5.0 Refining your Project

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1 5.0 Refining your Project 276

2 5.0 Refining your Project 1.0 Introduction to PM 2.0 Plan Project Prepare Estimates Develop WBS Develop Schedules 3.0 Manage Project Progress 4.0 Using MPP Setup New Schedule Manage Task Data 4.3 Create Dependency 4.4 Assign Resource 5.0 Refine Your Project 5.1 Navigating g Views 5.2 Formatting Views 5.3 Formatting Reports 6.0 Track Progress 6.1 Track Task Progress 277

3 5.1 - Navigating Gantt Chart & Other Views 278

4 5.1 - Navigating Gantt Chart & Other Views 1.0 Introduction to PM 2.0 Plan Project Prepare Estimates Develop WBS Develop Schedules 3.0 Manage Project Progress 4.0 Using MPP Setup New Schedule Manage Task Data 4.3 Create Dependency 4.4 Assign Resource 5.0 Refine Your Project 5.1 Navigating g Views 5.2 Formatting Views 5.3 Formatting Reports 6.0 Track Progress 6.1 Track Task Progress 279

5 5.1 - Navigating Gantt Chart & Other Views 280

6 5.1 - Navigating Gantt Chart & Other Views Gantt Chart View 1. Select View Gantt Chart on the Standard Toolbar of Project. Gantt Chart view is shown above in the screen shot. This view makes it easy for you to create a project, link tasks to create sequential dependencies, see how your project is progressing over time, and view tasks graphically while still having access to details. Gantt bar use 256 colors and 3-D texturing. In addition to font color, you can also apply background color and patterns to cells in the table portion of the Gantt view. 281

7 5.1 - Navigating Gantt Chart & Other Views Calendar View Select View Calendar on the Standard Toolbar of Project. Calendar View is shown in the screen shot above. The familiar format of the Calendar view makes it easy to use, a black box surrounds today. Using a monthly calendar format, the calendar view indicates the length of a task with a bar running across portion of days, or even weeks. In the calendar view, nonworking days appear shaded. Although a taskbar may extend over nonworking days, such as Saturday and Sunday in this example, the work of the task doesn t progress over those days. Don t forget every project has calendar that tells Project how to handle events, such as 24-hour shifts, weekends and holidays off, over the life of your project. The calendar view is useful for entering a simple project and for reviewing what needs to be done on a given day. You can move from month to month by using the large arrow buttons in the upper right corner of the view, next to the current month name. Depending on your screen resolution you can see slightly more than a month at a time on-screen by using Zoom-out tool on the standard toolbar while in Calendar view. 282

8 5.1 - Navigating Gantt Chart & Other Views Network Diagram View Select View Network Diagram Network Diagram view has less to do with timing than with general flow of work and the relationships between tasks in your project. This view makes it easy for you to evaluate the flow of your project and to check task dependencies. Each node in the Network Diagram view represents a task in your project. Project s Zoom command (View Zoom) to enlarge a node so that you can see the details. A node contains the task name, duration, task ID number in the sequence of the project outline, start date, finish date, and if assigned the resource(s). The thickness of the border and color of each node represents different type of tasks that is, critical tasks are red and their borders are thicker than those of non-critical tasks, which are blue. You can determine (and change) the meaning of node shapes in the Box Styles dialog box (choose Format Box Styles). The lines that flow between the nodes represent dependencies. At task kthat tmust come after another task kis completed, called a successor task, appears to the right or sometime below its predecessor. 283

9 5.1 - Navigating Gantt Chart & Other Views Task Usage View Select View Task Usage on the Standard Toolbar of Project. Task Usage view shows resources grouped under the tasks to which they are assigned. This powerful view enables you to focus on how resources affect the task by showing resource assignments for each task. Use this view to organize resources by task, evaluate work effort and cost by task, and compare scheduled and actual work and costs. The default table for the left side of the Task Usage views is the Usage table, but you can display other tables by using the Table Selection button. Also, by default Project shows Work in the Details section on the right. Again, you can select any item from the Format Details menu or in the Details styles dialog box (Choose Format Detail Styles). 284

10 5.1 - Navigating Gantt Chart & Other Views Resource Usage View Select View Resource Usage The Resource Usage view organizes task assignments by resource so that you can easily figure out who s doing what and when it s being done. You can use Resource Usage view to enter and edit resource information, and you can assign or reassign tasks to resources in this view by dragging the tasks among resources. The Resource Usage view is also useful when you want to do the following oo Check resource over allocations Examine the number of hours or the percentage of capacity at which each resource is scheduled to work View a resource s progress or costs Determine how much time a particular resource has for additional work assignments. 285

11 5.1 - Navigating Gantt Chart & Other Views Resource Graph Select View Resource Graph on the Standard Toolbar of Project. Resource Graph view shows how a particular resource is being used on a project. You can use Resource Graph view to spot and correct resources that are inappropriately p allocated. Note that the resource graph view shows information for one resource at a time. To view a different resource, click the scroll arrows that appear below the left pane in this window. The Resource Graph view highlights resource conflicts: people, equipment, or other resources that are being over worked or under utilized. Looking at Resource Graph view both a single view shown above and combination view shown in next page, with details of tasks being performed shown at the bottom of the project window. You can create this view by choosing Window Split. 286

12 5.1 - Navigating Gantt Chart & Other Views Displaying task information beneath a Resource Graph can help you see which work assignments are keeping resource busy. 287

13 5.1 - Navigating Gantt Chart & Other Views 288

14 5.1 - Navigating Gantt Chart & Other Views 289

15 5.2 - Formatting Gantt Chart View 290

16 5.2 - Formatting Gantt Chart View 1.0 Introduction to PM 2.0 Plan Project Prepare Estimates Develop WBS Develop Schedules 3.0 Manage Project Progress 4.0 Using MPP Setup New Schedule Manage Task Data 4.3 Create Dependency 4.4 Assign Resource 5.0 Refine Your Project 5.1 Navigating g Views 5.2 Formatting Views 5.3 Formatting Reports 6.0 Track Progress 6.1 Track Task Progress 291

17 5.2 - Formatting Gantt Chart View 292

18 5.2 - Formatting Gantt Chart View These steps below will create a Custom Gantt Chart and apply ppy pre- defined formatting to it using the Gantt Chart Wizard. You can then preview the results for printing. 1. On the Tools menu, click Options 2. In the Options dialog box, click the View tab 3. Under the Outline Options for label, select the Show Project Summary task check box, and then click OK. Project displays the project summary task at the top of the Gantt Chart View. You might see pound signs (##) or only part of the value in Project Summary task s Duration field. If, so complete step Double Click the right edge of the Duration column in the column heading to expand the column so that you can see the entire value. The Duration column widens to show the widest value in the column. 293

19 5.2 - Formatting Gantt Chart View Next you will create a copy of the Gantt Chart view so that the formatting changes you make will not affect the original Gantt Chart view 5. On the View menu, click More Views. The more Views dialog box appears, with current view (the Gantt Chart view) selected. 6. Click the Copy button. The name field contains the proposed name of the new view as it will appear in the more view dialog box and if you specify, on the View menu. Note the ampersand (&) in the Name field. This is a code that indicates the keyboard shortcut character of the new view name, should you wish to include one. 7. In the Name field, type Custom Gantt Chart, and then Click OK. The View Definition dialog box closes. The Custom Gantt Chart view appears and is selected in the More Views dialog box. 8. In the More Views dialog box, click the Apply button. At this point, the Custom Gantt Chart view is an exact copy of the original Gantt Chart view, so the two views look alike. Note, however, that the view title on the left edge of the view is updated. 294

20 5.2 - Formatting Gantt Chart View Next you will use Gantt Chart Wizard to format the Gantt bars and milestones in the chart portion of the Custom Gantt Chart View 9. On the Format menu, click Gantt Chart Wizard. The welcome page of Gantt Chart Wizard appears. 10. Click Next button. The next screen of the Gantt Chart Wizard appears. 11. Click Other, and on the drop-down list next to the Other option, click Standard: Style This is the only selection you ll make in the Gantt Chart Wizard for now, so click the Finish button. The final page of the Gantt Chart Wizard appears. 13. Click the Format It button, and then click the Exit Wizard button. The Gantt Chart Wizard applies the Standard: Style 4 formatting to the Custom Gantt view and then closes. 295

21 5.2 - Formatting Gantt Chart View To conclude you will preview the Custom Gantt Chart View. What you seen on the screen closely approximates what you d see on the printed page, and you ll verify this now. 18. On the File menu, click Print Preview. Project displays the Custom Gantt Chart view in the print preview windows as shown above. 19. On the Print Preview toolbar, click Close. You can now print the Project Plan if desired. 296

22 5.2 - Formatting Gantt Chart View You will Add a Text Box to the Custom Gantt Chart 1. On the View menu, point to Toolbars and then click Drawing. The Drawing toolbar appears. 2. On the Drawing toolbar, click Text Box Button, and then drag a small box any where on the Chart portion of the Custom Gantt Chart view. 3. In the box that you just drew, type Agricultural Fare on 23 rd 24 th March On the Format menu, point to Drawing, and then click Properties. The Format Drawing dialog box appears. 5. Click the Line & Fill tab if it is not already selected. 6. In the Color box under the Fill label, click Yellow. Next, you ll attach the text box to a specific date on the timescale. 7. Click the Size and Position Tab 297

23 5.2 - Formatting Gantt Chart View 8. Make sure that Attach To Timescale is selected, and in the Date box, type or click 3/23/ In the Vertical box under Attach to Timescale, type 2.75 (this is the number of inches below the timescale where the top of the box will be positioned), and then click OK to close the Format Drawing dialog box. 10. Click in an empty area of the Gantt Chart view to unselect the text box. Because you attached the text box to a specific date on the timescale, it will always appear near this date even if you zoom the timescale in or out or scroll the chart to left or right. Had you attached the text box to a Gantt bar, it would move with the Gantt bar if the task were rescheduled. 11. On the View menu, point to Toolbars, and then click Drawing. The Drawing toolbar is hidden. Project colors the toolbox yellow and positions it below the timescale near the date you specified. 298

24 5.2 - Formatting Gantt Chart View Formatting Text in a View In this you switch to different view and then use text styles and direct formatting to change the appearance of the text in that view. 1. On the View menu, click More Views. The More Views dialog box appears, with the current view (the Custom Gantt Chart view) selected. 2. In the Views box, click Task Sheet, and then click Apply. The Task Sheet view appears. Unlike Gantt Chart views, this view does not include a chart component; it consists of a single table. Next, you will change the table displayed in the Task Sheet View 3. On the View menu, point to Table: Entry, and then click Summary. The Summary table appears in the Task Sheet view. Like the Entry table, this table focuses on task details, but it includes a different set of fields. The field of most interest to us now is the cost field. 299

25 5.2 - Formatting Gantt Chart View Next,,you ll will change the way in which project formats an entire category of information in this case, summary tasks. 4. On the Format menu, click Text Styles. The Text Styles dialog box appears. 5. On the Item to Change list, click Summary Tasks. The current format settings of summary tasks appear in the dialog box, and a preview appears in the Sample box. Next, you will change the formatting so that the summary task text stands out. 6. In the Size box, Click In the Color box, click Blue 8. In the Background Color box, click Silver 9. In the Background Pattern box, click the dark dot pattern at the bottom of the drop-down list. 10. Click OK. 300

26 5.2 - Formatting Gantt Chart View The format changes you ve made only to the active view (in this case, the Task Sheet view) and not to the table. If you displayed the Summary table in the Gantt Chart view, for example, these format changes would not appear there. 301

27 5.2 - Formatting Gantt Chart View Now,,you ll apply ppydirect formatting to a specific item in a view. As with styles in word, you can use direct formatting in conjunction with text style formatting. In this project plan, you ll apply italic formatting to the production phase s cost. 11. In the Summary table, click the Cost field for task 7 Crop Cultivation and Harvesting summary task 12. On the Format menu, click Font. The Font dialog box appears, which is similar to the Text Styles dialog box that you worked with earlier. However, the options you choose here apply only to the selected text. 13. In the Font Style box, click Bold Italic 14. In the Background Color box, click Yellow 15. Click OK. Project applies bold italic and background color formatting to the cost field of task

28 5.2 - Formatting Gantt Chart View In conclusion, use the Text Styles command on the Format menu to change the formatting of entire categories of information, such as all summary tasks. When you want to reformat a specific item (such as cost value of one task) to draw attention to it, use the Font command on the format menu. Note that the Font command is not available in some views, such as the Calendar view. 303

29 5.2 - Formatting Gantt Chart View 304

30 5.2 - Formatting Gantt Chart View 305

31 5.3 - Formatting & Printing Reports 306

32 5.3 - Formatting & Printing Reports 1.0 Introduction to PM 2.0 Plan Project Prepare Estimates Develop WBS Develop Schedules 3.0 Manage Project Progress 4.0 Using MPP Setup New Schedule Manage Task Data 4.3 Create Dependency 4.4 Assign Resource 5.0 Refine Your Project 5.1 Navigating g Views 5.2 Formatting Views 5.3 Formatting Reports 6.0 Track Progress 6.1 Track Task Progress 307

33 5.3 - Formatting & Printing Reports 308

34 5.3 - Formatting & Printing Reports Formatting & Printing Reports In this you view a report in the print preview window and then edit its format to include additional information. 1. On the Report menu, click Reports. The Reports dialog box appears, showing the categories of reports available. 2. Click Overview, and then click the Select button. The Overview reports dialog box appears, listing the five predefined reports in Project that provides project wide overview information. 3. In the Overview Reports dialog box, click Project Summary, and then click Select. 309

35 5.3 - Formatting & Printing Reports Project displays the Project Summary report in the Print Preview window. That is a handy summary of Project plan s tasks, resources, costs and current status. You could use this report, for example, as a recurring status report that you share with the client or other stakeholders of the project. Depending on your screen resolution, the text in the report might not be readable when you view a full page. 4. In the Print Preview window, click the upper half of the page with the mouse pointer. Project zooms in to show the page at a legible resolution. At this point in the project life cycle, the most pertinent pieces of information in the report are the planned start and finish dates and the total cost. If any of these values did not fit within the exceptions of the project sponsor or other stakeholders, now would be a good time to find out this information. 5. On the Print Preview toolbar, click Close. The Print Preview window closes, and the Reports dialog box reappears. 310

36 5.3 - Formatting & Printing Reports Now you will preview and edit a different report. Report is a simple way to communicate assignments to the resources involved. To do this, you will work with the Who Does What When report. 6. Click Assignments and then click Select. The Assignment Reports dialog box appears, listing four predefined reports in Project that provide resource assignment information. 7. In the Assignment Reports dialog box, click Who Does What When, and then click Select. Project displays the first page of the Who Does What When report in the Print Preview window. 311

37 5.3 - Formatting & Printing Reports Note that the status bar message informs you that this reports spans four pages. To get a broader view of the output, you will switch to a multipage view. 8. On the Print Preview toolbar, click the Multiple Pages button. The entire report appears in the Print Preview window. 312

38 5.3 - Formatting & Printing Reports To conclude,,you will customize the header that appears at the top of each printed page so that it includes a logo graphic. 9. On the Print Preview toolbar, click the Page Setup button. The Page Setup dialog box for the Who Does What When report appears. 10. Click the Header tab. As you can see in the Preview and Alignment boxes, codes such as &[Date] determine the specific text that appears in the header. You will add logo to the right side of the header. 11. Next to Alignment, click the Right tab. As with all regions of the header and footer, you can insert standard elements, such as page numbers, as well as any Project field. In this exercise, we ll insert a logo graphic. 12. Click the Insert Picture button. 13. Navigate and double-click the Logo file. 14. Click OK to close the Page Setup dialog box 313

39 5.3 - Formatting & Printing Reports The updated header appears on each page in the Print Preview window. 15. For a closer look at the updated header, on the Print Preview toolbar, click the One Page button. Project displays the first page of the report. 16. On the Print Preview toolbar, click Close. 17. Click Close again to close the Reports dialog box. The Task Sheet view reappears. 314

40 5.3 - Formatting & Printing Reports 315

41 5.3 - Formatting & Printing Reports 316

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