Project 2013 In Depth

About

Features

• By leading Microsoft Project consultant Scott Daley, who has spent over a decade working with Project in construction, manufacturing, finance, IT, and other complex environments
• Covers all aspects of working with Project 2013: planning, scheduling, resource assignments, budgeting, collaboration, workload analysis, progress reporting, completion, closure, and more
• For all serious users who want to get the most out of Project 2013

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Description

• Copyright 2014
• Dimensions: 7" x 9-1/8"
• Edition: 1st

• Book
• ISBN-10: 0-7897-5095-3
• ISBN-13: 978-0-7897-5095-2

Do more in less time!

This book’s packed with intensely useful Project 2013 knowledge, tips, and shortcuts you just won’t find anywhere else. It’s the fastest, best way to master every phase of project management with Project 2013: initiation, planning, scheduling, resource assignments,
tracking, revision, completion, and more. You’ll get comfortable with Project 2013’s most valuable new features…master powerful new cloud-based tools for running your projects…even learn to manage complex project portfolios for your entire organization!

•    Discover what’s new in Project 2013 and get started with new projects fast

•    Apply project management best practices through Project 2013

•    Initiate, plan, and organize projects to maximize your odds of success

•    Create realistic schedules for your project and all your team members

•    Define task logic to intelligently link sequences of activities

•    Identify and eliminate bottlenecks before they interfere with your project

•    Use Project’s automated scheduling engine to optimize efficiency

•    Review and tweak your schedule using views, tables, filters, and groups

•    Track your project’s progress and analyze your performance to date

•    Adjust resources, tasks, and schedules to reflect project changes

•    Officially close your project, and evaluate it via Lessons Learned analyses or Earned Value tracking

•    Tailor Project 2013 to your individual and organizational needs

•    Leverage Project 2013’s powerful cloud-based collaboration features

•    Customize reports, including Project 2013’s advanced Visual Reports

•    Work with multiple projects at once and resolve complex resource allocation problems

•    Integrate Project 2013 with other Microsoft Office and third-party applications All In Depth books offer

•    Comprehensive coverage with detailed solutions

•    Troubleshooting help for tough problems you can’t fix on your own

•    Outstanding authors recognized worldwide for their expertise and teaching style

Learning, reference, problem-solving...the only Project 2013 book you need!

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Sample Content

Online Sample Chapter

Microsoft Project 2013 and the Project Management Domain

Sample Pages

Download the sample pages (includes Chapter 3 and Index)

Table of Contents

I Getting Started with Microsoft

Project 2013

1 Power of Microsoft Project

2013 1

Essentials of Project Management 1

    Projects Are Temporary 3

    Project Objectives Are Specific and Measurable 3

    Projects Are Constrained by Time, Cost, Scope, and Quality 3

What Project Can Do for You 5

Enterprise Versus Standard Thinking 7

    Desktop Tools: Project Standard and Project Professional 7

What’s New in Project 2013 8

    Reports 8

Consultants’ Tips 11

    Go Ahead and Ignore Project

    Management If It Suits Your Role 11

    Communicate 11

    Define Project Roles 11

    Define Project Deliverables Prior to Building the Schedule 12

    Define the Project Goal 12

    Create the Work Breakdown Structure 12

    Communicate the Schedule to Your Project Team 12

    Acquire Commitment from the Project Team 13

    Track Your Project Performance During Execution 13

    Close Your Project and Retain History 13

2 Microsoft Project Quick

Start 15

Five Process Groups for Projects 16

    Initiating Process Group 16

    Planning Process Group 17

    Executing Process Group 17

    Monitoring and Controlling Process Group 17

    Closing Process Group 18

Navigating Project 18

    Introducing the Gantt Chart View 21

    Scrolling, Selecting, and Entering Data Fields 23

    Exploring the Look and Feel of Project 23

    Exploring the Project Window 24

    Project’s Help Feature 25

Using Team Planner to Start Managing Resources Quickly 26

Define Project Scope 27

    Build and Decompose the WBS 28

    Create a Project Schedule Using Microsoft Project 30

    Use Project Schedule Templates or Create a New Project 31

    Set Project Attributes 32

    Build Your Project Schedule Using the WBS 35

    Enter or Adjust Summary Tasks and Subtasks 36

    Create Milestones 37

    Set Deadlines 38

    Create Task Dependency Relationships 39

    Create Your Team and Assign Resources 41

    How Duration, Work, and Resource Units Affect Your Project Schedule 44

    Enter Estimates 45

    Review the Schedule for Overallocation or Other Potential Issues 46

    Inactivating Tasks 47

    Baseline Your Schedule 48

Track Your Project 49

    Obtain Project Status 49

    Enter Your Tracking Data 50

    Analyze Your Status 53

Close Your Project 54

Consultants’ Tips 55

    Formulas That Affect Your Schedule 55

    Create a WBS 55

    80/20 Rule 56

    Project Is a Tracking Tool 56

    Always Baseline! 56

    Split Window and Views 56

3 Microsoft Project and the Project Management Domain 57

History of Project Management 57

Exploring Project Management Industry Standards 58

    Project Management Body of Knowledge (PMBOK) 58

    PRINCE2 61

WBS, Phases and Control Points, Methodologies, and Life Cycles 63

    Work Breakdown Structure (WBS) 63

    Managerial Control 64

Using Microsoft Project with Methodologies and Life Cycles 65

    Waterfall Development Process 66

    Iterative Development 66

    Research Project 69

Accommodating Teaming Styles 69

Consultants’ Tips 70

    Determine the Approach to Use in Managing Your Project 70

    Use WBS as a First Step in Project Definition 70

    Use the 5×9 Checklist for Planning 70

II Organizing for Success—Project

Initiation and Planning

4 Getting Started After the Business Initiative Is Approved 71

Organizing Projects for Success 71

    Define Measure of Success 72

    Clarify Constraints and Boundaries 73

    Define the Final Deliverables 74

    Establish Change Control Process 75

Work Breakdown Structure 76

    Work Breakdown Structure Concepts 76

    WBS and Scheduling 78

    Use of Templates 80

WBS Numbering 80

    Creating Custom WBS Codes 82

    Inserting, Deleting, and Moving Tasks with Custom WBS Codes 84

    Editing Custom WBS Codes 84

    Renumbering the Custom WBS Codes 86

Scope Control and Change Control 87

Consultants’ Tips 87

    Understanding a Work Breakdown Structure 87

    Define the Full Scope of Your Project 87

    Build WBS First 88

    Define Project Work Packages 88

5 Setting Up Project for Your Use 89

Setting the Task Mode 89

    Setting the Task Mode 89

    Understanding the Task Mode 91

Defining Project Information 91

    Understanding the Project Information Dialog Box 92

    Defining Project Properties 97

Defining Calendars 101

    Calendar Hierarchy 102

    Modifying and Defining Base Calendars 102

    Setting Project and Resources Calendar 108

Defining Custom Fields 112

    Custom Fields Concept 112

    Defining Custom Fields 114

Defining Environment Options 115

    Defining Project Standards 116

Consultants’ Tips 130

6 Creating Your Project

Schedule 131

Entering Project Tasks 131

    Entering Tasks Using the Gantt Chart View 132

    Creating Task Names 139

    Entering Task Durations 141

    Editing Tasks Using the Task Information Dialog Box 146

Manipulating the Task List 148

    Displaying Long Task Names 148

    Adjusting the Height of Task Rows 149

    Undoing Changes in the Task List 150

    Inserting, Deleting, and Clearing 151

Copying, Cutting, and Moving Tasks 152

    Using the Fill Command 153

Defining Summary Tasks and Subtasks 154

    Understanding Duration of Summary Tasks 155

    Indenting and Outdenting Tasks 155

    Collapsing and Expanding the Outline 157

    Editing Outlined Projects 158

    Selecting the Display Options for Outlining 158

    Using Rollup Taskbars 159

Defining Milestones 160

Attaching Notes to Tasks 162

    Typing and Formatting Notes 163

    Inserting Hyperlinks in Notes 164

    Inserting Objects in Notes 165

    Attaching Notes to the Overall Project 167

Attaching Hyperlinks to Tasks 168

    Attaching Hyperlinks to Existing Files or Web Pages 168

    Attaching Hyperlinks to New Files 170

    Attaching Hyperlinks to Tasks or Resources in the Same Project 170

    Using Hyperlinks to Create Email Messages 171

    Editing and Deleting Hyperlinks 171

    Placing Hyperlinks in the Custom Text Fields 171

Defining Recurring Tasks 172

    Creating Recurring Tasks 172

    Editing Recurring Tasks 175

Creating WBS Codes 176

Using Other Views to Create Tasks 176

    Using the Task Entry View 177

    Using the Task Sheet View 178

Using the Timeline View 179

Consultants’ Tips 182

7 Defining Task Logic 183

Manipulating Your Schedule 185

    Using the Multiple Undo and Redo Feature 185

    Using Change Highlighting to View Changes 185

Linking Tasks 186

    Understanding Task Relationships 187

    Defining Dependency Links 187

    Defining the Types of Dependency Link Relationships 189

    Using the Finish-to-Start Relationship 190

    Using the Start-to-Start Relationship 190

    Using the Finish-to-Finish Relationship 191

    Using the Start-to-Finish Relationship 192

    Choosing the Dependent Tasks 193

    Allowing for Delays and Overlaps 194

    Entering Leads and Lags 195

    Linking Summary Tasks 196

    Creating Links by Using the Menu or Toolbar 197

    Creating Links by Using the Task Information Dialog Box 198

    Creating Links by Using the Task Form View 199

    Creating Links by Using the Entry Table 201

    Creating Links by Using the Mouse 203

    Working with Automatic Linking Options 205

    Modifying, Reviewing, and Removing Dependency Links 206

    Auditing Task Links 207

    Using the Task Inspector 209

    Using Task Path 210

Defining Constraints 211

    Understanding Types of Constraints 212

    Entering Task Constraints 216

    Creating Constraints in the Task Information Dialog Box 216

    Creating Constraints in a Task Table 218

    Creating Constraints in the Task Details Form 219

    Responding to Warnings from the Planning Wizard 220

    Deciding to Honor Links or Honor Constraints 221

    Finding and Reviewing Tasks That Have Constraints 224

    Removing Task Constraints 225

    Resolving Conflicts Caused by Constraints 225

    Creating a Modified Constraint Dates Table 226

Performing Advanced Actions on Tasks 227

    Entering Deadline Dates 227

    Filtering for Missed Deadline Dates 229

    Splitting Tasks 229

Consultants’ Tips 232

    The Deadline Feature 232

    Scheduling Logic 232

    Deadlines Versus Sponsor Schizophrenia 232

    Connecting Tasks with the Mouse 233

    Showing Detail in the Gantt Chart 233

8 Defining Project Resources 235

Understanding How Project Uses Resources and Costs 235

    Cost Resources 237

Defining Resources and Resource Information 237

    Understanding Resource Types 238

    Understanding Budget Resources 238

    Distinguishing Single and Group Resources 238

    Using Generic Resources for Common Skills 239

Using the Resource Sheet View 239

Defining Resource Information Using the Resource Information Dialog Box 241

Using the Resource Fields to Define Resource Details 242

    Using the Resource ID Field 242

    Interpreting the Indicator Field 243

    Specifying Resource Names Using the Name Field 243

    Using Resource Type to Categorize Resources 243

    Using the Material Label to Specify Units of Resource Measure 244

    Using the Initials Column to Shorten Resource Names 244

    Using the Group Field to Categorize Resources 245

    Using the Max Units and Resource Availability Table to Specify Resource Availability 246

    Selecting Resource Calendar to Specify Resource Base Availability 249

    Specifying the Resource Working Time 249

Defining Resource Costs 252

    Applying the Standard Rate to a Resource 252

    Applying the Overtime Rate to a Resource 253

    Applying the Cost Per Use to a Resource 254

    Understanding the Cost Rate Tables 254

    Selecting the Cost Accrual Type 256

Using the Task Form View to Add Additional Resources 256

Understanding Resource Constraints 257

Working with Resources 258

    Setting the Automatically Add New Resources and Tasks Option 258

    Sorting Resources 259

    Grouping Resources 263

    Filtering Resources 264

Consultants’ Tips 267

9 Understanding Work Formula

Basics 269

Understanding Task Levels 269

Work, Duration, and Units 270

Tasks with Multiple Assignments 271

Understanding Resource and Task Assignments 272

Reviewing the Essential Components of Work Resource Assignments 272

Understanding the Resource Assignment Fields 273

    Assigning a Resource to a Task 274

    Understanding the Assignment Units Field 274

    Assigning the Work 277

    Assigning the Duration 278

Understanding the Work Formula 278

    Applying the Work Formula in New Assignments 279

    Applying the Work Formula in Changes to Existing Assignments 288

Selecting Task Settings 289

    Setting the Task Type 291

Schedule Modifiers That Affect the Complexity of the Scheduling Engine 292

    Task Mode 293

    Project Scheduling the Resource Assignment to Start When the Task Starts 293

    Splitting Task Assignments 293

    Scheduled Delay Effects 293

    Leveling Delay Effects 294

    Work Contour Effects 294

    Resource Availability Effects 295

    Calendar Effects 296

    Effort-Driven Task Effects 296

    Effects of Using Driver Resources 297

Consultants’ Tips 297

    80/20: Using Task Modes 297

    Work Formula Factors 298

    80/20: Using Task Types 298

    80/20: Using Effort-Driven Task Types 298

    The Difference Between Calendar Duration and Actual Assignment Duration 299

10 Scheduling Single and Multiple

Resource Assignments 301

Mechanisms: Methods for Adding Resources 302

    Adding Resources Using the Assign Resources Dialog Box 302

    Adding Resources by Using Drag-and-Drop 303

    Assigning Resources with the Team Planner View 304

    Assigning Resources with the Task Entry View 305

    Assigning Resources Using the Task Information Dialog Box 306

    Assigning Resources with the Task Table 308

Creation: Assigning a Single Resource 309

    Assigning a Resource Using the Assign Resources Dialog Box 310

Creation: Assigning Multiple Resources 312

    Calculating Task Duration with Multiple Resources 312

    Understanding Effort-Driven Tasks 313

    Understanding the Driver Resource Concept 317

Maintenance: Modifying Existing Resource Assignments 320

    Modifying Resource Assignments 321

    Entering the Assignment Values 322

    Assigning Resources with the Task Usage View 325

    Modifying Work Schedules with the Task Usage View 326

    Using the Assignment Information Dialog Box 329

    Scheduling a Late Start for an Assignment 330

    Splitting a Task Assignment 333

    Removing Resource Assignments from One or More Tasks 333

    Replacing a Resource on an Assignment 335

How-To’s: Modifying Resource Assignments 336

    Graphing Resource Availability 336

    Scheduling Resources for a Specific Amount of Work 339

    Contouring Resource Usage 339

    Selecting a Predefined Contour Using the Assignment Information Dialog Box 344

    Using Overtime to Shorten Duration 345

    Selecting a Cost Rate Table for an Assignment 348

    Assigning Fixed Costs and Fixed Contract Fees 349

    Scheduling with Task Calendars 351

    Adding Delay to an Assignment 353

Consultants’ Tips 355

    Make Judicious Use of the Team Planner and Manually Scheduled Tasks 355

    80/20: Use the Task Entry View for Resource Entry and Modifying Assignments 356

    Depth: Calculation of the Default Units Value Used When Assigning a Resource 356

    Config: Turn Off Automatic Resource Creation 356

    Forward-Scheduling Versus Backward-Scheduling 356

11 Using Standard Views, Tables, Filters, and Groups to Review Your Schedule 357

What Can I View Using Microsoft Project? 357

Viewing Strategies 359

    Strategies on Using Views 359

    Strategies for Using Tables 362

Understanding Standard Views 366

    Calendar View 367

    Gantt Chart Views 369

    Team Planner View 373

    Network Diagram View 375

    Descriptive Network Diagram Views 376

    Task Usage View 377

    Tracking Gantt View 378

    Resource Graph View 378

    Resource Sheet View 380

    Resource Usage View 380

    Bar Rollup View 381

    Milestone and Milestone Date Rollup Views 382

    Relationship Diagram View 383

    Resource Allocation View 384

    Resource and Resource Name Form Views 384

    Task, Task Detail, and Task Name Form Views 386

    Task Entry View 387

    Task Sheet View 388

Understanding Standard Tables 389

    Task Tables 389

    Resource Tables 391

Understanding Filtering and Grouping 393

    Exploring Filters in Microsoft Project 393

    Exploring Standard Groups 398

Combining Views, Tables, Filters, and Groups to Review Project Schedule Details 401

    Does My Schedule Contain the Needed Milestones? 401

    Do I Know My Critical Path? 403

    Are My Tasks Linked? 405

    Does My Schedule Contain Constraints? 406

    Are All Needed Task Details Included? 407

    Making Sure There Is Flexibility in the Schedule 407

    Are My Resources Overallocated? 407

    Is My Schedule Baselined? 408

    How Do I Communicate the Tasks? 408

    How Do I Present My Project Schedule to the Project Sponsors? 409

Consultants’ Tips 410

    Stop Expecting Your Resources and Sponsors to Look at the Same Views You Do 410

    Use the Team Planner When Resource Planning Is Your Main Goal 410

    Keep It Simple 410

    Easy Way to Not Accidentally Type in Actuals When Using Resource or Task Usage Views 410

12 Performing a Schedule Reality

Check 411

Auditing the Schedule for Reasonableness 411

    Looking for Logic Errors 412

    Schedule Estimation Methods 413

    Looking for Technique Errors 414

Reviewing the Big Picture: Critical Path Analysis 417

    What Is My Current Critical Path? 418

    How Can I Reduce the Duration of My Critical Path? 419

    Strategies for Crashing the Schedule 420

    Strategies for Fast Tracking the Schedule 420

Reviewing the Project-Level Statistics 421

    Methods of Examining Your Schedule 422

Strategies for Analyzing Costs 423

    Reviewing the Cost Table 423

    Reducing the Cost of Work 424

Finalizing the Schedule 424

Baselining the Schedule 425

    Saving Your Project Baseline 425

Consultants’ Tips 428

    Are You a Pessimistic or an Optimistic Estimator? 428

    Schedule Problems Checklist 428

    Avoiding the “While You Are Here” Syndrome 430

    Deleting Baselined Tasks 430

III Project Execution Through Completion

13 Tracking Your Project Progress 431

Overview of Tracking 431

Working with Project Baselines 432

    Viewing Baselines 433

    Using Usage Views to Show Time-Phased Details 434

Tracking Your Project’s Performance and Costs 436

    Understanding Fields Used in Updating the Project Schedule 436

Entering Tracking Information at the Task Level 438

    Editing the Task Actual Start Date 440

    Editing the Task Actual Finish Date 440

    Editing Task % Complete (Percentage Complete) 441

    Editing Task Actual Duration 442

    Editing Task Remaining Duration 442

    Editing Task Actual Work 443

    Editing Task % Work Complete 443

    Editing Task Remaining Work 443

Editing Task Time-Phased Actual Work 444

    Entering Tracking Information at the Assignment Level 444

    Editing Assignment Actual Start 445

    Editing Assignment Actual Finish 445

    Editing Assignment Actual Work 446

    Editing Assignment % Work Complete 446

    Editing Assignment Remaining Work 446

Editing Assignment Time-Phased Work 447

    Understanding the Calculation Options That Affect Tracking 447

    Using the Updating Task Status Updates

    Resource Status Option 449

    Using the Actual Costs Are Always Calculated by Project Option 450

    Using the Edits to Total Task Percentage Complete Will Be Spread to the Status Date Option 452

    Options to Reschedule Parts of Partially Completed Tasks 453

Using Microsoft Project’s Facilities for Updating Tasks 455

    General Shortcuts 455

    Update Tasks Form 455

    Update Project Form 456

Consultants’ Tips 458

    Always Keep the Original Baseline 458

    Regular Statusing of Team Assignments 458

14 Analyzing Performance 459

Reviewing the Current Status of a Project 460

    Reviewing the Status Via the Current Schedule 460

    Reviewing the Status Via the Project Plan 465

Analyzing Performance with Earned Value Analysis 474

    Understanding Earned Value Measurements 475

    Controlling the Calculation of Earned Value 485

    Summary of Using Earned Value Analysis in Project 487

    Earned Value Report 489

Using Analysis Views and Reports 490

    Analysis Views 491

    Analysis Reports 494

Analyzing the Critical Path 495

Consultants’ Tips 495

    Project Performance Analysis Prerequisites 495

    Project Performance Analysis Areas 496

    Project Performance Analysis Options 496

15 Using Reports for Tracking and

Control 497

Using Reports 497

    Reports and the Iron Triangle 499

    Using Reports for the Project Sponsor 508

Using Visual Reports 510

    Using Visual Reports for Project Analysis 512

    Using Visual Reports for the Project Sponsor 517

    Using Visual Reports for the Project Team 523

Consultants’ Tips 524

    When to Use Reports 524

    When to Use Visual Reports 525

    Customize the Out-of-the-Box Reports for Your Project Needs 525

16 Revising the Schedule 527

When Things Don’t Go According to Plan 527

    Critical Path Changes 528

    What Can Go Wrong 529

    Prevention and Avoidance 530

When Recovery Is the Only Option 530

    Reducing Project Scope 531

    Reducing Project Cost 532

    Reducing Scheduled Duration 532

Rebaselining Strategies 534

Consultants’ Tips 534

    Regularly Review Your Project Schedule 534

    Perform Risk Management and Contingency Planning 534

    Make Your Project Estimates as Realistic as Possible 534

17 Closing the Project 535

Project Close Process Group 536

    Closing the Contractual Agreement 536

    Implementing Project Close Custom Fields 538

Performing Final Reporting 539

    Cost Overruns Report 540

    Additional Out-of-the-Box Closing Reports 540

Performing a Project Retrospective: Lessons Learned 542

Archiving Your Schedule 543

Celebrating Your Project Results 546

Consultants’ Tips 546

IV Tailoring Microsoft Office Project 2013 to Your Needs

18 Managing Project Files Locally and in the Cloud 549

Saving and Protecting Project Files 550

    Working with the Organizer and the Global File 550

    Designating the Default Save Location and Format 550

    Version Compatibility 552

    Saving a File 552

    Your Account 555

    Providing Security for Saved Files 555

    Saving the Workspace 558

    Project Safe Mode 558

Creating and Using Project Templates 559

    Creating a New Project Template 559

    Modifying Existing Template Files 561

    Opening a Template File to Create a New Project 561

Working with the Organizer and the Global File 562

    Global.mpt File 565

    Manipulating Objects Using the Organizer 565

Consultants’ Tips 568

    Global.mpt 568

    Using the Organizer 568

    Protecting Your Project Files When Sharing 568

    Basic Steps for Starting a Project 568

    Use Templates and Keep Them Simple 568

19 Formatting Views 569

Sorting the Tasks or Resources in a View 569

    Selecting the Sort Keys 570

    Selecting the Sort Operation 571

Formatting Text Styles for Categories of Tasks and Resources 571

    Selecting an Item to Change 572

    Changing the Style of Text Displays 574

Formatting Font for Selected Text 575

Formatting Gridlines 575

Using the Outline Options 577

Formatting Timescales 578

    Changing Timescale Tiers 579

    Completing the Timescale Definition 581

    Changing the Display of Non-Working Time 582

Using Page Breaks 583

Formatting the Gantt Chart Views 583

    Formatting the Gantt Chart View Manually 583

    Using the Gantt Chart Wizard 594

Formatting the Calendar View 596

    Formatting the Timescale for the Calendar 597

    Selecting Calendar Bar Styles Options 598

    Setting the Layout Options for the Calendar View 599

Formatting the Network Diagram View 600

    Using the Box Styles Options 600

    Using Data Templates for Network Diagram Nodes 601

    Using the Box Options 604

    Controlling the Network Diagram Layout 604

    Using the Zoom Command 609

Formatting the Task Form and Resource Form Views 609

    Sorting the Form Views 610

    Formatting Details of Form Views 610

Formatting the Resource Graph View 612

    Reviewing the Format Options for the Resource Graph View 614

    Selecting the Details to Display 615

    Using the Bar Styles Dialog Box 617

Formatting the Resource Usage View 619

    Choosing the Details for the Resource Usage View 619

    Formatting the Detail Styles in the Resource Usage View 620

Formatting the Task Usage View 621

Formatting the Task Sheet and Resource Sheet Views 622

Consultants’ Tips 622

    Get Familiar with the Default Views First, Then Customize 622

    Customizing the Gantt Chart View 623

    Sorting Views 623

20 Reports Part I: 2013 Reports 625

Understanding the New Reports 625

    Accessing the Reports 626

    Common Report Elements 627

    Dashboards Reports Category 629

    Resources Reports Category 632

    Cost Reports Category 634

    In Progress Reports Category 636

    Miscellaneous Category Controls 638

Customizing Sections of Reports 639

    Customizing a Text Box or a Shape 639

    Adding or Customizing a Picture 640

    Adding or Customizing a Chart 642

    Adding or Customizing a Table 645

Customizing Reports 646

    Customizing an Existing Report 647

Creating Reports 647

    Creating a New Report Based on an Existing Report 647

    Designing a New Report 648

Using the Common Customization Controls 649

    Themes 649

    Choosing the Page Setup Options for a Report 650

Saving and Sharing Custom Reports 650

Consultants’ Tips 651

    Right Report for the Right Audience 652

    Avoid Too Much Navel Gazing 652

21 Reports Part II: Visual Reports 653

Reports Part II: Visual Reports 655

Understanding OLAP Cubes for Visual Reports 658

Understanding Excel and Visio in Relation to Project 659

    Using Excel While Working with Visual Reports 659

    Using Visio While Working with Visual Reports 664

Reporting Capabilities 665

    Customizing Excel Visual Reports 665

    Customizing Visio Visual Reports 680

    Creating Visual Reports Using Excel 688

    Creating Visual Reports Using Visio 692

Sharing and Saving Visual Reports 693

    Saving a Visual Report Template Using Excel 694

    Saving a Visual Report Template Using Visio 694

    Saving a Reporting Cube 694

    Saving a Reporting Database 696

    Printing a Visual Report 697

Consultants’ Tips 697

    80/20: Choose the Right Data Resolution for Your Reporting Goals 697

    Save Customized Reports as Templates for Later Use 698

22 Customization Almost Beyond

Reason: Views, Tables, Filters,

Groups, Fields, Toolbars, and Menus 699

Creating and Customizing Tables 700

    Entering a Table Name 702

    Adding and Changing the Columns in the Table 702

    Completing the Definition of the Table 705

    Changing Table Features from the View Screen 707

Creating and Customizing Views 708

    Entering the Name of the View 711

    Selecting the Starting Format 711

    Selecting the Table for the View 712

    Selecting the Group for the View 713

    Selecting the Filter for the View 713

    Displaying the View Name in the Menu 713

    Saving the View Definition 714

    Creating a Combination View 714

Printing Views 715

    Preparing Your Screen and Choosing Fundamentals for Your Printed View 716

    Filtering, Sorting, Grouping, and Enhancing the Display 716

    Using Page Breaks 717

    Using the Page Setup Dialog Box 717

    Previewing the Printed View 726

    Printing 727

Creating and Customizing Filters 729

    Naming a Filter 730

    Defining Filter Criteria 730

    Using More Filter Criterion Tests 733

    Using Interactive Filters 737

    Creating Calculated Filters 738

    Creating Multiple Criteria Filters 739

    Creating Custom Filters with AutoFilter 740

Creating Custom Groups 741

    Accessing Custom Groups 741

    Selecting Grouping Fields 742

    Defining Group Intervals 743

    Formatting Group Displays 744

    Saving Custom Groups 745

Creating and Customizing Fields 745

    Accessing the Custom Fields 746

    Naming Custom Fields 746

    Creating Calculated Custom Fields 747

    Controlling Custom Field Behaviors 749

    Creating Custom Indicator Fields 749

    Managing Custom Fields 754

Organizing Views and Other Custom Elements in Project Files 754

Customizing the Ribbon 756

Customizing the Quick Access Toolbar 762

Customizing the Status Bar 765

Consultants’ Tips 767

    Create Views the Right Way 767

    Name Organizer Objects Appropriately 767

    Resolve Unexpected View Results 767

    Know Your Audience When Using Graphical Indicators 767

    Keep an Excel Configuration Workbook 768

    Making the Most of the “Ribbon” 768

V Microsoft Project 2013 Knowledge In Depth

23 Working with Multiple Projects 769

Using Windows Commands 769

    Viewing All the File Windows at the Same Time 771

    Hiding and Unhiding Open Windows 772

    Using the Save Workspace Command 772

Comparing Project Versions 773

Displaying Tasks from Different Projects in the Same Window 776

    Using the New Window Command 776

    Filtering and Sorting Consolidated Projects 778

Creating Master Projects 780

    Combining Projects into One File Using the Insert Project Menu 781

    Working with Inserted Projects 782

    Breaking Apart a Large Project Using Inserted Projects 784

    Master Projects Using Hammock Tasks 784

    Maintaining Inserted Projects 786

    Identifying Tasks That Are Inserted Projects 787

Creating Links Between Tasks in Separate Projects 788

    Sharing Resources Among Projects 791

    Creating the Shared Resource Project 792

    Using the Resource Pool 792

    Discontinuing Resource Sharing 795

    Identifying Resource Pool Links 796

    Viewing Resource Loads Without Sharing a Pool 796

    Saving Multiple Files in a Workspace 797

Consultants’ Tips 798

    Using Master Files 798

    How Do I Tell Which Task Is from Which Project When They Have the Same Names? 799

    Sharing Resources Between Projects 799

24 Resolving Resource Allocation

Problems 801

Understanding How Resource Allocation Problems Occur 801

    Why Should I Care About Resource Workload Conditions? 802

    What Is the Problem? 802

    What Causes Resource Overallocation? 804

    When Should I Ignore Resource Allocation Problems? 804

Visualizing Resource Allocation Conditions 805

    Resource Max Units, Calendars, and Other Settings 805

    Team Planner 808

Resource Graphs 808

    Resource Sheet 809

    Split Views and Windows 811

    Resource Usage Time-Phased Data 813

    Groups, Filters, and Sorting Tasks with Resources 814

    Review Task Relationships 815

Strategies for Correcting Resource Allocation Problems 816

    Process Check: Review Project Scope and Other Business Issues 817

    Replacing or Adding Resources 817

    Splitting Tasks 818

    Linking Tasks 819

    Adjusting Resource Units 820

    Using the Level Resources Tools 821

    Manual Strategies to Correct Resource Allocation Problems 827

Consultants’ Tips 832

    Use Team Planner and Manually Scheduled Tasks Where Appropriate 832

    Establish Guidelines for Resolving Resource Allocation Issues 832

    Examples of Resource-Leveling Scenarios 832

    Receiving an “Overallocation Cannot Be Resolved” Warning 833

    Resource(s) Indicate Overallocation Condition After Leveling 833

25 Exporting and Importing Project

Data 835

Exchanging Project Files Across Microsoft Project Versions 836

Exchanging Project Data with Other Applications 837

    File Formats Supported by Project 837

Working with Import/Export Maps 838

    Understanding Import/Export Maps 838

    Reviewing the Predefined Import/Export Maps 840

    Creating and Using an Export Map 844

    Creating and Using an Import Map 849

Exchanging Data with Microsoft Excel 854

    Exporting Project Data to an Excel Worksheet 855

    Exporting Project Data to an Excel PivotTable 859

    Importing Project Data from the Excel Format 859

Working with Web-Enabled Project Data 865

Working with Text File Formats 865

    Exporting Project Data in the Text Formats 865

    Importing Project Data from Text Formats 868

Importing a Task List from Outlook 868

Consultants’ Tips 872

    Import/Export as a Legacy Feature Set 872

    Design the Data Layout Prior to Import/Export 872

    Using Export/Import Versus Copy/Paste 872

    Copying and Pasting Using Excel 872

    Be Aware of Additional Data When Importing/Exporting 872

    Using the XML Export Will Not Keep Some of the Usage Data 872

26 Manipulating Data Using Other

Applications 873

Copying Data Between Applications 873

    Copying Data from Other Applications into Project 875

    Copying Project Data into Other Applications 877

Linking Data Between Applications 879

    Linking Project Data Fields from External Sources 879

    Refreshing Linked Data in Project 881

    Deleting Links to External Sources 883

    Identifying Tasks or Resources with Links Attached 884

    Pasting Links to Project Data in Other Applications 884

Working with Objects 884

    Pasting Objects 885

    Inserting Objects 887

Placing Objects into Project 888

    Pasting Objects in the Gantt Chart View 888

    Inserting Objects in the Gantt Chart View 889

    Placing Objects in the Notes Field 893

    Placing Objects in the Task or Resource Objects Box 893

Placing Objects into Other Applications 896

    Using the Copy Picture Command to Copy a View 897

Consultants’ Tips 901

    “Legacy” Features 901

    File Sizes 901

Index 903

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