Transform your Microsoft Project schedules into presentation reports with Milestones Professional.

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1 Transform your Microsoft Project schedules into presentation reports with Milestones Professional. KIDASA Software s Milestones Professional offers a direct interface to Microsoft Project, making it easy to generate presentation report formats beyond the standard formats offered by Microsoft Project. In the following pages, you ll learn how to: Create Use the Project to Milestones Wizard to create presentation reports for Microsoft Project, choosing from more than 70 built-in presentation formats. Customize Is one of the 70+ formats almost perfect? Customize it, make it perfect and add it to your Milestones Project Wizard as a custom project template. Build it Your Way Way Stay Up-to-Date Do you have a unique presentation format? Design and build it from scratch ; tag milestone symbols, and columns to let Milestones know what information you want to bring in from Microsoft Project. Keep all of your presentation schedules up-to-date with the latest dates and information from Microsoft Project with Milestones refresh.

2 Create presentation reports for Microsoft Project. The Connections tab on Milestones Professional s toolbar offers easy access to all Microsoft Project options. Choose Create Report from Project or Create Report from Project Server to start the Project to Milestones Wizard. Connections Tab The Project to Milestones Wizard offers a visual representation of the schedule as it is created, allowing you to see the effects of the formatting choices you make in a dynamically updated screen. Start with one of the built-in formats or use your own custom chart to begin. Follow the prompts and watch as your Microsoft Project information is brought into a professional-looking Milestones schedule. Project to Milestones Wizard Create Presentation Reports for Microsoft Project - - Page 2

3 Built-in templates over 70 templates in these categories: Gantt contains layouts suited to a basic Gantt schedule, including start and finish dates. resources and other data by task, often with a graph below the schedule. Stoplight formats offer several commonly used presentation red, yellow, green stoplight charts for easy management viewing of key indicators. Milestone charts show tasks with zero duration or finish dates only. Summary charts are condensed presentation formats. Status formats display current, remaining, or slipping tasks. Dashboard charts offer several unique formats with the popular dashboard appearance and content. Special offers three formats which did not fall into one of the previous categories: Work remaining versus money remaining, percent complete bar graph, and finish variance. Choose one of the earned value formats and show an earned value graph along with your project schedule. Resource charts show work variance, Create Presentation Reports for Microsoft Project - - Page 3

4 Basic Gantt Chart Page 1 of 1 11/3/ % Task name Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Complete Wonderful New Widget Design Testing Integration Manufacturing Manufacturing Financial Review Financial Review Manufacturing Analysis Manufacturing Analysis Refinement Refinement Process Review Process Review Baseline Current Summary Baseline Summary Plan Finish Dates Milestones 7/26/08 Name ' Task 1 Task 1 Task 1-1 Task 1-1 Task 1-2 Task 1-2 Task 1-3 Task 1-3 Task 1-4 Task 1-4 Task 1-5 Task 1-5 Task 2 Task 2 Task 3 Task 3 Task 3-1 Task 3-1 Task 3-2 Task 3-2 Task 3-3 Task 3-3 Task 3-4 Task 3-4 Milestone -Finish Dates Task 4 Task 4 Task 4-1 Task 4-1 Task 4-2 Task 4-2 Task 5 Task 5 Task 5-1 Task 5-1 Task 5-2 Task 5-2 Task 5-3 Task 5-3 Task 5-4 Task 5-4 Task 5-5 Task 5-5 Task 6 Task 6-1 Task 6-1 Task 6-2 Task 6-2 Task 6-3 Task 6-3 Critical Finish Summary Gantt -Basic Gantt Chart Gantt - RoadMap Jan'05 Feb'05 Mar' Sample Project Initiate Gather Requirements Assemble Project Charter Review Project Charter Sign-Off On Project Charter Project Management Detailed Analysis Refine Requirements Document Requirement Sign Off Project Management Design Screen A Specs Screen A Tech Inspection Report B Specs Report B Tech Inspection Interface C Specs Gantt -Roadmap shows current plan plus baseline along with the task name. Gantt - Step by Step will guide you through building your own format by adding columns, stoplights and graphs. Presentation Timeline Task name '04 '05 '06 '07 '08 III IV I II III IV I II III IV I II III IV I II PLANNING PROJECT MANAGEMENT SYSTEM ENGINEERING SYSTEM TEST PLANNING INTEGRATION REQUIREMENTS ANALYSIS MISSION OPERATIONS System Engineering Complete SPACECRAFT ENGINEERING FABRICATE ATTITUDE CONTROL THRUSTER Spacecraft Engineering Complete TANK TEST THERMAL VALVES CONTAINMENT SYSTEM ORBIT ADJUST PROPULSION DESIGN COMMAND AND CONTROL ASSEMBLE POWER QUALITY ASSURANCE PARTS CONTROLS Assurance and Testing Complete MATERIALS & PROCESSES CONTROLS POST RETRIEVAL REFURBISHMENT SYSTEM SAFETY TEST SUPPORT RELIABILITY ASSURANCE GSC DESIGN INTEGRATION AND TEST DATA REDUCTION TEST FACILITIES LAUNCH SYSTEM INTEGRATION DEVELOPMENT SUPPORT ABORT SUPPORT CODE & CHECKOUT SOFTWARE REQUIREMENTS ANALYSIS Space Vehicle Completed DESIGN INTEGRATION ANALYSIS DEVELOPMENT TESTING Software Complete Summary - Presentation Timeline Create Presentation Reports for Microsoft Project - - Page 4

5 Cost and Schedule Stoplight Report Weekly Status Report Tasks Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Stoplight Indicator Project Baseline Finish Scheduled Finish Ahead/ Behind Status Wonderful New Widget Project Project A 2/12/09 10/3/ Project B 2/26/09 10/13/ Design Prototype A Project C 4/28/09 4/28/09 0 Prototype B Testing Project C - 1 5/15/08 2/5/ Project C - 2 1/1/09 9/25/08 98 Manufacture Project C - 3 4/28/09 4/28/09 0 Project G 3/4/08 10/23/ Quality Assurance Project H 10/9/08 6/12/ Project I 11/5/08 2/7/09-94 Delivery Project J 2/27/09 3/9/09-10 Planned Summary Cost & Schedule OK Behind / Cost OK Baseline Baseline Summary Complete / Cost OK Behind & Over Cost Scheduled Finish Baseline Finish Behind Schedule On target Ahead of Schedule Stoplight Cost and Schedule Report Status Weekly Status Report Cost Account Plan Baseline Finish Name Finish BCWS BCWP Finish Variance MAM J J A S ON D J FM AM J J A S O N D J FMAM J J A S O PROJECT MANAGEMENT 4/27/08 10/22/07 $72, $7,960 PLANNING 4/27/08 10/22/07 $72, $7,960 SYSTEM ENGINEERING 6/28/09 4/28/08 $116, $28,596 REQUIREMENTS 10/26/08 4/28/08 $69, $7,665 ANALYSIS 12/21/08 10/27/08 $21, $4,288 INTEGRATION 2/22/09 12/22/08 $24, $8,442 MISSION OPERATIONS 2/27/09 2/23/09 $ $1,769 SYSTEM TEST 6/28/09 4/6/09 $ $6,432 PLANNING System Engineering 6/28/09 6/28/09 $0.00 $0 Complete SPACECRAFT 9/6/09 10/8/07 $626, $222,456 ENGINEERING COMMAND AND 9/6/09 10/8/07 $268, $117,920 CONTROL MAM J J A S ON D J FM AM J J A S O N D J FMAM J J A S O PV $500, EV $400, $300, Current Plan $200, $100, $0.00 Baseline Plan Status - Cost Account Plan Earned Value - Graph on Schedule Page 1 of 1 % Aug Sep Oct Baseline Task Name ACWP BCWP BCWS EAC Complete Cost % Project 1 Summary $70, $32, $8, $8, $33,913.0 $38,125 2 days 10/ % Product Definition $67, $ $ $ $400.0 $400 4 days $64, % Business Case $ $ $ $800.0 $800 9 days $61, % Preliminary Design $2, $1, $1, $2,520.0 $2,520 8 days $58, % Detailed Design $4, $ $1, $4,813.0 $3,349 $56, days 12.0% Construction $53, $17, $2, $2, $17,733.0 $15,007 4 days 44.0% Test $50, $4, $1, $2, $4,242.0 $3,694 3 days 33.0% Certification $47, $2, $1, $1, $2,383.0 $2,717 $44, % Deployment $ $ $ $1,022.0 $1,867 $42, % Project 2 Summary $32, $17,220.5 $8, $33,913.0 $38,885 2 days $39, / % Product Definition $36, $ $7, $ $400.0 $7,777 4 days 33.0% Business Case $33, $ $2, $ $800.0 $8,888 9 days 44.0% Preliminary Design $30, $2, $1, $1, $2,520.0 $3,333 8 days $28, % Detailed Design $4, $ $1, $4,813.0 $3, days $25, % Construction $17, $ $2, $17,733.0 $2,875 4 days $22, % Test $4, $1, $2, $4,242.0 $3,906 $19, days 33.0% Certification $16, $2, $ $1, $2,383.0 $1, % Deployment $14, $ $ $ $1,022.0 $1, % Project 3 Summary $11, $3, $15,638.5 $1, $3,720.0 $46,541 2 days 8/28 $8, % Product Definition $ $3, $ $400.0 $3,333 4 days $5, % Business Case $ $1, $ $800.0 $4,444 9 days $2, % Preliminary Design $0.00 $2, $ $1, $2,520.0 $1,111 Baseline Cost EV PV AC Summary Baseline Schedule Current Schedule Slack Earned Value - Graph on Schedule % Work Remaining vs of Money Remaining Page 1 of 1 5/13/08 '07 '08 '09 % Budget % Work Name Indicator Remaining Remaining Task 1 Task 1-1 Task 1-2 Task 1-3 Task 1-4 Task 1-5 Task 2 Task 3 Task 3-1 Task 3-2 Task 3-3 Task 3-4 Task 4 Task 4-1 Task 4-2 Task 5 Task 5-1 Task 5-2 Task 5-3 Task 5-4 Summary Current Plan Baseline Schedule Critical Task Project Earned Value Dashboard Baseline Actual EV PV Percent Name SV CV CPI Cost Cost (BCWS) (BCWP) Complete J A S O N D J F M A M J J 30,000 PROJECT SUMMARY $0 $0 $0 $0 28,500 $0.00 $ ,000 25,500 TEST MOTOR DESIGN $3,523 $3,000 $0 $0 24,000 $0.00 ($1,510) 0.00 AND SUPPORT 22,500 21,000 ANALYSIS PLAN $4,333 $3,050 $0 $0 19,500 $0.00 ($1,246) ,000 16,500 TEST & VERIFICATION $4,222 $2,050 $0 $0 15,000 $0.00 ($149) 0.00 PLAN 13,500 12,000 DESIGN PLAN $1,452 $3,600 $0 $0 10,500 $0.00 ($3,169) ,000 7,500 SYSTEM DESIGN $6,343 $0 $0 $0 6,000 $0.00 ($1,809) 0.00 ANALYSIS 4,500 3,000 SYSTEMS ENGINEERING $2,555 $0 $0 $0 1,500 $0.00 ($2,600) 0.00 AND INTEGRATION 0 Budget Actual Earned Value PV Remaining Budget > Remaining Work Remaining Work > Remaining Budget Remaining Work = Remaining Budget Special - % Work Remaining vs % Money Remaining Slack Dashboard - Project Earned Value Dashboard Create Presentation Reports for Microsoft Project - - Page 5

6 Customize project presentations with custom project templates. Can t find a chart format in the Project to Milestones wizard that is exactly what you need? Import one of your Microsoft Project Schedules, customize the presentation Milestones chart and save it as a Milestones custom project template. 1 Find a presentation format that closely meets your requirements. 2 Customize it so that it s just right for your needs. Custom Project Template Examples 3 Save your customized chart as a custom project template. 4 From then on, when you create your presentation charts, choose the custom presentation chart you created. For more information about Milestones Professional 2015 and Microsoft Project choose Help Topics on the Help tab and view the Work with Microsoft Project book in the Table of Contents. Create Presentation Reports for Microsoft Project - - Page 6

7 Stay Up To Date as Project Dates Change with Refresh Refresh "Refresh" refers to updating symbols' dates, column text, and column values in Milestones Professional with the latest information in the Microsoft Project files that were used to create the Milestones schedule. Optionally, new tasks in the Microsoft Project file are added to the end of the Milestones schedule. Tags When the Milestones Project Wizard creates a presentation schedule from a Microsoft Project schedule, task start and end dates are tagged with a Unique ID (or other *unique identifier specified) from Microsoft Project and the word "start", "finish", "baselinestart", "baselinefinish", or other date type. Microsoft Project fields such as task name, percent complete, BCWP, and so on are similarly tagged on the Milestones presentation schedule. Unique Identifiers Unique ID Text 1-30 Project Server GUID WBS Enterprise Text 1-40 Enterprise Project Text 1-40 The picture to the right is an example of a symbol's tags. In this example, the symbol will be matched to the start date of the Microsoft Project task with unique id 5. Percent complete is shown in the first line of symbol text. To see the symbol tags in a schedule click the symbol on the schedule. The toolbar changes to Current Object Symbol. Then select the Symbol Links tab. During the refresh process, tagged items in Milestones are matched to their counterparts in the selected Microsoft Project file. Tagged symbols are updated using the latest information from Project. For more information about Milestones Professional 2015 and Microsoft Project choose Help Topics on the Help tab and view the Work with Microsoft Project book in the Table of Contents. Create Presentation Reports for Microsoft Project - - Page 7

8 Refresh Example Initial Import Microsoft Project File The Milestones presentation chart to the right was created from the Microsoft Project file above. Original Presentation Schedule August September Task 1 Task 2 JJ,DE,SB CW,DE,JJ % Comp. Task 3 DD,EE Milestones Presentation Chart Task 4 Task 5 AW WF,DD Refresh Process Task 6 Microsoft Project File Revised CD,EL,CW Milestones Presentation Chart When the Microsoft Project Schedule changes, choose Refresh Previously Imported Project on the Connections tab. Dates, and % complete are updated, along with other task name, and resource initials (shown as symbol text) in the Milestones presentation chart. For more information about Milestones Professional 2015 and Microsoft Project choose Help Topics on the Help tab and view the Work with Microsoft Project book in the Table of Contents. Create Presentation Reports for Microsoft Project - - Page 8

9 Build it your way "Free Form" Presentation Schedules Link it to Microsoft Project schedules and keep it updated Do you have a unique presentation format? Do you have one or more Microsoft Project schedules which you need to present at once? It s possible to design a presentation chart free-form and link it to your Microsoft Project schedule(s) for future updates. Schedules like the one below, sometimes called visual roadmaps can be built freeform. The process involves adding dates (symbols) to the presentation Milestones schedule, and then "tagging" symbols with the Microsoft Project Unique ID (or other identifier field) followed by the name of the date field and the name of the field to be used for symbol text. Once built and tagged, you can use Milestones refresh to keep your schedule up-to-date whenever your Microsoft Project schedule changes. A symbol is tagged with the unique identifier, Microsoft Project date field and optional text and note fields. Symbol tag = Symbol Tag = Symbol Tag = Manually tagging a milestone chart is easy using the right click menu option Link to active MS Project Task. Once the Link to active MS Project Task feature has been used, Milestones will retain the previous settings chosen (the date field and the ID for tag) and allow you to link symbols similarly. The option below Link to active MS Project Task retains the last link options chosen. For more information about Milestones Professional 2015 and Microsoft Project choose Help Topics on the Help tab and view the Work with Microsoft Project book in the Table of Contents. Create Presentation Reports for Microsoft Project - - Page 9

10 Update from multiple Microsoft Project schedules Use simple file nicknames If you have a list of Microsoft Project schedules which refresh a single Milestones Professional 2015 schedule, here s a great way to keep them up to date: In Milestones Professional 2015, add Microsoft Project schedules to a refresh list. Assign each Project schedule a nickname. Build the Milestones Professional schedule using the nicknames for symbols on the schedule. When the Milestones Professional schedule is refreshed, the refresh list is used to update the schedule. Note that in version 2012, updating from multiple files requires the use of a Microsoft Project Text field instead of the nickname. Also, in 2012, instead of using the refresh list (added in 2015), you would use the Milestones Professional schedule s master schedule list instead. Project 1 Project 2 Milestones tagged with file nicknames. Project 3 Notes: Schedules can be maintained by multiple individuals and brought together by someone who would only need read-only access to create the presentation chart. Control over numbering scheme assures guaranteed unique numbering. For more information about Milestones Professional 2015 and Microsoft Project choose Help Topics on the Help tab and view the Work with Microsoft Project book in the Table of Contents. Create Presentation Reports for Microsoft Project - - Page 10

11 1/15 7/23 2/15 6/27 2/15 4/6 1/19 7/23 1/19 4/10 1/15 6/17 1/15 1/19 4/10 5/22 6/27 4/20 7/23 4/23 6/17 Build Applications With Milestones Professional Milestones Professional s Automation Interface Using OLE Automation, a program that you develop in Visual Basic can be used to automate schedule production using data from any source to which you have access. It s possible, for example, to combine information from Microsoft Project with information from your company s financial system and produce a presentation Milestones report which includes information from these sources. Complete information is available on KIDASA Software s website. Visit: Microsoft Project Database Microsoft Excel Your code, written in Visual Basic Visual Basic for Applications (VBA) Visual C++ Other Development Environment COMBINED PROJECT REPORT Project Name Project Contacts Funding Status 2006 Jan Feb Mar Apr May Jun Jul Budget Amount Costs Remaining to Date Funds Roofing Improvements Joe $5,900 $4,700 $1,200 Bass Hall Al $1,300 $1,000 $300 ABC Design $500 $400 $100 Architects Falkner Construction $800 $600 $200 Constr Parlin Hall Suzy $1,650 $1,275 $375 AtoZ Design $1,400 $1,075 $325 Designs Bellingham Construction $250 $200 $50 Constr Main Hall Tower Nancy $2,950 $2,425 $525 Dean Approval $50 $50 $0 Mitchell University Design $1,400 $1,075 $325 Architects Young Construction $1,500 $1,300 $200 Constr Budget $494 $1,093 $1,362 $644 $1,128 $1,118 $61 Actual $577 $1,351 $671 Planning, Facilities & Operations Budget $2,000 J. Morrison, Director Actual $1,600 State University $1,200 $800 $400 $0 Budget > Costs Budget = Costs Costs > Budget LICENSING: Site and server licenses for Milestones Professional are available. Developers require only a single license for Milestones Professional. Complete information is available on KIDASA Software s website. Visit Create Presentation Reports for Microsoft Project - - Page 11

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