Planning and Control Using Microsoft Project 365 and 2021: Including 2019, 2016 and 2013

Length: 416 pages
Edition: 1
Language: English
Publisher: Eastwood Harris Pty Ltd
Publication Date: 2021-11-20
ISBN-10: 1925185850
ISBN-13: 9781925185850
Sales Rank: #2705320 (See Top 100 Books)

All scheduling software is difficult to learn for a number of reasons. None have the optimal settings when installed and templates, views and default options need to be adjusted to obtain the best possible performance. Usually the Help files do not connect the user to real life situations and do not explain the practical use of functions. Furthermore, there are many flicks and switches with obscure names that are difficult to understand or decide what they do or which are important. These issues make learning the software very difficult without a comprehensive guide written by an experienced user. Investing in a book written by Paul E Harris will address all these issues and allow you to setup the software properly and understand all the obscure functions letting you become productive more quickly and enhance your career opportunities and salary with a solid understanding of the software.

Microsoft(R) Project 2021 is a minor update of Microsoft(R) Project 2019 and therefore this book covers versions 2013, 2016, 2019 2021 and 365. This book is aimed at showing project management professionals how to use the software in a project environment.

This book is an update of the author’s last book “Planning and Scheduling using Microsoft(R) Project 2013, 2016 and 21. It has revised workshops and incudes the new functions of Microsoft Project 2021.

This publication was written so it may be used as:

A training manual, or
A self teach book, or
A user guide.

The book stays focused on the information required to create and update a schedule with or without resources using Microsoft(R) Project by:

Concentrating on the core functions required to plan and control a project.
Keeping the information relevant to each topic in the appropriate chapter.
Providing a quick reference at the start of each chapter listing the chapter topics.
Providing a comprehensive index of all topics.

The book is aimed at:

Project managers and schedulers who wish learn the software, however are unable to attend a training course, or require a reference book.
Project management companies in industries such as building, construction, oil & gas, software development, government and defence who wish to run their own software training courses or provide their employees a good practical guide to using the software.
Training organizations who require a training manual to run their own courses.

This book is written by an experienced scheduler, who has used the software at the sharp end of projects and is not a techo. It draws on the author’s practical experience in using the software in a wide variety of industries. It presents workable solutions to real day to day planning and scheduling problems and contains practical advice on how to set up the software and import data.

Cover
Copyright
Summary
Customization for Training Courses
Author’s Comment
Special Thanks
Current Books Published by Eastwood Harris
Contents
1 INTRODUCTION
    1.1 Purpose
    1.2 Required Background Knowledge
    1.3 Purpose of Planning
    1.4 Project Planning Metrics
    1.5 Planning Cycle
    1.6 Levels of Planning
    1.7 Monitoring and Controlling a Project
2 CREATING A PROJECT SCHEDULE
    2.1 Understanding Planning and Scheduling Software
    2.2 Understanding Your Project
    2.3 Level 1 – Planning without Resources
        2.3.1 Creating Projects
        2.3.2 Defining Calendars
        2.3.3 Defining the Project WBS Using Outlining
        2.3.4 Defining, Adding and Organizing Tasks
        2.3.5 Adding the Logic Links
        2.3.6 Developing a Closed Network
        2.3.7 Constraints
        2.3.8 Risk Analysis
        2.3.9 Contingent Time
        2.3.10 Printing and Reports
        2.3.11 Issuing the Plan
        2.3.12 Scheduling the Project and Understanding Float (Slack)
        2.3.13 Formatting the Display – Filters and Views
        2.3.14 Printing and Reports and Issuing the Plan
    2.4 Level 2 – Tracking Progress without Resources
        2.4.1 Setting the Baseline Schedule
        2.4.2 Tracking Progress
        2.4.3 Corrective Action
    2.5 Level 3 – Planning with Resources and /or Costs
        2.5.1 Estimating or Planning for Control
        2.5.2 The Balance Between the Number of Tasks and Resources
        2.5.3 Creating and Using Resources
        2.5.4 Resource Calendars, Task Types and Driving Resources
        2.5.5 Resource Graphs and Usage Tables
        2.5.6 Resource Optimization
    2.6 Level 4 – Tracking Progress of a Resourced Schedule
        2.6.1 Updating Projects with Resources
3 NAVIGATION AND SETTING THE OPTIONS MICROSOFT PROJECT
    3.1 Starting Microsoft
    3.2 Identify the Parts of the Project Screen
    3.3 Customizing the Screen
        3.3.1 Ribbon Toolbar
        3.3.2 Quick Access Toolbar
        3.3.3 Exporting and Importing Toolbars
    3.4 Microsoft Project Windows and Splitting a View
        3.4.1 Understanding Windows in Microsoft Project
        3.4.2 Creating a New Window
        3.4.3 Managing Windows
        3.4.4 Resizing Windows
        3.4.5 Splitting a View
        3.4.6 Managing Details Forms
    3.5 Status Bar
    3.6 Forms Available from the Ribbon Groups
    3.7 Right-clicking with the Mouse
    3.8 Finding the Task Bars in the Gantt Chart
    3.9 Setting up the Options
        3.9.1 General Tab
        3.9.2 Schedule Tab – Scheduling options for this project:
        3.9.3 Schedule Tab – Advanced Options
    3.10 Mouse Pointers
    3.11 Select All Icon
    3.12 Short Cut Keys
    3.13 Help and Tell me what to do
    3.14 Workshop 1 – Navigation and Setting Your Project Options
4 CREATING PROJECTS AND TEMPLATES
    4.1 Starting Microsoft Project
    4.2 Creating a Blank Project from the Global.mpt
        4.2.1 Understanding the Project Information Form
        4.2.2 Understanding the Global.mpt
    4.3 Opening an Existing Project and Copying a Project
    4.4 Re-opening a Project
    4.5 Creating a Project Template
        4.5.1 Setting the Personal Template Directory
        4.5.2 Creating a Personal Template
    4.6 Creating a New Project from a Template
    4.7 Saving Additional Project Information
    4.8 Using the Alt Key and Keystrokes to Access Commands
    4.9 Saving a Project
    4.10 Closing Microsoft Project
    4.11 Workshop 2 - Creating a Project
5 DEFINING CALENDARS
    5.1 Understanding Calendars
    5.2 Editing Calendars
        5.2.1 Editing Working Days to Create Holidays
        5.2.2 Editing a Calendar to Create an Exception
    5.3 Creating a New Calendar
    5.4 Assigning a Calendar to a Project
    5.5 Calculation of Tasks in Days
    5.6 Creating and Editing Resource Calendars
    5.7 Selecting Dates
    5.8 Renaming, Deleting and Copying Calendars Using Organizer
    5.9 Workshop 3 - Maintaining the Calendars
6 ADDING TASKS
    6.1 Understanding Tasks
    6.2 Adding New Tasks
        6.2.1 Adding a Task Under an Existing Task
        6.2.2 Inserting a Task Between Existing Tasks
    6.3 Understanding Change Highlight
    6.4 Copying and Pasting Tasks
    6.5 Copying Tasks from Other Programs
    6.6 Milestones
    6.7 Reordering Tasks by Dragging
    6.8 Sorting Tasks
    6.9 Task Information Form
    6.10 Elapsed Durations
    6.11 Indicators Column
    6.12 Assigning Calendars to Tasks
        6.12.1 Assigning a Calendar Using the Task Information Form
        6.12.2 Assigning a Calendar Using a Column
    6.13 Workshop 4 - Adding Tasks
7 ORGANIZING TASKS USING OUTLINING
    7.1 Understanding Outlining
    7.2 Creating an Outline
    7.3 Promoting and Demoting Tasks
    7.4 Summary Task Duration Calculation
    7.5 Summarizing Tasks
        7.5.1 Summarize and Expand Summary Tasks to Show and Hide Subtasks
        7.5.2 Roll Up All Tasks to an Outline Level
    7.6 Project Summary Task
    7.7 Workshop 5 - Entering Summary Tasks
8 FORMATTING THE DISPLAY
    8.1 Formatting the Columns
        8.1.1 Understanding Custom Fields
        8.1.2 Column Names
        8.1.3 Inserting Columns
        8.1.4 Format Columns Group
        8.1.5 Hiding Columns
        8.1.6 Adjusting the Width of Columns
        8.1.7 Moving Columns
        8.1.8 Formatting Columns Using the Table Function
    8.2 Formatting Time Units
    8.3 Formatting the Bars
        8.3.1 Formatting All Task Bars Using the Bar Styles Form
        8.3.2 Format Bar Styles Group Menu
        8.3.3 Gantt Chart Styles Group Menu
        8.3.4 Formatting Bars Using the Gantt Chart Wizard
        8.3.5 Placing Dates and Names on Bars
    8.4 Row Height
        8.4.1 Setting Row Heights
        8.4.2 Wrap Text Command
    8.5 Format Fonts
        8.5.1 Format Individual Cells Font Command
        8.5.2 Format Text Styles
    8.6 Format Timescale
        8.6.1 Zoom Slider
        8.6.2 Ribbon Menu
        8.6.3 Format Timescale Command
        8.6.4 Format Timescale Font
    8.7 Format Gridlines
    8.8 Format Colors
    8.9 Format Links, Dependencies, Relationships, or Logic Lines
    8.10 Workshop 6 - Formatting the Bar Chart
9 ADDING TASK DEPENDENCIES
    9.1 Understanding Dependencies
    9.2 Understanding Leads and Lags
    9.3 Restrictions on Summary Task Dependencies
    9.4 Assigning Dependencies
        9.4.1 Graphically Adding a Dependency
        9.4.2 Using the Link and Unlink Icons
        9.4.3 Task Linking Using the Keyboard
        9.4.4 Relationship Listing Issue
        9.4.5 Adding and Deleting Predecessors with the Task Information Form
        9.4.6 Predecessor and Successor Details Forms
        9.4.7 Editing or Deleting Dependencies Using the Task Dependency Form
        9.4.8 Autolink New Inserted Tasks or Moved Tasks
        9.4.9 Editing Relationships Using the Predecessor or Successor Columns
    9.5 Scheduling the Project
    9.6 Workshop 7- Adding the Relationships
10 NETWORK DIAGRAM VIEW
    10.1 Understanding the Network Diagram View
    10.2 Adding and Deleting Tasks in the Network Diagram View
    10.3 Adding, Editing and Deleting Dependencies
    10.4 Formatting the Task Boxes
    10.5 Formatting Individual Boxes
    10.6 Formatting the Display and Relationship Lines
    10.7 Early Date, Late Date and Float/Slack Calculations
    10.8 Workshop 8 - Scheduling Calculations
11 CONSTRAINTS
    11.1 Assigning Constraints
        11.1.1 Using the Task Information Form
        11.1.2 Using the Constraint Type and Constraint Date Column
        11.1.3 Typing a Date into the Task Information or Details Form
        11.1.4 Using the Task Details Form
    11.2 Deadline Date
    11.3 Changing Manually Scheduled Tasks to Auto Scheduled
    11.4 Task Notes
    11.5 Completed Schedule Check List
    11.6 Workshop 9 - Constraints
12 FILTERS
    12.1 Understanding Filters
    12.2 Understanding the Filter Menu
    12.3 Applying an Existing Filter
    12.4 Creating and Modifying Filters
    12.5 Defining Filter Criteria
        12.5.1 Simple Filters, Operator and Wild Cards
        12.5.2 And/Or Filters
        12.5.3 Multiple And/Or
        12.5.4 Interactive Filter
    12.6 AutoFilters
    12.7 Adding New Filters to the Global
    12.8 Copy a Filter to and from Another Open Project
    12.9 Workshop 10 - Filters
13 TABLES, CUSTOM FIELDS AND GROUPING TASKS
    13.1 Understanding Project Breakdown Structures
    13.2 Tables
        13.2.1 Applying a Table to a View
        13.2.2 Creating and Editing a Table
    13.3 Custom Fields
    13.4 Grouping
        13.4.1 Group by: Function
        13.4.2 Using a Predefined Group
        13.4.3 Creating a New Group
        13.4.4 Grouping Resources in the Resource Sheet
        13.4.5 Grouping with AutoFilter
    13.5 Workshop 11 - Reorganizing the Schedule
14 VIEWS AND DETAILS
    14.1 Understanding Views
    14.2 Creating a New View
        14.2.1 Creating a New Single View
        14.2.2 Creating a Combination View
        14.2.3 Copying and Editing a View
        14.2.4 Copying a View to and from Another Project
    14.3 Details Form
    14.4 Timeline View
        14.4.1 Microsoft Project 2013 Timeline
        14.4.2 Understanding Microsoft Project 2016 Timeline Bars
        14.4.3 Formatting Microsoft Project 2016 Timeline Bars
    14.5 A Logical Process for Developing a View
    14.6 Workshop 12 - Organizing Your Data Using Views and Tables
15 PRINTING AND REPORTS
    15.1 Printing
    15.2 File, Print Form
        15.2.1 Print and Printer
        15.2.2 Settings
        15.2.3 Icons at the Bottom Right Hand Side of Print Form
    15.3 Page Setup
        15.3.1 Page Tab
        15.3.2 Margins Tab
        15.3.3 Header, Legend and Footer Tabs
        15.3.4 Legend Tab
        15.3.5 View Tab
    15.4 Manual Page Breaks
    15.5 Understanding Reports
    15.6 Visual Reports
    15.7 Microsoft Project Reports
        15.7.1 Understanding the Microsoft Project Reports
        15.7.2 Displaying and Formatting Microsoft Project Reports
        15.7.3 Creating New Microsoft Project Report
    15.8 Workshop 13 – Printing
16 TRACKING PROGRESS
    16.1 Setting the Baseline
        16.1.1 Variance columns are not available for Baseline 1 to 10.Setting Baseline Dates
        16.1.2 Clearing and Resetting the Baseline
    16.2 Practical Methods of Recording Progress
    16.3 Understanding Tracking Progress Concepts
        16.3.1 Task Lifecycle
        16.3.2 Actual Start Date Assignment
        16.3.3 Calculation of Actual & Remaining Durations of an In-progress Task
        16.3.4 Calculating the Early Finish Date of an In-Progress Task
        16.3.5 Updating Completed tasks
        16.3.6 Summary Bars Progress Calculation
        16.3.7 Understanding the Current Date, Status Date & Update Project Date
    16.4 Updating the Schedule
        16.4.1 Move Project
        16.4.2 Using Update Project
        16.4.3 Update Tasks Form
        16.4.4 Updating Tasks Using the Task Information Form
        16.4.5 Updating Tasks Using the Task Details Form
        16.4.6 Updating Tasks Using Columns
        16.4.7 Reschedule Uncompleted Work To Start After
        16.4.8 Updating Tasks Using Task, Schedule Functions
        16.4.9 Reschedule Work Function
        16.4.10 Updating Milestones Issues
        16.4.11 Physical % Complete
    16.5 Procedure for Updating a Schedule Using Update Project
    16.6 Procedure for Detailed Updating
    16.7 Comparing Progress with Baseline
    16.8 In-Progress Schedule Check List
    16.9 Corrective Action
    16.10 Workshop 14 - Updating the Schedule and Baseline Comparison
17 CREATING RESOURCES AND COSTS
    17.1 Creating Resources in the Resource Sheet
    17.2 Grouping Resources in the Resource Sheet
    17.3 Resource Information Form
        17.3.1 General Tab
        17.3.2 Costs Tab
        17.3.3 Notes
        17.3.4 Custom Fields
    17.4 Resource Calendars
        17.4.1 Creating and Editing Resource Calendars
        17.4.2 Resource Calendars Calculations
        17.4.3 Issues Using Resource Calendars
    17.5 Workshop 15 - Defining Resources
18 ASSIGNING RESOURCES AND COSTS TO TASKS
    18.1 Fixed Costs
    18.2 Assigning Work without a Resource
    18.3 Resource Definitions
    18.4 Task Type and Effort-Driven
        18.4.1 Task Type – Fixed Duration, Fixed Units, Fixed Work
        18.4.2 Effort-Driven
    18.5 Resource Calendars
    18.6 Assigning Resources using the Resource Assignment Form
    18.7 Assigning Resources Using the Task Details Form
    18.8 Assigning Resources Using the Task Information Form
    18.9 Assigning Resources from the Resource Column
    18.10 Assignment of Resources to Summary Tasks
    18.11 Resource Engagement
    18.12 Rollup of Costs and Hours to Summary Tasks
    18.13 Contour the Resource Assignment
    18.14 Workshop 16 - Assigning Resources to Tasks
19 RESOURCE OPTIMIZATION
    19.1 Resource Graph Displayed form the Assign Resources form
    19.2 Resource Graph View
    19.3 Resource Tables View
    19.4 Detailed Styles Form
    19.5 Creating an S-Curve from Microsoft Project
    19.6 Team Planner View
    19.7 Printing Resource Profiles and Tables
    19.8 Creating Resource Graphs, Crosstab Tables, S-Curves Excel
        19.8.1 Export Time Phased Data to Excel Using Visual Reports
        19.8.2 Export Using Time Phased Data Copy and Paste
        19.8.3 Creating S-Curves in Excel
    19.9 Resource Optimization
        19.9.1 Resource Optimization through Leveling
        19.9.2 Other Methods of Resolving Resource Peaks and Conflicts
        19.9.3 Resource Leveling Function
        19.9.4 Resource, Level group Ribbon Commands
    19.10 Workshop 17 – Resource Graphs and Tables
20 UPDATING PROJECTS WITH RESOURCES
    20.1 Understanding Baseline Dates, Duration, Costs and Hours
    20.2 Understanding the Status Date
    20.3 Formatting the Current Date and Status Date Lines
    20.4 Information Required to Update a Resourced Schedule
    20.5 Updating Dates and Percentage Complete
    20.6 Updating Resources
        20.6.1 Updating Tasks with Fixed Costs Only
        20.6.2 Forecasting Resource Hours
        20.6.3 Forecasting Resource Hours and Costs Form
        20.6.4 Using the Task Usage and Resource Usage Views
    20.7 Splitting Tasks
    20.8 Summary Tasks and Earned Value
    20.9 Workshop 18 - Updating a Resourced Schedule
21 PROJECT OPTIONS
    21.1 General
        21.1.1 User Interface Options
        21.1.2 Project view
        21.1.3 Personalize your copy of Microsoft Office
        21.1.4 Start up options
    21.2 Display
        21.2.1 Calendar
        21.2.2 Currency options for this project:
        21.2.3 Show indicators and options buttons for:
        21.2.4 Show these elements
    21.3 Schedule
        21.3.1 Calendar options for this project:
        21.3.2 Schedule
        21.3.3 Scheduling options for this project:
        21.3.4 Schedule Alerts
        21.3.5 Calculation
        21.3.6 Calculation Options for this project:
    21.4 Proofing
    21.5 Save
        21.5.1 Save projects
        21.5.2 Save templates
        21.5.3 Cache
    21.6 Language
    21.7 Advanced
        21.7.1 General
        21.7.2 Project Web App
        21.7.3 Planning Wizard
        21.7.4 General Options
        21.7.5 Edit
        21.7.6 Display
        21.7.7 Display Options for this Project
        21.7.8 Cross project linking options for this project:
        21.7.9 Earned Value options for this project:
        21.7.10 Calculation options for this project:
    21.8 Customize Ribbon
    21.9 Quick Access Toolbar
    21.10 Add-Ins
    21.11 Trust Center
        21.11.1 Macro Settings
        21.11.2 Legacy Formats.
        21.11.3 Privacy Options
    21.12 Authors Recommended Setup for New Projects
    21.13 Commands Removed From the Microsoft Project 2007 Options, View Form
22 MICROSOFT PROJECT ONLINE AND SERVER
    22.1 Understanding Microsoft Project Online and Microsoft Project Server
    22.2 Changes for Schedulers and Project Managers
    22.3 How Microsoft Project Online and Server Operates
        22.3.1 Connection
        22.3.2 Security
        22.3.3 Check out/Check in
        22.3.4 Publishing
        22.3.5 Centralized Global Template
        22.3.6 Centralized Resource Pool
        22.3.7 Modelling of resource effort and cost
        22.3.8 Updating Schedules Properly
        22.3.9 Project Inter-Dependencies
    22.4 New Functions for Project Managers not found in Microsoft Project Professional
    22.5 Tips for EPM Implementers
    22.6 Accessing Project Schedules from Microsoft Project Online or Server
        22.6.1 Opening a Schedule from Microsoft Project Professional
        22.6.2 Accessing Schedules through the Web App
    22.7 Reporting using Microsoft Project Online and Project Server
    22.8 Tips for schedule reporting
23 MORE ADVANCED SCHEDULING
    23.1 Working with Hourly Calendars
        23.1.1 Adjusting Calendar Default Working Hours
        23.1.2 Creating Calendar Periods with Alternate Working Hours
        23.1.3 Working with Calendars with Different Hours per Day
        23.1.4 Understanding Default Start and Default End Time
    23.2 Managing Calendars
        23.2.1 Deleting a Calendar
        23.2.2 Copying Calendars between Projects
        23.2.3 Renaming a Calendar
        23.2.4 Copying a Base Calendar to Global.mpt for Use in Future Projects
        23.2.5 Printing the Calendar
        23.2.6 Display Times in 24-Hour Clock
    23.3 Adding Tasks
        23.3.1 Task Scheduling Mode - Manually Scheduled or Auto Scheduled
        23.3.2 Copying Tasks from Other Programs
        23.3.3 Dynamically Linking Cells to Other Programs
        23.3.4 Milestones with a Duration
        23.3.5 Splitting an In-progress Task
    23.4 Formatting Bars
        23.4.1 Format One or More Specific Task Bars
        23.4.2 Hiding the Task Bar
        23.4.3 Layout Form – Format Bars Options (Date, Height and Rollup)
    23.5 Task Splitting
        23.5.1 Splitting Tasks
        23.5.2 Show bars splits
        23.5.3 Bar Split Dates.
        23.5.4 Split Task Duration
    23.6 Logic
        23.6.1 Unique ID Predecessor or Unique ID Successor Columns
        23.6.2 Reviewing Relationships Using WBS Predecessor or Successor Columns
        23.6.3 Task Drivers
        23.6.4 Manually Scheduled Relationships
        23.6.5 Schedule From Project Finish Date
        23.6.6 Move Project
    23.7 Custom Outline Codes and WBS
        23.7.1 Custom Outline Codes
        23.7.2 Define a Custom Outline Code
        23.7.3 Outline Codes
        23.7.4 User Defined WBS Function
    23.8 Sharing Resources with Other Projects
    23.9 Tracking Progress
        23.9.1 Setting an Interim Baseline
        23.9.2 Resetting the Baseline Using “Roll Up Baselines”
        23.9.3 Status Date Calculation Options - New Tasks
        23.9.4 Status Date Calculation Options - When Updating a Schedule
        23.9.5 Stop and Resume Dates
        23.9.6 Marking Up Summary Tasks
        23.9.7 Moving Tasks Using Task, Tasks group Move
        23.9.8 Progress Lines and Variance Columns
24 TOOLS AND TECHNIQUES FOR SCHEDULING
    24.1 Understanding Menu Options
    24.2 Cut, Copy and Paste Row
    24.3 Cut, Copy and Paste Cell
    24.4 Copy Picture
    24.5 Fill Down
    24.6 Clear Contents
    24.7 Find and Replace
    24.8 Go To
    24.9 Insert Recurring Task
    24.10 Copy or Cut-and-Paste to and from Spreadsheets
    24.11 Paste Link – Cell Values in Columns
    24.12 Unique Task, Resource and Assignment ID
        24.12.1 Task Unique ID
        24.12.2 Resource Unique ID
        24.12.3 Resource Assignment Unique ID
    24.13 Organizer
    24.14 File Types
    24.15 Recording a Macro
25 APPENDIX 1 – SCREENS USED TO CREATE VIEWS
26 INDEX
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