Using MS Project. Introduction. Things to Know Before You Begin
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1 Introduction Microsoft (MS) Project is a project management tool used by many organizations within the Department of Defense (DoD). MS Project provides access to scheduling and resource data that program managers and other EVM professionals can use as part of an integrated program management approach for complex programs and projects. This job aid addresses the following features and functionality of MS Project: Part 1 MS Project Overview o Default screen layout o Analysis Gantt view o Split window view Part 2 Step-by-Step Instructions o Open MS Project files o Select view o Display additional information o Edit Analysis Gantt view o Filter data Things to Know Before You Begin Access to MS Project is provided by your individual organization. If you need access to MS Project, you must request access from your organization's system administrator (or other appropriate contact). Note: Your organization may use a different project management tool than MS Project. Check with the appropriate contact within your organization to confirm which tool you should use. The built-in Help functionality provides additional information about MS Project s features and functionality. You can access Help directly from within MS Project. 1. Select the Help icon on the MS Project Ribbon menu. EVM 202 September
2 MS Project displays the Project Help dialog box. 2. Enter the desired search criteria in the Search data field. 3. Select Search. OR 4. Select the File tab on the Ribbon menu. 5. Select Help from the File tab menu. EVM 202 September
3 MS Project displays the Project Help window. 6. Select the desired Help feature to access additional information. EVM 202 September
4 PART 1 MS Project Overview Default Screen Layout The default MS Project view displays a Gantt Chart view of the selected project in a single pane window. The Gantt Chart view is split into two portions: 1. Table view 2. Bar chart view The Tabs provide access to features and functionality that allow you to customize the way you manage and view your project's data. Each Tab has an associated Ribbon Menu with commands specific to the selected tab. EVM 202 September
5 The Status Bar at the bottom of the screen displays details about the active view, such as the scheduling mode or if a filter has been applied. Analysis Gantt View The Analysis Gantt view is similar to the default Gantt Chart view, but displays additional information on the bar chart portion. This view typically is preferred because it allows for the comparison of the baseline schedule to the current schedule. The Analysis Gantt view displays task information as text on the left in table form. On the right side, bars graphically represent schedule information related to each task. EVM 202 September
6 Table View The left side of the Analysis Gantt view displays task data in columns. This example displays: the Element Name, Task Finish date; Task Duration; Task Float days; and Task Slip days. Note: You may select different column data for the displayed tasks, depending on your needs (e.g., cost, critical path, predecessors, resource names, etc.). Bar Chart View The right side of the Analysis Gantt view displays task schedule data in bar chart form. The project timescale displays at the top, indicating the selected time divisions (e.g., days, months, quarters, years, etc.). Note: The timescale can contain one, two, or three tiers, each of which can be customized depending on your needs. In the previous example, the timescale displays the middle (e.g., Q3 '16) and bottom tiers (e.g., Jul, Sep, Nov). EVM 202 September
7 In this example, the project's current status date is indicated by a red dashed vertical line between Q3 '16 and Q1 '17. Note: You can also view the status date in the Status group on the Project tab. Each task's schedule is represented on the Bar Chart by two bars: the bottom bar represents the task's baseline schedule; and the top bar represents the task's current schedule. The length and position of the bars indicate each task's start and finish dates, duration, and status in relation to the timescale and status line. The dates on either side of each bar identify the task's current start and finish dates. Arrows between task bars display the task relationships. In these examples, a non-critical task is indicated by blue vertical stripes on the current schedule bar, and a critical task is indicated by a red fill on the current schedule bar. Non-Critical Task Critical Task EVM 202 September
8 Split Window View The Split Window view displays additional project information in the bottom pane of the MS Project window. The content in the bottom pane typically includes more detailed information for an item selected in the top pane. Task Usage View The Task Usage view, combined with the Analysis Gantt view in the split window, often is used as a tool for managing a control account plan. Task usage information displays for the selected task in the bottom pane. The Task Usage view is split into two portions: 1. Assigned resources for the selected task 2. Detail information for the selected task, and each of its assigned resources EVM 202 September
9 This example displays information about the Exhaust System summary task. The top pane displays the Analysis Gantt view, and the bottom pane displays the assigned resources and detailed resource information for the selected task: Develop Interface Specs Exhaust System. Assigned Resources The Assigned Resources section of the Task Usage view displays summary information about all of the selected task's assigned resources. This example displays the assigned resources for the Develop Interface Specs Exhaust System task, and their associated baseline work and work hours, and baseline cost and cost amounts. Note: You may select different column data for the displayed task, depending on your needs. EVM 202 September
10 Details The Details section of the Task Usage view breaks out information about all of the selected task's assigned resources across the program timeline. This example breaks out information about each resource for the Develop Interface Specs Exhaust System task. In this case, work, cost amounts, and baseline work hours are broken out from June through October. Note: You may select different detail data for the displayed task, depending on your needs. EVM 202 September
11 Part 2 Step-By-Step Instructions Open MS Project File 1. Launch MS Project. 2. Select File > Open, then navigate to the desired file and select Open. MS Project opens in the Gantt Chart view of the selected file. Note: The selected file may open in a different view, if it was previously saved using a different view. Select View Depending on your needs, you may review project information using different views in MS Project, such as Gantt Chart, Analysis Gantt, Calendar, etc. Change Current View 1. Select the View tab on the Ribbon. 2. Select the desired view from the Task Views or Resource Views group. EVM 202 September
12 Note: You may choose from additional views by selecting options from the dropdown menus available within each of the views. Using MS Project MS Project indicates the current view above the Format tab. The following sample displays the Gantt Chart view. This indicator also displays when viewing the selected file in the Analysis Gantt view. EVM 202 September
13 Select Split View 1. Select the View tab on the Ribbon. 2. Select the Details check box in the Split View group. 3. Select the desired view from the Details drop-down menu. MS Project displays the selected Details view in the bottom pane. Display Additional Information Analysis Gantt Table View 1. Select the desired Task from the list in the Table portion of the Analysis Gantt view. 2. Select the Task tab on the Ribbon. 3. Select Information from the Properties group. EVM 202 September
14 MS Project displays a Task Information dialog box with details about the selected task, including general task data, task predecessors, assigned resources, and more. Note: You may also launch the Task Information dialog box by double-clicking the desired task in the Table portion of the Analysis Gantt view. Note: You may view additional information for other views (e.g., Resource Sheet, Resource Usage, etc.) by following similar steps (i.e., Select Information from the Properties group on the Resource tab, or double-clicking the desired item.). Analysis Gantt Bar Chart View 1. Place your cursor over the desired item (i.e., bar, line, or graphic) in the Bar Chart portion of the Analysis Gantt view. 2. Hold the cursor in place. MS Office displays a legend box with details about the targeted item/task. The detailed information includes the task: Type (e.g., summary, non-critical, critical) Name Start and finish dates Duration EVM 202 September
15 This example displays legend boxes for the LAR Vehicle summary baseline, Initial Engineering Layouts non-critical task, and Coding critical task. Edit Analysis Gantt View Insert/Hide Columns in Table View 1. Insert columns: a. Select the Format tab on the Ribbon. b. Select Insert Column from the Columns group, or select the Add New Column drop-down menu. c. Select the desired column from the list. EVM 202 September
16 MS Project displays the selected column. 2. Hide columns: a. Select the column you wish to hide. b. Select the Format tab on the Ribbon. c. Select Hide Column from the Column Settings drop-down menu in the Columns group. Note: You may also hide columns by right-clicking on the desired column and selecting Hide Column from the pop-up menu. Display Status Line on Bar Chart 1. Select the Format tab on the Ribbon. 2. Select Gridlines from the Gridlines drop-down menu in the Format group. Note: You may also launch the Gridlines dialog box by right-clicking anywhere in the white space of the Bar Chart portion, and selecting Gridlines from the popup menu. EVM 202 September
17 3. Select Status Date from the Line to change menu, and choose display options from the Type and Color drop-down menus in the Normal category. 4. Select OK. MS Project displays the Status Line, with the selected properties, on the Bar Chart portion of the Analysis Gantt view. Adjust Bar Chart Timescale You may adjust the timescale for the Bar Chart to display one, two, or three tiers, and customize each tier. 1. Select the View tab on the Ribbon. 2. Select Timescale from the Timescale drop-down menu in the Zoom group. Note: You may also open the Timescale dialog box by right-clicking on the Timescale on the Bar Chart portion of the Analysis Gantt view. EVM 202 September
18 The Timescale dialog box displays with the Middle Tier tab already selected. 3. Select the desired number of Tiers from the Show drop-down menu in the Timescale options category. 4. Format each tier: a. Select the desired tab. b. Select the desired options from the tier formatting category. c. Repeat steps 4a and 4b for each tier. 5. Select OK. EVM 202 September
19 Format Bar Chart Layout 1. Select the Format tab on the Ribbon. 2. Select Layout from the Format group. The Layout dialog box displays. 3. Format relationship arrows by selecting the desired connector style radio button in the Links category. EVM 202 September
20 4. Format the Gantt bars by selecting the desired options in the Bars category. Using MS Project 5. Select OK. MS Project displays the Bar Chart view with the selected properties. Filter Data View/Hide Summary Tasks and Outline Numbers 1. Select the Format tab on the Ribbon. 2. Select the check box for the desired feature in the Show/Hide group. MS Project displays or hides the corresponding features in the Table and/or Bar Chart portions of the Analysis Gantt view (or other selected view, if applicable). EVM 202 September
21 Filter on Column Data You can filter column data using MS Project's built-in AutoFilters. 1. Select the View tab on the Ribbon. 2. Select Display AutoFilter from the Filter drop-down menu in the Data group. MS Project displays AutoFilter arrows on the column headings in the Table portion of the Analysis Gantt view (or other selected view, if applicable). 3. Select the AutoFilter arrow for the desired column. EVM 202 September
22 4. Select the desired functionality from the AutoFilter drop-down menu: 5. Select OK. MS Project applies the selected column's AutoFilter to the items in the Analysis Gantt view (or other selected view, if applicable). Note: The AutoFilter arrow changes to a Filter icon for any column that has an applied filter. 6. Repeat steps 3 5 to apply additional AutoFilters. 7. Remove the selected filter(s) by selecting Clear Filter from... in the associated AutoFilter drop-down menu(s). EVM 202 September
23 Add a Custom Filter MS Project includes several built-in filters, and you may also create your own custom filters. 1. Select the View tab on the Ribbon. 2. Apply a filter: a. Select the desired Filter from the Filter drop-down menu in the Data group. Note: Access additional filters by selecting More Filters in the Filter dropdown menu. b. Enter additional filter information as required. Note: Items in the drop-down menu ending with an ellipsis (e.g., Date Range, Task Range, etc.) require you to enter additional information into an associated dialog box. c. Select OK. d. Repeat steps 2a 2c to apply additional filters. 3. Create a new filter: a. Select New Filter from the Filter drop-down menu in the Data group. MS Project displays the Filter Definition dialog box. EVM 202 September
24 b. Enter a Name for the new filter. c. Select the desired criteria for the new filter d. Select OK. e. Repeat steps 3a 3d to create additional filters. Note: See the MS Project embedded Help functionality for more detail about creating filters. EVM 202 September
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