Brief Guide to Microsoft Project

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Appendix A:Brief Guide to Microsoft ProjectProfessional 2016Note: This guide was written using the free trial of Microsoft Project Professional 2016 and Windows 10 in2016. Your screens may appear slightly different. The files and instructions in this guide will work withProject Online Professional. The purpose of this guide is to provide current or future project managers withhands-on experience in using a popular and powerful project management software tool.June 2018 update: Check with your instructor about using Microsoft Project. Microsoft changes which freetrials are available and updates software frequently. As of June 2018, you can access a 30-day free trial ofProject Online Professional. Many schools may provide access as well.Published by Schwalbe Publishing in Minneapolis, MN, April 2016, with slight changes made in June 2018.Permission is granted to Cengage to provide this edition for instructors and students using InformationTechnology Project Management, Ninth Edition by Kathy Schwalbe. This appendix is also available free fromSchwalbe Publishing at www.kathyschwalbe.com or www.pmtexts.com along with the link to Microsoft’ssite, files mentioned in this appendix, and many other resources.Detailed Table of ContentsIntroduction ………………………………………………………………………………………………………………………………………… 1Project Management Software……………………………………………………………………………………………………………… 1Basic Features of Project Management Software …………………………………………………………………………………. 2What’s new in Project Professional 2016……………………………………………………………………………………………… 3Using Project Professional 2016 ………………………………………………………………………………………………………….. 5Before You Begin……………………………………………………………………………………………………………………………. 5Using the 60-day Trial of Project Professional 2016: ………………………………………………………………………. 5Overview of Project Professional 2016 …………………………………………………………………………………………… 6Getting Started and Finding Help………………………………………………………………………………………………. 6Understanding the Main Screen Elements …………………………………………………………………………………. 7Exploring Project Professional 2016 Using a Template File ………………………………………………………………… 8Project Professional 2016 Views…………………………………………………………………………………………………….11Project Professional 2016 Reports …………………………………………………………………………………………………13Project Professional 2016 Filters ……………………………………………………………………………………………………15Creating a New File and Entering Tasks in a Work Breakdown Structure ………………………………………….16Creating a New Project File……………………………………………………………………………………………………………16Creating a Work Breakdown Structure Hierarchy ………………………………………………………………………….17Creating Summary Tasks ……………………………………………………………………………………………………………….19Numbering Tasks…………………………………………………………………………………………………………………………..20Saving Project Files without a Baseline ………………………………………………………………………………………….20Developing the Schedule…………………………………………………………………………………………………………………….21Calendars……………………………………………………………………………………………………………………………………….21Entering Task Durations ……………………………………………………………………………………………………………….23Manual and Automatic Scheduling ……………………………………………………………………………………………23Duration Units and Guidelines for Entering Durations…………………………………………………………….24Entering Task Durations ……………………………………………………………………………………………………………….26Establishing Task Dependencies ……………………………………………………………………………………………………29Gantt Charts, Network Diagrams, and Critical Path Analysis ………………………………………………………..33Project Cost and Resource Management …………………………………………………………………………………………….36Entering Fixed and Variable Cost Estimates………………………………………………………………………………….36Entering Fixed Costs in the Cost Table…………………………………………………………………………………….36Entering Resource Information and Cost Estimates …………………………………………………………………37Using the Team Planner Feature……………………………………………………………………………………………….40Using the New Resource Engagement Feature …………………………………………………………………………42Entering Baseline Plans, Actual Costs, and Actual Times ………………………………………………………………42Viewing Earned Value Management Data…………………………………………………………………………………………..45Integrating Project Professional 2016 with Other Applications and Apps for Office …………………………46Copying Information between Applications…………………………………………………………………………………..46Creating Hyperlinks to Other Files ………………………………………………………………………………………………..48Using Project Professional 2016 Apps …………………………………………………………………………………………..49Synching with Project Server and Project Online…………………………………………………………………………..50Discussion Questions …………………………………………………………………………………………………………………………51Exercises …………………………………………………………………………………………………………………………………………….51End Notes ………………………………………………………………………………………………………………………………………….52Schwalbe Publishing, Copyright 2018 1INTRODUCTIONThere are hundreds of project management software products on the market today. “The Project PortfolioManagement (PPM) market size is expected to grow from USD 2.52 Billion in 2015 to USD 4.63 Billion by2020, at a Compound Annual Growth Rate (CAGR) of 12.9%.”1 Leading vendors include Microsoft, CATechnologies, HP, Oracle (who acquired Primavera), Planview, and SAP. Many smaller companies alsoprovide their own products. Unfortunately, many people who own this type of software have little idea howto use it. It is important to understand basic concepts of project management, such as creating a workbreakdown structure, determining task dependencies, assigning resources, setting up project portfolios, and soon before making effective use of PPM software. Many project teams still use spreadsheets or other familiarsoftware to help manage projects. However, if you can master a good project management software tool, itcan really help in managing projects. This appendix summarizes basic information on project managementsoftware in general. It also provides a brief guide to using Microsoft Project Professional 2016, the latestversion of this popular software.PROJECT MANAGEMENT SOFTWAREAs described at the end of Chapter 1, there are three basic categories of project management software basedon their capabilities: low-end, midrange, and high-end tools. The market size mentioned by Gartner is forProject Portfolio Management (PPM) software, or the high-end category. It is often used across largeorganizations to manage thousands of projects while also providing portfolio management features. Low-endtools today are often free or very inexpensive, and most are available online. For example, popular toolsinclude Basecamp, Trello, Zoho Projects, and Wrike, to name a few. Several low-end tools focus on projectteam collaboration and coordination and may not have features like critical path analysis, resource allocation,and status reporting, like mid-range and high-end tools do.Microsoft Project Professional 2016 is considered to be a midrange tool. It is only one of Microsoft’sofferings in the project management realm as of 2016. Figure A-1 provides a summary of the “plans” oroptions for project management software available just from Microsoft. Notice that the options focus on whowill be using the software and what type of features are needed. Often an organization needs a combinationof tools. For example, project managers might focus on using Project Professional synced with ProjectOnline, team members might use Project Lite, and PMO staff and executives might use Project Online. Nowmore than ever, deciding what project management software to use is a project in itself!Because this text focuses on work done by project managers and the software is available as a freetrial, this Appendix provides a guide for using Project Professional 2016.Schwalbe Publishing, Copyright 2018 2Figure A-1. Microsoft Project Options, Source: Microsoft, April 2016(https://products.office.com/en-us/project/compare-microsoft-project-management-software)BASIC FEATURES OF PROJECT MANAGEMENT SOFTWAREWhat makes project management software different from other software tools? Why not just use aspreadsheet to help manage projects?You can do a lot of project management planning and tracking using non-project managementsoftware. You could use a simple word processor to list tasks, resources, dates, and so on. If you put thatinformation into a spreadsheet, you can easily sort it, graph it, and perform other functions. A relationalSchwalbe Publishing, Copyright 2018 3database tool (such as Microsoft Access) could provide even more manipulation of data. You can also useemail, social media, and other tools to collaborate with others.However, project management software is designed specifically for managing projects, so it normallyincludes several distinct and important features not found in other software products:• Creating work breakdown structures, Gantt charts, and network diagrams: As mentioned in this text, afundamental concept of project management is breaking down the scope of the project into a workbreakdown structure (WBS). The WBS is the basis for creating the project schedule, normally shownas a Gantt chant. The Gantt chart shows start and end dates of tasks as well as dependencies betweentasks, which are more clearly shown in a network diagram. Project management software makes iteasy to create a WBS, Gantt chart, and network diagram. These features help the project managerand team visualize the project at various levels of detail.• Integrating scope, time, and cost data: The WBS is a key tool for summarizing the scope of a project, andthe Gantt chart summarizes the time or schedule for a project. Project management software allowsyou to assign cost and other resources to activities on the WBS, which are tied to the schedule. Thisallows you to create a cost baseline and use earned value management to track project performancein terms of scope, time, and cost in an integrated fashion.• Setting a baseline and tracking progress: Another important concept of project management is preparing aplan and measuring progress against the plan. Project management software lets you track progressfor each activity. The tracking Gantt chart is a nice tool for easily seeing the planned and actualschedule, and other views and reports show progress in other areas.• Providing other advanced project management features: Project management software often provides otheradvanced features, such as setting up different types of scheduling dependencies, determining thecritical path and slack for activities, working with multiple projects, and leveling resources. Forexample, you can easily set up an activity to start when its predecessor is halfway finished. Afterentering dependencies, the software should easily show you the critical path and slack for eachactivity. You can also set up multiple projects in a program and perform portfolio managementanalysis with some products. Many project management software products also allow you to easilyadjust resources within their slack allowances to create a smoother resource distribution. Theseadvanced features unique to project management are rarely found in other software tools.As you can see, there are several important features that are unique to project management softwarethat make them worth using. Next you’ll learn what’s new in Project Professional 2016 and how to use basicfeatures.WHAT’S NEW IN PROJECT PROFESSIONAL 2016If you are familiar with Project Professional 2013 or earlier versions, it may be helpful to review some of thenew features in Project Professional 2016. An easy way to do this is by using one of the new features – a tabon the ribbon called “Tell me what you want to do.” Figure A-2 shows the results after typing in “What’snew” and then selecting “Get started.” Figure A-3 summarizes the results after selecting “What’s new inProject 2016.”Schwalbe Publishing, Copyright 2018 4Figure A-2. Finding what’s new with the Tell me what you want to do featureMore flexible timelinesWith Project 2016, not only can you leverage multiple timelines to illustrate different phases orcategories of work, but you can also set the start and end dates for each timeline separately, to painta clearer overall picture of the work involved.Better control over resource schedulingSome resources have limited availability, and may have their time scheduled by a resource manager.With Project Professional 2016 and Project Online, project managers and resource managers cannegotiate an agreement, called a resource engagement, to make sure that resources are being usedappropriately and effectively throughout your organization.Do things quickly with Tell MeYou’ll notice a text box on the ribbon in Project 2016 that says Tell me what you want to do. This is atext field where you can enter words and phrases related to what you want to do next and quickly getto features you want to use or actions you want to perform. You can also choose to get help relatedto what you’re looking for.New themes for ProjectThere are now three Office themes that you can apply to Project 2016: Colorful, Dark Gray, and White.Figure A-3. What’s New in Project 2016Schwalbe Publishing, Copyright 2018 5Next, you will learn some basic information about Project Professional 2016 and explore the mainscreen elements and Help facility.USING PROJECT PROFESSIONAL 2016Before you can use any project management software effectively, you must understand the fundamentalconcepts of project management, such as creating a work breakdown structure (WBS), establishingdependencies between activities, entering duration estimates, assigning resources, and so on. This Appendix isincluded with several project management text books by the author. Make sure you review these conceptsbefore using Project Professional 2016 so you understand what you are doing.Before You BeginThis appendix assumes you are using Microsoft Project Professional 2016 with Windows 10 and are familiarwith other Windows-based applications. Check your work by reviewing the many screen shots included in thesteps, or by using the solution files that are available for download from the companion website for this textor from your instructor. Project Online Professional will also work with these instructions.NOTE: You need to be running Windows 7 or later to use Project Professional 2016 and an up-to-date browser. Certainfeatures require internet connectivity. You can read more detailed system requirements and download a free trialfrom Microsoft. This powerful software is very expensive. Microsoft sells Project Professional 2016 on itswebsite for $1,159.99 as of April 2016. Many colleges and universities provide the software to students eitheron campus or through remote access. If you can use remote access, the main requirement is high speedinternet connectivity. Check with your instructor for details or for alternatives if you do not have easy accessto the software. Project Online Professional is available as a free trial as of June 2018.This appendix uses several template files and a fictitious project to illustrate how to use the software.The WBS for the fictitious file uses the five project management process groups as level 2 items (initiating,planning, executing, monitoring and controlling, and closing). Standard deliverables under each of thoseprocess groups are included. Each section of the appendix includes hands-on activities for you to perform.NOTE: To complete some of the hands-on activities in the appendix, you will need to download files fromwww.intropm.com or www.pmtexts.com to your computer. When you begin each set of steps, make sure youare using the correct file. Save the files you create yourself in a different folder so you do not write over theones you download.In addition, you will create the following files from scratch as you work through the steps:• 2016wbs.mpp• 2016schedule.mpp• 2016actuals.mppYou will also use the following file to create a hyperlink:• stakeholder register.docUsing the free Trial of Project Online (as of June 2018):If you plan to download the free trial, perform the following steps:1. Go to Microsoft’s website for free trials (https://products.office.com/en-us/project/comparemicrosoft-project-management-software?tab=1) as of June 2018) and click on the Try button underProject Online Professional. If that link does not work, check for updates on www.intropm.comor www.pmtexts.com. Also, be sure to read the preinstall information, including the FAQs.Schwalbe Publishing, Copyright 2018 62. Enter your account information. You do need a Microsoft account. It used to be called a WindowsLive account, so you may already have one if you set it up for Xbox, SkyDrive, Office 2013, Office365 or other items. If you do not have a Microsoft account, set one up for free.3. Install Project Professional 2016. Try the 32-bit option first. After downloading the exe file, run itand enter the product key Microsoft provides when prompted. If you have problems, contact yourinstructor or Microsoft support. Follow instructions for the Project Online Professional trial.Next you will learn how to start Microsoft Project Professional 2016 and open a Blank Project.Overview of Project Professional 2016The first step to mastering Project Professional 2016 is to become familiar with the major screen elementsand the Help facility. This section describes each of these features.Getting Started and Finding HelpTo start Project Professional 2016:1. Open Project Professional 2016. There are slightly different methods for opening Project Professional2016 depending on your operating system. For example, in Windows 10, click the Start button onthe taskbar, All Apps, and then click Project 2016 or type it in the search bar. Alternatively, ashortcut or icon might be available on the desktop; in this case, double-click the icon to start thesoftware.2. Start a Blank Project. Click on Blank Project, the first option as shown in Figure A-4. The left part ofthe screen shows recent files (if you have any) and allows you to open other projects as well. Thecurrent date is the default project start date.Figure A-4. Project Professional 2016 initial options – access Blank Project3. Learn about basic tasks in Project. Click the Tell me what you want to do tab, type Help, click Getstarted, and then click Basic tasks in Project, as shown in Figure A-5.NOTE: The term “tasks” is used in Project Professional 2016, while PMI prefers to use the termsdeliverables and activities. Also, the name of the software is often referred to as just Project or Project 2016.Schwalbe Publishing, Copyright 2018 7Figure A-5. Help on basic tasks in Project4. Explore the basic tasks information. Click on Add tasks. Scroll down to read about the other options.You can also type in the search bar to explore other Help topics. When you are finished, close theHelp window.Understanding the Main Screen ElementsReview the main screen elements, as shown in Figure A-6. Look at some of the elements of the screen.• The Ribbon, tabs, and Quick Access toolbar are similar to other Office applications.• The timeline view is displayed below the ribbon. It shows a high-level view of the projectschedule. You can easily copy the timeline into other software, as most of your stakeholders maywant to see it and not the detailed schedule.• The default manual scheduling for new tasks is on the lower left of the screen. You can click thatoption to switch to automatic scheduling.• The default view is the Gantt chart view, which shows tasks and other information in a calendardisplay. (Recall from the note on the previous page that Microsoft uses the term tasks instead ofdeliverables or activities.) You can access other views by clicking the View icon on the far leftside of the ribbon.• The areas where you enter information in a spreadsheet-like table are part of the Entry table. Forexample, you can see entry areas for Task Name, Duration, Start, Finish, and Predecessors.• You can make the Entry table more or less wide by using the Split bar. When you move themouse over the split bar, your cursor changes to the resize pointer. Clicking and dragging thesplit bar to the right reveals columns for Resource Names and Add New columns.• The first column in the Entry table is the Indicators column. The Indicators column displaysindicators or symbols related to items associated with each task, such as task notes or hyperlinksto other files.• The file name displays centered at the top of the screen. When you open a Blank Project afterstarting Project 2016, it opens a new file named Project1, which is shown in the title bar. If youopen a second Blank Project, the name will be Project2, and so on, until you save and renamethe file.Schwalbe Publishing, Copyright 2018 8Indicators column Tabs Entry table Gantt chart view (default view)Figure A-6. Project Professional 2016 main screenMany features in Project Professional 2016 are similar to ones in other Windows programs. Forexample, to collapse or expand tasks, click the appropriate symbols to the left of the task name. To accessshortcut items, right-click in either the Entry table area or the Gantt chart. Many of the Entry table operationsare very similar to operations in Excel. For example, to adjust a column width, click and drag between thecolumn heading titles.Next, you will get some hands-on experience by opening an existing file to explore various screenelements. Project Professional 2016 comes with several template files, and you can also access templates fromvarious websites.EXPLORING PROJECT PROFESSIONAL 2016 USING ATEMPLATE FILETo open a template file and adjust screen elements:1. Open a template file. Click the File tab, select New, click Market Research Schedule, and thenclick Create. These screen shots were taken on April 7, 2016, so you can enter that date if youlike or leave the default as “Today” or the current date. Your screen should resemble FigureA-7. (Note: If you cannot find the template, you can download it from www.intropm.comand open it. To open an existing file, click the File tab, then select Open, and browse to findthe file.)2. Move the Split Bar. Move the Split Bar to the right so the Task Name and Duration columns arevisible.3. Expand a WBS item. Click on the arrow to the left of Initiation Phase in the Task Name column toreveal the activities under that WBS item.4. View the second Note: Move your mouse over the yellow Notes symbol in the Indicators column forTask 7 to read it. You can insert notes for any task by using the Notes icon on the ribbon.
QuickAccessToolbarRibbonTimelineSplit barManual/automaticscheduling
Schwalbe Publishing, Copyright 2018 9Figure A-7. Market research schedule template fileTo show different WBS levels and adjust the timescale:1. Select Outline Level 1 to display WBS level 2 tasks. Click the View tab and then the Outline button’s listarrow, and then click Outline Level 1. Notice that only the level 2 WBS items display in the Entry table.The black bars on the Gantt chart represent the summary tasks. Recall that the entire project is normallyreferred to as WBS level 1, and the next highest level is called level 2.2. Adjust the timescale. Click the Zoom out button (minus sign) on the left side of the Zoom slider onthe lower left of the screen, as shown in Figure A-8, until you see all of the symbols on the Gantt chart(click it three times). Notice the timescale is now showing quarters instead of weeks. It is often easier toread the schedule when all of the symbols are visible. You can also Zoom in when more details areneeded.
Outline button
Timeline check box Zoom out timescaleon slider bar
Figure A-8. Showing level 1 of the WBS and adjusted timescale3. View all tasks. Click the Outline button and select All Subtasks to see all of the items in the TaskName column again. Remember that you can expand or collapse tasks as desired.Split barNotesindicatorSchwalbe Publishing, Copyright 2018 10To adjust, add multiple timelines, share, and print the timeline:1. Remove the timeline and display it again. Click the Timeline checkbox on the Ribbon to unselect it. Click itagain to display it. The timeline is different than the time scale as it shows a high-level schedule on oneline while the timescale adjusts the time units for symbols on the Gantt chart.2. Add a new timeline: Click anywhere on the current timeline (toward the left side of the screen), clickthe Format tab, and then click Timeline Bar button under the Timeline Tools. Drag the line between theTimeline and Gantt Chart to reveal the second timeline. Your screen should resemble Figure A-9.Drag to see second timeline Timeline bar buttonFigure A-9. Adding a second timeline.3. Add tasks to the new timeline. Right-click on Task 2, Requirements Gathering & Analysis, then click Addto Timeline. Scroll down to also right-click on Task 7, Project Charter Development, and then click Addto Timeline to add it as well.4. Adjust the dates and format of the new timeline. Right-click anywhere in the second timeline, click DateRange, and then click Set custom dates. Enter 4/1/04 for the Start date and 5/1/04 for the finish dates.(Remember that this is a template file from Microsoft, and it had the dates entered as 2004).5. Display a task as a callout on the timeline. Right-click on Project Charter Development in the secondtimeline, and then click Display as callout. Click and drag on the callout to move it down and to the right,as shown in Figure A-10. You can also right-click on a task to change its color or font, if desired.Schwalbe Publishing, Copyright 2018 11Figure A-10. Second timeline with callout.6. Close the file without saving. Click the Close icon in the upper right of the window, and select No whenprompted to save the file.Project Professional 2016 ViewsProject Professional 2016 provides many ways to display or view project information. In addition to thedefault Gantt chart, you can view the network diagram, calendar, and task usage views, to name a few. Theseviews allow you to analyze project information in different ways. The View tab also provides access todifferent tables that display information in various ways. In addition to the default Entry table view, you canaccess tables that focus on data related to areas such as the Schedule, Cost, Tracking, Variance, and EarnedValue tables.To access and explore different views:1. Explore the Network Diagram for the Market Research Schedule file. Open the Market Research Schedulefile again. Click the View tab, the Outline button, and All Subtasks again. Click the Network Diagrambutton, and then move the Zoom slider on the lower right of the screen all the way to the left. Yourscreen should resemble Figure A-11. Critical tasks automatically display in red in the Network Diagramview.2. Explore the Calendar view. Click the Calendar button (under the Network Diagram button). Noticethat the screen lists tasks each day in a calendar format.3. Change the table view. Click the Gantt Chart button on the ribbon, click the Tables button, and thenclick Schedule. Figure A-12 shows the tables view options.Schwalbe Publishing, Copyright 2018 12Network DiagramFigure A-11. Network diagram viewFigure A-12. Tables view options4. Examine the Schedule table and other views. Move the Split bar to the right to review the Total Slackcolumn. Notice that the columns in the table to the left of the Gantt chart, as shown in Figure A-13,now display more detailed schedule information, such as Late Start, Late Finish, Free Slack, and TotalSlack. Remember that you can widen columns by double-clicking the resize pointer to the right of thatcolumn. You must do this for the Start, Finish, and Late Start columns to remove the #### symbols.You can also move the split bar to reveal more or fewer columns. Experiment with other table views,then return to the Entry table view.Schwalbe Publishing, Copyright 2018 13Figure A-13. Schedule table view5. Close the file without saving. Click the Close icon in the upper right of the window, and select No whenprompted to save the file. You can also close Project Professional 2016 if you want to take a break.Project Professional 2016 ReportsProject Professional 2016 provides many ways to report project information as well. In addition to traditionalreports, you can also prepare visual reports, with both available under the Report tab. Note that the visualreports often require that you have other Microsoft application software, such as Excel and Visio. ProjectProfessional 2016 automatically formats reports for ease of printing.To access and explore different reports:1. Open another template file. With Project 2016 open, click on the File tab, click New, then double-clickon the template called Earned value. Read the information on the initial screen to learn more about theconcept of earned value. Click on the View tab, then click the Gantt chart icon.2. Explore the reports feature. Click the Report tab to see the variety of reports available in Project2016, as shown in Figure A-14.Figure A-14. Report options3. View the Project Overview report. Click Dashboards, and then double-click Project Overview. Reviewthe report, noting that the project is 17% complete. You must have entered some actual information and costdata to take advantage of this report. Also notice the new options on the ribbon, as shown in Figure A-15.Schwalbe Publishing, Copyright 2018 14Figure A-15. Project Overview report4. Open the Resource Overview report. Click the Report tab again, click Resources, and then clickResource Overview. Review the report, as shown in Figure A-16.Figure A-16. Resource Overview report5. Examine other reports. Click on the Report tab, click In Progress, and then click Critical Tasks todisplay the Critical Tasks report, as shown in Figure A-17. Examine other reports.Schwalbe Publishing, Copyright 2018 15Figure A-17. Critical tasks report6. Return to the Gantt chart. Click the View tab, and then click on Gantt Chart to return to the Ganttchart view. Next, you will use this same file to explore filters.Project Professional 2016 FiltersProject Professional 2016 uses a relational database to filter, sort, store, and display information. Filteringproject information is very useful. For example, if a project includes thousands of tasks, you might want toview only summary or milestone tasks to get a high-level view of the project by using the Milestones orSummary Tasks filter from the Filter list. You can select a filter that shows only tasks on the critical path ifthat is what you want to see. Other filters include Completed Tasks, Late Tasks, and Date Range, whichdisplays tasks based on dates you provide. As shown earlier, you can also click the Outline button on thetoolbar to display different levels in the WBS quickly.To explore Project Professional 2016 filters:1. Access filters. Click the Filter list arrow, as shown in Figure A-18. The default filter is No Filter, whichshows all tasks.Filter list arrowFigure A-18. Using a filterSchwalbe Publishing, Copyright 2018 162. Filter to show milestones. Click Milestones in the list of filters. Notice that the Gantt chart only showsthe summary tasks and milestones for the project. Your screen should resemble Figure A-19. Recall thatmilestones are significant events.3. View other filters. Click the Filter list arrow, and then click Critical. Now only the critical tasks appearin the WBS (which happens to be all of the tasks in this file). Experiment with other filters.Figure A-19. Milestones filter applied4. Close the file without saving. When you are finished reviewing the Earned value file, click the Closeicon for the window, and select No when prompted to save the file.5. Exit Project 2016. Review other template files, if desired. When you are finished, click the Closeicon for Project 2016.Now that you are familiar with the main screen elements, views, reports, and filters, you will learnhow to use Project Professional 2016 to create a new file.CREATING A NEW FILE AND ENTERING TASKS IN A WORKBREAKDOWN STRUCTURETo create a new Project Professional 2016 file, you must first enter the start date, and then enter the tasks.The list of tasks, if entered properly, show the deliverables for the project in a work breakdown structure(WBS) format. Deliverables can be broken down into activities to Other Article: specific actions required tocomplete the work. The file you create in the following steps could be used for a class project which lastsapproximately three months. It uses the project management process groups to reinforce use of severalproject management deliverables described in this text.NOTE: In this section, you will go through several steps to create a new Project Professional 2016 filenamed 2016wbs.mpp. If you want to download the completed file to check your work or continue to the nextsection, a copy is available on the companion website for this text at www.intropm.com. Try to complete anentire section of this appendix (entering tasks in a work breakdown structure, developing the schedule, and soon) in one sitting to create the complete file.Creating a New Project FileTo create a new project file:1. Create a blank project. Open Project 2016 and click on Blank Project. A blank project file opens with adefault filename of Project1, Project2, and so on. (If Project 2016 is already open and you want to opena new file, click the File tab, select New, and then Blank Project.)2. Open the Project Information dialog box. Click the Project tab, and then click Project Information todisplay the Project Information dialog box, as shown in Figure A-20. This dialog box enables you to setdates for the project, select the calendar to use, and view project statistics. The project start date willSchwalbe Publishing, Copyright 2018 17default to the current date. Note that in Figure A-20 the file was created on 4/11/16 and a Start date of5/2/16 was entered.NOTE: All dates are entered in month/day/year or American format. You can change the date format byselecting Options from the File tab. Click the date format you want to use in the Date Format box under theGeneral settings. You can also customize the Ribbon, change default currencies in the display, and so onunder Project Options.
3.
Enter the project start date. In the Start date text box, enter 8/1/16. Setting your project start date to
8/1/16 will ensure that your work matches the results that appear in this appendix. Change the Currentdate to 8/1/16 as well. Click OK or press Enter.
Start date text box
Current date text box
Figure A-20. Project information dialog boxCreating a Work Breakdown Structure HierarchyA work breakdown structure (WBS) is a fundamental part of project management. Developing a good WBStakes time, and it will make entering tasks into the Entry table easier if you develop the WBS first. For thisexample, you will use the project management process groups as the main WBS categories and add some keydeliverables, activities, and milestones under each one. You will use the information in Figure A-21 to entertasks. For the first task, enter your name, not the text “enter your name.” Note that Microsoft Project usesthe term tasks instead of deliverables or activities or milestones, so it is also used in this appendix.Schwalbe Publishing, Copyright 2018 18
1. Initiating – enter your name
16. Activity D1
2. Stakeholder identification
17. Activity D2
3. Stakeholder register completed
18. Deliverable 1 completed
4. Stakeholder management strategycompleted
19. Deliverable 2
5. Project charter
20. Deliverable 3
6. Project charter completed
21. Monitoring and Controlling
7. Kickoff meeting
22. Actual hours tracking
8. Kickoff meeting completed
23. Project documents updates
9. Planning
24. Progress report 1
10. Schedule
25. Progress report 2
11. Gantt chart completed
26. Team review meetings
12. Scope statement
27. Closing
13. Initial scope statement completed
28. Final project report
14. Executing
29. Final project presentation
15. Deliverable 1
30. Project completed
Figure A-21. Task list for 2016wbs fileTo develop a WBS for the project:1. Enter task names. Enter the 30 items in Figure A-21 into the Task Name column in the ordershown. To not have the text wrap, click on the Format Tab, click Column Settings, and then clickWrap Text to turn it off. Do not worry about durations or any other information at this time. Typethe name of each item into the Task Name column of the Entry table, beginning with the first row.Press Enter or the down arrow key on your keyboard to move to the next row.HELP: If you accidentally skip a row, highlight the task row, right-click, and select Insert Task. To edit a taskentry, click the text for that task, and either type over the old text or edit the existing text. Entering tasks intoProject Professional 2016 and editing the information is similar to entering and editing data in an Excelspreadsheet. You can also easily copy and paste text from Excel or Word into Project, such as the list oftasks.2. Adjust the Task Name column width as needed. To make all the text display in the Task Name column,move the mouse over the right-column gridline in the Task Name column heading until you see theresize pointer , and then click the left mouse button and drag the line to the right to make the columnwider, or simply double-click to adjust the column width automatically.This WBS separates tasks according to the project management process groups of initiating,planning, executing, monitoring and controlling, and closing. These categories will be the level 2 items in theWBS for this project. (Remember the whole project is level 1.) It is a good idea to include all of these processgroups because there are important deliverables that must be done under each of them. Recall that the WBSshould include all of the work required for the project. In this example, the WBS will be purposefully left at ahigh level (level 3). You will create these levels, or the WBS hierarchy, next when you create summary tasks.For a real project, you would usually break the WBS into even more levels and then enter activities to provideSchwalbe Publishing, Copyright 2018 19more details to describe all the work involved in the project. For example, each deliverable would probablyhave several levels, activities, and milestones under it. You can review other texts, template files, or otherWBSs for more information. This appendix focuses on the mechanics of using Project Professional 2016.Creating Summary TasksAfter entering the items listed in Figure A-21 into the Entry table, the next step is to show the WBS levels bycreating summary tasks. The summary tasks in this example are Tasks 1 (initiating), 9 (planning), 14(executing), 21 (monitoring and controlling), and 27 (closing). Task 15 (Deliverable 1) under executing is alsoa summary task with Activity D1 and Activity D2 under it. You create summary tasks by highlighting andindenting their respective subtasks.To create the summary tasks:1. Select lower level or subtasks. Click on the Task tab. Highlight Tasks 2 through 8 by clicking the cell forTask 2 and dragging the mouse through the cells to Task 8.2. Indent subtasks. Click the Indent Tasks button on the ribbon (or press Alt + Shift + right arrow) soyour screen resembles Figure A-22. After the subtasks (Tasks 2 through 8) are indented, notice that Task1 automatically becomes boldface, which indicates that it is a summary task. A collapse symbol appears tothe left of the new summary task name. Clicking the collapse symbol (filled triangle sign) will collapse thesummary task and hide the subtasks beneath it. When subtasks are hidden, an expand symbol (unfilledtriangle sign) appears to the left of the summary task name. Clicking the expand symbol will expand thesummary task. Also, notice that the symbol for the summary task on the Gantt chart has changed from ablue to a black line with arrows indicating the start and end dates. The Task Mode has also changed tomake this task automatically scheduled. You’ll learn more about this feature later. For now, focus onentering and indenting the tasks to create the WBS.Expand or collapse symbols bySummary tasks Indent Task Summary task symbolFigure A-22. Indenting tasks to create the WBS hierarchy3. Create other summary tasks and subtasks. Create subtasks and summary tasks for the other processgroups by following the same steps. Indent Tasks 10 through 13 to make Task 9 a summary task. IndentTasks 15 through 20 to make Task 14 a summary task. Indent Tasks 22 through 26 to make Task 21 asummary task. Indent Tasks 28 through 30 to make Task 27 a summary task. Widen the Task Namecolumn to see all of your text, as needed.4. Create another level in the WBS. Indent Tasks 16 and 17 to make Task 15 a summary task. Notice thatTask 15 is indented even further. On a real project, you would also break down the activities for otherdeliverables.Schwalbe Publishing, Copyright 2018 20TIP: To change a task from a subtask to a summary task or to change its level in the WBS, you can“outdent” the task. To outdent the task, click the cell of the task or tasks you want to change, and thenclick the Outdent Task button (the button just to the left of the Indent Task button). You can also pressAlt + Shift + Right Arrow to indent tasks and Alt + Shift + Left Arrow to outdent tasks.Numbering TasksTo display automatic numbering of tasks using the standard tabular numbering system for a WBS:1. Show outline numbers. Click the Format tab, and then click the Outline Number checkbox on theright side of the ribbon. Project Professional 2016 adds the appropriate WBS numbering to the tasknames. Note that you can customize the numbering format as desired.2. Show project summary task. Click the Project Summary checkbox just below the Outline Numbercheckbox. Scroll to the top of the file to see that a new task, Project 1, the name of the file, has beenadded under row 0. Your file should resemble Figure A-23.Outline Numbers Outline Number and Project Summary Task check boxesFigure A-23. Adding automatic outline numbers and a project summary taskSaving Project Files without a BaselineAn important part of project management is tracking performance against a baseline, or approved plan. It isimportant to wait until you are ready to save your file with a baseline because Project Professional 2016 willshow changes against a baseline. Since you are still developing your project file for this project, you want tosave the file without a baseline, which is the default way to save a file. Later in this appendix, you will save thefile with a baseline. You will then enter actual information to compare planned and actual performance data.To save a file without a baseline:1. Save your file. Click the File tab and then click Save, or click the Save button on the Quick Accesstoolbar.2. Enter a filename. In the Save dialog box, type 2016wbs in the File name text box. Browse to thelocation in which you want to save the file, and then click Save.Schwalbe Publishing, Copyright 2018 213. Close Project Professional 2016. Click the Close icon to exit.HELP: If you want to download the file 2016wbs.mpp to check your work or continue to the next section, acopy is available on the companion Website for this text, the author’s Website, or from your instructor.DEVELOPING THE SCHEDULEMany people use Project Professional 2016 for its scheduling features. The first step in using these features,after inputting the tasks for the project, is to change calendars, if needed, and then enter durations for tasks orspecific dates when tasks will occur. You must also enter task dependencies in order for schedules to adjustautomatically and to do critical path analysis. After entering durations and task dependencies, you can viewthe network diagram, critical path, and slack information.CalendarsThe standard Project Professional 2016 calendar assumes that working hours are Monday through Friday,from 8:00 a.m. to 5:00 p.m., with an hour for lunch from noon until 1:00 p.m. In addition to the standardcalendar, Project also includes a 24 Hours calendar and Night Shift calendar. The 24 Hours calendar assumesresources can work any hour and any day of the week. The Night Shift calendar assumes working hours areMonday through Saturday, from 12:00 a.m. to 3:00 a.m., 4:00 a.m. 8 a.m., and 11 p.m. to 12 a.m. You cancreate a different base calendar to meet your unique project requirements.To create a new base calendar:1. Open a new file and access the Change Working Time dialog box. With Project Professional 2016 open, clickthe Project tab, and then click the Change Working Time button under the Properties group. TheChange Working Time dialog box opens, as shown in Figure A-24.2. Name the new base calendar. In the Change Working Time dialog box, click Create New Calendar. TheCreate New Base Calendar dialog box opens. Click the Create new base calendar radio button, typeFiscal as the name of the new calendar in the Name text box, and then click OK.3. Change the fiscal year start. In the Change Working Time dialog box, click Options at the bottom of thescreen. Change the fiscal year to start in October instead of January. Review other options in thisscreen, and then click OK twice.Schwalbe Publishing, Copyright 2018 22Figure A-24. Change Working Time dialog boxYou can use this new calendar for the whole project, or you can assign it to specific resources on the project.To assign the new calendar to the whole project:1. Open the Project Information dialog box. Click the Project tab, and then click the Change Working Timebutton.2. Select a new calendar. Click the For calendar list arrow to display a list of available calendars. Selectyour new calendar named Fiscal from this list, and then click OK.To assign a specific calendar to a specific resource:1. Assign a new calendar. Click the View tab, and then click the Resource Sheet button under theResource Views group. Type Adam in the Resource Name column, and then press Enter.2. Select the calendar. Click the cell under the Base column that says Standard on the right part of thescreen for Adam. Click the list arrow to display the options, and then select Fiscal as shown in Figure A-25.Figure A-25. Changing calendars for specific resourcesSchwalbe Publishing, Copyright 2018 233. Block off vacation time. Double-click the resource name Adam to display the Resource Informationdialog box, and then click the Change Working Time button, located on the General tab in theResource Information dialog box. You can block off vacation time for people by selecting theappropriate days on the calendar and marking them as nonworking days. Click OK to accept yourchanges, and then click OK to close the Resource Information dialog box.4. Close the file without saving it. Click the Close box, and then click No when you are prompted to savethe file.Entering Task DurationsRecall that duration includes the actual amount of time spent working on an activity plus elapsed time.Duration does not equal effort. For example, you might have an activity that you estimate will take oneperson 40 hours of effort to complete, but you allow two weeks on a calendar for its duration. You cansimply enter 2w (for two weeks) in the Duration column for that activity (called a task in Project Professional2016).Manual and Automatic SchedulingIf you have used older versions of Project, you may have noticed that when you entered an item in the TaskName column, it was automatically assigned a duration of one day, and Start and Finish dates were alsoautomatically entered. This is still the case in Project 2016 (and Project 2013) if you use automatic schedulingfor a task. If you use manual scheduling, no durations or dates are automatically entered. The other bigchange with manual scheduling is that summary task durations are not automatically calculated based on theirsubtasks when they are set up as manually scheduled tasks. Figure A-26 illustrates these differences. Noticethat the Manual subtask 1 had no information entered for its duration, start, or finish dates. Also note that theduration for Manual summary task 1’s duration is not dependent on the durations of its subtasks. For theautomatic summary task, its duration is dependent on its summary tasks, and information is entered for all ofthe durations, start, and end dates. You can switch between automatic and manual scheduling for tasks in thesame file, as desired, by changing the Task Mode.Figure A-26. Manual versus automatic schedulingWhen you move your mouse over the Task Mode column (shown in the far left in Figure A-26)Project Professional 2016 displays the following information:• A task can be either Manually Scheduled or Automatically Scheduled.• Manually Scheduled tasks have user-defined Start, Finish and Duration values. Project willnever change their dates, but may warn you if there are potential issues with the enteredvalues.• Automatically Scheduled tasks have Start, Finish and Duration values calculated by Project based ondependencies, constraints, calendars, and other factors.Project Help provides the following example of using both manual and automatic scheduling. Youset up a preliminary project plan that’s still in the proposal stage. You have a vague idea of major milestonedates but not much detail on other dates in various phases of the project. You build tasks and milestonesusing the Manually Scheduled task mode. The proposal is accepted and the tasks and deliverable datesSchwalbe Publishing, Copyright 2018 24become more defined. You continue to manually schedule those tasks and dates for a while, but as certainphases become well-defined, you decide to switch the tasks in those phases to the Automatically Scheduledtask mode. By letting the software handle the complexities of scheduling, you can focus your attention onthose phases that are still under development.Duration Units and Guidelines for Entering DurationsTo indicate the length of a task’s duration, you normally type both a number and an appropriate durationsymbol. If you type only a number, Project Professional 2016 automatically enters days as the duration unit.Duration unit symbols include:• d = days (default)• w = weeks• m = minutes• h = hours• mo or mon = months• ed = elapsed days• ew = elapsed weeksFor example, to enter two weeks for a task’s duration, type 2w in the Duration column. (You canalso type wk, wks, week, or weeks, instead of just w.) To enter four days for a task’s duration, type 4 or 4d inthe Duration column. You can also enter elapsed times in the Duration column. For example, 3ed meansthree elapsed days, and 2ew means two elapsed weeks.You would use an elapsed duration for a task like “Allow cement to dry.” The cement will dry inexactly the same amount of time regardless of whether it is a workday, a weekend, or a holiday. Project’sdefault calendar does not assume that work is done on weekends. You will learn to change the calendar laterin this appendix.It is important to follow a few important rules when entering durations:• To mark a task as a milestone, enter 0 for the duration. You can also mark tasks that have a nonzero duration as milestones by checking the “Mark task as milestone” option in the TaskInformation dialog box on the Advanced tab. You simply double-click a task to access this dialogbox. The milestone symbol for those tasks will appear at their start date.• You can enter the exact start and finish dates for activities instead of entering durations in theautomatic scheduling mode. To enter start and finish dates, move the split bar to the right toreveal the Start and Finish columns. You normally only enter start and finish dates in this modewhen those dates are certain.• If you want task dates to adjust according to any other task dates, do not enter exact start andfinish dates. Instead, enter durations and then establish dependencies to related tasks.• To enter recurring tasks, such as weekly meetings, select Recurring Task from the Task buttonunder the Task tab, Insert group. Enter the task name, the duration, and when the task occurs.Project Professional 2016 will automatically insert appropriate subtasks based on the length ofthe project and the number of tasks required for the recurring task.• Remember to change the default calendar if needed, as shown earlier.Next, you will set task durations in the file that you created and saved in the previous section. If youdid not create the file named 2016wbs.mpp, you can download it from the companion Website for this text.Schwalbe Publishing, Copyright 2018 25Use the information in Figure A-27 to enter durations. The Project Professional 2016 row number isshown to the left of each task name in the table.
Task Row
Task Name
Duration
2
Stakeholder identification
1w
3
Stakeholder register completed

4
Stakeholder management strategy completed

5
Project charter
1w
6
Project charter completed

7
Kickoff meeting
3d
8
Kickoff meeting completed

10
Schedule
5d
11
Gantt chart completed

12
Scope statement
8d
13
Initial scope statement completed

16
Activity D1
4w
17
Activity D2
6w
18
Deliverable 1 completed

19
Deliverable 2
3w
20
Deliverable 3
5w
24
Progress report 1

25
Progress report 2

28
Final project report
4d
29
Final presentation
4d
30
Project completed

Figure A-27. Task durationsSchwalbe Publishing, Copyright 2018 26Entering Task DurationsTo enter task durations:1. Enter the duration for Task 2. Open the 2016wbs file, and move the split bar to the right, if needed, toreveal the Duration, Start, and Finish columns. Click the Duration column for row 2, Stakeholderidentification, type 1w, and then press Enter. Notice that the duration for the first task, Initiating, alsochanged since it is a summary task and is an Automatically scheduled task, as shown in the Task Modecolumn. When you created summary tasks earlier, the software changed their scheduling mode toAutomatic. Also notice that the Start and Finish date for Task 2 remain blank, since that task is aManually scheduled task.2. Enter the duration for Task 3. In the Duration column for row 3, Stakeholder register completed, type0, and then press Enter. Remember that a task with zero duration is a milestone. Notice the milestone ordiamond symbol next to the date 8/1 that appears on the Gantt chart, as shown in Figure A-28.Remember that you can adjust the Task Name column width to see all of the text and use the Zoomslider to change the length of the Gantt chart bars.Task Mode columnFigure A-28.Entering task durations3. Make all tasks automatically scheduled tasks. To save time because you do want most of the tasks to beautomatically scheduled, select all of the tasks by clicking the Task Name column heading, and thenclick the Auto Schedule button under the Task tab, as shown in Figure A-29. Most of the durationschange to 1.4. Enter remaining task durations. Continue to enter the durations using the information in Figure A-27 orFigure A-30. Do not enter durations for tasks not listed in the figure. Notice that the Planning Wizarddialog box displays when you make the same entry several times in a row, such as after task 20. Click OKto close the dialog box. You can adjust the column widths and Zoom, if desired.Schwalbe Publishing, Copyright 2018 27Figure A-29. Auto scheduling tasksFigure A-30. Entering more durations5. Insert a recurring task above Task 26, Team meetings. Click Team review meetings (Task 26) in the TaskName column to select that task. Click the Task tab, and click the Task button drop-down box, andthen click Recurring Task. The Recurring Task Information dialog box opens.6. Enter task and duration information for the recurring task. Type Team review meetings as the task title inthe Task Name text box. Type 15min in the Duration text box. Select the Weekly radio button underRecurrence pattern. Make sure that 1 is entered in the Recur every list box. Select the Thursday checkbox. In the Range of recurrence section, click the End after radio button, and then type 12 in theoccurrences text box, as shown in Figure A-31. The new recurring tasks will appear indented below Task26 when you are finished.7. Delete row 39 to avoid redundancy. Right-click on row 39, then click Delete Task.Schwalbe Publishing, Copyright 2018 28Figure A-31. Recurring task information dialog boxTIP: You can also enter End by date for a recurring task instead of a number of occurrences. You mightneed to adjust the entry after you enter all of your task durations and dependencies.8. View the new summary task and its subtasks. Click OK. Project Professional 2016 inserts 12 team reviewmeetings subtask in the Task Name column. Notice that the recurring tasks appears on the appropriatedates on the Gantt chart.9. Adjust the columns displayed and the timescale. Move the split bar so that only the Task Name and Durationcolumns are visible, if needed. Click the Zoom Out button on the Zoom slider in the lower left of thescreen to display all of the symbols in the Gantt chart. Your screen should resemble Figure A-32.Figure A-32. All task durations and recurring task entered10. Save your file and name it. Click File on the Menu bar, and then click Save As. Enter 2016schedule asthe filename, and then save the file to the desired location on your computer or network. Notice that allnon-recurring tasks still begin on 8/1/16. This will change when you add task dependencies. Keep thisfile open for the next set of steps.Schwalbe Publishing, Copyright 2018 29Establishing Task DependenciesTo use Project Professional 2016 to adjust schedules automatically and perform critical path analysis, you mustdetermine the dependencies or relationships among tasks. There are several different methods for creatingtask dependencies: using the Link Tasks button, using the Predecessors column of the Entry table or thePredecessors tab in the Task Information dialog box, or clicking and dragging the Gantt chart symbols fortasks with dependencies. You will use the first two methods in the following steps.To create dependencies using the Link Tasks button, highlight tasks that are related and then clickthe Link Tasks button under the Task tab, Schedule group. For example, to create a finish-to-start (FS)dependency between Task 1 and Task 2, click any cell in row 1, drag down to row 2, and then click the LinkTasks button. The default type of link is finish-to-start. In the following steps, you will also set up some othertypes of dependencies and use the lag option to set up overlaps between dependent tasks.TIP: To select adjacent tasks, click and drag the mouse to highlight them. You can also click the first task,hold down the Shift key, and then click the last task. To select nonadjacent tasks, hold down the Control(Ctrl) key as you click tasks in order of their dependencies.When you use the Predecessors column of the Entry table to create dependencies, you mustmanually enter the information. To create dependencies manually, type the task row number of the precedingtask in the Predecessors column of the Entry table. For example, Task 3 has Task 2 as a predecessor, whichcan be entered in the Predecessors column, meaning that Task 3 cannot start until Task 2 is finished. To seethe Predecessors column of the Entry table, move the split bar to the right. You can also double-click on thetask, click the Predecessors tab in the Task Information dialog box, and enter the predecessors there.Next, you will enter the predecessors for tasks as indicated. You will create some dependencies bymanually typing the predecessors in the Predecessors column, some by using the Link Tasks button, and theremaining dependencies by using whichever method you prefer.To link tasks or establish dependencies:1. Display the Predecessors column in the Entry table. Move the split bar to the right to reveal the fullPredecessors column in the 2016schedule.mpp file you saved in the previous section. Widen the TaskName or other columns, if needed.2. Highlight the cell where you want to enter a predecessor, and then type the task number for its predecessor task.Click the Predecessors cell for Task 3, Stakeholder register completed, type 2, and press Enter.Notice that as you enter task dependencies, the Gantt chart changes to reflect the new schedule. Alsonotice that several cells become highlighted, showing the Visual Change Highlights feature of Project 2016.3. Enter predecessors for Task 4 and view the Task Path. Click the Predecessors cell for Task 4, type 2,and press Enter. Click the Format tab, and then click the Task Path button under the Bar Stylesgroup. Experiment with the options to highlight Predecessor, Driving Predecessors, Successors, andDriven Successors, and then click Remove Highlighting. Click the Tasks tab.4. Establish dependencies using the Link Tasks button. To link Tasks 5 and 6, click the task name forTask 5 in the Task Name column and drag down through Task 6. Then, in the Task tab, click theLink Tasks button (looks like a chain link) under the Schedule group. Notice that the result is thesame as typing 5 in the Predecessors column for Task 6, as shown in Figure A-33.Schwalbe Publishing, Copyright 2018 30Link Tasks icon Predecessors Changes in Gantt chartFigure A-33. Entering predecessors5. Enter dependencies and lag time using the Task Information dialog box. Double-click on the Task Name for Task5, Project charter, and then click on the Predecessors tab in the Task Information dialog box. Click in the cell underTask Name, and then click the Task Name down arrow and select Stakeholder identification. Click the Typedrop down arrow to see the various types of dependencies. For this task, you will keep the default type of finish-to-start.Click the cell under the Lag column, then type -50% and press Enter. (Lag means there is a gap between tasks,and lead or negative lag means there is an overlap). Your screen should resemble Figure A-34. Click OK to close the dialogbox. Notice that the Predecessor column for task 5 displays 2FS-50%, meaning there is a finish-to-start relationship withtask 2 and a lag of -50%, meaning the task can start when task 2 is 50% completed.Figure A-34. Entering predecessor information using the task information dialog box6. Enter remaining dependencies. Link the other tasks by either manually entering the predecessors intothe Predecessors column, by using the Link Tasks button, or using the Task Information dialog box. Usethe information in Figure A-35 to make your entries, being careful to leave some of the predecessorsblank, as shown. If you have entered all data correctly, the project should end on 11/11, or November11, 2016.Schwalbe Publishing, Copyright 2018 31
Task Row
Task Name
Predecessors
3
Stakeholder register completed
2
4
Stakeholder management strategy completed
2
5
Project charter
2FS-50%
6
Project charter completed
5
7
Kickoff meeting
2,6
8
Kickoff meeting completed
6,7
9
Planning
10
Schedule
5,12FS-50%
11
Gantt chart completed
10
12
Scope statement
5
13
Initial scope statement completed
12
14
Executing
15
Deliverable 1
16
Activity D1
12
17
Activity D2
12
18
Deliverable 1 completed
16, 17
19
Deliverable 2
18
20
Deliverable 3
18
21
Monitoring and Controlling
22
Actual hours tracking
2
23
Project documents updates
3
24-39
Progress Report 1 through Closing
40
Final project report
20
41
Final presentation
20
42
Project completed
40, 41
Figure A-35. Predecessor informationSchwalbe Publishing, Copyright 2018 327.Adjust several dates. You know that you have to deliver the two progress reports on specific dates. Clickon the Start dates for Tasks 24 and 25 and change those dates to September 2 and October 7. Alsochange the Finish dates for tasks 22 and 23 to November 10 to be more realistic. Project 2016 willdisplay a yellow warning symbol to remind you that you are changing default dates, which is fine in theseexamples.8. Review the file. If needed, click the Zoom Out button on the Zoom slider to adjust the timescale so allof the information shows on your screen. Collapse the recurring tasks for the Team review meetings.When you finish, your screen should resemble Figure A-36. Double-check your screen to make sure youentered the dependencies correctly.Figure A-36. File with durations and dependencies entered9. Preview and save your file. Click the File tab, and then select Print to preview and print your file.Click Page Setup, and then click the option to Fit to 1 so it will print on one page, as shown inFigure A-37. Be careful before printing any Project 2016 files so you do not waste a lot of paper. Whenyou are finished, click Save to save your file again. Keep the file open for the next set of steps.Schwalbe Publishing, Copyright 2018 33Figure A-37. File set up to print on one pageGantt Charts, Network Diagrams, and Critical Path AnalysisProject Professional 2016 shows a Gantt chart as the default view to the right of the Entry table. As describedearlier in this text, network diagrams are often used to show task dependencies. This section explainsimportant information about Gantt charts and network diagrams and describes how to make critical pathinformation more visible in the Gantt Chart view.Because you have already created task dependencies, you can now find the critical path. You can viewthe critical tasks by changing the color of those items in the Gantt Chart view. Tasks on the critical path willautomatically be red in the Network Diagram view. You can also view critical path information in theSchedule table or by using the Critical Tasks report.To make the text for the critical path tasks appear in red on the Gantt chart:1. Change the critical tasks format. Using the 2016schedule.mpp file you previously saved, click the Format tab,and then click the Critical Tasks check box in the Bar Styles group, as shown in Figure A-38.Notice that the critical tasks display in red in the Gantt chart. You can also quickly change the GanttChart Style by clicking one of those options.Schwalbe Publishing, Copyright 2018 34Critical Tasks check box Gantt Chart StylesFigure A-38. Formatting critical tasks2. View the network diagram. Click the View tab, and then click the Network Diagram button underthe Task Views group. Click the Zoom Out button on the Zoom slider several times and watch theview change. Figure A-39 shows all of the tasks in the network diagram. Note that milestone tasks,such as Stakeholder management strategy completed, the fourth box on the top, appear as pointedrectangular boxes, while other tasks appear as rectangles. Move your mouse over that box to see it ina larger view. Notice that tasks on the critical path automatically appear in red. A dashed line on anetwork diagram represents a page break. You often need to change some of the default settings forthe Network Diagram view before printing it. As you can see, network diagrams can be messy, so youmight prefer to highlight critical tasks on the Gantt chart as you did earlier for easier viewing.Figure A-39. Network diagram view3. View the schedule table. Click the Gantt Chart button under the View tab to return to GanttChart view. Right-click the Select All button to the left of the Task Mode column heading and selectSchedule. Alternatively, you can click the View tab and click the Tables button under the Datagroup and then select Schedule. The Schedule table replaces the Entry table to the left of the GanttChart. Your screen should resemble Figure A-40. This view shows the start and finish (meaning theearly start and early finish) and late start and late finish dates for each task, as well as free and totalslack. Right-click the Select All button and select Entry to return to the Entry table view.Schwalbe Publishing, Copyright 2018 35Select All button Schedule tableFigure A-40. Schedule table view4. Open the Project Overview report. Click the Report tab, and click the Dashboards button under theView Reports group, and then click Project Overview to open the Overview Reports, as shownin Figure A-41. Note that the report shows the milestones due and % complete. Examine otherreports, as desired.5. Close the report and save your file. When you are finished examining the reports, return to the Ganttchart view, and then click the Save button on the Quick Access toolbar to save your final2016schedule.mpp file, showing the Entry table and Gantt chart view. Close Project 2016 if you arenot continuing to the next section.Figure A-41. Project Overview reportSchwalbe Publishing, Copyright 2018 36HELP: If you want to download the file 2016schedule.mpp to check your work or continue to the nextsection, a copy is available on the companion Website for this text at www.intropm.com.Next you will explore some of the cost and resource management features of Project Professional2016.PROJECT COST AND RESOURCE MANAGEMENTMany people do not use Project Professional 2016 for cost or resource management. Some organizationshave more established cost management software products and procedures in place, and many people simplydo not know how to use the cost or resource management features. However, these features make it possibleto integrate total project information more easily. This section offers brief instructions for entering fixed andvariable cost estimates, assigning resources to tasks, viewing resource histograms, and entering actual cost andschedule information after establishing a baseline plan. It also explains how to use Project Professional 2016for earned value management. More details on these features are available in Project Help, online tutorials, orother texts. See other chapters of this text for information on some of these concepts.Entering Fixed and Variable Cost EstimatesYou can enter costs as fixed or variable. Fixed costs include costs like a specific quantity of materials or costsfor consultants hired at a fixed cost. Variable costs vary based on the amount of materials or hours peoplework. On many projects, human resource costs are the largest percentage of total project costs.Entering Fixed Costs in the Cost TableThe Cost table allows you to easily enter fixed costs related to each task. You will enter a fixed cost of $200related to Task 15, Deliverable 1.To enter a fixed cost:1. Display the Cost Table view. Open the file 2016schedule.mpp, if necessary. Right-click the Select Allbutton to the left of the Task Mode column heading and select Cost. The Cost table replaces theEntry table to the left of the Gantt chart. Widen the Task Name column and then move the Splitbar to the right, as needed, until you see the entire Cost table.2. Enter a fixed cost. In the Fixed Cost column for Task 16, Activity D1, type 200, and press Enter.Notice that the Total Cost and Remaining Cost columns reflect this entry, and changes are made toseveral summary tasks and the entire project as well. Your screen should resemble Figure A-42.Schwalbe Publishing, Copyright 2018 37Select All button Fixed Cost column of cost tableFigure A-42. Entering a fixed costEntering Resource Information and Cost EstimatesSeveral methods are available for entering resource information in Project Professional 2016. The ResourceSheet allows you to enter the resource name, initials, resource group, maximum units, standard rate, overtimerate, cost/use, accrual method, base calendar, and code. Once you have established resources in the ResourceSheet, you can assign those resources to tasks in the Entry table with the list arrow that appears when youclick a cell in the Resource Names column. The Resource Names column is the last column of the Entrytable. You can also use other methods for assigning resources, such as using the Assign Resources button orusing the split window, which is the recommended approach to have the most control over how resources areassigned because Project Professional 2016 makes several assumptions about resources assignments thatmight mess up your schedule or costs. Next, you will enter information for three people and assign them to afew tasks using various methods.To enter basic information about each person into the Resource Sheet and assign them to tasks usingthe Entry table and toolbar:1. Display the Resource Sheet view. Click the View tab, and then click the Resource Sheet buttonunder the Resource Views group.2. Enter resource information. Enter the information from Figure A-44 into the Resource Sheet. Thethree resources names are Kathy, Dan, and Scott. The Std. Rate and Ovt. Rate for Kathy is 40, andthe Std. and Ovt. Rates for Dan and Scott are 30. Type the information as shown and press the Tabkey to move to the next field. When you type the standard and overtime rates, you can just type thenumber, such as 40, and Project Professional 2016 will automatically enter $40.00/hr. The standardand overtime rates entered are based on hourly rates. You can also enter annual salaries by typing theannual salary number followed by /y for “per year.” Your screen should resemble Figure A-43 whenyou are finished entering the resource data.Schwalbe Publishing, Copyright 2018 38Figure A-43. Resource sheet view with resource data enteredTIP: If you know that some people will be available for a project only part time, enter their percentage ofavailability in the Max Units column of the Resource Sheet. Project Professional 2016 will then automaticallyassign those people based on their maximum units. For example, if someone can work only 50% of his or hertime on a project throughout most of the project, enter 50% in the Max Units column for that person. Whenyou enter that person as a resource for a task, his or her default number of hours will be 50% of a standardeight-hour workday, or four hours per day. You can also enter the number of hours each person is scheduledto work, as shown later.3. Assign resources to tasks. From the View tab, select the Gantt Chart button under the Task Viewsgroup, and then click the Select All button and switch back to the Entry table. Move the Split bar toreveal the Resource Names column, if needed.4. Assign Kathy to task 2, Stakeholder identification. Click in the Resource Names cell for row 2. Clickthe list arrow, click on the checkbox by Kathy, and then press Enter or click on another cell. Noticethat the resource choices are the names you just entered in the Resource Sheet. Also notice that afteryou select a resource by checking the appropriate checkbox, his or her name appears on the Ganttchart, as shown in Figure A-44. To assign more than one resource to a task using the list arrow,simply select another checkbox. Note that Project Professional 2016 will assume that each resource isassigned full-time to tasks using this method since the task is in automatically schedule mode. Alsonote that you can use filter by Resource Names to only show tasks assigned to specific resourcesafter you enter the resources.Filter Resource NamesFigure A-44. Resource assigned using the entry table5. Assign two resources to a task. Click in the Resource Names cell for row 5 (Project charter). Clickthe list arrow, then click on the checkbox by Dan and Kathy, and then press Enter. Notice thatboth resource names appear in the Resource Names column and on the Gantt chart for this task, andthe task duration remains at 1 week.6. Change the resource assignments. Click in the Resource Names cell for Task 2, Stakeholderidentification, click the list arrow, and add Dan as another resource. Notice that when you changean original resource assignment, Project prompts you for how you want to handle the change, asshown in Figure A-45. Click the Exclamation point symbol to read your options. In past versionsof Project Professional, resource additions would change schedules automatically unless the userentered them a certain way. Now you have much more control of what happens to your schedule andcosts. In this case, we do want to accept the default of keeping the duration constant.Schwalbe Publishing, Copyright 2018 39Figure A-45. Options when additional resources are added to tasks7. Review the cost table. Right-click the Select All button to the left of the Indicators column headingand select Cost. Notice that costs have been added to the tasks where you added resources. Projectassumes that people are assigned full-time to tasks. It is showing a cost of $2,800 each for Task 2 andTask 5. In the next section, you will see how to control resources entries even more. First, right-clickthe Select All button and select Entry to return to the Entry table.To control resource and work assignments using the Resource details window:1. Open the Resource Form. Notice the red symbols in the Indicator columns for rows/tasks 2 and5. Move your mouse over the symbol to read the message about resources being overallocated. Clickthe Task Name for row 2, Stakeholder identification, click the Resource tab, and then click on theDetails button under the Properties group. A Resource Form is displayed at the bottom of thescreen, as shown in Figure A-46. Project Professional 2016 assumes every task is assigned full-time,so since Kathy is scheduled on two tasks on the same day, it says she is overallocated.TIP: You can right-click on the lower screen to see additional forms/views. You can click theSelect All button at the top right of the screen to view different tables at the top of the screen. Youwant to make sure that resource and work hour assignments do not adjust your schedules in waysyou did not intend.2. Make tasks 2 and 5 manually scheduled. Click the drop-down in the Task Mode column for Tasks 2and 5 to make them manually scheduled. When you assigned resources, Project Professional 2016assumed they were working full-time or 40 hours per week on each task. Because these two taskshave days that overlap, there is an overallocation. You do not expect each resource to work that manyhours, so you can change them by using the Resource Form.3. Change the number of Work hours. Select Task 2, Stakeholder identification in the top window,and then click the Work column in the Resource Form window for Kathy in the lower part of yourscreen. Type 10h, press Enter, and again type 10h and press Enter for the next task, Task 5, Projectcharter, and then click the OK button. Click Next to see Dan’s Resource Form.Schwalbe Publishing, Copyright 2018 40Task mode indicator Change # work hoursFigure A-46. Changing Work hours for tasks4. Enter additional work hours and review the Gantt chart. Change Dan’s work hours to 10h for Tasks 2and 5 as well. Notice in the Gantt chart that the duration for Tasks 2 and 5 are still one week. Theoverallocation indicator should now disappear because the number of hours has been reduced fromthe default of 8 hours per day, or 40 hours for a 5-day task. To remove the Resource Form, clickDetails on the Ribbon under the Resource tab.5. Examine the new cost information. Click the Select All button, and then click Cost to view theCost table. Tasks 2 and 5 each show only $700 for Total Cost.6. Close the file without saving it. Close the file, but do not save the changes you made.Using the Team Planner FeatureAnother way to assign resources and reduce overallocations is by using the Team Planner feature. Assumeyou have two people assigned to work on a project, Brian and Cindy, as shown in Figure A-47. Notice thatBrian is assigned to work on both Task 1 and Task 2 full-time the first week. Therefore, Brian isoverallocated. Cindy is scheduled to work on Task 3 full-time the second week, and Task 4, also scheduledfor the second week, is not assigned yet.Schwalbe Publishing, Copyright 2018 41Overallocation indicatorFigure A-47. Overallocated resourceYou can click on the Team Planner view under the View tab to see a screen similar to the top sectionof Figure A-48. Notice that Brian has both Tasks 1 and 2 assigned to him at the same time. These tasks andBrian’s name display in red to show the overallocation. Cindy is assigned Task 3 the following week, and Task4 is unassigned. By simply clicking and dragging Task 4 straight up so it is under Brian in Week 2 and Task 2straight down so it is under Cindy in Week 1, you can reassign those tasks and remove Brian’s overallocation,as shown in the bottom section of Figure A-48. Many people will appreciate the simplicity of this feature, firstintroduced in Project 2010!Before moving tasks in the Team Planner View:After moving tasks in the Team Planner View:Figure A-48. Adjusting resource assignments using the Team Planner featureSchwalbe Publishing, Copyright 2018 42Using the New Resource Engagement FeatureIf you are using Project Professional 2016 with Project Online, then you can take advantage of the newresource engagement feature. Figure A-49 shows the Help screen explaining how it works.Figure A-49. Using the resource engagement featureEntering Baseline Plans, Actual Costs, and Actual TimesAfter entering information in the Task Name column, establishing task durations and dependencies, andassigning costs and resources, you are ready to establish a baseline plan. By comparing the information inyour baseline plan to actual progress during the course of the project, you can identify and solve problems.After the project ends, you can use the baseline and actual information to plan similar, future projects moreaccurately. To use Project Professional 2016 to help control projects and view earned value information, youmust establish a baseline plan, enter actual costs, and enter actual durations. In the next series of steps youwill use a new file called 2016actuals.mpp that you downloaded from the companion Website for this text(www.intropm.com).Schwalbe Publishing, Copyright 2018 43To save a file as a baseline and enter actual information:1. Open the file called 2016actuals.mpp. The file should be showing the Cost table view. Notice that thisshort project was planned to start on January 7, 2013 and end on February 13 of the same year, havethree resources assigned to it, and cost $11,200. Click the Project tab, click the Set Baseline buttonunder the Schedule group, and click Set Baseline. Your screen should resemble Figure A-50.Set BaselineFigure A-50. Saving a baseline2. Save the file as a baseline. Examine the Set Baseline dialog box. Click the drop-down arrow to seethat you can set up to ten baselines. Accept the default to save the entire project. Click OK. Noticethat the Baseline column changes to have a light blue background color.3. Display the Tracking table. Click the Task tab, right-click the Select All button and then clickTracking to view the tracking table. Move your mouse over each tracking button in the Ribbon tosee what it does. Your screen should resemble Figure A-51.Tracking table Tracking buttonsFigure A-51.Using the tracking table and tracking buttons4. Mark Tasks 2 through 4 as 100% complete. Click the Task Name for Task 2, Subtask 1 underMain task 1, and drag down through Task 4 to highlight those tasks. Click the 100% Completebutton on the Ribbon. The columns with dates, durations, and cost information should nowSchwalbe Publishing, Copyright 2018 44contain data instead of the default values, such as NA or 0%. The % Comp. column shoulddisplay 100%. Adjust column widths if needed. Your screen should resemble Figure A-52.Notice that the Gantt chart bars for those three tasks now have a black line through them.Figure A-52.Tracking table information5. Enter actual completion dates for Task 6. Click the Task Name for Task 6, Subtask 1 underMain task 2, click the Mark on Track drop-down, and then click Update Tasks. The UpdateTasks dialog box opens. For Task 6, enter the Actual Start date as 1/28/13 (the same as theCurrent Start date) and the Actual Finish date as 2/11/13 (ten days later than the CurrentFinish date), as shown in Figure A-53. Click OK. Notice how the information in the trackingsheet has changed.Figure A-53. Update Tasks dialog box6. View the Tracking Gantt chart. Click the drop-down arrow on the far left of the screen where itsays Gantt chart, and then click Tracking Gantt to quickly switch to that view. Move the splitbar and adjust column widths as needed. Use the horizontal scroll bar in the Gantt chartwindow to the right (move the slider to the left) to see symbols on the Tracking Gantt chart. Usethe Zoom slider on the lower right of the screen to adjust the timescale so you can see all of thesymbols. Your screen should resemble Figure A-54. The blue bar for task 6 shows the actual timeyou just entered. Notice that the delay in this one task on the critical path has caused the plannedcompletion date for the entire project to slip (now Feb 25 versus Feb 13). Also notice theIndicator column to the far left. The check marks show that tasks are completed.Completion indicator Tracking Gantt chartFigure A-54. Tracking Gantt chart viewSchwalbe Publishing, Copyright 2018 457. Save your file as a new file named 2016actuals.mpp. Click File on the Menu bar, and then click SaveAs. Name the file 2016actuals, and then click Save.Notice the additional information available on the Tracking Gantt chart. Completed tasks have 100%by their symbols on the Tracking Gantt chart. Tasks that have not started yet display 0%. Tasks in progress,such as Task 5, show the percentage of the work completed (35% in this example). The project summary taskbar indicates that the entire project is 57% complete. Viewing the Tracking Gantt chart allows you to easilysee your schedule progress against the baseline plan. After you have entered some actuals, you can reviewearned value information for the initiating tasks of this project. Of course you should continue this process ofentering actuals on a real project until it is completed and include the final earned value data in a final projectreport.VIEWING EARNED VALUE MANAGEMENT DATAEarned value management is an important project management technique for measuring projectperformance. Because you have entered actual information, you can now view earned value information inProject Professional 2016. You can also view an earned value report using the visual reports feature.To view earned value information:1. View the Earned Value table. Using the 2016actuals file you just saved (or downloaded from thecompanion Website), click the Select All button, select More Tables, and double-click EarnedValue. Move the split bar to the right to reveal all of the columns, as shown in Figure A-55. Notethat the Earned Value table includes columns for each earned value acronym, such as PV, EV, AC,SV, CV, etc. Also note that the EAC (Estimate at Completion) is higher than the BAC (Budget atCompletion) for Task 6, where the task took longer than planned to complete. Task 0 shows a VAC(Variance at Completion) of ($3,360.00), meaning the project is projected to cost $3,360 more thanplanned at completion. Remember that not all of the actual information has been entered yet. Alsonote that the date on your computer must be set later than the date of a completed task for the datato calculate properly.Select All buttonFigure A-55. Earned value table2. View the earned value chart. Click the Report tab, and then click Costs under the View Reportsgroup, and then click Earned Value Report, as shown in Figure A-56. You can experiment withdifferent report options or click the link to Learn more about earned value, as desired.Schwalbe Publishing, Copyright 2018 46Figure A-56. Earned value report3. Close without saving the file. Click the File tab, click Close, and select No when prompted to savethe file. You can also exit Project Professional 2016 and take a break, if desired.Next you will use a few more features to help tie your project to other applications.INTEGRATING PROJECT PROFESSIONAL 2016 WITHOTHER APPLICATIONS AND APPS FOR OFFICEProject Professional 2016 provides several features to make it easy to integrate with other applications. Forexample, you can copy data between Project Professional 2016 and other applications (including the timeline),or you might want to create hyperlinks to project documents created in Word, Excel, PowerPoint, or otherapplications from within your project files. You can also purchase and add new apps to Project 2016 fromMicrosoft’s Office Store.Copying Information between ApplicationsMost people are familiar with copying information between Office applications. For example, you canhighlight a column of data in Excel, select copy, and then select Paste in Project Professional 2016 or otherapplications. You can also create a new Project Professional 2016 file from an existing Excel file by selectNew from Excel Workbook. It is also easy to copy a timeline into another application.Schwalbe Publishing, Copyright 2018 47To copy a timeline:1. Open another Project Professional 2016 template file. Start Project Professional 2016, and open atemplate file, such as Residential Construction, as shown in Figure A-57. Notice the timeline nearthe top of the screen.Figure A-57. Residential construction template2. Copy the Timeline. Click anywhere on the Timeline, and then click the Copy Timeline button inthe Copy group on the Ribbon, as shown in Figure A-57, and select For Presentation.3. Paste the Timeline into PowerPoint. Open PowerPoint, change the slide layout to Title and Contents,type “Project Timeline” as the title for the slide, and change the theme, as desired (Main Event isselected here), and then right-click in the contents section and select Paste picture. Your screenshould resemble Figure A-58, showing the Project Professional 2016 Timeline in your presentation.You can also paste the timeline into other presentation software, as desired.4. Close the file without saving it. Click the File tab, click Close, and select No when prompted to savethe file.Copy TimelineFigure A-58. Copy TimelineSchwalbe Publishing, Copyright 2018 48Figure A-59. Timeline picture pasted into PowerPointCreating Hyperlinks to Other FilesSome people like to use their Project Professional 2016 file as a main source of information for manydifferent project documents. To do this, you can simply insert a hyperlink to other document files. Forexample, you can create a hyperlink to the file with the stakeholder register you listed as a milestone in yourTask Name column earlier.To insert a hyperlink within a file:1. Open the 2016schedule.mpp file. Use the file you saved earlier or download it from thecompanion Website for this text. The Entry table and Gantt Chart view should display.2. Select the task in which you want to insert a hyperlink. Click the Task Name for Task 3, Stakeholderregister completed.3. Open the Insert Hyperlink dialog box. Right-click in that cell, then click Hyperlink. The InsertHyperlink dialog box opens, as shown in Figure A-60. You will have different folders visible based onyour computer’s directory structure.Schwalbe Publishing, Copyright 2018 49Figure A-60. Insert hyperlink dialog box4. Double-click the filename of the hyperlink file. Change the Look in: information until you find whereyou have saved the files you downloaded for this appendix. Double-click the Word file namedstakeholder register, and then click OK. A Hyperlink button appears in the Indicators column tothe left of the Task Name for Task 3. (Note: If that column does not display, click the Format tab,Insert Column, and select Indicators). Move your mouse over the hyperlink button until the mousepointer changes to the Hand symbol to reveal the name of the hyperlinked file. If you click on it, thefile will open.Using Project Professional 2016 AppsMicrosoft has an Office Store where you can download special apps for Project Professional 2016. New appsare added often.To explore Project Professional 2016 apps:1. Access the Office Store. With Project Professional 2016 open, click the Project tab, then click Storebutton on the left of the Ribbon under the Add-ins group. The Office Add-ins dialog box opens, asshown in Figure A-61.Schwalbe Publishing, Copyright 2018 50Figure A-61. Apps for Office dialog box (as of April 2016)2. Explore the Add-ins. Read information about various apps, as desired.3. Close Project Professional 2016. Click the Close icon in the upper right of the window to close theapplication. Select No when prompted to save the file.Synching with Project Server and Project OnlineRecall from Figure A-1 that Project Professional 2016 is one of six different versions of Project 2016. One ofits features is that it can be synched with Project Server and Project Online to allow collaboration with teammembers, PMO staff, and senior executives. Remember that individual projects are often part of programsand portfolios created to support organizational strategy.You have really just touched the surface of Project Professional 2016’s powerful features, but youprobably know more than most people who have this software! Consult other books, online resources, andexperts for more detailed information to learn even more about Project Professional 2016 and other versionsof Project 2016.Schwalbe Publishing, Copyright 2018 51DISCUSSION QUESTIONS1. What are the six different versions of project management software offered by Microsoft? Brieflydescribe how they differ and who uses them.2. What are some unique features of project management software in general?3. What are the new features of Project Professional 2016?4. How do you create a WBS in Project 2016?5. How do you enter task durations and establish dependencies between tasks?6. How do you establish a baseline in Project 2016 and enter actual information?7. What type of information do you see in the Earned Value table?8. What are some of the reports built-in to Project 2016? Which ones do you think are commonlyused?9. How can you access other application files from within Project 2016?EXERCISES1. To make sure you understand the information in this appendix, perform the steps yourself. Print outthe following screen shots or send them to your instructor, as directed. Remember that you candownload required files from www.intropm.com.a. Figure A-11. Network diagram viewb. Figure A-16. Resource Overview reportc. Figure A-23. Adding automatic outline numbers and a project summary taskd. Create a new Project Professional 2016 file called general-wbs. Make the main categoriessurvey phase, design phase, and implementation phase. Include at least two deliverables withat least two activities and one milestone under each of the phases. Use meaningful, fictitiousnames for them. For example, you might have a deliverable under survey phase called surveywith activities called create survey and administer survey and a deliverable called surveycompleted. Enter 0 for the duration of the milestones, but do not enter any durations for theother tasks. Be sure to indent tasks and show the outline numbers before printing orsubmitting the file.Schwalbe Publishing, Copyright 2018 522. Continue performing the steps in this appendix, starting with the section called Developing theSchedule. Print out the following screens or send them to your instructor, as directed:a. Figure A-32. All task durations and recurring task enteredb. Figure A-39. Network diagram viewc. Figure A-46. Changing Work hours for tasksd. Figure A-56. Earned value reporte. Continue performing the steps, or at least read them. Write a one-to-two page paperdescribing the capabilities of Project Professional 2016 and your opinion of this software.What do you like and dislike about it?3. If you are doing a team project as part of your class or for a project at work, use Project Professional2016 to create a detailed file describing the work you plan to do for the project.a. Create a detailed WBS, including several deliverables, activities, and milestones. Alsoestimate task durations, link tasks, add tasks to the timeline, and enter resources and costs,assign resources, and so on. Save your file as a baseline and print it out or send it to yourinstructor, as directed.b. Track your progress on your team project by entering actual cost and schedule information.Create a new baseline file if there have been a lot of changes. View earned value informationwhen you are halfway through the project or course. Continue tracking your progress untilthe project or course is finished. Print or submit your Gantt chart, Project Summary report,Earned Value table, and relevant information to your instructor.c. Write a two- to three-page report describing your experience. What did you learn aboutProject Professional 2016 from this exercise? How do you think the software helps inmanaging a project? You may also want to interview people who use project managementsoftware for their experiences and suggestions.END NOTES1Marketsandmarkets.com, “Project Portfolio Management (PPM) Market by Platform Type (Software andServices), Deployment Type (On-Premises and Cloud), End User, Business Solutions, Industry Vertical, andRegion – Global Forecast and Analysis to 2020,” February 2016). Note: USD means U.S. dollars.

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