a baseline.

62 Working with Multiple Projects Cutting tasks to place into a sub project Tasks pasted into a new project

63 Working with Multiple Projects INSERTING A PROJECT A master project is a project that has other project files inserted into it. These other files are called inserted projects or subprojects. By default, a link is created between the two projects when you insert a subproject into another project file. The subproject file is updated when you make changes to the subproject information in the master file and vice versa. You can view subproject information in a master project just as you would view subtasks belonging to a summary task. When you insert a project, you can create a link between the files using the Link to Project option in the Insert Project dialog box. This option is selected by default. When the master project is linked to its subprojects, changes made to either file will be synchronized automatically. When the master project is saved, you are prompted to save the subprojects. You can insert a subproject as read-only by selecting the Insert list and selecting the Insert Read-Only option. This option prevents the subproject file (source file) from being updated when you make changes to the inserted file. Once the file is inserted, you can hide and display the subtasks (or subproject information), just as you would hide and display any other subtasks that belong to a summary task. The Insert Project dialog box You can save baselines and interim plans for a master project using the same methods you use for a single project.

64 Working with Multiple Projects When a subproject is inserted as read-only, you can save the changes to the master and subproject by saving the read-only subproject with a new name when prompted. If you choose not to save changes to the subproject files, the master project will revert to its original data the next time you open it, even if you save the master project. You must unlink the master and subproject in order to save separate data. 1. Switch to the Gantt Chart view. 2. Select the task above which you want to insert the project. 3. Select the Insert menu. 4. Select the Project command. 5. Select the Look in list. 6. Select the drive containing the project you want to insert into the open file. 7. Select the folder containing the project you want to insert into the open file. 8. Select the project you want to insert into the open project. 9. Select Insert. UNLINKING SUBPROJECTS When a subproject and master project are linked, changes made to either file affect the other. In addition, if the same subproject is inserted into several master projects, changes to any linked file automatically changes the other files. Although this may be desirable in some situations, you may want to change task information in a master project without affecting the original source file or other master projects. By unlinking the master and subproject files, you can save changes that are independent of the other file.

65 Working with Multiple Projects You can also select the Read only option on the Advanced page of the Inserted Project Information dialog box to prevent changes made to the master project from being saved back to the source subproject. In addition, changes made in the master project to read-only task information will not be retained when you save the master project. Once you break a link to a subproject, you cannot re-establish it. To create a new link, delete the unlinked tasks in the master project and then reinsert the subproject again. 1. Double-click the summary task for the inserted subproject you want to unlink. 2. Select the Advanced page. 3. Deselect the Link to project option. 4. Select OK. The Advanced tab of an Inserted Project Information dialog box CONSOLIDATING OPEN PROJECTS Instead of spending time inserting subprojects to create a master project, you can open all the subproject files and allow Microsoft Project to create a master project for you by consolidating them. When you select the files, you can also specify the view in which you want them to appear in the new project file.

66 Working with Multiple Projects After you consolidate the projects into a master project, you can rearrange the subprojects just as you would rearrange tasks. Each subproject in the consolidated file is given a subproject number and all tasks within a subproject start with the number one. The New Window dialog box 1. Open the project files you want to consolidate. 2. Select the Window menu. 3. Select the New Window command. 4. Select the files in the Projects list box you want to consolidate. 5. Select the View list. 6. Select the view in which you want the consolidated project to appear. 7. Select OK. 8. Rearrange the subprojects as desired. 9. Save the consolidated file as a master project. LINKING SUBPROJECT INFORMATION You can link subproject information just as you link tasks in the same project file. By default, a Finish-to-Start relationship is created, but this relationship can be changed as desired.

67 Working with Multiple Projects When you link tasks in different subprojects, the file path, file name, and task ID appear in the Predecessors field for the appropriate task. This information appears in both the master file and the subproject files. In addition, each subproject file displays the linked task(s) in grey. This grey link to an external task is also called a ghost task. You can double-click a grey (or ghost) task to switch to, or open, a subproject file. If you later decide that you no longer want the subprojects linked, you can remove the link between subproject information just as you can with other tasks. Cross project links You can also link projects in the master project by pointing to the Gantt bar for the predecessor and dragging it to the Gantt bar for the successor. You can also create a link to a task in an external file by opening both files and double-clicking the task whose predecessor is located in the other file. Select the Predecessors page in the Task Information dialog box, select the ID field, and type the file name and task ID in the following format: project name\task ID#. If you were linking to task 4 in the home file, you would enter home\4 in the ID field. After you close the Task Information dialog box, a task representing the link to the external task appears in grey before the task. If the external file is not open, you must include the full path to the file in the ID field.

68 Working with Multiple Projects You can remove links in any file by selecting the Tools menu and the Links Between Projects command to open the Links Between Projects dialog box. To remove the link, select the linked task on the appropriate page and then select the Delete Link button. 1. Select the first subproject or subproject task you want to link. 2. Hold [Ctrl], click the next subproject or subproject task you want to link, and then release [Ctrl]. 3. Click the Link Tasks button. 4. Select the first subproject or subproject task you want to unlink. 5. Hold [Ctrl], click the next subproject or subproject task you want to unlink, and then release [Ctrl]. 6. Click the Unlink Tasks button. VIEWING MULTIPLE CRITICAL PATHS By default, Microsoft Project considers an inserted project as a summary task in its position in the project. Critical tasks in the subproject file may not display as critical when inserted into the master project, since only one critical path displays by default. The critical path is made up of critical tasks, which are tasks that affect the project finish date. Although the inserted project may contain its own critical path, if the project is not inserted within the critical path of the master project, these tasks will not be considered as critical. You can choose to view multiple critical paths, which is helpful in a consolidated file as it allows you to see the critical path for each subproject. When you view multiple critical paths, any task that does not have a successor or a constraint will have a late finish date that is the same as its early finish date. This will result in zero slack, making the task critical. When only one critical path is displayed, any task without a successor or a constraint will have its late finish date set to the project finish date, resulting in slack, and thereby making the task noncritical. Therefore, it is beneficial to view multiple critical paths in order to see all the tasks in all subprojects that will affect the finish date of the consolidated project.

69 Working with Multiple Projects The Calculation page Tools, Options command 1. Switch to the Tracking Gantt view. 2. Select the Tools menu. 3. Select the Options command. 4. Select the Calculation tab. 5. Select the Calculate multiple critical paths option. 6. Select OK. SAVING A WORKSPACE FILE You may need to work in more than one file, but do not want to consolidate the files because they are unrelated or you prefer to keep them as separate files. Instead of opening each file individually, which can be time-consuming, you can create a workspace file. A workspace file opens all the files contained in the workspace at one time. For example, if a workspace file contains four project files, you only need to open the workspace file once, rather than open the four individual files.

70 Working with Multiple Projects Before you save a workspace file, you need to open only those project files that you want saved in the workspace file. You can then save the files in a workspace file, which is saved with an.mpw extension. When you want to work with the files saved in a workspace, you open the workspace file just as you would open any other project file, and all the associated files open automatically. The Save Workspace As dialog box 1. Open only the files you want to save in the workspace file. 2. Select the File menu. 3. Select the Save Workspace command. 4. Enter the desired workspace file name. 5. Select Save in list. 6. Select the drive in which you want to store the workspace file. 7. Select the folder in which you want to store the workspace file. 8. Select Save.

71 LESSON 7 - SHARING RESOURCES In this lesson, you will learn how to: Use resource pools Create a resource pool Link a project to a resource pool Open a sharer file Update a resource pool Open a resource pool

72 Customising Project Information USING RESOURCE POOLS You may have projects that use many of the same resources. Instead of creating the same resources in each project file, you can share resources between projects using a resource pool. You can create a resource pool by entering only resource information in a project file and saving it. You can also use the resources in an existing file as a resource pool. To share the resources, you specify the project file that contains the resources you want to share. The project files that share the resource information are referred to as sharer files. The resource pool is linked to all the files that share the resources. If you make changes to the pool information, all sharer files will be updated. When you make changes to the resource information in the sharer files, you can update the pool with the information. CREATING A RESOURCE POOL To create a resource pool, you enter the resource information in a project file and then save it. You do not need to enter any task information or a project start or finish date. In addition, you can enter the corresponding resource information as you create the resources or at a later date. All the projects that share the resource information are linked to the pool, allowing changes to the pool to be automatically included in the sharer files. Although you can use any other existing project file as a resource pool, it is recommended that you create a new project file just for resource information This makes it easiest to manage resource information and task assignments between sharer files and the resource pool.

73 Customising Project Information Creating a resource pool 1. Click the New button on the Standard toolbar. 2. Select OK. 3. Switch to the Resource Sheet view. 4. Create the desired resources. 5. Save the resource pool as a project file. LINKING A PROJECT TO A RESOURCE POOL When you share resources, the resource pool is linked to the project files. As a result, all the resources in the pool appear in each project sharing the pool, even if a sharer file does not need all of them. In order to share resources in a resource pool, you must open the pool file and the project files that will share the resources (sharer files). When establishing a resource pool, you must choose whether the pool or the sharer files will take top precedence. The option you choose overwrites duplicate information from the other file when there are conflicts with resource information. For example, if a pool file and a sharer file

74 Customising Project Information both have Manager resources with different working hours and the pool takes precedence, then the information for the Manager resource in the pool file will overwrite the resource information for the Manager resource in the sharer file. By default, the pool takes precedence over the sharer file. If you make changes to the resource pool, the sharer files are automatically updated. If you make changes to the resource information in a sharer file, you need to manually update the resource pool. If a resource is overallocated, you will not receive a warning message when you try to use it in another file. Instead, the resource appears in red, indicating the overallocation. The Share Resources dialog box 1. Open the file containing the resource pool. 2. Open the file(s) with which you want to share the resources in the pool. 3. Select the Tools menu. 4. Point to the Resources command. 5. Select the Resource Sharing command. 6. Select the Use resources option. 7. Select the From list. 8. Select the file containing the desired resources. 9. Select the Pool takes precedence or the Sharer takes precedence option. 10. Select OK.

75 Customising Project Information OPENING A SHARER FILE When you open a project that is linked to a resource pool and the pool file is not already open, the Open Resource Pool Information dialog box opens providing two options. The default option is Open resource pool to see assignments across all sharer files, which causes the pool and the selected sharer file to open. With this option, the resource pool opens along with the sharer file, but it opens as a read-only file so that other sharer files will still have access to it. In addition, if you make changes to the resource information in your project file, you must have the resource pool open in order to update the pool. The Do not open other files option opens the selected sharer file only. If you open the sharer file using this option, you will not be able to assign resources from the resource pool. If the resource pool is already open, the Open Resource Pool Information dialog box will not open. The Open Resource Pool Information dialog box 1. Open the file that shares resources in a pool. 2. Select the desired option in the Open Resource Pool Information dialog box to specify which files you want to open. 3. Select OK.

76 Customising Project Information UPDATING A RESOURCE POOL Resource information may change from time to time. When you open a shared resource pool and make changes to the sharer file, the changes are synchronized with the resource pool in memory, but not the file saved to disk. When you close the sharer file, Microsoft Project prompts you to update the pool information. If you are sharing a resource pool with other people, it is a good idea to update the resource pool after you make any changes to your sharer file. Then, other users will not have to wait until you close your files to view the most updated resource pool information. You can also view the latest resource information by selecting the Tools menu, pointing to Resources, and selecting the Refresh Resource Pool command. By default, you receive this information each time you open your project file; however, this command allows you to access this information while you work on your project. The Update Resource Pool command only appears if the resource pool is opened as read-only. You can unlink the sharer file from the resource pool by opening both files, selecting the Tools menu, pointing to Resources, and selecting the Share Resources command. In the Share Resources dialog box, select the Use own resources option to break the link. 1. Open the project sharing a resource pool and the shared resource pool. 2. Make the desired changes to the resource assignments of the sharer file. 3. Select the Tools menu. 4. Point to the Resources command. 5. Select the Update Resource Pool command.

77 Customising Project Information OPENING A RESOURCE POOL You may want to open a resource pool file to view, add, or edit the resource information. When you open a shared resource pool, the Open Resource Pool dialog box offers three options on how the file should be opened. The default option is to open the resource pool as read-only. This allows others to continue to use the pool while you view the information. If you need to modify the information, you can open the resource pool file as readwrite. While the file is open, other users will not be able to update the resource pool from their sharer files. The last option is to create a new master project file that contains the resource pool and all sharer files. These files will be opened with read-write access. Opening the resource pool file as read/write will allow you to make changes to resource information (such as pay rates and work schedules). While you have the file open, however, other projects will not be able to update the resource pool with new information. The Open Resource Pool dialog box 1. Open the file containing the resource pool. 2. Select the desired option to open the resource pool file in the Open Resource Pool dialog box. 3. Select OK.

78 Customising Project Information 4. Make the desired changes and resave the file.

79 APPENDIX - ADDITIONAL BASELINES AND INTERIM PLANS In this lesson, you will learn how to: Save an additional baseline for a project Save a project interim plan View additional baseline of interim plan information

80 Additional Baselines and Interim Plans SAVING AN ADDITIONAL BASELINE FOR A PROJECT Microsoft Project allows you to save up to 11 baselines in a project plan, and roll up updated baseline data to summary tasks. These are named Baseline, and Baseline1 through to Baseline10. By comparing the information in your baseline or baselines to your up-to-date schedule later in the project, you can identify and solve discrepancies and plan more accurately for similar future projects (although you may need to copy your most recent baseline values to the Baseline fields for variance analysis). When you add tasks to your project or change other information, you can update a baseline plan. At any point in your project, you may also need to add a task to your schedule. If you add a new task to your schedule after you set a baseline plan, you should update the baseline to include new tasks as well so that you can track the progress of the new task along with the rest of the tasks in your schedule. 1. Switch to the Gantt Chart view. 2. Select the Tools menu. 3. Point to the Tracking command. 4. Select the Save Baseline command. 5. Select the Save Baseline list. 6. Select the Baseline number that you want to save the current plan as. 7. Select the Entire project option. 8. Select OK. Whenever you use the Save Baseline list after a baseline has been saved, the date that the baseline was saved is shown next to the listed item.

81 Additional Baselines and Interim Plans SAVING A PROJECT INTERIM PLAN At certain times during a project, you may want to save the start and finish dates for tasks. This set of dates is referred to as an interim plan. You can create an interim plan during the planning stage or after the work has begun. Microsoft Project allows you to compare an interim plan with the baseline or current plan to manage your project. Microsoft Project provides ten sets of interim baseline dates that can be used for comparison purposes, in addition to the original baseline dates (saved in the Baseline Start/Finish fields). The interim baseline dates are saved in fields named Start1 through Start10 and Finish1 through Finish10. You can save the current dates for comparison against these baseline dates, which helps you to analyze problem areas both during and after the project. These fields are for dates only; work and cost values are not included. In addition, no resource or assignment data is saved in an interim plan. In the Save Baseline dialog box, you can specify in which of the ten fields you want to hold the saved data. If you select fields that already contain data, the new data overwrites the existing data. 1. Switch to the Gantt Chart view. 2. Select the Tools menu. 3. Point to the Tracking command. 4. Select the Save Baseline command. 5. Select the Save interim plan option. 6. Select the Copy list. 7. Select the fields you want to copy. 8. Select the Into list. 9. Select the fields into which you want to copy the selected fields. 10. Select the Entire project option. 11. Select OK.

82 Additional Baselines and Interim Plans SAVING A TASK INTERIM PLAN At certain times during the project, you may want to save the current dates for only selected tasks, not the entire project. You can save an interim plan for selected tasks and compare the dates for these tasks with the baseline dates. This option is helpful if you analyze problem areas both during and after a project. The dates for the selected tasks can be saved in fields named Start1 through Start10 and Finish1 through Finish10. These fields are for dates only; work and cost values are not included. You can save dates for individual tasks in their own interim plan, or you can add them to an existing interim plan. 1. Switch to the Gantt Chart view. 2. Select the task(s) you want to add to an interim plan or save as an interim plan. 3. Select the Tools menu. 4. Point to the Tracking command. 5. Select the Save Baseline command. 6. Select the Save interim plan option. 7. Select the Copy list. 8. Select the fields you want to copy. 9. Select the Into list. 10. Select the fields into which you want to copy the selected fields. 11. Select the Selected tasks option. 12. Select OK.

83 Additional Baselines and Interim Plans VIEWING ADDITIONAL BASELINE OR INTERIM PLAN INFORMATION Any additional baselines that you may save store Start, Finish, Duration, Work and Cost information in fields named Baseline 1, 2, 3... through to 10. Similarly, interim plan data is stored in fields named Start1, 2, 3... and Finish1, 2, 3... through to a maximum of 10. There are no built-in tables in Project that display this information; you have to, therefore, edit an existing table (or create a new one) and add the relevant fields to the table definition. (assuming a second baseline has been saved as Baseline1 midway through the project) 1. Switch to a task view (eg. Gantt Chart), if necessary. 2. Select the View menu. 3. Point to the Table command. 4. Select the More Tables command. 5. Click New Enter a name for the table (eg. Mid Project Comparison). 8. Select the Show in menu option, if desired. 12. Select the Field Name column of the first row in the table definition grid. 13. Select from the drop down list, the ID field. 15. Leave the default entries in the other columns.

84 Additional Baselines and Interim Plans 14. Select the Field Name column of the second row in the table definition grid. 13. Select from the drop down list, the Name field. 14. Type a descriptive name for the column (eg. Task Name) in the Title column of the grid. xx. Enter Left in the Align Data column. 15. Leave the default entries in the other columns. 15. Continue to add fields and titles as follows: Row Field Title 3 Start Current Start 4 Finish Current Finish 5 Baseline Start Original Plan Start 6 Baseline Finish Original Plan Finish 7 Baseline1 Start Mid-project Start 8 Baseline1 Finish Mid-project Finish 9 Baseline1 Cost Mid-project Costs 16. Click OK. 17. Select Apply to apply the custom table or select Close to close the More Tables dialog box.

85 Additional Baselines and Interim Plans Viewing baseline 1 data customised table