Microsoft Project 2010 In Depth

Scott Daley has worked with Microsoft Office Project since Project Server was Project Central. Starting with Microsoft Project Server 2002, he has implemented Project Server solutions at many companies in various industries, including construction, manufacturing, finance, and IT. After several years working as a consultant for Microsoft, Scott now works for Project Technology, a Microsoft Gold-Certified partner that builds and delivers Earned Value Management Systems built around Microsoft Office Project.

Introduction 1

    Why We Wrote This Book 1

    Why You Should Use Microsoft Project 2

    What’s New in Microsoft Project 2010 2

    How This Book Is Organized 3

        Part I: Getting Started with Microsoft Project 2010 3

        Part II: Organizing for Success–Project Initiation and Planning 3

        Part III: Project Execution Through Completion 4

        Part IV: Tailoring Microsoft Office Project 2010 to Your Needs 4

        Part V: Microsoft Office Project 2010 Knowledge In Depth 5

    Who Should Read This Book 5

    Special Features of This Book 5

    I    Getting Started with Microsoft Project 2010

    1    Power of Microsoft Project 2010 7

    Projects Are Temporary 8

    Project Objectives Are Specific and Measurable 9

    Projects Are Constrained by Time, Cost, Scope, and Quality 9

    What Microsoft Project 2010 Can Do for You 10

    Enterprise Versus Standard Thinking 12

        The Desktop Tools: Project Standard and Project Professional 12

    What’s New in Microsoft Office Project 2010 13

        The Microsoft Fluent Interface 13

        User-Controlled Scheduling 13

        Timeline View 14

        Team Planner 15

    Introduction to the Microsoft Project 2010 Interface 17

        Microsoft Project 2010 Ribbon 18

        The Quick Access Toolbar 19

    Consultants’ Tips 20

        Go Ahead and Ignore Project Management If It Suits Your Role 21

        Communicate 21

        Define Project Roles 21

        Define Project Deliverables Prior to Building the Schedule 21

        Define the Project Goal 21

        Create the Work Breakdown Structure 22

        Communicate the Schedule to Your Project Team 22

        Acquire Commitment from the Project Team 22

        Track Your Project Performance During Execution 22

        Close Your Project and Retain History 22

    2    Microsoft Project 2010 Quick Start 23

    Navigating Microsoft Office Project 2010 25

        Introducing the Gantt Chart View 28

        Scrolling, Selecting, and Entering Data Fields 30

        Exploring the Look and Feel of Microsoft Project 30

        Exploring Microsoft Project Window 31

        Project’s Help Feature 32

    Using Team Planner to Start Managing Resources Quickly 33

    Define Project Scope 34

        Build and Decompose the WBS 35

    Create a Project Schedule Using Microsoft Project 37

        Use Project Schedule Templates or Create a New Project 38

        Set Project Attributes 39

        Build Your Project Schedule Using the WBS 41

        Enter or Adjust Summary Tasks and Subtasks 43

        Create Milestones 44

        Set Deadlines 44

        Create Task Dependency Relationships 46

        Create Your Team and Assign Resources 48

        How Duration, Work, and Resource Units Affect Your Project Schedule 50

        Enter Estimates 51

        Review the Schedule for Overallocation or Other Potential Issues 52

        Baseline Your Schedule 54

    Track Your Project 55

        Obtain Project Status 55

        Enter Your Tracking Data 56

        Analyze Your Status 59

    Close Your Project 60

    Consultants’ Tips 61

        Formulas That Affect Your Schedule 61

        Create a WBS 62

        80/20 Rule 62

        Project Is a Tracking Tool 62

        Always Baseline! 62

        Split Window and Views 62

    3    Microsoft Project and the Project Management Domain 63

    History of Project Management 63

    Exploring Project Management Industry Standards 64

        Project Management Body of Knowledge (PMBOK) 64

        PRINCE2 67

    WBS, Phases and Control Points, Methodologies, and Life Cycles 69

        Work Breakdown Structure (WBS) 70

        Managerial Control 70

    Using Microsoft Project with Methodologies and Life Cycles 71

        Waterfall Development Process 72

        Iterative Development 72

        Research Project 75

    Accommodating Teaming Styles 75

    Consultants’ Tips 76

        Determine the Approach to Use in Managing Your Project 76

        Use WBS as a First Step in Project Definition 76

        Use the 5¿9 Checklist for Planning 76

    II    Organizing for Success–Project Initiation and Planning

    4    Getting Started After the Business Initiative Is Approved 77

    Introduction 77

    Organizing for Success 78

        Define a Measure of Success 78

        Clarify the Constraints and Boundaries 79

        Define the Final Deliverables 81

        Establish a Change Control Process 81

    Work Breakdown Structure 82

        Work Breakdown Structure (WBS) Concepts 82

        WBS and Scheduling 84

        Use of Templates 87

    WBS Numbering 87

        Creating Custom WBS Codes 88

        Inserting, Deleting, and Moving Tasks with Custom WBS Codes 90

        Editing Custom WBS Codes 91

        Renumbering the Custom WBS Codes 93

    Scope Control and Change Control 93

    Consultants’ Tips 94

        Understanding a Work Breakdown Structure 94

        Define the Full Scope of Your Project 94

        Build WBS First 94

        Define Project Work Packages 95

    5    Setting Up Project for Your Use 97

    Setting the Task Mode 97

        Setting the Task Mode 97

        Understanding the Task Mode 98

    Defining Project Information 99

        Understanding the Project Information Dialog Box 100

        Defining Project Properties 105

    Defining Calendars 109

        Calendar Hierarchy 110

        Modifying and Defining Base Calendars 111

        Setting Project and Resources Calendar 116

    Defining Custom Fields 119

        The Custom Fields Concept 119

        Using Custom Fields 121

    Defining Environment Options 122

        Defining Project Standards 124

    Consultants’ Tips 137

        Project Information Consultant tip 137

        Calendar Consultant Tip 138

    6    Creating Your Project Schedule 139

    Entering Project Tasks 139

        Entering Tasks Using the Gantt Chart View 140

        Creating Task Names 147

        Entering Task Durations 149

        Editing Tasks Using the Task Information Dialog Box 154

    Manipulating the Task List 156

        Displaying Long Task Names 156

        Adjusting the Height of Task Rows 157

        Undoing Changes in the Task List 158

        Inserting, Deleting, and Clearing 159

    Copying, Cutting, and Moving Tasks 161

        Using the Fill Command 162

    Defining Summary Tasks and Subtasks 163

        Understanding Duration of Summary Tasks 163

        Indenting and Outdenting Tasks 164

        Collapsing and Expanding the Outline 166

        Editing Outlined Projects 167

        Selecting the Display Options for Outlining 167

        Using Rollup Taskbars 168

    Defining Milestones 169

    Attaching Notes to Tasks 171

        Typing and Formatting Notes 172

        Inserting Hyperlinks in Notes 173

        Inserting Objects in Notes 173

        Attaching Notes to the Overall Project 175

    Attaching Hyperlinks to Tasks 175

        Attaching Hyperlinks to Existing Files or Web Pages 176

        Attaching Hyperlinks to New Files 178

        Attaching Hyperlinks to Tasks or Resources in the Same Project 178

        Using Hyperlinks to Create Email Messages 178

        Editing and Deleting Hyperlinks 179

        Placing Hyperlinks in the Custom Text Fields 179

    Defining Recurring Tasks 179

        Creating Recurring Tasks 180

        Editing Recurring Tasks 183

    Creating WBS Codes 184

    Using Other Views to Create Tasks 184

        Using the Task Entry View 185

        Using the Task Sheet View 185

    Using the Timeline View 186

    Consultants’ Tips 190

    7    Defining Task Logic 191

    Manipulating Your Schedule 193

        Using the Multiple Undo and Redo Feature 193

        Using Change Highlighting to View Changes 193

    Linking Tasks 195

        Understanding Task Relationships 195

        Defining Dependency Links 195

        Defining the Types of Dependency Link Relationships 197

        Using the Finish-to-Start Relationship 198

        Using the Start-to-Start Relationship 198

        Using the Finish-to-Finish Relationship 198

        Using the Start-to-Finish Relationship 199

        Choosing the Dependent Tasks 201

        Allowing for Delays and Overlaps 201

        Entering Leads and Lags 203

        Linking Summary Tasks 204

        Creating Links by Using the Menu or Toolbar 205

        Creating Links by Using the Task Information Dialog Box 206

        Creating Links by Using the Task Form View 207

        Creating Links by Using the Entry Table 209

        Creating Links by Using the Mouse 210

        Working with Automatic Linking Options 212

        Modifying, Reviewing, and Removing Dependency Links 213

        Auditing Task Links 214

        Using the Task Inspector 216

    Defining Constraints 217

        Understanding the Types of Constraints 218

        Entering Task Constraints 222

        Creating Constraints in the Task Information Dialog Box 223

        Creating Constraints in a Task Table 223

        Creating Constraints in the Task Details Form 224

        Responding to Warnings from the Planning Wizard 225

        Deciding to Honor Links or Honor Constraints 227

        Finding and Reviewing Tasks That Have Constraints 229

        Removing Task Constraints 230

        Resolving Conflicts Caused by Constraints 231

        Creating a Modified Constraint Dates Table 232

    Performing Advanced Actions on Tasks 233

        Entering Deadline Dates 233

        Filtering for Missed Deadline Dates 235

        Splitting Tasks 235

    Consultants’ Tips 238

        The Deadline Feature 238

        Scheduling Logic 238

        Deadlines Versus Sponsor Schizophrenia 239

        Connecting Tasks with the Mouse 239

        Showing Detail in the Gantt Chart 239

    8    Defining Project Resources 241

    Understanding How Project Uses Resources and Costs 241

    Defining Resources and Resource Information 243

        Understanding Resource Types 243

        Understanding Budget Resources 244

        Distinguishing Single and Group Resources 244

        Using Generic Resources for Common Skills 244

    Using the Resource Sheet View 245

    Defining Resource Information Using the Resource Information Dialog Box 246

    Using the Resource Fields to Define Resource Details 247

        Using the Resource ID Field 248

        Interpreting the Indicator Field 248

        Specifying Resource Names Using the Name Field 248

        Using Resource Type to Categorize Resources 249

        Using the Material Label to Specify Units of Resource Measure 249

        Using the Initials Column to Shorten Resource Names 249

        Using the Group Field to Categorize Resources 250

        Using the Max Units and Resource Availability Table to Specify Resource Availability 251

        Selecting Resource Calendar to Specify Resource Base Availability 253

        Specifying the Resource Working Time 254

    Defining Resource Costs 256

        Applying the Standard Rate to a Resource 257

        Applying the Overtime Rate to a Resource 258

        Applying the Cost Per Use to a Resource 258

        Understanding the Cost Rate Tables 258

        Selecting the Cost Accrual Type 260

    Using the Task Form View to Add Additional Resources 261

    Understanding Resource Constraints 262

    Working with Resources 262

        Setting the Automatically Add New Resources and Tasks Option 263

        Sorting Resources 264

        Grouping Resources 267

        Filtering Resources 268

    Consultants’ Tips 271

    9    Understanding Work Formula Basics 273

    Understanding Resource and Task Assignments 276

    Reviewing the Essential Components of Work Resource Assignments 276

    Understanding the Resource Assignment Fields 277

        Assigning a Resource to a Task 278

        Understanding the Assignment Units Field 278

        Assigning the Work 281

        Assigning the Duration 281

    Understanding the Work Formula 282

        Applying the Work Formula in New Assignments 283

        Applying the Work Formula in Changes to Existing Assignments 292

    Selecting Task Settings 292

        Setting the Task Type 294

    Schedule Modifiers That Affect the Complexity of the Scheduling Engine 296

        Task Mode 296

        Project Scheduling the Resource Assignment to Start When the Task Starts 296

        Splitting Task Assignments 296

        Scheduled Delay Effects 297

        Leveling Delay Effects 297

        Work Contour Effects 298

        Resource Availability Effects 299

        Calendar Effects 299

        Effort-Driven Task Effects 300

        Effects of Using Driver Resources 300

    Consultants’ Tips 300

        Work Formula Factors 300

        80/20: Using Task Modes 301

        80/20: Using Task Types 301

        80/20: Using Effort-Driven Task Types 302

        Difference Between Calendar Duration and the Actual Assignment Duration 302

    10    Scheduling Single and Multiple Resource Assignments 303

    Mechanisms: Methods for Adding Resources 304

        Adding Resources Using the Assign Resources Dialog Box 304

        Adding Resources by Using Drag-and-Drop 305

        Assigning Resources with the Team Planner View 306

        Assigning Resources with the Task Entry View 307

        Assigning Resources Using the Task Information Dialog Box 308

        Assigning Resources with the Task Table 310

    Creation: Assigning a Single Resource 311

        Assigning a Resource (Using the Assign Resources Dialog Box) 312

    Creation: Assigning Multiple Resources 314

        Calculating Task Duration with Multiple Resources 314

        Understanding Effort-Driven Tasks 315

        Understanding the Driver Resource Concept 318

    Maintenance: Modifying Existing Resource Assignments 322

        Modifying Resource Assignments 322

        Entering the Assignment Values 323

        Assigning Resources with the Task Usage View 326

        Modifying Work Schedules with the Task Usage View 327

        Using the Assignment Information Dialog Box 330

        Scheduling a Late Start for an Assignment 331

        Splitting a Task Assignment 334

        Removing Resource Assignments from One or More Tasks 334

        Replacing a Resource on an Assignment 336

    How-To’s: Modifying Resource Assignments 337

        Graphing Resource Availability 337

        Scheduling Resources for a Specific Amount of Work 340

        Contouring Resource Usage 340

        Selecting a Predefined Contour Using the Assignment Information Dialog Box 345

        Using Overtime to Shorten Duration 346

        Selecting a Cost Rate Table for an Assignment 349

        Assigning Fixed Costs and Fixed  Contract Fees 350

        Scheduling with Task Calendars 353

        Adding Delay to an Assignment 355

    Consultants’ Tips 356

        Make Judicious Use of the Team Planner and Manually Scheduled Tasks 357

        80/20: Use the Task Entry View for Resource Entry and Modifying Assignments 357

        Depth: Calculation of the Default Units Value Used When Assigning a Resource 357

        Config: Turn Off Automatic Resource Creation 357

        Forward-Scheduling Versus Backward-Scheduling 358

    11    Using Standard Views, Tables, Filters, and Groups to Review Your Schedule 359

    What Can I View Using Microsoft Project 2010? 359

    Viewing Strategies 360

        Strategies on Using Views 360

        Strategies on Using Tables 363

    Understanding Standard Views 368

        The Calendar View 368

        The Gantt Chart Views 369

        The Team Planner View 373

        The Network Diagram View 375

        Descriptive Network Diagram Views 377

        The Task Usage View 378

        The Tracking Gantt View 378

        The Resource Graph View 379

        The Resource Sheet View 379

        The Resource Usage View 381

        The Bar Rollup View 382

        The Milestone and Milestone Date Rollup Views 382

        The Relationship Diagram View 383

        The Resource Allocation View 384

        The Resource and Resource Name Form Views 384

        The Task, Task Detail, and Task Name Form Views 385

        The Task Entry View 387

        The Task Sheet View 387

    Understanding Standard Tables 389

        Task Tables 389

        Resource Tables 391

    Understanding Filtering and Grouping 393

        Exploring Filters in Microsoft Project 393

        Exploring Standard Groups 400

    Combining Views, Tables, Filters, and Groups to Review Project Schedule Details 402

        Does My Schedule Contain the Needed Milestones? 402

        Do I Know My Critical Path? 404

        Are My Tasks Linked? 406

        Does My Schedule Contain Constraints? 407

        Are All Needed Task Details Included? 408

        Making Sure There Is Flexibility in the Schedule 408

        Are My Resources Overallocated? 408

        Is My Schedule Baselined? 408

        How Do I Communicate the Tasks? 409

        How Do I Present My Project Schedule to the Project Sponsors? 410

    Consultants’ Tips 411

        Use the Team Planner When Resource Planning Is Your  Main Goal 411

        Keep It Simple 411

        Providing Task Assignments to Your Team Using the Gantt Chart View 411

        An Easy Way to Not Accidentally Type in Actuals When Using Resource or Task Usage Views 411

    12    Performing a Schedule Reality Check 413

    Auditing the Schedule for Reasonableness 413

        Looking for Logic Errors 414

        Schedule Estimation Methods 415

        Looking for Technique Errors 416

    Reviewing the Big Picture (Critical Path Analysis) 419

        What Is My Current Critical Path? 420

        How Can I Reduce the Duration of My Critical Path? 421

        Strategies for Crashing the Schedule 422

        Strategies for Fast Tracking the Schedule 423

    Reviewing the Project-Level Statistics 423

        Methods of Examining Your Schedule 424

    Strategies for Analyzing Costs 425

        Reviewing the Cost Table 425

        Reducing the Cost of Work 426

    Finalizing the Schedule 426

    Baselining the Schedule 427

        Saving Your Project Baseline 428

    Consultants’ Tips 430

        Are You a Pessimistic or an Optimistic Estimator? 430

        Schedule Problems Checklist 430

        Avoiding the “While You Are Here” Syndrome 432

        Deleting Baselined Tasks 432

    III    Project Execution Through Completion

    13    Tracking Your Project Progress 433

    Overview of Tracking 433

    Working with Project Baselines 434

        Viewing Baselines 435

        Using Usage Views to Show Time-Phased Details 436

    Tracking Your Project’s Performance and Costs 438

        Understanding the Fields Used in Updating the Project Schedule 438

    Entering Tracking Information at the Task Level 440

        Editing the Task Actual Start Date 442

        Editing the Task Actual Finish Date 442

        Editing Task % Complete (Percentage Complete) 443

        Editing Task Actual Duration 443

        Editing Task Remaining Duration 444

        Editing Task Actual Work 445

        Editing Task % Work Complete 445

        Editing Task Remaining Work 445

        Editing Task Time-Phased Actual Work 446

    Entering Tracking Information at the Assignment Level 446

        Editing Assignment Actual Start 447

        Editing Assignment Actual Finish 447

        Editing Assignment Actual Work 448

        Editing Assignment % Work Complete 448

        Editing Assignment Remaining Work 448

        Editing Assignment Time-Phased Work 449

    Understanding the Calculation Options That Affect Tracking 449

        Using the Updating Task Status Updates Resource Status Option 451

        Using the Actual Costs Are Always Calculated by Microsoft Project Option 452

        Using the Edits to Total Task Percentage Complete Will Be Spread to the Status Date Option 454

        Options to Reschedule Parts of Partially Completed Tasks 454

    Using Microsoft Project’s Facilities for Updating Tasks 456

        General Shortcuts 457

        The Update Tasks Form 457

        The Update Project Form 458

    Consultants’ Tips 459

        Always Keep the Original Baseline 459

        Regular Statusing of Team Assignments 460

    14    Analyzing Performance 461

    Reviewing the Current Status of a Project 462

        Reviewing the Status via the Current Schedule 462

        Reviewing the Status via the Project Plan 468

    Analyzing Performance with Earned Value Analysis 477

        Understanding Earned Value Measurements 478

        Controlling the Calculation of Earned Value 488

        A Summary of Using Earned Value Analysis in Microsoft Project 489

        Creating Earned Value Graphs Using Visual Reports 491

    Using Analysis Views and Reports 492

        Analysis Views 492

        Analysis Reports 496

    Analyzing the Critical Path 496

    Consultants’ Tips 497

        Project Performance Analysis Prerequisites 497

        Project Performance Analysis Areas 497

        Project Performance Analysis Options 498

    15    Using Reports for Tracking and Control 499

    Using Basic Reports 499

        Using the Basic Reports for Project Analysis 501

        Using Basic Reports for the Project Sponsor 515

        Using Basic Reports for the Project Team 517

    Using Visual Reports 524

        Using Visual Reports for Project Analysis 526

        Using Visual Reports for the Project Sponsor 531

        Using Visual Reports for the Project Team 537

    Consultants’ Tips 539

        Using Visual Reports to Share Project Status 539

        Customize the Out-of-the-Box Reports for Your Project Needs 539

    16    Revising the Schedule 541

        When Things Don’t Go According  to Plan 541

        Critical Path Changes 542

        What Can Go Wrong 542

        Prevention and Avoidance 543

    Too Late for Avoidance–Now What? Recovery 544

        Reducing Project Scope 545

        Reducing Project Cost 545

        Reducing Scheduled Duration 546

    Rebaselining Strategies 547

    Consultants’ Tips 548

        Regularly Review Your Project Schedule 548

        Perform Risk Management and Contingency Planning 548

        Make Your Project Estimates as Realistic as Possible 548

    17    Closing the Project 549

    The Project Close Process Group 550

        Measure of Success 551

        Work Breakdown Structure 551

        Definition of Deliverables 551

        Implementing Project Close Custom Fields 552

    Performing Final Reporting 552

    Performing a Project Retrospective (Lessons Learned) 555

    Archiving Your Schedule 557

    Celebrating Your Project Results 559

    Consultants’ Tips 560

    IV    Tailoring Microsoft Office Project 2010 to Your Needs

    18    Managing Project Files 563

    Saving and Protecting Project Files 563

        Designating the Default Save Location and Format 564

        Version Compatibility 565

        Saving a File 566

        Providing Security for Saved Files 568

        Saving the Workspace 571

        Project 2010 Safe Mode 571

    Creating and Using Project Templates 572

    Creating a New Project Template 572

        Modifying Existing Template Files 574

        Opening a Template File to Create a New Project 574

    Working with the Organizer and the Global File 575

        The GLOBAL.MPT File 577

        Manipulating Objects Using the Organizer 578

    Consultants’ Tips 580

        GLOBAL.MPT 580

        Using the Organizer 580

        Protecting Your Project Files When Sharing 581

        Basic Steps for Starting a Project 581

        Use Templates and Keep Them Simple 581

    19    Formatting Views 583

    Sorting the Tasks or Resources in a View 583

        Selecting the Sort Keys 584

        Selecting the Sort Operation 585

    Formatting Text Styles for Categories of Tasks and Resources 585

        Selecting an Item to Change 585

        Changing the Style of Text Displays 588

    Formatting Font for Selected Text 588

    Formatting Gridlines 589

    Using the Outline Options 590

    Formatting Timescales 592

        Changing Timescale Tiers 592

        Completing the Timescale Definition 595

        Changing the Display of Non-Working Time 596

    Using Page Breaks 597

    Formatting the Gantt Chart Views 597

        Formatting the Gantt Chart View Manually 597

        Using the Gantt Chart Wizard 608

    Formatting the Calendar View 609

        Formatting the Timescale for the Calendar 611

        Selecting Calendar Bar Styles Options 612

        Setting the Layout Options for the Calendar View 613

    Formatting the Network Diagram View 614

        Using the Box Styles Options 614

        Using Data Templates for Network Diagram Nodes 615

        Using the Box Options 618

        Controlling the Network Diagram Layout 618

        Using the Zoom Command 623

    Formatting the Task Form and Resource Form Views 623

        Sorting the Form Views 624

        Formatting Details of Form Views 624

    Formatting the Resource Graph View 625

        Reviewing the Format Options for the Resource Graph View 628

        Selecting the Details to Display 629

        Using the Bar Styles Dialog Box 630

    Formatting the Resource Usage View 633

        Choosing the Details for the Resource Usage View 633

        Formatting the Detail Styles in the Resource Usage View 634

    Formatting the Task Usage View 635

    Formatting the Task Sheet and Resource Sheet Views 636

    Consultants’ Tips 636

        Get Familiar with the Default Views First, Then Customize 636

        Customizing the Gantt Chart View 636

        Sorting Views 636

    20    Creating and Customizing the Basic Reports 637

    Understanding the Basic Reports 637

        Accessing the Standard Reports 637

        Common Report Elements 639

        The Overview Reports Category 640

        The Current Activity Reports Category 644

        The Cost Reports Category 646

        The Assignment Reports Category 649

        The Workload Reports Category 651

    Customizing Reports 653

        Customizing an Existing Report 653

        Using the Custom Category of Reports 655

    Creating Reports 656

        Creating a New Report Based on an Existing Report 656

        Designing a New Report 657

    Using the Common Customization Controls 658

        Controlling Page Breaks in a Report 658

        Choosing the Page Setup Options for a Report 659

        Formatting Text in a Report 659

        Changing the Sort Order for a Report 660

        Collapsing Task Detail in a Report 661

    Customizing Specific Report Types 662

        Customizing the Project Summary Report 662

        Customizing the Calendar Reports 664

        Customizing Task and Resource Reports 665

        Customizing Crosstab Reports 675

        Customizing the Monthly Calendar Report 682

    Saving and Sharing Custom Reports 684

    Consultants’ Tips 685

    21    Creating and Customizing Visual Reports 687

    Understanding OLAP Cubes for Visual Reports 691

    Understanding Excel and Visio in Relation to Project 692

        Using Excel 2007 While Working with Visual Reports 692

        Using Visio While Working with Visual Reports 696

    Reporting Capabilities 697

        Customizing Excel 2007 Visual Reports 698

        Customizing Visio 2007 Visual Reports 711

        Creating Visual Reports Using Excel 722

        Creating Visual Reports Using Visio 725

    Sharing and Saving Visual Reports 726

        Saving a Visual Report Template Using Excel 727

        Saving a Visual Report Template Using Visio 727

        Saving a Reporting Cube 728

        Saving a Reporting Database 729

        Printing a Visual Report 730

    Consultants’ Tips 731

        80/20: Choose the Right Data Resolution for Your Reporting Goals 731

        Save Customized Reports as Templates for Later Use 731

    22    Customizing Views, Tables, Filters, Groups, and Fields 733

    Creating and Customizing Tables 734

        Entering a Table Name 736

        Adding and Changing the Columns in the Table 736

        Completing the Definition of the Table 738

        Changing Table Features from the View Screen 740

    Creating and Customizing Views 742

        Entering the Name of the View 744

        Selecting the Starting Format 745

        Selecting the Table for the View 745

        Selecting the Group for the View 746

        Selecting the Filter for the View 746

        Displaying the View Name in the Menu 747

        Saving the View Definition 747

        Creating a Combination View 747

    Printing Views 749

        Preparing Your Screen and Choosing Fundamentals for Your Printed View 749

        Filtering, Sorting, Grouping, and Enhancing the Display 749

        Using Page Breaks 750

        Using the Page Setup Dialog Box 750

        Using the Print Preview Button 759

        Printing 760

    Creating and Customizing Filters 762

        Naming a Filter 763

        Defining Filter Criteria 763

        Using More Filter Criterion Tests 766

        Using Interactive Filters 770

        Creating Calculated Filters 772

        Creating Multiple Criteria Filters 773

        Creating Custom Filters with AutoFilter 774

    Creating Custom Groups 775

        Accessing Custom Groups 775

        Selecting Grouping Fields 776

        Defining Group Intervals 776

        Formatting Group Displays 777

        Saving Custom Groups 777

    Creating and Customizing Fields 778

        Accessing the Custom Fields 779

        Naming Custom Fields 780

        Creating Calculated Custom Fields 780

        Controlling Custom Field Behaviors 782

        Creating Custom Indicator Fields 782

        Managing Custom Fields 786

    Organizing Views and Other Custom Elements in Project Files 787

    Consultants’ Tips 789

        Create Views the Right Way 789

        Name Organizer Objects Appropriately 789

        Resolve Unexpected View Results 789

        Know Your Audience When Using Graphical Indicators 790

        Keep an Excel Configuration Workbook 790

    23    Customizing Toolbars, Menus, and Forms 791

    Customizing the Ribbon 791

    Customizing the Quick Access Toolbar 798

    Customizing the Status Bar 803

    Consultants’ Tips 805

    V    Microsoft Office Project 2010 Knowledge In Depth

    24    Working with Multiple Projects 807

    Using Windows Commands 807

        Viewing All the File Windows at the Same Time 809

        Hiding and Unhiding Open Windows 810

        Using the Save Workspace Command 810

    Comparing Project Versions 811

    Displaying Tasks from Different Projects in the Same Window 814

        Using the New Window Command 814

        Filtering and Sorting Consolidated Projects 817

    Creating Master Projects 819

        Combining Projects into One File Using the Insert Project Menu 819

        Working with Inserted Projects 821

        Breaking Apart a Large Project Using Inserted Projects 822

        Master Projects Using Hammock Tasks 823

        Maintaining Inserted Projects 824

        Identifying Tasks That Are Inserted Projects 825

        Removing Inserted Projects 826

    Creating Links Between Tasks in Separate Projects 827

        Sharing Resources Among Projects 829

        Creating the Shared Resource Project 830

        Using the Resource Pool 831

        Discontinuing Resource Sharing 834

        Identifying Resource Pool Links 834

        Viewing Resource Loads Without Sharing a Pool 835

        Saving Multiple Files in a Workspace 836

    Consultants’ Tips 836

        Using Master Files 836

        How Do I Tell Which Task Is from Which Project When They Have the Same Names? 837

        Sharing Resources Between Projects 837

    25    Resolving Resource Allocation Problems 839

    Understanding How Resource Allocation Problems Occur 839

        Why Should I Care About Resource Workload Conditions? 840

        What Is the Problem? 840

        What Causes Resource Overallocation? 841

        Should I Ignore Resource Allocation Problems? 843

    Visualizing Resource Allocation Conditions 843

        Resource Max Units, Calendars, and Other Settings 843

        Team Planner 845

        Resource Graphs 847

        Resource Sheet 848

        Split Views and Windows 849

        Resource Usage Time-Phased Data 851

        Groups, Filters, and Sorting Tasks with Resources 852

        Review Task Relationships 853

    Strategies for Correcting Resource Allocation Problems 854

        Process Check: Review Project Scope and Other Business Issues 855

        Replacing or Adding Resources 855

        Splitting Tasks 856

        Linking Tasks 856

        Adjusting Resource Units 858

        Using the Level Resources Tools 859

        Manual Strategies to Correct Resource Allocation Problems 865

    Consultants’ Tips 869

        Use Team Planner and Manually Scheduled Tasks Where Appropriate 869

        Establish Guidelines for Resolving Resource Allocation Issues 869

        Examples of Resource-Leveling Scenarios 870

        Receiving an “Overallocation Cannot Be Resolved” Warning 870

        Resource(s) Indicate Overallocation Condition After Leveling 870

    26    Exporting and Importing Project Data 871

    Exchanging Project Files Across Microsoft Project Versions 872

    Exchanging Microsoft Project Data with Other Applications 873

        File Formats Supported by Microsoft Office Project 873

    Working with Import/Export Maps to Select Your Project Data 874

        Understanding Import/Export Maps 875

        Reviewing the Predefined Import/Export Maps 876

        Creating and Using an Export Map 879

        Creating and Using an Import Map 884

        Creating Import Maps for Access and ODBC Sources 889

    Exchanging Data with Microsoft Excel 889

        Exporting Microsoft Project Data to an Excel Worksheet 890

        Exporting Microsoft Project Data to an Excel PivotTable 894

        Importing Microsoft Project Data from the Excel Format 894

    Working with Web-Enabled Project Data 899

    Working with Text File Formats 900

        Exporting Project Data in the Text Formats 900

        Importing Project Data from Text Formats 902

    Importing a Task List from Outlook 903

    Consultants’ Tips 906

        Design the Data Layout Prior to Import/Export 906

        Using Export/Import vs. Copy/Paste 906

        Copying and Pasting Using Excel 907

        Be Aware of Additional Data When Importing/Exporting 907

        Using the XML Export Will Not Keep Some of the Usage Data 907

    27    Manipulating Data Using Other Applications 909

    Copying Data Between Applications 909

        Copying Data from Other Applications into Microsoft Project 911

        Copying Microsoft Project Data into Other Applications 913

    Linking Data Between Applications 914

        Linking Microsoft Project Data Fields from External Sources 914

        Refreshing Linked Data in Microsoft Project 916

        Deleting Links to External Sources 919

        Identifying Tasks or Resources with Links Attached 919

        Pasting Links to Microsoft Project Data in Other Applications 919

    Working with Objects 920

        Pasting Objects 920

        Inserting Objects 922

    Placing Objects into Microsoft Project 923

        Pasting Objects in the Gantt Chart View 923

        Inserting Objects in the Gantt Chart View 924

        Placing Objects in the Notes Field 928

        Placing Objects in the Task or Resource Objects Box 928

        Placing Objects in Headers, Footers, and Legends 931

    Placing Objects into Other Applications 932

        Using the Copy Picture Command to Copy a View 934

        Consultants’ Tips 937

TOC, 9780789743107, 1/11/2011