Planning and Managing Projects with Microsoft Project Professional 2013

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6 Project management deliverables (e.g. reports); WBS deliverables can be used for report timing

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11 Steps to Create a Project from an Existing Template: 1. Click File then New. 2. Select any of the featured templates, search for key word, use the suggested searches, personal and if connected to Project Server select Enterprise templates. 3. The system will offer a preview with comments. Click Create to create. Important Points: You can create a new project based on a template from Office.com. Click on any of the categories to drill down and see additional templates. After opening a template, you may see a Microsoft Project dialog box asking you to change the note in the table. This message typically appears when there is text in the Notes field of a project summary task, summary task, task, or milestone that is longer than 255 characters (with spaces) and it does not matter whether you click on Yes or No, because any existing text will remain. However, if you were to click on No, you will be presented with the Task Information dialog box, which shows the same information as the Comments field in the Advanced Document Properties dialog box. If you were to enter or edit this text in the Notes column, you will be limited to 255 characters. However, if you double click on a task, you will see the same dialog box again, and you can enter more than 255 characters this way, along with any formatting and objects. Tips & Tricks:

12 9/29/2014 Personal Templates are typically installed in C:\Users\User Name\AppData\Roaming\Microsoft\Templates. User can define the location of the Personal Templates in the Options>Save

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14 Steps to Create a Project from a Microsoft Office Excel Workbook : 1. Click File, New, New from Excel Workbook 2. In the drop-down box to the right of the File name field, select Excel Workbook 3. Go to the location where the Excel file is stored, select the file, and click Open, which will start the Project Import Wizard 4. In the Import Wizard dialog box, click Next 5. In the Import Wizard - Map dialog box, select New Map or Use existing map, and click Next 6. If you selected Use existing map, in the Import Wizard - Map Selection dialog box, select a map, and click Next 7. If you selected New Map or after completing the previous Import Wizard - Map Selection dialog box, in the Import Wizard - Import Mode dialog box, select As a new project, Append the data to the active project, or Merge the data into the active project, and click Next 8. In the Import Wizard - Map Options dialog box, select the types of data you want to import by selecting Tasks, Resources, and/or Assignments, and click Next 9. Under Microsoft Excel options, select or deselect Import includes headers and/or Include assignment rows in output as necessary, and click Next 10. In the Import Wizard - Task Mapping dialog box, in the Source worksheet name field, select the name of the worksheet on which the data is stored, after which the wizard will attempt to map the data from the Excel fields to the Microsoft Project fields

15 9/29/ Review and update the mapping as necessary, for example, there will most likely be rows that list (not mapped) in the To: Microsoft Project Field column, if so click on the value (not mapped), click on the drop-down arrow that appear to the right within the cell, and select the appropriate Microsoft Project field 12. Add, insert, delete or change the order of the fields 13. If you selected Merge the data into the active project on the Import Wizard - Import Mode dialog box, you will see a Set Merge Key button that allows you to select which Excel/Project field includes a unique identifier (e.g., a unique task number) that allows Project to update the appropriate tasks correctly without adding new tasks 14. Click Next when done 15. In the Import Wizard - End of Map Definition dialog box, click Save Map if necessary, and click Finish, after which Project will create the project plan based on the Excel workbook Important Points: Note that all tasks are created using task constraints (as indicated by a calendar icon to the left of the task name), which may not be desirable, because it prevents Project from calculating new dates when there are changes in the schedule. This is the result of importing dates. To remove constraints, select one or multiple tasks, click on Information in the Task ribbon. In the Task Information dialog box, click on the Advanced tab, in the Constraint type field, select As Soon As Possible (assuming you are forward scheduling, select As Late As Possible if you are backward scheduling), and click OK. Note that this may change the dates of the tasks, based on any network logic and (duration) estimates. You can also use the same wizard to export data from Project to Excel. In an existing schedule in Project, click File and Save As. In the Save As dialog box, in the Save as type field, select Excel Workbook, and click Save. This will start the Export Wizard, which is nearly the same as the Import Wizard. Tips & Tricks: When using the Wizard, you only need to create a map once. After you have created and saved a map while going through the wizard, you can use it again. After clicking on Finish in the Project Import Wizard, Project will create the project plan based on the Excel workbook. In the event you see a Microsoft Project warning, read the message, click on OK, and continue. These messages will inform you in case there is data from Excel that cannot be entered in Project as such based on the scheduling engine. In this case, Project will automatically apply alternative value that you can review and change if necessary after the import. Maps can be shared using the Organizer. Merging the data into an active project is useful if you receive schedule updates from your project team members who may be using other applications since most

16 9/29/2014 applications can export and import CSV files, including Project. Steps to save project data to Excel: 1. Click on the File tab and click Save As 2. In the Save As dialog box, in the Save as type field, select Excel Workbook, and click Save 3. In the Export Wizard dialog box, Next 4. In the Export Wizard - Data dialog box, ensure Selected Data is selected, and click Next 5. In the Export Wizard - Map dialog box, ensure New map is selected (select Use existing map if you previously created a map), and click Next 6. In the Export Wizard - Map Options dialog box, select Tasks (and/or any of the other options as necessary), and click Next 7. In the Export Wizard - Task Mapping dialog box, in the From: Microsoft Project Field column, click (Click here to map a field), select a column that needs to be exported, and repeat this step for any other columns 8. Review all values in the To: Excel Field column and make any changes as necessary 9. Click Next 10. In the Export Wizard - End of Map Definition dialog box, click Finish Important Points: You can also use the same wizard to import data from Excel to Project. Click File and New, click New from Excel workbook, select a file, and click Open. This will start the Import Wizard, which is nearly the same as the Export Wizard. In the Export Wizard - Data dialog box, you can select Project Excel Template, which deactivates the Next button and activates the Finish button. This option will automatically export all data that is available in the Microsoft Project Plan. Tips & Tricks: When using the Project Import/Export Wizard, you only need to create a map once. After you have created and saved a map while going through the wizard, you can use it next time again. Maps can be used to import and export data, and maps can be shared using the Organizer. You can also copy and paste date to Excel.

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21 The list must be based on the Project Tasks or Tasks list type, not the Custom List list type. Project can also synchronize changes back to SharePoint. Microsoft Project Server 2013 is required to publish a project to SharePoint Steps to Create a Project from a SharePoint Task List: 1. Click File and New 2. Under Available Templates, click New from SharePoint task list 3. In the Import SharePoint Tasks List dialog box, in the Site URL field, enter the web site address of the SharePoint site 4. Click Validate URL to populate the Tasks List field 5. In case the Windows Security dialog box appears, enter your credentials in the User name and Password field, and click OK 6. In the Tasks List field, select a list, and click OK 7. In the SharePoint Synchronization dialog box, monitor the status (optional) Important Points: Note that the tasks may be imported out of order; move the task rows in the correct order as necessary Any custom columns created in Project or SharePoint can be mapped and synchronized as well

22 9/29/2014 Click on File and Info Under Information About, click Manage Fields In the Manage Fields dialog box, click Add Field In the Add Field dialog box, in the Project Field field, select a custom (or default) column In the SharePoint Column field, edit the name as necessary, and click OK In the Manage Fields dialog box, click OK Click Sync Tips & Tricks: The list must be based on the Project Tasks or Tasks list type, not the Custom List list type Project can also synchronize changes back to SharePoint. Click on File and Info, under Information About, click Sync to update the list on the SharePoint site. Steps to Sync to SharePoint: 1. Create a project plan from a SharePoint task list (see steps above) 2. Click File and Info, click Sync and wait a few moments for the project plan to synchronize to SharePoint Important Points: If you create a new project plan from a SharePoint task list that was already used to create another project plan, you will be prompted to re-link the SharePoint list to the current project plan. Under File and Info, click Manage Fields to synchronize and map any columns between Project and SharePoint. For example, when you create a new column in Project, it can automatically create a new column in SharePoint and vice versa. New Project columns will appear in SharePoint forms by default, by they need to be manually added to views. Tips & Tricks: You can also sync to SharePoint through File, Save & Send, and Sync with Tasks List.

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24 Steps to Create a Template from a Completed Project: 1. Click File and Save As 2. In the Save As dialog box, in the Save as type field, select Project Template 3. In the File name field, enter a name 4. Click Save 5. In the Save As Template dialog box, select the type of data that you want to remove from the template 6. Click Save Important Points: You generally do not need to select any check boxes in the Save As Template dialog box, unless you create a template based on an existing project plan. However, it is acceptable to check all check boxes, even though you may not have any actual values, baseline values, resource rates, or fixed costs in the project plan. Tips & Tricks: Version templates by using a version number or date description in the file name, so you can keep a copy of previous versions

25 Steps to Enter Project Properties: 1. Click File and Info 2. In the backstage, to the right, click Project Information then Advanced Properties 3. In the Properties dialog box, on the Summary tab, complete any of the fields as necessary, and click OK Important Points: The Title field is the same value as the value in the Name column of the project summary task. The Comments field is the same value as the value in the Notes column of the project summary task. The Notes column is not shown by default but it can be inserted in the table. Alternatively, you can double click on the project summary task, and in the Summary Task Information dialog box, click on the Notes tab to enter or edit this information. Tips & Tricks: You can use any of the fields in the Properties dialog box in the header or footer when you print the project plan. Add the Advanced Document Properties command to the Quick Access Toolbar, to access the properties quicker. Steps to Display the Project Summary Task: 1. Click Format and check Project Summary Task Important Points: The project summary task shows project level information such as the project name, duration, start, finish, and any other information based on the columns that make up the table. This way you can quickly review any impacts on the project when entering or editing tasks. The value in the Name column of the project summary task is the same as the value in the Title field in the Properties dialog box. Tips & Tricks: You can also review project level information by leveraging the Project Statistics command. This command is not available on the ribbon, but it can be added to the Quick Access Toolbar. Once select, the command will display the Project Statistics dialog box including current, baseline, actual, and variance information.

26 Steps to Define the Project Start Date: 1. Click Project and Project Information 2. In the Project Information dialog box, in the Start date field, select or enter the project start date 3. Click OK Important Points: All new tasks will start at the same date as the project start date by default Tips & Tricks: You can also define the project start date by moving the date. This action also moves constraint dates and deadline dates proportionally, which the Project Information dialog box does not do. Click on Project and Move Project to move the project start date. Steps to Define the Current Date: 1. Click Project and Project Information 2. In the Project Information dialog box, in the Current date field, select or enter the current date 3. Click OK Important Points: You can use the current date as the start date of all new tasks. This can be set under File and Options. In the Project Options dialog box, in the side pane, click on Schedule. In the Scheduling options for this project section, in the Auto scheduled tasks scheduled on field, select Current Date, and click OK. Tips & Tricks: By default the current date is today s date. Steps to Apply a Calendar at the Project Level 1. Click Project and Project Information 2. In the Project Information dialog box, in the Calendar field, select the calendar 3. Click OK Important Points: You can create your own calendars to account for national and corporate holidays. See the Calendars slide for more information. Tips & Tricks: You can share your calendar(s) with project plans of other Project Managers using the Organizer. 1. Open your project plan that has the calendar that needs to be shared 2. Open the project plan that requires your calendar 3. Click and File and Info 4. Click Organizer 5. In the Organizer dialog box, click on the Calendars tab 6. Below the left list, in the Calendars available in field, select your project plan 7. Below the right list, in the Calendars available in field, select the project plan that requires the calendar (you can copy objects such as the calendar both from the left to the right as well as from the right to the left) 8. In the left list, select the calendar, and click Copy 9. Click Close

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29 Steps to Create and Modify Subtasks: 1. Click Task and click on the upper half of the Task command 2. Overwrite the <New Task> value in the Task Name column of the new task with the appropriate name 3. To modify the task name, click the task name cell, and click on the text value where the cursor should be inserted, so you can modify the value in the cell Important Points: If you click on the lower half of the Task command, you have the option to insert a task, a recurring task, a blank row, or import Outlook tasks You can also create tasks using other techniques: Enter a task name in the Task Name column of the next blank row Right click on any existing task where a new task should be inserted above and click Insert Task Select a row, or any cell on the row, and press Insert on your keyboard Tasks are represented by a blue bar in the timescale portion of the view New tasks have a default duration of 1 day? by default Tips & Tricks: You can also edit task names using the Entry bar. Click File and Options. In the Project Options dialog box, in the side pane, click Display. In the Show these elements section, check Entry bar, and click OK. This will display a blank bar right

30 9/29/2014 below the ribbon in which you can edit the task name as well, which may be useful for long task names or any other cell with a long value. It is recommended to start task names with a present tense verb followed by a noun, so it is explicit to another user that the task is an activity as opposed to a summary task or milestone. This is also useful in screens where you can select a task (i.e. any value from the Task Name column), but where you do not see any other columns. This way the only way to differentiate tasks, summary tasks, and milestones is to look at the name.

31 Steps to Create Milestones: 1. Click Task and Milestone Important Points: You can also create milestones by creating a task first and changing the duration to 0 days, because milestones are points in time, as opposed to tasks that are periods of time Milestones are represented by a black diamond in the timescale portion of the view Milestones created through the ribbon have a default duration of 0 days by default Tips & Tricks: It is recommended to start milestone names with a noun followed by a past tense verb

32 Steps to Create and Modify Summary Tasks: 1. Click Task and Summary Task 2. Overwrite the <New Summary Task> value in the Task Name column of the new summary task with the appropriate name 3. To modify the summary task name, click the task name cell, and click on the text value where the cursor should be inserted, so you can modify the value in the cell 4. Overwrite the <New Task> value of the task underneath the summary with the appropriate name Important Points: You can also create summary tasks using other techniques: Select a number of adjacent tasks and click Task and Summary Task, which will create the new summary task by the name of <New Summary Task>, but it will also automatically indent the selected tasks underneath the summary task Create a new task and give it the name of a summary task, select one or multiple adjacent tasks underneath, and click Task and Indent Task. Summary tasks are represented by a black bar in the timescale portion of the view. Values of summary tasks in the table are bold. Summary tasks have a plus or minus symbol to the left of their names that allows you to collapse or expand the summary task.

33 9/29/2014 Tips & Tricks: It is recommended that a summary task name is a noun, because it is normally used to represent a deliverable or phase. Steps to Rearrange Tasks: 1. Click on the row number of one or multiple tasks, using the Ctrl and/or Shift key on your keyboard, that need to be moved, copied, cut, or deleted 2. If you need to move tasks, move your mouse cursor over the selection border area until the cursor changes from an plus sign to four arrows, left click, move your mouse cursor to move the selection, a gray horizontal line appears in between task rows, and release your left mouse button when the arrow has reached the appropriate location 3. If you need to copy/cut and paste tasks, right click anywhere on a row where the copied task(s) should be inserted above, and click Paste Important Points: When selecting one or multiple tasks to move or copy, it is important to select the entire row by clicking on the row number, as opposed to selecting cells. If you select cells, then you will only move or copy the values of those cells, and not the entire task. You can only move multiple tasks if the tasks are adjacent. Tips & Tricks: Enter the tasks in the right sequence as much as possible to avoid having to move or copy tasks. Steps to Outline Tasks: 1. Select on or multiple tasks, either by selecting the entire row or any cell on the row 2. Click on Task and Outdent Task or Indent Task to outline the task(s) as necessary Important Points: When indenting tasks, the first task above the selection becomes a summary task When outdenting tasks, the first summary task above the selection becomes a task Tips & Tricks: On the View tab, use the Outline command to collapse or expand summary tasks, you can: Expand or collapse one, multiple, or all summary tasks at once Show all subtasks Show all subtasks until a specified level

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38 Steps to Cancel an Unneeded Task: 1. Select the task(s) 2. Click Task and Inactivate Important Points: When you inactivate tasks, the font will be gray and strikethrough indicating that the tasks are inactive. Inactive tasks are omitted by the scheduling engine from a workload and network logic perspective. Tips & Tricks: Use inactive tasks for what-if analysis or to manage the scope of work when budget is running out. When you need inactive tasks again, select the same tasks and click Inactivate one more time. Insert the Active column to view and modify the active status of multiple tasks at once. The Inactivate command is only available in the Professional Edition of Microsoft Project. You can also consider removing remaining work when a task should be cancelled.

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