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Microsoft® Project 2010 Project Management: Real World Skills for Certification and Beyond

Book Description

The ideal on-the-job reference guide for project managers who use Microsoft Project 2010

This must-have guide to using Microsoft Project 2010 is written from a real project manager's perspective and is packed with information you can use on the job. The book explores using Project 2010 during phases of project management, reveals best practices, and walks you through project flow from planning through tracking to closure. This valuable book follows the processes defined in the PMBOK Guide, Fourth Edition, and also provides exam prep for Microsoft's MCTS: Project 2010 certification.

  • Explains Microsoft Project 2010, the leading software tool for project managers

  • Shows working project managers practical ways to use Project 2010 on the job

  • Delves into project planning, tracking, reporting, and project closure, and explores best practices for all phases of planning

  • Reveals new software features, including tools that show what factors are affecting the schedule, a "what-if" scenario builder, and how slippages affect other aspects of the project

  • Follows processes and procedures from The Guide to Project Management Body of Knowledge (PMBOK), Fourth Edition

  • Covers the skill set required for the MOS: Microsoft Project 2010, Managing Projects certification, so you can use this book for exam prep

This valuable book follows the processes defined in the PMBOK Guide, Fourth Edition, and also provides exam prep for Microsoft's MOS: Project 2010, Managing Projects certification.

Note: The ebook version does not provide access to the companion files.

Table of Contents

  1. Copyright
  2. Advance Praise for Microsoft Project 2010 Project Management
  3. Dear Reader,
  4. Acknowledgments
  5. About the Author
  6. Introduction
    1. Who Should Read This Book
    2. What You'll Learn
    3. What You Need
    4. What Is Covered in This Book
    5. What's on the CD
    6. How to Contact the Author
  7. I. Getting Started the Right Way
    1. 1. Project 2010 as an Enabling Tool for Project Managers
      1. 1.1. Why Do People Think Project Is Hard to Use?
        1. 1.1.1. Accidental or Not, Knowledge Is Important
        2. 1.1.2. Credentials Will Help Close the Gap
        3. 1.1.3. Is It Me, or Is It the Software?
      2. 1.2. When to Use Project
        1. 1.2.1. Projects Are Supposed to End—Really
        2. 1.2.2. Projects vs. Product Life Cycles
        3. 1.2.3. Consider the Impact
      3. 1.3. Strategic Importance of Project 2010
        1. 1.3.1. Strategy Drives Projects
        2. 1.3.2. Working on the Right Projects in the Right Way
      4. 1.4. Improving Results with a Proven, Effective Approach
        1. 1.4.1. Planning, Communicating, and Tracking
        2. 1.4.2. Proven Effective over Time
      5. 1.5. Summary
      6. 1.6. Key Terms
    2. 2. Mapping the Project-Management Process Groups to Microsoft Project 2010
      1. 2.1. Mapping Project to Your Methodology Will Increase Effectiveness
      2. 2.2. An Overview of the PM Process Groups
        1. 2.2.1. Initiating Processes and Project Usage
        2. 2.2.2. Planning Processes and Project Usage
        3. 2.2.3. Executing Processes and Project Usage
        4. 2.2.4. Monitoring and Controlling Processes and Project Usage
        5. 2.2.5. Closing Processes and Project Usage
      3. 2.3. Summary
      4. 2.4. Key Terms
    3. 3. Overview of Enterprise Project Management
      1. 3.1. What Is EPM?
        1. 3.1.1. Enterprise Project Management Overview
        2. 3.1.2. Enterprise Standards and Controls
      2. 3.2. EPM as a Central Repository for Resources and Projects
        1. 3.2.1. Enterprise Resource Capabilities
        2. 3.2.2. Central Repository for Projects
        3. 3.2.3. When to Consider EPM
      3. 3.3. Understanding Roles within EPM
        1. 3.3.1. Executives and EPM
        2. 3.3.2. Resource or Functional Managers and EPM
        3. 3.3.3. Team Members and EPM
        4. 3.3.4. Project Managers and EPM
        5. 3.3.5. Portfolio Managers and EPM
        6. 3.3.6. Mapping EPM to PMBOK
      4. 3.4. Summary
    4. 4. Getting Started and Setting Up the Microsoft Project Environment
      1. 4.1. Getting Started, and Moving Around Project
        1. 4.1.1. Welcome to the Ribbon
        2. 4.1.2. The Default Gantt Chart with Timeline View
          1. 4.1.2.1. The Timeline View
          2. 4.1.2.2. The Gantt Chart View
        3. 4.1.3. Other Views
          1. 4.1.3.1. Changing Views from the Task and Resource Tabs
          2. 4.1.3.2. Changing Views from the View Tab
          3. 4.1.3.3. Quick View Switching
          4. 4.1.3.4. Split Screens
        4. 4.1.4. Using Project Templates to Get Started
        5. 4.1.5. Importing Plans from Excel
      2. 4.2. Key Options and Settings You Need to Know About
        1. 4.2.1. Manual or Automatic Scheduling
        2. 4.2.2. Project Summary Task and Outline Number
        3. 4.2.3. Scheduling Approaches and Default Task Types
          1. 4.2.3.1. Duration-Based Scheduling
          2. 4.2.3.2. Effort-Based Scheduling
          3. 4.2.3.3. The Relationship between Work and Duration
        4. 4.2.4. Other Options
      3. 4.3. Working with Calendars
        1. 4.3.1. Creating New Calendars
        2. 4.3.2. Controlling Conversion Factors
        3. 4.3.3. Project Start- and End-Date Options
        4. 4.3.4. Displaying the Project Start and Current Dates in a Gantt Chart
      4. 4.4. Summary
      5. 4.5. Hands-On Exercises
  8. II. Planning Essentials
    1. 5. Creating and Entering the Work Breakdown Structure and Task Arrangement
      1. 5.1. What Is a WBS, and Why Is It Important?
        1. 5.1.1. What Is a WBS?
        2. 5.1.2. Creating a WBS, and Its Importance to Project
        3. 5.1.3. Right-Sizing Your Plan
        4. 5.1.4. Progressive Elaboration and Defining Project Phases and Milestones
        5. 5.1.5. Determining Your Project Tasks and Milestones
      2. 5.2. Entering Your WBS: Phases, Tasks, and Milestones
        1. 5.2.1. Getting to Know the Task Name Column
          1. 5.2.1.1. User-Controlled Scheduling
        2. 5.2.2. Outlining (Indenting and Outdenting) Tools
        3. 5.2.3. Collapse and Expand: Show Outline
      3. 5.3. Managing Your WBS
        1. 5.3.1. Using the WBS Coding Tool
        2. 5.3.2. Conducting What-if Scenarios with Multilevel Undo
      4. 5.4. Summary
      5. 5.5. Hands-On Exercises
    2. 6. Estimating and Entering Duration or Work
      1. 6.1. Estimating Duration vs. Estimating Work—What's the Difference?
        1. 6.1.1. Estimating Duration for a Project
          1. 6.1.1.1. Estimating Methods
        2. 6.1.2. Entering Duration Estimates for a Project
          1. 6.1.2.1. Automatic Scheduling: Bottom-Up Approach
          2. 6.1.2.2. Manual Scheduling: Top-Down Approach
          3. 6.1.2.3. Estimated Durations = ?
        3. 6.1.3. Using the Task Information Dialog Box
        4. 6.1.4. Estimating Work for a Project
      2. 6.2. Program Evaluation and Review Technique
        1. 6.2.1. What Is PERT?
      3. 6.3. Summary
      4. 6.4. Hands-On Exercises
    3. 7. Setting Dependencies and the Critical Path
      1. 7.1. Setting Dependencies
        1. 7.1.1. Understanding Dependencies
        2. 7.1.2. Dependency Types
        3. 7.1.3. Dependency Scenarios and Creating Networks
        4. 7.1.4. Impact of User-Controlled (Manual) Scheduling on Dependencies
          1. 7.1.4.1. Dependencies and Top-Down Summary
          2. 7.1.4.2. Inactive Tasks and Dependencies
        5. 7.1.5. Setting Dependencies in Project
          1. 7.1.5.1. Using the Link Tool
          2. 7.1.5.2. Change Highlighting
          3. 7.1.5.3. Predecessor Column Approach
          4. 7.1.5.4. Split-Screen View with Details
          5. 7.1.5.5. Click-and-Drag Approach
          6. 7.1.5.6. Task Information, Predecessor Tab Approach
          7. 7.1.5.7. Leads and Lags in Project Management
      2. 7.2. Using Constraints and Deadlines
        1. 7.2.1. Constraints
        2. 7.2.2. Deadlines
          1. 7.2.2.1. Task Inspector
      3. 7.3. Understanding and Viewing the Critical Path
        1. 7.3.1. What Is the Critical Path?
        2. 7.3.2. Calculating the Critical Path
          1. 7.3.2.1. Using This to Your Advantage
        3. 7.3.3. Viewing the Critical Path and Slack in Project
      4. 7.4. Summary
      5. 7.5. Hands-On Exercises
    4. 8. Assigning Resources and Costs
      1. 8.1. Setting Up Your Resource Pool
        1. 8.1.1. Using the Resource Sheet View
          1. 8.1.1.1. Resource Types
          2. 8.1.1.2. Adding Resources to the Resource Pool
          3. 8.1.1.3. Max Units
          4. 8.1.1.4. Resource Group and Initials
          5. 8.1.1.5. Standard Rates, Overtime Rates, and Cost per Use
          6. 8.1.1.6. Changing Working Time for Resources
          7. 8.1.1.7. Budget Resources
        2. 8.1.2. Sharing Resources across Projects
      2. 8.2. Assigning Resources and Costs
        1. 8.2.1. Using the Resource Names Column
        2. 8.2.2. Split-Screen View and Details
          1. 8.2.2.1. Fixed-Duration Scheduling
          2. 8.2.2.2. Fixed-Work (Effort-Driven) Scheduling
          3. 8.2.2.3. Fixed Units with Effort-Driven Turned On
        3. 8.2.3. Assign Resources Function
        4. 8.2.4. Task Information
        5. 8.2.5. Team Planner (Project Professional Only)
      3. 8.3. Analyzing Resource Usage and Resource Leveling
        1. 8.3.1. Analyzing Resource Utilization
          1. 8.3.1.1. Resource Sheet
          2. 8.3.1.2. Resource Usage
          3. 8.3.1.3. Resource Graphs in Conjunction with the Gantt Chart
          4. 8.3.1.4. Task Usage
        2. 8.3.2. Resource Leveling
          1. 8.3.2.1. Important Factors in Leveling
          2. 8.3.2.2. Leveling All
          3. 8.3.2.3. Leveling by Resource
          4. 8.3.2.4. Leveling by Task
      4. 8.4. Summary
      5. 8.5. Hands-On Exercises
    5. 9. Understanding the Calculation Engine for Automatic Scheduling
      1. 9.1. Six Factors that Drive the Calculation of Time (Dates and Duration) for Automatic Scheduling
        1. 9.1.1. Project Start Date
        2. 9.1.2. Calendars
          1. 9.1.2.1. Applying Calendars at the Project Level
          2. 9.1.2.2. Applying Calendars at the Task Level
          3. 9.1.2.3. Applying Calendars at the Resource Level
        3. 9.1.3. Task Constraints and Deadlines
        4. 9.1.4. Task Durations
        5. 9.1.5. Task Dependencies
        6. 9.1.6. Resource Assignments and Task Types
      2. 9.2. Four Factors that Affect the Calculation of Cost
        1. 9.2.1. Standard and Overtime Rates
        2. 9.2.2. Cost Per Use
        3. 9.2.3. Fixed Cost
        4. 9.2.4. Resource Assignment Level
      3. 9.3. Switching from Manual Scheduling to Automatic Scheduling
        1. 9.3.1. Task Level
        2. 9.3.2. Summary-Level Impact
      4. 9.4. Summary
      5. 9.5. Hands-On Exercises
  9. III. Communicating and Reporting Essentials
    1. 10. Understanding Views
      1. 10.1. Understanding Major View Components
        1. 10.1.1. Data Group
          1. 10.1.1.1. Tables
          2. 10.1.1.2. Filters and Highlights
          3. 10.1.1.3. Groups
          4. 10.1.1.4. Sorts
          5. 10.1.1.5. Auto Sorts, Filters, and Groups
        2. 10.1.2. Other View Commands
          1. 10.1.2.1. Zoom Group
          2. 10.1.2.2. Split View Group
          3. 10.1.2.3. Window Group
      2. 10.2. Task Views
        1. 10.2.1. Accessing Other Views from the Gantt Chart
        2. 10.2.2. Timeline View
        3. 10.2.3. Task-Usage Views
        4. 10.2.4. Network Diagram
          1. 10.2.4.1. Collapse and Zoom
          2. 10.2.4.2. Modifying the Layout
          3. 10.2.4.3. Setting Links and Inserting tasks
        5. 10.2.5. Calendar View
      3. 10.3. Resource Views
        1. 10.3.1. Team Planner View (Project Professional)
        2. 10.3.2. Resource Sheet View
        3. 10.3.3. Resource Usage View
        4. 10.3.4. Resource Form
        5. 10.3.5. Resource Graph
      4. 10.4. Summary
      5. 10.5. Hands-On Exercises
    2. 11. Using Tables and Custom Fields
      1. 11.1. Creating Custom Fields
        1. 11.1.1. Custom Text Fields
          1. 11.1.1.1. Renaming a Field
          2. 11.1.1.2. Creating a Lookup Table
          3. 11.1.1.3. Applying a Graphical Indicator
          4. 11.1.1.4. Creating a Formula
        2. 11.1.2. Other Custom Fields
          1. 11.1.2.1. Custom Flags
          2. 11.1.2.2. Remaining Field Types
      2. 11.2. Using Tables and Creating Custom Tables
        1. 11.2.1. Using Existing Tables
          1. 11.2.1.1. Task View Tables
          2. 11.2.1.2. Resource View Tables
        2. 11.2.2. Creating Custom Tables
          1. 11.2.2.1. Adding Columns to Existing Tables
          2. 11.2.2.2. Column Settings
          3. 11.2.2.3. Saving Tables You've Modified
          4. 11.2.2.4. Creating a New Table from Scratch
      3. 11.3. Summary
      4. 11.4. Hands-On Exercises
    3. 12. Using Filters, Groups, and Sorts
      1. 12.1. Using Filters and Highlights
        1. 12.1.1. Using Predefined Filters
        2. 12.1.2. Using Highlights
        3. 12.1.3. Creating Custom Filters
      2. 12.2. Using Groups
        1. 12.2.1. Built-in Groups
        2. 12.2.2. Custom Groups
      3. 12.3. Using Sorts and Auto-filters
        1. 12.3.1. Sorts
        2. 12.3.2. Auto-Filters
      4. 12.4. Summary
      5. 12.5. Hands-On Exercises
    4. 13. Creating Custom Views, Formatting, and Reporting
      1. 13.1. Creating Custom Views
        1. 13.1.1. Key Elements of a View
        2. 13.1.2. Creating a Custom View
          1. 13.1.2.1. Custom View Example: Stakeholder Task View
      2. 13.2. Formatting Text and Bar Styles
        1. 13.2.1. Formatting Text Styles
          1. 13.2.1.1. One Line Item at a Time
          2. 13.2.1.2. View-Wide Text Formatting
        2. 13.2.2. Formatting Bar Styles
          1. 13.2.2.1. Formatting One Bar at a Time
          2. 13.2.2.2. View-Wide Bar Format Changes (Including Adding Text)
          3. 13.2.2.3. Formatting the Timeline View
      3. 13.3. Sharing and Sending Project Information and Reports
        1. 13.3.1. Enhanced Copy and Paste
        2. 13.3.2. Copy Picture
        3. 13.3.3. The Organizer and the Global.MPT Template
        4. 13.3.4. SharePoint Synchronization
        5. 13.3.5. File Types
        6. 13.3.6. Visual Reports
      4. 13.4. Summary
      5. 13.5. Hands-On Exercises
    5. 14. Creating Master Schedules with Inserted Projects
      1. 14.1. Creating Master Schedules
        1. 14.1.1. Setting Up a Master Project File
        2. 14.1.2. Setting Up Cross-Project Links
        3. 14.1.3. Cross-Project Linking Options and Showing Links Between Projects
          1. 14.1.3.1. Links Between Projects on Open
      2. 14.2. Critical Path Across Projects
        1. 14.2.1. Default Settings
        2. 14.2.2. Changing the Settings
      3. 14.3. Reporting and Analyzing Across Projects
        1. 14.3.1. Sharing Resources Across Projects
        2. 14.3.2. Analyzing Resources Across Projects
        3. 14.3.3. Roll-Up Reports
      4. 14.4. Summary
      5. 14.5. Hands-On Exercises
  10. IV. Tracking and Analyzing Essentials
    1. 15. Setting and Maintaining Baselines
      1. 15.1. Understanding and Setting Baselines
        1. 15.1.1. Understanding Baselines
        2. 15.1.2. Setting a Baseline
      2. 15.2. Viewing Baselines
        1. 15.2.1. Tracking Gantt View and the Variance Table
        2. 15.2.2. Formatting the Gantt Chart to Display the Baseline
      3. 15.3. Maintaining Baselines
        1. 15.3.1. Clearing a Baseline
        2. 15.3.2. Rolling-Wave Planning with Baselines
        3. 15.3.3. Adding New Tasks After a Baseline Has Been Set
        4. 15.3.4. Resetting a Baseline
        5. 15.3.5. Multiple Baselines
      4. 15.4. Summary
      5. 15.5. Hands-On Exercises
    2. 16. Updating and Tracking Status
      1. 16.1. Understanding and Entering Percent Complete
        1. 16.1.1. Different Types of Percent Complete
          1. 16.1.1.1. Percent Complete
          2. 16.1.1.2. Percent Work Complete
          3. 16.1.1.3. Physical Percent Complete
        2. 16.1.2. Entering Percent Complete
          1. 16.1.2.1. Entering Directly in the Percent Complete Field
          2. 16.1.2.2. Using the Buttons from the Ribbon
          3. 16.1.2.3. Using the Split View
      2. 16.2. Understanding and Entering Actuals
        1. 16.2.1. Current and Status Date
        2. 16.2.2. Using the Status Date for Automatic Updates
          1. 16.2.2.1. Automatic Project Update
          2. 16.2.2.2. Automatic Task Update
          3. 16.2.2.3. Move Incomplete Parts
        3. 16.2.3. Entering Actuals
          1. 16.2.3.1. Percent Complete and Actuals, Joined Together
          2. 16.2.3.2. Entering Actual Dates and Duration
          3. 16.2.3.3. Entering Actual Hours
          4. 16.2.3.4. Actual Costs
          5. 16.2.3.5. Replacing Resources on a Task with Actuals
          6. 16.2.3.6. Splitting In-Progress Tasks
          7. 16.2.3.7. The Tracking Decision Tree
      3. 16.3. Summary
      4. 16.4. Hands-On Exercises
    3. 17. Variance Analysis and Taking Corrective Action
      1. 17.1. Understanding Variance
        1. 17.1.1. Types of Variance
        2. 17.1.2. Viewing Variance
          1. 17.1.2.1. Tracking Gantt and Variance Table
          2. 17.1.2.2. Tracking Gantt with Custom Tracking Table
          3. 17.1.2.3. Work Table and Split Views
          4. 17.1.2.4. Cost Table and Split Views
      2. 17.2. Analyzing Variance and Taking Corrective Action
        1. 17.2.1. Understanding Slippage
          1. 17.2.1.1. Using Filters and Groups to Help Take Corrective Action
          2. 17.2.1.2. Keeping Notes for Schedule Changes and Slippage
          3. 17.2.1.3. Visual Reports
      3. 17.3. Earned-Value Analysis
        1. 17.3.1. Understanding Earned-Value Techniques and Values
          1. 17.3.1.1. Physical Percent Complete and the Status Date
          2. 17.3.1.2. Physical Percent Complete
          3. 17.3.1.3. Status Date
        2. 17.3.2. Using Earned-Value Analysis in Project
          1. 17.3.2.1. Earned Value Table
      4. 17.4. Summary
      5. 17.5. Hands-On Exercises
    4. A. Microsoft's Certification Program
      1. A.1. How Do You Become Certified on Project 2010?
      2. A.2. Tips for Taking a Microsoft Exam
      3. A.3. Certification Objectives Map
    5. B. About the Companion CD
      1. B.1. What You'll Find on the CD
        1. B.1.1. Video Walkthroughs
        2. B.1.2. PDF of the Book
        3. B.1.3. Adobe Reader
      2. B.2. System Requirements
      3. B.3. Using the CD
      4. B.4. Troubleshooting
        1. B.4.1. Customer Care