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Five. Customizing Project
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Five. Customizing Project
by Bonnie Biafore
Microsoft Project 2010: The Missing Manual
Microsoft Project 2010: The Missing Manual
A Note Regarding Supplemental Files
The Missing Credits
About the Author
About the Creative Team
Acknowledgments
The Missing Manual Series
Introduction
What’s New in Project 2010
Where Microsoft Project Fits In
Choosing the Right Edition
Complementary Software
Getting Around Project
Using the Ribbon
The Quick Access Toolbar
Parts of the Project Window
ScreenTips and Smart Tags
About This Book
About the Outline
The Very Basics
About→These→Arrows
About MissingManuals.com
About the Missing CD
Safari® Books Online
One. Project Management: The Missing Manual
1. Projects: In the Beginning
What’s So Special About Projects?
What Is Project Management?
Why Manage Projects?
Picking the Right Projects
The Importance of Business Objectives
Common Selection Criteria
Payback period
Net present value
Internal rate of return
Gaining Support for a Project
Identify Who Has a Stake in the Project
Documenting Stakeholders
Publicizing a Project and Its Manager
2. Planning a Project
Project Planning in a Nutshell
Defining the Project
What’s the Problem?
Giving Meaning to a Project
How Will You Solve the Problem?
Defining Project Objectives
Identifying Project Results
Gauging Success
Defining Project Boundaries
Documenting Project Assumptions
Documenting How You’ll Run the Project
Laying Out Project Processes
Communicating
Managing Change
Managing Quality
Managing Risk
Identifying risks
Assessing risks
Planning risk response
Tracking risks
3. Taking Microsoft Project for a Test Drive
Navigating the Project Ribbon
Managing Files in the Backstage View
A Tour of the Other Ribbon Tabs
The Project Window
Creating a Project Schedule
What Work Must Be Done?
Listing project tasks
What Results Must Your Project Produce—and When?
Adding milestones to a project schedule
How Does Each Task Depend on Other Tasks?
Creating task dependencies
Who’s Going to Do the Work?
List the people on your project
Assign resources to tasks
How Long Will All These Tasks Take?
Saving Your Project
4. Breaking Work into Task-Sized Chunks
Identifying the Work to Be Done
Breaking Down Work
Building a WBS from the top down
Developing a WBS from start to finish
Constructing a WBS from the bottom up
When Is Enough Enough?
Building a WBS in Microsoft Project
Creating a WBS in Project from the Top Down
Creating and Modifying a WBS on the Fly
Documenting a WBS in Another Program
Pasting a WBS into Project
Setting Up Custom WBS Codes
Documenting Work Package Details
Building Work Package Documents in Word
Making a Word template
Opening a Word template
Linking Work Packages to the Project Schedule
5. Estimating Task Work and Duration
Understanding Work and Duration
Getting Good Estimates
How Accurate Do You Need to Be?
Ways to Estimate Work
Getting Estimates from the Right People
Don’t Ask for Only One Number
Don’t Pad Estimates
The disadvantages of padding
Using safety margins to increase success
Give Feedback on Estimates
Getting Estimates into Project
Exporting Work Packages to Excel
Importing Estimates into Project
Planning with Manually Scheduled Tasks
Setting the Scheduling Mode
Setting the scheduling mode for new tasks
Switching the scheduling mode as you work
Changing the scheduling mode for an existing task
Creating Tasks with Incomplete Information
Planning from the Top Down
6. Setting Up a Project Schedule
Creating a New Project File
Creating a Blank Project File
Creating a Project File from an Excel Workbook
Using a Template to Create a Project File
Specifying a Template Folder
Saving a New Project
Saving Projects to Other File Formats
Protecting Your Project Files
Opening a Project File
Setting Up Options For a Project
Setting the Project Start Date
Setting the Standard Workdays
Choosing a project calendar
Setting calendar options
Adding Tasks to a Project
Adding Tasks
Other task values
Creating Milestones
Creating Repeating Tasks
Inserting, Moving, and Deleting Tasks
Inserting Tasks
Moving Tasks
Copying Tasks
Deleting Tasks
Modifying a Task’s Level in the Outline
7. Making a Schedule That’s Easy to Maintain
How Tasks Affect One Another
Building Relationships Between Tasks
Creating Finish-to-Start Task Dependencies
Creating and Modifying All Types of Task Dependencies
Filling in task forms in the Gantt Chart view
Working on task dependencies in the Task Information dialog box
Defining task dependencies in the table area
Double-clicking existing links
Delaying or Overlapping Tasks
Scheduling Task Work Time with Calendars
Setting Specific Task Dates
Manually Scheduling Task Dates
Types of Constraints
Setting and Changing Constraints
Preventing Unwanted Date Constraints
Setting Deadline Reminders
Two. Project Planning: More Than Creating a Schedule
8. Building a Team for Your Project
Identifying Project Resources
Who’s Responsible for What
Creating a responsibility matrix in Excel
Who Reports to Whom
Creating a project organization chart in Microsoft Visio
Understanding Project’s Resource Types
Adding Resources in Microsoft Project
Adding Resources Manually
Importing Resources from Other Programs
Importing resources from Excel
Importing resources from your address book
Deleting Resources
Providing Detailed Resource Information
Filling in General Information
Defining When Work Resources Work
Specifying a resource’s work schedule
Specifying how much time resources are available
Defining Costs for Work and Material Resources
Setting Up Cost Resources
9. Connecting Resources to Tasks
Assigning Work Resources to Tasks
Assigning Resources with the Dialog Box
Assigning Resources in the Task Form
Assigning Resources in a Gantt Chart Table
Copying a resource to multiple tasks
Finding the Right Resources
Finding resources by criteria
Finding resources with available time
Reviewing availability in detail
Quickly Assigning Resources with Team Planner
Anatomy of the Team Planner view
Assigning tasks with Team Planner
Eliminating overallocations with Team Planner
Assigning Material Resources to Tasks
Understanding Duration, Work, and Units
Modifying Resource Assignments
Adding and Removing Resources from Tasks
When Effort Drives the Schedule
Controlling Assignment Changes with Task Types
Keeping resources assigned with the same units
Maintaining task duration
Maintaining the same amount of work
10. Does the Schedule Work?
Making Sure Tasks Are Set Up Correctly
Reviewing Task Dependencies
Changing Manually Scheduled Tasks to Auto Scheduled
Freeing Tasks from Date Constraints
Defining Work Schedules with Calendars
Creating New Calendars
Modifying Calendars
Selecting a calendar to modify
Defining work weeks for a calendar
Defining the working and nonworking days and times for a work week
Setting aside holidays and other exceptions to the work schedule
Defining recurring exceptions
Applying Calendars
Task Inspector: Help with Schedule Problems
Building Reality into Assignments
Replacing Generic Resources with Real Ones
Assigning Part-Time Workers
Modeling Productivity in Project
Adjusting Tasks for Resource Capability
Balancing Workloads
Finding Resource Over- and Under-Allocations
Finding overallocated resources in the Resource Sheet
Finding overallocations with the Team Planner
Finding overallocations with the Resource Graph
Viewing assignments with the Resource Usage view
Viewing and leveling assignments in the Resource Allocation view
Getting hard copies of allocation reports
Adjusting Assignments to Correct Allocations
Accepting overallocations
Eliminating overallocations with Team Planner
Replacing resources
Delaying assignments
Adjusting work contours
Leveling Assignments
Using the Leveling Gantt view
Leveling resources
Setting leveling options
Prioritizing Projects and Tasks
Changing task priority
Changing project priority
11. Setting Up a Project Budget
Putting a Price Tag on Your Project
Incorporating Resource Costs
Preparing for Cost Calculations
Assigning Cost Resources to Tasks
Assigning cost resources with the Assign Resources dialog box
Assigning cost resources in a table
Entering an Oddball Cost for a Task
Reviewing Cost Information
Seeing Overall Project Costs
Viewing the total project cost in the project summary task
Viewing the total project cost in Project Statistics
Viewing total project cost in the Project Summary report
Seeing Costs for Tasks, Resources, and Assignments
Adding Custom Budget Information
Comparing Costs to Your Budget
Step 1: Create and Designate Budget Resources
Step 2: Assign Budget Resources to the Project Summary Task
Step 3: Enter Budget Cost and Work Values
Entering budget totals for the project
Entering budget totals by time period
Step 4: Associate Resources with Their Budget Type
Creating a custom resource text field
Categorizing resources by budget category
Step 5: Compare Budget Resource Values
Reducing Project Costs
Checking for Cost Errors
Adjusting the Schedule
Adjusting Assignments
Rethinking Your Project Budget
Setting the Project Fiscal Year
Assigning Accounting Codes
Entering Accounting Codes in a Custom Field
Creating Multilevel Accounting Codes
Selecting and naming your new outline code
Setting the format for the multilevel accounting code
Creating a multilevel lookup table for an accounting code
Applying Accounting Codes to Your Project
12. Refining a Project Schedule
Evaluating the Project Schedule
Comparing Finish Dates to Deadlines
Finding the Best Tasks to Shorten
Displaying the critical path in Project
Filtering the task list to show critical tasks
Showing critical tasks in a Gantt Chart table
Reviewing Project Costs
Using Project cost reports
Project Tools for Change
See Why Tasks Occur When They Do
Seeing What Changes Do
Undoing Changes
Adjusting Resource Assignments
Increasing Units to Decrease Duration
Assigning a Different Resource
Adding Resources
Using Slack Time to Shorten the Schedule
Splitting Tasks into Smaller Pieces
Overlapping Tasks
Finding Tasks to Fast-Track
Modifying Task Dependencies to Overlap Tasks
Paying More for Faster Delivery
Time vs. Money
Using a Spreadsheet to Choose Tasks to Crash
Playing What-If Games
Inactivating Tasks
Comparing Projects
13. Saving the Project Plan
Obtaining Approval for the Plan
Storing Project Documents
Preserving the Original Plan in Project
Setting a Baseline
Editing a set baseline
Setting Additional Baselines
Adding New Tasks to a Baseline
Saving Sets of Start and Finish Dates
Clearing a Baseline
Viewing Baselines
Viewing baseline and current values in a Gantt Chart view
Viewing baseline values in a table
Three. Projects in Action
14. Tracking Progress
Picking the Best Way to Track Progress
Obtaining Progress and Cost Data
Collecting Task Progress from Your Team Members
Receiving progress information via email
Gathering progress data in person
Importing information from other tracking systems
Collecting Progress Data About Other Resources
Entering Actual Progress in Project
Updating Task Progress
Entering percent complete
Entering actual duration and remaining duration
Entering actual start and actual finish
Rescheduling incomplete work
Updating the Project Using Resource Assignment Progress
Entering percentage of work complete
Entering actual work complete and remaining work
Entering actual work by time period
Globally Updating the Project
Rescheduling unfinished work in the project.
Updating the project as scheduled
Updating Project Costs
Figuring actual costs for human and equipment resources
Calculating actual costs for material resources
Figuring actual costs for cost resources
Updating actual fixed costs on tasks
15. Evaluating Project Performance
Scheduled, Baseline, and Actual Values
Is the Project on Time?
Checking Status at the Project Level
Reviewing the Critical Path
Viewing the critical path
Creating a critical task checklist
Looking for Delayed Tasks
Looking for Tasks Heading for Trouble
Checking on Work
Checking for Overbudget Work
Is the Project Within Budget?
Comparing Costs with Views and Filters
Evaluating Costs with Reports
Comparing Project Costs to a Budget
Earned Value Analysis
Gauging Performance with Earned Value Measures
Analyzing an Earned Value Graph
Using Additional Earned Value Measures
Viewing Earned Value in Project
Controlling How Project Calculates Earned Value
Getting Back on Track
A Review of Project Tuning Techniques
Assigning Overtime
16. Managing Change
Setting Up a Change Management System
Managing Change Requests
The Change Review Board: Deciding on Changes
Tracking Change Requests
Managing Changes in Project
Finding the Effects of a Proposed Change
Creating a what-if copy of a project
Setting a change request baseline
Inactivating change request tasks until you need them
Updating Project with Approved Change Requests
Flagging Change Requests in Project
17. Reporting on Projects
An Overview of Project’s Reports
Overall Status
Financial Performance
Task Management
Resource Management
Text-Based Reports
Generating Text-Based Reports
Customizing Text-Based Reports
Creating or copying a report
Customizing a task or resource report
Customizing a timescaled report
Customizing a calendar report
Working with Visual Reports
Generating a Visual Report
Rearranging and Formatting an Excel Visual Report
Adding the measures you want to see to the graph
Filtering the data that appears
Categorizing information
Summarizing and drilling down
Formatting the chart
Rearranging and Formatting a Visio Visual Report
Customizing Visual Report Templates
Saving Report Data
Printing Views to Report Project Information
18. Closing a Project
Obtaining Project Acceptance
Tying Up Loose Ends
Producing Project Closeout Reports
Summarizing a Project
Reporting Performance
Cost performance
Schedule performance
Quality performance
Documenting What You Learned
Don’t skip this step!
Gathering what you learned
Remembering your lessons
What to Do with Project Information
Four. Project Power Tools
19. Working on Multiple Projects
Managing Multiple Projects
Creating a Master Project
Removing a Project from a Master Project
Linking Tasks in Different Projects
Sharing Resources Among Projects
Creating a Resource Pool
Connecting a Project to a Resource Pool
Opening and Saving Sharer Projects
Detaching a Sharer Project from the Resource Pool
Editing Resource Pool Information
20. Exchanging Data Between Programs
Copying Information
Copying Project Data to Other Programs
Copying Data from Other Programs into Project
Creating Pictures of Project Information
Importing and Exporting Data
Importing Data into Project
Exporting Data from Project
Using an Existing Map
Exchanging Data with Excel
Exporting Project data to Excel
Exporting an entire project to Excel
Importing data from Excel
Using an Excel template to import data
Working with Project and Visio
Displaying Project data in a Visio Gantt Chart
Displaying Project data in a Visio timeline
Exporting Visio Gantt Charts to Project
Exporting Visio timelines to Project
Sharing Projects with SharePoint
Sharing Tasks with Your Team
Publishing Project tasks to SharePoint
Saving a SharePoint Tasks list to Project
Managing the fields in a SharePoint Tasks list
Updating the Tasks list
Saving a Project File to a SharePoint Site
21. Linking and Embedding
Linking and Embedding Project Data
Linking Project Files to Other Programs
Embedding Project Files in Other Programs
Linking Project Table Data to Other Programs
Linking and Embedding Data into Project
Linking and Embedding Entire Files into Project
Linking and Embedding Parts of Files in Project
Linking Tabular Data in Project
Working with Linked and Embedded Objects
Editing Linked Objects
Managing Linked Objects
Editing Embedded Objects
22. Project on the Internet
Hyperlinking to Information
Creating a Hyperlink to a File or Web Page
Modifying Hyperlinks
Creating a Hyperlink to a Location in the Project File
Integrating Project and Outlook
Adding Project Tasks to Outlook
Importing Tasks from Outlook
Copying Tasks from an Email
Building a Resource List from an Outlook Address Book
Sending Project Information to Others
Sending Project files via email
Routing a Project file to several recipients
Publishing a Project file to an Exchange folder
Five. Customizing Project
23. Viewing What You Want
Creating Your Own View
Modifying Basic View Contents
Modifying a single-pane view
Modifying a combination view
Creating a New View
Changing the Looks of a Gantt Chart View
Changing the way types of task bars look
Changing the way selected task bars look
Changing task bar text
Designing your own task bar style
Stacking more than one task bar in the same space
Changing the layout of task bars
Changing how gridlines look
Fast formatting with the Gantt Chart Wizard
Customizing the Timescale
Changing a Usage View’s Appearance
Customizing the Timeline
Customizing the Team Planner View
Customizing the Resource Graph
Choosing fields to display
Changing the way Resource Graph bars look
Modifying a Network Diagram
Choosing fields and formatting for network diagram boxes
Laying out boxes
Customizing the Calendar View
Changing Tables
Switching the Table in a View
Changing Table Contents
Modifying a Table Definition
Creating a New Table
Changing the Way Text Looks
Changing Categories of Text
Changing Selected Text
Filtering Through Information
Applying Filters
Creating and Editing Filters
Defining Filters
Comparing a field to a value
Comparing two fields
Creating multiple test filters
Creating changeable filters
Quick and Dirty Filtering with AutoFilter
Grouping Project Elements
Working with Groups
Creating a Group
Changing Group Intervals
24. Defining Your Own Fields
Understanding Custom Fields
Customizing a Field
Creating Lists of Valid Values
Calculating Field Values
Calculating Values In Summary Rows
Displaying Values Graphically
Coding Tasks and Resources
Setting Up a Template for Outline Code Values
Setting Up an Outline Code Lookup Table
25. Customizing the Ribbon and Quick Access Toolbar
Customizing the Ribbon
Turning Tabs On and Off
Creating Custom Tabs
Creating Custom Groups
Adding a Command to the Ribbon
Rearranging Ribbon Elements
Removing Custom Ribbon Elements
Resetting Ribbon Customizations
Customizing the Quick Access Toolbar
26. Reusable Project: Templates
Sharing Custom Elements
Storing Project Settings and Elements
Copying Elements Between Files
Making customized elements available to new projects
Sharing a customized element with someone else
Removing Customized Elements from Files
Renaming Customized Elements
Building Templates for Projects
Creating a Project Template
Making Your Templates Easy to Find
Editing a Template
Creating a Project File from a Template
27. Saving Time with Macros
What You Can Do with Macros
Recording Macros
Running Macros
Running Macros in the Macros Dialog Box
Running a Macro from the Ribbon
Using Keyboard Shortcuts to Run Macros
Viewing and Editing Macro Code
Learning More About Programming Project
Six. Appendixes
A. Installing Project
Installing Project on Your Computer
32-Bit or 64-Bit Project?
Before You Install
Installing Project for the First Time
Customizing Your Installation
Upgrading Project from an Earlier Version
Activating Project
Maintaining and Repairing Project
Adding and Removing Features
Repairing Your Project Installation
Uninstalling Project
B. Getting Help for Project
In Search of Project Help
Searching for Answers
Targeted Help
Online and Offline Help
Microsoft Office Online
Interactive and In-Depth Assistance
Discuss Among Yourselves
Project Blogs
C. Keyboard Shortcuts
How to Use Keyboard Shortcuts
Keyboard Shortcuts for Microsoft Project
All-Time Keyboard Shortcut Favorites
Project Outlining
Displaying Project Information
Moving Around in a Project View
Selecting Elements in a Project View Table
Keyboard Shortcuts for Editing Within a View
Navigating Within Dialog Boxes and Forms
Help Shortcuts
Index
About the Author
Copyright
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22. Project on the Internet
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23. Viewing What You Want
Part Five. Customizing Project
Chapter 23
Chapter 24
Chapter 25
Chapter 26
Chapter 27
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