Microsoft Project 2016

Transcription

1 Microsoft Project 2016 Level 3 INFOCUS COURSEWARE Designed to fast-track you through the process of learning about computers and information technology, the In Focus range is a unique and innovative concept in learning. A quick reference summary of key procedures is provided at the bottom of each page together with handy tips and additional information. Each title in the In Focus series can be used as: a classroom workbook for instructor-led teaching and training; a self-study guide for self-paced learning; a tutorial guide for distance education programs; a resource collection of just-in-time support and information for help desk users and support staff; a handy, desk-side reference for computer users. This publication has been created using EngineRoom Desktop document management and publishing software developed by Watsonia Publishing. MICROSOFT PROJECT 2016 LEVEL 3 Product Code: INF1666 ISBN: Watsonia Publishing

2 MICROSOFT PROJECT 2016 LEVEL Copyright 2016 by Watsonia Software Pty Ltd (ABN ) Published by Watsonia Publishing 47 Greenaway Street Bulleen VIC 3105 Australia Phone: Fax: Web: info@watsoniapublishing.com Product Code: INF1666 ISBN: Build: 22/08/ Production Acknowledgments is produced with the assistance, hard work, advice and recommendations of a number of people including Alison Koster (authoring) and Cara Hemphill (testing and proofing). Trademark Acknowledgments All terms mentioned in this manual that are known to be trademarks or service marks have been appropriately acknowledged or capitalised. Watsonia Software cannot attest to the accuracy of this information. Use of a term in this manual should not be regarded as affecting the validity of any trademark or service mark. Screen Shots Microsoft. All rights reserved. Disclaimer Every effort has been made to provide accurate and complete information. However, Watsonia Software assumes no responsibility for any direct, indirect, incidental, or consequential damages arising from the use of information in this document. Data and case study examples are intended to be fictional. Any resemblance to real persons or companies is coincidental. Copyright Notice This publication is protected in accordance with the provisions of the Copyright Act. Apart from permissions expressed in the Copyright Act pertaining to copying for study, review, or research, no part of this publication may be reproduced in any form, or stored in a database or retrieval system, or transmitted or distributed in any form by any means, electronic, mechanical photocopying, recording, or otherwise without written permission from Watsonia Software Pty Ltd.

3 READ ME FIRST In case you're not familiar with the terminology, Read Me First is quite often the name given to a computer file that contains important information for people to know prior to using an application. This section contains some important information to help you use this book so we thought we'd start with a Read Me First section. What skills and knowledge you will acquire... What you'll need to know before beginning this course... The objectives of this guide aims to take the learner to more advanced levels of Microsoft Project. It covers a diverse range of topics including working simultaneously on multiple projects, sharing resources between several projects, downsizing very large projects, using templates, and automating operations with VBA. assumes a good understanding of creating projects, scheduling, and over allocation problem-solving. It is also necessary to have a general understanding of personal computers and the Windows operating system environment especially in regards to file management and file handling. At the completion of this course you should be able to: create and work with several types of custom fields create and work with WBS Codes create a custom 1 view with a custom filter, group and table run and modify standard graphical reports as well as create your own custom reports create and work with visual reports work with and create project templates work with and link 4 multiple projects in Project create shared resources for use amongst multiple projects downsize large project files into more manageable entities export project data to other applications collaborate on projects with others using Skype for Business and SharePoint create VBA macros to automate operations in a project file What you get in a chapter... What you'll need to have before commencing this course... As you work through this guide Where to from here... Each chapter begins with a summary page listing the topics covered in that chapter. The chapter then consists of single-page topic sheets pertaining to the theme of the chapter. Many of the topics in this learning guide require you to open an existing file with data in it. These files can be downloaded free of charge from our website at Simply follow the student files link on the home page. You will need the product code for this course which is INF1666. It is strongly recommended that you close all open files, if any, prior to commencing each new chapter in this learning guide. Each chapter, where relevant, has its own set of exercise files and any from a previous chapter are no longer required. Have a look at the next page which explains how a topic page works, ensure that you have access to the exercise files (see above), and you're ready to make a start. Watsonia Publishing - i - Preface

4 WORKING WITH TOPIC SHEETS The majority of this book comprises single-page topic sheets. There are two types of topic sheets: task and reference. The layout of both is similar an overview at the top, detail in the centre and additional reference (optional) material at the bottom. Task sheets contain a Try This Yourself step-by-step exercise panel in the detail area as shown below Topic name General topic overview provides an introduction to the topic Try This Yourself (task-based topic sheets) is a detailed step-by-step practice exercise for you to work through. In Reference topic sheets this is usually replaced by a box with reference information. In Task topic sheets screen shots and graphics provide a visual clue as to what will happen when you work through the Try This Yourself practice exercise. In Reference topic sheets the screen shots and graphics are used to visually represent information and concepts. The For Your Reference (optional) element provides a quick summary of the steps required to perform a task. These usually only appear in task-based topic sheets. The Handy To Know (optional) element provides additional information such as alternative ways of accomplishing a task or further information providing handy tips. Watsonia Publishing - ii - Preface

5 CONTENTS Chapter 1 Custom Fields... 1 Understanding Custom Fields... 2 Creating Custom Fields... 3 Inserting Custom Fields... 4 Creating A Formula In A Custom Field... 5 Modifying A Formula... 6 Testing A Formula... 7 Understanding Graphical Indicator Custom Fields... 8 Creating Graphical Indicator Custom Fields... 9 Creating A Lookup Custom Field Creating An Outline Code Mask Entering Lookup Table Values Using A Lookup Table Chapter 2 WBS Codes Understanding WBS Codes Creating WBS Codes Altering Tasks With Custom WBS Codes Renumbering WBS Codes Editing Custom WBS Codes Chapter 3 Custom Views Preparing For The Custom View Creating A Custom Filter For The View Creating A Custom Group For The View Creating A Custom Table For The View Creating The Custom View Removing A Custom View And Its Components Chapter 4 Graphical Reports Understanding Graphical Reports How Graphical Reports Work Running A Report Formatting Chart Objects Manipulating Report Data Filtering Report Data Cloning An Existing Report Creating A New Report Enhancing Report Appearance Making Reports Global Removing Unwanted Reports Chapter 5 Visual Reports Understanding Visual Reports Understanding Excel Visual Reports Creating A Visual Report From A Template Choosing Fields To Display In A Visual Report Changing The X Axis Categories Filtering A Visual Report Formatting A Visual Report Saving A Visual Report As A Template Using A Custom Visual Report Template Watsonia Publishing - iii - Contents

6 Chapter 6 Project Templates Understanding Project Templates Examining The Templates Saving A Project As A Template Using A Custom Project Template Specifying The Personal Templates Folder Using The Personal Template Folder Modifying A Template Understanding The Global Template Organising The Global Template Applying A Newly Organised Item Removing Items From The Global Template Chapter 7 Linking And Combining Projects Understanding Linked Projects Combining Projects Viewing A Combined Project Printing From A Combined Project Setting A Combined Project Start Date Changing Data In A Combined Project Saving And Closing A Combined Project Using Only The Combined Project File Using Only Subproject Files Inserting Subprojects Breaking Subproject Links Creating A Read Only Subproject Inserting Task Links Creating A Summary Milestone Chapter 8 Shared Resources Understanding Resource Sharing Creating A Common Resource Pool Linking To An External Pool Linking A New Project File To The Pool Assigning Resources From The Pool Working With Shared Resources Checking For Resource Links Managing Shared Resources Opening Shared Resource Projects Opening The Resource Pool Only Assembling A Resource Master Working With A Resource Master Chapter 9 Downsizing Larger Projects Understanding Project Downsizing Creating The Resource File Creating Smaller Projects Linking Subprojects To Resources Preparing For The Master Project Creating The Downsized Master File Setting Project Links Finalising The Master Chapter 10 Other Applications Understanding Working With Applications Copying A Gantt Chart Image Copying Table Data Watsonia Publishing - iv - Contents

7 Copying To Microsoft Excel Linking To Microsoft Excel Exporting To Microsoft Excel Exporting To Excel Using A Map Importing Data From Excel Chapter 11 Working Collaboratively Understanding Collaboration Options Adding A Contact As A Resource Working With A Contact Resource Syncing Tasks With SharePoint Working With A Synced Task List Chapter 12 Microsoft Project VBA Understanding Project VBA Accessing The Developer Tab Recording A Macro Running A Macro Editing A Macro Running An Edited Macro Localising A Macro Running A Localised Macro Watsonia Publishing - v - Contents

8 NOTES: Watsonia Publishing - vi - Contents

9 CHAPTER 1 CUSTOM FIELDS INFOCUS Project provides a huge number of built-in fields. However, you won t always be able to find one that displays the exact information you want or even how you want it to be displayed. When this happens you can create custom fields to track information that the built-in fields don t record. For instance, you can create fields with lookup tables, fields that display information visually, and quite a lot more. In this session you will: gain an understanding of the custom fields learn how to create and name custom fields learn how to insert custom fields learn how to use a formula in a custom field to calculate a field value learn how to modify formulas in custom fields learn how to test a formula in a custom field gain an understanding of graphical indicator custom fields learn how to create custom fields with graphical indicators learn how to create a lookup custom field learn how to create a code mask for an outline code lookup table learn how to enter values in a lookup table learn how to use a lookup table. Watsonia Publishing Page 1 Chapter 1 - Custom Fields

10 UNDERSTANDING CUSTOM FIELDS Although Project comes complete with a myriad of fields, you may find situations when there isn t a built-in field available for tracking the specific information you need for your project. This is where custom fields are useful. For instance, you can use formulas to calculate values or build lists of values from which you can choose. Like built-in fields, custom fields come in various data types. Available Task custom fields for the selected data Type (Text), hence the default field names Text1, Text2, etc. The Custom Fields Dialog Box Although you can quickly create simple custom fields using the Insert Column or Add New Column features, if you need to create more complex custom fields you will need to use the Custom Fields dialog box, as shown above, which is available via the Custom Fields command on the Project tab. Field type Data type Custom attributes Calculation for task and group summary rows or Calculation for assignment rows Values to display The first thing you must specify when creating a new custom field is the view in which it will be available. For instance, Task custom fields will appear in Task views, while Resource custom fields will appear in Resource views. You can specify the data type for the custom field based on what you are storing in the field. Cost holds money; Date hold dates; Duration holds the same type of data as the Duration field you ve seen in a Gantt Chart; Start and Finish fields are usually used by Project for storing start and finish dates for interim plans but if you don t use interim plans, you can use these fields to store other custom dates; Flag fields are used to tag tasks or resources with Yes/No values (such as whether a task is being done at a fixed price or for tasks that you need to do extra quality assurance on); Number stores numbers other than cost and duration (e.g. the square metres of walls to be painted); Text fields can store up to 255 characters; and Outline Code fields are a special type which you can use to set up a hierarchy of values such as department numbers. You can use these options to either create a Lookup table of valid values to pick from or assign a Formula to a custom field to calculate values. You can specify how you want Project to calculate task and summary rows. For instance, you could have Project roll up the values to the summary row, like the Duration does or you could use a formula to calculate it. Alternatively, you could tell Project how to calculate the values for assignment rows down from the task value. You can choose to display the values in the custom fields as either data or graphical indicators, such as red, orange and green circles. Watsonia Publishing Page 2 Chapter 1 - Custom Fields

11 Open File CREATING CUSTOM FIELDS Custom fields are initially named with a default name that identifies the data type on which they are based. For instance, the Cost1 field is based on the Cost data type, while the Text1 fields is based on the Text data type. To make a custom field easier to use the first thing you will need to do is to rename it to something more meaningful. 2 Before starting this exercise you MUST open the file Custom Fields_1.mpp Click on the Project tab, then click on Custom Fields in the Properties group to display the Custom Fields dialog box Let s create two fields for tracking workers output Ensure that Task is selected in Field, then click on the drop arrow for Type and select Number to display the custom number fields Ensure that Number1 is selected in Field, then click on [Rename] to display the Rename Field dialog box Type Area (sq m), then click on [OK] to rename it Notice that the field s new name appears, followed by its default name Repeat steps 3 and 4 to rename Number2 as Avg Area Per Day Click on [OK] to close the Custom Fields dialog box To create a custom field: 1. Click on the Project tab, then click on Custom Fields in the Properties group 2. Click on Task or Resource 3. Select the appropriate Data type, click on the field name, click on [Rename], then type the new field name You can make as many or as few custom fields as desired while you have the Custom Fields dialog box open. Watsonia Publishing Page 3 Chapter 1 - Custom Fields

12 Same File INSERTING CUSTOM FIELDS Once you have created a custom field, you are then ready to insert it into the appropriate table. Like built-in fields, you can search for them using the Insert Column command by typing the start of their field name. You can also locate them by searching on their default field name. This is extremely helpful if you know you ve created a Cost field, for example, but can t recall its name. Continue using the previous file with this exercise, or open the file Custom Fields_2.mpp... Click on the View tab, click on Gantt Chart in the Task Views group, then click on Tables in the Data group and select Tracking to display the Tracking table Right-click on the Act. Start column, select Insert Column, then type ar Notice that the field s new name precedes the default name which is shown in parentheses Press to insert the Area (sq m) column Let s insert the second field but this time we ll search on the default field name Repeat step 2, but this time type num Now all of the Number custom fields will be listed Click on (Avg Area Per Day) to insert this custom field To insert a custom field: 1. Right-click on the heading of the column to the right of where you want to insert the custom field 2. Click on Insert Column 3. Start typing the field name or default field name, then click on the desired field Before adding custom fields to a standard table, you might wish to save the table as a new table. To do this, click on the View tab, click on Tables, select Save Fields as a New Table, then type a new name. Watsonia Publishing Page 4 Chapter 1 - Custom Fields

13 Same File CREATING A FORMULA IN A CUSTOM FIELD If you want to display or work with values that do not exist in fields, you can create a custom field and add a formula to create the desired values. For instance, in this exercise we will add a formula to our Avg Area Per Day custom field to calculate the average area per day value. The formula we want to create is the area in square metres divided by the actual duration. Continue using the previous file with this exercise, or open the file Custom Fields_3.mpp... In the Tracking table, under Fit Out click in the Area (sq m) column for Paint External and type 710, click in the Area (sq m) column for Paint internals and type 925, then press Display the Custom Fields dialog box, select Number in Type, click on Avg Area Per Day, then click on [Formula] to display the Formula dialog box Click on [Field], then select Number > Custom Number > Area (sq m) (Number1) Click on [ / ] to insert the division symbol, then click on [Field] and select Duration > Actual Duration Click on [OK] A message will display warning you that existing data in the Avg Area Per Day field will be deleted. This is fine as we don t have any data in this field Click on [OK] to close the message, then on [OK] to close the dialog box We have created an error which we will fix in the next exercise To create a formula in a custom field: 1. Click on the Project tab, click on Custom Fields, click on the field, then click on [Formula] 2. Enter the formula using the [Field], [Function] and mathematical buttons 3. Click on [OK] There are various functions that you can use in custom field formulas. For example, you can include IF THEN clauses, convert values, or format dates and numbers. Before creating a formula for a custom field, ensure that the field is not selected in the table. Watsonia Publishing Page 5 Chapter 1 - Custom Fields

14 Same File MODIFYING A FORMULA You must check the values that appear in a custom formula field. If you have made an error, #ERROR may display. This makes it easy to see when something is wrong like in our case where we divided the area by zero (as Act.Dur. are 0 days) which is mathematically impossible. Instead, we ll insert an IF THEN statement into the formula to test when Actual Duration is zero. 2 Continue using the previous file with this exercise, or open the file Custom Fields_4.mpp... In the Tracking table, display the Custom Fields dialog box, select Number in Type, click on Avg Area Per Day, then click on [Formula] to display the Formula dialog box Click at the start of the formula, then click on [Function] > General > IIf( to insert the If Then statement Double-click on expression, click on [Field] and insert Duration > Actual Duration, then type >0 (zero) to enter the test If the test is true we want to run the formula... Select [Number1]/[Actual Duration], then press + to cut the formula Double-click on truepart, then press + to paste the formula If it s false we ll make it zero Double-click on falsepart, then type 0 Click on [OK], then click on [OK] The Act. Dur fields are currently 0 days so the formula appears to be working 6 7 To modify a formula in a custom field: 1. Click on the Project tab, click on Custom Fields, click on the field, then click on [Formula] 2. Alter the formula as necessary using the [Field], [Function] and mathematical buttons IIf statements have three components: the expression represents the test (is Act. Dur > 0?), truepart says what will happen when the test is true (if Act.Dur > 0, then do this ), and falsepart says what will happen when the test is false (if Act.Dur <= 0, then do this ). Watsonia Publishing Page 6 Chapter 1 - Custom Fields

15 Same File TESTING A FORMULA When you insert a formula into a custom field, it is important that you test for all situations. In the previous exercise we determined that we needed an IF THEN statement to test for cases when the actual duration is 0 days so that we wouldn t be trying to divide a value by 0. Now we must test that the formula works when the actual duration is greater than 0 days. Continue using the previous file with this exercise, or open the file Custom Fields_5.mpp... In the Tracking table, under Fit Out, click in the Act. Dur. Column for Paint External and type 2.5, press, then type 4 to add the value for Paint internals 1 3 If 710 m 2 have been painted in 2.5 days, the average area per day should be 284 m 2 (710 / 2.5) not 0.59 m 2, while the internal painting should be m 2 rather than 0.48 m 2. Now that Act. Dur. have values, we see that the Avg Area Per Day has values; however, the values are too low Display the Formula dialog box for the Avg Area Per Day custom field Project calculates Duration fields in minutes so we must convert our formula accordingly. To do this we must divide Actual Duration by 480 to convert it back to an 8-hour work day Alter the truepart of the formula as shown Click on [OK] and then on [OK] The formula is definitely working correctly now 4 Replace IIf ( [Actual Duration] > 0, [Number1] / [Actual Duration], 0 ) with IIf ( [Actual Duration] > 0, [Number1] / ( [Actual Duration] / 480 ), 0) To test a formula: 1. Enter values into the relevant fields to check that all components in the statement are tested 2. Use a calculator, if necessary, to ensure that calculated values are correct To calculate the Duration of one work day (8 hours) is 8 x 60 minutes = 480 minutes. Therefore, the duration for 2.5 days is Watsonia Publishing Page 7 Chapter 1 - Custom Fields

16 UNDERSTANDING GRAPHICAL INDICATOR CUSTOM FIELDS Graphical indicator custom fields let you display the value of a field graphically rather than numerically. For example, you might use red images to highlight specific issues with tasks, such as finishing late. Using the Graphical Indicators dialog box you enter tests that Project will evaluate to determine which test passes and hence which image it will insert into the field. How Graphical Indicators Work We have inserted a custom field called Cost Status into the standard Variance table. By using a formula, we have set this field to be equivalent to the standard Cost Variance field (by simply selecting [Cost Variance] in the Formula dialog box). However, we don t want to see the actual cost variance in the table; otherwise, we would have simply inserted this field in the table. Instead, we d like to see an overview of how each task is performing and we will achieve this by adding graphical indicators to the custom field. This will enable us to see at a glance tasks that are under budget (a green image will show when the cost variance is less than $0), tasks that are on track (an orange image will show when the cost variance is less than or equal to $750), and tasks that are over budget (a red image will show when the cost variance is greater than $750). Graphical Indicator Tests To create a graphical indicator custom field, you will need to access the Custom Fields dialog box, then click on [Graphical Indicators] to open the Graphical Indicators dialog box for the selected field, as shown below. This dialog box requires you to enter the appropriate tests that will be evaluated so that Project can then insert the graphical image that represents the positive state of the test. You will need to set tests for each of these row types. These tests must cover all possible Values. The appropriate Image will display in the custom field based on which test is positive. There are several important things to note when entering tests into the Graphical Indicators dialog box. You must specify as many tests as are necessary to cover all possible values of the particular field. For instance, we have three tests to cover all situations for the Cost Status field as specified above. You must enter the tests into the dialog box in the correct order. Project works by evaluating the top test first and if that test passes, Project will insert the specified image into the field. If the first test fails, Project moves onto the second test, evaluates it and if it passes, inserts the image specified for that test. This continues until all tests have been evaluated, if necessary, and an image has been inserted into the custom field in the table. You will need to enter tests for the three types of rows: nonsummary rows (which are simply all of the work tasks), summary rows and the project summary. To do this you will need to access the Graphical Indicators dialog box three separate times, one for each of the different types of rows. If you want to use the same criteria in the Summary rows as you entered for the nonsummary rows, you can simply click on Summary rows inherit criteria from nonsummary rows. Likewise, you can use the same criteria in the Project summary as you entered for the summary rows by clicking on Project summary inherits criteria from summary rows. Watsonia Publishing Page 8 Chapter 1 - Custom Fields

17 Open File CREATING GRAPHICAL INDICATOR CUSTOM FIELDS Project table data typically appears as rows of data. But if you would like to see at a glance how tasks are tracking, you can display custom field values graphically rather than numerically. In this exercise, we will add graphical indicators to a custom field so that we can see which tasks are under, on or over budget. Before starting this exercise you MUST open the file Custom Fields_6.mpp Display the Variance table, right-click on the Cost Status heading and select Custom Fields, then click on [Graphical Indicators] to display the Graphical Indicators dialog box for this field Click on the drop arrow for Test for and select is less than or equal to, type 0 in Value(s), then select the green circle in Image this will show under budget tasks Insert the other two tests, as shown, selecting orange and red images respectively Click on [OK], click on [Graphical Indicators], then click on Summary rows Click on Summary rows inherit, then click on [Yes] so they use the same tests as the work tasks Repeat step 4 but click on Project summary, then ensure that Project summary inherits appears ticked Click on [OK] for each dialog box, then click in another field so you can see the results To insert graphical indicators into a custom field: 1. Right-click on the custom field heading and select Custom Fields, then click on [Graphical Indicators] 2. Insert tests for nonsummary rows, summary rows and the project summary You can create a custom field (using a formula to make it equivalent to the standard Finish Variance field) to show graphically all tasks that finished ahead of schedule (is less than or equal to 0d), on time (is less than or equal to 5d), or late (is greater than 5d). Watsonia Publishing Page 9 Chapter 1 - Custom Fields

18 Same File CREATING A LOOKUP CUSTOM FIELD You can make data entry faster and more accurate by creating lookup tables of valid options from which to choose. Lookup tables work for all custom fields types except flag fields as they have only two options: yes and no. For outline fields, which we ll use, you can set up a template for the rules that the field values have to follow. We ll start by creating an outline code field. 2 Continue using the previous file with this exercise, or open the file Custom Fields_7.mpp... Click on the Project tab, click on Custom Fields, then select Outline Code in Type Ensure that Outline Code1 is selected, click on [Rename], type Account Code in New name for, then click on [OK] Now we need to specify that this is a lookup table field Click on [Lookup] under Custom attributes to display the Edit Lookup Table dialog box Here you can either simply enter the values and description in the rows, or first set up a code mask to define the rules that each code must comply with Click on + beside Code mask (optional) at the top of the dialog box to expand this section Now you can see the code preview as well as have access to the [Edit Mask] command. Leave this dialog box open for the next exercise 4 To create a custom field with a lookup table: 1. Click on the Project tab, then click on Custom Fields in the Properties group 2. Select the appropriate Data type, then rename the new field 3. Click on [Lookup], then enter the required values and descriptions Outline code custom fields contain an alphanumeric code that you define to represent a hierarchical structure of tasks or resources. You can use them to group tasks or resources. For example, you can create outline codes to represent job codes or accounting cost codes associated with tasks. Watsonia Publishing Page 10 Chapter 1 - Custom Fields

19 CREATING AN OUTLINE CODE MASK When you are creating a lookup table for an outline code custom field, you can choose to create a code mask. A code mask is a template that comprises the rules that all values for this outline code must follow. We ll define two outline levels: the first comprising four characters and the second comprising three numbers. Continue using the previous file with this exercise... Click on [Edit Mask] to display the Code Mask Definition dialog box Let s define Level 1 Ensure that Characters is selected in Sequence, then click in Length and type 4, leaving the full stop as the Separator Click in Sequence in the next row, click on the drop arrow and select Numbers, then type 3 in Length Click on [OK] to return to the Edit Lookup Table dialog box Leave this dialog box open for the next exercise 3 Notice the code preview: the asterisks (*) represent the four characters and the 1s represent the three numbers in the code. 4 To create a code mask for an outline code field: 1. Display the Custom Fields dialog box for the field 2. Click on [Lookup], expand Code mask, then click on [Edit Mask] 3. Specify the levels, each with their sequence, length and separator You can specify as many outline levels as required for an outline code lookup table. In the Sequence field you can choose from Characters, Numbers, Uppercase Letters and Lowercase Letters. Watsonia Publishing Page 11 Chapter 1 - Custom Fields

20 ENTERING LOOKUP TABLE VALUES Using the Edit Lookup Table dialog box you can add the required values and their descriptions to the lookup table. Because we created a code mask in the previous exercise, we need to enter the values carefully so that they conform to the rules specified in the mask. As well as adding values, you can also specify other options such as the display order, default value, and more. 2 Continue using the previous file with this exercise... In the Edit Lookup Table dialog box, type Plan in the first Value field, then click in Description and type Planning Type 100 in the second Value field, then click in Description The value will be red because you haven t typed four characters. We need to tell Project this value is actually a second level value Click on Indent (right pointing arrow), then type Residential Planning Type 200 in the next Value field, then type Industrial Planning in Description Type Cons in the next Value field, then click in Description Again you ll get another error. This time the value must be outdented to level 1 Click on Outdent, type Construction in Description, then complete the details as shown Expand Data entry options, then click on Allow only codes that have no subordinate values so it appears ticked Click on [Close], then click on [OK] 6 To enter values in an outline code lookup table: 1. Display the Custom Fields dialog box for the field, then click on [Lookup] 2. Type the values (in/outdenting as needed) and descriptions obeying the code mask if one has been set 3. Set other options as required To enter details in the outline code rows that contain very similar details, use the Copy Row and Paste Row tools in the Edit Lookup Table dialog box. Ensure that the Display indenting in lookup table option is selected. Watsonia Publishing Page 12 Chapter 1 - Custom Fields

21 Same File USING A LOOKUP TABLE Custom fields with lookup tables enable users to quickly and accurately insert values into the fields. Although you can select the desired lookup value for each cell individually, Project does provide some features to ensure data entry can be even quicker. You can drag to automatically fill consecutive records with the same value or you can use copy and paste for non-consecutive fields. 2 Continue using the previous file with this exercise, or open the file Custom Fields_8.mpp... Display the Entry table, then insert the Account Code field to the left of the Duration column Click on the Account Code drop arrow for the Create Site Plans task to see a list of available options Notice the indenting of the options and notice also that the level 1 codes are greyed out meaning that they can t be selected. This is because we specified that only options without subordinates can be selected Click on 200 under Planning to enter this value Let s quickly fill the other tasks under Plans and Site Point to the small square in the bottom right corner of the Plan 200 field, then click and drag down to the Pour Slab task Release the mouse button to enter this value in each task If desired, we could continue entering the Account Codes for other tasks To use a custom field with a lookup table: 1. Insert the custom field 2. Click on the drop arrow for the field and select the desired option If you know the exact outline code in a lookup table, you can manually enter it into the field. For example, to enter the Residential Construction account code from our exercise you would need to type Cons.100 or cons.200 as our code doesn t differentiate between upper and lower case. Watsonia Publishing Page 13 Chapter 1 - Custom Fields

22 NOTES: Watsonia Publishing Page 14 Chapter 1 - Custom Fields

23 CHAPTER 2 WBS CODES INFOCUS A Work Breakdown Structure (WBS) is the hierarchical mapping of a project showing the tasks that must be completed in order to deliver on the project. Each level in the WBS and each task within each level is identified by a unique WBS code. When you create tasks in a project, Project automatically generates unique WBS codes and stores them in the WBS field. By default, these codes are identical to the Outline Code that Project also generates. If your organisation has defined its own WBS numbering schema, you can create and use custom WBS codes by entering your company s WBS format rules in the WBS mask. In this session you will: gain an understanding of Work Breakdown Structures (WBS) and WBS codes learn how to create WBS codes learn how to work with tasks that have custom WBS codes learn how to renumber custom WBS codes learn how to edit custom WBS codes. Watsonia Publishing Page 15 Chapter 2 - WBS Codes

24 UNDERSTANDING WBS CODES A work breakdown structure (WBS) is the dissection of a project (such as the construction of a house) into parts or major functional deliverables (like the completion of internal works or external works), and subdividing those deliverables into smaller sub-deliverables (such as painting the walls or pouring the slab). Each item in the hierarchy is identified by a unique WBS code. What Is A Work Breakdown Structure (WBS)? According to the Project Management Institute (which is, among other things, responsible for establishing project management standards) the work breakdown structure is "a deliverable-oriented hierarchical decomposition of the work to be executed by the project team". In simple terms a WBS is an outline or map of the specific project. The WBS starts with the project as the top level deliverable and is further broken down into a hierarchy of sub-deliverables. For example, the sample below shows part of a WBS for a house construction project, where the finished house is the major deliverable. To complete the house, sub-deliverables are identified which are further decomposed until a single person or group can be assigned to complete the task. Construction of a House WBS Codes 1. Internal 1.1 Electrical Rough-in electrical Install and terminate HVAC equipment 2. Foundation 2.1 Excavate Pour Concrete Cure & Strip Forms 2.2 WBS codes are the codes that are used to number the tasks in the project. By default, Project automatically generates outline numbers for each task you create and stores these in the Outline Number field. Project also has a WBS field, which in its default state, is equivalent to the Outline Number field. Both of these default fields are shown in the table below. If a work package (that is, a summary task and its list of tasks needed to produce the specific unit of work) is moved in the schedule, Project will automatically renumber the WBS codes that are assigned to these tasks so that the top level numbers remain consecutive in the schedule. If you do not want Project renumbering these codes, you will need to create and use custom WBS codes. Watsonia Publishing Page 16 Chapter 2 - WBS Codes

25 Open File CREATING WBS CODES If your company has a WBS numbering schema, you can create custom WBS codes instead of using Project s default codes. To create custom WBS codes you can customise the WBS code format by using the WBS code mask. The mask contains numbers or characters for each outline level with separators between the levels. Before starting this exercise you MUST open the file WBS Codes_1.mpp Click on the View tab, click on Tables in the Data group and ensure Entry is selected, click on the Project tab, then click on WBS in the Properties group and select Define Code to display the WBS Code Definition dialog box Type B in Project Code Prefix Let s assume we re building four houses (A-D) and this is the second house so we ll prefix all codes with B Click in the first Sequence field, click on the drop arrow and select Uppercase Letters (ordered), then select the dash symbol in Separator Repeat step 3 to create Level 2 as shown, ensure the two checkboxes appear ticked, then click on [OK] Let s insert the WBS column Right-click on the Outline Number column header, click on Insert Column, type w then click on WBS to insert this field 1 The Code preview builds up as you select options in the dialog box. 4 5 You can have Project generate new WBS codes for new tasks by selecting the first option. Selecting the second option gets Project to verify the uniqueness of manually entered WBS codes as they are entered. Our custom WBS codes have been automatically generated To create custom WBS codes: 1. Click on the Project tab, then click on WBS in the Properties group and select Define Code 2. Specify the levels, each with their sequence, length and separator A WBS code can comprise up to 255 characters which is sufficient to handle even the most complex WBS structure. For projects that are part of a larger program, you can enter a project-level code in Project Code Prefix that will be a prefix for all tasks in the project, or you can leave it blank. Watsonia Publishing Page 17 Chapter 2 - WBS Codes

26 Same File ALTERING TASKS WITH CUSTOM WBS CODES It is advisable to ensure that the tasks in your project schedule are as stable as possible before adding custom WBS codes to minimise the effort it will take to correct them. Once added and you insert a new task, Project will automatically allocate the next highest WBS code for the work package. However, if you delete or move a task, Project will not renumber the tasks. Continue using the previous file with this exercise, or open the file WBS Codes_2.mpp... Right-click on the Organise Materials task under Plans and Site and select Insert task to insert a new task above this task Project has automatically assigned the next highest code for this work package (summary task group) BA-009. Notice, however, that the default Outline Number is numbered correctly. Let s delete a task Right-click on the Lay Foundations task and select Delete task to delete this task The WBS numbering of the tasks in this work package won t change but again the Outline Numbers do Click on Undo to redisplay the Lay Foundations task Let s move the task Click on the task ID for the Lay Foundations task to select the task, then click and drag the task ID up so that the task is located above the Prepare Site task in this work package The task has retained its original code even though it is no longer in sequence To alter tasks with custom WBS codes: If necessary you can insert new tasks, delete unwanted tasks and move tasks If you move a task from one work package to another (not a recommended practice), Project will change the prefix code to match the new work package. The final part of the code may change if it would be a duplicate of an existing task within the package. Watsonia Publishing Page 18 Chapter 2 - WBS Codes

27 Same File RENUMBERING WBS CODES When you insert, delete and move tasks in the project schedule, custom WBS codes are not automatically renumbered. Project doesn t alter the WBS codes in these situations in case they are used in documents or other systems that are not linked to your Project file. If you wish to renumber the codes, however, you can do so by using the Renumbering command. 2 Continue using the previous file with this exercise, or open the file WBS Codes_3.mpp... Study the WBS codes: Plans and Site are labelled BA, To Lock Up is BB and Fit Out is BC Let s alter these codes Click on the To Lock Up summary task, click on the Task tab, then click on Indent Task in the Schedule group The summary task will be renumbered with the next BA number while its subtasks will be allocated the default level 3 Outline Code format since we defined only two levels of WBS codes Click on Outdent Task to reverse the previous step The summary task has been renumbered with the next available code BD. Let s number the table Click on the Project tab, then click on WBS in the Properties group and select Renumber to display the WBS Renumber dialog box Click on [OK], then click on [Yes] to renumber the project To renumber custom WBS codes: 1. Click on the Project tab, then click on WBS in the Properties group and select Renumber 2. Click on Entire project, then click on [OK] Project has made provision for you to renumber selected tasks in the WBS Renumber dialog box. However, at the time of printing, this option didn t appear to work properly. Selecting adjacent tasks and then choosing Selected tasks renumbered all tasks rather than just the selected ones. Watsonia Publishing Page 19 Chapter 2 - WBS Codes

28 Same File EDITING CUSTOM WBS CODES The codes generated using the code mask are not fixed. You can easily edit them at any stage if desired. If you want to alter the code that identifies all tasks in a particular work package, you simply select the summary task and edit the code shown in the Summary Task Information dialog box. Alternatively, you can change the code to distinguish an individual task. Continue using the previous file with this exercise, or open the file WBS Codes_4.mpp... Double-click on any field in the <New Task> row (except the row number) to open the Task Information dialog box Click on the Custom Fields tab to see a list of custom fields in the project, including the WBS field Click in the Value field for WBS to select the field, then click again to the right of 005 to position the cursor Let s change this code to BA-010 Press twice to delete 5 then 0, then type 10 and press Click on [OK] to rename the code Repeat the above steps to rename the Plans and Site summary task from BA to BPLAN All tasks in this work package will be renamed with the new prefix. Notice also that <New Task> has retained its new number You can only edit the last segment of the custom code in this dialog box; the higher-level segment is derived from the higher-level summary task. 6 To edit custom WBS codes: 1. Double-click on the task (to edit it) or on the summary task (to edit all tasks in the work package) 2. Click on the Custom Fields tab, then alter the Value for the WBS field as desired If you renumber the project after editing any of the custom WBS codes, you will lose your editing and they will be renamed based on the WBS mask. Changing major phases to an abbreviation or acronym for the phase s name makes it easier to realise a task s place in the WBS. Watsonia Publishing Page 20 Chapter 2 - WBS Codes

29 CHAPTER 3 CUSTOM VIEWS INFOCUS Although Project provides quite a few views for analysing your project data, you can display and communicate this data in many different ways through the creation of custom views. In this chapter we will create a custom view that will display open tasks and will provide a look-ahead for tasks that will be starting within the next two months. Project managers would probably find this type of view useful for projecting during a team meeting. To create this view, you will create various custom fields, a custom filter, a custom group and a custom table. In this session you will: learn how to alter the project start date and create custom fields required for the custom view learn how to create a custom filter required for the custom view learn how to create a custom group required for the custom view learn how to create a custom table required for the custom view learn how to create a custom view with a custom filter, group and table learn how to remove a custom view and its custom filter, table and group. Watsonia Publishing Page 21 Chapter 3 - Custom Views

30 Open File PREPARING FOR THE CUSTOM VIEW Because we want to create a view that looks at current tasks and those beginning in the next two months, we will need to ensure that the tasks appear with an appropriate start date. Otherwise, the view may not display any data. To ensure this you will probably need to alter the start date of the project. You will also need to create several custom fields which will be needed for the filter and group. Before starting this exercise you MUST open the file Custom Views_1.mpp Click on the View tab, then ensure that the Entry table is displayed in Gantt Chart view 3 Type Rename to Formula Date NOW+60 NOW()+60 Text IPT Text Owner Let s alter the project start date to next Monday Click on the Project tab, click on Project Information in the Properties group, select next Monday s date in Start date, then click on [OK] Let s create the custom fields that we ll need On the Project tab, click on Custom Fields, then create the three fields with the details as shown Insert the IPT and Owner custom fields into the table, then enter the details as shown Hide the IPT and Owner columns Leave this file open for the next exercise 4 To alter the project s start date: 1. Click on the Project tab, then click on Project Information in the Properties group 2. Type the appropriate date in Start date, then click on [OK] If the tasks start and finish dates do not update to reflect the new project start date, simply click on the Project tab and click on Move Project. Watsonia Publishing Page 22 Chapter 3 - Custom Views

31 CREATING A CUSTOM FILTER FOR THE VIEW If you are working on a complex project with several thousand lines of schedule activities, it would be difficult to extract relevant data if you had to scroll endlessly through the Gantt Chart view. Instead, as the first step for creating a new view to overcome this problem, we will build a filter that shows tasks where Scheduled Start is less than or equal to the custom date field NOW+60. Continue using the previous file with this exercise... Click on the View tab, then click on Filter in the Data group and select More Filters to display the More Filters dialog box Ensure that Task is selected, then click on [New] to display the Filter Definition dialog box Type 60 Day Look Ahead in Name, then ensure that Show in menu is ticked Click in the first blank cell under Field Name, then click on the drop arrow and select Scheduled Start Click in Test, then click on the drop arrow and select is less than or equal to Click in Value(s), then click on the drop arrow and select [NOW+60(Date1)] Click on [Save] to save the custom filter and add it to the More Filters dialog box We won t apply the filter yet Click on [Close] Leave this file open for the next exercise To create a custom filter: 1. Click on the View tab, then click on the drop arrow for Filter and select New Filter 2. Specify a name, field, test and value for the filter 3. Click on [Save] If you want to create a look-ahead view for a different time period, say the next fortnight, you can simply change the formula in the custom date field from 60 to 14. Watsonia Publishing Page 23 Chapter 3 - Custom Views

32 CREATING A CUSTOM GROUP FOR THE VIEW As well as showing only current tasks and those starting in the next two months, we want to group this data by the Integrated Product Team (the IPS custom text field you created previously) and then by Owner (the second custom text field you created). To do this, we will need to define a new custom group. Continue using the previous file with this exercise... Click on the View tab, then click on Group By in the Data group and select More Groups to display the More Groups dialog box Ensure that Task is selected, then click on [New] to display the Group Definition dialog box Type 60 Day Look Ahead in Name, then ensure that Show in menu is ticked Click in Field Name for Group By, then click on the drop arrow and select IPT Repeat step 4 to enter Owner in Then By Let s format the Owner cell Click on the drop arrow for Cell background and select Blue under Standard Colours Click on [Save] to save the custom group and add it to the More Groups dialog box We won t apply this group yet Click on [Close] Leave this file open for the next exercise To create a custom group: 1. Click on the View tab, then click on the drop arrow for Group By and select New Group By 2. Specify a name, then field/s to group by 3. Alter the formatting as desired, then click on [Save] Custom groups include three elements: field name, field type and an order. For example, you might create a group that shows the Baseline Work (field), tasks (field type) in descending order. This would list tasks in order from the most work hours required to the least. Watsonia Publishing Page 24 Chapter 3 - Custom Views

33 CREATING A CUSTOM TABLE FOR THE VIEW There is one final component that you will need to create prior to creating the custom view. This is the custom table that will display when you apply the new custom view. When creating a custom table, you can specify as many fields as you require as well as their formatting. Continue using the previous file with this exercise... Click on the View tab, then click on Tables in the Data group and select More Tables to display the More Tables dialog box Ensure that Task is selected, then click on [New] to display the Table Definition dialog box Type 60 Day Look Ahead in Name, then ensure that Show in menu is not ticked Enter the field details and tick boxes as shown Click on [OK] to create the table and add it to the More Tables dialog box We won t apply this table yet Click on [Close] Leave this file open for the next exercise 4 5 To create a custom table: 1. Click on the View tab, then click on the drop arrow for Table and select More Tables 2. Click on [New], then specify a name and required fields 3. Click on [Save] Once a table is created, columns can be added and deleted from the view just by inserting and hiding columns working directly in the custom view. For instance, it might be handy to insert a custom field with graphical indicators to show the status of the tasks. Watsonia Publishing Page 25 Chapter 3 - Custom Views

34 CREATING THE CUSTOM VIEW After creating the various components required for a custom view, you are now ready to create the view. To do this you will use a very similar method to what you have been using for the previous exercises except that now you will apply each of the components to the view. This should be straightforward as we have named each item with the same name that we will give to the new view. 6 Continue using the previous file with this exercise... Click on the View tab, then click on Other Views in the Task Views group and select More Views to display the More Views dialog box Click on [New] to display the Define New View dialog box Click on [OK] to create a single view Type 60 Day Look Ahead in Name, then ensure that Gantt Chart is selected in Screen Click on the drop arrow for Table and select 60 Day Look Ahead Repeat step 5 to select the 60 Day Look Ahead group and filter Ensure that Show in menu is ticked, click on [OK], then click on [Apply] to create and apply the view On the View tab, click on the drop arrow for Gantt Chart in the Task Views group to see that the 60 Day Look Ahead view is shown in the menu under Custom 7 8 To create a custom view: 1. Click on the View tab, then click on Other Views and select More Views 2. Click on [New] 3. Specify the name, screen, custom table, custom group and custom filter as desired 4. Click on [OK] If you need to create a new custom resource view, click on the View tab, click on Other Views in the Resource Views group and select More Views to see the More Views dialog box. Watsonia Publishing Page 26 Chapter 3 - Custom Views

35 REMOVING A CUSTOM VIEW AND ITS COMPONENTS While performing day-to-day project schedule management activities, you may create several custom views, tables, filters or groups to help visualise or present the information in your project in various ways. If you no longer require a specific view and its components in a project, you can remove them easily using the Organiser. We will also remove the custom fields that we created. Continue using the previous file with this exercise... On the View tab, switch to Gantt Chart view This will select a different table and turn off the filter and group by options Click on Tables in the Data group and select More Tables, then click on [Organiser] to display the Organiser Ensure that 60 Day Look Ahead is selected in Custom Views_1, click on [Delete], then click on [Yes] Click on the Filters tab, then repeat step 3 to delete the 60 Day Look Ahead filter Repeat step 5 to delete the 60 Day Look Ahead group and view Let s delete the three custom fields now Click on the Fields tab in the Organiser Select each field, click on [Delete] and on [OK], then close all open dialog boxes 2 Deleting the item from the Global template will remove it from the menu. 6 You can also delete custom fields by displaying the Custom Fields dialog box, selecting the field and clicking on [Delete]. To delete a custom view and its components: 1. Ensure that none of the items is in use 2. Display the Organiser, then display the desired tab 3. Select the item and click on [Delete] 4. If necessary delete the item from Global.MPT as well Before deleting a specific view, table, filter, group or custom field, you must ensure that none of them are in use. Watsonia Publishing Page 27 Chapter 3 - Custom Views

36 NOTES: Watsonia Publishing Page 28 Chapter 3 - Custom Views

37 CHAPTER 4 GRAPHICAL REPORTS INFOCUS Project provides two types of reports: graphical reports and visual reports. Although reporting on similar information, you use these reports for different reasons. Project s graphical reports are ideal for viewing project status. They produce dashboard views of data where project data can appear in several formats within a single graphical report. Visual reports, on the other hand, are ideal when you want to look at project performance from different angles. In addition to the built-in graphical reports, Project also features a very powerful custom report generator which allows you to create your own reports and apply them not only to the project in which they were created, but to all other projects as well. In this session you will: gain an understanding of graphical reports gain an understanding of how graphical reports work learn how to run a standard report learn how to format a chart object on a report learn how to use the Fields List settings to manipulate the data in a report object learn how to apply report filters learn how to clone a built-in graphical report into a custom report learn how to create a new graphical report from scratch learn how to enhance the appearance of a graphical report learn how to make a custom report available to other projects learn how to delete an unwanted report. Watsonia Publishing Page 29 Chapter 4 - Graphical Reports

38 UNDERSTANDING GRAPHICAL REPORTS Your project most likely contains a great deal of information that you will need to convey to other people you work with. A convenient way of doing this is through reports. In Project there are many built-in graphical reports that you can use to show the status of your project. In addition, you can modify these reports to create your own custom reports or build entirely new reports from scratch. The Report Ribbon Tab Access to Project s graphical reports is achieved via the View Reports group on the Report tab on the ribbon. Visual reports, which enable you to look at project performance from different angles, are covered in a later chapter. The View Reports group contains eight commands, each with a drop down menu providing access to either specific reports or further options for viewing or building reports. COMMAND New Report Dashboards Resources Costs In Progress Getting Started Custom Recent DESCRIPTION The New Report command lets you create custom reports based on four styles: blank report, one based on a table, one based on a chart, and one comparing two charts side-by-side. A dashboard report provides access to several key aspects of a project on the one screen. There are five standard reports here: Burndown (completed tasks and what s left to be done), Cost Overview (current cost status of your project and its top-level tasks), Project Overview (how much of the project is complete, upcoming milestones and late tasks), Upcoming Tasks (work done in the current week, status of remaining tasks that were due, and what tasks are starting next week), and Work Overview (work burndown for the project and the work statistics for all top-level tasks). The Resources command provides you with two reports on resources: Overallocated Resources (work status for overallocated people) and Resource Overview (work status of all people on your project showing how much is complete and what s left to be done). The Costs command provides you with five reports about the costs associated with the project: Cash Flow (costs and cumulative costs per quarter for all top-level tasks), Cost Overruns (cost variance for top-level tasks and work resources, and indicates where actual costs exceed baseline costs), Earned Value Report (earned value, variance and performance indices over time, comparing costs and schedules to a baseline), Resource Cost Overview (cost status of resources showing cost details in a table and cost distribution data in a chart) and Task Cost Overview (cost status of top-level tasks, showing cost details in a table and cost distribution data in a chart). The In Progress command provides project managers with four task based reports that will help you keep your project on track: Critical Tasks (all tightly scheduled tasks that are listed as critical on your project s critical path, meaning that any delay in such tasks will cause the schedule to slip), Late Tasks (all tasks that started or finished later than their scheduled start and finish dates and that aren t progressing as planned), Milestone Report (all tasks in your project that have milestone, showing which of them are late, due or completed), and Slipping Tasks (all tasks in your project that are taking longer to complete than expected and have a finish date that s later than their baseline finish date). The Getting Started command provides information screens advising how to go about performing key operations. There are five sets of getting started topics. The Custom command lists any custom reports that are available in your project. These may be ones specifically created for the current project, or ones created and placed in the global template and therefore available to all projects. The Recent command lists the most recent reports that you have been viewing. Watsonia Publishing Page 30 Chapter 4 - Graphical Reports

39 HOW GRAPHICAL REPORTS WORK You might think that having 16 built-in graphical reports for a product as vast as Project would be a little limiting. However, due to the way that the reports are assembled you ll find them very adaptable and customisable. Once you understand some basic operational theory behind reports you ll be better positioned to take advantage of this most powerful feature of Project. Objects Everywhere Reports in Project are visually appealing with lots of bright colours, varied fonts and graphical elements. They are designed for use on the screen and also for printing. In essence reports are made up of objects that are placed onto the page (screen). These objects may be static, such as text boxes for headings, or dynamic such as tables and charts. The graphical report below contains three dynamic objects two charts and a table. It also contains a number of static text box objects that are used as headings and for descriptive text. You can do many things with these objects. You can move them, copy them, resize them, and even delete them if you no longer require them. You can format them to change things such as font type, size and colour and the inside fill where appropriate. You can also add effects such as shadowing around the outside of the objects. When a chart object is selected there are also special tools displayed that allow you to change the appearance of the chart. Objects that are dynamic are linked to the data fields of your project. Usually when one of these dynamic objects is selected a Field List pane will appear to the right of the screen. The Field List pane allows you to work with the data in fields from either the Tasks or the Resources databases built into Project. The Field List pane shown to the right is working with the fields from the Tasks database. In this pane you can determine which fields will be selected for display in the dynamic object that is selected. Further down the pane you can see options for determining what data from the fields will be used in the report. For example, you can filter the data to see only key information. You can group the field data for further analysis. You can specify which level of data to display you may only want to see summary data for example. The Field List pane also allows you to sort the data in the selected object. In a table, for example, you can sort the data so that it appears alphabetically. Watsonia Publishing Page 31 Chapter 4 - Graphical Reports

40 Open File RUNNING A REPORT Graphical reports in Project are visual and dynamic. As such they are designed to be viewed on the screen and then printed if required at a later time. The reports themselves are found on their own Report tab on the ribbon. Once a report has been chosen, it will be displayed on the screen and one or more additional ribbon tabs will appear with options for working on the report. 1 Before starting this exercise you MUST open the file Reports_1.mpp Click on the Report tab, then click on Costs in the View Reports group to see the standard Cost reports that are available Select Task Cost Overview and spend a few moments studying the report Click on the Cost Distribution chart to select it after a few moments the Field List pane will appear Repeat step 3 and click on the Cost Status chart and the Cost Details table Click on the File tab, then click on Print to see a preview of the report Click on [Print] to print the report Click on the Back arrow to return to the report Click on Gantt Chart in the View group to return to the normal Gantt Chart view 2 This report, which shows costs by task, is made up of three dynamic objects the Cost Status chart at the top left, the Cost Distribution chart at the top right, and the Cost Details table at the bottom. To run a built-in graphical report: 1. Click on the Report tab 2. Click on Dashboards, Resources, Costs or In Progress in the View Reports group 3. Select the desired report If the Field List pane has been closed previously by clicking on its close button, it may not appear when a dynamic object is selected in a report. If this happens, right-click on the object and select Show Field List. Watsonia Publishing Page 32 Chapter 4 - Graphical Reports

41 Same File FORMATTING CHART OBJECTS There s a lot of commonality between Microsoft Office products. When you click on a chart object in a report, three chart tools will appear to the right of the chart. These tools allow you to specify which elements of the chart to display, what style to use, and which values in the chart to show. The tools here are virtually identical to those used in other Microsoft Office 2016 applications. 2 Continue using the previous file with this exercise, or open the file Reports_1.mpp... Click on the Report tab, then click on Costs in the View Reports group and select Task Cost Overview Click on the Cost Distribution chart to select it, then point to the chart to see the three chart tools to the right of the chart Click on the Chart Elements tool to display a flyout menu, then select Chart Title to add a title text box Type Cost Distribution, then click elsewhere on the chart but off the title box Click on the Style tool, then click on the third option to change the chart style Click on the Cost Status chart, then click on the Values tool Click on the tick box for Select All in Categories until it appears unticked, then click on the tick boxes for Site Works and Fit Out Click on [Apply] to apply these changes On the Report Tools: Design tab, click on Gantt Chart in the View group to return to the normal Gantt Chart view 5 8 To format a chart report object: 1. Click on the chart in the report to select it 2. Apply changes using the Chart Elements tool, the Style tool, or the Values tool A chart, or indeed any object, is selected when it appears with squares or circles (known as handles) around its border. Watsonia Publishing Page 33 Chapter 4 - Graphical Reports

42 Same File MANIPULATING REPORT DATA Charts and tables in reports are normally dynamic, meaning that they are based on data and fields that can change. The data can be changed through the project itself by altering things such as dates and costs. The objects in the report can be changed also by applying filters, groupings, sorting and outline levels using the options in the Field List pane. 3 Continue using the previous file with this exercise, or open the file Reports_2.mpp... Click on the Report tab, then click on Costs in the View Reports group and select Task Cost Overview Click on the Cost Details table to see the Field List pane to the right Click on the tick box next to Resource Names in Select Fields to see this field in the table Click on the drop arrow for Outline Level and select All Subtasks to see all of the tasks Click on the drop arrow for Group By and select Complete and Incomplete Tasks Click on the drop arrow for Group By again and select No Group On the Report Tools: Design tab, click on Gantt Chart in the View group to return to the normal Gantt Chart view To manipulate data in a report object: 1. Click on the object to select it 2. Adjust the Select Fields, Filter, Outline Level, Group By, and Sort By settings in the Field List pane as desired Be careful with the settings in the Field List pane. Some of them, especially Outline Level, revert to their default setting as changes are applied. For example, switching off the Group By in our exercise reset the Outline Level back to Level 1. Watsonia Publishing Page 34 Chapter 4 - Graphical Reports

43 Same File FILTERING REPORT DATA Options in the Field List pane allow you to filter the data in the selected report object. Report object filtering provides much the same options as does normal task and resource filtering in a project. There are indeed quite a few options and settings available here for homing in on your data and restricting the output shown in a report. Continue using the previous file with this exercise, or open the file Reports_3.mpp... Click on the Report tab, then click on Costs in the View Reports group and select Task Cost Overview Click on the Cost Details table to see the Field List pane to the right Click on the drop arrow for Filter and select Completed Tasks The Outline Level is still set to Level 1, which in our project is the summary tasks level Click on the drop arrow for Outline Level and select All Subtasks Click on the drop arrow for Filter and select Critical to display only critical tasks On the Report Tools: Design tab, click on Gantt Chart in the View group to return to the normal Gantt Chart view 3 4 To filter data in a report object: 1. Click on the drop arrow for Filter in the Field List pane in a report 2. Click on the desired filter setting Note that objects on a report are not synchronised. For example, there are three dynamic objects in the report we have been using. Changing the settings in the Field List pane only makes changes to the data shown in the currently selected report object. Watsonia Publishing Page 35 Chapter 4 - Graphical Reports

44 Same File CLONING AN EXISTING REPORT If you have manipulated a report to the point where it is producing the information you need, you can clone it so that it becomes your own customised version of that report. There is no Save As operation with reports. To clone a report, you simply rename it with an appropriate name. 2 Continue using the previous file with this exercise, or open the file Reports_4.mpp... Click on the Report tab, then click on Costs in the View Reports group and select Task Cost Overview On the Report Tools: Design tab, click on Manage in the Report group and select Rename Report to display the Rename dialog box Type My Task Cost Details, then click on [OK] Click on the Report tab, then click on Costs in the View Reports group and select Task Cost Overview The original, standard report will appear without any changes that you ve made Click on the Report tab, then click on Custom in the View Reports group and select My Task Cost Details to see your customised report On the Report Tools: Design tab, click on Gantt Chart in the View group to return to the normal Gantt Chart view 4 5 To clone a report: 1. Modify a built-in graphical report as required 2. Click on the Report Tools: Design tab, then click on Manage in the Report group and select Rename Report 3. Type a name and click on [OK] Project places all customised reports in the Custom report listing where it can be accessed whenever required. Watsonia Publishing Page 36 Chapter 4 - Graphical Reports

45 Same File CREATING A NEW REPORT Reports can easily be cloned from existing built-in graphical reports by renaming them. However, if you wish to start with a clean slate, you can use the New Report command on the Report tab to create a new report. There are four report layouts here for you to choose from: blank, with a table, with a chart, and a comparison of two charts side-by-side. Continue using the previous file with this exercise, or open the file Reports_5.mpp... Click on the Report tab, then click on New Report in the View Reports group to display a gallery of options Click on Table to display the Report Name dialog box Type Resource Work Details, then click on [OK] to display the beginnings of a tabular report Click on Resources in the Field List to see the available resource fields Scroll through the fields and click on Start and Finish so they appear unticked Click on the white arrow to the left of Work to see the work fields, then click on Work so it appears ticked Click the following fields so they appear ticked: Actual Work and Remaining Work under Work, and Finish under Date/Custom On the Report Tools: Design tab, click on Gantt Chart in the View group to return to the normal Gantt Chart view To create a new graphical report: 1. Click on the Report tab, then click on New Report in the View Reports group 2. Click on the desired style of report 3. Type a name for the new report and click on [OK] There is no option for moving columns in a table in the report. The order in which fields (columns) appear in a table is determined by the sequence in which the fields are chosen. If you want Name, for example, to appear first you must tick it before selecting any other fields. Watsonia Publishing Page 37 Chapter 4 - Graphical Reports

46 Same File ENHANCING REPORT APPEARANCE Many of the default settings regarding colours, font size, position, and the like, may not necessarily be the best options for your report. There are a number of commands and options that allow you to change these and other settings within a report. Some of these commands are found on the ribbon, while others can be accessed by right-clicking to display a shortcut menu. Continue using the previous file with this exercise, or open the file Reports_6.mpp... Click on the Report tab, then click on Custom in the View Reports group and select Resource Work Details Right-click on the table to display a shortcut menu and select Select Table Click on the Task tab, then click on the drop arrow for Font Size in the Font group and select 12 Click on the Table Tools: Design tab, then click on a different Table Style to change the style of the table Click on the Resource Work Details title box to select it Click on the Drawing Tools: Format tab, then click on the More button for Shape Styles and choose a filled shape that matches the style you chose in step 4 Experiment with some of the other formatting options for the title box Click on the Report Tools: Design tab, then click on Gantt Chart in the View group To enhance the appearance of a graphical report: 1. Display the report to modify 2. Use options from the shortcut menu or the ribbon to enhance the appearance of the report Selecting text in some of the report objects can be a bit tricky. Sometimes you may need to drag over the text to select it before applying formatting. After changing a report s appearance, it will retain your changes the next time you apply the report. Watsonia Publishing Page 38 Chapter 4 - Graphical Reports

47 Same File MAKING REPORTS GLOBAL New reports that you create, either using the New Report facility or by cloning an existing report, become known as custom reports. These custom reports are created locally, within the project file that was open when the report was created. You can make custom reports available to all projects by copying them into the global project template. Continue using the previous file with this exercise, or open the file Reports_7.mpp... Click on the Report tab, then click on Custom in the View Reports group and select Resource Work Details On the Report Tools: Design tab, click on Manage in the Report group and select Organiser to display the Organiser dialog box Click on Resource Work Details in the right pane (the local file), then click on [Copy] to place a copy in the left pane which is the global side you may need to scroll down to see it Click on [Close] to close the Organiser dialog box On the Report Tools: Design tab, click on Gantt Chart in the View group to return to the normal Gantt Chart view 2 3 To make a custom report available globally: 1. Display the report 2. Click on the Report Tools: Design tab, then click on Manage in the Report group and select Organiser 3. Click on the report in the right pane, then click on [Copy] to copy it to the global pane Once you ve put the report into the global template there is no real need to retain it in the local project file. Indeed, doing so may lead to confusion with two different versions of the report. Watsonia Publishing Page 39 Chapter 4 - Graphical Reports

48 Same File REMOVING UNWANTED REPORTS When you no longer need a report you can use the Organiser to delete it. The Organiser can be used to delete files from the global template as well as from the local project file. Be careful, however, that you choose the correct report to delete as you cannot easily recover a report that has been deleted. Continue using the previous file with this exercise, or open the file Reports_8.mpp... Click on the Report tab, then click on Costs in the View Reports group and select Cash Flow We re simply displaying a report so we have access to the report commands On the Report Tools: Design tab, click on Manage in the Report group and select Organiser to display the Organiser dialog box Scroll to and click on Resource Work Details in the left Global.MPT pane Click on [Delete], then click on [Yes] to confirm that you wish to delete the report Click on My Task Cost Details in the right pane Click on [Delete], then click on [Yes] to confirm that you wish to delete the report Click on [Close] to close the Organiser On the Report Tools: Design tab, click on Gantt Chart in the View group to return to the normal Gantt Chart view 4 6 Note that while the Resource Work Details report has been removed from the global file on the left, it still remains in the local project file on the right. To delete an unwanted report: 1. Display a different report on the screen 2. Click on the Report Tools: Design tab, then click on Manage in the Report group and select Organiser 3. Click on the desired report, then click on [Delete] You cannot delete a report that is currently on display, yet you need to have a report on display to gain easy access to the Organiser. This is why we chose a different cost report before accessing the Organiser to delete the Resource Work Details report. Watsonia Publishing Page 40 Chapter 4 - Graphical Reports

49 CHAPTER 5 VISUAL REPORTS INFOCUS Graphical reports present you with a graphical overview of the project status. Visual reports, on the other hand, let you view your project data from a variety of perspectives beyond the standard graphical reports capabilities perspectives that are especially useful for data analysis. Visual reports are different to graphical reports because they use either PivotTables in Excel or PivotDiagrams in Visio to view the data. Using the pivot functionality in these programs, you can modify your reports on the fly by changing the fields, resources and timeframes you see. In this session you will: gain an understanding of visual reports gain an understanding of the components in a visual report generated from an Excel template learn how to create a visual report from a template learn how to display and remove fields in a visual report learn how to change the categories on the horizontal axis in a visual report learn how to filter a visual report to see different results learn how to format a visual report learn how to save a visual report as a custom template learn how to use a custom visual report template. Watsonia Publishing Page 41 Chapter 5 - Visual Reports

50 UNDERSTANDING VISUAL REPORTS Visual reports enable you to look at project performance from various angles. For example, you can run a visual report to check work status month by month, then flip the report to look at work hours by task, and then switch to evaluating work hours by resource. Visual reports can summarise results at the project level and then drill down to details by task, resource or time. Visual Reports A visual report compiles data from your project and then displays the results in a PivotTable in Excel or a PivotDiagram in Visio Professional. Note, however, that you can only create visual reports if you have Excel and/or Visio installed on your computer. To generate a visual report you start by displaying the Visual Reports Create Report dialog box, as shown below. Excel templates are shown with a green icon while Visio templates have a blue icon. You should select the shortest time period that you think you will want to see. Weeks is a good comprise but you can show shorter time periods (days) or longer periods (months, quarters or years). Visual Report Categories Visual reports are categorised into summary and usage reports, and then into reports that cover tasks, resources and assignments. These categories are shown in the tabs near the top of the Visual Reports Create Report dialog box. Depending on whether you have both Excel and Visio installed and whether you have one or both of the Show report templates created in checkboxes selected will determine which reports will display in the dialog box. In our sample above, all possible visual reports are listed as we have both applications installed and we have selected both template checkboxes. Note that some categories of visual reports are based on timephased data (that is, data that is distributed over time, such as allocations of resource time or costs), while others are not. For instance: The preview of the selected template gives you an idea of what the report will look like. E.g. An Excel report will be a pie chart, bar graph or line graph as these chart types are ideal for comparing values side by side. If you have saved custom reports in a non-default folder, select this option and choose the folder to see your reports. Task Usage: These reports are based on timephased task data and include information such as cash flow and earned value over time. Resource Usage: These reports are based on timephased resource data and include information such as cash flow, resource availability, resource costs and resource work data. Assignment Usage: These reports are based on timephased assignment data and include information such as baseline versus actual costs and baseline versus actual work. These tend to be the most flexible reports because they include timephased data about both tasks and resources which enables you to look at your project from every angle. Task Summary, Resource Summary and Assignment Summary: These three categories provide PivotDiagram views of a variety of work and cost data. These reports are not based on timephased data. Watsonia Publishing Page 42 Chapter 5 - Visual Reports

51 UNDERSTANDING EXCEL VISUAL REPORTS Visual reports that open in Excel comprise two worksheets. The report, which is known as a PivotChart, displays on the Chart1 worksheet tab, while the underlying PivotTable appears on the second tab. The PivotTable worksheet tab will be named based on the report that you create, such as the Assignment Usage tab in our sample below. The PivotChart Excel-based visual reports will display as a bar chart, line chart or pie chart depending on the template you used to generate the report. Regardless of their chart type, these charts are all known as PivotCharts in Excel and they display in the Chart1 tab in the new file. You can modify the information shown in the PivotChart very easily by either working with the fields shown on the chart or by clicking on the chart to display the PivotChart Fields pane. The fields that are filtering the data are shown in the top row of buttons. The fields that are included in the report are shown here. You can quickly hide and re-order them by right-clicking on the field name. You can filter the report to show different tasks on the X axis. The Chart1 tab displays the PivotChart. This second worksheet tab displays the PivotTable (see below). Here the vertical Y axis shows the work. The legend shows which field each bar represents. The categories are shown on the horizontal X axis in our case it shows the five summary tasks. The PivotTable The underlying PivotTable exists on the second worksheet tab. This holds the data that was used to generate the PivotChart. By default, the PivotTable in our report starts with a column for the entire project and then it has additional entries for each top level (summary) task. You can use the PivotTable to configure the report on the fly by expanding and selecting options in the list, by setting filters, or by using the options in the PivotChart Fields pane which normally displays by default. The PivotChart will automatically update to reflect your changes. If you wish to see some or all of the second level tasks in the PivotChart, click on the + icon to expand the desired summary tasks. Fields that are filtering the data in the report appear at the top of the PivotTable. You can set filter options by clicking on the drop arrow for the filter fields. The second worksheet tab displays the PivotTable. Watsonia Publishing Page 43 Chapter 5 - Visual Reports

52 Open File CREATING A VISUAL REPORT FROM A TEMPLATE To create a visual report using one of the built-in templates is very easy. Simply display the Visual Reports Create Report dialog box, choose the template and timeframe, and click on [View]. In this exercise we will create a Baseline Work Report in Excel. In its default state this report is a bar graph showing the baseline work, planned work and the actual work for each summary task. Before starting this exercise you MUST open the file Visual Reports_1.mpp... Click on the Report tab, then click on Visual Reports in the Export group to display the Visual Reports dialog box Ensure that Microsoft Excel is selected in Show report templates created in, then click on Baseline Work Report A preview of the report will display in the Sample box Click on the drop arrow for Select level of usage data to include in the report to see the available options, then ensure that Weeks is selected Click on [View] to generate the report After a moment Excel will open with a new file containing your report If your report is too large to fit in the window, click on Zoom level in the bottom right corner of the status bar, click on Fit selection then click on [OK] Keep this file open for the next exercise 5 To create a visual report from a template: 1. Click on the Report tab, then click on Visual Reports in the Export group 2. Click on the desired template 3. Choose the timeframe in Select level of usage data to include in the report 4. Click on [View] If you are using a Visio template, you may need to start Visio before clicking on [View] in the Visual Reports dialog box. Watsonia Publishing Page 44 Chapter 5 - Visual Reports

53 CHOOSING FIELDS TO DISPLAY IN A VISUAL REPORT All visual reports based on a standard built-in template will be generated showing project data for specific default fields. One of the advantages of using visual reports is that you can change the data that displays on the fly. In other words, you can choose the desired fields and even their order without having to leave the report or regenerate it. Continue using the previous Baseline Work Report in Excel... Click anywhere on the PivotChart in Excel to display the PivotChart Fields pane The checkboxes for the three fields shown in the report are selected in Values at the top of the pane Click on Actual Work under Values to remove the tick Actual Work will be removed from the chart and chart legend. It will also disappear from the Values pane in the bottom right corner of the PivotChart Fields pane Repeat step 2 to display Actual Work in the chart again You can change the order in which the fields display in the chart by changing their order in the Values pane Click on Baseline Work in Values in the bottom right corner of the PivotChart Fields pane, then drag it until it is between Work and Actual Work, as shown Repeat step 4 to place Baseline Work at the top Click in the grey area surrounding the chart to hide the PivotChart Fields pane 1 4 The order in which the fields are listed in Values represents the order they appear in the PivotChart. If you close the PivotChart Fields pane by clicking on the Close button, it will not automatically display the next time when you click on the chart. Instead you will have to display it by clicking on the PivotChart Tools: Analyse tab and clicking on Field List in the Show/Hide group. 2 5 Actual Work will disappear from Values. To display fields in an Excel visual report: 1. Click on the chart to display the PivotChart Fields pane 2. Tick the fields you wish to display in Values 3. Drag the fields in Values to change the order in which they display You can quickly remove a field from the chart or re-order the fields without accessing the PivotChart Fields pane. To do this, right-click on the desired field in the top left corner of the PivotChart to display a shortcut menu, then select Remove Field or the suitable Move command. Watsonia Publishing Page 45 Chapter 5 - Visual Reports

54 Same File CHANGING THE X AXIS CATEGORIES Visual reports are ideal for analysing data because you can quickly change the information that is shown without having to regenerate the report. For instance, the Baseline Work Report shows the work categorised by top-level summary tasks, but with a quick modification you can change the way the data is filtered to show work over time by displaying time on the X axis. 2 3 Continue using the previous Baseline Work Report in Excel... Click on the chart to display the PivotChart Fields pane The chart is categorised by tasks as shown in the Axis pane in the bottom left corner. To show work over time, we need to move time (the Weekly Calendar field) to Axis Drag Weekly Calendar from Filters and drop it in Axis Both tasks and time will now be on the X axis, but we only want to categorise by time 4 Drag Tasks from Axis and drop it in Filters Now only time (in years) appears on the X axis. Let s see how you can drill down to show more detail 6 5 Close the PivotChart Fields pane, then click on the Assignment Usage tab to display the PivotTable Click on the + to expand 2019 to see the three Quarters with values Click on the Chart1 tab to see the revised chart, then close Excel without saving To change the X axis categories: 1. Click on the chart to display the PivotChart Fields pane 2. Drag the desired field/s into Axis (Categories) or Rows (in the PivotTable tab) Rather than showing the fields in the legend and relying on colour to differentiate the fields, you can display them as categories in the X axis and then the total value of each field will be displayed in a bar. To do this, right-click on Values (in the legend) and select Move to Axis Fields (Categories). Watsonia Publishing Page 46 Chapter 5 - Visual Reports

55 Same File FILTERING A VISUAL REPORT The Filters section in the PivotChart Fields pane controls the fields that are used to filter your report. You can specify one or more fields to ensure that you see just the data you want. In this exercise, we will create a new Baseline Work Report and filter it by Weekly Calendar (which it does by default) and Resources. Continue using the previous file with this exercise, or open the file Visual Reports_1.mpp... Generate a new Baseline Work Report with Weeks usage data, zoom out to see the PivotChart, then display the PivotChart Fields pane Click on Resources in Values to add Resources, drag Resources from Axis to Filters, then close the PivotChart Fields pane Two filter buttons will appear at the top of the report Click on the arrow for the Resources button to display the Search Resources box Click on Select Multiple Items, expand All, remove the tick from All, select Rigger and Welder, then click on [OK] to filter the data for only these two resources Let s specify time filters using another method Display the PivotTable, then click on the drop arrow for Weekly Calendar to display the Search Year box Repeat step 4 to select Q3 and Q4 in 2019, and Q1 and Q2 in 2020 Click on Chart1 to see the changes to the PivotChart 4 7 To filter a visual report: 1. Add the fields to the Filters section of the PivotChart Fields pane 2. In the PivotChart or PivotTable, click on the arrow for the filter fields and select the desired options for the filter The filter fields are shown in the top rows of the PivotTable. If a specific filter has been set for any of these fields, a filter (funnel) icon will appear to the right of the field. A filter icon will also appear in the filter buttons in the top left corner of the PivotChart. Watsonia Publishing Page 47 Chapter 5 - Visual Reports

56 Same File FORMATTING A VISUAL REPORT There are many ways that you can format an Excel visual report. You can change the chart type, alter the colours of the data series (e.g. bars in a bar graph or lines in a line graph), add trend lines and data labels, and format areas such as the chart area, plot area, axes and legend. You can even change the report title and format it. Continue using the previous Baseline Work Report in Excel... Display the PivotChart Fields pane, then drag Resources so that it is listed above Tasks in Axis (Categories) This formats the X axis making Tasks the major category Drag Tasks above Resources in Axis (Categories) Now Resources is the major category in the X axis Right-click on the chart and select Change Chart Type, click on Combo in the left pane, then click on [OK] to change the chart type The Actual Work line is pale Right-click on the line, then click on a dark blue in Outline Let s change a bar colour Right-click on a Work bar, then click on a green in Fill Right-click on a Y axis value, select Format Axis, type 175 in Major Units, press, then close the Format Axis pane Let s adjust the report title Click on the report title to select it, then drag to select the text and type Baseline Work for Rigger and Welder 1 7 To format a visual report: 1. Right-click on the area of the chart to be changed 2. Select Format 3. Make the desired changes If you have fields such as resources or tasks in the X axis, their labels can often appear very messy as they overrun each other. To improve this, right-click on one of the labels, select Format Axis, click on the Size & Properties icon at the top of the pane, then select Rotate all text 270 in Text direction. Watsonia Publishing Page 48 Chapter 5 - Visual Reports

57 Same File SAVING A VISUAL REPORT AS A TEMPLATE Once you have generated a visual report and spent some time selecting fields, setting up filters and formatting it, you can save it as a custom template that you can reuse at a later date. You can also create your own templates from scratch. Here we ll save the report that we have been working on as a new custom template. Continue using the previous Baseline Work Report in Excel... Click on the File tab, click on Save As, click on This PC, then click on Desktop to display the Save As dialog box Click on the drop arrow for Save as type, then select Excel Template (*.xltx) Notice that Excel has automatically changed the folder location to the default folder location for templates. Let s change this location At the top of the dialog box, navigate to the Course Files for Microsoft Project 2016 folder, then type WorkByResource in File name Click on [Save], then click on [Yes] to close the message Close Excel to return to Project, then click on [Close] to close the Visual Reports dialog box 2 3 When you save a new template you will see a message about the workbook containing external data this is the data from your Project file. Excel wants to know if it should clear that data before saving the template. It should so that when you use the template, you can automatically refresh the data. To save a visual report as a custom template: 1. Click on the File tab, click on Save As, click on This PC, then click on Desktop 2. Click on the drop arrow for Save as type, then select Excel Template (*.xltx) 3. Type a File name, then click on [Save] and on [Yes] To create a template from scratch, display the Visual Reports dialog box, select the report that s closest to what you require, then click on [Edit Template]. Add or remove the desired fields in the Visual Reports Field Picker dialog box. Make other changes as needed, then save the report as a template. Watsonia Publishing Page 49 Chapter 5 - Visual Reports

58 USING A CUSTOM VISUAL REPORT TEMPLATE If you have created custom visual report templates and saved them in a non-default folder location, you will need to inform Project where they are stored. Otherwise, you will not be able to use them to generate reports as they will not be listed in the Visual Reports Create Report dialog box. Before starting this exercise, ensure you have completed the previous exercises in this chapter and that the file Visual Reports_1.mpp is open... Click on the Report tab, then click on Visual Reports in the Export group to open the Visual Reports dialog box If the custom template that you created in the previous exercise is not listed in the All tab, you will need to tell Excel where to find it Click on Include report templates from so it appears ticked, then click on [Modify] to open the Modify Location dialog box Navigate to the Course Files for Microsoft Project 2016 folder, then click on [OK] to return to the Visual Reports dialog box The WorkByResource template will appear at the end of the list Click on [Close] to close the dialog box 1 3 To use custom templates: 1. Click on the Report tab, then click on Visual Reports in the Export group 2. Click on Include report templates from so it appears ticked, then click on [Modify] 3. Select the location where the templates are stored, then click on [OK] By default, Excel will save custom visual report templates to the folder location C:\Users\Documents\Custom Office Templates. Watsonia Publishing Page 50 Chapter 5 - Visual Reports

59 CHAPTER 6 PROJECT TEMPLATES INFOCUS Templates are designed to allow you to create new files that share common appearances and characteristics. A template is basically a cloning tool that uses one file to create multiple copies. Project provides several built-in templates, most notably the Blank template. It also provides access to thousands of templates online that have been created by other users. Project also provides the tools for creating your own custom templates. In this session you will: gain an understanding of how templates work learn how to navigate through the available templates learn how to save an existing project file as a template learn how to use a custom template to create a new project file learn how to set the personal templates folder for Project learn how to access templates from a personal template location learn how to open a template for editing gain an understanding of the Global template learn how to copy elements into the Global template using the Organiser learn how to apply an item from the Global template to a project learn how to delete an item from the Global template. Watsonia Publishing Page 51 Chapter 6 - Project Templates

60 UNDERSTANDING PROJECT TEMPLATES Every project file that you create in Project is based upon a template a template is simply a cloning file that is used to create copies of itself. Templates can be bland, such as the Blank Project template which is commonly used to create new project files, or quite sophisticated such as the ones you can download from Microsoft on their website. Your Choice of Templates When you use the New command on the Backstage (which is accessed from the File tab) you are presented with several options for creating your new project. You can, for example, create your project using: the standard Blank Project template templates that you have accessed recently templates placed in a special personal templates folder on your computer existing Project or Excel files SharePoint task lists templates from the web that have been uploaded by Microsoft and other project users. Understanding What Templates are Really All About The majority of Project users will create their new projects using the Blank Project template. It is a good way to start as it allows you to set up the project according to your requirements. However, if you are creating similar projects over and over again you can choose to save one as a custom (or personal) template and then use it to create future projects. This is useful because you can add your corporate branding and standard tasks and/or resources without having to do this repeatedly. When you save a project file as a template, the file will be saved in a folder just like any other project file. However, you can choose to establish a special personal templates folder in Project. All projects saved as template files will be saved to this location and this location can be used on the New area of the Backstage to access these template files. Watsonia Publishing Page 52 Chapter 6 - Project Templates

61 EXAMINING THE TEMPLATES You can access templates in Project via the New section of the Backstage or the start-up page. From either location you can browse the available templates, and then create a new project based on the Blank Project template, an existing project, and even an Excel spreadsheet. You also will have access to any Shared or Enterprise templates that have been set up. Start Project 2016 with a new blank project file on the screen... Click on the File tab, then click on New to see the available templates Click on Software Development Plan to see a sample, description and some details of the template Click on the arrow at the right to scroll through and see other templates Click on the close button to close the description box and return to the New area Click on Analysis in Suggested searches and wait a few moments for the listing to appear Click on a template to again see its description Click on the close button of the description box, then click on Home to return to the first New screen area Click on the Back arrow to exit the Backstage and return to the project As well as accessing the templates from the Backstage, you will also see them on the start-up screen when you first start Project. To see the available templates: 1. Click on the File tab to access the Backstage 2. Click on New Most of the templates on the New screen are downloadable from the internet. You ll need a working internet connection to see and then access these templates. If you don t have an active internet connection, you ll see only a handful of templates. Watsonia Publishing Page 53 Chapter 6 - Project Templates

62 Open File SAVING A PROJECT AS A TEMPLATE Some people create the same projects over and over again. For example, a builder may create a new project file for each house that is being built. If you have a particular project that you are creating continually, you can actually save one of the projects as a template and then base all new projects on that template. 2 Before starting this exercise you MUST open the file Templates_1.mpp Click on the File tab, then click on Save As to display the Save As page Click on This PC, then click on the course files folder under Recent Folders to display the Save As dialog box Type New House Project in File name Click on the drop arrow for Save as type and click on Project Template (*.mpt) Click on [Save] to display the Save As Template dialog box Click on [Save] to complete the operation You should now have the template open on the screen rather than the previous project file Click on the File tab, then click on Close to close the template 4 5 To save a project as a template: 1. Click on the File tab, click on Save As, then click on the desired save location 2. Type a new name in File name 3. Change the Save as type to Project Template and click on [Save] The mpt file extension used by templates stands for Microsoft Project Template. If you are a user of a previous version of Project you ll notice that templates are no longer placed into a special folder now you have to specifically set up a personal templates folder in Project Options. Watsonia Publishing Page 54 Chapter 6 - Project Templates

63 USING A CUSTOM PROJECT TEMPLATE Once you have created a project template it can be used to create new project files. This is done by opening the template file in reality, when this occurs you are not opening the template as such, but opening its contents and settings in a new project file altogether. Opening a template is done using the same techniques as for opening any other project file. Ensure that Project 2016 has started and a blank project is displayed... Click on the File tab, then click on Open to view the Recent Files list If you ve recently created a template it will appear in this list Click on New House Project.mpt to create a new project file based on this template Click on the File tab, then click on Save Since this is a new project file the Save As settings have appeared Click on This PC, then click on the course files folder to display the Save As dialog box Type House for Wilsons in File name, then click on [Save] 1 3 To create a new project from a custom template: Use the options in the Open area of the File tab to open the template It may sound a little bit confusing and even daft, but opening a custom template in Project using the options in the Open area of the Backstage actually tells Project to create a new file based on that template not actually open the template. Watsonia Publishing Page 55 Chapter 6 - Project Templates

64 Open File SPECIFYING THE PERSONAL TEMPLATES FOLDER If you ll be creating several project templates and wish to use them often, you can might like to place them into a folder of their own. You can then tell Project where this folder is so that each time you wish to use one of the templates you can access it from a listing in the New area on the backstage without having to try and find the template file using the Open options. Ensure that Project has started and a blank project is displayed Click on the File tab, then click on Options to display the Project Options dialog box Click on Save in the left pane to display the save settings Click in Default personal templates location, then click on [Browse] Navigate to the course files folder location, then click on [OK] Click on [OK] to close the Project Options dialog box 2 4 To set a personal template folder: 1. Click on the File tab, click on Options, then click on Save in the left pane 2. Enter the address in the Default personal templates location box, then click on [OK] All Office 2016 applications allow you to specify a Personal Templates folder. It s a good idea to put templates from all applications (Word, Excel, Project, etc.) into their own folder and to specify this folder in each of the applications as we ve done here with Project. Watsonia Publishing Page 56 Chapter 6 - Project Templates

65 USING THE PERSONAL TEMPLATE FOLDER When a personal template folder has been set up in Project you can more easily access your templates through the New area on the backstage. This saves you the having to try and find templates through the Open options. The files in the personal template folder will appear in the New area either under the FEATURED or PERSONAL labels. Ensure that Project has started and a blank project is displayed... Click on the File tab, then click on New to display the template settings Click on PERSONAL to see the templates in the Personal Template Folder Click on New House Project to display a description box Click in the Start Date box and change the date to 1/7/2019, then click on [Create] to create a new project file with this starting date Click on the File tab, then click on Save to see the Save As settings Click on This PC, then click on the course files folder under Recent Folders to see the Save As dialog box Type House for Jones in File name, then click on [Save] 2 3 The New House Project template appears here because when we created it in an earlier exercise we saved it to our course files folder. Subsequently, we told Project to use the course files folder as our personal template folder. Any template file (there should only be one at the moment) will therefore appear in the list above. To use the personal templates folder: 1. Click on the File tab, then click on New 2. Click on PERSONAL 3. Click on the desired template If you will be sharing templates with a number of colleagues, you should consider specifying a shared folder on the network as a personal template folder. If your colleagues do the same, they too will be able to use your templates and vice versa. Watsonia Publishing Page 57 Chapter 6 - Project Templates

66 MODIFYING A TEMPLATE In most applications you can Open a template and make the required changes to it. Project is a little different. When you open a template in Project it actually opens a new project file based on that template. You can still make the changes as though you are working on a template but you ll have to save the file back as a template when you have finished. Ensure that Project has started and a blank project is displayed... Click on the File tab, then click on Open to see the files that can be opened If New House Project.mpt appears under Recent Projects click on it; otherwise, use the This PC options and open the file from the course files folder Remember, you are opening a new project file doing this, not the actual template. We ll pretend we ve made some changes Click on the File tab, then click on Save to see the Save As options Click on This PC, then click on Documents to display the Save As dialog box Click on the drop arrow for Save as type and select Project Template (*.mpt) Notice how the folder reverts to the personal template location Click on [Save], then click on [Yes] to overwrite the previous file Click on [Save] in the Save As Template dialog box Click on File, then click on Close to close the template 4 5 To open a template for modification: 1. Use the Open command on the File tab to open the template file 2. Make the appropriate changes 3. Save the project file as a template using the same file name When you save a project as a template the template remains open as a template and not a project file. That s why we closed it after saving it again. Watsonia Publishing Page 58 Chapter 6 - Project Templates

67 UNDERSTANDING THE GLOBAL TEMPLATE Project stores all of its settings and elements such as filters, tables, views, reports, and the like, in a special template known as the Global template. The Global template is everywhere and automatically attaches itself to every project file you create, whether that project file is created from the blank project template or from a custom template you have created. The Role of the Global Template The role of the Global template is two-fold. Firstly, the Global template remembers things about how your version of Project is set up. Many of the changes you make in the Project Options dialog box (accessed using Options on the File tab) are ultimately stored in the Global template so that they can be made available to all projects you create. Secondly, the Global template is used to store settings for tables, filters, calendars, macros, reports, import and export maps, groups, custom fields, and views. When you create a custom report or a filter, for example, it will reside in the project file in which it was created. However, you can arrange to place a copy of it in the Global template where it will then become available to all other project files. Understanding the Organiser The Organiser is a tool for organising and managing the elements in the Global template and indeed all other project and template files. It allows you to: Copy custom elements between project files, templates and the Global template Rename elements Delete elements from project files, templates and the Global template. The Organiser also allows you to look at the Global template to see what is there. The Location of the Global Template The Global template is in fact just that a genuine Project file. Its full filename is Global.mpt. Trying to find the Organiser can be a challenge. In Windows 10 the file is copied during installation to the following folder: C:\Users\<user name>\appdata\roaming\microsoft\ms Project\16\en-US If you want to standardise the way projects are created in a company, you could modify the Global.mpt template to include all the elements and settings as required and then copy the updated file to the folder mentioned above on all of the user s computers. However, if you are using Project Server there is another even higher level global template known as the Enterprise Global Template which attaches to every project file accessed in Project Server. Watsonia Publishing Page 59 Chapter 6 - Project Templates

68 Open File ORGANISING THE GLOBAL TEMPLATE Project s Global template acts as a repository for all of the filters, tables, views and reports that you see in the ribbon. If you ve created a table or filter or whatever that you d like to be able to use in other projects, you can use the Organiser to copy it from the project in which it was created to the Global template. Before starting this exercise you MUST open the file Templates_2.mpp Click on the View tab, then click on Tables in the Data group and select More Tables to display the More Tables dialog box Click on [Organiser] to display the Organiser dialog box Click on Resource to display the Resource tables Notice that Resource Contact Information appears in the project but not yet in the Global template Click on Resource Contact Information in the right pane, then click on [Copy] to copy it to the Global template Click on [Close] to close the Organiser Click on [Close] to close the More Tables dialog box 3 4 To move elements to the Global template: 1. Click on the View tab, then click on Tables in the Data group and select More Tables 2. Click on [Organiser], then click on the appropriate tab 3. Use the options in the Organiser to copy, rename or delete elements You can access the Organiser from the Info area on the backstage. However, if you are wanting to copy a table, for instance, using [Organiser] from the More Tables dialog box takes you straight to the settings for tables in the Organiser. Watsonia Publishing Page 60 Chapter 6 - Project Templates

69 APPLYING A NEWLY ORGANISED ITEM Items that have been copied to the Global template effectively stay there until they are applied in a project. The process of applying an element, such as a custom table or filter, actually makes a copy of that item in the project file in which it is applied. This then means that the item can be modified to suit the purpose required in that project without affecting the one in the Global template. Ensure that Project has started... Click on the File tab, click on New, then click on Blank Project to create a new project Click on the View tab, then click on Resource Sheet in the Resource Views group Click on Tables in the Data Group and select More Tables to display the More Tables dialog box Click on [Organiser] The Resource Contact Information table is not listed in the local project Click on [Cancel] to return to the More Tables dialog box, click on Resource Contact Information, then click on [Apply] On the View tab, click on Tables and select More Tables, then click on [Organiser] the table now appears in the local project Close all of the open dialog boxes The Resource Contact Information table appears in More Tables because it is in the Global template. To apply a table from the Global template: 1. Click on the View tab 2. Click on Tables in the Data Group and select More Tables 3. Click on the desired table, then click on [Apply] If you use the [Edit] button on the More Tables dialog box to make a change to a table, it will make that change in the current project only. To have those changes reflected in the Global template, you will need to copy that table back to the Global template through the Organiser. Watsonia Publishing Page 61 Chapter 6 - Project Templates

70 REMOVING ITEMS FROM THE GLOBAL TEMPLATE There will be times when you want to remove items from the Global template. This can only be achieved using the Organiser. When you remove an item from the Global template it is not removed from any projects in which it has been applied. It will, however, no longer appear in new projects because it is no longer in the Global template. Ensure that the new project created in the previous exercise is still open... Click on the View tab, click on Tables in the Data group and select More Tables, then click on [Organiser] Resource Contact Information appears in both panes Click on [Cancel] to return to the More Tables dialog box Click on Cost, then click on [Apply] to switch to another table On the View tab, click on Tables in the Data group and select More Tables, then click on [Organiser] Cost is in the local project now because we applied it Click on Resource Contact Information on the Global template side, then click on [Delete] Click on [Yes] to confirm the deletion Click on [Close] to close the Organiser, then click on [Close] to close the More Tables dialog box 1 Notice that the Resource Contact Information table appears on both sides because it has been applied. 6 The Resource Contact Information table is removed from the Global template, but still remains in the project file. To remove a table from the Global template: 1. Click on the View tab, click on Tables, select More Tables, then click on [Organiser] 2. Click on the table to delete on the Global side 3. Click on [Delete] The Organiser won t let you delete a table (or other item) from the Global template that is currently in use. Watsonia Publishing Page 62 Chapter 6 - Project Templates

71 CHAPTER 7 LINKING AND COMBINING PROJECTS INFOCUS In many cases, project managers need to manage many projects at once and perhaps even use a larger project to manage a series of smaller projects. Microsoft Project has a number of tools and facilities for managing multiple projects. Note: Techniques for linking projects require an understanding of files and file management. To complete this session, you will need to be able to locate files on your computer. Also, to complete the exercise in this session you will need to be consistent with the location of the student files. In its default state it is assumed the student files are in the folder C:\Course Files for Microsoft Project If your student files folder is in a different location, you will need to consistently use that location in this session in lieu of the default one above. In this session you will: gain an understanding of the techniques available for linking projects and project data learn how to combine open project files into a new master project learn how to view and work with combined projects learn how to print a combined project learn how to set the start date of a combined project learn how to change data in a combined project learn how to safely save and close a combined project learn how to work with only the combined project file learn how to work with a subproject file learn how to insert subprojects into an existing project learn how to break subproject links learn how to make a subproject read only learn how to create a task link in a project learn how to create a milestone task from linked tasks. Watsonia Publishing Page 63 Chapter 7 - Linking and Combining Projects

72 UNDERSTANDING LINKED PROJECTS Project has a number of tools for linking projects. Linking projects is done for several reasons. Generally, due to economies of scale it is better to create several smaller projects rather than one large one. Also if you are working with other managers linking will allow each of you to manage your own tasks in project files which can then be linked to a larger master project. Linking Tools Project provides you with three main tools for linking projects and project data. You can: combine a group of projects into one super project insert one or more projects into an existing project link to tasks in an external project. Some of these tools and techniques overlap and it is not always clear which is the best to use in any given situation. The three tools and techniques are detailed in the table below. Technique Description Usage Combining open projects Inserting sub-projects into an existing project Inserting tasks from one project into another Combines all of the projects that are currently open into a new master project. Each project appears in the task list of the master project and can be expanded or collapsed as required. Inserts one or more projects into an existing project. Operationally it is the same as combining open projects except that the project that is hosting the sub-projects becomes the master. Inserts a link to an individual task from an existing project into another project. Use this when you need to print information about the management of all of your projects. In effect you can create a hierarchy where all of the minor projects culminate into a large, overall project. Use this when you already have an existing project that you want to use as a host or summary project. Use this when you only wish to insert a task, such as a milestone, from one project into another. For example, you may need to create a summary project that tracks the completion of tasks in other projects but doesn t require the detail that you get when inserting the entire project. Watsonia Publishing Page 64 Chapter 7 - Linking and Combining Projects

73 COMBINING PROJECTS Project allows you to create a new master project from all of the projects that you currently have open. When you use this technique a new project file is created and then all of the projects that you specify from a list are inserted into that new project. Links between the host (master) project and the sub-projects are created so that data can be updated between them. 2 Before starting this exercise ensure that Project has started... Use the Open command on the File tab to open the files: House_1.mpp House_2.mpp House_3.mpp House_4.mpp House_5.mpp Click on the View tab, then click on New Window in the Window group to display the New Window dialog box Click on House 1, then hold down the key and click on House 5 to select all files Click on [OK] to combine these files into a new master file Click on the File tab, click on Save As, click on This PC, then click on the course files folder in the right pane Type Project Consolidation in File name, change the location to your student files folder, then click on [Save] You will now be prompted to save each of the sub-projects Click on [Yes to All] 3 4 To combine projects into a master project: 1. Open the files to be combined 2. Click on the View tab, then click on New Window in the Window group 3. Select the file to combine, then click on [OK] Once project files have been combined into a master project two-way links are established between the files. Even though you haven t changed any data the links are refreshed. As a result, you will be asked to save all files whenever you attempt to save or close the master project. Watsonia Publishing Page 65 Chapter 7 - Linking and Combining Projects

74 VIEWING A COMBINED PROJECT Once a combined project has been created you can begin to work with it. Combined projects make use of outlining, a process where tasks can be collapsed or expanded to see less or more of the tasks. Each subproject is its own entity. If you wish to see all of the tasks across all inserted subprojects you need to ensure you have selected the entire task column. 1 Before starting this exercise ensure that the project with combined files (from the previous exercise) has been created... Click on the View tab, then click on Show Outline in the Data group and select Level 1 to see only the inserted projects top level tasks Point to the project icon for the third subproject a tip box will appear with specific details about the project On the View tab, click on Show Outline in the Data group and select All Subtasks, then scroll down to see the bottom tasks Only the subtasks for the selected project file will appear Click on the Task Name column heading to select the entire column On the View tab, click on Show Outline in the Data group and click on All Subtasks to expand the entire combined project To view more or less of inserted projects: 1. Click on the View tab, then click on Outline in the Data group 2. Select an appropriate command to expand or contract project tasks Unless a project start has been entered the combined project will start at the earliest date of tasks of all of the subprojects. Watsonia Publishing Page 66 Chapter 7 - Linking and Combining Projects

75 PRINTING FROM A COMBINED PROJECT Printing operations in a combined project file differ very little from that of any other project file. The key idea still is to organise your view the way you want it before actually hitting the print commands. You ll therefore need to consider which of the subprojects to expand, the optimum setting for the timescale, and even what you d like in the headers and footers. 1 Before starting this exercise ensure that the project with combined files (from the previous exercises) has been created... Click on the View tab, then click on Show Outline in the Data group and select Level 1 to see just the inserted projects top level tasks Click on the File tab, then click on Print to see the project in preview mode Click on Multiple Pages in the bottom right corner to see all of the pages that will be printed You ll find a few more pages than expected here. Unless a project start date has been specified (which it hasn t) printing defaults to the current system date for today Click on the Back arrow to return to the project 2 To print a combined project: 1. Choose the appropriate level of outlining 2. Click on the File tab, then click on Print All of the normal printing operations apply to a combined project. You will still need to set the view up the way you want before using the print commands. Watsonia Publishing Page 67 Chapter 7 - Linking and Combining Projects

76 SETTING A COMBINED PROJECT START DATE Inserted projects maintain their own project start dates even though they have been inserted into a larger project. You can even view the Project Information dialog box of each inserted project. If you intend to work with the combined project as though it was one large project, you should set a project start date that corresponds to the earliest start date of the inserted projects. Before starting this exercise ensure that the project with combined files (from the previous exercises) has been created... Click on the first subproject, hold down the key and press to see the Gantt bars Note that the earliest project (House 5 92 Ascot Park Rd) starts in February 2019 Click on the Project tab, then click on Project Information in the Properties group Since no start date is set the current system date is shown Type 1/2/19 in Start Date, then click on [OK] Double-click on the first project in the task list to display the Inserted Project Information dialog box Click on [Project Information] to see the Project Information dialog box for this project (not the combined project) Note that its start date remains unaffected Click on [Cancel] for each open dialog box To set the start date of a combined project: 1. Click on the Project tab, then click on Project Information in the Properties group 2. Type a date in Start Date that corresponds to the earliest inserted project start date 3. Click on [OK] Changing the start date in the combined project won t do anything to shift schedules around because they are still independently linked to the inserted projects. Watsonia Publishing Page 68 Chapter 7 - Linking and Combining Projects

77 CHANGING DATA IN A COMBINED PROJECT The beauty of the combined project concept is that Project allows you to work with the data either as it appears in the combined project file or through the individual subproject files themselves. This is because Project has created two-way links between the project files, allowing you to make changes in one and mirroring the result in the other. 1 Before starting this exercise ensure that the project with combined files (from the previous exercises) has been created... Click on the first project, click on the View tab, then click on Show Outline in the Data group and select All Subtasks Click in the Duration cell for Create Site Plans, type 10 and press The Plans and Site summary task updates as does the overall project task to 65 days. We can see in the top level task that we have made a change to the 44 Smith St (House_1) inserted subproject. Let s check it On the View tab, click on Switch Windows in the Window group and select 1 House_1.mpp to see that change has been made here too On the View tab, click on Switch Windows in the Window group and select 6 Project Consolidation.mpp to return to the combined project 2 3 To change data in a combined project: 1. Change the view in the inserted project so that you have access to the data to change 2. Edit the data as required Inserted projects have two-way links to the combined project. When you change data in a combined project you are actually changing the data in the real project file the one that has been inserted. Watsonia Publishing Page 69 Chapter 7 - Linking and Combining Projects

78 SAVING AND CLOSING A COMBINED PROJECT Since there are two-way links established between combined project files and their subprojects, saving and closing can become a little tedious. When you save a combined project, the links that tether subprojects to it often result in the requirement to save the subprojects also even if no data in them has changed. Before starting this exercise ensure that the project with combined files (from the previous exercises) has been created... Ensure that the combined project is currently on the screen Click on the File tab, then click on Save The combined file will be saved, and you will then be prompted to save an inserted file Click on [Yes] You may be prompted for the next subproject If prompted, click on [Yes to All] to save all inserted subprojects Let s close the combined project now Click on the File tab, then click on Close to close the combined project The five inserted project files will remain open Click on the File tab, then click on Close to close the first file It will probably close without prompting you to save it Close the remaining subprojects, clicking on [Yes] if you are prompted to save any of them 2 5 To save a combined project: 1. With the combined project active, click on the File tab, then click on Save 2. If prompted to save the inserted projects click on [Yes to All] Opening and closing combined projects updates the links in the inserted projects. Even though no data may have changed, the updating of the links triggers an internal change in the files that is why you are often prompted to save inserted project files. Watsonia Publishing Page 70 Chapter 7 - Linking and Combining Projects

79 USING ONLY THE COMBINED PROJECT FILE There is no reason why all of the inserted project files need to be open when you are working with a combined project file. Indeed, you will greatly reduce file clutter by keeping as many files closed as possible. Project allows you to make changes to data in a combined project file. When you then save the combined project the changes will be saved to the sub projects as well. 2 Before starting this exercise ensure that the project with combined files (from the previous exercises) has been created. There should be no projects open... Use the Open command on the File tab to open the Project Consolidation.mpp file Click on the View tab, then click on Switch Windows in the Window group to see which files are open Only the combined file should appear Click in the Duration cell for Lay Foundations, then type 15 and press to update the task Click on the File tab, then click on Save The combined project will be saved and you will be prompted to save the affected linked file Click on [Yes] to save the subproject Click on the File tab, then click on Close 3 4 To use only a combined file: 1. Use the Open command on the File tab to open the combined project 2. When saving or closing, use the [Yes to All] button to make changes to all projects The [Yes to All] button is a good catch-all operation and will ensure that all projects are updated. Alternatively, you can click [No] for each project that you know doesn t need changing, and only click on [Yes] for the one that has changed however, you could potentially miss some changes. Watsonia Publishing Page 71 Chapter 7 - Linking and Combining Projects

80 USING ONLY SUBPROJECT FILES In Project you can work either with the combined master project file, or alternatively with the individual subproject files. When you make changes to a subproject file those changes will be reflected in the combined master project file the next time that the master file is opened. 1 Before starting this exercise ensure that the project with combined files (from the previous exercises) has been created. There should be no projects open... Use the Open command on the File tab to open the House 1.mpp file Notice that Lay Foundations reflects the change to 15 days made in the previous exercise Click in the Duration cell for Prepare Site, then type 12 and press Click on the File tab, then click on Save Click on the File tab, then click on Close Use the Open command on the File tab to open the Project Consolidation.mpp file Notice that the Prepare Site task has been updated here too Save and close all open project files 2 5 To work with a subproject file: 1. Open the subproject file 2. Make the appropriate changes and save the file 3. Open the combined file to see the changes The combined project file is updated whenever it is opened. That is why combined files take marginally longer to open than normal project files. Also, the combined project file must have access to where the subproject files are located otherwise an error will occur on opening. Watsonia Publishing Page 72 Chapter 7 - Linking and Combining Projects

81 INSERTING SUBPROJECTS If you already have an existing project, you can easily insert subprojects into it. Your existing project may be one that already has tasks, or it may be one that you ve recently created and is completely blank. Inserting subprojects into an existing project results in the existing project file becoming a combined project file which then works the same way as any other combined project file. 1 Before starting this exercise ensure that all other project files are closed... Use the New command on the File tab to create a new project based on the Blank Project template Click on the Project tab, then click on Subproject in the Insert group to display the Insert Project dialog box Ensure that the folder shows the current student files folder Scroll to and click on House_6.mpp, then click on [Insert] Repeat steps 2 to 4 and insert the files House_7.mpp and House_8.mpp Click on the File tab, click on Save, click on This PC, then click on the course files folder to display the Save As dialog box Type Current Building Projects in File name, change the file location to the student files folder (if necessary), then click on [Save] 4 5 To insert subprojects into an existing project: 1. Open the existing project 2. Click on the Project tab, then click on Subproject in the Insert group 3. Select the appropriate file, then click on [Insert] Subprojects are inserted at the current insertion point (the task that is presently selected). You can insert subprojects anywhere you like just click in the task where the subproject should be placed. Watsonia Publishing Page 73 Chapter 7 - Linking and Combining Projects

82 BREAKING SUBPROJECT LINKS When projects are inserted into another project special links between the two files are created. These links result in the data being updated between the files. If you no longer want to have the data automatically update between the project files, you can break the links using the options available in the Inserted Project Information dialog box. Before starting this exercise ensure that the project with inserted files (from the previous exercise) has been created... Double-click on the 67 Ulrich St task to display the Inserted Project Information dialog box, then click on the Advanced tab Click on Link to project so it appears unticked, then click on [OK] A message box may display notifying you of the link breakage Click on [OK] All links to this source file will now be broken. Notice the subtle changes to the formatting Click on the Task Name heading to select the column Click on the View tab, then click on Show Outline in the Data group and select All Subtasks to expand the projects Scroll down and click on 67 Ulrich St and notice the numbering scheme in the row ID column Click on the File tab, then click on Save If prompted click on [Yes] to save the subprojects To break subproject links: 1. Double-click on the subproject, then click on the Advanced tab of the Inserted Project Information dialog box 2. Click on Link to project so it appears unticked, then click on [OK] Linked project files have a link icon that appears next to them in the task list. When a subproject has been unlinked the icon will not appear. Watsonia Publishing Page 74 Chapter 7 - Linking and Combining Projects

83 CREATING A READ ONLY SUBPROJECT If you do not want a subproject file to be changed you can mark it as read-only. When a combined projects file is opened the data from read-only subprojects will still be displayed. However, if an attempt is made to change the data from a read-only file, the data cannot be saved back to the subproject at a later time. Before starting this exercise ensure that the project with inserted files (from the previous exercise) has been created... Double-click on the 92 Ascot Park Rd task to display the Inserted Project Information dialog box, then click on the Advanced tab Click on Read only so it appears ticked, then click on [OK] Click in the Duration cell for Prepare Site, then type 20 and press Click on the File tab, then click on Close to attempt to close the combined project You will be asked to save the current project Click on [Yes] You will now be asked to save House_8 (the Ascot Park Rd file) which is readonly. If you answer yes you will need to specify a new name for the file Click on [No] to close the combined project To create a read only subproject file: 1. Double-click on the subproject, then click on the Advanced tab of the Inserted Project Information dialog box 2. Click on Read only until it appears ticked and click on [OK] A read-only subproject file appears with a red bar along the edge of the linked project icon in the task list. Watsonia Publishing Page 75 Chapter 7 - Linking and Combining Projects

84 Open File INSERTING TASK LINKS Microsoft Project allows you to insert links to tasks from other projects into the current project. Whilst this was a straightforward operation in earlier versions, from Microsoft Project 2010 it didn t work as easily. One way to make it work is to insert an entire subproject, create links to the required tasks, then remove the subproject leaving only the links to the relevant tasks from that file. 1 Before starting this exercise you MUST open the file Links_1.mpp Click on the Slabs Completed task Click on the Project tab, click on Subproject in the Insert group, scroll to and click on House A.mpp in the course files folder, then click on [Insert] Click on the white arrow to expand the tasks for the 110 Grange Rd subproject Click on the Pour slab task, then hold down the key and click on the Slabs Completed task at the bottom of the tasks list to select both tasks Click on the Task tab, then click on Link the Selected Tasks in the Schedule group Click on the 110 Grange Rd project file address (top task), then right-click and select Delete Task Click on [OK] to confirm the deletion, then click on [Yes] to save the subproject Repeat steps 2 to 7 and insert links to the Pour slab tasks in House B.mpp and House C.mpp To create a task link in a project: 1. Click on the Project tab, click on SubProject and insert the source file 2. Select the source tasks 3. Click on the Task tab, then click on Link Tasks in the Schedule group When task links have been created, the predecessor field in a table shows the full file path and file name to the file that contains the source task. Watsonia Publishing Page 76 Chapter 7 - Linking and Combining Projects

85 CREATING A SUMMARY MILESTONE Linking tasks into an existing project is usually done where the destination project is a summary project. In this type of project, the details are retained in the sub-projects and only milestone tasks are utilised in the destination project. These milestone tasks serve to provide an overview of where the scheduling is at across the broader spectrum of projects that are being managed. 1 Before starting this exercise you MUST open the file Links_1.mpp... Click on the Slabs Completed duration cell, then type 0 and press make this a milestone task Double-click on Slabs Completed to display the Task Information dialog box, then click on the Predecessors tab to see task links Click on [Cancel] to close the box to Click on the Project tab, then click on Links Between Projects in Properties to see the links in the current project Click on any of the three Pour Slab tasks under Task and notice how the path to the linked task is displayed at the bottom of the dialog box Click on [Close] If you would like extra practice, use the instructions from the previous topic to link the Lay Roofing tasks from each of the projects to Roofing Completed, then save and close all files 2 5 To create a summary milestone: 1. Double click on any task that has been linked to external tasks 2. Click in the Duration cell, then type 0 and press If you open one of the subproject files where tasks have been linked, you can use the External Successors tab in the Links Between Projects dialog box to see where the links have been made. Watsonia Publishing Page 77 Chapter 7 - Linking and Combining Projects

86 NOTES: Watsonia Publishing Page 78 Chapter 7 - Linking and Combining Projects

87 CHAPTER 8 SHARED RESOURCES INFOCUS As a project manager you may have a team of resources that are used across several projects currently underway. For example, if you are a builder you may have a team of carpenters that work on all of your construction projects. Currently they may be working on project A, but when that finishes they will transfer to project B, then to project C and so on. Project allows you to create a common resource pool that can be used across multiple project files, thereby simulating your real-life scenario. In this session you will: gain an understanding of common resource pools learn how to create a common resource pool file learn how to link a project file to an external resource pool learn how to link a new project file to the resource pool learn how to assign resources from the common resource pool learn how to work with allocation issues in a common resource pool learn how to check for resource sharing links gain an understanding of what happens when you open linked resource files learn how to open a shared resource project file learn how to open a resource pool file learn how to assemble resource and sharer files in a master project file learn how to work with a resource master project. Watsonia Publishing Page 79 Chapter 8 - Shared Resources

88 UNDERSTANDING RESOURCE SHARING If you work on many projects simultaneously you are probably sharing your resources across those projects. You may have a team of workers that spend some time on a number of projects, or maybe just a favourite contractor that you assign to projects. If this is the case, it is recommended to create a common resource pool so that the resources can be controlled over all projects. The Common Resource Pool If you have been using Project to help manage multiple projects, it is likely that you have created a pool of resources in each project. There are a number of ways this can be done. You can create the pool in one project file then copy and paste it across to the other files. Alternatively, you can create your pool in a template and then use this template each time you create a new project file. The big problem with the above techniques is that the resource pool remains a separate stand-alone entity within each file and totally independent of the other projects. The real world just doesn t operate this way. In the real world you ll probably have a team of people who can be used on more than one project, either successively or simultaneously. You ll most likely have preferred suppliers and contractors that you can use across more than one project. Rather than create a separate, stand-alone resource pool in each project that you work on Project allows you to create one common shared resource pool that can be accessed by all of your project files. Working With A Common Resource Pool While this resource pool can be in an existing project file, generally it is a good idea to create a separate project file that contains only resources. These resources can then be linked to any other project file that you desire. Once a pool has been linked across project files you can manage the resources in the pool as though you are working on a single project. Project will display over-allocations and allow you to use various resource and task views to see where scheduling and assignment problems are occurring. To all intents and purposes a common resource pool created in this way resembles and works little differently to a standalone resource pool. Watsonia Publishing Page 80 Chapter 8 - Shared Resources

89 Open File CREATING A COMMON RESOURCE POOL You can create a new common resource pool from scratch or you can modify an existing project and copy the resources to a new project file that will be set up as a common resource pool. While it is possible to share the resources from an existing project with other projects it is better to create a separate pool file that contains only resources. 1 Before starting this exercise you MUST open the file Pool_1.mpp Click on the View tab, then click on Resource Sheet in the Resource Views group Click on the row header for row 1, then hold down and click on the row header for row 13 Hold down and press to copy the resources to the clipboard Click on the File tab, click on New, then click on the Blank project template to create a new blank project Click on the View tab, then click on Resource Sheet in the Resource Views group Hold down and press to paste a copy of the resources here Use the Save command on the File tab to save the file in the course files folder as Resource Pool 2 6 To create a common resource pool file: 1. Select the resources in the current project and copy them to the clipboard 2. Create a new project file and paste the copied resources into the file The process of copying and pasting resources does not create links. At this stage we have our original project file still with its resources intact, and a new project file with a copy of those resources in it. Watsonia Publishing Page 81 Chapter 8 - Shared Resources

90 Same File LINKING TO AN EXTERNAL POOL Project files that are to use the common resource pool file will need to be advised where this file exists. This can be done by creating an external link from the project file to the resource pool file and is achieved from within the project file using the Share Resources command. This command displays a dialog box from where you can select the resource pool file. Continue using the previous file with this exercise, or open the file Pool_1.mpp... Click on the View tab, then click on Switch Windows in the Window group and select 1 Pool_1.mpp to return to the project file Click on Gantt Chart in the Task Views group to return to a Gantt Chart view Click on the Resource tab, then click on Resource Pool in the Assignments group and select Share Resources to display the Share Resources dialog box Click on Use resources (requires ) and ensure that Resource Pool.mpp is shown in From Click on [OK] To link a project file to an external pool: 1. With the pool file open and the project file active, click on the Resource tab, then click on Resource Pool in the Assignments group and select Share Resources 2. Click on Use resources and click on [OK] There was no obvious change to the assignments shown in the Gantt bars when the pool was switched because the pool resources are an exact copy of the resources that were originally in the project file. Watsonia Publishing Page 82 Chapter 8 - Shared Resources

91 Open File LINKING A NEW PROJECT FILE TO THE POOL Once you have created a common resource pool you can link both existing project files and new ones that you create to the pool. Indeed, the technique is the same for both existing project files and new ones. All you need to do is to ensure that the pool file is open, then open the Share Resources dialog box from the new project and create the link. Before starting this exercise you MUST open the file Pool_2.mpp. You should also ensure that the Resource Pool.mpp file created in an earlier exercise is open... Click on the View tab, then click on Resource Sheet in the Resource Views group There are no resources presently in this project Click on the Resource tab, then click on Resource Pool in Assignments and select Share Resources Click on Use resources (requires ) and ensure that Resource Pool.mpp is shown in From Click on [OK] The resources will now appear in the previously empty resource sheet Click on the File tab, then click on Save to save the project To link a new project to a resource pool: 1. In the new project click on the Resource tab, then click on Resource Pool in Assignments and click on Share Resources 2. Click on Use resources and click on [OK] There are no icons that tell you the resources used in the project come from a common resource pool. If you have any doubts you can always use the Share Resources dialog box to check the source of the resources. Watsonia Publishing Page 83 Chapter 8 - Shared Resources

92 Open File ASSIGNING RESOURCES FROM THE POOL A common resource pool behaves just like an embedded resource pool when it comes to assignments. Project is quite transparent about the fact that you are using a shared resource pool and once the links have been made, the whole process of assignments and checking of assignments is the same as if you were dealing with a single project file. 4 Before starting this exercise you MUST open the file Pool_2.mpp Click on the View tab, then click on Gantt Chart in the Task Views group Click on Create Site Plans in the task list Click on the Resource tab, then click on Assign Resources in the Assignments group Click in Units for Draftsperson, click on the up arrow until 100% appears, then click on [Assign] Click on Arrange Council Permits in the task list and repeat the above steps to make the other assignments as shown. Skip any warnings that may appear and ensure the durations remain intact Click on [Close] to close the Assign Resources dialog box Use the Save command on the File tab to save the assignments 5 Task Dur n Resource Arrange Council Permits 1d Draftsperson Prepare Site 3d Labourer[200%],Back Hoe & Operator Organise Materials 1d Supervisor Lay Foundations 2d Back Hoe & Operator,Labourer[200%] Plumbing for Sewerage 1d Plumber Pour Slab 1d Concreter[300%],Labourer[200%] Erect Framing 3d Carpenter[400%] Lay Roofing 3d Roof Tiler[300%],Labourer Brick Walls 5d Bricklayer[500%],Labourer[200%] Fit Windows & Doors 2d Carpenter[200%] Electrical Cables 1d Electrician Internal Plumbing 1d Plumber Plaster Walls 5d Plasterer[300%] Internal Doors and Trim 4d Carpenter[200%] Install Kitchen 2d Carpenter Install Bathroom 2d Carpenter Final Electrical Fittings 2d Electrician Final Plumbing Fittings 2d Plumber Paint 5d Painter[500%] To assign resources from a pool file: Use the same assignment techniques you would from an embedded resource pool We ve used the Assign Resources dialog box in the exercise above. It doesn t matter which technique you use to assign resources. Watsonia Publishing Page 84 Chapter 8 - Shared Resources

93 WORKING WITH SHARED RESOURCES Once the project files have been linked to the resource pool file, the pool takes on the same operational characteristics of a solo project file. You can therefore check the resource pool for over allocations and change its view so that you can see which tasks have resources assigned to them and which resources are assigned to tasks. Continue using the previous file with this exercise Click on the View tab, then click on Switch Windows in the Window group and select Resource Pool.mpp On the View tab, click on Resource Usage in Resource Views to see what tasks are done by each resource Scroll the screen so that the over-allocated Painter appears at the top 1 0 Click on the first Paint task, click on the Task tab, then click on Scroll to Task in the Editing group Click on the second task, then click on Scroll to Task It would seem there are no overlapping tasks just a shortage of painters 5 6 Click on the red Painter resource name, click on the Resource tab, click on Information in the Properties group to see the Resource Information dialog box, then click on the General tab Change the 300% in Units to 500%, then click on [OK] The red overallocated resource highlighting and warning will disappear To work with a common resource pool: 1. Use the Switch Windows command to see the resource pool and check for allocation issues 2. Use the normal project techniques for eliminating any over allocations We ve used rather simplistic techniques for removing over allocations in the above example. In the real world you can apply whatever standard techniques to remove over-allocations to a pool file as you would to a stand-alone file. Watsonia Publishing Page 85 Chapter 8 - Shared Resources

94 CHECKING FOR RESOURCE LINKS There may be times when you are unsure of which resource pool a project is using and in the case of the common resource pool file, which project files are using the pool. You can check for the links from a project file to see which resource pool file it uses, and conversely you can check from a resource pool file to see which project files it is linked to. 2 Continue using the previous files with this exercise Click on the View tab, then click on Switch Windows in the Window group and select 1 Pool_1.mpp Click on the Resource tab, then click on Resource Pool in the Assignments group and select Share Resources to display the Share Resources dialog box 5 When viewed from a project file the Share Resources dialog box shows the name of the resource pool that it is linked to. Here you ll see which file is acting as the resource pool Click on [Cancel] Click on the View tab, then click on Switch Windows in the Window group and select 3 Resource Pool.mpp Click on the Resource tab, then click on Resource Pool in the Assignments group and select Share Resources Since this is the resource pool you ll see which files it is linked to Click on [Cancel] Save and close all project files that are currently open When viewed from the resource pool file the Share Resources dialog box shows the project files that are linked to it. To check the resource sharing links: Click on the Resource tab, then click on Resource Pool in the Assignments group and select Share Resources You can use the Share Resources dialog box from the common resource pool side to break links to project files. Watsonia Publishing Page 86 Chapter 8 - Shared Resources

95 MANAGING SHARED RESOURCES Working with shared resource files is quite straightforward. However, problems occur when you need to close and then open the files again. When a common resource pool is shared between one or more separate project files, there is a constant back and forth flow of traffic between all files. When one of the files is closed and you try to open it again, Project will offer appropriate options. The Problem With Two-Way Links If you open the project files and not the resource pool file how does Project know to update the resources? Or, conversely, if you open the resource pool file and not the project files, how is Project going to update the project schedule if you make changes to the resource pool? The situation becomes even worse if other users on a network are sharing the common resource pool file. To help overcome issues, Project will prompt you when you attempt to open either a pool or a project file. When you attempt to open a project file that is linked to a resource pool file, you will receive the message shown to the right. When you attempt to open the resource pool file which is linked to project files, you will receive the message shown to the right. While opening a project file is relatively clear cut, the options presented when opening a resource file are a little trickier. You can open the resource pool read-only. When this occurs, the resource pool is opened for you but you can't modify it. This allows others who may be using the file to continue with their work. You can open the resource pool read-write. With this option you can make changes to the resource pool file but others can't. Others can still use it but if they make a change to their project that requires a change in the resource pool they will not be able to save the change later. You can open the resource pool and all other sharer files. This option creates one project file that acts as a master project file and has the other files as subprojects. Our Suggestion The method for opening files depends upon what you are going to do. If you want to work with the project files you should open the resource file as read-only and then open the individual project files. If you need to change something in the resource file, then you should open the resource file as read-write and then the individual project files. Watsonia Publishing Page 87 Chapter 8 - Shared Resources

96 OPENING SHARED RESOURCE PROJECTS When you attempt to open a project file that is linked to a shared resource file, you will receive a message box asking you whether or not to open the resource file as well. Generally, it s a good idea to open the resource pool file because otherwise the resource list won t appear in your project. 1 Before starting this exercise ensure that all existing project files are closed... Use the Open command on the File tab to open the file Pool_1.mpp Because this project uses a shared resource pool you will be prompted to open the file Ensure the first option is selected, then click on [OK] Click on the View tab, then click on Switch Windows in the Window group to see which files are open Notice that the resource pool has been opened as a read-only file Close all of the files that are currently open Use the Open command on the File tab to open the file Pool_1.mpp again Click on Do not open other files, then click on [OK] Click on the View tab, then click on Switch Windows in the Window group Only one file will be open Close all open project files To open a shared resource project file: 1. Use the Open or Recent commands to open the file 2. Click on Open resource pool, then click on [OK] When you save a project file with the resource pool open, Project will ask if you also want to save the resource pool file. Click [OK] to save the changes or [Cancel] to not update the resource pool. Watsonia Publishing Page 88 Chapter 8 - Shared Resources

97 OPENING THE RESOURCE POOL ONLY If you attempt to open the resource pool file you will be presented with three options. The first two allow you to open the resource file only in either read-only or read-write mode. Read-only mode, as its name suggests, allows you to look at the file but changes cannot be made to it. Read-write mode is a maintenance mode where data will be changed as required. 1 Before starting this exercise you must have created the Resource Pool.mpp file as shown in previous exercises... Use the Open command on the File tab to open the Resource Pool.mpp file Ensure that the first option is selected, then click on [OK] to see the pool as read-only Notice that the pool is labelled as read-only in the title bar Use the Close command on the File tab to close the file Use the Open command on the File tab to open the Resource Pool.mpp file again Click on the third option, then click on [OK] This mode allows you to make changes to the resource pool Use the Close command on the File tab to close all open files Click on [No] if prompted to save 2 5 To open the resource pool file only: 1. Use the Open command on the File tab to open the file 2. Choose either Read-only or Read-write, then click on [OK] On a network only one user can have the resource pool file open in read-write mode. As soon as the file is opened in this mode anyone else who attempts to open it will receive a read-only version of the file. Watsonia Publishing Page 89 Chapter 8 - Shared Resources

98 ASSEMBLING A RESOURCE MASTER When you open a resource pool file you receive three options. The first two are used to open the resource pool file only. The third option is much more interesting and will basically create a resource master file by assembling the linked projects and the resource pool file into a new combined project file. 1 Close all open files before starting this exercise... Use the Open command on the File tab to open the Resource Pool.mpp file Click on the third option, then click on [OK] Click on Skip All if you receive any overallocation error messages Click on the View tab, then click on Switch Windows in the Window group to see what has opened Select the unsaved master file to see the new master project On the View tab, click on Show Outline in the Data group and select Level 1 Click on the File tab, click on Save, click on This PC, then on the course files folder to display the Save As dialog box Type Pooled Projects in File name, then click on [Save] Click on [Yes to All] to save changes to the three subprojects 4 5 To create a resource master file: 1. Use the Open command on the File tab to open the resource pool file 2. Choose the third option, then click on [OK] An alternative to creating a master project file is to create a workspace. To do this open all of the files including the resource pool file and all of the sharer files then use the Save Workspace command to save them all together. Note: You will need to add this command to the QAT as it isn t on the ribbon. Watsonia Publishing Page 90 Chapter 8 - Shared Resources

99 WORKING WITH A RESOURCE MASTER Master project files are simply project files that have inserted subprojects. A subproject is simply another project file that, when inserted into another project file, becomes a component part of that file. When a resource master is created only the project sharer files are inserted the resource pool file remains an independent file which already had to have been linked to the project files. 3 Before starting this exercise you must have created the Pooled Projects.mpp in the previous exercise... Close all of the project files that are currently open, saving if prompted to do so Use the Open command on the File tab to open Pooled Projects.mpp The master project should now open Click on the white arrow for Pool 57 Morris Court Since this file is linked to the resource pool file you will be asked whether to open the resource pool Ensure the first option is selected, then click on [OK] The pool file will open and the tasks of the subproject will expand Click on the View tab, then click on Switch Windows in the Window group to see what is now open Save and close all files that are currently open 4 5 To work with a resource master file: 1. Use the Open command on the File tab to open the master project file 2. When you expand a subproject click on the Open resources pool option to open the resource pool file A master project contains inserted subproject files with two-way links between it and the subprojects. Watsonia Publishing Page 91 Chapter 8 - Shared Resources

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101 CHAPTER 9 DOWNSIZING LARGER PROJECTS INFOCUS Many users attempt to create a large project in one project file. This is not desirable and it is sometimes necessary to break a large project into smaller units for ease of use. By the end of this session you will have created smaller projects from a large project and created a master project to manage smaller projects. In this session you will: gain an understanding of project downsizing and the steps involved learn how to create a common resource file from a larger project file learn how to divide a larger project file into several smaller ones learn how to link subprojects to the resource file learn how to prepare and double check things before creating the master project learn how to create a downsized master project learn how to set task links across inserted subprojects learn how to finalise the master project file. Watsonia Publishing Page 93 Chapter 9 - Downsizing Larger Projects

102 UNDERSTANDING PROJECT DOWNSIZING We know that Project can handle very large projects, so what do we mean by downsizing a project and why do it? Downsizing a project is when you take a single, very large project file, separate it into smaller component parts, and then manage the overall project through a master project. One major advantage for doing this is it makes project management much easier. When Should You Downsize A Project? In Project 2016 you can have: 700,000 resources per project 400,000 tasks per project 50,000 predecessors per task 50,000 successors per task 65,535 outline levels per project and much more. So you will probably never run out of capacity in terms of tasks and outline levels. A very large project becomes unwieldy and there are many opinions as to when and why this occurs. Generally, a project becomes unmanageable when you need to scroll up or down repeatedly or when you forget where things are and can't easily locate them. This can also happen when there are too many subproject concepts within a larger file. For example, you may have a large construction project to manage but that project is made up of many smaller subprojects. In this case it may be better to break off the subprojects into smaller project files where they can be managed more easily in smaller units when required. Steps To Downsizing A Project? There are four steps required to break a large project into several smaller and more easily managed subproject files: Step 1 Step 2 Step 3 Step 4 Create a new project file to act as a resource file. Copy the groups of tasks for each logical smaller unit into their own small project files. Create a master project file and insert the subprojects into it. Rebuild the links and dates in the master file so that they mimic the original, larger file. Watsonia Publishing Page 94 Chapter 9 - Downsizing Larger Projects

103 Open File CREATING THE RESOURCE FILE If the project to be downsized has resources, chances are the various subprojects that you will create later will want access to those resources. Rather than creating resources in each smaller project you are better advised to create one resource pool file and then link the various smaller projects to it at a later time. Before starting this exercise you MUST open the file Large Project_1.mpp Click on the View tab, then click on Resource Sheet in the Resource Views group to display the project s resources Click on the select all cell in the top left corner to select all of the resources Press + to copy the resources to the clipboard Use the New command on the File tab to create a new project based on the Blank Project template In the new project, click on the View tab, then click on Resource Sheet in the Resource Views group Press + to paste the resources here Use the Save command on the File tab to save this file in the course files folder as Common Resources.mpp 2 6 To create a resource file for downsizing: 1. Open the larger project file, select the resources in a resource sheet, then press + 2. Create a new project, switch to a resource sheet view, then press + The resource file that we created above will act as a resource pool file once we ve split the larger project into smaller subproject files. Watsonia Publishing Page 95 Chapter 9 - Downsizing Larger Projects

104 CREATING SMALLER PROJECTS Dividing a larger project into smaller ones is made easier if the larger project is already organised with summary tasks luckily ours is. Summary tasks often provide a logical separation point between major parts of a project. If your larger project does not have summary tasks it may be worth creating them before breaking up the project. Continue using the previous files for this exercise Click on the View tab and switch to Large Project_1.mpp On the View tab, click on Gantt Chart in the Task Views group Click on task 1, hold down the key and click on Task ID 9, then press + to copy the tasks Use the New command on the File tab to create a new blank project, then hold down the key and press to paste the tasks If you receive a pasting error message, click on [Yes] Use the Save command on the File tab to save this file in the course files folder as Construction Stage_1.mpp Repeat the above steps to create Construction Stage_2.mpp and Construction Stage_3.mpp based on the summary tasks 3 Notice here how the tasks selected are the ones that make up the summary and its subordinate tasks in other words all of the Plans and Site tasks are selected. 4 6 To create a smaller project file: 1. Use the Task IDs to select the tasks in a logical group, then press + 2. Create a new project file, then press + When you copy tasks that have a resource assignment, only one unit of the resource is copied to the new project. Watsonia Publishing Page 96 Chapter 9 - Downsizing Larger Projects

105 LINKING SUBPROJECTS TO RESOURCES After creating the subproject files from the large files it is now necessary to link the subprojects to the resource file. This should reinstate the allocations that were in the larger file and ensure that there are no more resource problems in the subprojects. Continue using the previous files with this exercise Click on the View tab, then click on Switch Windows in the Window group and select 5 Large Project_1.mpp Click on the File tab, then click on Close to close this file do not save if prompted Click on the View tab, then click on Switch Windows in the Window group and select 2 Construction Stage_1.mpp Click on the Resource tab, then click on Resource Pool in the Assignments group and select Share Resources Click on Use resources, then click on the drop arrow for From and select Common Resources.mpp Click on [OK] All of the over-allocations in this project now vanish Repeat steps 3 to 6 for Construction Stage_2.mpp and Construction Stage_3.mpp To link a subproject to the resources: 1. Make the subproject active 2. Click on the Resource tab, then click on Resource Pool in the Assignments group and select Share Resources 3. Point the subproject to the resource file Remember, the over-allocations originally appeared in the subprojects because only one unit of each resource was copied across when the tasks were copied. Linking to the resource file should ensure all units of resources are available again. Watsonia Publishing Page 97 Chapter 9 - Downsizing Larger Projects

106 PREPARING FOR THE MASTER PROJECT Before creating a new master project file for the component subprojects, it is a good idea to check all of the links between the resource pool and subprojects. A good way to do this is to close all of the subprojects and then check that the links to them in the resource file are intact. 2 Continue using the previous files with this exercise Click on the View tab, then click on Switch Windows in the Window group and select 2 Construction Stage_1.mpp Click on the File tab, then click on Close You will now be prompted to save the file Click on [Yes] Repeat the above steps to save and close Construction Stage_2.mpp and Construction Stage_3.mpp Ensure that Common Resources.mpp appears on the screen Click on the Resource tab, then click on Resource Pool in the Assignments group and select Share Resources to see the links to the other files Click on [Cancel] Save and close the resource file 5 6 To prepare for the master project: 1. Save and close the subproject files 2. Click on the Resource tab, then click on Resource Pool in the Assignments group and select Share Resources to see the links to the other files Resource file links have the path hard coded in them. Once the links have been created, it is recommended that you do not move the files to different locations as you will then need to change the links. Watsonia Publishing Page 98 Chapter 9 - Downsizing Larger Projects

107 CREATING THE DOWNSIZED MASTER FILE There are two ways to create a master file. You can open the common resource file and allow Project to drag all of the share files (or subprojects as we ve referred to them) into a new master file. The second way is to create a new project yourself and insert the subprojects into it. While this takes longer, you can be more sure that everything is being processed correctly. Before starting this exercise, ensure Project has started Use the New command on the File tab to create a new blank project Click on the Project tab, then click on Subproject in the Insert group Click on Construction Stage_1.mpp in the course files folder, then click on [Insert] Click on the next blank line, then repeat the above instructions to insert Construction Stage_2.mpp and then again for Construction Stage_3.mpp Click on the next blank line, then repeat the above instructions to insert Common Resources.mpp Click on the first option, then click on [OK] Use the Save As command on the File tab to save the master project file as Construction Master Project.mpp To create the master file: 1. Create a new blank project 2. Click on the Project tab, then click on Subproject in the Insert group 3. Insert the required subproject file We didn t need to insert the Common Resources file in this example because the file already has links to the subproject files. However, since this resource file is only used with the subprojects in this master it doesn t hurt to insert it for documentation purposes. Watsonia Publishing Page 99 Chapter 9 - Downsizing Larger Projects

108 SETTING PROJECT LINKS With three of the stages involved in downsizing a project completed, it is now time to tie the component subprojects together. At present the three subprojects are unrelated and unlinked. In the original large file there were dependencies between these tasks (as they originally were) that need to be re-established. Continue using the previous file with this exercise Click on the white arrow next to Construction Stage_1 You will now be prompted about the resource pool Ensure the first option is selected, then click on [OK] Double-click on Construction Stage_1 to display the Inserted Project Information dialog box, then click on [Project Information] Type 6/3/19 in Start Date, click on [OK], then click on [OK] to close the Inserted Project Information dialog box Click on the white arrows for Construction Stage_2 and Construction Stage_3 Click on Foundations Complete, then hold down and click on Erect Framing Click on the Task tab, then click on Link the Selected Tasks in the Schedule group to link these tasks Notice how the dates have changed Repeat steps 6 and 7 for tasks Lockup and Electrical Cables Even though the resource pool file has been inserted in the master project, as an inserted subproject it is not open. Whenever you expand an inserted subproject that is linked to a resource file you will be prompted to open the resource file. To set links in a master project: 1. Double-click on the first subproject, click on [Project Information], then type the start date 2. Select the final and first tasks across the inserted subprojects, click on the Task tab, then click on Link the Selected Tasks Task linking in a master project behaves the same was as it does in a standalone project. You can use all of the same commands and operations in a master project as you would in a standalone one. Watsonia Publishing Page 100 Chapter 9 - Downsizing Larger Projects

109 FINALISING THE MASTER The downsized project is now fully functional. However, a few finishing touches are still required. Even though a start date has been set for the first inserted subproject in the master, we should still set an overall project start date in the master project file. Once this is done we can perform an overall save of the entire downsized project. Continue using the previous file with this exercise Click on the black arrow next to Stage_1, Stage_2, and Stage_3 to collapse them This provides a good look at the flow of dates Click on the Project tab, then click on Project Information in the Properties group Type 6/3/19 in Start date, then click on [OK] Click on the File tab, then click on Save to initiate the saving process each subproject will require saving Click on [Yes to All] to save all of the subprojects Click on [OK] to update the resource pool Use the Close command on the File tab to close all of the project files open, saving if prompted To finalise the downsized master project file: 1. Click on the Project tab, then click on Project Information in the Properties group 2. Type a date in Start date and click on [OK] Due to the two-way links between master files and their subprojects, data is constantly being updated. That is why you will often be prompted to save subproject files. If you are annoyed by these reminders use [Yes to All] to update all the files at once. Watsonia Publishing Page 101 Chapter 9 - Downsizing Larger Projects

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111 CHAPTER 10 OTHER APPLICATIONS INFOCUS Project is a great tool for scheduling projects and it has some useful reporting and printing features. However, it does not function as a word processor and therefore it cannot produce fully formatted annual reports. Nor is it a number cruncher; you can t really do advanced analysis of construction or project costs. When you need to do these things you will have to export your project data to another application for further manipulation. Project does have a number of ways to help you do this. In this session you will: gain an understanding of how data from a project can be used in other applications learn how to copy a picture of a Gantt Chart into another application learn how to copy table data to other locations learn how to copy table data to Microsoft Excel learn how to link data to Microsoft Excel learn how to export data to Microsoft Excel learn how to export to Excel using the Export Wizard learn how to import data from Excel. Watsonia Publishing Page 103 Chapter 10 - Other Applications

112 UNDERSTANDING WORKING WITH APPLICATIONS While Project is an excellent tool for scheduling and project management, it doesn t provide the functionality for writing reports or for producing a statistical analysis of project costings. These types of operations are better handled in applications specifically designed for this type of function. You can transfer project data to these applications in order to fulfil these needs. The Four Ways Of Getting Data Out Of Project There are four main ways of getting data out of a project file from Project. You can: copy it from a project file and paste it into another application create a link from data in a project file to another application export it from Project into another application export it to Excel or Visio using a Visual Report template. The Copy and Paste Method The copy and paste method for getting data to another application is a common and popular option Simply locate the data you want in a project file, select it, copy it to the clipboard and then paste it into another application. This process works particularly well with table data because most applications that you paste into can handle a table in their own way. Because some aspects of Project are very visual, such as Gantt Charts, the copy command actually allows you to capture a picture of the Gantt chart to paste in to another application. This is great for inserting a picture of a Gantt chart in to a Word document or a PowerPoint presentation. Creating A Link To Project Data This method works almost the same as the copy and paste method. Basically you set up your table data, select what you want and copy the data into the clipboard. When you are ready to paste it into the destination application you have to use the Paste Special command in that application rather than the standard Paste operation. In Paste Special you can paste the data with a link so that when the data changes in the project file, that change will be automatically reflected in the destination location. Note that this method really only works with tabular data. Exporting Project Data There is no Export command in Project as such. However, Project allows you to save a project file as a workbook in Excel. As soon as you try and do this an Export Wizard will appear to walk you through the steps and make the process as easy as possible. There are two levels of exporting in this way. You can choose to export the entire data using the standard Excel Project Template (the Wizard will provide you with this choice). This makes exporting easy but does not provide you with the options to specify what data you need. If you want to pick and choose what data is exported, you ll need to create an export map. This process is a little more difficult, although the Wizard is there to guide you through. Visual Reports Using the data from a project file, visual reports are created in a new file in either Excel or Visio based on which template you choose. Creating and working with these reports is covered in detail in the Visual Reports chapter. Watsonia Publishing Page 104 Chapter 10 - Other Applications

113 Open File COPYING A GANTT CHART IMAGE Project is a graphical application in the sense that it displays project data in a pictorial way through views such as resource graphs, Network diagrams and Gantt charts. This type of representation of your project data is very useful and can be copied as a picture to the clipboard. Once it is in the clipboard it can be pasted to another application such as Word. Before starting this exercise you MUST open the file Exporting_1.mpp Click on the Task tab, then click on the drop arrow next to Copy in the Clipboard group Select Copy Picture to display the Copy Picture dialog box Click in the From date, type 3/1/19, then click in To date and type 18/1/19 Ensure For screen is selected under Render image, then click on [OK] Start Microsoft Word and create a new document Type Trade Show Project, then press twice Press + to paste the picture Leave Word and the document open for the next exercise To copy a Gantt picture to another application: 1. On the Task tab, click on the drop arrow for Copy and select Copy Picture 2. Adjust the settings in the Copy Picture dialog box, then click on [OK] 3. Press + to paste the picture You may need to use trial and error when copying a picture from Project. In the example above we adjusted the timescale settings in the Copy Picture dialog box to ensure that the picture we pasted was readable. Watsonia Publishing Page 105 Chapter 10 - Other Applications

114 Same File COPYING TABLE DATA Tables contain data in rows and columns. Rows and columns are now easily handled in virtually all applications. In a spreadsheet, rows and columns conform nicely to the layout of a worksheet. In a word processor rows and columns can appear as a table, an image, or as text separated by a tab stop depending upon the pasting options you choose. Continue using the previous file with this exercise, or open the file Exporting_1.mpp... Click on the Project icon in the task bar at the bottom of the screen to return to Project Click on the View tab, then click on Resource Sheet in the Resource Views group On the View tab, click on Tables in the Data group and select Work Click on Tony Peters, then hold down and click on the Overtime cell for the last resource Press + to copy the selected data Click on the Word icon in the task bar to return to the document, then press twice to insert some blank lines Press + to paste the table Save and close the Word document, then click on the Project icon to return to Project To copy table data: 1. Select the data to copy, then press + 2. Move to the destination location, then press + If you want to insert the information as unformatted text or as an image, you can use the Paste Special command to paste the clipboard data. Watsonia Publishing Page 106 Chapter 10 - Other Applications

115 Same File COPYING TO MICROSOFT EXCEL When you use the copy and paste technique to copy table data from Project to Excel, the data will easily drop into the workbook. Workbooks in Excel are already organised into rows and columns so the process for the transfer is easy for the computer to accommodate. 1 Continue using the previous file with this exercise, or open the file Exporting_1.mpp... Click on the View tab, then click on Tables in the Data group and select Cost Click on Tony Peters, then hold down the key and click on the Remaining cell for the last resource Press + to copy the data Start Excel, then create a new blank workbook Press + to paste the data into the worksheet Use the Save command on the File tab to save the workbook as Trade Show Costs in the course files folder Click on the Project icon in the task bar to return to Project 2 5 To copy table data to Microsoft Excel: 1. Select the table data to copy, then press + 2. Open the desired workbook and worksheet, then press + Normally you will need to make some formatting changes to ensure that the worksheet data is presentable enough for you. For example, in the above example some word wrapping has occurred that could be corrected by widening columns. Watsonia Publishing Page 107 Chapter 10 - Other Applications

116 Same File LINKING TO MICROSOFT EXCEL When you paste data from Project into Excel you are pasting a static copy of the data. This is a snapshot of the data in time in fact, at the time that the data was first copied to the clipboard. You can also paste the data into Excel so that it changes when the data in Project is updated. This is done via a link and requires a special type of paste operation. 1 Continue using the previous file with this exercise, or open the file Exporting_1.mpp... Click on Tony Peters, hold down the key and click on the Remaining cell for the last resource Press + to copy the data Click on the Excel icon in the task bar to switch to Excel, then click in cell A12 Click on the Home tab, then click on the drop arrow for Paste in the Clipboard group and select Paste Special to display the Paste Special dialog box Click on Paste link, then click on [OK] to paste the data as a linked object Use the Save command on the File tab to save the workbook Click on Close to close the file and exit Excel 4 5 To link Project data to Microsoft Excel: 1. Select the table data to copy, then press + 2. Switch to Excel and use the Paste Special command on the Home tab, clicking on Paste link to paste the data in as an object A linked object appears more as an image the data can t be changed in the workbook. When the data in the project changes, however, an updated image of the data will appear in the workbook. Watsonia Publishing Page 108 Chapter 10 - Other Applications

117 Same File EXPORTING TO MICROSOFT EXCEL In addition to copying and pasting from a project, you can also export data to another application. The fields in the resource and task tables in Project contain a wealth of data. When you export from Project you can specify what exactly to export through the use of special instructions known as maps. This can be quite complex so an Export Wizard exists to take care of the hard work. Continue using the previous file with this exercise, or open the file Exporting_1.mpp... Click on the File tab, click on Save As, click on This PC, then click on the course files folder to display the Save As dialog box Type Trade Show Project in File name, click on the drop arrow for Save as type and select Excel Workbook, then click on [Save] to display the first of the Export Wizard screens Click on [Next] Here you ll be required to either specify the entire project or selected data Click on Project Excel Template, then click on [Finish] Open Excel, then open the workbook Trade Show Project.xlsx Click on Close to close the file and exit Excel To export data to Microsoft Excel: 1. Use the Save As command to save the current project file as an Excel workbook 2. Follow the on-screen prompts from the Export Wizard using the Project Excel Template as the export format The Project Excel Template used as the format to export is the easiest export method to use. It is basically an Excel template into which the data from the current project is dropped. Watsonia Publishing Page 109 Chapter 10 - Other Applications

118 Same File EXPORTING TO EXCEL USING A MAP If you only want to export selected data from a project, then you ll need to create export maps so that Project knows how to create the Excel worksheet with the data in the correct location and format. The easiest method for creating export maps is to use the Export Wizard. 7 Continue using the previous file with this exercise, or open the file Exporting_1.mpp... Click on the File tab, click on Save As, click on then This PC, then click on the course files folder to display the Save As dialog box Type Trade Show Task Costs in File name, click on the drop arrow for Save as type and select Excel Workbook, then click on [Save] to display the first of the Export Wizard screens Click on [Next] Click on Selected Data, then click on [Next] Click on Use existing map, then click on [Next] Click on Cost data by task, then click on [Next] to select the types of data to export Ensure Tasks appears ticked, click on [Next] to see the map as shown, then click on [Finish] Open Trade Show Task Costs.xlsx in Excel 8 To export data using a map: 1. Use the Save As command to save the current project file as an Excel workbook 2. Follow the on-screen prompts from the Export Wizard Mapping is all about choosing which fields to export. The role of the Wizard is to find the appropriate fields in Project and then create equivalents in Excel so that the correct data is exported and that it makes sense. Watsonia Publishing Page 110 Chapter 10 - Other Applications

119 Open File IMPORTING DATA FROM EXCEL It is likely that the data you enter into Project will already be collected in another file. For example, you may prefer to gather all of the required data and organise it in Excel before opening Project, or perhaps somebody else collects the data and sends it to you. You can import data from an Excel workbook to a Project file to save you the time of entering the data manually. Before starting this exercise you MUST open the file Importing_1.xlsx in Excel Spend a moment examining the Excel worksheet The data already has WBS codes, task names and estimated durations Close Excel, start Project and display the Project start screen, then click on New from Excel workbook to display the Open dialog box Navigate to the course files folder, then click on the drop arrow for XML Format and select Excel Workbook Click on the file Importing_1.xlsx to select it, then click on [Open] to start the Import Wizard Click on [Next], ensure New map is selected, click on [Next], ensure As a new project is selected, then click on [Next] Click on Tasks so it appears ticked, then click on [Next] Click on the drop arrow for Source worksheet name and select Sheet1 Project has recognised the WBS and Name headings, but not the Estimated Duration heading Click in the cell that reads (not mapped), click on the drop arrow and select Duration, then click on [Finish] 3 7 To import data from Excel: 1. On the Project start screen, click on New from Excel workbook 2. Navigate to the required location, click on the drop arrow and select Excel Workbook, click on the file, then click on [OK] 3. Follow the steps in the Import Wizard When importing data from Excel, you can choose whether to insert it into a new project or add it to an existing project. As well as Excel, you can import data from other Office applications such as Word and Outlook by copying and pasting it. Watsonia Publishing Page 111 Chapter 10 - Other Applications

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121 CHAPTER 11 WORKING COLLABORATIVELY INFOCUS As with other Office 2016 applications, Project 2016 includes tools that you can use to collaborate on projects with other people, such as your colleagues. The exercises in this chapter include the use of Skype for Business and SharePoint. Ensure these services are available to you before proceeding. In this session you will: gain an understanding of the collaboration options available in Project 2016 learn how to add a Skype for Business contact as a resource learn how to communicate with a contact resource learn how to sync tasks with SharePoint learn how to work with a synced task list. Watsonia Publishing Page 113 Chapter 11 - Working Collaboratively

122 UNDERSTANDING COLLABORATION OPTIONS Many applications that are used in the workplace now include tools that allow you to collaborate with your colleagues. The tools available in Project 2016 can help you to easily coordinate the different people working on a project and ensure work is carried out efficiently. These tools are a little different to those provided in other applications such as Word and Excel. Collaborating In Project The detailed and complex nature of Project means that the collaboration tools that are available in other Office applications would not be appropriate for working on a project file. For example, it would not be practical to allow simultaneous editing on a project considering all of the views and data involved. However, there are other options in place that allow you to collaborate with colleagues with the use of other applications. Skype For Business Skype for Business is an instant messaging application that allows you to see when your contacts are online and hold instant messaging conversations with them. If you have Skype for Business installed on your computer and are connected to the internet, you can add contacts as project resources (thereby assigning them to complete or at least work on tasks). You can then view the project in relation to these resources and vice versa, allowing you to easily keep track of who is working on what tasks. You can also start a Skype chat directly from Project (providing you are signed in to Skype for Business) by double-clicking on the name of a contact in the Project window. SharePoint Another method of collaborating on a project is through the use of SharePoint. If your organisation has a SharePoint server set up, you can use it in conjunction with Project to assign tasks to people, who can then update their progress as they are completed. In order to link projects to SharePoint, each project must be linked to a separate site, and each must begin with either a project file and a blank site or an existing site and a blank project file you cannot link an existing project file that already contains data to an existing site. In addition, the more tasks you sync to SharePoint at a time, the longer the syncing process will take. Task lists with more than 100 tasks may take several minutes or more. For this reason (among others), it is recommended that you split larger projects up into smaller projects to make them easier and more efficient to manage. There are a few other things you will need to check or be aware of before you sync a task list from Project to SharePoint. Firstly, SharePoint does not support formulas; any fields containing formulas will need to be removed from the project before syncing it with SharePoint. Secondly, if your organisation has settings in place in SharePoint requiring certain fields to be included in a task list, you must ensure the project file task list includes these fields, otherwise it will not sync. Finally, summary tasks from Project become folders when synced with a SharePoint site. Therefore, it is important to remember not to include characters in summary task names which cannot be used in folder names for example,. / : *? < >. Watsonia Publishing Page 114 Chapter 11 - Working Collaboratively

123 Open File ADDING A CONTACT AS A RESOURCE If you have the contact details of the people and/or companies you use as resources (for example, employees and people you have a business relationship with), you can add them to a project as resources. You will need to have your contacts saved to your Outlook address book or Skype for Business contacts list. 2 Before starting this exercise you MUST open the file Collaboration_1.mpp Click on the View tab, then click on Resource Sheet in the Resource Views group to change to this view This project already has tasks but no resources Click on the Resource tab, then click on Add Resources in the Insert group and select Active Directory to display the Select Users or Groups dialog box We are going to add a contact from our Skype for Business contacts list Type the name of one of your contacts, then click on [Check Names] The name you typed will be matched to one of your contacts Click on [OK] The contact is added to the resource list as a Work resource which can be assigned to a task just like any other resource 3 4 If a Skype for Business contact is added as a resource, a coloured square will be displayed next to their name. If the square is grey, the contact is offline and not available for instant messaging, if it is red or yellow they are online but unavailable, and if it is green they are available to chat. To add a contact as a resource: 1. Switch to the Resource Sheet view 2. Click on the Resource tab, then click on Add Resources in the Insert group and select Active Directory 3. Type the name of the contact, click on [Check Names], then click on [OK] To add a contact from your Outlook address book as a resource, click on the Resource tab, then click on Add Resources in the Insert group and select Address Book. Watsonia Publishing Page 115 Chapter 11 - Working Collaboratively

124 WORKING WITH A CONTACT RESOURCE Once you have added a Skype for Business contact to a project as a resource, you can not only assign the resource to tasks but also view details about the contact including whether or not they are online and available to chat. This can be very useful in helping you to easily contact the person assigned to a specific task or simply to keep track of who is involved in the project. Continue using the previous file with this exercise... Ensure the Resource Sheet view is displayed and that the contact you added in the previous exercise is listed Point to the contact s name in the Resource Name column to display a pop-out window This window contains options for sending an instant message, calling, video calling, or sending an to the contact.. Click on the Open Contact Card arrow in the bottom right corner of the pop-out box to display the contact card for this person 2 3 The contact card includes information such as their address and availability for instant messaging and meetings If the contact is online and available to chat, click on Send an IM to to display a Skype for Business chat window Click on Close to close the chat window without starting a conversation 4 To communicate with a contact resource: 1. Point to the contact in the list of resources 2. Click on Send an IM to to display a Skype for Business chat window 3. Type a message, then press When you start an IM conversation with a contact resource, the name of the Project file from which you started the conversation is displayed after the contact s name in the title bar of the chat window. Watsonia Publishing Page 116 Chapter 11 - Working Collaboratively

125 Same File SYNCING TASKS WITH SHAREPOINT If your organisation uses SharePoint (or SharePoint Online as part of Office 365), you can sync a task list so that it can be viewed and updated from either Project or SharePoint. This is useful in situations where people need to be able to view and update the tasks they are responsible for without needing to access to the Project file. Continue using the previous file with this exercise, or open the file Collaboration_1.mpp... Open your web browser, navigate to your organisation s SharePoint website, then create a new site called Project2016 In Project, click on the View tab, then click on Gantt Chart in the Task Views group to the display the project in this view Click on the File tab, then click on Share to display the sharing options The SharePoint option requires you to use the Save As options Click on Save As, then ensure Sync with SharePoint is selected In the right pane, ensure New SharePoint Site is selected under Sync with and that the Project name is Collaboration_1 Click at the end of the text in Site address and type Project2016 Click on [Save] After a few moments, the new site appears in SharePoint In SharePoint, click on Tasks in the left pane to display a list of all of the tasks in the project To sync a task list with SharePoint: 1. Ensure a SharePoint site has been created 2. In Project, click on the File tab, then click on Save As 3. Type the SharePoint site name at the end of the Site address, then click on [Save] When you sync tasks from a Project file to SharePoint, a new version of the Project file is created and saved to the SharePoint site. This file can be opened from SharePoint if the person opening it has Project installed on their computer. Watsonia Publishing Page 117 Chapter 11 - Working Collaboratively

126 WORKING WITH A SYNCED TASK LIST Once a Project task list is synced with SharePoint, when progress is updated in one location it will also be updated in the other. For example, when someone completes a task, they can mark it as such in SharePoint and the same task will be marked as completed in the Project file. 2 Continue using the previous file with this exercise... Ensure the task list is displayed in SharePoint Click in the check box for Finalise guest list to mark this task as complete Display the Project window, then click on the File tab and ensure the Info options are displayed Click on [Save] to update the file After a few moments, the project is updated and the Finalise guest list task is marked as completed In Project, click on the Book venue task, click on the Task tab, then click on 100% Complete in the Schedule group to mark the task as complete Click on the File tab, then click on [Save] in the Info place to update the file Display the browser window with SharePoint open, then click on Refresh To update a synced Project file: Click on the File tab, click on Info, then click on [Save] To update a synced SharePoint task list: Refresh the SharePoint task list web page Changes to a synced task list are synced between the SharePoint site and the Project file that was created and saved to the site when the list was originally synced. Changes will not be applied to the original Project file that is saved to your computer. Watsonia Publishing Page 118 Chapter 11 - Working Collaboratively

127 CHAPTER 12 MICROSOFT PROJECT VBA INFOCUS Visual Basic for Applications (VBA) is the programming language in Project that allows you to automate procedures and processes. If you have repetitive things you do in project files, or if you have very complex procedures you need to work through, developing a program to carry out these tasks may be a viable option for you. In this session, we will use VBA to replicate a function that does not exist in Project 2016 the ability to open several files in one operation. In this session you will: gain an understanding of VBA and macros in Project learn how to display the Developer tab on the ribbon learn how to record a macro learn how to run a recorded macro learn how to edit a macro code learn how to run an edited macro learn how to localise a macro learn how to run a localised macro. Watsonia Publishing Page 119 Chapter 12 - Microsoft Project VBA

128 UNDERSTANDING PROJECT VBA In Project you can automate repetitive operations by writing a macro. A macro is a series of instructions that are entered into a special module view in the project file. These instructions allow you to program the operations in Project to perform simple, repetitive tasks, or to create very sophisticated programs for your project environment. Visual Basic for Applications Macros are based on Microsoft's Visual Basic programming language and are written with all of the commands and structures that are part of a proper programming language. Microsoft have built a version of their popular programming language, Visual Basic, into almost all of the Office applications and have renamed this version Visual Basic for Applications. Once you have learnt how to program in VBA (as it is known) in one version of an Office application you will easily be able to pick it up in the other applications. Using VBA, you can develop simple routines that automate repetitive tasks or you can develop much more sophisticated macros (or programs) that prompt the user for input, loop through a set of tasks, store and work with variables and more. Why Program? Macros are generally used to: automate long and tedious operations, thereby reducing the risk of error standardise operations to ensure that a particular job is done the same way all of the time reduce keystrokes and simplify operations so that novice users can use your project files. Macro Recording Working with VBA can be quite daunting to begin with. Since a lot of macros are simply programs that are designed to take care of repetition, Microsoft include a macro recorder with VBA. The macro recorder allows you to perform the operation once and while you are doing this the steps are recorded. Once the recorder is stopped a VBA program is written for you. Locating Macros Macros are normally written (either by you or by the Recorder) into modules. Each program is referred to as a sub-routine. Locating these modules and their sub-routines can sometimes be a little tricky until you get the hang of it. To help you locate, manage, create and use sub-routines and modules each application, including Project, uses a VBA Editor. The Editor is displayed in its own window. Watsonia Publishing Page 120 Chapter 12 - Microsoft Project VBA

129 ACCESSING THE DEVELOPER TAB The VBA commands for creating and working with macros are found on the Developer tab on the ribbon in Microsoft applications. However, this tab is hidden from view as a default and must be unhidden if you want to create macros. The ribbon can be customised through the Project Options dialog box. Before starting this exercise, ensure Project has started and a blank project is displayed Right-click anywhere on the ribbon and select Customise the Ribbon to display the Project Options dialog box Click on the tick box next to Developer in Main Tabs until it appears ticked Click on [OK] to see the Developer tab on the ribbon Click on the Developer tab to see which commands are available there To display the Developer tab on the ribbon: 1. Right-click anywhere on the ribbon and select Customise the Ribbon 2. Click on the tick box next to Developer in Main Tabs 3. Click on [OK] Once it has been added to the ribbon, the Developer tab will be visible whenever you use Project. It is not dependent upon the project file you currently have open and will therefore appear for all of them. Watsonia Publishing Page 121 Chapter 12 - Microsoft Project VBA

130 RECORDING A MACRO Until you become quite adept at writing macros, the easiest way to create a macro is to record one using the macro recorder. When you activate the recorder you begin by specifying a name for the macro which will eventually become the name of the subroutine. You can also specify an optional hot-key assignment which can be used to run the macro. 1 Before starting this exercise, ensure Project has started and a blank project is displayed Click on the Developer tab, then click on Record Macro in the Code group to display the Record Macro dialog box Type MyBuildingWorkspace in Macro name Ensure that Store macro in shows Global File Highlight the text in Description and type This macro opens current building projects. Click on [OK] to commence recording be careful here as everything you do from now on will be recorded Carefully perform these steps: a) Click on the File tab and use the Open command to open VBA_1.mpp b) Click on the File tab again and use the Open command to open VBA_2.mpp On the Developer tab, click on Stop Recording 4 To record a macro: 1. Click on the Developer tab, then click on Record Macro in the Code group 2. Enter a name for the macro, then click [OK] 3. Perform the steps, then click Stop Recording on the Developer tab We specified Global File as the location for the macro in the Record Macro dialog box. This ensures that the macro will be available any time we are using Project, irrespective of which project file is open. Watsonia Publishing Page 122 Chapter 12 - Microsoft Project VBA

131 RUNNING A MACRO When a macro has been recorded, it will appear in the Macros dialog box which is accessed on the Developer tab. From here you can do a number of things with the macro, including running it to see how it behaves. It is a recommended that you make a copy of your project before running a new macro in it just in case it does not work as expected. 1 Continue using the previous file with this exercise Use the Close command on the File tab to close the files VBA_1.mpp and VBA_2.mpp, but ensure that the blank project remains open Click on the Developer tab, then click on View Macros in the Code group Ensure that MyBuildingWorkspace is selected, then click on [Run] The macro should now run Click on the View tab, then click on Switch Windows in the Window group to see which files are open As well as the blank project, the two VBA projects are also open 2 4 To run a macro: 1. Click on the Developer tab, then click on View Macros in the Code group 2. Click on the desired macro, then click on [Run] Macros that are saved in a project file will be listed in the Macros dialog box preceded by the file that contains the macro and an exclamation mark (!). Macros are objects, and objects in programming terms can have their origins and locations traced through their names. Watsonia Publishing Page 123 Chapter 12 - Microsoft Project VBA

132 EDITING A MACRO Macros are lines of instructions entered in a text file. When you examine the code for a macro, with a bit of thought you should be able to read what the code does and at least roughly figure out what is going on. The code will appear in a programming window. You can perform a range of different actions on the code. In this exercise we will duplicate some of it. Continue using the previous file with this exercise Click on the Developer tab, then click on View Macros in the Code group Click on the MyBuildingWorkspace macro, then click on [Edit] to display the programming code in the VBA Editor Click to the left of the second FileOpenEx command line as shown to select the entire line Press + to copy the text to the clipboard Press + six times so that there are a total of eight copies of the command line In the third FileOpenEx line, change VBA_2 to VBA_3 Repeat step 6 until the eight FileOpenEx commands are numbered from VBA_1 to VBA_8, as shown Click on the File command on the menu and click on Save Global.MPT Click on the close button of the VBA Editor window To edit macro code: 1. Click on the Developer tab, then click on View Macros in the Code group 2. Click on the desired macro, then click on [Edit] To split a long line of VBA code over two shorter lines in the editor window, press at the dividing point in the code and insert an underscore ( _ ) character immediately before the first word on the second line. This will improve the readability of the code. Watsonia Publishing Page 124 Chapter 12 - Microsoft Project VBA

133 RUNNING AN EDITED MACRO Developing macros usually involves a trial and error process. You make a change to the code, try it, run it, make more changes, run it again, and so on. You can actually run a macro from within the editor, but for our example we ll run it from the ribbon instead. If our macro works as it should it will open eight separate project files. 1 Continue using the previous fie with this exercise Use the Close command on the File tab to close the files VBA_1.mpp and VBA_2.mpp file, but ensure that the blank project remains open Click on the Developer tab, then click on View Macros in the Code group Click on the MyBuildingWorkspace macro, then click on [Run] The macro will now run and open the eight project files Click on the View tab, then click on Switch Windows in the Window group to see the open project files 2 4 To run an edited macro: 1. Click on the Developer tab, then click on View Macros in the Code group 2. Click on the desired macro, then click on [Run] It is usually a good idea to save a project before running an edited macro. Some macros enter into loops which go on and on and which are not easy to break out of. Sometimes therefore you need to close an application to escape a macro saving it ensures you don t lose any of your work. Watsonia Publishing Page 125 Chapter 12 - Microsoft Project VBA

134 LOCALISING A MACRO Unless you specify otherwise recorded macros are stored in the global template of Project. This makes the macro available to all open project files. If you only want a macro to run from a specific project file, you will need to copy it to that file and remove it from the global template. Since we don t want a blank project open all of the time, we ll place the macro in the first house file. Continue using the previous file with this exercise Click on the View tab, then click on Switch Windows in the Window group and select VBA_1.mpp Click on the Developer tab, click on Organiser in the Manage group to display the Organiser dialog box, then click on the Modules tab Click on Module1 in Global.MPT (on the left), then click on Rename to display the Rename dialog box Type MyMacroLibrary, then click on [OK] Ensure that MyMacroLibrary is highlighted on the left, then click on [Copy] to copy it to the project file on the right Click on MyMacroLibrary on the left, then click on [Delete] Click on [Yes] to confirm the deletion Click on [Close] to close the Organiser To localise a macro: 1. Click on the Developer tab, click on Organiser, then click on the Modules tab 2. Use the [Copy] button to copy the relevant macro module to the project side 3. Use the [Delete] button to delete the module Macros are stored in compartments known as modules these modules help you to organise and keep track of your macros. Even though our macro is named MyBuildingWorkspace it was created in the default module named Module1 in the global template. Watsonia Publishing Page 126 Chapter 12 - Microsoft Project VBA

135 RUNNING A LOCALISED MACRO Macros that are local to a specific project file can only be accessed, and therefore run, when that file is open. Localised macros are run in exactly the same way that global macros are run. The only real difference is that they will appear with their project file name in front of them in the Macros dialog box. 4 Continue using the previous file with this exercise Click on the View tab, then click on Switch Windows in the Window group and select VBA_1.mpp Click on the File tab, then click on Save this will save the change we made in the previous exercise Close all of the files that are currently open Use the Open command on the File tab to open the file VBA_1.mpp 6 Macro security is a whole new topic on its own. Macros are often used to infect computers with viruses so as a consequence the default setting has the ability to run macros switched off. You should only really enable macros and allow them to run if you know that they have come from a trusted source. Since macros are sometimes a source of computer infection and since this file now contains a macro, a security alert will appear Click on [Enable Macros] to open the file with macros enabled Click on the Developer tab, then click on View Macros in the Code group Ensure that VBA_1.mpp!MyBuilding Workspace is selected, then click on [Run] To run a localised macro: 1. Open the project file that contains the macro and enable macros if prompted to do so 2. Click on the Developer tab, then click on View Macros in the Code group 3. Click on the macro, then click on [Run] The Macros in option in the Macros dialog box determines which macros will appear in the list. If other project files are open and if they contain macros, their macros will be listed but preceded with the relevant file name so that you can see where they are actually located. Watsonia Publishing Page 127 Chapter 12 - Microsoft Project VBA

136 NOTES: Watsonia Publishing Page 128 Chapter 12 - Microsoft Project VBA

137 CONCLUDING REMARKS Congratulations! You have now completed. was designed to get you to the point where you can competently perform a variety of operations. We have tried to build up your skills and knowledge by having you work through specific tasks. The step-by-step approach will serve as a reference for you when you need to repeat a task. Where To From Here? The following is a little advice about what to do next: Spend some time playing with what you have learnt. You should reinforce the skills that you have acquired and use some of the application's commands. This will test just how much of the concepts and features have stuck! Don't try a big task just yet if you can avoid it small is a good way to start. Some aspects of the course may now be a little vague. Go over some of the points that you may be unclear about. Use the examples and exercises in these notes and have another go these step-by-step notes were designed to help you in the classroom and in the work place! Here are a few techniques and strategies that we've found handy for learning more about technology: read computer magazines there are often useful articles about specific techniques if you have the skills and facilities browse the internet, specifically the technical pages of the application that you have just learnt take an interest in what your work colleagues have done and how they did it we don't suggest that you plagiarise, but you can certainly learn from the techniques of others if your software came with a manual (which is rare nowadays) spend a bit of time each day reading a few pages. Then try the techniques out straight away over a period of time you'll learn a lot this way and of course, there are also more courses and books for you to work through. Hungry for More? We live in an ever-changing world where we all need to review and upgrade our skills. If you have received this course book on a training course, why not ask the tutor or trainer for other courses that may be of benefit to you. If you are attending a college ask for one of their brochures. Alternatively, if you ve enjoyed using this course book you can find others that cover a wide range of topics at our website Watsonia Publishing Page 129 Concluding Remarks