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PMP7002

Course
PMP7002
Course Title
Using Microsoft Project for Effective Project Management

Description

After introducing or reinforcing the necessary Project Management concepts and tools needed to properly understand and use project software, this class assists participants in gaining ability and speed in the use of Microsoft® Project. This is not a "button pushing" class. The workshop addresses those areas within a project, where the package helps the project manager plan, organize, track and control a project, its schedules, estimates, deadlines, costs and associated resources.

Upon completion, participants involved with PMI® and the Project Management Institute’s Project Management Professional – PMP program, are awarded seven PDUs or seven “Contact hours” for Part I and seven PDUs or seven “Contact hours” for Part II. Total Systems Education’s R.E.P. code is 1270.

Objectives

Upon completion of the course, participants will be able to:

  • Understand the Capabilities and Limitations of Microsoft Project in the “Real World” Project Environment;
  • Learn how to set up MS Project to reflect the current project environment;
  • Define Tasks and key Task Information;
  • Create various types of Dependencies between tasks;
  • Implement the WBS to Roll-up and Drill-down the project to any level of detail;
  • Using the Network Diagram, verify and adjust task dependencies to ensure accuracy in later scheduling;
  • Define and Assign Full-time and Part-time Resources;
  • Identify Resource Conflicts, then Analyze and Resolve them using various methods;
  • Track Task Duration for the “in-progress” Project;
  • Use multiple MS Project Report features;
  • Use predefined filters, sorts, tables, reports and views.
  • Setup Projects and Sub-Projects and their Work Breakdown Structures, Estimates, and Dependencies using the Project system;
  • Input and track multiple project plans, with and without resource assignments and establishing inter-project dependency links;
  • Use Project to Plan and Manage MULTIPLE Projects and SHARE RESOURCES across multiple projects;
  • Use additional Project facilities to speed up data manipulation;
  • Use Project to perform multiple "What if?" scenarios e.g. change plans, project delays, resource over-under allocations etc.;
  • Generate customized Reports, Views and Tables for Team Members, Management and Users;
  • Change plans and schedules due to resource availability, task dependencies, imposed due dates, milestones and deadlines;
  • Format Project to convey necessary information to concerned Stakeholders;
  • Use Project to BASELINE Schedules and TRACK started, in-progress and completed tasks;
  • Use Project to Identify Resource Conflicts and Track Work Effort;
  • Create, Modify and Use TEMPLATES and RECURRING Tasks for similar projects;
  • Use Project to dynamically link to other software for optimum project management processes.

 

Content

Managing Projects Using Microsoft Project  -- Part I

 

  • Introduction
    • Course Objectives
    • Microsoft Project and Project Management
    • Essential Project Management Tools and Concepts, How to Plan, Organize, Control, Control Changes
    • Using Project Management Software (Without becoming a slave to it!)

 

  • As You Begin Using Project
    • Initial Setup and Hands-on Exercise
      • Project and its Icons
      • Start-up Screens
      • Tables (Entry, Work, Tracking, etc.)
      • The Work Breakdown Structure (WBS)
      • Conventions, Views and Hidden Screens (Task, Resource etc.)
    • The Gantt Chart
      • Calendar
      • Timescale
    • Tool Bars

 

  • Project Setup 
    • Project Information
    • Tools Options folders
    • Summary Information
      • Naming the Project
      • Mission Statement
    • Setting the Calendar
      • Working days,
      • Non-Working days
    • Saving Options
      • Template
      • Password

 

  • Tasks and Input Methods
    • Entry Table
    • Task Information Folder
    • Enter/Insert/Change/Delete Tasks
    • Making Wholesale Changes
    • Recurring Tasks
    • Zoom in and out

 

  • Dependencies
    • Establishing Dependencies (Why this is a Really good idea!)
      • Table Column Method
      • Drag and Drop
    • Different Relationships  FS, FF, SS, SF, Lead/Lag Times
    • AUTOLINK (Serious Schedule Implications)
    • The Critical Path

 

  • The Network Diagram
    • Verifying the Dependencies
    • Moving a Task or Group of Tasks
    • Layout Now
    • Drawing Options
    • Creating New Links
    • Modifying Dependencies on the Network Diagram
    • Adding Tasks to the Network Diagram
    • Changing the Information Displayed in the Network Boxes

 

  • Work Breakdown Structure
    • Creating Phases, Activities
    • Indenting, Outdenting
    • Roll-Up and Drill-Down the Project
    • Summary Information
    • Automatic WBS Numbering

 

  • Project Resources
    • Resource Sheet View for Data Entry and Defining Staff Name, Initials (Making the Initial Field Worthwhile), Group, Units, Cost, Resource Calendar

 

  • Assigning Resources
    • Resource Assignment Button (Single/Multiple)
    • Split Screen
    • Introduction to Part-Time Resources
    • Microsoft’s formula D*U=W and its Implications
    • Fixed vs. Resource Driven Tasks
    • Views

 

  • Pre-defined Filters, Sorts, and Groups
    • Task and Resource Filters
    • Auto Filter
    • Sorting
    • Groups
    • Task Status, by Resource Group

 

  • Baseline and The Project
    • Baselining the project
    • Make it Easier to Update the project -- Tracking Gantt, Tracking Table, Tracking Toolbar
    • Updating the Project Status
    • Analyzing the Implications

 

  • Tracking the Project
    • Calculations Folder and its Implications
    • Resource Usage View
      • Setting it up for Weekly Status Reports
      • Using the Tracking Folder
    • Split screen view with Work Option Selected
    • Use the Update Work Button

 

  • MS Project Reports                          
    • Summary Reports
    • Current Activity Reports
    • Cost Reports

 

 

  • Conclusion
    • Review what you MUST DO, for Project to help!
    • Participants Discuss Feedback for Session

 

Managing Projects Using Microsoft Project – Part II Advanced Topics

 

  • Introduction
    • Course Objectives
    • Review Microsoft Project
    • Facilitated discussion of participant Microsoft Project issues and experiences

 

  • Full Time Projects with Part Time Resources
    • Partial Resource Allocations ways and consequences
    • Resource Calendar, Resource Units, Resource Hours
    • Keying in the work effort
    • Split Screen, Assign Resources Button
    • Why initial Project Set-up is so important
      • Task Usage View and Resource Usage View

 

  • Identifying & Resolving Resource Conflicts
    • Resource Sheet, Resource Graph, Resource Usage, Resource Allocation View
    • Resource Leveling Options and what they mean
    • Leveling Gantt
    • Analyzing other resources Options

 

  • Tracking Work Effort
    • Update Task Status Updates Resource Status
    • Actual Cost Calculation
    • Resource Work Views
    • Percent Complete vs. Actual Work

 

  • Formatting the Project
    • Text Styles
    • Gantt Chart Wizard
    • Bar Styles (Making your Project stand out)
    • Format Dependency Lines
    • Format Time Scale

 

  • Customizing Microsoft Project
    • Filters
    • Sorts
    • Groups
      • Customizing a Table
      • Using Custom Fields and Formulas
      • Creating Specialized Tables
      • Tricks
    • Reports --Task, Resource, Calendar and Cross Tab Reports
    • Creating New Views
    • Saving all this work for use on other Projects

 

  • Additional Features
    • HTML
    • Hyper Links
    • OLE/DDE
      • Dynamic Links from Excel
      • Object Embedding
    • Excel Work Sheet Inserted into Project Dynamic Exchange

 

  • Managing Multiple Projects
    • Different Types of Multiple Projects
      • Independent Projects
      • Sub-projects
    • Consolidating Projects on a Single View
    • Linking Different Projects Together

 

  • Sharing Resources Among Projects
    • How to Share Resources
      • Full-time
      • Part-time
    • Customizing the Resource Table for useful information
    • What the data is telling you
    • Making Adjustments
    • Issues and Concerns

 

  • Conclusion
    • Review Advanced Topics
    • Discuss Feedback for Session

Prerequisites

Prior knowledge and use of Microsoft Windows is required.

Method of Instruction

Lecture, demonstration, hands-on exercises

Evaluation

Participation in class discussions and exercises; completion of skill practices; participation in group exercises during class is expected.