Project Management Applications Software Skills.

1. Project Management Applications Software Skills. Ahmad Al-Ghoul

2. Learning Objectives • Explain what a Microsoft Project environment and Project Server. • Describe how to use the Ribbon, Quick Access Toolbar (QAT), the Mini Toolbar, Gantt Chart view and other MS views .

3. Exploring the Microsoft ProjectEnvironment • Two versions of Microsoft Project 2010 are available. You can purchase Project 2010 Standard or Project 2010 Professional. These products differ only in the way that they support Project Server, which is Project’s tool to manage projects on the Web. • Project Server enables you to manage projects on your company’s intranet or on the Internet — and only the project manager installs and uses Microsoft Project Professional. Everyone else on the project uses Project Web Access, the Web-based product that connects to the Project Server database that contains your project data.

4. Project Server • View a project’s Gantt Chart • Receive, refuse, and delegate work assignments • Update assignments with progress and completion information • Attach supporting documentation, such as budget estimates or feasibility studies, to a project • Receive notices about task status • Send status reports to the project manager

5. Starting Project • When you open Microsoft Project from the Programs folder of the Windows Start menu, Project initially displays the main screen for Project 2010 By default, Project displays the Gantt Chart view, which contains a table on the left side and a chart on the right

6. Using the Ribbon • The Ribbon, shown in Figure 2.2, consists of six tabs: File, Task, Resource, Project, View, and Format; the Format tab is specific to the view currently displayed. As you click each tab, you’ll find groups of buttons related to the tab’s title; group names appear below the buttons on any particular tab.

7. Using the Ribbon • In the lower-right corner of some groups, you see a small square button containing an arrow that points down and to the right; this button is called a dialog box launcher and it does exactly what its name implies — if you click a dialog box launcher button, Project displays a dialog box that contains additional options associated with the group. • An arrow appears below or beside some buttons. different actions occur depending on whether you click the button or the arrow associated with it. The Gantt Chart button on the Task tab is a good example: When you click the top of the button, Project displays the Gantt Chart view. When you click the bottom of the button, however, Project displays a list of commonly used views, and you can click a view to switch to it

8. Using the Ribbon

9. Quick Access Toolbar (QAT) • By default, only the Save, Undo, and Redo buttons appear on the QAT, but you can quickly add more commonly used commands by clicking the Customize Quick Access Toolbar button at the right edge of the QAT

10. Working with the Mini Toolbar • The Mini Toolbar appears whenever you right-click any cell in the table portion of a view. • You can use the Mini Toolbar to perform common tasks, such as applying italics to a task name or inserting or deleting a task.

11. Gantt Chart view • When you open Project, the Gantt Chart view appears by default, The Gantt Chart view is composed of two sections: a table on the left and the Gantt Chart on the right. After you enter task information, the table displays columns of information about each task in your project, such as the task name, duration, start date, and more. The Gantt Chart presents a graphic representation that helps you see the timing and relationships among tasks.

12. Gantt Chart view • The timescale along the top of the Gantt Chart acts like a horizontal calendar. • this ruler marks off the hours, days, weeks, and months of your project. Project enables you to display up to three timescales along the top of the Gantt Chart — a top, middle, and bottom timescale. • Multiple timescales help you to see the multiple levels of timing simultaneously, such as the day and hour or the month, week, and day. • You can show smaller time increments in the Gantt Chart by clicking the plus button (+) on the Zoom slider in the lower-right corner of the screen, or you can show larger increments of time by clicking the minus button (–). • A daily perspective on a three-year project enables you to manage day-to-day tasks, whereas a quarterly representation of your project may be more useful when you’re discussing larger issues with your management team.

13. Gantt Chart view • When you enter information in the Gantt Chart view, the split pane displays task details in the Gantt table and bars representing tasks in the Gantt Chart.

14. MS project 2010 views • Most views in Project contain a table that uses a familiar spreadsheet-style interface: Information appears in columns and rows. The intersection of a column and a row is a cell, just as in Excel. • information you enter into a cell also appears in the Entry bar. • The Entry bar appears directly under the Ribbon and serves the same purpose in Project as the entry bar in Excel. You can type new text or edit existing text by clicking anywhere within the text in the Entry bar. Two buttons on the left side of the bar (an X and a check mark) enable you to cancel or accept an entry

15. You can enter or edit text in individual cells or in the Entry bar.

16. The Entry bar • To display the Entry bar, follow these steps: 1. Click the File tab. 2. From the Backstage view that appears, click Options to display the Project Options dialog box 3. Click Display on the left. 4. Click the Entry bar check box on the right. 5. Click OK.

17. The Entry bar • Use the Display options of the Project Options dialog box to enable the Entry bar in every project file.

18. Changing views • Project offers many views in which you can display project information because a single view can’t possibly show all the information that you need to see regarding timing, relationships among tasks, resource allocations, and project progress. Each view helps you focus on a different aspect of your project.

19. Changing views • You can use any of four methods to switch views: 1- To switch quickly between four frequently used views — Gantt Chart, Task Usage, Team Planner, and Resource Sheet — use the View shortcut buttons in the lower-right corner of the Project window

20. Changing views • To see additional popular views, click the Task tab and then click the bottom of the Gantt Chart button in the View group .

21. Changing views

22. Changing views • Click the View tab and use the buttons in the Task Views group and the Resource Views to switch to the most popular task and resource views

23. Changing views • Use the More Views window to select a view (see Figure 2.12). You can display the More Views window by selecting More Views from the list that appears when you click the bottom of the Gantt Chart button on the Task tab or click the bottom of any button in the Task Views group or the Resource Views group on the View tab.

24. Summary • Understand the Project screen • Use the Ribbon and the Quick Access Toolbar (QAT) using both the mouse and the keyboard • Use the Mini Toolbar • Use Backstage view • Understand the Gantt Chart view