Managing Projects, Programs, & Portfolio using Microsoft® Project 2019

[2019]

SKILLOPTICS
Program on Microsoft®
Project 2019

Module - I
Project Definition using
Microsoft® Project 2019

1
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

Microsoft Project 2019 E-Learning Series

Microsoft® Office Project 2019 assists the project professionals to accomplish their project goals by
using the accepted standards and practices of project management methodology.

The typical Project Life Cycle across any industry verticals comprises of the following three phases:

- Build a plan
- Track and manage a project
- Close a project

Our Microsoft® Project 2019 E-Learning Series is based on the same & each of these phases is
covered in detail in different E-Learning Modules.

2
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

3
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

In this module, we would be focusing on Project

Definition

Module I : Project Definition using Microsoft Project 2019

Goal Description

Initiate a During the project planning phase of projects that will span a
project significant length of time or involve many people, it is important
to define the objectives, assumptions, and constraints of the
project.

Start a project After the initial planning, you can:-

plan  Create your project file
 Enter your preliminary project data
 Attach your planning documents to the file.

Define project After you establish the objectives of your project, you define the
deliverables actual product or service that meets those objectives.

4
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

2.1.1 Project Map > Build a plan > Define a project

Before you can build a project, you need to decide what exactly the project is, what its scope is, and
what you hope to achieve by your project.

A - Initiate a project

Define your project objectives: Clear project objectives are crucial because your project's success
will be determined by how closely you meet the objectives.
 A list of project deliverables.
 Specific due dates, both for the ultimate completion of the project and for intermediate
milestones.
 Specific quality criteria that the deliverables must meet.
 Cost limits that the project must not exceed.

Identify your project assumptions: During the planning stage of a project, you probably
will have many important, unanswered questions. For example, when will key resources be
available to start work? And how much time will a new process take?
 Project stakeholders can critique the assumptions and then formally agree to a set of project
assumptions.
 You can update the schedule when you have additional information about these factors.
 Handoffs from other projects or departments: If your project depends on the work of others,
do they understand your dependency and agree to the handoff dates?
 Resource availability and usage (including people, materials, and equipment): If you do not
manage some of the people who are working on your project, who does? And has that person
approved your use of these resources?
 Task durations: Are your task estimates based on solid information or guesses?
 Project costs: How important is cost to your project? Who is required to approve your budget
or increase it if necessary?
 Available time: If you are working toward a known deadline, can you realistically complete all
tasks with an acceptable level of quality?
 Deliverables: Does your list of project dependencies and deliverables match what the customers
and other stakeholders expect? If you must compromise on a deliverable, have your
stakeholders agreed on what aspects of the deliverable would be compromised first?

Identify your project constraints: Constraints on a project are factors that are likely to limit the
project manager's options.
 Schedule, such as a fixed end date or a deadline date for a major milestone.
 Resources, such as a predefined budget.
 Scope, such as a requirement that three models of the product be developed.

5
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

Prepare a scope management plan: After you identify your project's objectives, assumptions,
and constraints, you are ready to draft a scope management plan.

B - Start a project plan

After the initial planning, you can start your project, enter your preliminary project data, and attach
your planning documents to the project. This kind of preliminary effort is critical to the success of
your project, whether your project has thousands of steps that span years and use standard project
management methodologies, or a few steps that span a month and use agile project management
methodologies.

Decide if you need a project: Before you start a lengthy series of activities, you should ask
yourself if what you are doing constitutes a project.

 A project is temporary and unique It is a one-time program, and not a series of ongoing
activities. Designing a car manufacturing plant is a project because it is a one-time activity.
The manufacturing of the car coming out of the plant, although it involves numerous linked
steps, is an ongoing series of activities and therefore not a project.
 A project has a life cycle with a beginning and an end In the example above, the design
of a car manufacturing plant has an end date, but the manufacturing of cars is ongoing.
When the manufacturing plant is complete, the project ends.
 Projects consume resources Resources — either people or material resources like tools
and textiles — need to be managed carefully, especially if they are shared across projects.
 A project has funding limits as outlined in its budget Project managers are typically
concerned with the overall profitability of a project and whether the activities of the project
fall within the costs allocated toward the project.

Create a project: You can create a new project, which is the usual way to start. Or you can base
your new file on an existing project or template that contains tasks or resources that are similar to
those you need for the current project.

 Create a new project if you want to begin with a clean slate, choose a start or finish date
for your project, and add the tasks and resources that you need.

After you have created a new project, you can save it locally or you can save it as an enterprise
project on Project Server.

6
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

STEPS
1. Select whether you want to begin with blank project or start with a template. Here we are starting
with a blank project. Click on Blank Project.

7
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

2. A new Blank project has been created.

8
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

3. On the Project, click Project Information.

9
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

4. To schedule a project from the start date, type or select the date that you want your
project to start in the Start date box.

10
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

5. To schedule a project from the finish date, click Project Finish Date in the Schedule from box, and
then type or select the date that you want your project to finish in the Finish date box.

6. To include any enterprise custom fields in the project, review the list of fields in the Enterprise
Custom Fields section, click the Value field for a custom field, and then select the value.

If your organization has defined any required enterprise custom fields, indicated by an asterisk (*)
after the field name, you must enter values for them. If you don't enter values for required fields,
then you are unable to save the project. If you don't know the values to enter for any custom field,
check with your project manager or server administrator

11
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

 Create a new project from a template: if you want to jump-start the creation of a project. Browse
through the templates that are included with Microsoft Office Project.

STEPS

1. On the File menu, click New.

12
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

2. Search online for Templates by typing keyword.

TIP Additional Office Project 2019 templates may be available on Microsoft Office Online.

13
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

3. Click the template that you want to use, and then click Create.

14
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

15
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

4. On the File menu, click Save As. And then choose if you want to store in your local computer or
on the cloud. Click on computer and then on Browse to save on local computer.

16
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

5. Type a name for the new project in the File name box, and then click Save.

17
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

 Create a new project from an existing project or database if the two projects are similar. Using an
existing project or template eliminates the need to re-enter the information.

STEPS

1. On the File menu, click New.

2. Click New from existing project.

18
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

3. Locate and open the folder that contains the project, and then click the project name.
4. Click Open.

5. If the file is password-protected, type the password in the Password box to open the file.

6. If necessary, adjust the project and task start and finish dates to reflect the schedule for the new
project.

7. On the File menu, click Save As.

8. Type a name for the new project in the File name box, and then click Save.

19
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

Notes
When you base a new project on an existing schedule that has tasks with actual work or duration,
the project won't reschedule. You must first remove the progress from those tasks.
If the existing schedule has constraints, you can click Move Project to reschedule the new project.

20
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

Link or store project-related documents in Project: You can attach documents that are related
to your project to the Microsoft Office Project 2019 file. For example, you may want to link a scope
management plan or risk management plan to your project for easy access.

 Insert a document into a project, such as a Microsoft Office Word 2013/2016 document, a
Microsoft Office Visio 2013 workflow diagram, a Microsoft MapPoint map, a Microsoft Office
PowerPoint 2013 slide, or a Microsoft Office OneNote 2013 page.
When you embed an existing object into your plan, it becomes part of the Project file. Users who
do not have access to the original object can open the Project plan to view the embedded object.
Because an embedded object is a link to the source file, the object is updated if you change the
source file.

You can also create a new embedded object that is part of the Project plan, but does not have an
existing source file. If you need to change the embedded object, you can make your changes by
using Project instead of by using the program that you used to create the source file.

21
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

STEPS
1. Open a Project plan, and then click the area in which you want to embed an object.
2. Under Task Pane,Click on Information.

3. Select Notes and Click on Insert object

22
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

4. You can insert an object in two ways:

5. To insert a new object, click Create New, and then click the source file's object type in the Object
Type list.

6. To insert an existing object, click Create from File. In the File box, type the path and file name of
the object or click Browse to locate and select the file.

23
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

TIP To link the object to the source file, select the Link check box. Link the object to the source
file if you are concerned about the size of the file.

7. To display the object as an icon, select the Display As Icon check box.

24
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

8. To change the default icon image or label of an object displayed as an icon, click Change Icon.
9. To change the icon, click the icon in the list of icons associated with the program.

10. To use the icon that is displayed by default with the program that is associated with the icon, click
Default.
11. To display an icon that is not displayed in the list of icons, select From File, and then click Browse
to find and insert a different icon.
12. To change the icon's label, type a new label name in the Label box

25
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

Add a note to a task, resource, or project to include a small amount of information

directly in your project. You can also add a file to a note, which is an easy way to browse through the
file for information relevant to a task, resource, or project.

STEPS
1. To add a task note, select a task, and then click Notes.

26
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

2. To add a resource note, Open the Resource Sheet by going to View Tab and clicking on Resource
Sheet, select a resource, and then click Resource Notes.

27
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

3. To add an assignment note, go to task usage view, select the assignment, which is listed below
the task in the Task Usage view, right click on assignment, and then click Notes.

28
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

4. In the Notes box, type the content of the note, and then click OK.

5. To format the text, select it, and then click Format Font, Align Left, Center, Align Right, or
Bulleted List.

29
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

6. To insert a picture, graphic, or file, click Insert Object .

Set the Working Time for the project calendar: You may need to change the working days and hours
for your project calendar. In Project, the default working times are 8:00 A.M. to 5:00 P.M. weekdays,
with an hour off for lunch. You can change the working hours for all working days, specific days (such as
every Tuesday), or certain dates such as holidays.

STEPS
1. Select Project in Ribbon, click Change Working Time.

30
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

2. Click on Create New Calendar Tab.

31
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

32
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

3. In the Change Working Time dialog box, click the Exceptions tab.

33
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

4. Type a descriptive name for the exception, such as Vacation day, and the start and finish times for
the time during which the exception will occur.

34
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

5. If the exception will be repeated throughout a portion of the schedule, click Details.

35
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

6. Under Recurrence pattern, select the frequency from Daily to Yearly, and then select additional
details about the recurrence pattern to the right. The details of the recurrence pattern change,
depending on whether you want to create a daily, weekly, monthly, or yearly pattern.

7. Under Range of recurrence, choose the starting time for the exception by using the Start box, and
then select either End after or End by.

36
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

8. If you selected End by, type or select the date when you want the exception to end.

37
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

9. If you selected End after, type or select the number of occurrences for the exception.

Note : Saving a project

From time to time, you need to save your project to keep changes that you made, create a backup
copy of your project, or create a template that you can use for another project. Project provides
several ways to save a project.

Save a project if you are saving a newly created or existing local project or enterprise project.

1. Click Save .
2. If this is the first time you that are saving the project, in the Save to the Project Server dialog
box, type a name for the project in the Name box.
3. If you are just saving changes to an existing project, then you are finished with this procedure.
4. To set any enterprise custom fields in the project, click the Value field for a custom field, and
then select the value. You must enter data for custom fields that are required, indicated by
an asterisk (*) after the field name.
5. Click Save.
6. To check the project in to Project Server, click Close on the File menu or close the project
window.
If you close the project window or exit Project without saving your last change, the Close
dialog box is displayed.
In the Save Changes section, click Save to save the changes that you have made to the
project, or click Discard Changes to close the project without saving your changes.

38
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

Personalize the ribbon

Steps
1. Select File Pane and then click on Options.

39
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

2. Select Customize Ribbon

40
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

3. You can customize the way you want.

4. You can also add new groups.

41
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

In addition, the status bar at the bottom of the Project 2019 screen shows key program settings,
and provides shortcuts to useful functions. Using View and Zoom controls on the status bar you can
quickly change your project view and timescale.

42
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

Rich Copy-Paste Support

The copy-and-paste function is still alive. In fact, it is even better than ever with Project 2019
because you can now copy and paste content and retain key formatting such as outline levels and
column headings. It could be as simple as copying a task list from an e-mail, or moving a complete
plan from Project to Excel. Either way, with improved copy-and-paste capabilities in Project 2019,
you will be more effective setting up project plans and communicating relevant project information.

Steps

1. Copy data from another source such as e-mail message or Microsoft Word, Excel etc.

43
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

2. Select column in Project 2019 where you want to paste data then Right click and click on Paste.

44
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

45
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

Get Guidance from tooltips

Descriptive tooltips are displayed to provide context-sensitive help when you place your mouse over
action buttons on the Ribbon. You can also preview results before committing changes, or quickly
view additional options for a specific action.

46
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

Define Phase and Outline Requirements

Create Manually Schedule Tasks

Steps
1. Select the Task or Tasks that you want to change to manually schedule.

47
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

2. Select Task Pane and then click on manually schedule.

48
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

3. If you want your new tasks are by default manually schedule then click on bottom of the page on
New Tasks and select manually scheduled. Similarly for vice-versa.

49
 Managing Projects, Programs, & Portfolio using Microsoft® Project 2019
[2019]

Module I : Project Definition using Microsoft Project 2019

After completing this module, the participants have learnt to:-

 Define the objectives, assumptions, and constraints of the project.
 Create project file.
 Enter preliminary project data.
 Attach planning documents to the file.
 Establish the objectives of your project.
 Define the actual product or services that meet those objectives.

50