How to Really Use Microsoft Project to Really Manage Projects

This page presents tips and techniques for using Microsoft Project (MSP) throughout the project management lifecycle. Information here distills knowledge and wisdom gleaned from years of usage and studying books, user forums, help files, training documents, videos, etc. All text here is in one large file for quick search through all topics, offered without charge and without generalizations and sales hype.

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In project plans I have found it helpful to have a section on how the project is to be managed from beginning to end (including Communications and Risk Management processes). Instructions on implementing them are presented here.

Technically, Microsoft Project uses a "Model View Controller (MVC)" design pattern: data shown at right in a database (model) are queried by on-line graphic views and printed reports exposing data filtered and arranged in tables updated using forms for individual tasks, resources, and assignments.

What needs to be done?	Deliverables and Tasks
Who is going to do it?	Resources and Assignments
How long will it take?	Estimates of Duration and Work
When must it happen?	Constraints and Dependencies
When will it happen?	Start and Finish Dates
How much will it cost?	Rate * Unit Assignment

Product Scope

Project Information… (under menu Project or Project Statistics icon in the Tracking toolbar) presents the major dimensions of project data:

As the Pareto Principle predicts, 80% of people use only 20% of a product's features. With MSP, that means using default settings while creating a Gantt chart which reflect dates determined manually. It is usually not referenced again until a whole new plan is needed. If MSP is not used to track Work hours or costs (such as using EVM techniques), publish this disclaimer:

This project plan is focused only on planned duration (elapsed calendar time) and target start/finish dates, not actual Work effort nor dollar costs. So these project plans are not resource leveled to prevent overallocation.

Product Background

Microsoft Project (MSP for short) has evolved over many versions 98, 2000 (9), 2002 (10), 2003 (11), 2007 (12), 2010 (13).

MSP is managed as part of Microsoft's Office suite. So after installation, click the Windows Start icon, All Programs, and Project is under Microsoft Office among Word, Excel, PowerPoint, Visio, etc.

The product's previous home URL
http://www.microsoft.com/office/project is now at
http://office.microsoft.com/en-us/project/default.aspx.

The Standard (standalone) Edition can work with Shared workspaces accessing a Windows SharePoint Services (WSS) via Internet Explorer.

Only Professional edition can connect to a Project Server which implements Enterprise Project Management (EPM).

Visio 2007 WBS Modeler generates MSP plan files or updates (but not move elements) in existing 2003+ plans.

Updates for Microsoft Office Project 2007 Help

Products should reference the terminoloy in the PMI (Project Management Institute) Body of Knowledge (PMBOK), now in its 4th edition. and/or PRINCE2

Training vendor IIL does this, and offers their own "Black Belt" certification like martial arts studios.

There is a multi-million dollar industry around Microsoft Project.

3rd-Party Products making use of Project include:

• CA Clarity PPM (Project and Portfolio Management)
• Cadence Project Manager
• SAP CPROJECT (Collaboration Project) product
• EVM add-on software such as Cobra, wInsight, Safran, or Dekker iPursuit support ANSI-748AB and lesser-known NIST SP800-30, CMMI RSKM, or SEI RISM.

Certification in MSProject

MCTS Self-Paced Training Kit for Exam 70-632 (Microsoft Press 2008, 560 pages, CD, Errata) by Joli Ballew and Deanna Reynolds Certification in Microsoft Project has shifted from the now-defunct "Microsoft Office User Specialist" program and away from the Microsoft Business Certification (MBC) program offering the Microsoft Certified Application Specialist (MCAS) and Microsoft Office Specialist (MOS) certification for users of Microsoft Office (Word, Excel, etc.) proctored by Certiport iQcenters

Certification in Microsoft Project is now proctored by Prometric and Academic Academies, who also certify developers and other Microsoft Office products for IT (Visio, SharePoint, Groove, Communications Server, PerformancePoint, etc.).

Pass one of these exams and, just as with the MCP (Microsoft Certified Professional) certification program before,get designated a MCTS (Microsoft Certified Technology Specialist). Get the MCITP (Microsoft Certified IT Professional) certification for passing all three of these certification exams:

Exam : Microsoft Certification	MS class	IIL class
70-632 : Microsoft Office Projects 2007, Managing Projects	5927A	Orange Belt
70-639 : Microsoft Office Project Server 2007, Configuration (for MS Certified Partners) focuses on technical installation of Project Server using SQL Server.	-	-
70-633 : Enterprise Project Management with Microsoft Office Project Server 2007	5928A	Blue Belt
70-634 : Pro: Microsoft Office Project Server 2007, Managing Projects and Programs	5929A	Black Belt

These are in place of the previous two levels of certification: (core and comprehensive) in 2000 and (basic and expert) in 2002.

Each of these 3 hour exams costs $125 USD. These are also available in French, German, Japanese, Castilian Spanish, and Chinese (Simplified).

User Usage Processes [Topics on this page]

Configuring Tools and Options

•Set up Schedule options. •Set up Calculation options. •Set up Interface options. •Set up View options. •Set up General options. •Set up Calendar options. •Set up Security options.

Setting Up a Project

•Create and modify a template. •Select a template. •Enter project information. •Manage calendars. •Import and export data.

Estimating, Scheduling, and Budgeting Tasks

•Create a WBS. •Create and modify tasks. •Estimate and budget tasks. •Sequence tasks. •Identify and analyze critical tasks and critical path. •Manage multiple projects.

Resourcing Project Plans (Work with project resources)

•Forecast time-phased generic skill or role requirements. •Create, modify, and use resource pools. •Add, change, substitute, or remove resource assignments. •Predict durations and work calculations. •Optimize resource utilization.

Updating and Reporting on Project Performance

•Save and modify baselines. •Enter task updates. •Reschedule incomplete work. •Track project progress. •Analyze variance. •Create, modify, and delete objects. •Create reports.

The Project Guide toolbar presents these activities:

Tasks

- Define the project - Define general working times - List the tasks in the project - Organize tasks into phases - Schedule tasks - Link to or attach more task information - Add columns of custom information - Set deadlines and constrain tasks - Identify risks to the project - Add documents to the project - Publish project information to the Web

Resources

- Specify people and equipment for the project - Specify the booking types for resources - Define working times for resources - Assign people and equipment to tasks - Link to or attach more resource information - Add columns of custom information - Publish project information to the Web

Track

- Save a baseline plan to compare with later versions - Prepare to track the progress of your project - Incorporate progress information into the project - Check the progress of the project - Make changes to the project - Track risks and issues associated with this project - Request text-based status reports - Publish project information to the Web

Report

- Select a view or report - Change the content or order of information in a view - Change the look or content of the Gantt Chart - Print current view as a report - See the status of multiple projects in Project Center - Compare progress against baseline work - See the project's critical tasks - See project risks and issues - See how resources' time is allocated - See project costs - Publish project information to the Web

Installation / Initial Configuration

To avoid annoying defaults, select "Customize" during initial installation or "Add or Remove Features" from Start, Settings, Control Panel, Add/Remove Programs.

Toolbar Screen Tips and Full menus

Check "Show shortcut keys in ScreenTips" in menu View > Toolbars > Customize…, click Options tab. In 2007, check Always show full menus. In 2003 and before, uncheck "Menus show recently used commands first".

Alt+V Instead of View Bar icons (Conserve Screen Real Estate)

The default View Bar at the left has such big icons that it only accomodates at most 8 of the 24 views provided by default. So get rid of them by right-clicking on it and uncheck "View Bar". Now right-click on the blue bar and you still get a list of views!

Load Modules

Global.MPT Configuration File

In Tools > Options, clicking "Set as Default" saves changes to the Global.MPT file installed. As user W in my Vista it's at
C:\Users\W\AppData\Roaming\Microsoft\MSProject\11\1033.
This file is edited from menu Tools, Organizer utility used to copy items to project files.

In an enterprise environment, in menu Tools > Organizer, Global (non-cached Enterprise) augments the normal Global.MPT container file when connected to a Microsoft Project Server. This second container provides access to default objects, especially extra views created by the enterprise project office that typically have a name that starts with the word "Enterprise". It is the same for all users in the same enterprise.

Project File Viewers

Don't have MS Project installed?

Microsoft doesn't offer a viewer like it does for Office products. But third party developers do have tools to just look at a Project file:

Steelray offers a simplified GUI (on Mac and Linux too) by enabling navigation by clicking on data.

Housatonic Project Viewer Central has a pay-per-view payment option.

Project Reader for $39/$46

Project Viewer for $113 can link to SAP R/3

Twiddlebit can convert MPP files to/from PLN files used by the Twiddlebit Plan software running on a Nokia 9300/9500 phone.

Workflow Filters

A particular filter may be useful at verious points during a project.

Certification exams in Project are structured by process groups standardized by PMBOK: Initiating, Planning, Executing, Controlling, Closing.

Planning a project,

All Tasks
Linked Fields
Created After…
Task Range…

Working a project,

In Progress Tasks
Incomplete Tasks

Managing project schedule,

Top Level Tasks
Summary Tasks
Milestones
Critical
Slipping Tasks
Tasks with Deadlines
Date Range…
Should Start By…
Should Start/Finish By…
Shipped/Late Progress
Unstarted Tasks

Evaluating project cost,

Costs Greater Than…
Cost Overbudget
Work Overbudget

Closing a project,

Completed Tasks
Confirmed
Unconfirmed
Update Needed

Don't Filter During Input

Microsoft Project inserts new tasks under the task that is highlighted. When a schedule has a filter applied, new tasks are added under a subtask that is not visible, so could end up anywhere.

Dan Kegel notes that "I've seen subtasks end up attached to the end of my cat's nose (and the cat did not appreciate it)."

Advice:

• Display "All Tasks" when actually working on the schedule;
• Filters should be used only when looking at but not editing schedule values.
• Expand all tasks before adding any new ones.
• So that filtering is OFF when inputting data, uncheck "Set AutoFilter on for new project" in Tools > Options > General tab.

Preparations for Printing

Stop wasting paper

In File, Page Setup, uncheck "Print Blank pages".

Switch to a chattier printer icon

Clicking on this default print icon sends one copy of the entire document with all of the default print settings to the default printer immediately after you click it.

To be able to choose the printer, number of copies, etc. after clicking on the printer icon (instead of pulling down File, Print…):

1. open View, Toolbars, select "Customize…".
2. Get rid of the existing Print icon by dragging and dropping it somewhere in the Customize window.
3. In the right pane of the Commands tab, scroll to the Print… button and drag it to where the default print icon was.

Before Printing

1. In menu File > Project Information: change the Status Date.
2. In menu File > Properties:
   • enter text in the "Project Name" field.
   • change the Subject text which contains "DRAFT 3".
3. In menu View > Headers and Footers > Header > Right: change text "Not resource leveled" or "Resource leveled".

The Inside Out series from Microsoft Press offers in-depth exploration of features, particularly on implementing enterprise solutions with Project Server or Project Web Access.

Microsoft Office Project 2007 Inside Out (Microsoft Press © 2007, 1104 pages) by Teresa S. Stover and Bonnie Biafore ISBN:9780735623279

Microsoft Office Project 2003 Inside Out (Microsoft Press, 2003, 1152 pages) by Teresa S. Stover

View > Headers and Footers

Every view is updated with this VBA Macro which sets every view:

Header Left 1st line: &[View]&[Report] of &[Filter]
Header Left 2nd line: File &[File Name and Path]
Header Center : &[Project Title] &[Subject] as of &[Status Date]
Header Right : Resources Not Leveled (May be Overallocated)
Footer Left : Saved &[Saved Date]
Footer Center :
Footer Right : Page &[Page] of &[Pages]


Alt+Enter was pressed to force a line break within headers and footers.

This explanation in the Project Plan document coincides with the setup actions above.

Each view has been setup with a common set of headers and footers so that one can quickly determine where to go for a reprint of that page.

The full path to the project file location is on the second line of the header.

The top left corner lists the View or Report Name, Table Name and Filter Name, all separated by a | bar.

The top middle lists the project name, plus a Subject text such as "DRAFT 3 to version 0.22 of the Project Plan".

The top right corner alerts "Not resource leveled" or "Resource leveled", text manually entered in the File > Properties dialog. This is crucial information because, without leveling, resources are likely overallocated, especially when several task are specified for a task at the same time.

The bottom left corner presents the folder path of the file and the date when the file was saved.

The Status Date used to display the vertical gridline (specified in menu Format, Gridlines) in charts and reports (manually specified in the Project, Project Information form). This date is used for calculating Earned Value.

Views & Tables by Screen

Views on the menu assigned by Microsoft/by default (after installation) are in shown in bold.

Screen	View Name	Table	Filter	Report/Note
Resource Usage & Leveling Gantt	Resource Allocation
Gantt Chart & Task Form	Task Entry
Gantt Chart	Bar Rollup	Rollup Table	Rollup Table
Calendar	Calendar	--
Gantt Chart	Detail Gantt	Delay
Gantt Chart	Gantt Chart	Entry	Task Entry
Gantt Chart	Leveling Gantt	Entry
Gantt Chart	Milestone Date Rollup	Entry
Gantt Chart	Milestone Rollup	Rollup Table
Gantt Chart	PA_Optimistic Gantt	PA_Optimistic_Case
Gantt Chart	PA_Expected Gantt	PA_Expected_Case
Gantt Chart	PA_Pessimistic Gantt	PA_Pessimistic_Case
Gantt Chart	Tracking Gantt	Entry
Network Diagram	Descriptive Network Diagram	--
Network Diagram	Network Diagram	--
Relationship Diagram	Relationship Diagram	--
Resource Form	Resource Form	--
Resource Graph	Resource Graph	--
Resource Name Form	Resource Name Form	--
Resource Sheet	Resource Sheet	Entry		Same as Custom Resource report
Resource Usage	Resource Usage	Usage	Resource Allocation
Task Details Form	Task Details Form	--
Task Form	Task Form	--
Task Name Form	Task Name Form	--
Task Sheet	Task Sheet	Entry
Task Sheet	PA_PERT Entry Sheet	PA_PERT Entry
Task Usage	Task Usage	Usage

Gantt Charts

The default view is the Gantt chart. Invented by Henry Gantt (1861-1919) while planning the construction of U.S. Navy ships during WWI, the Gantt chart uses stacks of horizontal bars to show the timing of tasks along a time-line running from left to right. The position of a task bar marks its starting date. The length of each task bar represents its duration -- the longer the bar, the longer the task will take.

Customized Gantt Charts

This project uses custom "Edit Gantt" and "Summary Gantt" views created by copying the default "Gantt Chart" view. These custom views make use of custom Table (field column) definitions and customized filters.

A Legend is not printed on Gantt charts to save room.

To avoid printing difficulties, the "Bars and shapes in Gantt views in 3-D" feature introduced in the 2007 version is turned off (unchecked) in Tools > Options… > View tab > Show.

Summary Gantt View

Each summary bar represents a related group of tasks, an intermediate level in the WBS.

Ideally, intermediate summary tasks are ideally of several weeks.

The Timescale format in our Summary Gantt is zoomed out to Months in the Middle Tier and Weeks in the Bottom Tier (rather than default Weeks and Days).

Specific lower-level milestones and tasks (such as the current critical items) are shown on the Summary Gantt. This is achieved by adding field flag8 to our Summary Gantt table, and a "Summary" filter (in Project > Filter) has an added "or" referencing that field.

Tracking Gantt View

The Tracking Gantt view is used during project execution to input Actual and Remaining values and to review progress versus plan.

Gantt Task Bars

The thin black line in the middle of task bars represent percentage complete. If a partially completed task is rescheduled, the duration remaining can be split from past Duration. This is done using the Reschedule Work icon on the Tracking toolbar. That's if the Tools, Options, Schedule tab, Split in-progress tasks box is checked and the Tools, Options Reschedule uncompleted tasks to start after.

Vertical Progress Lines

Zigzag Progress Lines optionally shown on Gantt Charts illustrate the Finish Variance (how far ahead or behind) for each task. It is specified in menu Tools, Tracking, Progress Lines.

Group Sorting (in Standard Toolbar)

• Complete and Incomplete Tasks
• Constraint Type
• Critical
• Duration
• Duration then Priority
• Milestones
• No Group
• Priority
• Priority Keeping Outline Structure

Navigate Using the Keyboard

Being proficient at using keyboard shortcuts is not only quicker than using a mouse, it enables you to customize the toolbar with just icons for functionality which cannot be invoked from pull-down menus.

To select the entire row highlighted, press Shift + space bar or click on the grey row ID.

Obtain the Task Information dialog for the selected task by pressing Shift + F2 instead of right-clicking on that task's Gantt bar.

Timescale scrolling shortcut keys:

• timescale to the task selected, press Ctrl + Shift + F5.
• timescale to the project's beginning or end, press Alt + Home/End.
• an entire screen left or right, press Alt + PgUp/PgDn
• timescale left or right a single minor unit, press Alt + left/right arrow.
• timescale zoom in (smaller time unit), press Ctrl + / (slash)
• timescale zoom out (larger time unit), press Ctrl + * (asterisk)

To zoom the timescale to see the entire project, instead of 4 steps in the menu (View, Zoom, Entire Project; E for Entire), press Ctrl + E (E for Entire) to run IIL's macro ZoomTimescaleToEntireProject_E which invokes ZoomTimescale Entire:=True.

Keyboard Shortcuts asssigned by Microsoft

Task-List Navigation Shortcut Keys

Task list scrolling shortcut keys:
• task list to the first or last task, press Ctrl + Home/End
• task list to the left or right-most task, press Ctrl + PageUp/PageDown

To display or hide a project summary task, press Ctrl + L (L for List) to run IIL's macro ListProjectSummary_L which invokes ActiveProject.DisplayProjectSummaryTask = Not ActiveProject.DisplayProjectSummaryTask

Filters do not display detail tasks collapsed under their summary tasks. So all summary tasks must be expanded before applying any filters by:

Pressing Alt + Shift + [-] or [+] on each selected Summary, or

Pressing Ctrl + A (A for All) to run IIL's macro ExpandAllSummaryTasks_A which invokes OutlineShowAllTasks.

Save Yourself

MSP creates cruft (clutter) which it appends to the end of files. This bloats file sizes and adds to risk of file corruption.

MSP saves style settings in a separate file than the Project .mpp file only when exiting the program.

Advice:

• If external links are in a file, (i.e. resource pool, master with subprojects, etc.), immediately after opening, save the project (into the same file name). This defragments the .mpp file.
• If external links are NOT in a file, immediately after opening, Save As into another file name.
• Occasionally exit the program to make sure that changes made are written from memory to hard disk.
• If you copy your Project file to another computer, also copy the Global.MPT style preferences file as well.

Accidental Delete by Habit

In almost all other Windows applications, the Delete key erases a single character to the left of the cursor.  So, we reach for the Delete key automatically. 

However, Microsoft Project gets rid of an entire task when the Delete key is pressed.

Advice:

• Rather than pressing Delete,  cut using the mouse or menu command. Make a habit of this for all applications you use or you'll forget to do this.
• To avoid needing to re-enter all information for a task accidentally deleted, copy your file and paste it to a new name before you start working with a file. This example file name is for version 3.2d of the REXT Proposal:

  REXT-Prop-5.2d.mpp

  Update the "d" to "e" every time it is saved.
  Update the "2" to "3" every time it is distributed.

• Don't configure the software to Auto Save. In Project 2000: Tools, Options, Save tab.
• Slow down!  Be mindful of this habit which may hurt.
• Keep printed copies of your Project 

Right-Click Instead of ToolBar Icons

I think that it's quicker to use a mouse rather than looking for toolbar icons or keys on the keyboard.

Toolbar buttons also available from a mouse right-click

Remove from the Standard toolbar icons for functions which are more easily available from right-clicking a cell -- Cut Cell, Copy Cell, Paste, Insert Hyperlink, Task Information, Task Notes, Font name and size.

You can also get rid of the Outdent, Indent, Show Subtasks, and Hide Subtasks toolbar icons if you right-click on the task after you select the entire row (by clicking on the grey area at the very left edge of the screen).

This action makes room for the View and Report drop-down menus. These show 12 items at a time, but they can't be selectively included and excluded by you like menu items.

Instead of exposing the "Management" toolbar buttons, select More Views, "Task Entry" View, Edit…, check "Show in menu", then OK. Do this again for the "Resource Allocation" view.

.

ToolBar Icons That ARE Useful

Custom Forms

From View, Toolbars, select Custom Forms.

Drag it to the upper right corner, where you'll have instant access to text input forms.

Add Other Forms Icons

In the Toolbar Customize "All commands" categories, drag this icon named "ResourceAssignment" to the Custom Forms toolbar.

To select an entire column, press Ctrl + space bar or click on a column heading.

Detail-level Task List Custom Table Field Names

Columns appearing in our detail-level list are intended for use throughout the life of the project (initial entry, baselining, evaluation, re-planning, troubleshooting). Some headings for columns are abbreviations, acronyms, or contractions of field names. Our lists use the "Entry" table of fields customized to contain fields we chose for use among the hundreds of fields behind each task.

The first 2 fields on the left are displayed on Gantt chart print-outs.

ID	Task identifier numbers (in grey background at the far left column of Gantt charts) provide line numbers that are renumbered whenever a task is inserted or removed.
Pred.	Predecessors indicate the logic which determines when the task begins. A number refers to the task ID which must finish before this task starts. A formula such as "1FS-2d" means the task is planned to Start 2 days before the Finish of task 1.
Rem Dur	[Remaining Duration] is in this position so that it is displayed on Detail-level Gantt charts and allow for manual mark-ups to update the schedule.
WBS	The Work Breakdown Structure is a hierarchy of progressively more detailed portions of the high-level deliverable. Thus, it's a structure to facilitate delegation of work packages, each grouping a set of related tasks. This is a read-only field because it is automatically calculated.
Name	Task names contain an action verb after a deliverable object so that they line up with names of its associated milestone. Milestones appear as black diamonds automatically for any task with a zero duration or manually set. Milestone names, such as "System AA smoke tested in Staging" are verifiable events which start with a deliverable object and end with a verb in perfect tense (completed past tense) such as completed, delivered, handed over, sent, finished, published, sent, shipped, received, signed off, approved, etc. Deadlines (marked by a downward arrow) are added in a Task's Information screen. They are soft dates (such as a go/no go point) does not affect replanning. If a deadline is missed, an exclaimation point icon appears in the Indicators column.
UID	[Unique ID] numbers are used in emails and communications outside Microsoft Project to reference a specific task entry because UID values are retained (not renumbered) when tasks are added and removed.
Key	Key (important) detail-level tasks are manually marked "Yes" [in field flag8] to include in the customized Summary Gantt filter.
Notes	This is a free-form field to specify the basis for estimates, such as "3 of 14" which specifies the number of items actually completed and planned.
Ind.	[Indicators] provide a description when the mouse hovers over them. For example, identifies a Recurring Task task inserted. A yellow diamond indicates an overallocation of the resource's maximum assignment, which may be OK if amount of Work is not considered in the schedule.
Inactive	A "Yes" value in this field is set to remove a task from all views and reports, except when the "Inactives" custom filter is set.
Update	[Update_Needed]
Fixed Task	[Type] "Fixed Unit"
Constraint Type	Constraint Type is "As Soon As Possible" (ASAP) if the dates are dynamically determined by Microsoft Project based on Predecessor dependencies. Milestones and tasks set with manually hard-coded dates have "Start No Earlier Than" constraints. Formal meetings scheduled ahead have "Must Start On" or "Must Finish On" contraints.
C Date	[Constraint Date]
A Start	[Actual Start] when the task has already begun.
A Fin	[Actual Finish] when the task had ended.
B Start	[Baseline Start] when the task was planned to begin.
B Fin	[Baseline Finish] when the task was planned to end.
C Start	[Start] when the task is currently planned to begin.
C Fin	[Finish] when the task is currently planned to end.
L Dur.	[Leveling Delay] is the duration added to adjust for resource overallocation.
B Dur	[Baseline Duration]
C Dur.	[Duration] currently planned.
Resc.	[ResourceInitials] used instead of Resource Names to limit width of text in charts and reports

Columns used for initial entry of task data are at the far right so they can be quickly seen. Press Cntl+End to go to the end column or Ctrl+Home to go to the first row.

We refer to custom field names as they are by default in MSP (flag1, text1, etc.) rather than renaming them because that would make MSP default field names disappear, which could be frustrating for those accustomed to them. Project Central users have to also redefine them in the SQL database. Renaming is done in Tools, Customize, Fields,

Shelly Cashman Spiral-bound books

Microsoft Office Project 2003 Step by Step (Microsoft Press 2003) by Carl Chatfield, Timothy Johnson, Carl Chatfield, Timothy Johnson is good as an introduction. Updated from 2002 and 2000

Microsoft's Project 2007 Solution Center

Download the Microsoft Office Project 2007 Service Pack 1 (SP1)

Tasks are not scheduled as expected in Microsoft Project

WBS - Work Breakdown Structures

The WBS is used to accumulate costs using the logical hierarchy of progressively more detailed portions of the high-level deliverable.

At the highest level are phases of the project. Under each phase are milestones that define accomplishments and tasks that lead up to them.

The WBS field is automatically calculated. It has a set of 10 read-only fields (Outline_Code1...10), one field for each level of the WBS tree. The Top-Level Tasks report and filter makes use of this field.

To avoid renumbering the Unique ID (UID), insteading of deleting and inserting a task, move the task by dragging its grey ID field and dropping it between two other tasks.

To output the WBS as an Organizaton Chart within Visio, activate the Analysis toolbar and click "Visio WBS Chart Wizard". Invoke "1. Apply Task Selection View" once. This creates, then places you in a new "Visio WBS Chart Task Selection" view using a new "VisioWBSChart" Table that renames Flag1 to a field named "Include in WBS Chart?". You can change the value in this field to Yes for all tasks you want only some tasks to appear in the Visio chart. Otherwise, select "2. Launch Wizard". Click OK to the confirmation pop-up. If you get an error, try openning Visio before doing the above. The report positions tasks randomly rather than in sequence. So some buy the $199 WBS Chart Pro add-on to lay out the WBS graphically like an organizational chart.

Start and Finish Dates

In this project plan, the preference is for start and finish dates to be calculated by Microsoft Project.

Start or finish date for a task that are typed in or dragged a Gantt Chart using the mouse

automatically causes the constraint of that task to (by default) "Start No Earlier Than" because Microsoft Project assumes that when dates are manually specified they are static fixed (hard) dates.

Recurring Tasks (created from menu Insert > Recurring Tasks) contain hard date constraints.

The trouble with hard dates is that they become schedule constraints NOT calculated (adjusted) dynamically by MS Project based on dependencies.

Constrained by Constraints

By default, a task has a Constraint Type of "As Soon As Possible" (ASAP) if the project is set to Forward Scheduling from a hard project start date (in menu Tools > Options > Scheduling).

If "Backward Scheduling" is selected as the regime, tasks are scheduled from the project finish date and the default constraint type is "As Late As Possible" (ALAP). Manual entry of dates cause them to be assigned the "Finish No Earlier Than" constraint type.

Advice:

• Type in changes to duration rather than using your mouse to extend the task bar.
• Create several views -- use one view for working with the Project and another view for presenting the Project.
• Add the Constraint Type as a column in your Gantt Chart so that you can quickly review them.
• Add a Note or Flag field to remind yourself about the tasks you want with special constraints.
• If you don't use special constraints, make sure you didn't accidentally create one by clearing all constraints: select all tasks, expand them, right click, choose Task Info/Advanced, and change constraint to "Start as soon as possible".
• Review the Constraint Type before widely distributing a project.

View > Table (Task) Constraint Dates Table

Task Name

Duration

Constraint Type

Constraint Type

If a task should only be done on a weekend (or first day of the month, etc.), create a task calender to specify several possible weekends (windows of opportunity) rather than specifying a specific weekend. Task calendars override Resource or Project calendars.

Microsoft Office Project 2007 For Dummies (John Wiley & Sons © 2007, 408 pages) by Nancy Muir

Project 2003 for Dummies by Nancy Stevenson 2000

Use of Custom Fields in a Microsoft Project

Here are how I allocate custom optional field names used by various macros. This is needed when consolidating together several project files from different sources.

Among the Fields Reference at MS 2007 on-line Phonetics

Field	Usage (Notes)
Text18	Feedback: FB – feedback required NFB – no feedback required in this notification SUSO – Standard Single User Sign-Off MUSO – Multiple User Sign-Off IUSO – Incremental User Sign-Off Aprvl – "Approval" response type (either Approve or Reject) Conf – "Confirmation" response type (either Yes or No)
Duration1, Duration2, Duration3	Opt ... in PA_PERT Entry Table
Duration1, Start1, Finish1	Opt ... in PA_Optimistic_Case Table
Duration2, Start2, Finish2	Exp ... in PA_Expected_Case Table
Duration3, Start3, Finish3	Pes ... in PA_Pessimistic_Case Table
Flag10	"Text Above" in Rollup Table
Text1	Comment

Tables

View > Table (Task/Resource) Hyperlink Table

Task/ Resource Name

Hyperlink

Hyperlink Address

Hyperlink SubAddress


The field Hyperlink_Href needs to be added to this default table.

To create a custom Table from an existing table: Click View, Table, More Tables, Copy, type your new Table name, make changes described below, click OK.

To create a custom View from an existing view: Click View, More views, Copy, type your new View name, make changes, click OK.

Special Edition Using Microsoft Office Project 2003 (Macmillan, Feb 2004) by Tim Pyron weighs in at 1248 pages

Filters (Listed Alphabetically)

IIL provides a project file containing custom filters. Open that file and then your project file, then use menu Tools, Organizer… to transfer the filters into your project file or Global.MPT file. Select several items by holding down the Shift key and pressing End or other navigation key.

Press F3 to stop a filter and display all (tasks or resources).
Press Ctrl+F3 to re-apply the filter again.

Task filters:

• All Tasks
• Completed Tasks
• Confirmed
• Cost Greater Than…
• Cost Overbudget
• Created After…
• Critical
• Date Range…
• In Progress Tasks
• Incomplete Tasks
• Late/Overbudget Tasks Assigned To…
• Linked Fields
• Milestones
• Resource Group…
• Should Start By…
• Should Start/Finish By…
• Shipped/Late Progress
• Slipping Task
• Summary Tasks
• Task Range…
• Tasks with A Task Calendar Assigned
• Tasks with Attachments
• Tasks with Deadlines
• Tasks with Estimated Durations
• Tasks with Fixed Dates
• Tasks/Assignments with Overtime
• Top Level Tasks
• Unconfirmed
• Unstarted Tasks
• Update Needed
• Using Resource in Date Range…
• Using Resource…
• Work Overbudget

To get rid of filtering, press F3.

• All Resources
• Budget Resources
• Cost Greater Than…
• Cost Overbudget
• Created After…
• Date Range…
• Group…
• In Progress Assignments
• Linkded Fields
• Non-Budget Resources
• Overallocated Resources
• Resource Range…
• Resources - Cost
• Resources - Material
• Resources - Work
• Resources With Attachments
• Resources/Assignments With Overtime
• Should Start By…
• Should Start/Finish By…
• Slippped/Late Progress
• Slipping Assignments
• Unstarted Assignments
• Work Complete
• Work Incomplete
• Work Overbudget

Dependencies: The Linkage Among Tasks

When the Unique ID field is referenced because Unique ID values are retained when new tasks are added (instead of the ID field which gets renumbered), references should not be to Predecessor and Successor fields but to the Unique ID Predecessor, and Unique ID Successor fields.

The most typical task relationship is sequential (finish-to-start). To set a task to start after another task (45) finishes, enter the ID number of that previous task in its Predecessor field:

45FS+5d

MSP removes the "FS" because that is the default.

SF links can be created by selecting the predecessor, holding down Ctrl while clicking successors.

The "+5d" adds a 5 day waiting time (lag) that creates a gap. Alternately, a -40% creates negative lead time call a partial dependency because the predecessor overlaps part of its successor.

Entries in the Predecessor field automatically appear in the Successor field of the referenced task.

To set a task (such as ordering ingredients) one week before another task (47), use the SF (Start-to-Finish) in its Predecessor field:

47SF-1w

To set a task that should be done near the end, when the referenced task (49) is nearly finished (such as training or shipping), use FF (Finish to Finish) in the Predecessor field:

49FF

To define a parallel task (such as an observer) that will automatically be set to start when another task (49) starts, specify a SS (Start-to-Start) in its Predecessor field:

49SS

SS and FF are dependencies are problematic because they require that manual effort is needed to keep both tasks of the duration desired. They can easily have loose ends in the network of dependencies. To check them separately from other tasks, use the "07 IIL Detail Tasks with SS or FF" filter.

To simplify tracing of the Critical Path and to make it easier to check task dependency network logic completeness, we set dependencies only on detail tasks and not on summary tasks.

When a Predecessor or Successor is added to a task, MSP automatically sets the "Linked_Fields" field to Yes. This is used in a filter which reveal summary tasks that are linked.

If "Autolink inserted or moved tasks" is active (selected) in Tools > Options, when a task in the middle of dependent tasks is cut (using Ctrl+X), MS Project automatically adds new dependencies to link its predecessor to its successor.

Instead of using the toolbar,
Link tasks with Ctrl+F2
Unlink tasks with Ctrl+Shift+F2.

Hammock Tasks

Instead of specifying predecessors and successors, a task can automatically determine its own duration. Like a real hammock, whose shape is determined by the distance between the points to which it is attached, a "Hammock Task" (KB 141733) or Level Of Effort (LOE) task is created by pasting linked dates using Paste Special:
1. Remove any Predecessor or Successor specified for the hammock task.
2. Create or determine three tasks that correspond to A, B (the hammock task), and C.
3. Highlight the date cell that determines when the hammock task starts.
4. On the Edit menu, click Copy (Cell). (Do not use Ctrl+C).
5. Highlight the cell that contains the Start date for the hammock task.
6. On the Edit menu, click Paste Special, then click Paste Link.
7. Highlight the date cell that determines the date when the hammock task finishes.
8. On the Edit menu, click Copy (Cell).
9. Click the cell that contains the Finish date for the hammock task.
10. Click Edit, click Paste Special, and click Paste Link.
11. Press the F9 function key twice to recalculated these dates.

The color or Logic Lines, also known as Dependencies, Relationships, or Links, are inherited from the predecessor's bar color in the Gantt Chart view. They are formatted in the Network Diagram > Format, Layout.

Instead of many links to the "Go-live" milestone, a vertical line is added so that it moves as the project is rescheduled. It is inserted using the Insert, Drawing function, Line option, and drawn on the screen. Then double-click on the vertical line to open the Format Drawing form, select the Size & Position tab, select the Task ID to attach the line, and the relative position to the bar.

Critical Path Method (CPM)

How do we determine the critical path of tasks (the longest series of tasks which, if increased, will delay the project)???

Youtube:

• PMP Concepts 1 & 2.
• White Board Explanation CPM
• Early and Late Calculations.

Network Diagrams (PERT Charts)

PERT (Program Evaluation and Review Technique) uses three Duration estimates for each task,

View > Table (Task) PA_PERT Entry

		Optimistic	Expected	Pessimistic
PMBOK		(O)	Most Likely (ML)	(P)
Weight Entry	6	1	4	1
Weight %		16.66%	66.67%	16.66%
Stored in field		Duration1	Duration2	Duration3
		Start1 Finish1	Start2 Finish2	Start3 Finish3

Weight is derived from formula: (O + 4 * ML + P) / 6.

To un-hide PERT Views hidden by default, enable the Analysis toolbar by clicking "PERT Analysis", then enable the "PERT Analysis" toolbar. Clicking the Recalculate button overwrites values in fields Start1/Finish1, Start2/Finish2, and Start3/Finish3. In More Views, there should be:

• PA_Optimistic Gantt
• PA_Expected Gantt
• PA_PERT Entry Sheet
• PA_Pessimistic Gantt

The flow of tasks are illustrated by presenting each task as a box linked by dependency lines. By default:

A parallelogram represents a summary task.

A rectangle represents a detail task.

A hexagon represents a milestone.

Red (instead of blue) borders surround critical tasks.

The Precedence Diagramming Method (PDM) is also called AoN (Activity-on-Node) because it depicts activities using node boxes. This is more popular than the Arrow Diagramming Method (ADM) approach, also called Activity-on-Arrow (AoA) because it uses arrows to depict activities.

Float (also called slack) duration refers to tasks NOT on the critical path.

MVP Mike Glen's Guide to Network Analysis

$199 PERT Chart Expert is an add-on tool that lays out the PERT chart.

Schedule Fields

Start Dates	Finish Dates	Usage
Start_Date	Finish_Date
Start1...10	Finish1...10	Custom fields
Actual_Start	Actual_Finish
Baseline_Start	Baseline_Finish
Baseline1...10_Start	Baseline1...10_Finish
Early_Start	Early_Finish
Late_Start	Late_Finish
Start_Variance	Finish_Variance
Date1...10	...
...	Deadline	Appears as diamond indicator if Finish date is beyond this date.
Available_From	Available_To	-

Dynamic Scheduling With Microsoft Project 2007: The Book By and for Professionals (June 2008) by Rodolfo Ambriz [website]

Dynamic Scheduling With Microsoft Project 2003 (J. Ross Publishing, 2005, 784 pages) by Eric Uyttewaal

Dynamic Scheduling With Microsoft Project 2002 by Eric Uyttewaal

Split Panes and Multiple Windows

To see several panes display diffenent views of the same project file (such as a Gantt Chart on the top pane and a Resource Graph or Usage Table in a bottom pane):

1. Window > Split.
2. Right-click on the far left to select the view.

To switch among several views quickly using Ctrl+Tab:

1. Window > New Window.
2. Select project and View

To activate other pane in combination view, press F6.

Microsoft Project doesn't print multiple panes in one printout. So some use the
Full version of Adobe Acrobat to merge several reports output to a pdf writer or use
SnagIt or other screen capture program to copy screens to Excel or Word to create a combined report.

Printing Output to Other Microsoft Office Apps

Copy Picture to Office Wizard

1. Right-click on the toolbar to select the Analysis toolbar.
2. on "Copy Picture to Office Wizard".
3. Click Next. Select the outline level,
4. Specify Image Creation Options.
5. Select PowerPoint, Word, or Visio. Select print Orientation.
6. Select the fields, then Finish.

If you get "(Automation error Library not registered. -2147319779)", open the application and try again.

Output to Access

In menu File > Save As, the "Save as Type" had "Microsoft Access Database *.mdb" until MSP 2007. One can then open the Microsoft Access Database, in menu "File", "Get External Data", "Link Tables", specify the Microsoft Project Database mdb file, menu Tables, "All".

This sample SQL creates a simple task list:

SELECT MSP_TASKS.TASK_START_VAR, MSP_TASKS.TASK_IS_SUMMARY, MSP_TASKS.TASK_OUTLINE_LEVEL, MSP_TASKS.TASK_START_DATE, MSP_TASKS.TASK_FINISH_DATE, MSP_TASKS.TASK_NAME, MSP_TASKS.TASK_PCT_COMP FROM MSP_TASKS
WHERE (((MSP_TASKS.TASK_IS_SUMMARY)=0) AND ((MSP_TASKS.TASK_PCT_COMP)<>100))
ORDER BY MSP_TASKS.TASK_FINISH_DATE;

Visual Reports

New since MSP 2007: View > Visual Reports to output Visio or Excel PivotTable or PivotChart.

Among Microsoft's free on-line classes on Project 2007 is one on Present your project in Word, PowerPoint, or Visio

New Project

Automatically open last project

• In menu Tools, Options, General tab,
• Check "Open last file on startup" (rather than default "OShow startup Task Pane")
• Input 9 in "Recently used file list"

Use Templates

Like cooking, rather than start a new blank file, it's easier to copy and adapt an existing .MPP file or a Project template file (extension .MPT).

From Microsoft On-Line or your PMO, add to the 29 templates installed in your Computer's folder at:

C:\Program Files\Microsoft Office\Templates\1033

"1033" is Microsoft's Locale ID for the US-English language. The "Project Templates" tab displays the Title text from each file's Properties.

1. AD03DPL.MPT - Microsoft Active Directory Deployment
2. COMCONST.MPT - Three-story Office Building (76,000 square feet)
3. ENGINEER.MPT - Conceptual, Definition, Design, Construction
4. EXCHANGE.MPT - Microsoft Exchange 2000 Deployment
5. HOMEMOVE.MPT - Home move (very practical!)
6. INFSTDEP.MPT - Infrastructure Deployment
7. MSFAPP.MPT - Project Kick-Off, Envisioning, Planning, Developing, Stabilizing
8. NEWBIZ.MPT - New Business: Strategic Plan, Define the Business Opportunity, Plan for Action, Startup Plan
9. NEWPROD.MPT - New Product Development
10. OFF03DPL.MPT - Microsoft Office 2003 Deployment
11. OFFMOVE.MPT - Office Move
12. PRJ03DPL.MPT - Microsoft Office Project 2003 Deployment
13. PROJOFF.MPT - Project Office
14. RESCONST.MPT - Single Family House - Architect Design
15. SOFTDEV.MPT - Software Development
16. SOFTLOC.MPT - Software Product Localization
17. SPSV2DPL.MPT - SharePoint Portal Server Deployment
18. WINXPDEP.MPT - Windows 2000 Server to Windows XP Deployment
19. WS03DPL.MPT - Windows Server 2003 Deployment
20. WSSDPL.MPT - Windows SharePoint Services Deployment
21. Annual Report Preparation
22. Human Resource Information System Implementation
23. Internal Readiness Training
24. Security Infrastructure Improvement Plan
25. Vendor Request For Proposal (RFP) Solicitation
• In File > Properties, input project Title, Author, Manager, Company, etc. Doing this makes information about the project file readily available to change mangement programs. These fields can be referenced in several places.

• In Project > Project Information, select your project's Priority on a 1000 point range and Schedule Forward or Backward.
• In Tools > Change Working Time, define the Project Calendar if you don't assume an 8-5 schedule.
  The default 8 hours excludes an hour for lunch, which means a total 9 hour day.

  For various reasons, I prefer to make holidays a project task.

Project templates

Microsoft Template Gallery

$40 each from the South Carolina state CIO office

$160 template for Software Marketing projects

Cost Fields

Microsoft Project was not designed to track time sheet data over several periods of time. For that, Microsoft Project Server is needed.

Use of MSP to account for costs adds much more complexity, requiring a rate of pay to be specified for each resource and tracking of the cumulative amount of Work hours spent.

The Total Cost for a tasks is the sum of is Fixed Cost (based on the Cost_Per_Use) plus costs from this calculation:

Standard_Rate	*	Work	=	Cost
	*	Remaining_Work	=	Remaining_Cost
Overtime_Rate	*	Overtime_Work	=	Overtime_Cost
	*	Remaining_Overtime_Work	=	Remaining_Overtime_Cost

The Cost_Variance is the difference of Actual Cost versus Baseline Cost.

View > Table (Resource) Cost

ID Resource Name Total Cost Baseline Cost Cost Variance Actual Cost Remaining Cost

Cost data by task ("Task Costs Report")

ID Task Name Fixed Cost Fixed Cost Accural Total Cost Baseline Cost Cost Variance Actual Cost Remaining Cost

Cost1...10 Baseline1...10_Cost

Resource Views

If a resource is entered that doesn't already exist, MSP creates a new resource entry (without issuing an error message), the list of resources must be audited using the project filter "Using Resource…" or "Using Resource in Date Range…".

Because Microsoft Project uses commas to separate multiple entries in the same field, the full Resource Name cannot be the same as in Outlook. To make resources earier to find, their first, and last name, is specified. Gantt charts display the names of team members using the shorter Resource Initial (such as "JohnS" or "John Smith").

The large number of fields makes it necessary to use different tables to view various sets of fields associated with resources.

Resource Sheet View

Sheet, which lists participants in the project and their attributes (group membership, rates, etc.).

View > Table (Resource) Entry

Resource Name

Type

Material Label

Initials

Group

Max Units

Standard Rate

Overtime Rate

Cost Per Use

Accrue At

Base Calendar

Code

Resource "Export Table" map (Resource Export Table report), which presents most fields associated with each resource


The "Scheduled Work" field in the map is named "Work" in the database and "Current Work" elsewhere. If fields Windows_User_Account and Workgroup are populated, they should be added to this map.

Resource Rate Dynamically Linked from Excel Spreadsheets

There are 3 resource rate fields used as the basis for cost calculations.

A black triangle in the bottom right-hand corner of a cell marks it as obtaining its value from an Excel spreadsheet used to calculate the value.

Each linkage is established by copying a cell in Excel. Then in MSP, use menu Edit, Paste Special, Paste Link, Text Data.

Opening a MSP with any externally linked value would result in a pop-up.

We set Microsoft Project (in Tools > Options) to always ask whether to update automatic links every time the project file is opened so that linked values are not shown when disconnnected from the corporate network or viewed by those withoug the Excel sheet.

Resource and Base Calendars

To manage Resource Availability (who are active on specific days):

Standard calendars are used to recognize public and corporate holidays applicable to everyone in the project.

Base calendars are used to recognize different set of holidays in different countries.

Custom calendars are created in menu Tools > Change Working Time > Create New Calendar.

Resource calendars are used to recognize individuals' vacation and personal time off. On the View menu, click Resource Sheet. In the Resource Name field, select the resource to assign a calendar. Right-Click Resource Information, General tab, and then Change Working Time. In the Base calendar list, select the calendar to assign to the resource.

Calendars are printed from View, Report (Edit in 2000– 2003), Reports…, Overview, Working Days.

Consolidated Resources

A pool of interchangeable resources.

Material resources

For scheduling facilities, machines, etc.:

• Material resources do not have a resource calendar.
• Material types are consumables like fuel and cement.
• To specify Units of measure, entries in the Material_Label field cannot exceed 32 characters in length.
• Consumption Rate (such as gallons per hour or gallons/hr) consists of a material over a time element. A Variable consumption rate changes when the duration changes.
• 24 hour days employed by Materials are entered as "3 ed" for 3 elapsed day durations.

View Table (Resource) "Entry - Material Resources"

Resource Name

Type

Material Label

Initials

Group

Standard Rate

Cost Per Use

Accrue At

Code

View > Table (Resource) "Entry - Work Resources" does not include "Material Label".

Resource Utilization

The Resource Sheet view details the amount of Work for each resource over time, summarized by the Resource Graph report of percentage under/overallocation during each time period.

A Resource Bar graph shows resource allocation, cost, or work over time for a single resource or group of resources.

Resource Cost

View > Table (Resource) Summary

Resource Name

Group

Max Units

Peak

Standard Rate

Overtime Rate

Cost

Work

View > Table (Resource) Usage

Resource Name

WorkDuration

Work

Microsoft Office Project 2003 Bible (John Wiley, 2004) by Elaine J. Marmel

Assignments = Who Does What = Responsiblity Assignment Matrix (RAM)

To open the Resource Assignment dialog for a highlighted task, press Alt+F10.

MSP doesn't create a matrix, but you can export map "Who Does What" Assignments report.

Resources and Assignments	Start	Finish	Work
Unassigned	Jan 10	Feb 16	0 hrs

Work (Effort)

View > Table (Resource) Work Table

Resource Name

% Work Complete

Work

Overtime

Baseline Work

Work Variance

Actual Work

Remaining Work

View > Table (Task) Work Table

Task Name

Work

Baseline Work

Work Variance

Actual Work

Remaining Work

% Work Complete

Notice that the %" Work Complete" column on the Resource Table is in a different position than the Task Table.

Go to the Next Overallocation by pressing Alt+F5.

Duration Fields

Duration	Work	Units	Note
Duration1...10	Work1...10		Custom fields
Actual Duration	Actual Work
--	Baseline_Work Baseline1...10_Work
--	Overtime Work
--	Regular_Work
Remaining_Duration	Remaining_Work
--	Remaining_Overtime_Work
-	Actual_Overtime_Work
Duration Variance	Work_Variance
Free Slack Total Slack	-
Leveling_Delay	-	-
Assignment_Delay	-	Assignment_Units
-	-	Max_Units
-	Scheduled_Work
-	Percent_Work_Complete
-	Peak

Automatic Adjustments by Fixed Task Type Selection

Download the Project Value Calculator spreadsheet (adapted from the original by TechRepublic.com) to experiment with these formulas within Excel. One of the reasons for using Microsoft Project software is that it automatically balances the three interrelated fields of this formula:
Elapsed time * Number of resource units = Hours spent working

2 days * 3 people [100%] = 6 man-days

[Duration] * [Units] per Time Period = [Work]

When the value of any one of these fields changes, the value of another field in the formula must be changed automatically to keep the equation in balance. By default when a Duration value is entered, a value is calculated for the Work field. This is because by default (in menu Tools, Options) the Task Type is Schedule "Fixed Units" and the default Resource Unit is 100%. These can be overridden for a specific task (by setting the Advanced tab of the task's Information dialog).

This example is illustrated by thick circles to represent the Task Type setting. "X" marks the field changed by the user. The thick arrows point to what the application automatically changes.

The field fixed as the Task Type is not automatically changed. So by default a change to the Work field changes the Duration and a change to the Duration field changes the Work field's value.

With MSP, a "unit" is the percentage a resource expends while working on a task. For example, TaskA[50%]. Fixing Units is like saying there is a limited number of specialist resource time available. If Units is fixed and it is changed, the Duration is adjusted.

Setting "Fixed Duration" is like saying the schedule is firm and more people or effort will be added to make the date. Summary tasks always behave this way.

Setting "Fixed Work" is like saying the budget is fixed. For example, a task of 1 week duration is assigned a resource working [100%]. When the duration is doubled, the unit assigned to the resource will be automatically re-assigned to work 50% of the time over 2 weeks so that he continues to work (charge) just 40 hours (the budget).

If "Fixed Work" is selected, changes to the Work field will cause Duration to be auto adjusted because "Fixed Work" causes "Effort driven" behavior such that assigning another resource to help on a task will cause automatically lower dedication by resources already assigned. Similarly, when one of several resources assigned to a task is removed from that task, MSP ensures that the Task Effort assigned to that task is maintained by automatically adjusting values for other other resources also assigned to that task.

If "Fixed Duration" is selected, changes to the Duration field will cause Work to be adjusted.

Resource Task Assignment Usage Work_Contour

By default, when a Duration of 10 days is specified, MSP allocates work evenly across the 10 days. This is because it by default uses a "Flat" work contour algorithm to allocate timephased work.

Other work countour algorithms can be specified in the Task Usage view, Assignment Information for a task. The 8 predefined contours installed by default divide time into 10 segments of equal duration.

The Javascript-driven graphic below illustrates percentage values in the contour definition table referenced behind.

Predefined Contour Units Scaled Average (Usa) Flat 100% Front Loaded 60% Early Peak 50% Back Loaded 60% Late Peak 50% Double Peak 50% Bell 50% Turtle 70%

1   2   3   4   5   6   7   8   9   10

Edited contours can have a user-defined number of segments, each with a different duration. Segment durations are automatically changed when the duration is changed.

Relationship Diagram and Task Driver

If a task has more than one predecessor, only one of the predecessors is the Driving Relationship which determines the task's Early Start date. Starting from the Microsoft Project 2007 Standard toolbar, selecting "Task Drivers" reveals the driving predecessor and whether the schedule has been Resource Leveled and the effects of leveling. This is not available from a pull-down menu.

The Relationship Diagram illustrates the logic.

Change highlighting (first available in Project 2007) can be disabled in View, Hide Change Highlighting (View, Show Change Highlighting).

Earned Value Management (EVM)

What is Earned Value? "EV Provides Early Warning" by Primavera consultants Quntin Fleming and Joel Koppelman, authors of the textbook Earned Value Project Management. Introductory Article on Earned Value DoD's Earned Value Management website.

It is difficult to accurately define the scope of work, the tasks, the resources needed, and their rate — all before a project starts.

But define we must because some number is needed to specify the number (and skills) of people recruited onto the project.

Earned Value calculations begin from an estimate of the final cumulative cost (budget) of the project — what the cumulative cost of the project is supposed to be when the "% complete" of the project eventually reaches 100% (when the project scope is accomplished). This datum is call Budget At Completion (BAC).

Baselines

The BAC is also called "Baseline Cost" because the purpose of Earned Value is to guage variation from a baseline.

The set of baseline fields are created in menu Tools, Tracking, Save Baseline.

The resulting calculations can be seen using Table (Task) "Baseline"

Task Name

Baseline Duration

Baseline Start

Baseline Finish

Baseline Work

Baseline Cost

Earned Value Report

The abbreviations:
B = Budgeted
A = Actual
C = Cost
W = Work
P = Performed
S = Scheduled
V = Variance
AC = At Completion
Saving the Baseline also calculates fields in the Earned Value report. These fields appear in a Gantt chart's baseline bars (if they have been set as visible in menu Format, Gantt Chart Wizard).

Table: Earned Value Cost Indicators

ID

Task Name

BCWS (PV)

BCWP (EV)

ACWP (AC)

CV

CV%

CPI

BAC

EAC (Cost)

VAC

TCPI

Table: Earned Value Schedule Indicators

ID

Task Name

BCWS (PV)

BCWP (EV)

SV

SV%

SPI

Baselines Over Time

The planned pattern of spending against the BAC total over time is presented in the series of data points during the life of the project called the Planned Value (PV) or Budgeted Cost of Work Scheduled (BCWS) stored in the 10 sets of baseline field provided by Microsoft Project.

The various sets of baselines can be compare to each other in menu Report Baseline Comparison .

Values for any set of periods can be captured and accumulated outside MS Project in an Excel spreadsheet such as this.

Earned Value Over Time Report (Graph)

In the "Earned Value Over Time" (within menu Report > Visual Reports since Project 2007), PV/BCWS values are graphed (by default) as a solid blue line (like the sky).

To determine how well a project is going, the PV/BCWS is compared against two other series of data accumulated during the same time:

• work hours accumulated at budgeted rates is called the Earned Value (EV) or the legacy name BCWP (Budgeted Cost of Work Performed), shown as a purple line.

• work hours accumulated at actual rates actually paid out (calculated by adding up the payroll and all other receipts) is the Actual costs (AC) or the legacy name ACWP (Actual Cost of Work Performed), shown as a green line (as in cash).

The sample EV graph here illustrates a project the is unfortunately too typical: starting slower than planned (resources being more difficult to obtain), then getting more efficient at the Status Date during the middle of the project, but is projected to end up overspending (with overtime, etc.) during the dash to completion.

Earned Value Variances

The EV approach separates problems with rates of pay from problems with the number of hours worked on the project.
• If all lines overlayed each other, everyone worked the same hours at the same payrate.
• If a different number of hours were spent than scheduled, a Schedule Variance (SV) results, illustrated by the EV/BCWP line moving away from the PV/BCWS line or the formula EV - PV. SV% is the percentage version of this ratio.
• If actual payrates are not what was anticipated, a Cost Variance (CV) results, illustrated by the actual costs (ACWP) being different from the Earned Value (BCWP), or the formula EV - AC. CV% is the percentage version of this ratio.

View > Table (Task) Variance Table used by Views and (Task) Variance Table used by the Slipping Tasks Report:

Task ID

Task Name

Start

Finish

Baseline Start

Baseline Finish

Start Var.

Finish Var.

Estimate and Variance At Completion

The amount what the total project is now expected to "Cost" is the Estimate At Completion (EAC), also called the Latest Revised Estimate (LRE). It is the total of the Actual costs (ACWP) incurred up to the report date (the historical "sunk cost") plus projected costs for remaining work.

The projected costs for remaining work ETC (Estimate To Complete) is calculated from EAC - AC.

Comparing the EAC against the original BAC yields the VAC (Variance At Completion) which provides an early warning of "how bad it will get at the end if we keep this up".

Variance columns are used against the current "Baseline" field, not the historical (previous) Baseline1 ... Baseline10 fields.

Earned Value Management Using Microsoft Office Project (Softcover September 2008) by Sham Dayal, PMP. [website]

Performance Indexes

The Schedule Performance Index (SPI) = EV / PV.

The Complete Performance Index (CPI) = EV / AC.

The To Complete Performance Index (TCPI) = (BAC - EV) / (BAC - AC)
shows how efficient the project needs to be in order to complete the project on budget.

SirGanttalot YouTube videos on EVM: Part 1, Part 2, Part 3.

Earned Value Report Calculations

To derive the BCWP (EV), MSProject multiplies the Physical % Complete (P%C) value by the baseline BCWS (PV). This is if in Tools > Options > Calculation > Earned Value… button > Default task Earned Value method is set to "Physical % Complete". This is reflected in the "Earned Value Method" column.

By default, P%C is not rolled up to the summary task because different physical items (apples and oranges) of items associated with different tasks.

Actual Percent Complete

There are several percentage completion fields:

Field	Deals with	Calculated from ...
% Complete (percent complete)	elapsed duration,	dividing Remaining Duration by the (planned) Duration. The Remaining Duration is ignored in normal calculations.
Percentage Work Complete	man-hours of work,	proportion of the Actual Work field to the (planned) Work field.
Physical % Complete	achievement of physical deliverables.	items

% Complete is also used to proportionately automatically update Fixed Costs.

The Actual Finish date is calculated from the Actual Start Date plus the (planned) Duration. So if both Actual Start and Finish dates need to be entered, adjust the Actual Start first, then change the Actual Finish date.

Microsoft Project ignores the Current Date and Status date when calculating progress.

This explanation by Bilal Okour illustrates the difference between "% Complete" duration and "Physical % Complete".

Assume the task is for two workers working together to build a stone wall with 5 rows of bricks in 150 minutes.

The first row (on the bottom) takes 20 minutes.
The second row takes 25 minutes because it is harder.
The third takes 30, the forth 35, and the fifth 40 minutes.


Both workers start at the same time. But one of the workers leave after 60 minutes and the other completes the first three rows 75 minutes after they both started. Therefore,
the % Complete is 75 of 150 minutes (50%);
the % Work Complete is 60+75=135/300 minutes (40%);
the Physical % Complete is 3 of 5 rows (60%),

Visual Reports

The Reports > Visual Reports new in 2007 are Excel Pivot charts: Baseline Cost Report and Baseline Work Report Budget Cost Report and Budget Work Report Cash Flow Report (Cost bars and Cumulative Cost line) Earned Value Over Time Report of Earned Value, Planned Value, AC (Actual Cost) lines Resource Cost Summary Report (pie chart) Resource Remaining Work Report Resource Work Availability Report Resource Work Summary Report

Click the "Save Data", then "Save Database" to create a .mdb (MS-Access database).

Project 2003 Database Schema (ERD)

Tables

This alphabetical list from menu View > Tables link to the discussion how they are used.

• (Resource) Export
• (Task/Resource) Hyperlink
• (Task) Baseline Table

View > Table (Task) Cost Table (used by Views and Reports)

ID

Task Name

Fixed Cost

Fixed Cost Accural

Total Cost

Baseline Cost

Cost Variance

Actual Cost

Remaining Cost

This is exported using the "Cost data by task" data map (internally titled the "Task Cost Table")

Note: Resource tables exclude fields "Fixed Cost", Cost ("Total Cost"), and "Fixed Cost Accural" (e.g., "Prorated" method, etc.).

View > Table (Task) Delay Table

Task Name

Leveling Delay

Duration

Start

Finish

Successors

Predecessors

Resource Names

View > Table (Task) Entry Table used by Views

Task Name

Duration

Start

Finish

Predecessors

Resource Names

View > Table (Task) Entry Table used by Reports contain two more fields

Task ID

Task Name

Duration

Actual Finish

Constraint Type

Start

Finish

Predecessors

Resource Names

View > Table (Task) Schedule Table

Task Name

Finish

Late Start

Late Finish

Free Slack

Total Slack

View > Table (Task) Summary Table used by Views

Task Name

Start

Finish

% Complete

Cost

Work

View > Table (Task) Summary Table used by Crosstab Reports, Cash Flow (by Task across time periods), and Task Usage(hours) also contains the Duration field

Task ID

Task Name

Duration

Start

Finish

% Comp.

Cost

Work

View > Table Tracking Table

Task Name

Actual Finish

% Complete

Actual Duration

Remaining Duration

Actual Cost

Actual Work

View > Table (Task) Usage Table

Task Name

Work

Duration

Start

Finish

Rollup

View > Table (Task) Rollup Table

Task Name

Duration

Text Above

Start

Finish

Predecessors

Resource Names

Reports

In View > Reports, MSP makes you memorize the grouping (category) for the report you want. So here's a list of what is underneath each report category icon (the default filter and table fields), and corresponding on-line View.

Click on a link to see where each report is discussed:

NOTE: With Project 2007, the Working Days report within Overview appears as Base Calendar within the Custom report category. The Resource report within Custom does not appear in a report group. name="NoRptz">

Report Grouping	Report	Report Type	View	Table	Filter
Overview	Project Summary	Report Text	-	-	-
	Top-level Tasks	Crosstab	-	Summary	Top Level Tasks
	Critical Tasks	-	-	Entry	Critical
	Milestones	-	-	Entry	Milestones
	Working Days Base Calendar	-	Calendar	-	-
Assignments	Who Does What	-	-	Usage	Resources - Work
	Who Does What When	Crosstab	-	-	-
	To-do List	-	-	Entry	Using Resource…
	Overallocated Resources	-	-	Usage	Overallocated Resources
Current Activities	Unstarted Tasks	-	-	Entry	Unstarted Tasks
	Tasks Starting Soon	-	-	Entry	Date Range
	Tasks in Progress	-	-	Entry	In Progress
	Completed Tasks	-	-	Summary	Completed Tasks
	Should Have Started Tasks	-	-	Variance	Should start by…
	Slipping Tasks	-	-	Variance	Slipping Tasks
Workload	Task Usage	Crosstab	Task Usage	Workload	All Tasks
	Resource Usage	Crosstab	Resource Usage	Usage	All Tasks
Costs	Cash Flow	Crosstab	-	-	-
	Budget Report	-	-	Cost	All Tasks
	Overbudget Tasks	-	-	Cost	Cost Overbudget
	Overbudget Resources	-	-	Cost	Cost Overbudget
	Earned Value	-	-	Earned Value	All Tasks
Custom	Crosstab	Crosstab	-	-	-
	Resource	-	-	Entry	All Tasks
	Resource (material)	-	-	Entry - Material Resources	Resources - Material
	Resource (work)	-	-	Entry - Work Resources	Resources - Work
	Task	-	Task Sheet	Entry	All Tasks
No grouping	(Task & Resource)	-	-	Hyperlink	-
		-	-	Export	-
	(Task)	-	-	Constraint Dates	-
		-	-	Rollup Table	-
		-	-	Delay	-
		-	-	Schedule	-
		-	PA_PERT Entry Sheet	PA_PERT Entry	-

Importing/Exporting with Data Maps

If you export files, you must use the Project Organizer to use the Global.mpt list (converted from Global80.mpt in Project 98).

Prior to 2007, MSP had no menu item for "Export" because the project can be saved as File Type (such as Microsoft Access).

Similarly, MSP has no menu item/function for "Import".

When exporting a file, include in the file name the data map associated with that file. When you import that file back in, you will need to provide that information.

Reports created by "File > Save as Web Page" use a Map which is a template containing HTML formatting code. Microsoft Project 2003 (by default) stores such files in folder C:\Program Files\Microsoft Office\Templates\1033\Microsoft Project Web

Map/Template Styles:

• Columns takes a whole column on the left side of the report, taking space from data.
• Centered adds horizonal rules, which take up vertical space.
• Stripes
• Tabs

Not all colors are defined for each of the 4 layout styles:

Color Scheme	Centered	Columns	Stripes	Tabs	BGCOLOR	BODY TEXT	Title Font
Black	-	Y	Y	Y	#CCCCCC	#000000	#000000
Clay	-	Y	Y	Y	#E6CCCC	#800000	#800000
Cool Tone	-	Y	Y	Y	#3333CC	#FFFFFF	#99CC99
Desert Light	-	-	-	Y	#FFCC99	#CC6600	#663399
Glacier	Y	Y	Y	-	#9999CC	#660099	#CCE6E6
Ivy	Y	Y	Y	-	#CCCC99	#336600	#D6E0D6
Maroon	Y	Y	Y	-	#CC9999	#800000	#E6CCCC
Mist Dark	Y	-	-	-	#336666	#336666	#ADA990
Mist	Y	Y	Y	-	#ADA990	#336666	#D6E0E0
Mulberry	-	Y	Y	-	#669999	#660033	#E0CCD6
Navy	Y	Y	Y	-	#9999CC	#000080	#CCCCE6
Neon	Y	-	-	-	#000000	#000080	#99EEEE Dates #EE00EE Report title
Vineyard	Y	-	-	Y	#669999	#330066	#CCCC00

Personally, I don't like Microsoft's default designs.

• Some of the Text font is too light.
• The project title font size is too big (size 7)
• Project start and finish dates each take up a whole line.
• The project image takes up a whole line, even if it hasn't been specified.

Download "Wilsons Basic MSProject Report Template.html" into that folder, then specify it as the "Base export on HTML template" on:



Each template file contain comment tags which are replaced during report creation. First comes the project attributes at the top of the page:

• <!--MSProjectTemplate_ProjectTitle-->
• <!--MSProjectTemplate_StartDate-->
• <!--MSProjectTemplate_FinishDate-->
• <!--MSProjectTemplate_Image-->

When you click the "Finish" button, MSProject adds values to the right of the comment rather than replace the comment. This means that you can't place the comment tags in the <TITLE> tag.

Then comes 3 sets of 2 sections:

1. <!--MSProjectTemplate_TaskTableTitle-->
   <!--MSProjectTemplate_TaskTable-->
2. <!--MSProjectTemplate_ResourceTableTitle-->
   <!--MSProjectTemplate_ResourceTable-->
3. <!--MSProjectTemplate_AssignmentTable-->
   <!--MSProjectTemplate_AssignmentTableTitle-->

I haven't figured out a way to change the font within tables, because MSProject replaces each table comment tag with a complete table. If you know, can you please email me? Thanks.

This Add-in for Microsoft Project 2000 lists differences between two versions of the same file, such as two possible Projections.

The Project 2000 Database

Before Duration values are stored in a Project database, they are normalized into minutes multiplied by 10. For example, a duration of 8 hours is stored as 4,800 minutes (8 * 60 * 10).

Before Work values are stored into a Project database, they are normalized into minutes multiplied by 1,000. For example, a work amount of 8 hours is stored as 480,000 minutes (8 * 60 * 1,000).

Before Cost values are stored into a Project database, they are normalized into currency units multiplied by 100.. For example, a project cost of $2,000.50 is stored as $200,050 ($2,000 * 100).

Default Selective Data Maps

The default field configuration (and my preferred columns) for 11 default maps which comes with the package are described in the next section:
1. "Who Does What" report
2. Compare to Baseline
3. Cost data by task
4. Default task information
5. Earned Value information
6. Export to HTML using standard template
7. Resource "Export Table" map
8. Task "Export Table" map
9. Task and resource PivotTable
10. Task list with embedded assignment rows
11. Top Level Tasks List
• Default task information (Task Data report)

  ID	Task Name	Duration	Start Date	Finish Date	Predecessors	Resource Names
  1	Project Kick-Off	6 days	Jan 3	Jan 10		Product Management

• Export to HTML using standard template (Tasks report)

  ID	Task Name	Duration	Start	Finish	Resource Names	% Complete
  1	Project Kick-Off	6 days	Jan 3	Jan 10	Product Management	0%

• Task "Export Table" map (Task Export Table report)
  
  Why does this, unlike the Task Export Table, not contain (at the end) fields Contact, Start1-5, Finish1-5?

• Task and resource Pivot Table (Tasks report)

  Resource Group	Resource Name	Task Name	Duration	Start	Finish	Cost
  	Product Management	Project Kick-Off	6 days	Jan 3	Jan 10	$0.00

• Task list with embedded assignment rows (Tasks with Assignments report)

  ID	Task Name	Work	Duration	Start	Finish	% Work Complete
  1	Project Kick-Off	368 hrs	6 days	Jan 3	Jan 10	0%

• Top Level Task list ( Top Level Task report)

  ID	Task Name	Duration	Start	Finish	% Complete	Cost	Work
  1	Project Kick-Off	6 days	Jan 3	Jan 10	0%	$0.00	368 hrs

Certification Topics

Core (Basic)	(Expert)	Comprehensive
Creating a Project Plan Basic: Import a task list from Microsoft Excel to Microsoft Project Set default folder options and AutoSave Create recurring tasks Split a task Modify task duration Modify calendar working time options Apply a calendar to a task Add material resources to a Project Enter costs on resources Assign an additional resource to a task without increasing work on the task Assign an additional resource to a task to increase work on the task Create base calendars Set task types (fixed work, fixed units, fixed duration) Create a summary task Use deadlines and constraints Create a milestone task Create a new Project Assign initial resources to tasks Enter task relationships Enter task information	Expert: Enter fixed costs Enter various costs for resources Create and use templates Modify task calendar options Assign resources with different units or hours of work to the same task Apply views which analyze slack and slip	Define the Project Define scheduling properties. Set and modify Microsoft Project options.
Customizing a Project Reset table defaults Create custom filters Define WBS codes Create and apply custom groupings Format individual bars and bar styles Sort a view Apply custom filters Create a custom table Create and apply a custom view Format a time scale Use outlining features Apply a filter using AutoFilter Insert a column in a table	Expert: Create a custom box style in the network diagram Modify code mask Record, assign, and play a macro Set calculation options	Define and Modify Tasks Define general working times. List the tasks in the project. Organize tasks. Schedule tasks. Add and organize task information.
General Project Management Concepts Basic: Display the critical path using filtering and formatting techniques Differentiate work from duration Apply Work Breakdown Structure (WBS) codes	Expert: Set options to calculate multiple critical paths Calculate cost of work performed (earned value analysis) Create activity reports to manage slack
	Resource Management Set an accrual option for a resource cost Create and apply rate tables to resource assignments Modify task priority values Set precedence when linking to the resource pool Use leveling options Apply resource contours Modify resource availability over time Update/refresh the resource pool Modify resource usage view Share resources using a resource pool	Specify and Assign Resources Specify resources for the project. Define working time and availability for resources. Assign resources to tasks.
Tracking a Project Basic: Assign tasks using Project Central Add a progress line to a Gantt chart for a given date Set reminders and send schedule note messages Record task status in Microsoft Project and Project Central Display resource allocations Reschedule uncompleted work Modify Project duration Compare actuals with the Project baseline Record actual work on a task Save a baseline for the entire Project or selected tasks Edit task relationship types and lag	Expert: Disable Split-in Project tasks Enter overtime work Enable resources to delegate tasks using Project Central Enter actual costs Create interim plans Set Project information dates Set options governing how tasks will honor constraint dates Compress the overall duration of a Project schedule Enter remaining work or remaining duration values	Track Progress Prepare to compare with later versions. Incorporate progress into the project. Check progress. Control progress.
Communicating Project Information Use the drawing tools Add a hyperlink to a task Identify lost elements when saving a Project to Project 98 Copy a picture of a view and save it as a web page Use Organizer to share custom views Modify a standard report Copy and paste a Gantt chart into a Microsoft Word document Copy and paste sheet information into a Microsoft Excel spreadsheet Update server-based Project information using Project Central Set page setup options Create a new custom report	Expert: Create and use a custom data map Use flag and text fields Use Organizer to customize a Project file Create a new custom report incorporating custom tables and filters Display current, interim, and baseline plans in a Gantt chart	View and Report Project Status Select and modify views. Select and modify reports. View critical tasks. View allocation of resources. View project costs. Share project information with other applications. Publish project information to the Web.
Multi-Project Management Basic: Set baselines for a master project Add a task to a master project Create relationships between tasks in a master project and subproject files Insert a subproject into a master project	Expert: View multiple critical paths in a consolidated Project Modify inserted Project information	Manage Multiple Projects Work with master and subprojects Work with a resource pool

Installing Project

Sample Project files flag and text fields and typical recurring tasks with pre-defined views, reports, filters, all containing standard formatting Use flag and text fields Custom calendars populated with company holidays and events. Resource lists with and rate tables for automatica cost calculations Macros

Add a New Project Get a list of Projects Select a Project from the list of Projects Set Project information dates Set options governing how tasks will honor constraint dates Compress the overall duration of a Project schedule Enable resources to delegate tasks using Project Central Enter fixed costs Enter various costs for resources Create and use templates Modify task calendar options Assign resources with different units or hours of work to the same task Apply views which analyze slack and slip Create and use a custom data map Use Organizer to customize a Project file Create a new custom report incorporating custom tables and filters Display current, interim, and baseline plans in a Gantt chart Add a New Task Assign tasks using Project Central Set precedence when linking to the resource pool Review Existing Projects Set options to calculate multiple critical paths Calculate cost of work performed (earned value analysis) Create activity reports to manage slack Review Existing Tasks for a Resource Enter remaining work or remaining duration values Enter overtime work Enter actual costs Modify task priority values Use leveling options Apply resource contours Modify resource availability over time Update/refresh the resource pool Modify resource usage view Share resources using a resource pool Disable Split-in Project tasks Create interim plans

Effective Executives Guide to Project 2000 : The Eight Steps for Using Microsoft Project 2000 to Organize, Manage and Finish Critically Important Projects [eBook] (Redmond: Microsoft Press, 2000) by Nelson, Stephen L.; Coleman, Pat.; Dolliver, Kaarin is still relevant even though the product version has changed.

Managing With Microsoft Project 2002 (Roseville, Calif: Premier Press, 2002) by Lisa Bucki & Gary Chefetz (who also wrote the book on Project Server)

Managing Projects With Microsoft Project 2000 (Wiley eBook, 2001) by Gwen Lowery and Teresa S. Stover

Complete Idiot's Guide to Project Management with Microsoft Project 2003 by Ron Black provides a great overview of this project in the context of its use. It's updated from the 2000 version

Automating Project Using VBA Macros

VBA macros provided automation.

To make use of macros within modules in another project file such as the IIL's Dynamic Scheduling book, in Tools > Organizer, select the project file on the lower left and the Global.MPT file or your file on the lower right.

Managed .NET #C Code

Projects created with Microsoft Projects 2007 can be controlled by C# and VB.NET programming language code developed using Visual Studio 2008 with the VSTO (Visual Studio Tools for Office) 3.0 add-in framework. These are run as managed code by the .NET 3.5 run-time.

Such code references MSProject.Project as the main object, the primary interop assembly for Microsoft Office Project 2007, but this primary interop assembly is not installed.

Project 2007: Managed Code Add-in for Importing Tasks from Excel

InfoPath form templates are created as a .xsn file.

Workgroup Messaging

To work with a 32-bit MAPI compliant e-mail client, run WGSETUP.EXE to install openmail.exe and Olemenu.dll

• Jack Dahlgren's website
• .project.vba newsgroups was closed by Microsoft 12/09.

Download the Microsoft Project 2007 SDK

Download the Microsoft Project 2003 SDK

Download the Microsoft Project Server 2003 View Backup and Download Tool

Download the Microsoft Project Server 2007 SDK

VBA Programming for Microsoft Office Project (Versions 98 through 2007) (2006) by Rod Gill is the ONLY BOOK for Microsoft Project VBA programmers. [Publisher site]

Project Server

MS Project Server enables Enterprise Project Management (EPM) of a work portfolio of projects (using its Project Portfolio Server).

PWA (Microsoft Project Web Access) provides internet access to the repository managed by Project Server software.

Project Server 2007 makes use of Microsoft SQL Server 2005 and Analysis Services 2005.

Project Server 2007 works on Microsoft SharePoint Web applications project workspace using Alternate Authentication.

PWA users require a Project Server Client Access License (CAL), Microsoft SQL Server CAL, and (if using the capabilities of Windows SharePoint Services) a Windows Server CAL.

Sample data can be generated by invoking SUPPORT/SAMPCFG.EXE in the Project Server 2003 installation CD.

Microsoft Portfolio Server 2007 provides tools for Benefit Estimates, Strategic Impact analysis, Change Request Management and Issues & Risks Management. More importantly, it integrates project plans within a workflow with email. SDK contains a conceptual topics and managed code reference chm, Reporting Database Schema reference chm, OLAPCubeSchemas.xls of the dimensions, measures, and properties of the 14 Project Server OLAP cubes. Also XML schemas and the ChangeXML parameter for Statusing methods in the Project Server Interface (PSI).

Project Server 2007 Resource Kit

How to Leverage Project Server 2007 with PerformancePoint Server 2007 Monitoring and Analytics

Office Project Server 2007 with SP2 Trial Version

The Project Server can be hosted externally (as an extranet) at companies such as:

• epidirect.
• Frontpages hosting from $100+ per month.
• MS Project Hosting (coop-colo) charges $50 per month with no installation fees. (888) 662-4099
• epmsolutions
• Project Assistants.com

Project Data Service Reference for Microsoft Office Project Server 2003 lists:

Applications and software components can interact with Project Server 2003 through an XML-based API
Project Data Service (PDS) for Microsoft Office Project Server 2003 (Sep 2004) by Jim Corbin

Project Data Service SDK and Methods Reference (pj11SDK2003.exe) for developing applications and components that access Project Server 2003 portfolio data.

PDS Error Codes at MSDN

At projectability.co.uk, Dominic Moss, a Microsoft Project trainer, provides a Project Checklist and a few downloads.

At projectsteps.blogspot.com, Stephen Seay of Sarasota, Florida,

Baseline Magazine

Installing Project Server 2007

Project Server Blogs
Project Server Experts.com

These sites by MVPs (Microsoft Valued Professionals) on Project, Gary Chefetz & Dale Howard self-published through their ms project experts.com two books on Enterprise Project Management:

Managing Enterprise Projects using Microsoft Office Project Server 2007 (Soho Corp, Oct 2007) [website]
2003 (Soho Corp, Oct 2004)

Administering an Enterprise PMO using Microsoft Office Project Server 2003 (Soho Corp, Oct 2004)

Implementing Enterprise Portfolio Management with Microsoft Project Server 2002 claims to be the "only English language book on Project Server," ... except for these

FREE guides on Microsoft Office Project Server 2003 from Microsoft (dated 8/24/2004):

Configuration Planning Guide "helps you to understand the Microsoft Enterprise Project Management (EPM) Solution in great detail, including the applications and components that make up the EPM solution, their integration points, performance implications, and environmental considerations.

Disaster Recovery Guide "provides guidelines for developing a disaster prevention and recovery strategy for computers running Microsoft Office Project Server 2003.

Installation Guide

Single Computer Installation Guide is designed to assist you in installing Microsoft® Office Project Server 2003 in a single computer environment. It provides a comprehensive step-by-step guide to the tasks involved in installing each component as well as an installation checklist that you can use to efficiently track the status of each required task.

Small-Scale Installation Guide

Medium-Scale Installation Guide

Application Configuration Guide "outlines what you need to know about configuring the Enterprise Global Template and populating the Enterprise Resource Pool.

Administrator's Guide "provides information about managing users, managing security (categories and templates), managing views, and configuring Project Server settings for your organization.

Microsoft Enterprise Project Management Solutions

3rd-party time and attendance tracking for the human resources department or time and billing systems for professional services include
EPK-Suite, which enables the collection of time sheet information on any level in the project: task, deliverable or project.
Tenrox and TimeControl from HMS Software.

Product Upgrade History

Clippy Must Die

Earlier version of Project included an annoying cartoon character. This is until Bill Gates himself realized how ridiculous it was.

To remove it, expand Office Tools, Office Assistant, Clippit, select "Installed on First Use". If you encounter the beast, right click on it, select Options, and uncheck "Use the Office Assistant".

No Downward Compatibility

Microsoft Project software has long maintained a tradition of moving forward (and not backward) with advances in technology.

Download this Visio 2000 file.

• Project Standard 2003 cannot connect to any Project Server (or ProjectCentral).
• Project Professional 2003 can connect to Project Server 2003 (full enterprise functionality) or Project Server 2002 (full enterprise functionality), but not to ProjectCentral.

• Project Standard 2002 can connect to ProjectCentral or Project Server 2002, but not to Project Server 2003.
• Project Professional 2002 can connect to ProjectCentral, Project Server 2003 (with full enterprise functionality), Project Server 2002 (with full enterprise functionality).

• Conversion from 2000 to 2002/2003 can result in loss of Analysis toolbar

• Project 2000 can connect to ProjectCentral or Project Server 2002, but cannot connect to Project Server 2003.
• Project 2000 can open .mpp files in the Project 98 format, but cannot save data in that format.
• Project 2000 .mpp files use the same extension as Project 98 files, but have a different internal format.
• Baseline data from Project 98 files must be converted before being saved into Project 2000 files.
• Project 2000 cannot read .mpx files from versions of Project prior to 98 (such as Project 4.0).

• Project 98 cannot open Project 2000 .mpp files.

Microsoft Enterprise Project Management Solutions

Enterprise Project Management Using Microsoft Office Project Server 2007: Best Practices for Implementing an EPM Solution (Paperback, J. Ross Publishing, July 28, 2008) by Hagit Landman [website]

Gord Schmidt's Ideas for Doing More with Project Server

• Project Server Product Home Page at Office.Microsoft

Resources: Help on Project

Microsoft's Solution Providers include Certiport Certified software and books by Shelly Cashman.

http://www.microsoft.com/office/community/en-us/FlyoutOverview.mspx#10

• forums.techarena.in
• msprojectblog.com by Jim Aksel, MVP
• MSProject.com
• ProjectTeamBlog.com
• Microsoft's Knowledge Database
• Microsoft's MVP website provides a lot of good tips.
• Microsoft Project Users Group holds meetings around the world.
• Microsoft's Partners for the Project Product
• msnews.microsoft.com/microsoft.public... newsgroups: You need a program such as Microsoft Outlook to read these:
  • .project for Project 98.
  • .project2000
  • .project2000.projectcentral

  Microsoft.public.... Newsgroups on the web:
• .Project for general questions
• .Server
• .Developer (previously project.vba)

  When posting, please make sure you add to the title/subject of your post the version of project (2003 Pro, 2003 Std, 2002, etc.) because there are subtle differences functionality is for the different versions!

  Get live support from experts through Keen computing & internet experts.

  allPM, International Institute for Learning, The Project Manager’s Homepage

  American Society for the Advancement of Project Management

  International Project Management Association