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VII. Managing Projects Across Your Enterprise
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VII. Managing Projects Across Your Enterprise
by Teresa S. Stover, Bonnie Biafore, and Andreea Marinescu
Microsoft® Project 2010 Inside Out
Microsoft® Project 2010 Inside Out
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A Note Regarding Supplemental Files
Introduction
Who This Book Is For
Assumptions About You
How To Use This Book
How This Book Is Organized
Features and Conventions Used in this Book
Text Conventions
Design Conventions
About the Companion Content
Acknowledgments
Support and Feedback
Errata & Support
We Want to Hear from You
Stay in Touch
Your Downlodable eBook
I. Project Fundamentals
1. Introducing Microsoft Project 2010
Using Project 2010—An Overview
Project Standard 2010
Project Professional 2010
Project Server 2010
Project Web App
What’s New in Project 2010
What’s New in Project Standard 2010
Controlling the Project Schedule
Analyzing and Troubleshooting the Schedule
Collaborating on Project Details
Viewing Project Information
Working with Commands and Tools
What’s New in Project Professional 2010
What’s New in Project Server 2010 and Project Web App
Managing Portfolios
Planning Projects and Resource Capacity
Tracking Project Status and Timesheets
Viewing Project Information
Working with Commands and Tools
Managing the Project Server
Using the Project Ribbon
Minimizing and Expanding the Ribbon
Using Keyboard Shortcuts to Access Commands
Finding Lost Commands
Learning as You Go
Getting Help
Browsing Project Help Contents
Searching for a Specific Topic
Getting Help for Project Fields
Finding Project Assistance on the Web
Following Project 2010 through Social Media
Joining a Project Forum
Working with Indicators and Option Buttons
2. Understanding Projects and Project Management
Understanding Project Management Basics
What Is a Project?
What Is Project Management?
Understanding Project Management Stages
Initiating and Planning the Project
Executing the Project
Monitoring and Controlling the Project
Closing the Project
Facilitating Your Plan with Project 2010
Creating a Model of Your Project
Planning with Project 2010
Executing with Project 2010
Monitoring and Controlling with Project 2010
Closing with Project 2010
Working with Your Team Through Project 2010
Using Project 2010 in Your Enterprise
Working with the Project Stakeholders
Keys to Successful Project Management
II. Developing the Project Plan
3. Starting a New Project
Getting from Idea to Proposal to Project
Focusing the Project Vision
Defining Scope
Understanding Product Scope and Project Scope
Developing the Scope Statement
Creating a New Project Plan
Creating a Project File
Creating a New Project from a Blank Project File
Creating a New Project from a Template
Creating a New Project from an Existing Project
Saving Your New Project
Scheduling from a Start or Finish Date
Setting Your Project Calendar
Applying a Base Calendar to the Project Calendar
Modifying a Base Calendar
Specifying the Normal Work Week for a Base Calendar
Setting Up an Alternative Work Week
Setting Up Holidays and Other One-Time Calendar Exceptions
Setting Up a Recurring Calendar Exception
Creating a New Base Calendar
Attaching Project Documentation
Showing the Project Summary Task
Copying a Document to Your Project File
Hyperlinking a Document or Website to Your Project File
Entering Tasks
Adding Tasks to Your Project Plan
Importing Tasks from an Excel Worksheet
Entering Recurring Tasks
Sequencing and Organizing Tasks
Moving Tasks
Inserting Additional Tasks
Copying Tasks
Deleting Tasks
Undoing Multiple Edits
Organizing Tasks into an Outline
Setting Up Your Work Breakdown Structure
Understanding Work Breakdown Structure Codes
Showing Outline Numbers as Basic WBS Codes
Creating a Custom WBS Code
Setting Up Work Breakdown Structure Codes
Adding Supplementary Information to Tasks
4. Viewing Project Information
Understanding Project Information Categories
Accessing Your Project Information
Switching Between Views
Switching to Frequently Used Views
Seeing the List of All Available Views
Showing the View Bar
Using Views
Scheduling with Gantt Charts
Highlighting Tasks with the Timeline
Flowcharting with Network Diagrams
Visualizing the Project with the Calendar
Reviewing Assignments with the Team Planner
Charting Team Availability with the Resource Graph
Tabling with Sheet Views
Timesheeting with Usage Views
Seeing Details with Forms
Cross-Referencing with Combination Views
Using Tables
Sheet and Table Reference
Table Definition Reference
Changing the Table in a View
Modifying a Table
Using Fields
Arranging Your Project 2010 Window
Setting Your Default View
Using the Zoom Slider
Adjusting a Timescale
Showing and Hiding Screen Elements
Splitting a Window
Switching Between Open Projects
Navigating to a Specific Location in a View
Rearranging Your Project Information
Ordering Project Information with a Sort
Grouping Project Information into Categories
Seeing Only What You Need by Filtering
5. Scheduling Tasks Manually or Automatically
Manually Scheduling Tasks
Automatically Scheduling Tasks
Mixing Manual and Automatic Tasks in a Project Plan
Switching Task Scheduling Modes
Changing Scheduling Defaults
Switching the Task Mode Default for New Tasks in a Plan
Switching the Task Mode Default for a New Project Plan
Switching the Task Mode Default for All New Project Plans
6. Building Your Schedule
Setting Task Durations
Developing Reliable Task Duration Estimates
Understanding Estimated vs. Confirmed Durations
Entering Durations
Understanding How Durations Affect Scheduling
Reviewing Durations
Establishing Task Dependencies
Creating the Finish-to-Start Task Dependency
Understanding the Dependency Types
Delaying Linked Tasks by Adding Lag Time
Overlapping Linked Tasks by Adding Lead Time
Changing or Removing Links
Reviewing Task Dependencies
Scheduling Tasks to Achieve Specific Dates
Understanding Constraint Types
Changing Constraints
Working with Flexible and Inflexible Constraints
Flexible Constraints
Moderately Flexible Constraints
Inflexible Constraints
Reviewing Constraints
Setting Deadline Reminders
Creating Milestones in Your Schedule
Working with Task Calendars
Setting Up the Task Calendar
Assigning a Base Calendar to a Task
Seeing Feedback on Scheduling Changes
Highlighting the Ripple Effects of Schedule Changes
Reviewing the Factors That Affect Task Scheduling
7. Setting Up Resources in the Project
Understanding the Impact of Resources in the Plan
Adding Resources to the Project
Entering Resources in the Resource Sheet
Adding Work Resources to the Project
Adding Resources from Your E-Mail Address Book
Using Resource Information from Excel
Adding Material Resources to the Project
Adding Cost Resources to the Project
What Are Cost Resources?
Identifying a Resource as a Cost Resource
Removing a Resource from the Project
Identifying Tentative, Generic, or Budget Resources
Proposing Tentative Resources
Using Generic Resources as a Placeholder
Specifying a Budget Resource
Setting When Resources Are Available for Work
Setting Working Times and Days Off for Work Resources
Viewing a Resource Calendar
Applying a Different Base Calendar to a Resource
Modifying a Resource Calendar
Creating a New Base Calendar for Resources
Specifying Resource Availability with Max Units
Adding Detailed Resource Information
Working with Supplemental Resource Fields
Specifying Contact Information
Adding a Note Regarding a Resource
Hyperlinking to Resource Information
8. Assigning Resources to Tasks
Assigning Work Resources to Tasks
Creating Work Resource Assignments
Adding and Assigning Resources at the Same Time
Finding the Right Resources for the Job
Using the Team Planner to Assign Resources
Assigning Resources in the Team Planner
Scheduling Tasks in the Team Planner
Rescheduling or Reassigning Tasks in the Team Planner
Preventing Overallocations by Using the Team Planner
Reviewing Task Details in the Team Planner
Understanding Assignment Calculations
Assigning Material Resources to Tasks
Assigning Cost Resources to Tasks
Reviewing Assignment Information
Showing Assignments by Task or Resource
Showing Assignment Information Under a Task View
Changing Resource Assignments
Contouring Resource Assignments
9. Planning Resource and Task Costs
Planning Resource Costs
Setting Costs for Work Resources
Specifying Variable Work Resource Costs
Specifying Fixed Resource Costs
Setting Costs for Material Resources
Setting Multiple Costs for a Resource
Setting Cost Accrual
Entering Costs for Cost Resource Assignments
Planning Fixed Costs for Tasks
Reviewing Planned Costs
Reviewing Assignment Costs
Reviewing Resource Costs
Reviewing Task Costs
Reviewing the Total Planned Cost for the Project
Setting Up and Reviewing a Project Budget
Creating Budget Resources
Assigning Budget Resources to the Project Summary Task
Entering Budget Values for the Budget Resources
Aligning Resources with Their Budget Resource Type
Comparing Resource Costs with Budget Resource Values
Setting a Different Currency
Setting Up a Different Currency on Your Computer
Setting Up a Different Currency in Project 2010
10. Checking and Adjusting the Project Plan
Working with the Critical Path and Critical Tasks
Understanding Slack Time and Critical Tasks
Viewing the Critical Path
Controlling Schedule Changes with Task Types
Should a Task Have Effort-Driven Scheduling?
When Should a Task Have Fixed Units?
When Should a Task Have Fixed Work?
When Should a Task Have Fixed Duration?
Understanding Schedule Changes Based on Task Type
Changing the Task Type
Bringing in the Project Finish Date
Viewing Finish Dates and the Critical Path
Checking Your Schedule Assumptions
Checking and Adjusting Date Constraints
Checking and Adjusting Dates on Manually Scheduled Tasks
Checking and Adjusting Task Dependencies
Checking and Adjusting Durations
Reviewing Scheduling Factors with the Task Inspector
Adjusting Resource Settings to Bring in the Finish Date
Checking and Adjusting Resource Availability
Adding Resources to Decrease Duration
Reducing Project Costs
Viewing Project Costs
Reviewing Total Cost Using Project Statistics
Reviewing Costs with the Cost Table
Comparing Resource Costs Against Budget Resource Values
Generating Cost Reports
Sorting Tasks or Resources by Cost
Filtering Tasks or Resources by Cost
Checking Your Cost Assumptions
Adjusting the Schedule to Reduce Costs
Adjusting Assignments to Reduce Costs
Adjusting Cost Resources
Balancing Resource Workloads
Viewing Resource Workloads
Adjusting Resource Availability
Adjusting Assignments
Adding More Resources to Tasks
Moving Assignments to Adjust for Overallocations
Replacing Overallocated Resources
Delaying a Task or Assignment
Specifying Overtime Work to Account for Overallocations
Splitting Tasks
Preventing Overallocations Using the Team Planner
Leveling Assignments
Setting Leveling Priorities
Leveling Resources with Standard Defaults
Setting Leveling Options
Understanding Leveling Options
Checking the Results of Leveling
Changing Project Scope
Reviewing the Impact of Changes
Obtaining Buyoff on the Project Plan
III. Tracking Progress
11. Setting a Baseline and Updating Progress
Saving Original Plan Information Using a Baseline
Setting a Baseline
Setting the Project Baseline
Setting the Baseline for Newly Added Tasks
Reviewing Baseline Information
Saving Additional Baselines
Reviewing Multiple Baselines
Saving Additional Scheduled Start and Finish Dates
Clearing a Baseline
Updating Task Progress
Choosing the Best Method for Entering Actuals
Updating Progress with Task Scheduling Controls
Entering Percentage Complete
Entering Actual and Remaining Duration
Entering Actual Start and Actual Finish
Using Resource Work to Update Progress
Entering Percentage Work Complete
Entering Actual Work Complete and Remaining Work
Entering Actual Work by Time Period
Updating Progress Using a Different Status Date
Marking Tasks Exactly on Track
Updating Actual Costs
Updating Actual Costs for Work Resources
Updating Actual Costs for Material Resources
Updating Actuals for Cost Resources
Updating Actuals for Fixed Costs on Tasks
Manually Updating Project Costs
12. Responding to Changes in Your Project
Monitoring and Adjusting the Schedule
Monitoring Schedule Progress
Reviewing Overall Schedule Progress
Reviewing Schedule Variances
Reviewing the Critical Path
Reviewing Task Progress
Showing Progress Lines
Correcting the Schedule
Rescheduling the Project
Rescheduling Selected Tasks
Rescheduling All Uncompleted Tasks
Rescheduling the Entire Project
Monitoring and Adjusting Costs
Monitoring Project Costs
Reviewing Overall Cost Totals
Reviewing Cost Variances
Reviewing Overbudget Costs
Reviewing Cost Performance by Using Earned Value Analysis
Reviewing Budget Status
Realigning the Project with the Budget
Monitoring and Adjusting Resource Workload
Monitoring Resource Workload
Reviewing Overall Work Totals
Reviewing Work Variances
Reviewing Overbudget Work
Reviewing Resource Allocation
Balancing the Resource Workload
IV. Reporting and Analyzing Project Information
13. Reporting Project Information
Establishing Your Communications Plan
Using Views to Report Project Information
Setting Up and Printing Views
Specifying Options for Printed Views
Drawing in a Gantt View
Generating Text and Visual Reports
Working with Text-Based Reports
Working with Visual Reports in Excel and Visio
Generating the Right Reports
Summarizing with Overview Reports
Using the Project Summary Report
Using the Top-Level Tasks Report
Using the Critical Tasks Report
Using the Critical Tasks Status Report in Visio
Using the Milestones Report
Using the Working Days Report
Focusing on Tasks with Schedule Progress Reports
Using the Unstarted Tasks Report
Using the Tasks Starting Soon Report
Using the Tasks In Progress Report
Using the Completed Tasks Report
Using the Should Have Started Tasks Report
Using the Slipping Tasks Report
Using the Baseline Report in Visio
Using the Baseline Work Report in Excel
Using the Task Status Report in Visio
Using the Budget Work Report in Excel
Analyzing Budget Status with Cost Reports
Using the Cash Flow Report
Using the Cash Flow Report in Excel
Using the Cash Flow Report in Visio
Using the Baseline Cost Report in Excel
Using the Budget Report
Using the Budget Cost Report in Excel
Using the Resource Cost Summary Report in Excel
Using the Overbudget Tasks Report
Using the Overbudget Resources Report
Using the Earned Value Report
Using the Earned Value Over Time Report in Excel
Evaluating Resource Allocation with Assignment Reports
Using the Who Does What Report
Using the Who Does What When Report
Using the To-Do List
Using the Overallocated Resources Report
Using the Resource Availability Report in Visio
Using the Resource Work Availability Report in Excel
Using the Task Usage Report
Using the Resource Usage Report
Using the Resource Work Summary Report in Excel
Using the Resource Remaining Work Report in Excel
Using the Resource Status Report in Visio
Revising a Built-In Report
Modifying a Text Report
Copying an Existing Text Report
Modifying an Existing Text Report
Adjusting the Page Setup of a Report
Modifying a Visual Report
Building a Custom Report
Creating a New Text Report
Creating a New Visual Report Template
Saving Project Data Fields
Saving the Reporting Cube
Saving the Reporting Database
Sharing Project Reports Electronically
Saving a View as a PDF File
Saving a Report as a PDF File
Posting Project Information on a Web Page
Saving a Project Plan as an XML File
Saving a View as a Graphic Image
14. Analyzing Progress Using Earned Value
Generating Earned Value Data
Setting the Baseline
Entering Actuals
Specifying the Status Date
Reviewing Earned Value Data
Working with Earned Value Tables
Understanding the Earned Value Fields
Generating the Earned Value Text Report
Generating the Earned Value Over Time Visual Report
V. Managing Multiple Projects
15. Managing Master Projects and Resource Pools
Structuring Master Projects with Subprojects
Setting Up a Master Project
Inserting Projects into a Master Project
Breaking a Large Project into Subprojects
Working with Subproject Information
Changing Subproject Information to Read-Only
Viewing the Critical Path in a Master Project
Unlinking a Subproject from Its Source File
Removing a Subproject from the Master Project
Consolidating Project Information
Opening Multiple Project Files as a Set
Accessing the Save Workspace Command
Creating the Project Workspace File
Sharing Resources by Using a Resource Pool
Setting Up a Resource Pool
Linking a Project to Your Resource Pool
Checking Availability of Resource Pool Resources
Updating Resource Pool Information
Disconnecting a Resource Pool from a Project Plan
16. Exchanging Information Between Project Plans
Copying and Moving Information Between Projects
Copying and Moving Task and Resource Information
Copying Fields Between Projects
Copying Project Elements by Using the Organizer
Copying an Element from a Project to the Global Template
Copying an Element Between Two Projects
Linking Information Between Project Plans
Linking Tasks Between Different Projects
Reviewing Cross-Project Links
Updating Cross-Project Links
Removing Cross-Project Links
VI. Integrating Project 2010 with Other Programs
17. Exchanging Information with Other Applications
Copying Information
Copying from Project 2010 to Another Application
Copying from Another Application to Project 2010
Copying a Picture of a View
Capturing a View for Other Applications
Copying the Timeline for Other Applications
Embedding Information
Embedding from Project 2010 to Another Application
Embedding an Existing Project 2010 File
Creating a New Project 2010 File as an Embedded Object
Working with an Embedded Project 2010 File
Embedding from Another Application to Project 2010
Inserting a Graphic or Other Object in the Gantt Chart
Embedding an Object in a Note
Creating a New Object to Embed in the Project
Working with the Embedded Object in the Project
Linking Information
Linking from Project 2010 to Another Application
Linking from Another Application to Project 2010
Linking Text or Numbers to a Project Table
Linking a Graphic or Other Object into Your Project Plan
Updating Links in Your Project
Hyperlinking to Websites or Other Documents
Creating a Hyperlink
Following a Hyperlink
Removing a Hyperlink
Importing and Exporting Information
Updating Security Settings to Allow Data Import and Export
Importing Information into Project 2010
Exporting Information from Project 2010
Saving Your Project Plan as a PDF File
Working with Project 2010 and XML Files
Importing and Exporting Database Information
18. Integrating Project 2010 with Excel
Copying Between Project 2010 and Excel
Copying Information from Excel
Copying Sheet Information from Excel
Copying Graphics from Excel
Copying Information to Excel
Copying Sheet Information to Excel
Copying Graphics to Excel
Embedding Between Project 2010 and Excel
Embedding an Excel Object in Project 2010
Embedding Copied Excel Information in a Project 2010 File
Embedding an Entire Excel File in a Project 2010 File
Creating a New Excel Object in Project 2010
Working with an Embedded Excel Object
Embedding a Project 2010 File in Excel
Embedding an Existing Project 2010 File in Excel
Creating a New Project 2010 File in Excel
Working with the Embedded Project 2010 File
Linking Between Project 2010 and Excel
Linking from Excel to Project 2010
Linking from Project 2010 to Excel
Working with a Linked Object
Editing Linked Information
Updating Linked Objects
Viewing Links
Importing and Exporting with Excel
Importing from Excel to Project 2010
Building a Project Task List in Excel
Building Detailed Project Information in Excel
Importing from Excel
Exporting from Project 2010 to Excel
Exporting Selected Data to Excel
Exporting Complete Project Data to Excel
Reusing a Previously Saved Export Map
Producing a Visual Report of Project Data in Excel
Generating a Visual Report from a Built-in Template
Configuring a Visual Report in Excel
Creating and Editing Visual Report Templates in Excel
Editing a Built-In Visual Report Template for Excel
Creating a New Visual Report Template for Excel
19. Integrating Project 2010 with Visio
Creating a Visual Report of Project Data in Visio
Generating a Built-in Visual Report for Visio
Configuring a Visual Report in Visio
Creating and Editing Visual Report Templates in Visio
Presenting Project 2010 Data with Visio
Showing Project Timeline Information in Visio
Displaying Project Information in a Visio Gantt Chart
Exporting Data from Visio to Project 2010
Exporting Timelines from Visio to Project 2010
Exporting Visio Gantt Charts to Project 2010
Representing Project Data in a Visio Diagram
Using the Visio Timeline Template
Configuring the Time Period and Time Format
Configuring a Timeline Interval
Configuring Milestones
Expanding a Portion of a Timeline
Synchronizing Milestones and Intervals
Using the Gantt Chart Template
Using the PERT Chart Template
20. Integrating Project 2010 with Outlook
Exchanging Task Information with Outlook
Adding Outlook Tasks to Your Project Plan
Adding Project 2010 Tasks to Outlook Tasks
Building Your Resource List with Outlook
Sending Project File Information
Sending an Entire Project File
Routing a Project File
Publishing the Project File to an Exchange Folder
21. Collaborating as a Team by Using SharePoint
Creating a Project Tasks List on a SharePoint Site
Exchanging Project Information with SharePoint
Saving and Synchronizing SharePoint Tasks List Project
Creating a New SharePoint Tasks List from a Project Plan
Synchronizing Changes Between Project and SharePoint
Synchronizing Changes and Resolving Sync Conflicts
Mapping Fields Between Project and SharePoint
Opening and Viewing Connected Project Information
Collaborating with Team Members on Task Updates
Assigning Tasks to Team Members
Assigning Resources in SharePoint
Assigning Resources in Project
Updating Task Progress
Updating Task Progress in SharePoint
Updating Task Progress in Project
VII. Managing Projects Across Your Enterprise
22. Understanding Enterprise Project Management
Why Use Enterprise Project Management?
Who’s Who in Enterprise Project Management
Understanding the Components of Enterprise Project Management
Understanding Project Server Architecture
Understanding the Role of Project Professional
Understanding the Role of Project Web App
Putting the Components Together
Understanding Project Portfolio Management
Understanding the Enterprise Project Management Project Life Cycle
Collaborating as a Project Team
Standardizing Enterprise Projects
Managing Enterprise Resources
23. Administering Your Enterprise Project Management Solution
Signing In and Out
Configuring Project Server Security
Understanding Groups, Categories, and Permissions
Creating a User Account
Deactivating a User
Viewing or Changing Permissions for User Groups
Creating a Security Template
Creating a Group
Customizing Categories
Administering the Enterprise Resource Pool
Creating the Enterprise Resource Pool
Adding Multiple Enterprise Resources
Adding Resources by Synchronizing with Active Directory
Adding an Individual Enterprise Resource
Adding a Team Resource
Importing Existing Local Resources to the Project Server
Updating Resource Information
Finding and Selecting Resources
Modifying Enterprise Resource Information
Removing a Resource from the Enterprise Resource Pool
Establishing the Enterprise Portfolio
Setting Up Project Workflows
Managing Workflow Phases
Managing Workflow Stages
Configuring Enterprise Project Types
Standardizing Enterprise Project Elements
Working with the Enterprise Global Template
Changing the Enterprise Global
Copying a Custom Element from a Project to the Enterprise Global
Customizing Enterprise Project Fields
Establishing Custom Fields
Associating Resource Codes with Resources
Creating Calendars to Reflect Nonworking Times
Setting Up Team Member Work Pages
What’s the Difference Between Tasks and Timesheets?
Understanding the Tasks Page
Understanding the Timesheet Page
Working with Task Progress and Timesheets
Working with Timesheet Single-Entry Mode
Defining the Task Progress Page
Setting the Update Method and Restrictions
Closing Tasks Against Further Reporting
Setting the Fields
Defining the Timesheet Page
Identifying the Reporting Periods
Setting Timesheet Defaults and Update Restrictions
Setting Categories for Administrative Time
Setting the Billing Categories
Managing Pages, Views, and Reports
Creating and Managing Pages with Web Parts
Modifying a Built-In Page
Creating a Page
Deleting a Custom Page
Creating and Managing Views
Modifying a Built-In View
Creating a New View from a Copied View
Creating a View from Scratch
Deleting a View
Customizing the Quick Launch
Sending Automated Alerts and Reminders to Users
24. Managing Enterprise Projects and Resources
Connecting to Your Project Server
Setting Up Project Professional with Project Server
Logging On via Project Professional
Signing In via Project Web App
Finding Your Way Around
Using the Quick Launch
Working with Pages and Controls
Working with Tables
Working with Enterprise Projects
Creating a New Enterprise Project
Creating an Enterprise Project by Using Project Professional
Creating an Enterprise Project by Using Project Web App
Saving Changes for Your Enterprise Project
Publishing Project Information to the Project Server
Publishing a Project In Project Professional
Publishing a Project In Project Web App
Managing Your Files on the Project Server
Checking Out an Enterprise Project
Checking In Projects from Project Professional
Checking In Projects in Project Web App
Working Offline with Enterprise Projects
Refining Your Enterprise Projects
Reviewing the Enterprise Global Template
Working with Custom Enterprise Fields
Setting Up a Program of Projects
Depending on Deliverables in Other Projects
Setting Up a Dependency on a Deliverable
Checking the Status of a Deliverable
Creating a Deliverable
Following a Project Workflow
Initiating a Project Proposal
Working Through the Define Phase and Beyond
Building Your Enterprise Project Team
Finding Resources to Meet Your Needs
Building Your Project Team in Project Professional
Building Your Project Team in Project Web App
Identifying Resource Attributes by Using Custom Enterprise Fields
Using Generic Resources as Placeholders
Adding a Team Assignment Pool to Your Project Resource List
Finding Enterprise Resources That Meet Specific Criteria
Review Resource Assignments and Availability
Replacing an Existing Project Resource with an Enterprise Resource
Matching an Existing Project Resource
Matching and Replacing Generic Resources
Proposing Tentative Resources
Assigning Tasks to Enterprise Resources
Identifying Assignment Owners
Assigning Status Managers
Collaborating with Your Project Team
Publishing Project Information for Resources
Exchanging Task Progress Information
Setting Up Task Updates
Reviewing Task Updates from Resources
Incorporating Task Updates into the Project
Requesting and Receiving Text-Based Status Reports
Requesting Text-Based Status Reports
Reviewing Text-Based Status Reports
Tracking Billable and Nonbillable Time by Using Timesheets
Reviewing and Approving Timesheets
Reviewing and Approving Administrative Time
Configuring Task Update Options
Setting Up E-Mail Notifications and Reminders
Setting Rules for Accepting Updates
Managing Documents, Risks, and Issues
Controlling Project Documents
Mitigating Project Risks
Monitoring Project Issues
25. Participating on a Team Using Project Web App
Getting Started with Project Web App
Signing In and Out of Project Web App
Finding Your Way Around
Using the Quick Launch
Working with Pages and Controls
Working with Tables
Working with Your Assignments
Reviewing New and Changed Assignments
Reviewing New Assignments
Rejecting an Assignment
Reviewing Changed Assignments
Reassigning a Task to Another Resource
Assigning Yourself to New Tasks
Assigning Yourself to an Existing Task
Assigning Yourself to a Team Task
Proposing a New Project Task
Working with Your Task Information
Viewing and Arranging Your Tasks
Viewing or Updating Task Fields
Glimpsing the Big Project Picture
Tracking Assignments and Updating Progress
Tracking Progress Information
Working with Progress Update Requests
Submitting Progress Information
Updating Progress in the Tasks Page
Updating Progress on the Task Details Page
Saving and Submitting Progress Information
Submitting Text-Based Status Reports
Logging Time by Using Timesheets
Reviewing and Submitting a Timesheet
Requesting Nonproject or Nonworking Time
Working with Issues and Risks
Setting Up E-Mail Reminders and Outlook Tasks
Setting Your Alerts and Reminders
Working with Project Tasks in Outlook
Managing Resources in Project Web App
26. Making Executive Decisions Using Project Web App
Getting Started with Project Web App
Signing In and Out
Navigating Project Web App
Understanding Project Portfolio Management
Reviewing and Prioritizing Business Drivers
Viewing Your Business Drivers
Sharing Your Business Drivers
Prioritizing Business Drivers
Analyzing Your Portfolio to Select the Best Projects
Working with the Portfolio of Projects
Reviewing Project Information
Understanding Project Workflow Phases and Stages
Viewing Project Summary Information
Viewing Project Details
Reviewing Project Workspaces
Creating a New Project
Working with Resource Information
Viewing the Enterprise Resource Pool
Viewing Resources for Specific Projects
Reviewing Resource Assignments
Reviewing Resource Availability
Reviewing Resource Plans
Analyzing and Reporting on Project Information
Understanding the Portfolio Analysis Tools
Generating Reports
Using Dashboards
27. Managing and Analyzing Project Portfolios
Understanding Project Portfolio Management
Designing Your Demand Management System
Understanding Workflow Basics
Using the Default Workflow
Customizing an Existing Workflow
Changing a Workflow Phase
Adding a New Workflow Stage
Changing an Existing Workflow Stage
Removing a Workflow Stage
Associating a Workflow with an Enterprise Project Type
Creating a New Workflow
Optimizing Your Project Portfolio
Reflecting Strategy by Defining Business Drivers
Viewing Existing Business Drivers
Changing the Business Drivers
Prioritizing Business Drivers
Selecting the Best Projects for the Portfolio
Viewing Project Information
Seeing Project Summary Information
Viewing Project Details
Communicating Portfolio Information
Creating Reports
Creating Dashboards
VIII. Customizing and Managing Project Files
28. Customizing Your View of Project Information
Customizing Views
Changing the Content of a View
Creating a New View
Saving a View
Changing Text Formatting in Views
Changing Text Formatting for a View
Changing the Format of Individual Text
Formatting a Gantt Chart View
Formatting the Appearance of Gantt Bars
Creating a Gantt Bar
Formatting the Appearance of Gantt Bar Text
Formatting the Layout of Gantt Bars
Formatting the Appearance of Gridlines
Modifying the Timescale
Modifying a Network Diagram
Formatting the Content and Appearance of Boxes
Changing the Layout of Boxes
Modifying the Timeline
Changing the Appearance of a Task on the Timeline
Changing the Content of the Timeline
Modifying the Team Planner
Changing the Appearance of Team Planner Elements
Changing the Information in the Team Planner
Modifying the Resource Graph
Modifying the Appearance of Resource Graph Bars
Changing the Fields that Appear in the Resource Graph
Modifying the Calendar
Modifying a Sheet View
Modifying a Usage View
Customizing Tables
Modifying the Columns in a Table
Modifying Other Table Options
Creating a New Table
Customizing Fields
Customizing a Field
Specifying Lookup Values for a Custom Field
Creating a Calculated Field
Calculating Group and Summary Values
Calculating Values for Assignment Rows
Working with Graphical Indicators
Working with Outline Codes
Setting Up Outline Codes
Selecting the Outline Code
Defining a Code Mask
Controlling Outline Code Values
Defining a Lookup Table
Assigning Outline Codes
Reviewing Your Tasks or Resources by Outline Code
Customizing Groups
Modifying a Group
Creating a New Group
Customizing Filters
Modifying a Filter
Creating Filters
Creating Comparison Filters
Creating Filters with Multiple Tests
Creating Interactive Filters
Customizing AutoFilter Criteria
Sharing Customized Elements Among Projects
Working with the Organizer
Copying Customized Elements
Removing Customized Elements
Renaming Customized Elements
Restoring Customized Elements to their Default State
29. Customizing the Project 2010 Interface
Customizing the Quick Access Toolbar
Adding a Command to the Quick Access Toolbar
Rearranging Commands on the Quick Access Toolbar
Removing a Command from the Quick Access Toolbar
Resetting the Quick Access Toolbar
Moving the Quick Access Toolbar
Customizing the Project 2010 Ribbon
Adding a Custom Group or Tab to the Ribbon
Creating a Custom Group
Adding Commands to a Custom Group
Creating a Custom Tab
Changing Tabs, Groups, and Commands
Rearranging Tabs and Groups
Renaming Tabs and Groups
Changing the Name or Button Icon for a Command
Removing Tabs, Groups, and Commands
Resetting Ribbon Defaults
Resetting the Selected Tab
Resetting the Ribbon to All Default Settings
Sharing a Custom Ribbon and Quick Access Toolbar
Exporting a Custom Ribbon for Another User
Importing a Custom Ribbon from Another User
30. Automating Your Work with Macros
Understanding Macros
What Is a Macro?
Why Use Macros?
Creating Macros
Understanding the Record Macro Dialog Box
Knowing When to Say “When”
Recording a Macro
Looking at Macro Code
Running Macros
Creating Keyboard Shortcuts
Adding Macro Commands to the Ribbon
Creating a Custom Group to Hold Your Macros
Adding Macros to a Custom Group
Changing the Macro Icon or Display Name
31. Standardizing Projects by Using Templates
Understanding the Template Types
Working with the Project Global Template
Customized Elements Controlled by the Organizer
Customized Project Options
The Customized Ribbon and Quick Access Toolbar
Working with Project Templates
Starting a New Project from a Template
Creating a New Project with a Template
Saving Your New Project
Adapting the Template to Your Project
Creating Your Own Project Template
Updating an Existing Template
Closing a Project
Analyzing Project Performance
Recording Lessons Learned
Saving Acquired Project Knowledge
32. Managing Project Files
Saving Project Files
Saving a New Project
Saving Project Files Automatically
Specifying the Default Save Location
Opening Project Files
Opening a Saved Project
Opening a Project
Opening a Recent Project
Searching for Files
Saving and Opening with Different File Formats
Working with Microsoft Project File Formats
Exporting and Importing with Excel
Exchanging Project Information with Databases
Saving a Project File to XML Format
Saving and Opening with an ODBC Database
Saving and Opening with a Microsoft Access Database
Working with Common Cross-Application File Formats
Comparing Project Plans Side by Side
Safeguarding Your Project Files
Backing Up Your Project Files
Protecting Your Project Files with a Password
Opening Files Safely
IX. Appendixes
A. Installing Microsoft Project 2010
Setting Up Project Standard or Project Professional 2010
Understanding System Requirements
Setting Up Project 2010
Activating Project 2010
Changing Your Project 2010 Setup
Adding or Removing Features
Repairing Project 2010
Removing Project 2010 from Your Computer
Issues for Project Server 2010 Setup
Understanding the Components of EPM
Analyzing Your Project Server Requirements
Understanding Project Server System Requirements
Finding Resources for Project Server Setup
B. Online Resources for Microsoft Project 2010
Microsoft-Sponsored Resources
Project Desktop Basics
Project Server Basics
Discussion Forums and Social Media
Developer Information
Project Certification
Independent Resources
Organizations
Experts and Resources
Blogs and Discussions
C. Keyboard Shortcuts
Keyboard Shortcut Reference Tables
Finding More Keyboard Shortcuts
Using Ribbon KeyTips to Access Commands
D. Index to Troubleshooting Topics
E. About the Authors
Index
About the Authors
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22. Understanding Enterprise Project Management
Part VII. Managing Projects Across Your Enterprise
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