Sam Huffman's Project Blog

Where is My Tracking Toolbar?

2012-01-24T18:58:00.001-08:00

I am constantly asked this question. The Tracking Toolbar was a vital component in Project 2007, and allowed for taking status quickly. Although Project 2010 does not have a tracking toolbar the tracking tools are available and are in plain sight. In the Task tab and in the Schedule group, you’ll find some of the buttons from the old tracking toolbar waiting for your use. Have a look at the figure below and you’ll see the quick status and update buttons.
(Click on the image to enlarge)

But what if you would prefer to have your own dedicated tracking group or tab? In the figure below I created a Tracking tab and Tracking group with task and project tracking commands. It only takes a few moments to create this tab and group, and in the process you’ll learn how to make even more tabs and tools.
(Click on the image to enlarge)

In Project 2010 start by selecting the File tab and then choose Options. Once Options is shown choose Customize Ribbon. This will offer you the dialog below.
(Click on the image to enlarge)

Commands are on the left. The structure of the Ribbon is on the right. Controls between them allow you to move commands in and out of the Ribbon . Buttons under the Ribbon structure allow you to create, delete and rename tabs and groups.
Create a new Tab ( I renamed mine to “Tracking”) and a new Group (also renamed “Tracking”) and then found and added the commands I wanted into the Tracking group in the Tracking Tab. You can move your added commands to a different position in the list with the up and down control buttons on the far right of the list.
When you have the buttons that you want, just OK the Customize Ribbon dialog and your newly designed Tab and Group await your command.
Let me know if you find this a useful blog entry, will you? I love to hear from my readers! And good luck in your projects!

Group Resources for Effective Reports!

2011-12-29T12:30:00.001-08:00

Here is a hot tip that I find useful on every project that utilizes resources.

The Entry table in the Resource Sheet View contains a field that can give a new perspective on resources when used along with grouping. It’s the Resource Sheet’s Group field.

In just four steps, the Resource Sheet view becomes a powerhouse report showing resource costs by a category defined in the Group field. Here’s how:

1. Enter data into the Group field for each resource. In the figure below, the data represents the resource function in the project. (Click on the figures to enlarge.)

2. In the Data sub group of the View tab, choose Group by: and choose Resource Group from the drop down list. See the figure below.

3. The grouping is presented. Note in the figure below that the text entered for each resource is now used to organize the resource Sheet.

4. Apply the table of choice. In the figure below, the Cost table is applied. Note that the grouping now totals the cost for each resource, then rolls the data up to the grouping label. The Resource Sheet is now a report helping compare and analyze the cost of project resources as organized in the group. Other tables can be applied for different information such as resource work.

Give this technique a try. If you like the result or if you find another grouping you like better, send me an email!

Check out the online Versatile Project 2010 Boot Camps. These are designed for beginner and intermediate users of Microsoft Project that need to master this application and pass the 70-178 exam. Start your journey by clicking HERE.

For more information on class schedules, costs and other Versatile offerings call Jon Wagner at (206) 417-2295.

Tips for Certification in Microsoft Project 2010 (Exam 70-178)

2011-11-08T08:48:00.000-08:00

This blog entry is a repeat and a salute to those of you considering certification in Project 2010. There is no faster or better way to validate your product knowledge. Before you rush out to take the exam, I have a few tips and resources to help you pass it.
I have taken and passed the exam, so I am prohibited from giving out answers, but I can give you the topics that are covered in in the exam. Microsoft calls the exam topics the Objective Domain (O.D.). The O.D. serves as a study guide and helps you identify any weak product knowledge areas. The Microsoft Project User’s Group has the O.D. online here. Get it!
Here are a few tips to give you direction in your studies:
1. Understand Task Types. I don’t mean just identify them. Understand how they relate to each other and the impacts to a task’s work, duration, or resource assignments when one of these three variables changes. Do you know how the changes affect the project?
2. Understand the Fluid User Interface. You and I call it the Ribbon. Not all of Project’s commands are in the Ribbon. Do you know what they are, where they are, and how to get missing commands into the Ribbon?
3. Understand Scheduling Modes. Know the advantages and disadvantages of manual and automatic scheduling. Their settings in Project will affect how the modes work and are utilized by Project’s scheduling engine. Schedule Modes are a huge departure from the previous versions of Project. Can you describe scheduling scenarios affected by them?
4. Really understand how to baseline the project. Can you baseline a single task? Can you create a “phased” baseline? Do you know how to use Project’s baselining capabilities to conduct “what if” planning? If not, better study up on the subject!
Here is the best resource I can offer you: Take Versatile’s Microsoft Project training! You can sign up for it here. The “Mastering Microsoft Project 2010” course addresses every topic in the Objective Domain and has been validated and endorsed by Microsoft. Check it out! Click on the image below and look for it’s description.

If you’d like more information on this, please call Jon Wagner at (206) 417-2295.

Another promise fulfilled…

2011-10-18T16:06:00.001-07:00

A HUGE thank you to all who attended my presentation of the Versatile Company’s “Tips and Tricks” webinar on October 13^th. There were many comments and during the webinar I made a promise which I am fulfilling here - creating a custom field with a graphical indicator. The directions below apply whether using Project 2007 or 2010.

In this post we will create the baseline checker that was shown in the webinar. The field we’ll customize is “Text1”, and we will assign graphical indicators to show the results of the check for each task. (Click on any image in this posting to examine the detail being shown.)

Step 1: Insert the field to be customized. In the Gantt Chart view click on the column heading where you wish to insert the new field, then press the Insert (Ins) key on your keyboard. The “Column Definition” dialog box will appear. In this dialog box find the “Text1” field in the “Field Name:” drop down list and select it. Click on the “OK” button. Your “Text1” field should now be visible.

A field name should reflect its purpose. In this example, the field name “Text1” becomes “Baseline?” indicating whether each task is baselined or not.

Step 2: Rename the field and create the formula. Click on the “Tools” menu and choose “Customize”, then “Fields…”

The “Custom Fields” dialog box will be offered.

Ensure that the “Text1” field is selected and then click on the “Rename…” button and rename the field to “Baselined?”. Click on the “OK” button. Next click on the “Formula…” button and enter the formula exactly as seen in the image above. This is the formula that returns the state of each task’s baseline. Each non-summary task should now have either “Baseline!” or “No Baseline!” in the new “Baselined?” field, depending on its state..

Step 3: Create graphical indicators.

Click on the “Graphical Indicators…” button to match indicators to the results of the formula. Enter the data needed exactly as seen in the image below.

Click on the “OK” button. Do the same for the “Custom Fields” dialog box. You’re done! Now the baseline state is visible and easy to evaluate.

Once you get the hang of custom fields and graphical indicators, you can dramatically reduce the time needed in your projects for analysis.

If you really liked this information on customizing Microsoft MS Project, join me on future webinars! Like my Project Server webinars, the Microsoft Project webinars fill very quickly. Why not sign up now?

If you’d like more information on these webinars or our training, please call Jon Wagner at (206) 417-2295.

Realistic Project Modeling: the Mid-Point Schedule Technique

2011-10-03T07:26:00.001-07:00

The subject of mid-point scheduling has risen continually over my career. I created an article to explain the technique several years ago and popular demand has convinced me its time to examine it again…

Not every project schedule has a clear beginning with an obvious first task or milestone start date. The following training event project model is driven by a task within its project task list. What precedes the training event may be logistical tasks that have a date related dependency with the start of the event, such as material shipping, travel arrangements and travel. What follows the training event will certainly have a date related dependency with the finish of the event, such as travel home and invoicing. The start and finish dates of the project and all tasks are therefore determined by the training event’s start date and duration. Adjustments to the training event start date will change the dates of every other task in the project, but keep the project task sequence and any imposed lead times intact in the schedule. Thus the project as a unit can be moved in the timeline.

There are seven tasks in the model. Along with the sequencing and lead times, the start date and duration of task number 5, “Train Participants”, drives all task dates. It is the mid-point driver and is the key to understanding the model. It is also the only task constrained to a specific date.

The start date of task 5 determines the finish date of task 4. The relationship between the two tasks is start-to-finish.

The finish date for task 3 depends on the start date of task 5 and needs 7 days of time for the material to actually be shipped and received. This relationship is also start-to-finish.

In this model tasks 2 and 3 may occur concurrently and so a start-to-start relationship is utilized.

The start of task 2 drives the completion date of task 1 due to the time required to communicate/negotiate the logistical needs of the training event.

Tasks 6 and 7 are the follow-up events from the training and are sequenced with the default finish-to-start dependency type.

Here’s how to create the model if you want to try it out:

Step 1: Create the Task List

Step 2: Sequence the tasks in the Task List

Step 3: Constrain the mid-point-driver

Step 4: Analyze the Gantt Chart for Accuracy

Here is how to adjust it to your dates:

If the start date for the event needs to be modified, it should be re-constrained to the new date as described above. The Gantt Chart below shows the new date for the training event as January 10.

The remaining tasks in the project are then driven to new dates by the same sequences and lead times resulting in the project moving as a unit to the new location in the timeline.

An error message may warn you that a task in the sequence is occurring before the project start date. This message is driven by the start date found in Project Information. Adjust the date manually to embrace the new project start date and the message will no longer appear.

Give it a try! Mid-Point Scheduling has served me well for many years in consulting, in training and for life in general.

If you really liked this information on Microsoft Project’s scheduling features, join me on October 13, 2011 in a free webinar entitled Tips and Tricks. This is the first of a two part presentation that I know you’ll love. Like my Project Server webinars, my Microsoft Project webinars fill very quickly. Why not sign up now?

If you’d like more information on these webinars or our training, please call Jon Wagner at (206) 417-2295.

Reporting Tip: Visualize Resource Cost!

2011-09-18T16:45:00.001-07:00

MS Project and Project Server offer many ways to view resource costs, some of which are not obvious. This is a problem when trying to analyze critical variables such as the cost of a specific resource, department or role. Read on for tips on to display this information.

Microsoft Project’s “Resource Sheet” has tables associated with it. The default table is “Entry” and it serves the user well for the initial definition of resources. One of the fields in the “Entry” table is “Standard Rate”. When a resource is assigned a task, this rate multiplied by the hours of work planned for the resource results in the cost of the resource assigned the task. Another field is the “Group” field. This field is often used to identify roles, departments, or functional area. (Click on the figure below to view a “Resource Sheet” showing the “Entry” table. Note the fields discussed above. The resource “Group” field in the example represents resource roles.)

Unfortunately, this table doesn’t provide the total cost of the resource in the project. In order to get this information the “Cost” table must be applied. (Click on the figure below to view a “Resource Sheet” showing the “Cost” table.)

Now that individual resource cost is visible, the “Group by:” feature can be applied. In the figure below, the “Resource Sheet” view has been grouped by “Resource Group” to summarize the cost of each role and each resource assigned to the project in that role.

It took a small amount of organizing and formatting to turn a default view into a detailed cost report!

Microsoft Project Server’s “Resource Center” also contains “Views” and “Group by:” features. The difference is one of scale. Resource cost, work, availability and assignments are all summarized for all projects from the Resource Center. Notice in the figure below that Project Server is showing the resources belonging to “PMO”. From here Project Server can show the summarized information required for reporting and good decision making. .

If you want to learn more about topics related to Project Server, please join me in my free webinar: Bigger, Better Project Server 2010! on September 23, 2011 | 12pm EDT/9am PDT.

If you really liked the information on Microsoft Project’s cost features, join me on October 13, 2011 in a free webinar entitled Tips and Tricks. This is the first of a two part presentation that I know you’ll love. Like the Project Server webinars, my Microsoft Project webinars fill very quickly. Why not sign up now?

If you’d like more information on these webinars or our training, please call Jon Wagner at (206) 417-2295.

Resource Pools: Project Server Light

2011-08-09T11:02:00.001-07:00

Resource availability often restricts how much work is conducted in a project. When multiple projects are competing for the same resources, the problem is magnified. Microsoft Project 2010 addresses the problem by using resource pools and master projects, sometimes referred to as “Project Server Light”.

These features are powerful, but not difficult to use. There are only a few steps required to create the model:

Create the resource pool and save it as a file.
Create the projects and tasks that will share the pool’s resources.
Connect the projects to the resource pool and assign pool resources to their tasks.

Once the files are saved you have the choice of leaving them as separate files or to consolidate them into one master file. Opening the resource pool file will offer you the choices. See the figure below.

Choosing the third option will consolidate the pool and all of the sharing projects into a single master project file. In the figure below note that the inserted field “Project” clearly identifies the project containing each task. Also note that there is a dependency between tasks in different projects. (Click on the figure to enlarge.)

In a resource pool assignments across projects can be looked at in terms of capacity and availability. The figure below shows an over allocated resource in a resource pool and assignment details that have created a problem. Now that the problem is highlighted, a solution can be found.

Give the resource pool a try. It’s a great tool for managing multiple projects without the benefit of multiple project teams.

Need training? For Versatile’s course offerings call Jon Wagner at (206) 417-2290. You can see our offerings for yourself by clicking HERE.

If you want to learn more about topics related to managing multiple projects, please join me in my free webinar: Bigger, Better Project Server 2010! on August 24, 2011 | 2pm EDT/11am PDT.

Managing Multiple Projects: You Can’t Manage What You Can’t See!

2011-07-26T20:09:00.001-07:00

If you have a limited number of resources working on concurrent tasks in concurrent projects, the chances are you aren’t seeing the whole picture. In fact you may be missing critical conflicts thus reducing the chance for project success. I recommend using Microsoft Project Server 2010 to help you manage all of the projects in your portfolio.

Project Server 2010 is more than a repository for saved projects. It assists you in analyzing projects by comparing the fiscal health, resource forecasts, business alignment and schedule goals of all your projects. Dashboards can “light up” using indicators to get your attention. Great reporting rounds out the power in Microsoft’s premier enterprise project management platform.

The block diagram below is a simplified view of the components in Project Server 2010. SQL Server provides the raw power needed for number crunching. Excel Services graphically communicates the state of the projects and portfolio. SharePoint Server provides the platform to tie it all together.

The next two figures illustrate the value of Project Server.

In the first figure you see a listing of projects in a Gantt chart. Note that you can see the schedule concurrencies because you can see and compare all of the projects at once. (Click on the figures to expand them.)

The second figure illustrates how organizing the projects by their type and using a dashboard indicator can help compare and evaluate the projects in the portfolio. The “Project Health” indicator represents the budget and schedule state of the individual projects. Green is good while red is not. For more details you can drill into the project in question.

Project Server 2010 helps you manage what you can’t see.

If you want to learn more about topics related to Microsoft Project Server 2010 please join me in my free webinar: Bigger, Better Project Server 2010! on August 24, 2011 | 2pm EDT/11am PDT.

Hot Tip: Earned Value Analysis Requires Preparation!

2011-07-12T15:42:00.001-07:00

In the Versatile Company’s most recent newsletter Eric Verzuh offers a free earned value analysis white paper for download. I strongly recommend you get it and read it along with this blog entry. Together they help you create more accurate status reports by utilizing earned value concepts in Microsoft Project.

Get Eric Verzuh’s white paper “Leveraging Earned Value Management” HERE.
Sign up for Versatile’s newsletter HERE.

In the white paper, you’ll find that there are three steps to earned value analysis. These should be your guiding light in taking status. If you are going to use Project 2010 please also take note that in Project 2010 earned value analysis features require input from the user prior to taking status. Here are the program’s needs:

1. Ensure that project resources have a cost rate assigned and that they are assigned to tasks in the schedule. In Project earned value calculations are primarily based on the cost of work conducted by resources over time. Their work schedule should therefore be realistic. If realistic scheduling is of interest to you, check back often as this is a topic I’ll discuss in a future blog.

2. Set the project baseline. Sounds easy and it is! Consider the project schedule and data fields used in the white paper: (Click on figure to enlarge)

The baseline is a snapshot of cost, work and schedule for comparison with “actual” cost, work and schedule. Without a baseline, you have nothing to report against or to determine “how are we doing?”.

Set the baseline by selecting the “Project” tab, then the “Set Baseline” button, finally “Set Baseline…” command to bring up the “Set Baseline” dialog. Be sure to “Set baseline” for the “Entire project” before you press on the “OK” button. See the figure below for reference points in the dialog.

3. Set the status date. Project needs to know when status is being taken. If no status date is set, it will use the current date. Set the status date by selecting the “Project” tab, then “Project Information”. Set the dates according to your need. The diagram below shows where to adjust the dates in the dialog.

Once the cost of work, the status date and the baseline data are set, you are ready to take project status! You can then run earned value reports from “Reports” and “Visual Reports” to analyze the schedule and cost state of the project from performance data and not just a hunch.

Need training? For Versatile’s course offerings call Jon Wagner at (206) 417-2290. You can see our offerings for yourself by clicking HERE.

Sync to SharePoint with MS Project 2010

2011-06-12T15:56:00.001-07:00

Here’s a familiar complaint: “I’ve got a project in progress but my project team is spread all over the country. I need a tool that will help me manage project work, help my team report their progress, and above all else – it needs to be web based and simple!” There is a solution – and it is designed with Project and SharePoint in mind. It’s called “Sync to SharePoint Tasks List”.

I’m going demonstrate this in my next webinar on June 23rd: “What's HOT About Microsoft Project 2010!” If you’re interested, register HERE. Seats are going fast, so register now. It’s FREE!

Here are some of the things I’m going to illustrate:

What a SharePoint Tasks List is and why you should care about it. Click on the figure below to see one. Look for buttons integrating Outlook, Excel, Access and other applications right into the Tasks List!

Where the Sync to SharePoint settings are in Project.
What options and limitations you have. The next figure shows the Sync to SharePoint interface in MS Project Professional.

How the tasks look and what data they contain after being brought into Project. The last figure shows the SharePoint Tasks List in MS Project after the Sync.

June 23rd is just around the corner. If you want to know more about this great toolset, register for the free webinar! Click HERE.

Project Selection and Modeling in MS Project Professional

2011-05-08T18:21:00.001-07:00

Thanks for returning to my blog! As the title indicates, this blog entry deals with project selection and modeling in Project Professional, an area of portfolio management usually reserved for Project Server.

It doesn’t matter if the version is 2007 or 2010. What does matter is that the projects in consideration have enough factual information known about them to align them to the to the business of the enterprise. These are the business drivers. They make it easier to prioritize and select projects for execution.

In the figure below, four projects are to be evaluated, one project entered per line. In this example the business drivers are represented in columns 5 – 7 by custom fields and lookup tables. The data in each lookup table identifies four levels of alignment for each business driver from “None” to “High”. The stronger the number, the better the alignment. The “Strategic Strength” column is a custom field that sums columns 5 – 7 for each project. The “Strategic Priority” column is a custom field and formula that assesses the “Strategic Strength” of each project and assigns each project a calculated priority and an indicator. Think of all of these fields as a tool to quantify the value of each project to the organization.

Once the priorities are identified for every project they can be grouped in preparation for scheduling and resource forecasting. An example grouping is seen in the figure below.

In subsequent postings, I’ll continue this discussion to include resource forecasting, scheduling and how rules bind these topics.

Got questions? Send me an email!

Lead With Project: Use Deadlines and Milestones to Communicate Urgency and Schedule Goals!

2011-03-23T13:23:00.001-07:00

“Project Manager” is more than a title. By definition project managers are in a leadership role in their organization. Communicating is such a large part of this role that I thought it would be interesting to blog about how MS Project aids the project manager in conveying urgency from project data. This helps focus the team on schedule goals.

In the figure below I have shown how formatting Deadlines and Milestones can convey that urgency and make the schedule goals visible. (Click on the image to enlarge.)

Here are the techniques I used in the example:

I created Custom Fields and Indicators to calculate the proximity of deadlines on summary tasks. (see my Nov 13, 2010 post)
I used cell highlighting to catch the readers eye.
I formatted one milestone to be a different color (red) for emphasis and placed it’s task name under it.
I rolled up the red milestone to show on it’s summary task.
I made sure that ALL milestones were set to show in the new Timeline view.
Finally, I printed everything out in color!

Lead the way. Help the team see the schedule goals so they can figure out how to meet those goals!

Topics like this are addressed in Versatile’s MS Project courses. Our popular “Mastering Microsoft Project 2010” and “Managing Projects with Microsoft Project 2010” can accelerate your PM practices. To discuss these and our other course offerings call Jon Wagner at (206) 417-2290. You can see our offerings for yourself by clicking HERE.

Custom Reporting: Schedule Status

2011-03-05T18:50:00.001-08:00

Project 2007 and 2010 have a large number of reports available for you. They are found under Reports and Visual Reports and fit most needs 80% or more of the time. For the other 20% you’ll need to develop a custom report.

A custom report is really any project View, Table or Report that is created or modified to communicate specific but non-standard information. In this blog entry I will show how one custom field can remove schedule confusion by interpreting the true state of the schedule for you.

Here’s the scenario: you have done your best to create a well formed, well estimated and baselined project schedule. After baselining you added new tasks and changed start dates in other tasks. Now you need to analyze the impacts of all the changes. The figure below illustrates the new schedule. Can you quickly determine the current state of the schedule? Which tasks are early? Which are late?

You have a baseline – use it to your advantage! Once the baseline is set the “Start Variance” field can be used to help you build your custom report. Use a text field with a formula to do the analysis work for you. In this example I am using the “Text1” field, renamed to “SV Indicator”, with the following formula: (Click on the graphics to enlarge)

The formula checks for a baseline and if there isn’t one the field displays “No Baseline”. If the “Start Variance” is negative it displays “Early” and if more than zero it displays “Late”. Zero “Start Variance” means “On Track”. When the formula is entered correctly the new field will describe the state of the tasks scheduled as seen in the graphic below.

If you want to convert the text data to a dashboard, create graphic indicators that test the text. See the settings below and you’ll get the gist of it:

Depending on the indicators you choose, your final custom report will look something like this:

Wow. What a difference a little customization makes! Compare the graphic above to the third figure and you will see that they test and illustrate schedule status, making it much easier to evaluate.

That’s only one field. You can evaluate date ranges, percentages of completion, and so many other fields that it becomes obvious we are limited only by our imagination.

Want more examples? That is a topic for another blog entry! Stay tuned, and please let me know how and what you come up with for your custom reports. Future blogs will detail other custom reporting such as cost, earned value, and work.

This topic and many more are covered in my Microsoft Project training. For more details contact Jon Wagner at:

(206) 417-2290 / (206) 417-2295.

My new webinar is coming up soon: “Project Selection and Portfolio Management Using Microsoft Project Server 2010”

2011-02-21T16:11:00.001-08:00

On February 24th, I will give a webinar looking into portfolio management and project selection using Microsoft Project Server 2010. Register HERE.

One of the first problems I’ll look at is the issue of project selection. Stated differently, which projects are the right projects for the organization to invest in? How do the projects rank against each other? Are there projects which clearly should not be selected? These questions and more can be addressed using Microsoft Project Server 2010.

Seats fill fast, so register HERE now!

Create a Change Highlighting Toggle

2011-01-17T17:27:00.001-08:00

Immediately after I published my December 2010 blog entitled “Where’s My Tracking Toolbar?” I started receiving emails about finding lost buttons, lost functions and other lost Project 2007 features and getting them into the Ribbon. The lost feature requested the most often was the ability to turn on and off Change Highlighting. This is found easily in 2007, but is not going to be found in Project 2010’s Ribbon unless you add it yourself.

So let’s add it! Refresh your memory by reading December 2010’s blog entry, then create your own Tab and Group as I have in the figure below. (Click on it to enlarge.)

Once the Tab and Group are created, make sure “All Commands” is selected from the “Choose commands from:” list. Next, scroll down the list of commands until you find “Change Highlighting”, click on it, and then click on the “Add>>” button to put it in your new Group and Tab. Make sure that the Tab checkbox is checked, then click the “OK” button at the bottom of the dialog.

You might want to put a few other commands in your new Group. I have created one for Tracking and another to have my favorite features accessible. You see them in the figure: Gantt Chart Wizard, Organizer, Statistics and Change Highlighting have found their way back into my toolbox.

Try it out, experiment, and let me hear about your cool toolbox!

Free Webinar January 27, 2011: 7 Project Estimating Guidelines

2010-12-16T15:29:00.001-08:00

Have you ever given a project estimate and later regretted giving it? Would you like to learn the factors affecting estimate accuracy? Would you like to better your chances at giving accurate estimates?

If you answered “Yes!” to any of these questions, please join the Versatile Company’s Eric Verzuh on January 27th to get real world answers to real world questions in project management. But be quick! Seats go fast. Click HERE to register or find more information.

Where’s My Tracking Toolbar?

2010-12-07T17:44:00.001-08:00

In a recent webinar I was asked this question. Jon Wagner from the Versatile Company recommended that I answer it in this blog. So please read on and learn a cool technique allowing you to customize Project 2010.

Project 2010 does not have a tracking toolbar, but the tracking tools are available and are in plain sight. In the Task tab and in the Schedule group, you’ll find some of the buttons from the old tracking toolbar waiting for your use. Have a look at the figure below and you’ll see the quick status and update buttons.

(Click on the image to enlarge)

But what if you would prefer to have your own dedicated tracking group or tab? In the figure below I created a Tracking tab and Tracking group with task and project tracking commands. It only takes a few moments to create this tab and group, and in the process you’ll learn how to make even more tabs and tools.

(Click on the image to enlarge)

In Project 2010 start by selecting the File tab and then choose Options. Once Options is shown choose Customize Ribbon. This will offer you the dialog below.

(Click on the image to enlarge)

Commands are on the left. The structure of the Ribbon is on the right. Controls between them allow you to move commands in and out of the Ribbon . Buttons under the Ribbon structure allow you to create, delete and rename tabs and groups.

Create a new Tab ( I renamed mine to “Tracking”) and a new Group (also renamed “Tracking”) and then found and added the commands I wanted into the Tracking group in the Tracking Tab. You can move your added commands to a different position in the list with the up and down control buttons on the far right of the list.

When you have the buttons that you want, just OK the Customize Ribbon dialog and your newly designed Tab and Group await your command.

The Ribbon is very customizable. Now that you know how to do it, experiment!

If you find this a useful blog entry, please tell me. I love to hear from my readers!

November 11th Custom Fields and Graphical Indicators Revealed

2010-11-13T13:21:00.000-08:00

A HUGE thank you to all who attended my presentation of Versatile’s “Microsoft project Tips and Tricks #1” webinar on November 11th. There were many great questions and requests, one of which I am fulfilling here - creating a custom field with a graphical indicator.

In this post we will create the baseline checker that was demonstrated in the webinar. The field we’ll customize is “Text1”, and we will assign graphical indicators to show the results of the check for each task. (Click on any image in this posting to examine the detail being shown.)

A field name should reflect its purpose. In this example, the field name “Text1” becomes “Baseline?” indicating whether each task is baselined or not.

Step 2: Rename the field and create the formula. Click on the “Tools” menu and choose “Customize”, then “Fields…”

The “Custom Fields” dialog box will be offered.

Step 3: Create graphical indicators.

Click on the “Graphical Indicators…” button to match indicators to the results of the formula. Enter the data needed exactly as seen in the image below.

Click on the “OK” button. Do the same for the “Custom Fields” dialog box. You’re done! Now the baseline state is visible and easy to evaluate.

Once you get the hang of custom fields and graphical indicators, you can dramatically reduce the time needed in your projects for analysis.

As always, let me know how you did and if you have any suggestions for future topics – like “Microsoft project Tips and Tricks #2” coming up December 2nd. In fact, you had better register NOW as the webinar is filling quickly. Register HERE.

Get To Your Control Documents Easily!

2010-10-24T13:40:00.001-07:00

Have you ever had a problem finding a project control document on your computer,network or intranet? Did you know that you can open a control document such as a Statement of Work from within MS Project? You can do this easily and quickly - avoiding wasted time searching. Interested? Here’s how to do it:

1. Open the project and navigate to the Hyperlinks table. In Project 2010 you get there by selecting the View tab, then select Tables from the Data group.

2. When the table is shown, make sure you turn the Project Summary Task on so you can type the file location and file name into Hyperlink and/or Address fields as shown in the figure below. Turn on the Project Summary Task by selecting the Format tab, and then check the Project Summary Task box in the Show/Hide group.

(Click on the image to expand it.)

3. Test the link out by right clicking on the Project Summary Task name in the Hyperlink Table and then choose Open Hyperlink from the Hyperlink dropdown. See the figure below for details.

When the document opens, you’ve successfully linked to your control document! If the document doesn’t open make sure the address and hyperlink correctly identify the document location, name and extension, like the .docx in the figures above.

Here’s an example: my Statement of Work referenced in the Hyperlink Table above:

Don’t forget to check out Help in Project. The Hyperlink and Address fields are explained nicely in the Fields reference. Give this simple technique a try and save yourself some time for other things – like managing your project!

A New Way of “What If” Scenario Planning

2010-10-05T15:30:00.001-07:00

How many times have you heard your manager ask this question: “What happens to the schedule, resource needs and costs if we don’t do a specific task?”.

In previous versions of Project you could delete the task and try to compare the schedule and costs before and after, but you’d have to re-enter all of the task and resource data again. In Project 2010 Professional, all you have to do is Inactivate the task. The purpose of this feature is to help answer the “What If” question with the least pain possible.

The “Inactivate” button is found in the Schedule group on the Task tab. When a task is inactivated, it is excluded from the schedule and its resource assignments are excluded as well. You can still see the inactive task so that it can be reactivated later if you change your mind.

In the figures below I have a model for a remote training project that includes a little sightseeing. Since the work schedule after the trip dictates whether the sightseeing can occur, the task “Sightseeing Activities” is expendable. It isn’t a requirement for the training. The top figure illustrates that the trip will take 8 days if sightseeing is included. In the bottom figure, sightseeing has been Inactivated which shortens the trip to 4 days. The cost is also cut, so you can see the effect of inactivation on both schedule and cost!

ACTIVATE TASK

INACTIVATED TASK

In this example, I have used Auto Scheduled activities, modified the Project Calendar, and used sequencing techniques to illustrate the concept. I’ve not answered other questions you may have on this subject like “What happens to the project schedule if the tasks are Manually Scheduled?”. Or “Do Projects’ Options come into play here?”

Well, those are deeper and more complex questions – more suitable for a Webinar. Stay tuned!

The Second Success Factor

2010-09-21T11:31:00.001-07:00

On September 16^th Eric Verzuh presented a webinar on “The Five Project Success factors”. If you attended, you heard sage advice and goals to shoot for on your projects. You can get a copy of his “Project Success Factors Checklist” for a limited time by clicking here. (Or go to: http://www.versatilecompany.com/Events+and+Articles/default.aspx) Eric Verzuh is Versatile’s president and the bestselling author of The Fast Forward MBA in Project Management.

This blog entry deals with the second success factor – “A plan that shows the overall path and clear responsibilities and that can be used to measure progress during the project.”

MS Project is just the tool to enable that success factor. In the figure below I took about a minute (really!) to format a Project 2010 Gantt chart so that each element of this success factor is visible: the sequence or path is represented by the arrows between task bars. The Baseline schedule is in grey, the current schedule is in blue, and task responsibility is shown by the resource names to the right of each bar.

The Baseline is the best estimate of a schedule that we want to measure progress against. Notice task ID 2 is slipping. You know that because the Schedule bar starts later than the Baseline bar. The difference between the Baseline start and the Actual start is called Start Variance. Now you can deduce what Finish Variance means. Task ID 7 has a lot of Finish Variance. It will finish later than planned if course correction isn’t initiated.

(Click on this figure to enlarge)

See? Identifying planning and schedule issues is a lot easier when using MS Project. As you can see in this example, MS Project’s visual and dynamic charts give fast clues to the state of the project. So you have the opportunity to make schedule decisions faster. Give yourself the chance for success!

(And don’t forget to get the checklist.)

Project Success Factors

2010-08-19T09:36:00.001-07:00

Question: Have you ever been on a project that has failed? Do you want to increase the success of your projects by knowing what the critical success factors are?

In his webinar on September 16^th, Eric Verzuh is going to offer “The Five Project Success factors” from 11 AM – 12 PM PDT. It’s free, and if you are still thinking about the question I asked at the top of this blog, you should register right now >> here<<

One of the success factors he’s going to show us can be applied to MS Project usage and strategy. It’s so powerful I’m going to write a blog article on it after his webinar!

Stay tuned…

Schedule Tasks Your Way

2010-08-04T10:57:00.001-07:00

In all previous versions of MS Project, from 1.0 through 2007, the question most asked of me is “How do I get MS Project to leave my schedule alone?” This question is convenience and usability based, not competency based. My answer has always been, “let’s talk about the goal and how the software can help achieve it.” Naturally, discussion followed on how Project schedules and coaching or training solved the problem. Microsoft has addressed this common question brilliantly in Project 2010 with a new feature - Manual Scheduling.

Manual Scheduling allows the user to create and schedule tasks and resources without the interference of MS Project's scheduling engine. This means that Project won't be second guessing the starting and ending dates when you enter a task or move a task to a different date. This is now the default scheduling setting in Project 2010.

There are several MPUG articles on the Manually Scheduled Tasks feature and its use in planning. There is also a very nice explanation of Manual Scheduling in MS Project 2010’s Help. Reading these is definitely worth the time.

Now my most frequent question is “How can I have Auto Schedule (2007’s default) as my default, but not lose the Manually Schedule feature when I need it?”

The answer is in Project’s Options. Go to File, then Options. In the Schedule topic and Schedule section are the two settings that need to be set to meet your needs. If you want Automatic Scheduling as your default, just match the noted settings in the figure below and OK the dialog.

New projects will now be Auto Scheduled. If you want to Manually Schedule a task, you’ll need to select the task and choose Manually Schedule from the Ribbon. See the figure below for its location in the Ribbon.

Regardless of your choice for Task Mode, Project will give you what you want. Now you can schedule your way!

Free Webinar August 5: What’s New in Project 2010

2010-07-28T15:39:00.000-07:00

Back by popular demand! Join me in Versatile's free "What's New in Project 2010 " webinar on August 5th. In this webinar I will be showing off MS Project 2010's newest (and coolest) new capabilities. Trust me, the new Project is a game changer.
Join this webinar to learn:

Why Excel users will finally switch to Project!
How the Timeline View improves communication with executives and customers!
An intuitive new view for assigning tasks to people (instead of assigning people to tasks)!
Why turning the scheduling engine to OFF can make sense on your projects!
Why SharePoint integration makes your life easier and Project more powerful!

Be quick! These fill very quickly. Register HERE!

MPUG Certificate Program: Microsoft Project 2010 Features Expert

2010-06-24T14:44:00.000-07:00

On July 7th I will present a webinar entitled "Creating and managing views, tables, sorting, and grouping" for the Microsoft Project User's Group. It should be a lot of fun and you will learn how to create your own analytical Views using Project 2010. These fill up very quickly, so don't debate - go for it!

Register here.

Creating a Phased Baseline in MS Project 2007

2010-06-24T09:12:00.001-07:00

The Problem: Project work often starts before all of the tasks are known. If a project baseline is not set before incurring the actual work on tasks, then the baselines value is reduced as there will never be variance in start dates for those tasks.

The Solution: Baseline the project tasks in phases. First, highlight the tasks to be baselined, then from the Tools menu choose Tracking, Set Baseline…

Ensure that the selections are to “Set baseline”, For “Selected tasks” and finally ensure that all options under “Roll up baselines:” are checked. These last settings enable Project to capture the phased baseline. Finally, click on “OK” to set the phased baseline. (Click on the figure below to enlarge and examine details.)

When the tasks and schedule for the next phase is known, then the tasks in that phase are added to the existing baseline using the method just described.

The figure below depicts a project with a phased baseline and variance. The Star Variance and Finish Variance fields were inserted to illustrate the capture of variance data in phases. (Click on the figure below to enlarge and examine details.)

Thanks to all who asked for this information after my June webinar! Please check back for more answers to questions posed during and after Versatile’s “Essentials of Project”.

Don’t Forget Task Types!

2010-06-19T09:33:00.001-07:00

Since presenting Versatile’s “Essentials of Microsoft Project 2007” webinar series in May and June, I have received many emails on Task Types and how to get to the Task Type table found in Project’s Help engine. I received so many that I though it would be worth this short blog revisiting the table. Regardless of the version of MS Project used, the software will react to data entry on each task based on the rules shown in this table. Please enjoy this screenshot direct taken from MS Project! (Click on it to enlarge.)

I will be answering the most frequent questions received in the “Essentials” Webinars over the next few weeks, so stay tuned and come back

A Promise Made…

2010-05-22T12:25:00.000-07:00

A HUGE thank you to all who attended my presentation of the Versatile Company’s “Essentials” webinars on May 20th. There were many great questions and requests, one of which I am fulfilling here - creating a custom field with a graphical indicator.

A field name should reflect its purpose. In this example, the field name “Text1” becomes “Baseline?” indicating whether each task is baselined or not.

Step 2: Rename the field and create the formula. Click on the “Tools” menu and choose “Customize”, then “Fields…”

The “Custom Fields” dialog box will be offered.

Step 3: Create graphical indicators.

Click on the “Graphical Indicators…” button to match indicators to the results of the formula. Enter the data needed exactly as seen in the image below.

Click on the “OK” button. Do the same for the “Custom Fields” dialog box. You’re done! Now the baseline state is visible and easy to evaluate.

Once you get the hang of custom fields and graphical indicators, you can dramatically reduce the time needed in your projects for analysis.

As always, let me know how you did and if you have any suggestions for future topics!

QUICK TIP: LINE UP GANTT BARS WITH THEIR TASK NAMES

2010-05-15T12:15:00.000-07:00

Here’s an old tip that might just save you time and confusion, and it’s incredibly easy too!

The problem: the Task Name is on one side of the screen and the Gantt bar is on the other. In order to match the bar with the name, you wind up scrolling the Gantt, sometimes overshooting the bar or even losing the Gantt entirely to the timeline. See below and click on the image to enlarge it.

The answer: Format the Gantt with lines that keep the names in alignment with the bars. From the menu in Project 2007 choose Format then choose Gridlines. The “Gantt Rows” are what need to be formatted, so click on that item, the line is solid and unbroken and the color is Silver. See below and click on the image to enlarge it.

When you click on OK, the Gantt will have lines keeping the text aligned with the bar.

Try this solution and see if it doesn’t make it just a little easier to work in Microsoft Project. Then tell me what you think about it!

Team Planner - A Cool New Tool for Assigning Work

2010-05-08T15:03:00.000-07:00

One of the most frequent questions I am asked about MS Project 2010 is "Are there any cool features you can tell me about?". The answer, of course is "YES!". There are so many cool new features that in the next few months there will be hundreds of articles, books and training manuals created that will show every feature. The question that I hope to answer is "What are the cool new USEFUL features?".

Now that 2010 has been released to manufacturing and production, I will give you my opinions on new features and how you might use them. There are two that leap out at me that are game changers: Manual Scheduling and the Team Planner.

Manual Scheduling allows you to create and schedule tasks and resources without the interference of MS Project's scheduling engine. This means that Project won't be second guessing the starting and ending dates when you enter a task.

The Team Planner works with Manual Scheduling to allow you to assign tasks to a resource in a timeline. The Team Planner also shows work assigned to other resources. Work is assigned and moved by clicking and dragging it to the time period you want.

The Team Planner is the resource driven tool for scheduling work. (click on image to enlarge)

The Gantt Chart is the task driven tool for scheduling work. (click on image to enlarge)

Now you can schedule work YOUR way!