Demystifying Microsoft Project

Transcription

1 Demystifying Microsoft Project With Melissa Esquibel, MCT Copyright 2015 Melissa P Esquibel LLC. All rights reserved. Unauthorized duplication prohibited. Microsoft, Project, Excel, SharePoint, PowerPoint, Outlook and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Roadmap Concepts and Terminology Creating Your Project Keeping Things on Track 1

2 Project Managers Know Goal Importance (by comparison) Milestones Resources Interdependencies The BIG picture How will you use Project? Managing your projects Managing projects for others Project Management Institute Certifications Careers pmi.org PMBOK 2

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4 Project Management Concepts Objectives met On time At or under budget Optimized resources Repeatable Success Goal It s a math problem with time and resources Phases Initial Phase Planning Phase Implementation Phase Monitoring Phase Close-out Phase Define Objective and Scope Create Tasks Execute Track Conduct Post Mortem Define Plan Do Track Evaluate 4

5 Phases Initial Phase Planning Phase Implementation Phase Monitoring Phase Close-out Phase What is the goal? How will we accomplish it? Do it! How are we doing? How can we do this better next time? Define Plan Do Track Evaluate NOTES 5

6 Scope Scope creep Task Subtask Dependencies Gantt chart Lead time Lag time Summary task Predecessor Resources Milestones Work that needs to be done to deliver the end product or service. Augmentation of the deliverable, gradually, and in such a way as to invalidate original estimates of time and/or cost. Activity in which an item of work is completed. For example: Book speakers Smaller breakdown of work items. For example: Choose topics Research likely speaker candidates Prepare write-ups for selection committee How tasks are related. For example: Finish this before starting that Start this before starting this, or Finish this before finishing that. Bar chart, created originally by Henry Gantt ( ) that shows graphically a project schedule and work breakdown structure of a project. Amount of time before the end of a predecessor task at which a successor task can begin. For example: Travel for speakers can be booked as they are confirmed. You wouldn t have to wait until all the speakers were selected to start booking travel. Extra time added to the end of one task so that its successor task begins after the extra time. For example: Binders can be completed in 4 days. But, we will delay preparing attendee bags for 3 days to allow for printing or weather related logistics problems. Either the overall objective of the project or objective of the project phase Task that begins or ends before another task starts. People, facilities, supplies, and equipment needed to complete a task. A non-task item used for progress tracking that indicates completion of a set of tasks. Structure of tasks in hierarchical fashion using Summary tasks, tasks and subtasks. For example: Work breakdown structure (WBS) 6

7 Build Your Project Creating projects from templates Importing from Excel Brainstorm tasks NOTES 7

8 Finding them Using them Customizing Using Templates Change Project Start Date On creation or later 8

9 Import Map Fields Copy/paste Importing from Excel NOTES 9

10 Brainstorm Tasks Type and press enter (or copy/paste) Don t: Add dates Resources Days (yet) Annual Conference.1 Organize Your Project Group (Summarize) Link tasks Predecessors Constraints Leads and Lags 10

11 Relating Tasks & Milestones Create Summary Create Milestones DON T LINK! (What does that mean?) Milestones vs. Summary Tasks Annual Conference.2 Annual Conference

12 Create Dependencies Change to AutoSchedule Predecessors Type task number Link tasks Edit Durations Assignments NOTES 12

13 Duration vs. Work Need person hours AND task duration? Add the Work column Days Work Hours Task Duration Task Duration Work Hours Yeah, but. Leads & Lags Constraints 13

14 Constraints As late as possible As soon as possible Finish no earlier than Finish no later than Must finish on Must start on Start no earlier than Start no later than Resources & Costs People Things 14

15 Views Reports Keeping Things on Track Calendars! 15

16 Dashboards! SharePoint 2013 & MS Project 16

17 Handy Tips Scroll to Task zooms to Gantt chart location Ctrl + Scroll wheel zooms time scale Filter by person, by predecessor Now what? Is Project the right tool for you? What else could you do? Concepts are the same. 17

18 Thank you! 18