Basic Navigation and Configuration URBS 609 Project, Unit 2

This training module was crafted using PowerPoint by Microsoft Corporation. It has been packaged with PowerPoint Viewer, a standalone Microsoft product that allows a user to view this module without use of PowerPoint. Urban and Regional Studies Institute2  Left mouse-click or enter to go to next slide  Right mouse-click or backspace to go to previous slide  ESC to exit this module This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute

 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 Urban and Regional Studies Institute3

 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 Urban and Regional Studies Institute4

 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 Urban and Regional Studies Institute5

 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 Urban and Regional Studies Institute6

Not Intuitive – add tools… Urban and Regional Studies Institute7

…Project Guide…a step by step tutorial… Urban and Regional Studies Institute8

9 Click “Tasks” and a step by step tutorial/guide appears

Urban and Regional Studies Institute10 Next, add toolbars to make navigating easier…

Urban and Regional Studies Institute11 …format data to meet personal preferences…

Urban and Regional Studies Institute12 …and add PERT analysis tools…

Urban and Regional Studies Institute13 The result is an easier to use toolset…time to explore!

Urban and Regional Studies Institute14 Basic Configuration All toolbars have tool tips that appear when the cursor rolls over it… All toolbars have tool tips that appear when the cursor rolls over it…

Urban and Regional Studies Institute15 Basic Configuration Typing a question yields a list of topics and answers… Typing a question yields a list of topics and answers…

Urban and Regional Studies Institute16 Basic Configuration Before beginning, take some time to explore the toolbars Before beginning, take some time to explore the toolbars Walk through the tutorial Walk through the tutorial Set font preferences or use the program defaults Set font preferences or use the program defaults DO NOT BEGIN ENTERING DATA until you are comfortable with the basic layout DO NOT BEGIN ENTERING DATA until you are comfortable with the basic layout Create a layout that you are comfortable with Create a layout that you are comfortable with

Urban and Regional Studies Institute17 Exploring the Menus The File Menu Standard Windows file menu, similar to MS Word Standard Windows file menu, similar to MS Word

Urban and Regional Studies Institute18 Exploring the Menus Standard Windows Edit Menu, similar to MS Excel Standard Windows Edit Menu, similar to MS Excel The Edit Menu

Urban and Regional Studies Institute19 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 Allows a user to view a wide range of charts, graphs and tables with the click of a mouse

 A Standard Windows Insert menu, similar to both MS Excel and MS Word Urban and Regional Studies Institute20 Exploring the Menus The Insert Menu

 Allows a user to customize all aspects of the project or use wizards for ease of use Urban and Regional Studies Institute21 Exploring the Menus The Format Menu

 Link tasks, change time, adjust resources  “level” resources when over-tasked (automatically adjust work assignment) Urban and Regional Studies Institute22 Exploring the Menus The Tools Menu

 Project Specific Tools that are similar to MS Excel  Sort, filter, arrange tasks  Detailed project and task information Urban and Regional Studies Institute23 Exploring the Menus The Project Menu

 The Standard Microsoft Window Menu Urban and Regional Studies Institute24 Exploring the Menus The Window Menu

 Standard Windows Help menu Urban and Regional Studies Institute25 Exploring the Menus The Help Menu

Urban and Regional Studies Institute26 Exploring the Menus Most menu options can also be accessed by right mouse-clicking in the associated working area Most menu options can also be accessed by right mouse-clicking in the associated working area Menu Options

Urban and Regional Studies Institute27 Exploring the Menus On the Tool menu, Options tab is very important On the Tool menu, Options tab is very important Used to set all preferences in one easy to access place 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 Go through these tabs to set preferences Key Options to know

Urban and Regional Studies Institute28 Exploring the Menus The Options Tabs on the Tools Menu

Urban and Regional Studies Institute29 Exploring the Menus On the PERT Tool bar, PERT Entry Sheet is very important On the PERT Tool bar, PERT Entry Sheet is very important Used to enter all task information before PERT Analysis Used to enter all task information before PERT Analysis Key Options to know

Urban and Regional Studies Institute30 Exploring the Menus Can Be Customized so the data only has to be entered once – will be reflected in all other areas Can Be Customized so the data only has to be entered once – will be reflected in all other areas PERT Entry Sheet

Urban and Regional Studies Institute31 Exploring the Menus On the Project menu, Task Information tab is very important On the Project menu, Task Information tab is very important Used to enter all task information in one easy to access place 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 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 Go through these tabs to set constraints and dependencies, enter task info, resources, notes The Task Information Tabs on the Project Menu

Urban and Regional Studies Institute32 Exploring the Menus The Task Information Tabs on the Project Menu

Urban and Regional Studies Institute33 Entering Information Information can also be entered directly into the PERT Entry sheet or the WBS/Task list 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 Data Entry can be done in a variety of ways Enter as much information as necessary to reflect the task, but avoid over-documenting 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) Use the KISS method to keep information as usable as possible (Keep It Simple Son)

Urban and Regional Studies Institute34 Navigation and Configuration Highly Customizable – user preferred settings Highly Customizable – user preferred settings Use the minimum info necessary Use the minimum info necessary Be familiar with the tools before starting Be familiar with the tools before starting –Standard menus with intuitive tools Use the included reference materials Use the included reference materials –Tutorial –Wizards –Help/questions search Have a clear goal in mind before beginning Have a clear goal in mind before beginning Review

 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 Project Management Institute Website Urban and Regional Studies Institute35

You have completed URBS 609 Project Unit 2 Please proceed to URBS 609 Project Unit 3 Urban and Regional Studies Institute36 This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute