book

Microsoft Project 2010: The Missing Manual

Name: Microsoft Project 2010: The Missing Manual
Author: Bonnie Biafore
ISBN: 9781449394165

by Bonnie Biafore

June 2010

Beginner

770 pages

24h 12m

English

O'Reilly Media, Inc.

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Microsoft Project 2010: The Missing Manual
A Note Regarding Supplemental Files
The Missing Credits
About the AuthorAbout the Creative TeamAcknowledgmentsThe Missing Manual Series
Introduction
What’s New in Project 2010Where Microsoft Project Fits InChoosing the Right EditionComplementary SoftwareGetting Around ProjectUsing the RibbonThe Quick Access ToolbarParts of the Project WindowScreenTips and Smart TagsAbout This BookAbout the OutlineThe Very BasicsAbout→These→ArrowsAbout MissingManuals.comAbout the Missing CDSafari® Books Online
One. Project Management: The Missing Manual
1. Projects: In the Beginning
What’s So Special About Projects?What Is Project Management?Why Manage Projects?Picking the Right ProjectsThe Importance of Business ObjectivesCommon Selection CriteriaPayback periodNet present valueInternal rate of returnGaining Support for a ProjectIdentify Who Has a Stake in the ProjectDocumenting StakeholdersPublicizing a Project and Its Manager
2. Planning a Project
Project Planning in a NutshellDefining the ProjectWhat’s the Problem?Giving Meaning to a ProjectHow Will You Solve the Problem?Defining Project ObjectivesIdentifying Project ResultsGauging SuccessDefining Project BoundariesDocumenting Project AssumptionsDocumenting How You’ll Run the ProjectLaying Out Project ProcessesCommunicatingManaging ChangeManaging QualityManaging RiskIdentifying risksAssessing risksPlanning risk responseTracking risks
3. Taking Microsoft Project for a Test Drive
Navigating the Project RibbonManaging Files in the Backstage ViewA Tour of the Other Ribbon TabsThe Project WindowCreating a Project ScheduleWhat Work Must Be Done?Listing project tasksWhat Results Must Your Project Produce—and When?Adding milestones to a project scheduleHow Does Each Task Depend on Other Tasks?Creating task dependenciesWho’s Going to Do the Work?List the people on your projectAssign resources to tasksHow Long Will All These Tasks Take?Saving Your Project
4. Breaking Work into Task-Sized Chunks
Identifying the Work to Be DoneBreaking Down WorkBuilding a WBS from the top downDeveloping a WBS from start to finishConstructing a WBS from the bottom upWhen Is Enough Enough?Building a WBS in Microsoft ProjectCreating a WBS in Project from the Top DownCreating and Modifying a WBS on the FlyDocumenting a WBS in Another ProgramPasting a WBS into ProjectSetting Up Custom WBS CodesDocumenting Work Package DetailsBuilding Work Package Documents in WordMaking a Word templateOpening a Word templateLinking Work Packages to the Project Schedule
5. Estimating Task Work and Duration
Understanding Work and DurationGetting Good EstimatesHow Accurate Do You Need to Be?Ways to Estimate WorkGetting Estimates from the Right PeopleDon’t Ask for Only One NumberDon’t Pad EstimatesThe disadvantages of paddingUsing safety margins to increase successGive Feedback on EstimatesGetting Estimates into ProjectExporting Work Packages to ExcelImporting Estimates into ProjectPlanning with Manually Scheduled TasksSetting the Scheduling ModeSetting the scheduling mode for new tasksSwitching the scheduling mode as you workChanging the scheduling mode for an existing taskCreating Tasks with Incomplete InformationPlanning from the Top Down

6. Setting Up a Project Schedule
Creating a New Project FileCreating a Blank Project FileCreating a Project File from an Excel WorkbookUsing a Template to Create a Project FileSpecifying a Template FolderSaving a New ProjectSaving Projects to Other File FormatsProtecting Your Project FilesOpening a Project FileSetting Up Options For a ProjectSetting the Project Start DateSetting the Standard WorkdaysChoosing a project calendarSetting calendar optionsAdding Tasks to a ProjectAdding TasksOther task valuesCreating MilestonesCreating Repeating TasksInserting, Moving, and Deleting TasksInserting TasksMoving TasksCopying TasksDeleting TasksModifying a Task’s Level in the Outline
7. Making a Schedule That’s Easy to Maintain
How Tasks Affect One AnotherBuilding Relationships Between TasksCreating Finish-to-Start Task DependenciesCreating and Modifying All Types of Task DependenciesFilling in task forms in the Gantt Chart viewWorking on task dependencies in the Task Information dialog boxDefining task dependencies in the table areaDouble-clicking existing linksDelaying or Overlapping TasksScheduling Task Work Time with CalendarsSetting Specific Task DatesManually Scheduling Task DatesTypes of ConstraintsSetting and Changing ConstraintsPreventing Unwanted Date ConstraintsSetting Deadline Reminders
Two. Project Planning: More Than Creating a Schedule
8. Building a Team for Your Project
Identifying Project ResourcesWho’s Responsible for WhatCreating a responsibility matrix in ExcelWho Reports to WhomCreating a project organization chart in Microsoft VisioUnderstanding Project’s Resource TypesAdding Resources in Microsoft ProjectAdding Resources ManuallyImporting Resources from Other ProgramsImporting resources from ExcelImporting resources from your address bookDeleting ResourcesProviding Detailed Resource InformationFilling in General InformationDefining When Work Resources WorkSpecifying a resource’s work scheduleSpecifying how much time resources are availableDefining Costs for Work and Material ResourcesSetting Up Cost Resources
9. Connecting Resources to Tasks
Assigning Work Resources to TasksAssigning Resources with the Dialog BoxAssigning Resources in the Task FormAssigning Resources in a Gantt Chart TableCopying a resource to multiple tasksFinding the Right ResourcesFinding resources by criteriaFinding resources with available timeReviewing availability in detailQuickly Assigning Resources with Team PlannerAnatomy of the Team Planner viewAssigning tasks with Team PlannerEliminating overallocations with Team PlannerAssigning Material Resources to TasksUnderstanding Duration, Work, and UnitsModifying Resource AssignmentsAdding and Removing Resources from TasksWhen Effort Drives the ScheduleControlling Assignment Changes with Task TypesKeeping resources assigned with the same unitsMaintaining task durationMaintaining the same amount of work
10. Does the Schedule Work?
Making Sure Tasks Are Set Up CorrectlyReviewing Task DependenciesChanging Manually Scheduled Tasks to Auto ScheduledFreeing Tasks from Date ConstraintsDefining Work Schedules with CalendarsCreating New CalendarsModifying CalendarsSelecting a calendar to modifyDefining work weeks for a calendarDefining the working and nonworking days and times for a work weekSetting aside holidays and other exceptions to the work scheduleDefining recurring exceptionsApplying CalendarsTask Inspector: Help with Schedule ProblemsBuilding Reality into AssignmentsReplacing Generic Resources with Real OnesAssigning Part-Time WorkersModeling Productivity in ProjectAdjusting Tasks for Resource CapabilityBalancing WorkloadsFinding Resource Over- and Under-AllocationsFinding overallocated resources in the Resource SheetFinding overallocations with the Team PlannerFinding overallocations with the Resource GraphViewing assignments with the Resource Usage viewViewing and leveling assignments in the Resource Allocation viewGetting hard copies of allocation reportsAdjusting Assignments to Correct AllocationsAccepting overallocationsEliminating overallocations with Team PlannerReplacing resourcesDelaying assignmentsAdjusting work contoursLeveling AssignmentsUsing the Leveling Gantt viewLeveling resourcesSetting leveling optionsPrioritizing Projects and TasksChanging task priorityChanging project priority
11. Setting Up a Project Budget
Putting a Price Tag on Your ProjectIncorporating Resource CostsPreparing for Cost CalculationsAssigning Cost Resources to TasksAssigning cost resources with the Assign Resources dialog boxAssigning cost resources in a tableEntering an Oddball Cost for a TaskReviewing Cost InformationSeeing Overall Project CostsViewing the total project cost in the project summary taskViewing the total project cost in Project StatisticsViewing total project cost in the Project Summary reportSeeing Costs for Tasks, Resources, and AssignmentsAdding Custom Budget InformationComparing Costs to Your BudgetStep 1: Create and Designate Budget ResourcesStep 2: Assign Budget Resources to the Project Summary TaskStep 3: Enter Budget Cost and Work ValuesEntering budget totals for the projectEntering budget totals by time periodStep 4: Associate Resources with Their Budget TypeCreating a custom resource text fieldCategorizing resources by budget categoryStep 5: Compare Budget Resource ValuesReducing Project CostsChecking for Cost ErrorsAdjusting the ScheduleAdjusting AssignmentsRethinking Your Project BudgetSetting the Project Fiscal YearAssigning Accounting CodesEntering Accounting Codes in a Custom FieldCreating Multilevel Accounting CodesSelecting and naming your new outline codeSetting the format for the multilevel accounting codeCreating a multilevel lookup table for an accounting codeApplying Accounting Codes to Your Project
12. Refining a Project Schedule
Evaluating the Project ScheduleComparing Finish Dates to DeadlinesFinding the Best Tasks to ShortenDisplaying the critical path in ProjectFiltering the task list to show critical tasksShowing critical tasks in a Gantt Chart tableReviewing Project CostsUsing Project cost reportsProject Tools for ChangeSee Why Tasks Occur When They DoSeeing What Changes DoUndoing ChangesAdjusting Resource AssignmentsIncreasing Units to Decrease DurationAssigning a Different ResourceAdding ResourcesUsing Slack Time to Shorten the ScheduleSplitting Tasks into Smaller PiecesOverlapping TasksFinding Tasks to Fast-TrackModifying Task Dependencies to Overlap TasksPaying More for Faster DeliveryTime vs. MoneyUsing a Spreadsheet to Choose Tasks to CrashPlaying What-If GamesInactivating TasksComparing Projects
13. Saving the Project Plan
Obtaining Approval for the PlanStoring Project DocumentsPreserving the Original Plan in ProjectSetting a BaselineEditing a set baselineSetting Additional BaselinesAdding New Tasks to a BaselineSaving Sets of Start and Finish DatesClearing a BaselineViewing BaselinesViewing baseline and current values in a Gantt Chart viewViewing baseline values in a table
Three. Projects in Action
14. Tracking Progress
Picking the Best Way to Track ProgressObtaining Progress and Cost DataCollecting Task Progress from Your Team MembersReceiving progress information via emailGathering progress data in personImporting information from other tracking systemsCollecting Progress Data About Other ResourcesEntering Actual Progress in ProjectUpdating Task ProgressEntering percent completeEntering actual duration and remaining durationEntering actual start and actual finishRescheduling incomplete workUpdating the Project Using Resource Assignment ProgressEntering percentage of work completeEntering actual work complete and remaining workEntering actual work by time periodGlobally Updating the ProjectRescheduling unfinished work in the project.Updating the project as scheduledUpdating Project CostsFiguring actual costs for human and equipment resourcesCalculating actual costs for material resourcesFiguring actual costs for cost resourcesUpdating actual fixed costs on tasks
15. Evaluating Project Performance
Scheduled, Baseline, and Actual ValuesIs the Project on Time?Checking Status at the Project LevelReviewing the Critical PathViewing the critical pathCreating a critical task checklistLooking for Delayed TasksLooking for Tasks Heading for TroubleChecking on WorkChecking for Overbudget WorkIs the Project Within Budget?Comparing Costs with Views and FiltersEvaluating Costs with ReportsComparing Project Costs to a BudgetEarned Value AnalysisGauging Performance with Earned Value MeasuresAnalyzing an Earned Value GraphUsing Additional Earned Value MeasuresViewing Earned Value in ProjectControlling How Project Calculates Earned ValueGetting Back on TrackA Review of Project Tuning TechniquesAssigning Overtime
16. Managing Change
Setting Up a Change Management SystemManaging Change RequestsThe Change Review Board: Deciding on ChangesTracking Change RequestsManaging Changes in ProjectFinding the Effects of a Proposed ChangeCreating a what-if copy of a projectSetting a change request baselineInactivating change request tasks until you need themUpdating Project with Approved Change RequestsFlagging Change Requests in Project
17. Reporting on Projects
An Overview of Project’s ReportsOverall StatusFinancial PerformanceTask ManagementResource ManagementText-Based ReportsGenerating Text-Based ReportsCustomizing Text-Based ReportsCreating or copying a reportCustomizing a task or resource reportCustomizing a timescaled reportCustomizing a calendar reportWorking with Visual ReportsGenerating a Visual ReportRearranging and Formatting an Excel Visual ReportAdding the measures you want to see to the graphFiltering the data that appearsCategorizing informationSummarizing and drilling downFormatting the chartRearranging and Formatting a Visio Visual ReportCustomizing Visual Report TemplatesSaving Report DataPrinting Views to Report Project Information
18. Closing a Project
Obtaining Project AcceptanceTying Up Loose EndsProducing Project Closeout ReportsSummarizing a ProjectReporting PerformanceCost performanceSchedule performanceQuality performanceDocumenting What You LearnedDon’t skip this step!Gathering what you learnedRemembering your lessonsWhat to Do with Project Information
Four. Project Power Tools
19. Working on Multiple Projects
Managing Multiple ProjectsCreating a Master ProjectRemoving a Project from a Master ProjectLinking Tasks in Different ProjectsSharing Resources Among ProjectsCreating a Resource PoolConnecting a Project to a Resource PoolOpening and Saving Sharer ProjectsDetaching a Sharer Project from the Resource PoolEditing Resource Pool Information
20. Exchanging Data Between Programs
Copying InformationCopying Project Data to Other ProgramsCopying Data from Other Programs into ProjectCreating Pictures of Project InformationImporting and Exporting DataImporting Data into ProjectExporting Data from ProjectUsing an Existing MapExchanging Data with ExcelExporting Project data to ExcelExporting an entire project to ExcelImporting data from ExcelUsing an Excel template to import dataWorking with Project and VisioDisplaying Project data in a Visio Gantt ChartDisplaying Project data in a Visio timelineExporting Visio Gantt Charts to ProjectExporting Visio timelines to ProjectSharing Projects with SharePointSharing Tasks with Your TeamPublishing Project tasks to SharePointSaving a SharePoint Tasks list to ProjectManaging the fields in a SharePoint Tasks listUpdating the Tasks listSaving a Project File to a SharePoint Site
21. Linking and Embedding
Linking and Embedding Project DataLinking Project Files to Other ProgramsEmbedding Project Files in Other ProgramsLinking Project Table Data to Other ProgramsLinking and Embedding Data into ProjectLinking and Embedding Entire Files into ProjectLinking and Embedding Parts of Files in ProjectLinking Tabular Data in ProjectWorking with Linked and Embedded ObjectsEditing Linked ObjectsManaging Linked ObjectsEditing Embedded Objects
22. Project on the Internet
Hyperlinking to InformationCreating a Hyperlink to a File or Web PageModifying HyperlinksCreating a Hyperlink to a Location in the Project FileIntegrating Project and OutlookAdding Project Tasks to OutlookImporting Tasks from OutlookCopying Tasks from an EmailBuilding a Resource List from an Outlook Address BookSending Project Information to OthersSending Project files via emailRouting a Project file to several recipientsPublishing a Project file to an Exchange folder
Five. Customizing Project
23. Viewing What You Want
Creating Your Own ViewModifying Basic View ContentsModifying a single-pane viewModifying a combination viewCreating a New ViewChanging the Looks of a Gantt Chart ViewChanging the way types of task bars lookChanging the way selected task bars lookChanging task bar textDesigning your own task bar styleStacking more than one task bar in the same spaceChanging the layout of task barsChanging how gridlines lookFast formatting with the Gantt Chart WizardCustomizing the TimescaleChanging a Usage View’s AppearanceCustomizing the TimelineCustomizing the Team Planner ViewCustomizing the Resource GraphChoosing fields to displayChanging the way Resource Graph bars lookModifying a Network DiagramChoosing fields and formatting for network diagram boxesLaying out boxesCustomizing the Calendar ViewChanging TablesSwitching the Table in a ViewChanging Table ContentsModifying a Table DefinitionCreating a New TableChanging the Way Text LooksChanging Categories of TextChanging Selected TextFiltering Through InformationApplying FiltersCreating and Editing FiltersDefining FiltersComparing a field to a valueComparing two fieldsCreating multiple test filtersCreating changeable filtersQuick and Dirty Filtering with AutoFilterGrouping Project ElementsWorking with GroupsCreating a GroupChanging Group Intervals
24. Defining Your Own Fields
Understanding Custom FieldsCustomizing a FieldCreating Lists of Valid ValuesCalculating Field ValuesCalculating Values In Summary RowsDisplaying Values GraphicallyCoding Tasks and ResourcesSetting Up a Template for Outline Code ValuesSetting Up an Outline Code Lookup Table
25. Customizing the Ribbon and Quick Access Toolbar
Customizing the RibbonTurning Tabs On and OffCreating Custom TabsCreating Custom GroupsAdding a Command to the RibbonRearranging Ribbon ElementsRemoving Custom Ribbon ElementsResetting Ribbon CustomizationsCustomizing the Quick Access Toolbar
26. Reusable Project: Templates
Sharing Custom ElementsStoring Project Settings and ElementsCopying Elements Between FilesMaking customized elements available to new projectsSharing a customized element with someone elseRemoving Customized Elements from FilesRenaming Customized ElementsBuilding Templates for ProjectsCreating a Project TemplateMaking Your Templates Easy to FindEditing a TemplateCreating a Project File from a Template
27. Saving Time with Macros
What You Can Do with MacrosRecording MacrosRunning MacrosRunning Macros in the Macros Dialog BoxRunning a Macro from the RibbonUsing Keyboard Shortcuts to Run MacrosViewing and Editing Macro CodeLearning More About Programming Project
Six. Appendixes
A. Installing Project
Installing Project on Your Computer32-Bit or 64-Bit Project?Before You InstallInstalling Project for the First TimeCustomizing Your InstallationUpgrading Project from an Earlier VersionActivating ProjectMaintaining and Repairing ProjectAdding and Removing FeaturesRepairing Your Project InstallationUninstalling Project
B. Getting Help for Project
In Search of Project HelpSearching for AnswersTargeted HelpOnline and Offline HelpMicrosoft Office OnlineInteractive and In-Depth AssistanceDiscuss Among YourselvesProject Blogs
C. Keyboard Shortcuts
How to Use Keyboard ShortcutsKeyboard Shortcuts for Microsoft ProjectAll-Time Keyboard Shortcut FavoritesProject OutliningDisplaying Project InformationMoving Around in a Project ViewSelecting Elements in a Project View TableKeyboard Shortcuts for Editing Within a ViewNavigating Within Dialog Boxes and FormsHelp Shortcuts
Index
About the Author
Copyright

Overview

Microsoft Project is brimming with features to help you manage any project, large or small. But learning the software is only half the battle. What you really need is real-world guidance: how to prep your project before touching your PC, which Project tools work best, and which ones to use with care. This book explains it all, helping you go from project manager to project master.

Get a project management primer. Discover what it takes to handle a project successfully
Learn the program inside out. Get step-by-step instructions for Project Standard and Project Professional
Build and refine your plan. Put together your team, schedule, and budget
Achieve the results you want. Build realistic schedules, and learn how to keep costs under control
Track your progress. Measure your performance, make course corrections, and manage changes
Use Project's power tools. Customize Project's features and views, and transfer info directly between Project and other programs

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Microsoft Project 2013: The Missing Manual

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