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Project Planning Using MS Project

Learn how to navigate and configure Microsoft Project for effective project planning. This training module provides an introduction to the essential features, menus, toolbars, and configuration tools of MS Project. Discover the best practices and rules of the road for using this powerful project management tool.

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Project Planning Using MS Project

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  1. Project Planning Using MS Project URBS 609 Project, Unit 2 Basic Navigation and Configuration

  2. About This Training Module 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. • 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 - 2004 Urban and Regional Studies Institute

  3. 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 Urban and Regional Studies Institute

  4. 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 Urban and Regional Studies Institute

  5. 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 Urban and Regional Studies Institute

  6. MS Project Rules of the Road • 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 Institute

  7. The Opening Screen Not Intuitive – add tools… Urban and Regional Studies Institute

  8. Basic Configuration …Project Guide…a step by step tutorial… Urban and Regional Studies Institute

  9. Basic Configuration Click “Tasks” and a step by step tutorial/guide appears Urban and Regional Studies Institute

  10. Basic Configuration Next, add toolbars to make navigating easier… Urban and Regional Studies Institute

  11. Basic Configuration …format data to meet personal preferences… Urban and Regional Studies Institute

  12. Basic Configuration …and add PERT analysis tools… Urban and Regional Studies Institute

  13. Basic Configuration The result is an easier to use toolset…time to explore! Urban and Regional Studies Institute

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

  15. Basic Configuration • Typing a question yields a list of topics and answers… Urban and Regional Studies Institute

  16. 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 Urban and Regional Studies Institute

  17. Exploring the Menus The File Menu • Standard Windows file menu, similar to MS Word Urban and Regional Studies Institute

  18. Exploring the Menus The Edit Menu • Standard Windows Edit Menu, similar to MS Excel Urban and Regional Studies Institute

  19. 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 Urban and Regional Studies Institute

  20. Exploring the Menus The Insert Menu • A Standard Windows Insert menu, similar to both MS Excel and MS Word Urban and Regional Studies Institute

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

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

  23. Exploring the Menus The Project Menu • Project Specific Tools that are similar to MS Excel • Sort, filter, arrange tasks • Detailed project and task information Urban and Regional Studies Institute

  24. Exploring the Menus The Window Menu • The Standard Microsoft Window Menu Urban and Regional Studies Institute

  25. Exploring the Menus The Help Menu • Standard Windows Help menu Urban and Regional Studies Institute

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

  27. Exploring the Menus Key Options to know • 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 Urban and Regional Studies Institute

  28. Exploring the Menus The Options Tabs on the Tools Menu Urban and Regional Studies Institute

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

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

  31. Exploring the Menus The Task Information Tabs on the Project Menu • 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 Urban and Regional Studies Institute

  32. Exploring the Menus The Task Information Tabs on the Project Menu Urban and Regional Studies Institute

  33. 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) Urban and Regional Studies Institute

  34. Navigation and Configuration Review • 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 Urban and Regional Studies Institute

  35. 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 Resources Used in This Unit Urban and Regional Studies 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 Urban and Regional Studies Institute

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