Project Planning Using MS Project

Basic Navigation and

Configuration
URBS 609 Project, Unit 2
Urban and Regional Studies
Institute 2
About This Training Module
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This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004
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Training Module Preview
This module will provide:
Introduction to the basic navigation of the most
commonly used MS Project features
Menus
Toolbars
Help/questions dialogue box
Introduction to the basic configuration tools that
display the most commonly needed data
Background material for project planning
This module is constructed as the second of
three blocks in a building block approach
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MS Project Rules of the Road
Be prepared before using MS Project
Have the required building blocks defined
Identify a clear project goal
Identify tasks, resources, requirements, limitations
Identify relationships between tasks
Constraints and Dependencies
Identify a defined sequence for tasks
Like any tool, MS Project cannot define the goal
of a project, the user must do that

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MS Project Rules of the Road
Be prepared to make mistakes and spend the time
to learn how and why they were made
Create a configuration that makes sense
Data that meets the needs of everyone involved
Workers, managers, stakeholders
Above all-keep it as simple as possible to avoid
information overload
Too much information will make it more difficult to communicate
the project plan and status



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Remember Project is a tool designed to help:
Organize the information
Visualize the information
Manage the information
Analyze the information
Quantify the possible plan outcomes
Project plans are only as good as the data used to
construct them: bad estimates = bad plans
It can be labor intensive creating a plan; save the data
in 2 places for safety on the hard drive and a disc
Save each time the project is opened
MS Project Rules of the Road
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The Opening Screen
Not Intuitive add tools
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Basic Configuration
Project Guidea step by step tutorial
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Basic Configuration
Click Tasks and a step by step tutorial/guide appears
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Basic Configuration
Next, add toolbars to make navigating easier
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Basic Configuration
format data to meet personal preferences
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Basic Configuration
and add PERT analysis tools
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Basic Configuration

The result is an easier to use toolsettime to explore!
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Basic Configuration
All toolbars have tool tips that appear when the
cursor rolls over it
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Basic Configuration
Typing a question yields a list of topics and answers
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Basic Configuration
Before beginning, take some time to explore the
toolbars
Walk through the tutorial
Set font preferences or use the program defaults
DO NOT BEGIN ENTERING DATA until you are
comfortable with the basic layout
Create a layout that you are comfortable with
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Exploring the Menus
The File Menu
Standard Windows file menu, similar to MS Word
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Exploring the Menus
Standard Windows Edit Menu, similar to MS Excel
The Edit Menu
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Exploring the Menus
The View Menu
Allows a user to view a wide range of charts,
graphs and tables with the click of a mouse
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Exploring the Menus
A Standard Windows Insert menu, similar
to both MS Excel and MS Word
The Insert Menu
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Exploring the Menus
Allows a user to customize all aspects of
the project or use wizards for ease of use
The Format Menu
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Exploring the Menus
Link tasks, change time, adjust resources
level resources when over-tasked
(automatically adjust work assignment)
The Tools Menu
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Exploring the Menus
Project Specific Tools that are similar to MS Excel
Sort, filter, arrange tasks
Detailed project and task information
The Project Menu
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Exploring the Menus
The Standard Microsoft Window Menu
The Window Menu
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Exploring the Menus
Standard Windows Help menu
The Help Menu
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Exploring the Menus
Most menu options can also be accessed by right
mouse-clicking in the associated working area
Menu Options
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Exploring the Menus
On the Tool menu, Options tab is very important
Used to set all preferences in one easy to access
place
Fonts, calendars, work display units
Scheduling Options
Auto-save options
Display options
Chart and graph options
Go through these tabs to set preferences
Key Options to know
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Exploring the Menus
The Options Tabs on the Tools Menu
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Exploring the Menus
On the PERT Tool bar, PERT Entry Sheet is very
important
Used to enter all task information before PERT
Analysis
Key Options to know
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Exploring the Menus
Can Be Customized so the data only has to be
entered once will be reflected in all other areas
PERT Entry Sheet
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Exploring the Menus
On the Project menu, Task Information tab is
very important
Used to enter all task information in one easy to
access place
Can also be accessed by right mouse clicking
when in the WBS/Task List Area
Go through these tabs to set constraints and
dependencies, enter task info, resources, notes
The Task Information Tabs on the Project Menu
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Exploring the Menus
The Task Information Tabs on the Project Menu
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Entering Information
Information can also be entered directly into the
PERT Entry sheet or the WBS/Task list
Entered in 1 place, populated in all places
Data Entry can be done in a variety of ways
Enter as much information as necessary to
reflect the task, but avoid over-documenting
Use the KISS method to keep information as
usable as possible (Keep It Simple Son)

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Navigation and Configuration
Highly Customizable user preferred settings
Use the minimum info necessary
Be familiar with the tools before starting
Standard menus with intuitive tools
Use the included reference materials
Tutorial
Wizards
Help/questions search
Have a clear goal in mind before beginning
Review
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Resources Used in This Unit
Dr. Anthony Filipovitch
MS Project, by
Microsoft Corporation
MS Excel, by Microsoft
Corporation
PM Body of
Knowledge (PMBOK),
Philadelphia: PMI,
2000
Project Management
Institute (PMI)
Resource Center
Project Management
Institute Website

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Institute 36
You have completed
URBS 609 Project Unit 2
Please proceed to
URBS 609 Project Unit 3

This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004