book

Project 2010 Bible

Name: Project 2010 Bible
Author: Elaine Marmel
ISBN: 9780470501313

by Elaine Marmel

June 2010

Intermediate to advanced

864 pages

18h 32m

English

Wiley

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Copyright
About the Author
Credits
Acknowledgments
Introduction
Why You Need This BookHow this book is designedWhom this book is forThe Special Features of This BookFormatting conventionsMargin iconsHow This Book Is OrganizedPart I: Project Management BasicsPart II: Getting Your Project GoingPart III: Getting Information about ProjectsPart IV: Refining Your ProjectPart V: Tracking Your ProgressPart VI: Advanced Microsoft ProjectPart VII: Working in GroupsPart VIII: Appendices
I. Project Management Basics
1. The Nature of Projects
1.1. Understanding Projects1.1.1. Exploring project management1.1.1.1. Critical path and slack1.1.1.2. Durations and milestones1.1.1.3. Fixed-duration tasks and resource-driven schedules1.1.1.4. Diagrams that aid project management1.1.1.5. On the Web1.1.1.6. Dependencies1.1.2. Managing projects with project management software1.1.2.1. What's required of you1.1.2.2. How Microsoft Project can help1.2. The Life Cycle of a Project1.2.1. Identifying your goal and the project's scope1.2.2. Planning1.2.3. Revising1.2.4. Tracking1.2.5. Learning from your mistakes1.3. Summary
2. Exploring the Microsoft Project Environment
2.1. Taking a First Look at Project2.1.1. Starting Project2.1.1.1. Using the Ribbon2.1.1.2. Introducing the Quick Access Toolbar (QAT)2.1.1.3. Working with the Mini Toolbar2.1.1.4. Understanding Backstage view2.1.1.5. Examining the Gantt Chart view2.1.2. Changing views2.2. What's New in Project 20102.3. Summary
II. Getting Your Project Going
3. Creating a New Project
3.1. Gathering Information3.1.1. Determining detail tasks3.1.2. Establishing time limits3.1.3. Lining up your resources3.1.4. Looking at dependencies3.2. Opening a Project File3.2.1. Opening a project file — the usual way3.2.2. Other ways to start projects3.2.3. Opening projects3.3. Establishing Basic Project Information3.4. Looking at Project Calendars3.4.1. Setting calendar options3.4.2. Setting schedule options3.4.3. Creating a new calendar3.4.4. Adjusting the calendar3.5. Working with Tasks3.5.1. Entering tasks3.5.2. Adding detail tasks3.5.3. Adding tasks to the timeline3.5.4. Manual or automatic scheduling?3.5.4.1. Creating manually scheduled tasks3.5.4.2. Switching a task's scheduling mode3.5.4.3. Setting the default scheduling mode3.6. Saving Project Files3.6.1. Saving files3.6.2. Saving files as templates3.6.3. Protecting files3.6.4. Closing Project3.7. Working with a Project Outline3.7.1. Adjusting tasks in an outline3.7.2. Copying tasks3.7.3. Displaying and hiding tasks3.8. Getting Help3.8.1. Using the Help system3.8.2. Finding online help3.9. Summary

4. Building Tasks
4.1. Establishing Timing for Tasks4.1.1. Fixed Unit tasks4.1.2. Fixed Work tasks4.1.3. Fixed Duration tasks4.1.4. Effort-driven tasks4.1.5. Changing Task Type Default Behavior4.2. Assigning Task Timing4.2.1. Using the Gantt table4.2.2. Using the Task Information dialog box4.2.3. Using your mouse and the task bar4.2.4. Setting scheduling options4.2.5. Assigning a calendar to a task4.2.6. Creating milestones4.2.7. Timing for summary tasks4.3. Using Recurring Tasks4.4. Establishing Constraints and Deadline Dates4.4.1. Understanding constraints4.4.2. Using deadline dates4.4.3. Setting constraints and deadline dates4.5. Entering Task Notes4.6. Establishing Dependencies Among Tasks4.6.1. Understanding dependencies4.6.2. Understanding the interactions between constraints and dependencies4.6.3. Allowing for delays and overlap4.6.4. Dependency types4.6.4.1. Finish-to-Start (FS)4.6.4.2. Start-to-Finish (SF)4.6.4.3. Start-to-Start (SS)4.6.4.4. Finish-to-Finish (FF)4.6.5. Establishing dependencies4.6.5.1. Setting finish-to-start dependencies4.6.5.2. Setting other types of dependencies4.7. Viewing Dependencies4.8. Deleting Dependencies4.9. Summary
5. Creating Resources and Assigning Costs
5.1. Understanding Resources5.1.1. How resources function in Project5.1.2. How Project uses resource information to affect the schedule5.1.3. How Project gathers cost information5.2. Creating a Resource List5.3. Modifying Resource Information5.3.1. Assigning a communication method5.3.2. Specifying resource availability5.3.3. Specifying a booking type5.3.4. Creating a Generic resource and assigning custom fields5.3.5. Creating a budget resource5.3.6. Adding notes to a resource5.3.7. Calendars and resources5.3.7.1. Modifying a resource's working hours5.3.7.2. Blocking off vacation time5.4. Assigning Resources to Tasks5.4.1. Assigning resources to tasks5.4.2. Assigning a budget resource5.4.3. Getting help while selecting resources to assign5.4.4. Some tips about resource assignments5.4.5. Removing or replacing a resource assignment5.5. Handling Unusual Cost Situations5.5.1. Looking at the project's cost5.5.2. Assigning fixed costs5.5.2.1. Assigning a fixed cost to a task5.5.2.2. Assigning a fixed resource cost to a task5.5.3. Accounting for resource rate changes5.6. Summary
III. Getting Information about Projects
6. Understanding the Basics of Views
6.1. What Is a View?6.1.1. Changing a table6.1.2. Changing a Details section6.2. Examining Indicators6.3. Admiring the Views6.3.1. Calendar6.3.2. Detail Gantt6.3.3. Gantt Chart6.3.4. Gantt with Timeline6.3.5. Leveling Gantt6.3.6. Tracking Gantt6.3.7. Multiple Baselines Gantt6.3.8. Network Diagram6.3.9. Descriptive Network Diagram6.3.10. Relationship Diagram6.3.11. Resource Allocation6.3.12. Resource Form6.3.13. Resource Graph6.3.14. Resource Name Form6.3.15. Resource Sheet6.3.16. Resource Usage6.3.17. Rollup views6.3.17.1. Enabling rollup behavior6.3.17.2. Using the summary task bar6.3.18. Task Details Form6.3.19. Task Entry6.3.20. Task Form6.3.21. Task Name Form6.3.22. Task Sheet6.3.23. Task Usage6.3.24. Team Planner6.3.25. Timeline6.4. Summary
7. Using Views to Gain Perspective
7.1. Customizing Views7.1.1. Changing tables7.1.1.1. Changing row height and column width7.1.1.2. Hiding and inserting columns7.1.1.3. Adding fields to a usage view7.1.1.4. Switching tables7.1.1.5. Creating new tables or editing existing tables7.1.2. Working with views7.1.2.1. Adjusting the timescale7.1.2.2. Adding views7.1.2.3. Creating a combination view7.2. Ordering Tasks in a View7.2.1. Sorting tasks7.2.2. Creating WBS codes7.2.3. Renumbering WBS codes7.2.4. Defining outline numbers7.3. Filtering Views to Gain Perspective7.3.1. Applying a filter to a view7.3.2. Creating custom filters7.3.3. Using AutoFilters7.3.4. Using grouping7.4. Summary
8. Modifying the Appearance of Your Project
8.1. Changing Project's Looks8.2. Using the Gantt Chart Wizard8.3. Formatting Elements One by One8.3.1. Working with text8.3.1.1. Formatting selected text8.3.1.2. Applying formatting to categories of text8.3.2. Changing task bars8.3.2.1. Formatting task bars8.3.2.2. Changing the color of task bars8.3.2.3. Changing the layout of the Gantt Chart8.3.2.4. Changing gridlines8.3.3. Changing network diagrams8.3.3.1. Formatting nodes in a network diagram8.3.3.2. Modifying node box styles8.3.3.3. Formatting fields that appear on nodes8.3.3.4. Changing the layout of the network diagram8.3.4. Formatting the Calendar view8.3.4.1. Formatting the Calendar entries8.3.4.2. Changing the Calendar layout8.4. Inserting Visuals8.4.1. Copying pictures8.4.2. Using visuals in schedules8.5. Summary
9. Reporting on Progress
9.1. Setting Up to Print a View or Report9.2. Creating Text Reports9.2.1. Looking at the big picture9.2.1.1. Project Summary9.2.1.2. Top Level Tasks9.2.1.3. Critical Tasks9.2.1.4. Milestones9.2.1.5. Working Days9.2.2. Generating reports on costs9.2.2.1. Cash Flow9.2.2.2. Earned Value9.2.2.3. Budget9.2.2.4. Overbudget reports9.2.3. Producing reports related to time9.2.3.1. Unstarted Tasks9.2.3.2. Tasks Starting Soon9.2.3.3. Tasks in Progress9.2.3.4. Completed Tasks9.2.3.5. Should Have Started Tasks9.2.3.6. Slipping Tasks9.2.4. Preparing reports on work assignments9.2.4.1. Who Does What9.2.4.2. Who Does What When9.2.4.3. To Do List9.2.4.4. Overallocated Resources9.2.5. Reporting on workloads9.2.5.1. Task Usage9.2.5.2. Resource Usage9.2.6. Customizing reports9.2.6.1. Task report9.2.6.2. Resource report9.2.6.3. Crosstab report9.2.6.4. Customizing an existing report9.3. Taking Advantage of Visual Reporting9.3.1. Task Usage reports9.3.2. Resource Usage reports9.3.2.1. Cash Flow Report9.3.2.2. Resource Availability Report9.3.2.3. Resource Cost Summary Report9.3.2.4. Resource Work Availability Report9.3.2.5. Resource Work Summary Report9.3.3. Assignment Usage reports9.3.3.1. Baseline Cost Report9.3.3.2. Baseline Report9.3.3.3. Baseline Work Report9.3.3.4. Budget Cost Report9.3.3.5. Budget Work Report9.3.3.6. Earned Value Over Time Report9.3.4. Summary reports9.3.4.1. Critical Tasks Status Report9.3.4.2. Task Status Report9.3.4.3. Resource Remaining Work Report9.3.4.4. Resource Status Report9.3.5. Customizing visual report templates9.4. Summary
IV. Refining Your Project
10. Resolving Scheduling Problems
10.1. Identifying Scheduling Problems10.1.1. Working with Warnings and Suggestions10.1.2. Using the Task Inspector10.2. Resolving Scheduling Conflicts10.2.1. Adding resources to tasks10.2.2. Using overtime10.2.3. Adding time to tasks10.2.4. Making a task inactive10.2.5. Adjusting slack10.2.6. Changing task constraints10.2.7. Adjusting dependencies10.2.8. Splitting a task10.3. Using the Critical Path to Shorten a Project10.3.1. Identifying the critical path10.3.1.1. Using formatting to identify the critical path10.3.1.2. Using filters to identify the critical path10.3.2. Shortening the critical path10.3.3. Using multiple critical paths10.4. Summary
11. Resolving Resource Problems
11.1. Understanding How Resource Conflicts Occur11.2. Spotting Resource Conflicts11.2.1. Using views to spot resource conflicts11.2.2. Using filters to spot resource conflicts11.3. Resolving Conflicts11.3.1. Changing resource allocations11.3.1.1. Switching resources11.3.1.2. Adding a task assignment to a resource11.3.1.3. Adding or deleting a resource assignment11.3.2. Scheduling overtime11.3.3. Redefining a resource's calendar11.3.4. Assigning part-time work11.3.5. Controlling when resources start working on a task11.3.6. Delaying tasks by leveling resource workloads11.3.6.1. Letting Project level resource loads11.3.6.2. Making adjustments to leveling11.3.7. Contouring resources11.3.7.1. Setting a contour pattern11.3.7.2. Contouring a resource's availability11.3.8. Pooling resources11.4. Summary
V. Tracking Your Progress
12. Understanding Tracking
12.1. Understanding the Principles of Tracking12.1.1. Estimates versus actuals12.1.2. Making adjustments as you go12.2. Using Baselines12.2.1. What is a baseline?12.2.2. Setting a baseline12.3. Changing the Baseline12.3.1. Adding a task to a baseline12.3.2. Using interim plans12.3.3. Clearing a baseline or interim plan12.4. Understanding Tracking Strategies12.4.1. Tackling the work of tracking12.4.2. Keeping track of tracking12.5. Summary
13. Recording Actuals
13.1. Organizing the Updating Process13.2. Understanding Calculation Options13.3. Setting the Project Status Date13.4. Updating Tasks to Reflect Actual Information13.4.1. Setting actual start and finish dates13.4.2. Recording actual durations13.4.3. Setting the Percent Complete value13.4.4. Setting work completed13.4.5. Setting remaining durations13.4.6. Recording progress for manually scheduled tasks13.5. Actuals and Costs13.5.1. Using the Cost table for tasks13.5.2. Using the Cost table for resources13.5.3. Overriding resource cost valuations13.6. Techniques and Tips for Updating13.6.1. Using timephased fields efficiently13.6.2. Accelerating the updating process13.6.3. Letting Project reschedule uncompleted work13.7. Summary
14. Ways to Review Progress
14.1. Viewing Tasks That Are Slipping14.2. Viewing with Baseline Information14.3. Taking Advantage of the Tracking Gantt View14.3.1. Interpreting the Tracking Gantt view14.3.2. The Tracking table14.4. Using Tables to View Progress14.4.1. The Task Variance table14.4.2. The Task Cost table14.4.3. The Task Work table14.4.4. The Resource Work table14.5. Viewing Progress Lines14.6. Comparing Versions of Projects14.7. Summary
15. Analyzing Financial Progress
15.1. Understanding Earned Value15.1.1. Understanding earned value fields15.1.1.1. Using the Physical % Complete method to calculate earned value15.1.1.2. Setting the date for earned-value calculations15.1.2. Using Earned Value tables15.1.2.1. Using the Earned Value table for tasks15.1.2.2. Using the Earned Value table for resources15.1.2.3. Using the Earned Value Cost Indicators and Earned Value Schedule Indicators tables15.2. Evaluating Cost Information15.2.1. Charting earned value15.2.2. Using PivotTables for analysis15.3. Making Adjustments During the Project15.3.1. Changing the schedule15.3.2. Modifying resource assignments15.4. Summary
VI. Advanced Microsoft Project
16. Customizing Microsoft Project
16.1. Modifying Project's Behavior and Interface16.1.1. Customizing the status bar16.1.2. Setting levels of Undo16.1.3. Windows taskbar icons16.1.4. Saving Project files16.1.5. Using the Organizer16.1.6. Customizing the Quick Access Toolbar16.1.6.1. Changing the placement of the QAT16.1.6.2. Adding buttons to and removing buttons from the QAT16.1.7. Customizing the Ribbon16.1.7.1. Hiding and displaying buttons16.1.7.2. Adding pre-defined groups to a Ribbon tab16.1.7.3. Creating your own Ribbon group16.1.7.4. Creating your own Ribbon tab16.2. Using Custom Fields16.2.1. Customizing data entry16.2.1.1. Creating a custom field16.2.1.2. Using a custom field for data entry16.2.2. Using formulas in custom fields16.3. Summary
17. Using Macros to Speed Your Work
17.1. Using Macros17.2. Recording Macros17.3. Running Macros17.4. Using Shortcuts to Run Macros17.4.1. Adding a macro to the Ribbon17.4.2. Assigning a macro to a Quick Access Toolbar button17.4.3. Assigning a keyboard shortcut to a macro17.5. Creating VBA Code17.5.1. Recording a macro to create a filter for critical tasks17.5.2. Editing the macro to show only specified resources17.5.3. Testing the code17.6. Summary
18. Importing and Exporting Project Information
18.1. Using Copy and Paste18.1.1. Copying Project data into other Office programs18.1.2. Copying data from other Office programs into Project18.2. Exporting Information18.2.1. Saving reporting information in an OLAP Cube or an Access database18.2.2. Exporting Project data18.3. Importing Information18.3.1. Bringing Excel workbook or Access database information into Project18.3.2. Bringing Outlook task lists into Project18.3.3. Importing other files18.4. Troubleshooting18.4.1. Project imports incorrect times in data from Microsoft Excel18.4.2. Linked or embedded objects don't import or export18.4.3. The export file contains more or less information than expected18.4.4. Project imports invalid information18.4.5. The values of imported information change18.4.6. The imported project is empty18.4.7. Project displays imported information in the wrong fields18.5. Summary
VII. Working in Groups
19. Coordinating Multiple Projects Outside Project Server
19.1. Consolidating Projects19.1.1. Preparing to use consolidation19.1.2. Inserting a project19.1.3. Using inserted projects and their source files19.1.4. Consolidating all open projects: A shortcut19.1.5. Moving subprojects within a consolidated project19.2. Understanding Consolidated Projects and Dependencies19.2.1. Linking tasks across projects19.2.2. Changing links across projects19.2.3. Consolidated projects: To save or not to save19.3. Viewing Multiple Projects19.4. Viewing the Critical Path across Projects19.5. Sharing Resources Among Projects19.5.1. Creating a resource pool and sharing the resources19.5.2. Opening a project that uses a resource pool19.5.3. Updating information in the resource pool19.5.4. Quit sharing resources19.5.5. Collaborating Using SharePoint19.5.6. Setting up a list for project tasks19.5.7. Synchronizing a SharePoint Project Task List with Project19.6. Summary
20. Preparing to Use Project Server
20.1. Understanding Project Server and Project Web20.2. Planning the Implementation20.2.1. Software requirements20.2.2. Hardware requirements20.2.3. Assessing the network environment20.2.4. Considering software/hardware scenarios20.2.5. Assessing organizational requirements20.2.5.1. Identify the people who will approve the Project Server design20.2.5.2. Identify staff members to interview20.2.5.3. Create a requirements definition questionnaire20.2.5.4. Conduct interviews20.2.5.5. Calculate ROI20.2.6. Designing the system20.2.6.1. Establishing and enforcing organizational standards20.2.6.1.1. Custom fields20.2.6.1.2. Outline codes20.2.6.1.3. Views20.2.6.1.4. Calendars20.2.6.1.5. Enterprise resource pool20.2.6.2. Training20.2.7. Developing a strategy for implementation and configuration20.3. Avoiding the Pitfalls20.4. Summary
21. Project Server and the Administrator
21.1. Specifying Project Server Features for Your Organization21.2. Managing Security Settings21.2.1. Managing security templates21.2.2. Managing groups21.2.3. Working with categories21.3. Managing Users21.4. Working with Views21.5. Working with the Enterprise Global Template21.5.1. Working with the Enterprise Global21.5.2. Defining Enterprise custom fields21.5.3. Creating Enterprise calendars21.6. Setting Up and Editing Enterprise Resources21.6.1. Creating the Enterprise Resource Pool21.6.2. Editing resources in the Enterprise Resource Pool21.7. Managing Timesheet and Task Settings21.7.1. Timesheet Periods21.7.2. Line classifications21.7.3. Timesheet Settings and Defaults21.7.4. Task Settings and Display21.7.5. Setting Up Administrative Time21.8. Customizing Project Web APP21.8.1. Control the appearance of the Quick Launch pane21.8.2. Selecting the Gantt taskbar styles and timescales21.8.3. Selecting grouping formats21.9. Setting Up Project Detail Pages21.10. Establishing Enterprise Project Types21.11. Workflow Phases and Stages21.12. Housekeeping Chores21.12.1. Checking in enterprise projects and resources21.12.2. Managing information in the Project Server databases21.12.3. Backing up and restoring21.12.4. Managing the queue21.12.5. Managing the OLAP cube21.12.6. Managing operations21.13. Summary
22. Project Server and the Project Manager
22.1. Using Project Web App to Manage Projects22.1.1. Updating a schedule in Project Web App22.1.2. Saving changes22.1.3. Assigning resources using Project Web App22.1.4. Opening a published project in Project Professional22.2. Working with Web-Based Projects in Project Professional22.2.1. Connecting to Project Server22.2.1.1. Creating a Project Server login account22.2.1.2. Logging in to Project Server from Project Professional22.2.2. Enabling task reassignment for team members22.2.3. Storing a draft project in the Project Server database22.2.4. Publishing project information22.2.5. Opening a project22.2.5.1. Understanding the Open dialog box22.2.5.2. Opening a draft project or a published project22.2.6. Closing a project stored in the Project Server database22.3. Assigning Resources to Projects22.3.1. Adding enterprise resources to your project22.3.2. Replacing generic resources with real resources22.3.3. Notifying resources of assignments22.3.4. Using the Resource Substitution Wizard22.4. Tracking Progress22.4.1. Setting up status reports22.4.2. Receiving updates from team members22.4.3. Reviewing and updating the project workflow22.4.4. Handling project issues and risks22.5. Summary
23. Project Server and the Day-to-Day User
23.1. Logging on to Project App23.2. Reviewing the Home Page23.3. Customizing the Home Page23.4. Viewing and Recording Information23.4.1. Working with your tasks23.4.1.1. Entering time on tasks23.4.1.2. Submitting task updates23.4.1.3. Adding tasks23.4.1.4. Reassigning a task23.4.2. Working with your timesheet23.4.2.1. Entering time23.4.2.2. Saving timesheet entries23.4.2.3. Reporting administrative time23.5. Submitting a Project Proposal23.6. Working with Documents23.7. Reporting Status23.8. Summary
24. Project Server and the Executive
24.1. Logging into Project Web App24.2. Using Workflows to Manage Projects24.3. Analyzing Possible Project Portfolios24.3.1. Reviewing the Driver Library24.3.2. Prioritizing business drivers24.3.3. Creating a portfolio24.3.3.1. Viewing the results of the analysis24.3.3.2. Analyzing and adjusting the cost24.3.3.3. Evaluating resource constraints24.4. Summary
VIII. Appendices
A. What's on the Web Site
A.1. Software ProductsA.1.1. Planview Open Suite for Microsoft ProjectA.1.2. GranedaA.1.3. Hans Tff TimeReg 98A.1.4. Innate Multi-ProjectA.1.5. Innate TimesheetsA.1.6. Innate Resource Management SoftwareA.1.7. MilestonesA.1.8. PERT Chart EXPERTA.1.9. WBS Chart for ProjectA.1.10. Project Kick start ProA.1.11. ProjectCommanderA.1.12. Enterprise Advantage ToolsetA.1.13. Project Connect OnlineA.1.14. EPM LiveA.2. Organizations, Web Sites, and BlogsA.2.1. Microsoft Project Users Group (MPUG)A.2.2. Brian Smith's Microsoft Office Project Support BlogA.2.3. Christophe Fiessinger's BlogA.2.4. Microsoft Project Team BlogA.2.5. The Project Management InstituteA.2.6. ProjectManagement.comA.3. Project Sample Files
B. Project Management Worksheet
B.1. Phase I: ResearchB.2. Phase II: PlanningB.3. Phase III: Creating Your Project ScheduleB.3.1. Checklist for creating a project scheduleB.4. Phase IV: Tracking Your ProjectB.4.1. Tracking procedures checklistB.5. Phase V: Preparing for the Next Project
C. Available Fields and Functions for Custom Field Formulas
D. Project Management Resources
D.1. AssociationsD.2. PublicationsD.2.1. BooksD.2.2. Journals and magazinesD.2.3. OnlineD.2.4. Software Products
Glossary

Content preview from Project 2010 Bible

Chapter 13. Recording Actuals

IN THIS CHAPTER

Organizing the updating process options
Understanding calculation options
Setting the project status date
Updating tasks to reflect actual information
Actuals and costs
Techniques and tips for updating

Actuals represent what has, in fact, occurred during your project. In Microsoft Project, you can record actual information about the cost of a task and about the time spent completing the task. By recording actual information, you accomplish the following things:

For automatically scheduled tasks, you let Project automatically reschedule the remainder of your project.
You provide management with a way to measure how well your project is going.
You provide yourself with valuable information on your estimating skills — information that you can apply to the remainder of the current project and to your next project.

You also can record progress for manually scheduled tasks, and you find information in this chapter on the process. Because you control the behavior of manually scheduled tasks and Project controls the behavior of automatically scheduled tasks, Project behaves just a little differently when you record progress for manually scheduled tasks.

Organizing the Updating Process

Before you launch into the mechanics of updating a project, you should take a moment to examine the updating process. Updating a project can become complicated, particularly for large projects with many resources assigned to them. You need to establish efficient manual procedures ...

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Project 2010 Bible

by Elaine Marmel

Chapter 13. Recording Actuals

Organizing the Updating Process

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