New Perspectives on Microsoft Project 2007: Sharing Project Information with Other People & Applications

1. New Perspectives on Microsoft Project 2007: Sharing Project Information with Other People & Applications

2. In this tutorial you will: • Copy, import and export Project 2007 data to other Microsoft Office applications. • Review an earned value analysis. • Create a link between Project 2007 information and Excel. • Use the Drawing tool. • Use and create Project 2007 templates. • Use the Project 2007 global template and Organizer tool. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin

3. In this tutorial you will: Create and share a resource pool. Consolidate multiple projects with a master project. Create a hyperlink between a Project 2007 file and a Word document. Analyze and work with multiple critical paths. Create a custom field and a custom form. Create and use a macro. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 3

4. Sharing Project Datawith Other Applications Project 2007 provides many capabilities to manage, analyze, and report project information. Use Project file information in other applications such as Microsoft Excel, Outlook, Word, or Access. You can exchange data between Project 2007 and other files in several ways. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 4

5. Copying Sheet Data from Project 2007 to Excel Microsoft Excel is a spreadsheet software program. If you export the project file to Excel, the Project map will create an Excel file with all the data from the project file. Tools in Excel are better for some types of analysis. You can also copy project information and paste it into an Excel worksheet. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 5

6. Project Data Copied into Excel Presentations Created by C. Hester - Microsoft Project 2007 by Bunin

7. Graphing in Excel Most common reason for copying numeric data in Excel is to be able to graph the data. Displaying numeric information as a graph communicates data in a powerful and effective way. The charting tools in Excel can create a graph to help you analyze data. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 7

8. Chart created in Excel Presentations Created by C. Hester - Microsoft Project 2007 by Bunin

9. Microsoft Excel In Microsoft Excel: A group of cells is called a range. The cell address is the column letter and row number for the intersection of the column and row for that cell. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 9

10. Copying the Gantt Chart as a Picture Project 2007 allows you to copy almost any view of a project as a picture. Once copied, the picture can be pasted in another Microsoft Office file i.e. Word, PowerPoint. The Copy Picture feature allows you to save a view as a GIF (graphics interchange format) file that can be inserted on a web page. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 10

11. Gantt Chart Picture ina Word Document Presentations Created by C. Hester - Microsoft Project 2007 by Bunin

12. Copy Picture Dialog Box Allows you to copy the current view in three different ways: The For screen option copies the information on the screen with all color formatting intact. The For printer option copies the view as it would be printed on a black-and-white printer. The To GIF image file option allows you to create a GIF file (for use in a web page or other programs). Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 12

13. Copy Picture Dialog Box Presentations Created by C. Hester - Microsoft Project 2007 by Bunin

14. Business Web Pages and Intranets An intranet is a web site designed for a specific group, which access is restricted to members of that group. Intranet’s are good resources to restrict access to project information. GIFs can help illustrate ideas and enhance the intranet pages. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 14

15. Exporting a Project File to Excel The fields of a project revolve around three major categories tasks, resources, and assignments. Fields must be assigned appropriately within the format of the new program. Use the Export Wizard to quickly export all of the fields for a given category as needed. Project has a list of predefined maps for most standard export tasks. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 15

16. Exported Project File in Excel Presentations Created by C. Hester - Microsoft Project 2007 by Bunin

17. Exporting Earned Value Data to Excel Analyzing financial data using Excel is common. Project provides a way to show project costs as a budget and then to compare expected progress with actual progress known as earned value analysis (EVA). Earned value analysis (EVA) uses budget values for each task to calculate useful variance values. These budget values can be easily exported to Excel to show useful ratios. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 17

18. Exporting Earned Value Data to Excel Cont’d Exporting data is probably faster than creating a sheet view with the specific fields that you need. Formula creation capabilities in Excel are the perfect tool to calculate cost or schedule performance. A CPI value that’s greater than one indicates that you’re under budget. A value that’s less than one indicates that you’re over budget. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 18

19. Earned Value Table Presentations Created by C. Hester - Microsoft Project 2007 by Bunin

20. Using the Copy Picture to Office Wizard Use Copy Picture to Office Wizard to create images for a PowerPoint presentation. Microsoft PowerPoint provides a valuable resource for presenting a slide show for your audience. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 20

21. Microsoft Office PowerPoint Microsoft PowerPoint is a presentation graphics program. Use PowerPoint to create a professional, computerized slide show presentation. PowerPoint slides present your ideas: Using slides Outlines Speaker’s notes Audience handouts Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 21

22. Microsoft Office PowerPoint Cont’d A PowerPoint presentation can include: Text and links to web sites Drawn graphics, sound, and movie clips Clip art, photographs, and animation Tables and charts PowerPoint presentations can be shown using a projector on a screen or over the Internet. PowerPoint can provide an excellent way to present information about an ongoing project. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 22

23. Project File as a PowerPoint Slide Presentations Created by C. Hester - Microsoft Project 2007 by Bunin

24. Using the Task List Template Microsoft Excel works seamlessly to integrate data with Project 2007. Users more familiar with Excel may want to use the MicrosoftExcel template to start a new project. Data from Excel can be imported into Project 2007. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 24

25. New Worksheet based onMicrosoft Project Task List Template Presentations Created by C. Hester - Microsoft Project 2007 by Bunin

26. Importing Excel Data into Project Importing data into a Project file means to convert it into the Project format. Copying can accomplish the same task under certain conditions: If the information that you want to import is in an Excel file. The structure of the spreadsheet columns match the structure of the sheet fields within Project 2007. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 26

27. Importing Excel Data into Project Cont’d Project 2007 allows you to map how the columns of the Excel spreadsheet will match the fields in the Project file. The Import/Export Wizard is as helpful in importing files as it is in exporting files. Import from several Microsoft Office formats such as Excel, Outlook, and Access. Project 2007 will try to automatically map your data from other applications as well. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 27

28. Importing Outlook Tasks into a Project File Microsoft Outlook is a contact manager application. Outlook integrates several tools: Mail Calendar Contacts Tasks Notes Journal Use Outlook to manage your business and personal information. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 28

29. Importing Outlook Tasks Into a Project File Cont’d Outlook can track all your personal resources. Outlook can be useful to send and receive email as you manage a project. Import all or selected tasks into Project 2007. Use the Import Outlook Tasks dialog box to import tasks to Project 2007. Outlook tasks are appended into the current open project. You have to schedule the tasks and assign Start and Finish dates using Project 2007. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 29

30. Outlook Tasks Imported Presentations Created by C. Hester - Microsoft Project 2007 by Bunin

31. Linking Excel Data to a Project File The major benefit of linking data is that the linking process does not create a duplicate copy of data in the destination file. Changes made to the data in the source file automatically update the data in the destination file and vice versa. The major disadvantage of linking data is that it is not as powerful as the import process. You can not map linked data. Ensure the two files travel together, if moved or copied. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 31

32. Linking Resources to an Excel File Presentations Created by C. Hester - Microsoft Project 2007 by Bunin

33. Embedding Information in Project Embedding differs from linking in that the destination file contains a separate copy of the data. Changes to the data in either the source or destination file are not automatically updated in the other location. Embedded data differs from copied and pasted data in that it retains the ability to be modified with its native application. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 33

34. Embedding Information in Project Cont’d Embedding also refers to the ability of a program such as Project 2007 to insert data created by shared Office programs. When you insert embedded data directly into the Project file (instead of copying it from an external source), it exists only within the Project file. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 34

35. Using the Drawing Tool The Drawing Tool allows you to add drawn shapes, lines, and boxes to a Gantt Chart. Commonly used to annotate or draw attention to key information. Helps to communicate information. Work with objects after you draw them by moving, resizing, or formatting the objects. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 35

36. Using the Drawing Tool Presentations Created by C. Hester - Microsoft Project 2007 by Bunin

37. Using Templates A template is a special Project file that contains sample data such as task, resource, cost, and baseline data. The Blank Projecttemplate is the default template in which all projects are created. Project 2007 provides 17 templates you can use to build Project 2007 files. You can also create your own template and base it on the Standard template. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 37

38. Using Templates Cont’d A template is a wonderful tool for storing standard data on which multiple projects will be based. Templates help you build a project faster and standardize projects. For example, if you manage many projects that are very similar and each project you build contains the same basic tasks, you should build a template so that you don’t need to remember and reenter the common tasks for each new project. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 38

39. Microsoft Project Templates Presentations Created by C. Hester - Microsoft Project 2007 by Bunin

40. Data Template Definition Dialog Box Presentations Created by C. Hester - Microsoft Project 2007 by Bunin

41. Creating and Sharing Data Templates A data template, also called a box template, defines how the boxes in the network diagram are formatted. The default data template is called Standard. You can switch to another data template in Network Diagram view. You can use your new data template with other projects. Using data templates is a good way to guarantee that all printouts have the same format. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 41

42. Using the Organizer The Organizer is a special tool that allows you to copy custom views, tables, filters, data maps, forms, calendars, macros, toolbars, and other customizations from one project file to another. Gives access to the global template that stores all of the views, tables, and filters. Each new file that is created has access to the global template. Therefore, if you have created a custom view or report and want it to be available to every project, you should copy it to the Global.mpt template using the Organizer. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 42

43. Organizer Dialog Box Presentations Created by C. Hester - Microsoft Project 2007 by Bunin

44. Using Resource Pools A resource pool is a project file that usually contains only data associated with resources, such as resource name, costs, units, and calendar information. A resource pool file is linked to other project files in a way that allows you to share the resources in the pool. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 44

45. Using Resource Pools Cont’d The benefits of using a resource pool include the ability to do the following: Enter shared resources only once. Schedule resources with consideration to resource allocations made in other projects. Identify conflicts among assignments in different projects. Manage resource units, costs, and calendars in only one place. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 45

46. Shifting Existing Resourcesto a Resource Pool Shift a project’s resource information to the resource pool so that other projects can also use those resources. Precedence determines which file’s resources and resource information will be used if conflicts arise when they are merged. For example, if two resources with the same name have different cost values. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 46

47. Shifting Existing Resourcesto a Resource Pool Cont’d The Pool takes precedence option means that the resource pool file will overwrite conflicting information from the sharing file. The Sharer takes precedence option allows the sharing file to overwrite information in the resource pool and other sharing files. You can shift and share resources from as many project files to the resource pool file as you want. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 47

48. Using Resource Pools Presentations Created by C. Hester - Microsoft Project 2007 by Bunin

49. Updating and Refreshing the Pool When both the sharing andresource pool files are open, as resource information is entered in one file, the other file will be automatically updated. When sharing with multiple people, only one person can have read-write access to the resource pool file. All others will have only read access. You can update the resource pool manually with changes made in a project. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 49

50. Using a Master Project A master project is a project file that contains subprojects, also called a consolidated project. A subproject is a project file that is inserted into a master project. A Project file is not inherently multi-user, that is, only one person can have read-write access to a Project file at any time. Presentations Created by C. Hester - Microsoft Project 2007 by Bunin 5/24/2014 50