UDOT Microsoft Project Scheduling

Tutorial - Main Page Access to UDOT Microsoft Project Scheduling MS Project Consultant Access MS Project Home Page Project Creation Process Project Update Process Change Novel Password (UDOT only)
Access problems assistance

Instructions & Legend

1. Click topics in blue box to view tutorials 2. Click down arrow to advance to next slide 3. Click to return to this page 4. Text in Purple box indicates a Process 5. Text in Aqua box indicates Information 6. Text in Orange box indicates Hint

Set Up MS Project 2010 Server Account

MS Project Consultant Access

Step 1. Request an Active Directory ID by completing and submitting the request form via the link below. Step 2. Only complete this step if you dont have ePM access. Both an Active Directory ID and an ePM log-in are required to access UDOT MS Project Scheduling.

UDOT Network Login Request Form

ePM Access Request Form

For the UDOT Contact, you can use a UDOT Project Manager or Dave Adamson ([email protected])

Completion of these steps will give you access into the UDOT MS Project Scheduling system.

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MS Project Access
Click on link to access MS Project Scheduling

http://sp.udot.utah.gov

Enter Novel login User name: Utah\(your Novel user name) Password: (your Novel password)

MS Project Home Page

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Re-set Novel Password

1. Please click on the link below

https://login2.utah.gov

2. Enter your current NOVEL username and password and then click on

3. Click on My Accounts

4. Click on Change Password

5. Enter Current Password and New Password and click on

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Name of individual logged into MS Project Scheduling

Project Web Application Project schedule can be viewed and modified via any internet connection. This is a scaled down version of MS Project Professional. Projects Location where the PM can link and unlink projects. When a project is linked, basic project data is synced to an MS Project Template Activity End Date Change Approval Location where Project Managers "approve" or "modify" requests to change project activity end dates. Initial Activity Setup Location where Functional Managers can input the initial effort (hrs) and duration (days) during setup of the project schedule. Can also create subtasks of assigned parent task Activity Updates Location where functional managers update and status project activities. Program Manager Region Program Manager access to the Region projects Team Maintenance Location where Resource Teams are defined and staffed. Also used for resource hierarchy for management access and reports.

Click on Link names to view pages

Project Status Report Displays schedule % complete and Task % complete

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Click UDOT icon to return to HOME page in UDOT Project scheduling tool and also in this tutorial

After project link, click on Project Name to open schedule in Project Web Application (PWA)

Click on Link to MS Project to create project in enterprise system

Click on Un-Link to delete the project in MS Project

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Click UDOT icon to return to HOME page in UDOT Project scheduling tool and also in this tutorial

1. Project Manager can Approve or Modify proposed Activity End Date

Current End Date

Proposed End Date

Current Activity Float Zero float means that the Activity is on Critical Path. If float is greater than Difference then Approval of new end date will not change Project End Date Difference The Current End Date subtracted from the Proposed End Date

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Click UDOT icon to return to HOME page in UDOT Project scheduling tool and also in this tutorial Auto defaults to your name. Can also select those subordinate to you as per the Team Maintenance logic

1. Select Team or Person . (should auto default to your name) 2. Select Project Toggle to show all project tasks or just tasks for selected name

3. Create Subtasks to Activity if desired Parent Activity totals roll up from Subtasks

4. Enter anticipated Hours & Days for assigned Activities and Subtasks

Subtasks are indented 5. Re-assign Activity Lead if different from original assignment. Just click on cell, press the delete key and then type new name auto pick list will appear as you type name. Also can assign others to task.

Task Lead is the first name listed. Task Lead is responsible for Activity Duration (Days) and their Hours. Others assigned to task are responsible only for their Hours.

Click on Add Resource to add additional Resources to Activity

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Click UDOT icon to return to HOME page in UDOT Project scheduling tool and also in this tutorial

Auto defaults to your name. Can also select those subordinate to you as per the Team Maintenance logic

1. Verify or Modify Current Activity End Date. Modify Sort Order by selecting options and clicking on button
Verify option grayed out because current end date is in the past.

Red End Date verification or modification Required Yellow End Date modification pending PM approval Green End Date verification or modification complete

2. Status Activity completion

In-Progress Activities
(based on Activity start date in the past or current date)

Upcoming Activities Completed Activities

Start Activity early by clicking on Start Progress

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Click UDOT icon to return to HOME page in UDOT Project scheduling tool and also in this tutorial

Click PMs name to view projects

Information on this screen is only available to Region Program Managers

Displays number of Projects in Scoping or Active ePM status and also shows number of those projects linked in MS Project Scheduling.

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Team Maintenance Under construction

Click To go to Home Page

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Project Schedule Maintenance Under construction

Click To go to Home Page

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Project Creation Process

1. PM Links Project 2. PM Opens Project
a) Project Web Access b) Project Professional 2010

Click PMs name to view projects

3. PM Modifies Project Activities & Logic 4. PM Assigns Resources to Activities

a) Add New Resource to Team

5. FM Inputs Initial effort(hrs) & Durations(days) 6. PM Reviews Initial Schedule and Negotiates Effort and Durations. 7. PM Publishes and Baselines Schedule.

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Project Creation Process

1. PM Links Project 2. PM Opens Project
a) Project Web Application b) Project Professional 2010

3. PM Modifies Project Activities & Logic 4. PM Assigns Resources to Activities

a) Add New Resource to Team
For selected project, click on Link to MS Project

5. PM Closes Project 6. FM Inputs Initial effort(hrs) & Durations(days)

a) Project Web Application b) Project Professional 2010

7. PM Reviews Initial Schedule and Negotiates Effort and Durations. 8. PM Publishes and Baselines Schedule.
a) Project Web Application b) Project Professional 2010

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Project Creation Process

1. PM Links Project 2. PM Opens Project
a) Project Web Application b) Project Professional 2010

3. PM Modifies Project Activities & Logic 4. PM Assigns Resources to Activities

a) Add New Resource to Team

5. PM Closes Project 6. FM Inputs Initial effort(hrs) & Durations(days)

a) Project Web Application b) Project Professional 2010

1. Select Template 2. Select Start Date 3. Click Link

7. PM Reviews Initial Schedule and Negotiates Effort and Durations. 8. PM Publishes and Baselines Schedule.
a) Project Web Application b) Project Professional 2010

Window Pops up during Project Linking

(Linking usually takes about 30 seconds)

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Project Creation Process

1. PM Links Project 2. PM Opens Project
a) Project Web Application b) Project Professional 2010
Screen regeneration is required to see that project is linked. Do one of the following: - hit the F5 button - hit the regeneration button - click in the address bar and hit ENTER

3. PM Modifies Project Activities & Logic 4. PM Assigns Resources to Activities

a) Add New Resource to Team

5. PM Closes Project 6. FM Inputs Initial effort(hrs) & Durations(days)

a) Project Web Application b) Project Professional 2010

7. PM Reviews Initial Schedule and Negotiates Effort and Durations. 8. PM Publishes and Baselines Schedule.
a) Project Web Application b) Project Professional 2010

Click on Project Name to open in Project Web Application (PWA)

Project is now Linked

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Project Creation Process

1. PM Links Project 2. PM Opens Project
a) Project Web Application b) Project Professional 2010
Click on Edit to check-out project

3. PM Modifies Project Activities & Logic 4. PM Assigns Resources to Activities

a) Add New Resource to Team

Prior to project check-out, only the most recent Published version of schedule is visible

5. PM Closes Project 6. FM Inputs Initial effort(hrs) & Durations(days)

a) Project Web Application b) Project Professional 2010

Project Activities

Project Gantt Chart

7. PM Reviews Initial Schedule and Negotiates Effort and Durations. 8. PM Publishes and Baselines Schedule.
a) Project Web Application b) Project Professional 2010
Project Web Application is a simplified version of MS Project. It is web based and can be accessed from any internet connection. It can only be accessed using MS Internet Explorer.

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Project Creation Process

1. PM Links Project 2. PM Opens Project
a) Project Web Application b) Project Professional 2010

3. PM Modifies Project Activities & Logic 4. PM Assigns Resources to Activities

a) Add New Resource to Team
After project check-out menu buttons are active

After project check-out, schedule modifications made since the last Publish are visible

5. PM Closes Project 6. FM Inputs Initial effort(hrs) & Durations(days)

a) Project Web Application b) Project Professional 2010

Project Activities can now be modified

7. PM Reviews Initial Schedule and Negotiates Effort and Durations. 8. PM Publishes and Baselines Schedule.
a) Project Web Application b) Project Professional 2010

If project is checked out in PWA, then it must be checked-in before opening it in MS Project Professional 2010 (MSPP10). It is good practice to check in project after modification. If project is not checked in, then Functional Managers can not input initial hrs & days.

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Project Creation Process

1. PM Links Project 2. PM Opens Project
a) Project Web Application b) Project Professional 2010
1. Open Microsoft Project 2010 5. Select Retrieve the list of all projects from Project Server & click on Open

3. PM Modifies Project Activities & Logic 4. PM Assigns Resources to Activities

a) Add New Resource to Team

2. Select UDOT MS Project Server & click on OK

5. PM Closes Project 6. FM Inputs Initial effort(hrs) & Durations(days)

a) Project Web Application b) Project Professional 2010

3. Enter novel User name and Password. Remember to type utah\ before User name

6. Select the desired project & click on Open

7. PM Reviews Initial Schedule and Negotiates Effort and Durations. 8. PM Publishes and Baselines Schedule.
a) Project Web Application b) Project Professional 2010
4. Select File and click on Open

Project is now open in MS Project Professional 2010

Project Creation Process

1. PM Links Project 2. PM Opens Project
a) Project Web Application b) Project Professional 2010

3. PM Modifies Project Activities & Logic 4. PM Assigns Resources to Activities

a) Add New Resource to Team

Under Construction

5. PM Closes Project 6. FM Inputs Initial effort(hrs) & Durations(days)

a) Project Web Application b) Project Professional 2010

7. PM Reviews Initial Schedule and Negotiates Effort and Durations. 8. PM Publishes and Baselines Schedule.
a) Project Web Application b) Project Professional 2010

Project Creation Process

1. PM Links Project 2. PM Opens Project
a) Project Web Application b) Project Professional 2010

3. PM Modifies Project Activities & Logic 4. PM Assigns Resources to Activities

a) Add New Resource to Team

Under Construction

5. PM Closes Project 6. FM Inputs Initial effort(hrs) & Durations(days)

a) Project Web Application b) Project Professional 2010

7. PM Reviews Initial Schedule and Negotiates Effort and Durations. 8. PM Publishes and Baselines Schedule.
a) Project Web Application b) Project Professional 2010

Project Creation Process

1. PM Links Project 2. PM Opens Project

1. Click on Project tab

2. Click on Close

a) Project Web Application b) Project Professional 2010

3. PM Modifies Project Activities & Logic 4. PM Assigns Resources to Activities

a) Add New Resource to Team

5. PM Closes Project 6. FM Inputs Initial effort(hrs) & Durations(days)

a) Project Web Application b) Project Professional 2010

7. PM Reviews Initial Schedule and Negotiates Effort and Durations. 8. PM Publishes and Baselines Schedule.
a) Project Web Application b) Project Professional 2010

3. Click on OK The Save and Check in buttons are the default values

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Project Creation Process

1. PM Links Project 2. PM Opens Project
a) Project Web Application b) Project Professional 2010
2. Select Project 1. Select Team or Person . (should auto default to your name)

3. PM Modifies Project Activities & Logic 4. PM Assigns Resources to Activities

a) Add New Resource to Team

5. PM Closes Project 6. FM Inputs Initial effort(hrs) & Durations(days)

4. Enter anticipated Work (hrs) & Duration (days) for assigned Activities and Subtasks

a) Project Web Application b) Project Professional 2010

3. Create Subtasks to Activity if desired

7. PM Reviews Initial Schedule and Negotiates Effort and Durations. 8. PM Publishes and Baselines Schedule.
a) Project Web Application b) Project Professional 2010

5. Re-assign Activity Lead if different from original assignment. Just click on cell, press the delete key and then type new name auto pick list will appear as you type name. Activity Lead Enters Days and Hours.

6. Enter only Initial Activity Hours if not Activity Lead

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Project Creation Process

1. PM Links Project 2. PM Opens Project
a) Project Web Application b) Project Professional 2010
2. Select Project 1. Select Team or Person . (should auto default to your name)

3. PM Modifies Project Activities & Logic 4. PM Assigns Resources to Activities

a) Add New Resource to Team

5. PM Closes Project 6. FM Inputs Initial effort(hrs) & Durations(days)

a) Project Web Application b) Project Professional 2010

5. Create Subtasks to Activity if desired

3. Enter anticipated Work (hrs) & Duration (days) for assigned Activities and Subtasks

7. PM Reviews Initial Schedule and Negotiates Effort and Durations. 8. PM Publishes and Baselines Schedule.
a) Project Web Application b) Project Professional 2010

4. Re-assign Activity Lead if different from original assignment. Just click on cell, press the delete key and then type new name auto pick list will appear as you type name Back to Main

Project Creation Process

1. PM Links Project 2. PM Opens Project
a) Project Web Application b) Project Professional 2010

3. PM Modifies Project Activities & Logic 4. PM Assigns Resources to Activities

a) Add New Resource to Team

5. PM Closes Project 6. FM Inputs Initial effort(hrs) & Durations(days)

a) Project Web Application b) Project Professional 2010

7. PM Reviews Initial Schedule and Negotiates Effort and Durations. 8. PM Publishes and Baselines Schedule.
a) Project Web Application b) Project Professional 2010

1. PM reviews the initial Activity durations and the overall schedule. 2. PM decides if schedule end date is acceptable. 3. If schedule end date is too late, then PM negotiates with Functional Managers to shorten Activity durations. 4. PM enters updated Activity duration in PWA or MS Project Professional. Back to Main

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Project Creation Process

1. PM Links Project 2. PM Opens Project
a) Project Web Application b) Project Professional 2010
Click to Publish project. When project is published, the submit for advertisement date in ePM screen 510 will be linked to the MS Project end date so that the only way to modify this date is update the project schedule.

3. PM Modifies Project Activities & Logic 4. PM Assigns Resources to Activities

a) Add New Resource to Team

5. PM Closes Project 6. FM Inputs Initial effort(hrs) & Durations(days)

a) Project Web Application b) Project Professional 2010

7. PM Reviews Initial Schedule and Negotiates Effort and Durations. 8. PM Publishes and Baselines Schedule.
a) Project Web Application b) Project Professional 2010

A schedule baseline can only be created in MS Project Professional

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Set Up MS Project 2010 Server Account Under Construction

1. Open MS Project Professional

2. Click on File and then Info and then Manage Accounts

3. Click on Add

4. Enter Account Name and Project Server URL as shown.

5. Click on OK

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