MS Project Tips and Tricks
ELLEN LEHNERT, MVP, PMP, MCT,
MCITP
CO N S U LTA N T / I N S T R U C TO R
L E H N E RTC S , L LC
W W W. L E H N E RTC S . CO M
E L L E N @ L E H N E RTC S . CO M
Ellen Lehnert, MVP, PMP, MCT, MCITP
Background in teaching, Business & IT
Taught MS Project 400 at least times
Specializing in MS Project/MS Project Server
Author: Managing Projects using MS Project 2010
desktop courseware available from MVP-Press
Author: Ask the Expert column for MPUG
Microsoft MVP, SME, Implementer, consultant, process
development, trainer, author and meeting speaker
LehnertCS, LLC
[email protected]
www.lehnertcs.com
Key Take-A-Ways
What is the design of the MS Project
database
15 tips and tricks you help you use MS
Project easier
Open Questions
The Basics about MS Project
Database Design
Project
Tasks
Resources
Assignments
Views and Tables are the access points to see the
data and are specific to an area of the database.
Tip - #1 Before you enter the first task
1. Set the Project Start Date
2. Apply which calendar will be the project
calendar
3. Options:
Calendar options
Scheduling options
1.
2.
1.
2.
3.
4.
Duration standard
Hours standard
Task Type
Effort-driven setting
Tip - #1 - Change Working Time
Calendar and Calendar options must be in place before
entering a task
Change Working Time allows for changing and creating
calendars. Think of this function as a way of accessing the
calendars that are available to be used within the project.
The calendars are not active until they are assigned to a
resource, to the project or to a task.
Calendars can be copied using the Organizer into the
Global.mpt for use in other projects.
Tip - #2 Viewing an alternate calendar
When an alternate calendar is selected for the
project calendar, the Gantt views will continue to
display the Standard calendar. To change the views
to show the alternate calendar.
Right click on a Gantt view, select Non-working
time and alter the calendar viewed for the
specific view.
This change is unique per view and will need to be
changed in all Gantt chart and Usage views used.
Tip - #3 Project Headers & Footers
Headers and Footers values are not programmed into the
project files
Values entered are per view and will need to be entered for
each view that will be printed.
Minimum Values that should entered are Report Titles and
date.
Tip - #4 - Keystrokes that really help:
F3 will remove a filter
Insert key will insert blank lines
Delete key will delete task lines
Deleting a Summary task will delete all detail tasks
within the Summary task
When dragging tasks around to change location
always move tasks from the ID number on the left of
the views
Right clicking = more options
Tip - #5 WBS
When creating a WBS Indent from the
top down. When removing an indention
work from the bottom up and Outdent.
Tip - #6 Run time filter
Create a run time filter
Enter run values when the filter is executed
If using customized fields with lookup tables the
lookup values will be available to select a value
In the Value column of the Filter define enter:
ie: Enter Location name?
Tip - #7 Timeframe groupings and
Resource Group
Create a Group to Group tasks by Start or
Finish dates by weeks.
Group New Group, Enter group name,
Group by is Start or Finish, Define Group
Intervals
When an assignment is created the Resource
Group is populated on the task. Use the
Resource Group filter to filter tasks for specific
groups.
Tip - #8 Total Slack
If Total Slack is:
Positive = available slack
Large Positive value = Probably missing
relationship
Negative = project is miscalculated
Caused by Constraint or Deadline
Tip - #9 Elapsed Time
Use Elasped time to represent a physical number of days.
A 10 day duration entered 10d will be scheduled on
working days only.
A task duration entered as10 ed will change to physical
time and will include non-working time.
Tip - #10 Constraints dont change when start
date changes
When a start date is edited the Constraints and Deadlines
within the project schedule do not adjust to the new start
date.
Solution: in MS Project 2010 use the Move Project button on
the Project ribbon to change the Start date. The option to
adjust the deadlines is available.
In earlier versions there is a button called Adjust Dates
located on the Analysis toolbar. Use this button to adjust the
Constraints to the new project start date. The ability to
adjust deadlines is not available in the earlier versions of MS
Project.
10
Tip - #11 Percent Duration v. Work Completed
Percent complete on the Tracking Gantt and on the Tracking percentage
buttons is Percent Duration completed.
There is a second percent complete called Percent Work completed.
When you mark a task 100% complete it is assumed that 100% of the
work has been completed also and the Start and Finish dates will become
Actual Start and Actual Finish for the task.
These values may be separated using the option Schedule Updating
Task
11
Tip - #12 Detail Gantt View
The best view to see slippage (Variance)
between Baseline v Actual Work is the
Detail Gantt view
12
Tip - #13 New Window
To combine projects on a temporary basis for
reporting and linking tasks between projects.
Keystrokes:
Open the files to be combined.
Click on New Window button on the View ribbon in Project 2010. In
earlier versions click on Window New Window.
Select the files to combine and click OK
Create links across the projects or filter and group
for reports. Save the files changed but do not save
the temporary file.
13
Tip - #14 Task Form
When creating an assignment use a split screen with the
Gantt chart or Task Sheet above and the Task Form with the
view Work or Resource Work on the bottom.
Double click on the little bar in the lower right corner of the
Gantt chart view. The Task Form will appear in the lower half
of the screen
14
Tip - #15 Printing Gantt Charts
When printing Gantt charts set up the view
to the desired look for the completed report
before you click Print Preview or FilePrint in
MS Project 2010.
Then go into the Print Setup settings and
turn off the legend and adjust the settings.
Gantt charts may always be printed by date
range.
15
Key Take-A-Ways
What is
The MS Project Database design
15 tips and tricks
Open questions
8 years of MS Project
Tips & Trick Articles
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www.lehnertcs.com
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Managing Projects using Microsoft
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Open Questions
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Thank you for coming!!!!
Ellen Lehnert, MVP, PMP, MCT, MCITP
Consultant/Instructor
LehnertCS, LLC
www.lehnertcs.com
[email protected]
