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Project Bible.pdf
Microsoft Project 2007 Bible
Contents
Preface
Why You Need This Book
How it’s designed
Whom it’s for
The Special Features of This Book
Formatting conventions
Margin icons
How This Book Is Organized
Part I: Project Management Basics
Part II: Getting Your Project Going
Part III: Refining Your Project
Part IV: Tracking Your Progress
Part V: Working in Groups
Part VI: Advanced Microsoft Project
Appendixes
Project Management Glossary
Part I: Project Management Basics
The Nature of Projects
Understanding Projects
Exploring project management
Critical path and slack
Durations and milestones
Resource-driven schedules and fixed-duration tasks
Diagrams that aid project management
Dependencies
Managing projects with project management software
What’s required of you
What Microsoft Project can do to help
The Life Cycle of a Project
Identifying your goal and the project’s scope
Planning
Revising
Tracking
Learning from your mistakes
Summary
Exploring the Microsoft Project Environment
Taking a First Look at Project
Starting Project
Working with the Project Guide
Examining the Gantt Chart view
Using Project menus
Examining the toolbars
Entering information
Changing views
What’s New in Project 2007
Summary
Part II: Getting Your Project Going
Creating a New Project
Gathering Information
Determining detail tasks
Establishing time limits
Lining up your resources
Looking at dependencies
Opening a Project File
Opening a project file — the usual way
Other ways to open or start projects
Establishing Basic Project Information
Looking at Project Calendars
Setting calendar options
Setting schedule options
Creating a new calendar
Adjusting the calendar
Entering Tasks
Adding Subtasks
Saving Project Files
Saving files
Saving files as templates
Protecting files
Closing Project
Working with a Project Outline
Adjusting tasks in an outline
Copying tasks
Displaying and hiding tasks
Getting Help
Using the Help system
Finding online help
Summary
Building Tasks
Establishing Timing for Tasks
Fixed-unit tasks
Fixed-duration tasks
Fixed-work tasks
Effort-driven tasks
Assigning Task Timing
Using the Gantt table
Using the Task Information dialog box
Using your mouse and the task bar
Setting scheduling options
Assigning a calendar to a task
Creating milestones
Timing for summary tasks
Using Recurring Tasks
Establishing Constraints and Deadline Dates
Understanding constraints
Using deadline dates
Setting constraints and deadline dates
Manipulating the Gantt Chart to View Timing
Entering Task Notes
Establishing Dependencies Among Tasks
Understanding dependencies
Understanding the interactions between constraints and dependencies
Allowing for delays and overlap
Dependency types
Finish-to-Start (FS)
Start-to-Finish (SF)
Start-to-Start (SS)
Finish-to-Finish (FF)
Establishing dependencies
Setting finish-to-start dependencies
Setting other types of dependencies
Viewing Dependencies
Deleting Dependencies
Summary
Creating Resources and Assigning Costs
Understanding Resources
How resources work
How Project uses resource information to affect the schedule
How Project gathers cost information
Creating a Resource List
Modifying Resource Information
Assigning a communication method
Specifying resource availability
Specifying a booking type
Creating a generic resource and assigning custom fields
Creating a budget resource
Adding notes to a resource
Calendars and resources
Modifying a resource’s working hours
Blocking off vacation time
Using Resources and Tasks
Assigning resources to tasks
Assigning a budget resource
Getting help while selecting resources to assign
Some tips about resource assignments
Removing or replacing a resource assignment
Handling Unusual Cost Situations
Looking at the project’s cost
Assigning fixed costs
Assigning a fixed cost to a task
Assigning a fixed resource cost to a task
Accounting for resource rate changes
Summary
Part III: Refining Your Project
Understanding the Basics of Views
What Is a View?
Changing a table
Changing a Details section
Examining Indicators
Admiring the Views
Calendar
Detail Gantt
Gantt Chart
Leveling Gantt
Tracking Gantt
Multiple Baselines Gantt
Network Diagram
Descriptive Network Diagram
Relationship Diagram
PERT analysis views
PERT Entry Sheet
Optimistic Gantt
Expected Gantt
Pessimistic Gantt
PERT Weights
Resource Allocation
Resource Form
Resource Graph
Resource Name Form
Resource Sheet
Resource Usage
Rollup views
Using the summary task bar
Using the Rollup_Formatting macro
Switching rollup views
Task Details Form
Task Entry
Task Form
Task Name Form
Task Sheet
Task Usage
Printing Your Project
Summary
Using Views to Gain Perspective
Customizing Views
Changing tables
Changing row height and column width
Hiding and inserting columns
Adding fields to a usage view
Switching tables
Creating new tables or editing existing tables
Working with views
Adding views
Creating a combination view
Ordering Tasks in a View
Sorting tasks
Creating WBS codes
Renumbering WBS codes
Defining outline numbers
Filtering Views to Gain Perspective
Applying a filter to a view
Creating custom filters
Using AutoFilters
Using grouping
Summary
Modifying the Appearance of Your Project
Changing Project’s Looks
Using the Gantt Chart Wizard
Formatting Elements One by One
Working with text
Formatting selected text
Applying formatting to categories of text
Changing taskbars
Formatting taskbars
Changing the layout of the Gantt Chart
Changing gridlines
Changing network diagrams
Formatting network diagram nodes
Modifying node box styles
Formatting fields that appear on nodes
Changing the layout of the network diagram
Formatting the Calendar view
Formatting the Calendar entries
Changing the Calendar layout
Inserting Drawings and Objects
Copying pictures
Using visuals in schedules
Inserting visual objects
Using the Drawing toolbar
Modifying graphics and drawings
Summary
Resolving Scheduling Problems
Resolving Scheduling Conflicts
Adding resources to tasks
Using overtime
Adding time to tasks
Adjusting slack
Changing task constraints
Adjusting dependencies
Splitting a task
Using the Critical Path to Shorten a Project
Identifying the critical path
Shortening the critical path
Using Multiple Critical Paths
Summary
Resolving Resource Problems
Understanding How Resource
Conflicts Occur
Spotting Resource Conflicts
Using views to spot resource conflicts
Using filters to spot resource conflicts
Resolving Conflicts
Changing resource allocations
Switching resources
Adding a task assignment to a resource
Adding or deleting a resource assignment
Scheduling overtime
Redefining a resource’s calendar
Assigning part-time work
Controlling when resources start working on a task
Delaying tasks by leveling resource workloads
Letting Project level resource loads
Making adjustments to leveling
Contouring resources
Setting a contour pattern
Contouring a resource’s availability
Pooling resources
Summary
Part IV: Tracking Your Progress
Understanding Tracking
Understanding the Principles of Tracking
Estimates versus actuals
Making adjustments as you go
Using Baselines
What is a baseline?
Setting a baseline
Changing the Baseline
Adding a task to a baseline
Using interim plans
Clearing a baseline or interim plan
Viewing Progress with the Tracking Gantt View
Interpreting the Tracking Gantt view
The Task Variance table
The Task Cost table
The Task Work table
Understanding Tracking Strategies
Tackling the work of tracking
Keeping track of tracking
Summary
Recording Actuals
Organizing the Updating Process
Understanding Calculation Options
Updating Tasks to Reflect Actual Information
Setting actual start and finish dates
Recording actual durations
Setting the Percent Complete value
Setting work completed
Setting remaining durations
Using Actuals and Costs
Using the Cost table for tasks
Using the Cost table for resources
Overriding resource cost valuations
Techniques and Tips for Updating
Tracking work or costs regularly
Accelerating the updating process
Letting Project reschedule uncompleted work
Reviewing Progress
Using the Tracking Gantt view
Using the Work table for tasks
Using the Work table for resources
Viewing progress lines
Summary
Reporting on Progress
Creating Text Reports
Looking at the big picture
Project Summary
Top Level Tasks
Critical Tasks
Milestones
Working Days
Generating reports on costs
Cash Flow
Earned Value
Budget
Overbudget reports
Producing reports on time
Unstarted Tasks
Tasks Starting Soon
Tasks in Progress
Completed Tasks
Should Have Started Tasks
Slipping Tasks
Preparing reports on work assignments
Who Does What
Who Does What When
To Do List
Overallocated Resources
Reporting on workloads
Task Usage
Resource Usage
Customizing reports
Custom reports
Customizing an existing report
Visual Reporting
Task Usage reports
Cash Flow Report
Earned Value Over Time Report
Resource usage reports
Cash Flow Report
Resource Availability Report
Resource Cost Summary Report
Resource Work Availability Report
Resource Work Summary Report
Assignment Usage reports
Baseline Cost Report
Baseline Report
Baseline Work Report
Budget Cost Report
Budget Work Report
Summary reports
Critical Tasks Status Report
Task Status Report
Resource Remaining Work Report
Resource Status Report
Customizing visual report templates
Summary
Analyzing Financial Progress
Understanding Earned Value
Understanding earned value fields
Using the Physical % Complete method to calculate earned value
Setting the date for earned-value calculations
Using earned value tables
Using the Earned Value table for tasks
Using the Earned Value table for resources
Using the Earned Value Cost Indicators and Earned Value Schedule Indicators tables
Evaluating Cost Information
Charting earned value
Using PivotTables for analysis
Making Adjustments During the Project
Changing the schedule
Modifying resource assignments
Summary
Part V: Working in Groups
Coordinating Multiple Projects Outside Project Server
Consolidating Projects
Setting up to use consolidation
Inserting a project
Using inserted projects and their source files
Consolidating all open projects: A shortcut
Moving subprojects within a consolidated project
Understanding Consolidated Projects and Dependencies
Linking tasks across projects
Changing links across projects
Consolidated projects — to save or not to save
Viewing Multiple Projects
Viewing the Critical Path across Projects
Sharing Resources Among Projects
Creating a resource pool and sharing the resources
Opening a project that uses a resource pool
Updating information in the resource pool
Quit sharing resources
Summary
Preparing to Use Project Server
Understanding Project Server and Project Web Access
What’s New in Project Server 2007
Planning the Project
Assessing requirements
Identify the people who will approve the Project Server design
Identify staff members to interview
Create a requirements definition questionnaire
Conduct interviews
Calculate ROI
Designing the system
Assessing the technology environment
Addressing special needs
Establishing and enforcing organizational standards
Training
Developing a strategy for implementation and configuration
Avoiding the Pitfalls
Summary
Installing and Configuring Project Server
Reviewing Requirements
Meeting software requirements
Software requirements for servers
Software requirements for client computers
Meeting hardware requirements
Hardware requirements for servers
Hardware requirements for client computers
Assessing the network environment
Considering software/hardware scenarios
The Small Server Farm
The Medium Server Farm
The Large Server Farm
Installing Peripheral Software
SQL Server and Analysis Services
Checking the SQL version
Internet Information Services (IIS)
Enabling IIS
Checking the IIS mode
Installing .NET Framework 3.0
Setting Up Windows Security Accounts
Windows SharePoint Services Service account
The Application Pool security account
Site Collection Owner account
Shared Service Provider Administrator account
Project Server Instance Administrator account
Creating an account
Installing Project Server and Windows SharePoint Services
Connecting to Project Server through Project Web Access
Troubleshooting Your Installation
Summary
Project Server and the Administrator
Double-Checking Settings
Specifying Project Server features for your organization
Managing Windows SharePoint Services
Managing Security Settings
Managing security templates
Managing groups
Working with categories
Managing Users
Working with Views
Working with the Enterprise Global Template
Working with the Enterprise Global
Defining Enterprise custom fields
Creating Enterprise calendars
Setting Up and Editing Enterprise Resources
Creating the Enterprise Resource Pool
Editing resources in the Enterprise Resource Pool
Importing Projects
Managing Timesheet and Task Settings
Financial Periods
Timesheet Periods
Timesheet classifications
Timesheet Settings and Defaults
Task Settings and Display
Close Tasks to Update
Setting Up Administrative Time
Customizing Project Web Access
Control the appearance of the Quick Launch pane
Selecting the Gantt taskbar styles and timescales
Selecting grouping formats
Housekeeping Chores
Checking in enterprise projects and resources
Managing information in the Project Server databases
Backing up and restoring
Schedule backups
Make a backup
Restore a backup
Managing the Queue
Managing the OLAP cube
Migrating the Analysis Services Repository
Configuring the cube
Establish cube building settings
Checking cube building status
Enabling users to view the cube
Managing operations
Alerts and reminders
Configuring the server-side event handler
Synchronizing the Enterprise Resource Pool with an Active Directory Group
Working with Project Workspaces
Summary
Project Server and the Project/Resource Manager
Connecting to Project Server
Creating a Project Server logon account
Logging on to Project Server
Creating a Web-Based Project
Understanding the structure of the Project Server database
Reviewing a project’s Web-based options
Storing a draft project in the Project Server database
Publishing project information
Working with Web-Based Projects
Opening a project stored in the Project Server database
Understanding the Open dialog box
Opening a draft project or a published project
Closing a project stored in the Project Server database
Managing the local cache
Viewing Project Server pages in Project Professional
Using activity plans and proposals
Assigning Resources to Projects
Adding enterprise resources to your project
Replacing generic resources with real resources
Notifying resources of assignments
Using the Resource Substitution Wizard
Assigning resources using Project Web Access
Tracking Progress
Establishing a tracking method
Setting up status reports
Receiving updates from team members
Working with issues and risks
Tracking issues
Tracking risks
Managing deliverables
Summary
Project Server and the Day-to-Day User
Logging on to Project Web Access
Reviewing the Home Page
Customizing the Home Page
Viewing Information
Working with your tasks
Entering time on tasks
Submitting task updates
Adding tasks
Reassigning a task
Working with your timesheet
Entering time
Saving timesheet entries
Reporting administrative time
Project Web Access and Microsoft Outlook
Integrating the Outlook Calendar with Project Web Access
Setting up integration
Setting integration options
Importing Project Web Access assignments into Outlook
Updating Project Web Access with Outlook information
Working with Documents
Reporting Status
Summary
Project Server and the Executive
Reviewing Your Portfolio
Identifying Trends and Potential Problems
Summary
Part VI: Advanced Microsoft Project
Customizing Microsoft Project
Using Custom Fields
Customizing data entry
Creating a custom field
Using a custom field for data entry
Using formulas in custom fields
Modifying the Interface
Setting levels of Undo
Windows taskbar icons
Saving Project files
Using the Organizer
Making changes to toolbars
Combining or separating toolbars
Adding and deleting tools from a toolbar
Creating custom toolbars
Changing and editing button images
Customizing project menus
Adding menus
Assigning new commands
Deleting commands and menus
Summary
Using Macros to Speed Your Work
Using Macros
Recording Macros
Running Macros
Using Shortcuts to Run Macros
Assigning a macro to a toolbar button
Assigning a macro to a menu command
Assigning a keyboard shortcut to a macro
Summary
Customizing Microsoft Project Using VBA and Active Scripting
Example One: Creating a Filter to See Critical Tasks and Resource Assignments
Recording a macro to create a filter for critical tasks
Editing the macro to show only specified resources
Testing the code
Example Two: Creating a UserForm Object to Adjust Work
Designing the UserForm
Creating a UserForm
Adjusting the size of the UserForm
Adding controls to the UserForm
Adding code to the UserForm
Adding code to display resource names
Adding code to the OK button to change work
Adding code to the Cancel button
Adding a sub procedure to show the UserForm
Example Three: Customizing the Project Guide
Content of the Project Guide XML document
Project Guide XML document elements
Defining the Project Guide for a project
Customizing the Project Guide to create a new project
Adding a new task to the Tasks goal area
Creating a custom HTML page
Deploying the customized Project Guide
Summary
Importing and Exporting Project Information
Understanding General Importing and Exporting Concepts
Exporting Information
Saving reporting information in an OLAP Cube or an Access database
Exporting to Office files
Sending Project data to Excel
Sending Project data to Microsoft Word
Exporting Project information to a graphic image
Exporting to text files
Importing Information
Inserting another project
Importing Office files
Bringing Excel workbook information into Project
Bringing Access database information into Project
Bringing Outlook task lists into Project
Bringing Word document information into Project
Importing other files
Importing Microsoft Project Exchange files
Importing text files
Troubleshooting
Project imports incorrect times in data from Microsoft Excel
Linked or embedded objects don’t import or export
The export file contains more or less information than expected
Project imports invalid information
The values of imported information change
The imported project is empty
Project displays imported information in the wrong fields
Summary
Project Case Studies
Case 1
Problem statement
Problem solution
Business benefits
Problem solvers
Case 2
Problem statement
Problem solution
Problem solvers
Case 3
Problem statement
Problem solution
Problem solvers
Case 4
Problem statement
Problem solution
Problem solver
Case 5
Problem statement
Problem solution
Problem solvers
Case 6
Problem statement
Problem solution
Problem solvers
Case 7
Project statement
Project solution
Problem solvers
Summary
Part VII: Appendixes
Appendix A: What’s on the CD-ROM
System Requirements
Using the CD
Software on the CD-ROM
PDF
Empire TIME
Milestones Professional
Milestones Project Companion 2006, from Kidasa Software
PERT Chart EXPERT
PertMaster Project Risk
Project KickStart
WBS Chart Pro
Project Sample Files
What’s on the Web Site
Troubleshooting
Appendix B: Project Management Worksheet
Phase I: Research
Phase II: Planning
Phase III: Creating Your Project Schedule
Checklist for creating a Project schedule
Phase IV: Tracking Your Project
Tracking procedures checklist
Phase V: Preparing for the Next Project
Appendix C: Available Fields and Functions for Custom Field Formulas
Appendix D: Project Management Resources
Associations
Publications
Books
Journals and magazines
Online
Software Products
Glossary
Index
Microsoft® Project
2007 Bible
Microsoft® Project
2007 Bible
Elaine Marmel
Microsoft® Project 2007 Bible
Published by
Wiley Publishing, Inc.
10475 Crosspoint Boulevard
Indianapolis, IN 46256
www.wiley.com
Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana
Published simultaneously in Canada
Library of Congress Control Number: 2006936837
ISBN-13: 978-0-470-00992-5
ISBN-10: 0-470-00992-6
Manufactured in the United States of America
10 9 8 7 6 5 4 3 2 1
1O/SX/RS/QW/IN
No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means,
electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of
the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through
payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978)
750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the Legal Department,
Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4355, or online at
http://www.wiley.com/go/permissions.
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REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE
CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT
LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR
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Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in
electronic books.
To my brother and sister-in-law, Jim and Mariann Marmel, who always believe in me,
and to the memories of my mother, Susan Marmel (1914-2003) and my father
Harry Marmel (1914-1985), who always made me feel loved and cherished.
About the Author
Elaine Marmel is President of Marmel Enterprises, LLC, an organization that specializes in technical
writing and software training. Elaine has an MBA from Cornell University and worked on projects to
build financial management systems for New York City and Washington, D.C. This prior experience
provided the foundation for Marmel Enterprises, LLC to help small businesses implement computer-
ized accounting systems.
Elaine left her native Chicago for the warmer climes of Arizona (by way of Cincinnati, OH; Jerusalem,
Israel; Ithaca, NY; Washington, D.C., and Tampa, FL) where she basks in the sun with her PC and
her dog Josh and her cats, Cato, Watson, and Buddy, and sings barbershop harmony with the 2006
International Championship Scottsdale Chorus.
Elaine spends most of her time writing; she has authored and co-authored more than 30 books about
Microsoft Project, QuickBooks, Peachtree, Quicken for Windows, Quicken for DOS, Microsoft Excel,
Microsoft Word for Windows, Microsoft Word for the Mac, Windows 98, 1-2-3 for Windows, and
Lotus Notes. From 1994 to 2006, she also was the contributing editor to monthly publications
Peachtree Extra and QuickBooks Extra.
Credits
Acquisitions Editor
Kyle Looper
Project Editor
Susan Christophersen
Technical Editors
Jim Peters, Brian Kennemer, Thuy Le,
T.R. Sloan
Copy Editor
Susan Christophersen
Editorial Manager
Jodi Jensen
Project Coordinator
Kristie Rees
Graphics and Production Specialists
Carrie A. Foster
Joyce Haughey
Jennifer Mayberry
Barbara Moore
Heather Pope
Rashell Smith
Alicia South
Quality Control Technician
Brian Walls
Vice President & Executive Group Publisher
Richard Swadley
Media Development Project Supervisor
Laura Moss
Vice President and Publisher
Andy Cummings
Editorial Director
Mary C. Corder
Media Development Specialist
Kate Jenkins
Proofreading and Indexing
Techbooks
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