Microsoft Project 2010 In Depth [NOOK Book]

Overview

This is the world’s most expert, complete, and practical guide to succeeding with Microsoft Project 2010! World-renowned project management consultants QuantumPM help you improve Project 2010 planning, scheduling, resource assignments, budgeting, collaboration, workload analysis, progress reporting, completion, closure, and more. Get comfortable with Project 2010, leverage its immense power, and tailor it to your unique needs–no matter how large or complex your project may be!

...

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Microsoft Project 2010 In Depth

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Overview

This is the world’s most expert, complete, and practical guide to succeeding with Microsoft Project 2010! World-renowned project management consultants QuantumPM help you improve Project 2010 planning, scheduling, resource assignments, budgeting, collaboration, workload analysis, progress reporting, completion, closure, and more. Get comfortable with Project 2010, leverage its immense power, and tailor it to your unique needs–no matter how large or complex your project may be!

Real solutions, new techniques, innovative shortcuts!

• Get started fast with Microsoft Project 2010 and its new Ribbon interface

• Plan and initiate your project to maximize the likelihood of success

• Create an effective preliminary project schedule

• Accurately define task logic and project resources

• Prepare work formulas and schedule resource assignments

• Refine and review your schedules, and perform an effective “Reality Check”

• Use Project 2010 to collaborate more efficiently with colleagues and partners

• Track progress and costs, and analyze project performance

• Customize Project 2010’s reports, views, tables, filters, groups, fields, toolbars, menus, and forms

• Work with multiple projects at once, and resolve complex resource allocation problems

• Analyze and present Project data in other applications, including Excel and Visio

• Identify and solve problems with your project and with Project 2010 itself

All In Depth books offer

• Comprehensive coverage with detailed solutions

• Troubleshooting help for tough problems you can’t fix on your own

• Outstanding authors recognized worldwide for their expertise and teaching style

Learning, reference, problem-solving…the only Project 2010 book you need!

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Product Details

  • ISBN-13: 9780132678537
  • Publisher: Pearson Education
  • Publication date: 2/14/2011
  • Series: In Depth
  • Sold by: Barnes & Noble
  • Format: eBook
  • Edition number: 1
  • Pages: 960
  • Sales rank: 283,587
  • File size: 50 MB
  • Note: This product may take a few minutes to download.

Meet the Author

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.

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Table of Contents

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

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