ms epm user manual v1.1

8/12/2019 MS EPM User Manual v1.1

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MS EPM: Standard

Operating Procedure

(SOP)

Quality

Time

CostScope

P a k i s t a n P e t r o l e u m L i m i t e d

B u s i n e s s S y s t e m s - I T D

7 5 5 3 0 K a r a c h i

P a k i s t a n

V e r s i o n 1 . 1

E n g l i s h

D e c e m b e r 2 0 1 1

User ManualStep-by-Step guide to manage projects and

operational activities


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A Project gets a year late one day at a time USER MANUAL

Prepared by: Syed Ammar Zaheer (Assistant Business Analyst), PMP

Version: 1.1 Issued on: 1stDec, 2011 Revised by: Yasmeen Arshad (Trainee Systems Officer)

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Icons

Icon Meaning

Warning

Example

Note or Tip

Recommendation

Syntax

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include fieldnames, screen titles, pushbuttons as well as menu names, paths andoptions.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names,program names, transaction codes, table names, and individual keywords of a programming language, when surrounded by body text, forexample, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths,messages, source code, names of variables and parameters as well asnames of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or theENTERkey.

Example text Exact user entry. These are words or characters that you enter in thesystem exactly as they appear in the documentation.

Variable user entry. Pointed brackets indicate that you replace thesewords and characters with appropriate entries.


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ContentsPurpose ...................................................................................................................................... 6

Management Summary ............................................................................................................... 6

Project Management as Defined by MSProjectExperts ............................................................... 6

MODULE 01: Introducing Microsoft Project Server....................................................................... 7

1.1 Understanding Project Management Theory as Defined by MS EPM 2010 ................... 71.2 Understanding Project Server Terminology .................................................................. 7

1.3 Understanding the Communication Life Cycle .............................................................. 8

1.4 Understanding Tracking Methods ................................................................................. 8

MODULE 02: Preparing to Use Project Server ............................................................................. 9

2.1 Using the Project Web Access User Interface............................................................... 9

2.2 Printing the Data Grid ................................................................................................... 9

2.3 Exporting the Data Grid to Excel ................................................................................ 10

2.4 Using the Project Professional 2010 User Interface .................................................... 11

2.5 Creating a Login Account in Project Professional 2010 ............................................... 12

2.5.1 Logging into Project Server from Project Professional 2010 .................................... 15MODULE 03: Creating New Proposed Projects ......................................................................... 16

3.1 Creating a New Project .............................................................................................. 16

3.1.1 Saving, Pulishing and Closing a Project .................................................................. 20

3.1.2 Editing an existing Project ...................................................................................... 21

3.2 Creating a Resource Plan .......................................................................................... 22

3.2.1 Building a Team on a Resource Plan ...................................................................... 22

3.2.2 Adding Resources to the Team on a Resource Plan ............................................... 24

3.2.3 Modeling Resource Demand in a Resource Plan .................................................... 25

3.2.4 Importing Resources from a Resource Plan ............................................................ 25

MODULE 04: Creating Enterprise Projects ................................................................................ 28

4.1 Creating an Enterprise Project Using Project Professional 2010 ................................. 28

4.2 Importing a Local Project into Project Server 2010 ..................................................... 28

4.2.1 Open the project..................................................................................................... 28

4.2.2 Set the project start date and enterprise field values. .............................................. 30

4.2.3 Enter the project properties .................................................................................... 31

4.2.4 Display the Project Summary Task ......................................................................... 32

4.2.5 Set the Project Calendar ........................................................................................ 32

4.2.6 Assign/Match Resources ........................................................................................ 33

4.2.7 Set project options unique to this project ................................................................ 34

4.2.7.1 Set the Task Mode option ............................................................................... 34

4.2.7.2 Setting Options in the Projet Options dialog .................................................... 35

4.2.8 Save the project. .................................................................................................... 36

4.3 Opening and Closing Projects .................................................................................... 37

MODULE 05: Task Planning ...................................................................................................... 40

5.1 User controlled scheduling ......................................................................................... 40

5.2 Planning Project Tasks............................................................................................... 40

5.2.1 Entering and Editing Tasks ..................................................................................... 40

5.2.2 Entering Manually Scheduled Tasks ....................................................................... 40

5.2.3 Moving Tasks ......................................................................................................... 41

5.2.4 Inserting Tasks ....................................................................................................... 41

5.2.5 Deleting Tasks ....................................................................................................... 42

5.2.6 Creating the Work Breakdown Structure (WBS) ...................................................... 42

5.2.6.1 Inserting Summary Tasks ............................................................................... 43


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5.2.7 Creating Milestones................................................................................................ 44

5.2.8 Adding Task Notes and Cell Background Formatting .............................................. 45

5.3 Using Task Dependencies.......................................................................................... 47

5.3.1 Setting Task Dependencies .................................................................................... 48

5.3.2 Linking Manually Scheduled Tasks ......................................................................... 48

5.3.3 Removing a Task Dependency ............................................................................... 49

5.3.4 Using Lag Time with Dependencies ........................................................................ 49

5.3.5 Using Lead Time with Dependencies ...................................................................... 50

5.3.6 Understanding Scheule Warnings and Suggestions ................................................ 50

5.3.7 Using the Respect Links Feature ............................................................................ 51

5.4 Setting Task Constraints and Deadline Dates ............................................................. 52

5.4.1 Setting Constraints ................................................................................................. 52

5.4.2 Adding Notes on Tasks with Constraints ................................................................. 52

5.4.3 Setting Deadline Dates ........................................................................................... 53

5.5 Assigning Task Calendars .......................................................................................... 54

5.6 Estimating Task Durations.......................................................................................... 54

MODULE 06: Resource and Assignment Planning .................................................................... 55

6.1 Building a Project Team ............................................................................................. 55

6.1.1 Using Local Resources in a Project Team .............................................................. 56

6.2 Assigning Resources to Tasks ................................................................................... 56

6.3 Using the Team Planner View .................................................................................... 58

6.3.1 Dragging Tasks in the Team Planner view .............................................................. 59

6.3.2 Changing Schedule Information in the Team Planner View ..................................... 59

MODULE 07: Project Execution ................................................................................................. 60

7.1 Analyzing the Critical Path.......................................................................................... 60

7.2 Working with Project Baselines .................................................................................. 60

7.3 Publishing Project ...................................................................................................... 617.4 Delegating a Project to a Fellow Manager .................................................................. 62

7.5 Acting as a Delegate for another Project Manager ...................................................... 66

Appendix ................................................................................................................................... 69

Project Management Lifecycle ............................................................................................... 69

Axioms for Success with Tracking Progress ........................................................................... 77


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PurposeThis document is a step-by-step guide for a standard procedure for managing projects andoperational activities in an integrated environment provided by MS EPM 2010. This step-by-stepguide has been developed based on best practices proposed by MSProjectExperts.

Management SummaryMicrosoft Office Project Server 2010 is an enterprise-capable project management automationsystem. Microsoft designed Project Server to support business and industry-specific projectmanagement and tracking requirements. Project Server 2010 is an out-of-the-box project andassignment tracking system, as well as a platform for business-specific configuration andcustomization.

Project Server 2010 is Microsofts fifth-generation, server-based project management solution.The combination of Microsoft Office Project Professional 2010 and Project Server 2010 providesa powerful enterprise portfolio management system that is rich in features but fraught withcomplexity and challenges. The goal of this document is to help you maximize the feature benefitsand minimize the f rustrations

Microsoft Project Server 2010 is built on Microsoft SharePoint Server 2010, bringing togetherpowerful business collaboration platform services with structured execution capabilities to provideflexible work management solutions. Project Server 2010 unifies project and portfoliomanagement to help organizations align resources and investments with business priorities, gaincontrol across all types of work, and visualize performance using powerful dashboards.

Project Management as Defined byMSProjectExpertsThe following sections of Project Management best practices have been finalized as per the

MSProjectExperts recommendation:

a. Module 01: Introduction to Micorsoft Project Server

b. Module 02: Preparing to use Project Server

c. Module 03: Creating New Proposed Projects

d. Module 04: Creating Enterprise Projects

e. Module 05: Task Planning

f. Module 06: Resource and Assignment Planning

g. Module 07: Project Execution

This SOP covers the processes defined in Managing Enterprise Projects using Microsoft Project

Server 2010.


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MODULE 01: Introducing Microsoft Project Server

1.1 Understanding Project Management Theory asDefined by MS EPM 2007

According to A Guide to the Project Management Body of Knowledge (PMBOK 4) from theProject Management Institute (PMI), a project is a temporary endeavor undertaken to create aunique product or service.

According to this definition, a project is:

TemporaryEvery project has a definite beginning and end.

UniqueEvery project is something your organization has not done before, or has notdone in this manner.

For simplification, a Programis a collection of related projects and a Portfoliois a collection ofprograms and/ or projects within a business unit or across an entire enterprise.

1.2 Understanding Project Server TerminologyA project is an Enterprise Project when it is stored in the Project Server database using one ofthe following methods:

You create the project using the Project Professional 2010 client while connected toProject Server 2010 and save the project in the Project Server database.

You import the project to the enterprise using the Import Project Wizard in ProjectProfessional 2010.

You create a proposed project using the demand management process from ProjectCenter page in Project Web App.

A resource is an Enterprise Resource when it is stored in Enterprise Resource Pool in theProject Server database using one of the following methods:

The Project Server Administrator creates the resource in the Enterprise Resource Poolusing the Project Professional 2010 client while connected to Project Server 2010.

The Project Server Administrator imports the resource into the Enterprise Resource Poolusing the Import Resources Wizard in Project Professional 2010.

The Project Server Administrator creates the resource using Project Web App.

The terms Check Inand Check Outapply to enterprise objects. As project manager, when youopen an enterprise project for editing, the system checks out the project to you exclusively. While

you have the project open, no other user can edit your project. When you close the enterpriseproject, the system checks in the project so that other users can edit the project, if they havepermission to do so.


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1.3 Understanding the Communication Life Cycle

1.4 Understanding Tracking Methods

Project Server 2010 offers four methods for tracking task progress:

Percent of Work Complete allows team members to enter % Work Complete and aRemaining Work estimate on each task assignment.

Actual Work Done and Work Remaining allows team members to enter the cumulativeamount of Actual Work value and to adjust the Remaining Work estimate on each taskassignment .

Hours of Work Done per Period allows resources to enter the hours of Actual Workcompleted for the current period and to adjust the Remaining Work estimate on each task

assignment.Free Form tracking allows the user to enter progress using any of the three previousmethods.

ProjectManager

TeamMember

ProjectExecutive

ProjectServer

Database

1, 2, 6

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5

7

1.Create and savethe project

2.Publish theproject

3. Recieve andview taskassignments

4. Report time andtask progress

5. Recieve andapprove taskupdates

6. Save and publishshcedule changes

7. View publishedproject informationonly


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2.3 Exporting the Data Grid to Excel1. Click the Export to Exceloption in the Sharesection of the ribbon on a page containing data

grid.

2. When you select this option, the system displays the File Downloaddialog as shown:

3. Click the Openbutton in the File Downloaddialog. The system may display the confirmationdialog as shown. If so, click Yes.

4. The system opens Microsoft Excel and exports the grid into a blank workbook.

The default security settings for your Internet Explorer may prevent you from exporting a data grid to

Microsoft Excel. If this is the case, add the URL of the Project Web App home page to the Trusted Sitesection of the Internet Optionsdialog in your Internet Explorer, and then set the Security Level setting for

the Trusted Siteszone to Low.


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2.4 Using the Project Professional 2010 User Interface

Backstage View:

You can also Collapse or Customize the Ribbon as per your requirement.

Quick Access Toolbar Ribbon

Zoom slider

Timeline

Quick View SelectorDafault Task Mode selector

Select All button

TimescaleFile Tab


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2.5 Creating a Login Account in Project Professional2010

1. Open Project Professional 2010. Click File -> Info-> Project Server Accounts. SelectConfigure Accountsitem:

2. The system displays Project Server Account dialog. Click theAddbutton:

3. The system displays theAccount Propertiesdialog as shown below. Select the Set as defaultaccount option. The completed Account Properties dialog should look like:


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4. Click the OK button. If you enter a URL using the http:// protocol rather than the securehttps:// protocol, the system displays the warning dialog shown below:

5. Click the Yes button to continue.

6. The system redisplays Project Server Accounts dialog with your new account as shownbelow:


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7. In the Project Server Accounts, select the Choose an account option.

8. Click OKbutton to close the Project Server Accountsdialog.

It is recommended that you always select the Choose an accountoption. This provides better control

for users.


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2.5.1 Logging into Project Server from Project Professional 2010

After you create your Project Server login account in Project Professional 2010, exit and then re-launch the software. The system displays the Login dialog as shown below:

Because you selected the Choose an account option in the Project Server Accountsdialog, thesystem allows you to select the Project Server instance for connection.

The Login dialog pre-selects the account you set as the Default account in the Project ServerAccounts dialog. If you want to connect using a different login account, click the Profile pick listand select your desired profile.

Click the OK button to connect to your desired Project Server instance.

Select the Computer profile to use Project Professional 2010 without connecting to a Project Server

instance. This causes the software to function in desktop only mode and disables all enterprise features.


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MODULE 03: Creating New Proposed Projects

Project Server 2010 provides a sophisticated demand, decision-making and lifecyclemanagement system. This system allows your organization to capture project requests and workthorugh a manual or automated procedure to collect information about proposed projects.

Project Server 2010 provides you with the tools for very basic demand management without usingworkflows by providing ability to display multiple Project Detail Pages in the project drilldownwindow in Project Web App.

3.1 Creating a New Project1. To create a new Project, launch the Internet Explorer software and navigate to the URL for

your organizations Project Web App Home Page.

2. In the Quick Launch menu on the left side of the page, click the Project Center link in theProjectssection.

3. Click the New menu in the upper left corner of the Projects ribbon and select the New PPLProject item from the pick list shown:


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4. Project Server 2010 displays the Project InformationProject Detail Page.

5. In the Basic Information section, enter a name for the Project in the Name field, selectLocation and Project Departmentsfrom the available options in lookup table.

6. In the Financial Information section, select the Asset Class from the options available inlookup table, enter the SAP Job No. corresponding to your project.

7. In the Strategic Information section, select values in every field from the options available inlookup table.


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8. In the Miscelleneous Information section, select values in the applicable field(s) (if any) fromthe options available in lookup table.

9. After providing the required necessary information, click the Save option in the upper leftcorner of the Project ribbon.

Notethat after clicking the button, the system displays a series of messages in the upperright hand corner of the screen to indicate that it is working on your request as shown below:

10. When the processing will complete, the system displays the Project Information page withyour saved entries indicating the status of the project.

11. Click the Nextbutton in the Page section of the Project ribbon.

You can save your information at any time except for the mandatory fields which are required to

save a project.


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12. This will redirect you to the Schedule page of the project where you can define the projectplan for your project as shown below:

13. Check the Project Summary taskin the Show/Hide section of theOptionstab in the ScheduleToolsribbon to show the Project Summary task in the plan.

14. Plan your project accordingly.


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3.1.1 Saving, Pulishing and Closing a Project15. Click the Savebutton in the Project section of the Tasktab in Schedule Toolsribbon.

Notethat after clicking the button, the system displays a series of mesages in the upper

right hand corner of the screen to indicate that it is working on your request as shown below:

16. Click the Publishbutton in the Project section of the Tasktab in Schedule Toolsribbon.

Youll see Publish completed successfullymessage in the upper right hand corner afterthe series of messages indicating that the project is published successfully as shown below:

17. Click the Closebutton the Project section of the Projectribbon close the project.

18. Click the Yesbutton to check-in the project.


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19. The system rediects you to the Project Center page where you can see the your newlycreated project.

3.1.2 Editing an existing ProjectTo edit an existing project or plan goto the Project Center page in the Projects section of theQuick launch and click the project which you want to edit. You can either edit the ProjectInformation or Schedule by selecting the desired page from Quick launch menu under your

projects section as shown below:


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3.2 Creating a Resource Plan

A Resource Plan is a way to reserve a resource for specific periods of time without assigning theresource to tasks.

To create a Resource Plan, navigate to the Project Center page in Project Web App. Select yourProject by clicking the row header to the left of its name and then click the Resource Planbuttonfrom the Navigatesection of the Projectribbon.

Project Server 2010 displays the Resource Planpage for the selected project proposal as shownbelow:

3.2.1 Building a Team on a Resource Plan1. The first step in creating a Resource Planis to add resources to the Resource Plan. Click the

Build Team button from the Resources section of the Planribbon.


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2. The system displays the Build Resource Plan Team page as shown below:

3. On the Build Resource Plan Team pageselect the desired resources (by clicking the checkmark on the left of each resource) and click the Add button to add them to your ResourcePlan.

You may also use Generic resourcesto define the Resource plan. Generic resourcesare a special type

of work resource that you use to represent resources by role or capability type. You use these to show

generic demand for resources.

It is recommended that you design your process to always use generic resources for early phaseresource demand modeling rather than actual resources. This allows you to easily differentiate between

actual loading and proposed resource loading.


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3.2.2 Adding Resources to the Team on a Resource Plan4. To add generic resources to your plan, select the option checkboxes to the left of each

resource name and then click the Add button. The system shows the list of selectedresources in the upper right corner of the Build Resource Plan Teampage as shown below:

5. Click the Save and Close button from the Team section of the Team ribbon to add theselected resources to the team for the project proposal. Project Server 2010 redisplays theResource Planpage with new team members, as shown below:


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3.2.3 Modeling Resource Demand in a Resource Plan6. To model demand for each resources time, enter amount of time you need for each period.

To set the date range for the plan , click the Date rangebutton from the Date Rangesectionof the Plan ribbon.

7. The system opens the Set Date Rangedialog, as shown below. Enter dates in the FromandTofield and click the OK button to save your selections.

8. Click the Saveand then Closebutton from the Plansection of the Plan ribbon to save andclose your new resource plan.

3.2.4 Importing Resources from a Resource PlanResources in a Resource plan are not eligible for assignments in project unless you copy themfrom your resource plan into your project. To do this,

9. Open your project from Project Centerpage and then use Build Teamtool to accomplish this.Select your Project by clicking the row header to the left of its name and then click the BuildTeambutton from the Navigatesection of the Projectribbon.


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10. The system dsiplays the Build Team page as shown below:

11. Click the Resource Planbutton from the Copy Fromsection of the Team ribbon.

12. The system redisplays with the resources selected in the Selected Resourcessection on theright as shown below:


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13. Use the Build Team tool the same way you did with the Resource plan tool. You can add orremove resources at this point and use the Matchtool to replace your generic resources withhuman workers.

14. Click Saveand Closebutton from the Teamsection of the Team ribbon when you complete

your resource selections.

15. The system returns to your Project Centerpage.

From Build Team page, you can also determine the availabiilty for one or more selected resources by

clicking the Resource Assignmentsbutton or the Resource Availabiltybutton.


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MODULE 04: Creating Enterprise Projects

4.1 Creating an Enterprise Project Using Project

Professional 2010As indicated in the previous module, you can create a new enterprise project as a proposedproject from the Project Center page in Project Web App using the demand managementprocess. You can also create a new enterprise project in Project Professional 2010 using either ofthe following methods.

You import the project into the Project Server database using the Import Project Wizard inthe Project Professional 2010 client while connected to Project Server 2010.

You create the project in the Project Professional 2010 client while connected to ProjectServer 2010and you save the project in the Project Server database.

4.2 Importing a Local Project into Project Server 2010To import an existing project , complete the following steps:

4.2.1 Open the project.1. Open MS Project Professional 2010 and login with your server Profile account to connect to

the server.

2. Go to Backstage view by clicking the Filetab and then click Open.


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3. On the resulting screen, navigate to the folder containing the non-enterprise project you wantto import.

4. Select the project and then click the Open button. The system opens the project in ProjectProfessional 2010.


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4.2.2 Set the project start date and enterprise field values.5. Click the Project Information button from the Propertiessection in Project ribbon to provide

the Project information.

6. On the resulting screen (displayed below), enter your desired project Start date in the Startdate field.

7. Enter values in any required (marked by *) or optional enterprise custom field values in theEnterprise Custom Fields section of the dialog.

8. Click the OK button (as displayed above).


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4.2.3 Enter the project properties9. Click the Filetab to display the Backstage. Click the Infotab in backstage menu. In the upper

right hand corner of the information page, click the Project Information pick list and selectAdvanced Propertiesitem.

10. Select the Summary tab and enter values in each of the fields (as displayed below).

11. Click OKto save the information (as displayed above).


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4.2.4 Display the Project Summary Task12. Click the Formattab to view the Format ribbon. Check the Project Summary Taskoption in

the Show/Hidesection of the ribbon.

4.2.5 Set the Project Calendar13. Click the Project Informationbutton from the Propertiessection in Project ribbon to set the

project calendar.

14. On the resulting screen (displayed below), click the Calendar pick list and select anycalendar.

15. Click OKto save the information (as displayed above).


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19. Select the resources required for your project from the Enterprise Resource section and Add,Match or Replace them as required and then Click OK.

You may now use the selected resources to assign tasks in your project.

If you named the local resource with exactly the same name as the enterprise resource, the system

maps the local resource onto the enterprise resource automatically. If the name of the local resource does

not match, then system leaves the local resource unmatched.

4.2.7 Set project options unique to this projectYou need to specify two types of options for your project.

Set the Task Modeoption.

Set the Project Optionsdialog.

4.2.7.1 Set the Task Mode option20. In the Taskssection of the Taskribbon, click the Modepick list and choose Auto Schedule

item as shown.


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4.2.7.2 Setting Options in the Projet Options dialog21. Click the Filetab to display the Backstage. Click the Optionstab in backstage menu to display

the Project Optionsdialog.

22. In the resulting dialog, click the Schedule tab and Uncheck the Scheduling options: Show thattasks have estimated durations and New tasks have estimated durations

23. Click OKto save the changes (as displayed above).


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4.2.8 Save the project.24. Now save the project using the Backstage view by clicking the Save As option available in

File ribbon as shown below:

25. On the resulting dialog, provide the name of your project. Also, verify the values in enterprisecustom fields and then click Save.

26. After that publish the project using the Backstage view by selecting the Publishoption from

File ribbon.

27. Click Publishbutton on the resulting dialog.


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In order to save a local file of Project Professional 2010 (on your computer), follow the two step

procedure: (1) Login to Computer profile when accessing Project Professional 2010; (2) On the Save dialog

choose Save as File...button instead of Save.

4.3 Opening and Closing Projects1. Click Filetab to display the Backstage view. Click Openitem in the menu to display the Open

dialog.

You may also display the Open dialog by clicking the Open button in Quick Access Toolbar as shown.


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2. On the Open dialog, double click Retrieve the list of all projects from Project Server.

3. Select the desired project and ensure that the Checked out ? is displaying a value of Noagainst the relevant project. And then click Open.

4. Once the project has been opened and at a later stage you wish to close your project, simpleclose the project by clicking on the Close item from the backstage view by selecting the Filetab.


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5. On the resulting dialog click Yes.

Do not close the enterprise project by clicking either the Close Window button ( x) or the Closebutton (bigX) in the upper right corner of the Project Professional 2010 application window. Using either

of these buttons to close your enterprise project is the primary cause of projects getting stuck in a

checked-out state in the Cache.


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MODULE 05: Task Planning

Whenever you create a new project manually, it is a good idea to follow this methodology:

Create the task list.

Create summary tasks to generate the projects Work Breakdown Structure (WBS).

Create project milestones.

Set task dependencies and document unusual task dependencies with a task note.

Set task constraints and Deadline dates, and document all task constraints with a task Note.

Set task Calendars for any task with an alternate working schedule and document the taskCalendars with a task Note.

Estimate task effort or Durations using your preferred or required methodologies.

5.1 User controlled scheduling

User-controlled scheduling enables you to develop project schedules with or without MicrosoftProjects scheduling engine. In the manual scheduling mode, tasks can be entered with or withoutdurations, start dates, or end dates. Durations and dates are entered as free-form text, andsummary tasks do not inherit dates and task data from sub-tasks. If sub-tasks are linked, the startand finish dates are not calculated unless you choose to enforce the links using the Respect Linksbutton.

5.2 Planning Project Tasks

5.2.1 Entering and Editing Tasks1. Select a blank cell in the Task Name column of the Task Sheet.

2. Type the task name.

3. Press the ENTERkey or DOWN-ARROWkey on the keyboard.

5.2.2 Entering Manually Scheduled Tasks1. Click the Tasktab to display the Taskribbon.

2. Select the task(s) whose Task Mode setting you want to change.

3. Click the Manually Schedulebutton orAuto Schedulebutton on the Task ribbon.

Manually Scheduled TasksAuto-Scheduled Task s


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5.2.3 Moving Tasks1. Click the task ID number (row header) on the far left end of the task and then release the

mouse button.

2. Click and hold the task ID number to grab the task .

3. Move the mouse pointer up or down on the screen to move the task.

4. Drag the task until you position the gray I-beam indicator where you want to place the task.

5. Release the mouse button to complete the move and drop the task in its new location.

5.2.4 Inserting Tasks1. On the Task ribbon, click the Taskbutton in the Insertsection of the ribbon.

2. Press the INSERT key on the keyboard or Right-click in the row and then select the InsertTaskitem on the shortcut menu.


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5.2.5 Deleting Tasks1. Click to select the ID number of the task you want to delete.

2. Press the DELETEkey on the keybpard or Right-click in the row and then select the Delete

Taskitem on the shortcut menu.

5.2.6 Creating the Work Breakdown Structure (WBS)To create a Work Breakdown Structure with Phases and Deliverables, you must create a series ofsummary tasks and subtasks. The purpose of summary tasks is to summarize or roll up the datacontained in the Subtasks. To create a Summary Task, complete the following steps:

1. Type the name of a summary task and its subtasks.

2. Select the tasks that you want to make subtasks of the summary task.

3. Click the Indent button in the Schedulesection of the Taskribbon.


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4. The revised structure looks as follows:

5.2.6.1 Inserting Summary Tasks1. Select the Task before which you want to add a Summary Task and click the Insert Summary

Task button in the Insertsection of the Taskribbon.


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5.2.8 Adding Task Notes and Cell Background FormattingTo add a Note to a task, Double-click the task and then click the Notestab, or

Select the task and then click the Task Notes button in the Properties section of the Taskribbon, or

Right-click the task and then select the Notes item on the shortcut menu.

1. Using any of the preceding methods, the system displays the Notes tab in the TaskInformationdialog as shown below.

.

2. After you add a note to a task, Project professional 2010 displays a note indicator in theIndicatorscolumn to the left of the task, as shown below.

MSProjectExperts recommends that you use bulleted text for your text Notes(shown in the above

figure). This makes the individual notes easier to read.


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To manually set cell background formatting on any task:

1. Select the ID number(s) of the task(s) whose cell background color you want to format, andthen use one ofthe following methods.

Click the Background Colorbutton in the Fontsection of the Taskribbon to format the cellbackground using the default yellow color.

Click the BackgroundColorpick list button in the Fontsection of the Task ribbon andselect a color.

Click the Font Dialog Launcher icon in the lower right corner of the Font section of theTaskribbon.

o The system displays the Fontdialogas shown.

o In the Font dialog, click the Background Color pick list and select the color of yourbackground formatting.


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2. Click the OKbutton to save the formatting. A formatted task is shown below.

5.3 Using Task Dependencies

After completing your WBS task list, your next step in the task planning process is to determinethe order in which tasks occur. This process requires you to determine and set task dependenciesbetween tasks in the project.

When you set a dependency relationship between two tasks, Project Professional 2010designates the first task as the Predecessor task and designates the second task as theSuccessor taskin the dependency relationship. The software offers you the following four defaulttask dependency types:

Finish-to-Start (abbreviated as FS)

Start-to-Start (SS)

Finish-to-Finish (FF)

Start-to-Finish (SF)


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5.3.1 Setting Task Dependencies1. Select one or more tasks that are dependent on each other.

2. Click the Link Tasks button in the Schedulesection of the Taskribbon.

3. Double-click the link line between the dependent tasks.

4. On the Task Dependency dialog, click the Type pick list and select the desired dependencytype.

5. Click the OK button.

Do not set dependencies on summary tasks to avoid circular reference errors.

5.3.2 Linking Manually Scheduled TasksProject Professional 2010 initially scheduleseach manually Scheduled task as follows:

If you do not enter duration, start or finish values for a Manually Scheduled task, the softwaresets the duration of the task to default value of 1d.

If you enter an approximate duration on a Manually Scheduledtask (such asAbout 5 days),the software maintains the approximate duration, but treats the task as if it has a durationvalue of 1 day.

If you enter numerical duration value on a Manually Scheduledtask, the software maintains

the valid duration.If you enter approximate start and/or finish date on a Manually Scheduled task (such asEarly October), the software replaces the approximate date values for calculated dates in theStartand Finishcolumns.


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If you enter a valid start date on a Manually Scheduledtask, the software ignores the startdate and calculates the start date based on its dependency relationship with its predecessortask.

If you enter a valid finish date on a Manually Scheduledtask, the software honors the finishdate, calculates the duration of the task based on the scheduled start date and valid finishdate.

Some Manually Scheduled tasks before setting task dependencies are as follows:

Linking the tasks with Finish-to-Start (FS) dependencies leads us to following scenario asmentioned in the bulleted points above.

5.3.3 Removing a Task Dependency1 Select the tasks from which you wish to remove the dependencies.

2 Click the Unlink Tasks button in the Schedulesection of the Taskribbon.

5.3.4 Using Lag Time with DependenciesLag time is a delay in the Start or Finish date of a successor task. You can enter Lag time as atime value (such as 5 days) or as a percentage of the Duration of the predecessor task (such as50%). To enter Lag time on a dependency, complete the following steps:

1. Double-click the link line between two dependent tasks.

2. In the Task Dependency dialog, enter a positive value in the Lag field.

3. Click the OK button (as shown above).


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5.3.5 Using Lead Time with DependenciesLeadtime is the opposite of Lagtime, and creates an overlap between two linked tasks. To enterLead time on a task dependency, complete the following steps:

1. Double-click the link line between two dependent tasks.

2. In the Task Dependency dialog, enter a negative value in the Lag field.


5.3.6 Understanding Scheule Warnings and SuggestionsWhen you link Manually Scheduled tasks and later change the project schedule, ProjectProfessional 2010 recalculates the schedule for onlyAuto Scheduledtasks.If there is a schedulediscrepancy, the software displays aWarningon the task by applying a red wavy underline to thedate in the Finishcolumn and by formating the Gantt bar with a dotted outline as shown.

You can enable Suggestions optimization to remove the Warnings about discrepancies. Toenable the feature, click the Inspect button in the Taskssection of the Task ribbon and selectShow Suggestions from the pick list as shown.


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The system displays the suggestion(s) by applying a green wavy underline to the date as shown.

When you float your mouse pointer over an optimization Suggestion, the system displays a tooltip as shown.

When you right-click the suggestion, the shortcut menu provides three options for acting onsuggestion as shown.

5.3.7 Using the Respect Links FeatureProject Professional 2010 allows you to respond to schedule Warnings and optimizationSuggestions using the new Respect Links feature. Clicking on the Respect Links item on theshortcut menu shown above. You may also click the Respect Links button in the Schedulesectionof the Taskribbon as shown.

Project Professional 2010 changes the start and finish dates of the task to the calculated start andfinish dates, and then removes the Schedule Warning or Suggestion as shown.


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5.4 Setting Task Constraints and Deadline DatesProject Professional 2010 offers you two options to constrain tasks in the project schedule:

Constraints

Deadline dates

A Constraintis a restriction that you set on the Start date or Finish date of a task. When you set

a constraint on a task in Project Professional 2010, you limit the softwares ability to reschedulethe tasks Start date or Finish date when the schedule changes on predecessor tasks.

Using a Deadline date is a way to set a soft target date for the completion of a task. UnlikeConstraints, Deadline dates do notlimit the Project Professional 2010 scheduling engine, but thesystem does show an indicator if the tasks Finish date slips past the Deadline date.

5.4.1 Setting ConstraintsTo set a Constraint on a task, complete the following steps:

1. Double-click the task you wish to constrain.

2. In the Task Informationdialog, click theAdvanced tab.

3. Click the Constraint Type pick list and select a constraint.

4. Click the Constraint date pick list and select a date for the constraint from the date picker.


5.4.2 Adding Notes on Tasks with ConstraintsTo add a Note to a task constraint, complete the following steps:

1. Double-click the task with the constraint.

2. In the Task Informationdialog, click the Notestab.

3. Click the Bulleted List button.

4. Click in the Notes text field and enter your Note.



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A good shorthand method for documenting a constraint is to include the following information in

the Note text:

1. Abbreviation for the constraint type (such as SNET).

2. The constraint date (such as 03/12/11).

3. The reason for setting the constraint.

5.4.3 Setting Deadline DatesTo set a Deadline date for any task, complete the following steps:

1. Double-click the task.

2. In the Task Informationdialog, click theAdvanced tab.

3. Click the Deadline pick list and select a date from the date picker.


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4. Click the OK button (as shown).

5.5 Assigning Task CalendarsTo apply a Task Calendar to any task, complete the following steps:

1. Double-click the task you wish to manually schedule.

2. In the Task Informationdialog, click theAdvancedtab.

3. Click the Calendar pick list and select a base calendar from the list.

4. Optionally, select the Scheduling ignores resource calendars option.


The Scheduling ignores resource calendars option forces the system to ignore resource calendars in

the scheduling process. This is a useful option when you need to schedule resources for what is otherwise

non-working time, such as weekends and holidays.

5.6 Estimating Task DurationsThere are several ways to determine a task Duration estimate:

Get the estimate from the team member who will actually perform the work on the task. Thisallows you to tap the skills, knowledge, and experience of the team member, and this is aProject Management Institute best practice.

If you cannot get the Duration estimate from a team member, then get an estimate from ateam leader who has experience in this type of work.

If you cannot get a Duration estimate from a team leader, study your organizations repositoryof completed projects and get an estimate based on historical data from similar tasks.

If you cannot use any of the previous methods, the set your own reasonable estimate, butvalidate your Duration estimate later against the actual completion data for the task.


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MODULE 06: Resource and Assignment Planning

6.1 Building a Project Team1. To build a team, open Project Professional 2010 and log into Project Server and open your

project.2. Open the Build Team dialog by clicking selecting the Build Team from Enterpriseitem from

theAdd Resourcespick list in the Insertsection of the Resource ribbon.

3. Select resources from the Enterprise Resource section (on the left) and press the Add button

to add them to your project team (displayed on the right in the Project Resources section).


If you want to replace a Generic resource with a Human resource on completed tasks, you must use

the Replacefeature in the Assign Resources dialog.


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6.1.1 Using Local Resources in a Project TeamTo add a local resource to an enterprise project, complete these steps:

1. Click the Viewtab to display the Viewribbon.

2. In the Resource Viewssection of the View ribbon, click the Resource Sheetpick list buttonand select the Resource Sheet view.

3. Type name of the local resource and press the ENTER key.

4. Enter general information for the local resource, as needed.

5. Save the project

6.2 Assigning Resources to TasksThe most powerful method for assigning resources to tasks is the Task Entry view.

To display the Task Entryview, complete the following steps:

1. Click the Tasktab and then click the Gantt Chart button.

2. Click theViewtab to apply the View ribbon.

3. Select the Details checkbox in the Split Viewsection of the Viewribbon. Project Professionaldisplays the Task Entry view as shown below.


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To assign a resource to a task using the Task Entry view, take the following steps:

1. Select a single task in the Gantt Chartpane.

2. In the Task Formpane, select the first blank cell in the Resource Name column and then clickthe pick list button in that cell.

3. Select a resource from the Resource Name pick list.

4. On successive lines in the Task Form, repeat steps # 2-3 for each additional resource youwant to assign to the task.


6. Click the Next button to select the next task in the project and to continue assigning resourcesto tasks.


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You can also assign resources to tasks by selecting the desired resource from the pick list in theResource Namescolumn against the tasks.

Do not click the OKbutton in the task Form pane until you finish selecting allof the resources you

need.

Assign resources to individual tasks. Do not assign resources to summary tasks.

6.3 Using the Team Planner ViewTo apply the Team Planner view, click the Resource tab and then click the Team Plannerview inthe Viewsection of the Resourceribbon.

The system displays the Team Plannerview for your project as shown below.


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6.3.1 Dragging Tasks in the Team Planner viewYou can use drag and drop functionality of the Team Plannerview to do any of the following:

Drag an assigned task to a different time period to reschedule the task.

Drag and unassigned task to a different resource.

Drag an unassigned task to a resource.

6.3.2 Changing Schedule Information in the Team Planner ViewProject Professional allows you to revise your project as follows in the Team Plannerview:

You can change the Task Modeoption for a task by right-clicking on the Gantt bar for thetask and choosing either the Auto-Schedule or Manually Schedule item on the shortcutmenu.

You can set a task to Inactive status by right-clicking on the Gantt bar for the task andchoosing Inactivate taskitem on the shortcut menu.

You can change the information of any task by double-clicking the Gantt bar for the task andentering the information in the Task Informationdialog.

You can apply the Task Details Formin a split view arrangement with the Team Plannerviewby clicking the Task tab and then clicking the Display Task Details button in the Propertiessection of the Task ribbon. When you select the Gantt bar for any assigned task in the toppane, the Task Details Formin the bottom pane displays relevant information about the taskand its assigned resources.

To reassign or reschedule multiple tasks simultaneously, press and hold the CTRL key to select

multiple tasks, and then drag and drop the block of selected tasks.


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MODULE 07: Project Execution

7.1 Analyzing the Critical PathProject Professional 2010 defines the Critical Path as The series of tasks that must be completed

on schedule for a project to finish on schedule. Every task on the Critical Path is a Critical taskwith a Total Slackof 0 days.

To identify the Critical Path, format the Gantt Chartview by completing the following steps:

1. Click the Viewtab and then click the Gantt Chart button in the Task Views section of the Viewribbon.

2. Click the Formattab to display the Format ribbon.

3. Select the Critical Taskscheckbox in the Bar Stylessection of the Formatribbon.

4. Optinally select the Slack checkbox as well.

Redbars represent Critical tasks on the Critical Path.

Bluebars represent non-Critical tasks.

A blackstripeto the right of any Gantt bar represents the amount of total Slack for the task.

7.2 Working with Project BaselinesA baseline represents a snapshot of the work, cost, and schedule estimates as represented inyour initial project plan.

To save a baseline for the entire project in Project Professional 2010, complete the followingsteps:

1. Click the Project tab to display the Project ribbon.

2. In the Schedule section of the Project ribbon, click the Set Baselinepick list button and selectthe Set Baselineitem on the list.

3. The system displays the Set Baseline dialog as shown.

Critical Path

Slack


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4. Select Set Baselineoption.

5. Leave the Baselineitem selected in the Set Baseline pick list.

6. In the For:section, leave the Entire project option selected.

7. Click the OKbutton (as shown above).

In order to save baselines for newly added tasks, select the newly added tasks and repeat steps # 1-

5. In step # 6 instead of Entire project option, select Selected tasks option.

7.3 Publishing ProjectTo publish an enterprise project, perform the following steps.

1. Click the File tab, then click Publishitem in the Backstage menu.


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2. In the resulting screen click the Publish button.

7.4 Delegating a Project to a Fellow Manager

The default permissions in Project Server 2010 do notallow you yo delegate your work to another

project manager. You should contact the administrator to set the desired properties before you start using

the feature.

To use this feature, log in to Project Web App for your organizations Project Server 2010 i nstance.

1. Click the Personal Settings link in the Quick Launch menu and then click the ManageDelegates link on the Personal Settings page.

2. The system displays the Manage Delegatespage as shown:


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3. On the above page, click the Newbutton in the Delegatesection of the Delegationsribbon.

4. The system displays theAdd Delegate page as shown below:

5. To add a new delegate, begin by setting a date range during which the delegation is effective

using the From and Tofields. Next, click the Browsebutton in the Set Delegatesection of thepage.


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6. The system displays the Choose Namedialog as shown below.

7. Select the name of the fellow manager and then click the OKbutton (as shown above).

8. Now, use the Browse button in the Working on Behalf of section of the page. The systemdisplays the Choose Userdialog as shown previously. Select your own name in the Choose

Userdialog and then click the OKbutton. Click the Save button to complete the temporarydelegation to a fellow manager.


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9. The system displays the temporary delegation setting on the Manage Delegates page asshown below:

10. To remove a temporary delegation, select the delgation item on the Manage Delegatespageand then click the Deletebutton on the Delegationribbon.


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11. The system displays a warning dialog as shown below.

12. Click the OKbutton to delete the delegation (as shown above).

7.5 Acting as a Delegate for another Project ManagerTo act as a delegate, perform the following steps.

1. Navigate to the Personal Settings page in Project Web App and click the Act as a Delegatelink.


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2. The system displays theAct as a Delegate page as shown.

3. To begin acting as a delegate for a fellow manager, select the delegation item in the ActingFor column on theAct as a Delegatepage, and then click the Start Delegate Sessionbuttonon the Delegationsribbon.

4. The system refreshes the top of theAct as a Delegatepage to show that you are acting as a

delegate on behalf of your fellow manager as shown below.

5. After you complete your work on behalf of the other user, you stop your delegate session by

returning to theAct as a Delegatepage by clicking the Click here link in the yellow band (asshown above).

6. Click the Stop DelegateSessionbutton in the Delegations ribbon.


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7. The system exits the delegate session and the page displays the You are not currently actingas anyones delegate message as shown below.

Project Server 2010 allows you to work as a delegate on behalf of a fellow project manager for the

specified period of time only. After that time period expires, the system preventsyou from working as a

delegate.

Delegation does not apply to all features.


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Appendix

Project Management Lifecycle


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Axioms for Success with Tracking Progress

Everyone in your organization who is responsible for reporting

progress should enter their time and send their updates on a

standard day and time whether this is daily, weekly, semiweekly or other predictable and appropriate reporting

standard.

Project Managers should process task updates on a standard

day each reporting period.

Managers should deal appropriately with anyone who is

responsible for reporting progress, but who fails to cooperate

or participate fully in the process. You must take all necessary

steps to ensure the full participation of everyone in your

organization in order to validate the project data in the system.

Your organization should track and manage the absence ofresources during each update cycle. If necessary, you can

create surrogate Timesheets for absent resources.

Your organization should also track and manage the absence

of managers during each update cycle. For updating

purposes, other managers can take over tasks owned by

absent managers and process the updates.

Stay current with progress reporting and updates to make sure

ms epm user manual v1.1

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