What Is New in MS-Project Professional 2016?
MS-Project Professional has several new features, which include:
Project management solutions of Microsoft can be broadly categorized in to two groups.
Project Online Essentials, Project Online Professional, and so on, are part of Cloud-based solutions.
Among On-premises solutions, MS-Project for the desktop is available in two editions:
The book covers Project Standard and Project Professional, though all of the screen shots are of Project Professional. It does not cover the enterprise features available in MS-Project Professional and Project Server.
A Quick Introduction to MS-Project 2016
Introduction
Managing projects effectively is a challenge many managers face. MS-Project 2016 is a software that is designed to assist managers to more effectively manage their projects. It helps them by allowing them to simplify things such as linking tasks, defining work resources, assigning tasks to engineers, visualizing a project, analyzing a project progress, managing a budget, and generating reports. This appendix covers the essentials of MS-Project 2016, provides a brief overview of the graphical user interface, and covers creating and linking tasks, adding resources and assigning them to tasks, and scheduling. This section uses tasks and resources related to a small testing project of Information technology to build an example.
Understanding the User Interface
Microsoft Office Project 2016 incorporates the Ribbon (User interface based on the Fluent), Quick Access toolbar, Back-stage view. Menus and toolbars are context-sensitive. This makes working with MS-Project 2016 easier, for many of you, who are familiar with other MS-Office applications.
The Gantt Chart view is the default view and it has two main areas: the task table (left side of the view) and the timescale (right side of the view) as shown in Figure C.1. The tasktable lists the project tasks and their accompanying information like start date, duration. The timescale displays task bars that correspond to the tasks entered (or listed) in the tasktable. The task bars show the duration of each task, from their planned start dates to their planned finish dates, over time. You can move the separator bar between the timescale and the tasktable to the left or right to display more of either area. The time line, which is at the top (included optionally), provides a graphical view of a project along a single left-right axis.
Creating a New Project
To create a new project, you can start with the default blank project, or you can base your new project on an existing project or template. You also have the option of using task lists from other applications like MS-Excel. Let us create a new project from scratch. To create a new project:
The Start screen appears (see Figure C.2).
Most projects begin with a list of the tasks that need to be completed. Obviously, all the tasks cannot be started on the project start date. Once you create your task list, you have to define the relationships between the tasks.
Tasks can be manually scheduled or automatically scheduled, depending on the needs of the project and the information currently available. Generally, when you initiate the project, the information available is limited and you may have to do a macrolevel planning without exact duration and specific start or finish dates. Perhaps, manual scheduling becomes handy at that point of time. At any point during a project, you can change a task to automatic scheduling from manual scheduling, or vice versa.
Creating a Manually Scheduled Task
By default, all new tasks in MS-Project 2016 are set for manual scheduling. With manual scheduling, you can fully control the task’s duration, start date, and finish date. The duration can be entered in months (mo), weeks (w), days (d), hours (h), or even in minutes (m). Manually scheduled tasks are marked with the push pin icon, in the Task Mode field.
To create a manually scheduled task:
Creating an Automatically Scheduled Task
In automatically scheduled task mode, you can have MS-Project 2016 calculate dates and durations. Automatically scheduled tasks are marked with the Gantt-bar icon in the Task Mode field.
Let us create an auto-scheduled task in this plan. To create an automatically scheduled task:
Table C.1 Tasks list (with durations)
Task number |
Task name |
Duration (days) |
3 |
Execute Automated Tests |
2 |
4 |
Execute Beta Tests |
2 |
5 |
Execute User Acceptance Tests |
2 |
6 |
Analyze Test Results |
2 |
7 |
Compile Test Statistics |
2 |
Linking Tasks
When you link tasks, you create a relationship between them. MS-Project 2016 supports four types of task relationships (which we have discussed in Chapter 3 of this book). By default, MS-Project 2016 creates finish-to-start links, which means that the first task has to be finished before the second task can start.
To link tasks:
(You may change the Finish to Start relationship which is set by default. For that, double click on the successor task. In the Task Information dialogue that appears select Predecessors tab. Next to the predecessor task name, you find the Type as Finish-to-Start. Click on the same. You may change the same by selecting a value from the pull down menu there.)
Inserting a Summary Task
When organizing the tasks for a project, you can group tasks that share characteristics or that will be completed in the same time frame under a summary task. By default, the summary tasks are bold and out-dented, and the subtasks are indented beneath them.
To create a summary task:
Another way of creating a summary and sub tasks in a task list is by moving existing tasks a level up or down using outdent-indent buttons. These are there in the Task tab of the ribbon, in the Schedule group (with arrows pointing to left and right sides).
Updating Task Progress
A simple way of tracking task progress is to specify a percentage of completion. You can enter a value between 0 percent (for a task that has not started) and 100 percent (for a task that is finished).
To update a task’s percentage of completion:
Click the OK button. In the timescale, a progress bar is added within the Execute Manual Tests task bar which shows the progress on the task (see Figure C.9).
This way, you may set the percentage completion anywhere between 0 and 100 percent. Another quick (yet a limited) way to update is to set the tasks to 0, 25, 50, 75, or 100 percent complete by selecting the tasks in the task table and then clicking the corresponding button in the schedule group on the Task tab of the ribbon (see Figure C.10)
Working with Resources
Resources are typically people or material assigned to tasks in a project. People, equipment, or machinery required to accomplish the task are categorized as Work resources. Resources can also include materials (like paper, pen drive) or cost (like travel costs, license fees), essential to complete the project.
Adding a Work Resource
You make resources available to assign to tasks within your project, by adding resources in the resource sheet.
To add a work resource:
You have the option of mentioning a Group Name (like Managers) in the Group field while entering the resource information.
Changing a Resource’s Work Hours
By default, a resource’s work hours are set to the project’s work hours. You can change a resource’s work hours to reflect his or her actual work schedule.
Let us change the work hours of QA Engineer. To do that:
On similar lines you can change the project calendar too. To do that, select Project Tab on the ribbon and in the Properties group, click on the Change Working Time. You will get Change Working Time dialog, which can be used to define the Project Calendar.
Assigning a Resource to a Task
After you add resources to your project, the next step is to assign them to relevant tasks within your project. There are several ways of doing the same in MS-Project. Let us use one.
To assign a resource to a task:
To switch to the Gantt Chart view.
Note: A red person icon may appear in the Indicators field (in the first column) of the task if the resource is overallocated.
Assigning Multiple Resources to a task
Some tasks may require multiple resources to complete. However, multiple resources can be assigned to the same task some times, to reduce the amount of time needed to complete the task.
Let us assign multiple resources to an auto scheduled task and see how MS-Project gives you an option of adjusting the amount of the work or the duration. We shall also use the Assign Resources dialog box for the same. To assign multiple resources:
Click the Close button.
Setting a Scheduling Constraint
We saw how linking tasks can change the start dates of some tasks. We can restrict set on the start or finish date of a task, using constraints. There are several types of constraints that can be placed on a task. By default, As Soon As Possible constraint is placed on all tasks.
Let us set Start No Earlier Than constraint on a task. To set the scheduling constraint:
Also set the corresponding constraint Date to one day after its original start date.
We study about creating a project plan with a task list and assigning resources, in detail, in the book. However, in many situations, you may have to share project information like Gantt chart with a colleague, vendor, or a manager, who does not have MS-Project. For example, let us say your supervisor is preparing a presentation and if he or she does not have MS-Project, a slide with Gantt Chart may serve the immediate purpose. Similarly, a colleague may be interested to send a task list created in Microsoft Excel workbook, to help you in planning. If there are hundreds of tasks listed with information like duration, you may be interested in importing task lists directly from other applications like Excel. In this section, we will discuss some such scenarios and how MS-Project can be used with other MS-Office products like Excel and Word.
You can create a graphic-image snapshot of the active view and paste the image into any application that supports graphic images.
Example Problem: Copying
Views to Word and PowerPoint
You can create a graphic-image snapshot of the active view and paste the image into an application like MS-Word or PowerPoint that supports graphic images.
You are creating a word document titled Project-Progress-Report. In this exercise, you will edit the Word document to communicate the status of a project. You will take the snapshot of Tracking Gantt Chart from the project file enhancement-complete and paste it in a document you are preparing. This document can then be shared with your client or supervisor, and they will be able to understand the status of the project, in spite of not having access to MS-Project. To do this:
You can quickly copy most views and reports from MS-Project to paste into e-mail messages and PowerPoint presentations. Some views like Team Planner and Resource Form cannot be directly copied from MS-Project . You may use a screen capture utility (or Print Screen button on your keyboard), if you need a visual snapshot of a view or report that cannot be directly copied from MS-Project.
Example Problem: Importing Task List
from MS-Office Excel
Let us say a colleague in your company has sent you an Excel workbook that contains her or his recommended tasks and durations of activities for some work related to mobile application development. You would like to import these data into MS-Project and create a Gantt Chart.
When saving data to or opening data from other formats, Project uses maps (also called import/export maps or data-maps) to transfer information from data file of one program to data file of another program. You use data maps to specify which individual fields in the source data file correspond to which individual fields in the destination data file. Once you set up an import/export map, you can use it over and over again, if required. When you have large number of files to be imported, saving the map with a suitable name can be of help.
You change the trust center settings, set up an import/export map, and then transfer task list–related data.
Select the AppDevelopment file, and then click Open. The Import Wizard appears as shown in Figure D.9. This wizard helps you import structured data from a different format to Project.
The Import Wizard uses maps to organize the way that structured data from another file format is imported into MS-Project. For this exercise, you will create a new map. Ensure that New map is selected, and then click Next. The Import Mode page of the Import Wizard appears. Make sure that As a new project is selected, and then click Next. The Map Options page of the Import Wizard appears. Select the Tasks check-box, and make ensure that Import includes headers (column headings) is selected too.
The Task Mapping page of the Import Wizard appears (Figure D.10). Here, you identify the source worksheet within the Excel workbook and specify how you want to map the data from the source worksheet to Project fields. In the Source worksheet name box, select Task_Table 1.
Task_Table 1 is the name of the sheet in the Excel workbook. Project analyzes the header row names from the worksheet and suggests the Project field names that are probable matches. You could change the mapping to other fields optionally over here.
The last page of the Import Wizard appears. Here, you have the option of saving the settings for the new import map, which is useful when you anticipate importing similar data into MS-Project later on. You can skip this step over here, as you have only one file this time around.
Click Finish. Project imports the Excel data into a new plan. You will get a manually scheduled task list (unless you had changed the settings to automatic tasks) with the current date as the project start date in MS-Project as shown in Figure D.11. You may link the tasks, create resources, and further develop the plan in MS-Project.
Note
1. A simple task list with only Task names and duration is used to demonstrate the feature. However, one can import more complex data, with many fields like Start Date and Finish Date from Excel into MS-Project.
2. It is also possible (on similar lines) to transfer the resources and assignments data to Excel workbook, using the export feature of MS-Project.
Often you may need informal product support and a way to broaden your expertise of using MS-Project. There are many user groups that are active online. Some of these conduct events and meet locally too. You may be able to share tips and tricks with other users by being a part of these. The following are a few groups that may be of interest to you.
Understanding the Project Server
Before discussing about the server let us look at the definitions of two important terms, namely program management and portfolio management. Program management is the process of managing several related projects together with the intention of improving an organization’s performance. Portfolio is a collection of programs, projects, and/or operations managed as a group. The components of a portfolio may not necessarily be interdependent or even related—but they are managed together as a group to achieve strategic objectives.
Now let us understand the functions of the Project Server in brief. Tools like Project Standard and Project Professional (in stand-alone mode) can help you to manage project from a stand-alone machine. You can do project planning, create tasks and sub tasks, assign those tasks to resources, track those tasks, and generate reports with these. However, it is not easy to manage multiple mega projects in a big organization, with hundreds of planners and managers. In an enterprise like that you need to use a server. Project Server is Microsoft’s Project Management software that allows one to do project management, portfolio management, program management work management, and related things for an organization.
Project Server is a multi tiered system built on SharePoint architecture as shown in Figure F.1. Project Server is made up of a server component (the “server” software) that can be accessed and operated from clients. The client can be a desktop application like Project Professional (about which we have discussed in the book) or Project Web App (PWA) browser–based software or a customized (proprietary or third party) app as shown in Figure F.1. Project Server 2016 runs as a service application in SharePoint Server 2016 Enterprise. In SharePoint 2016, Project Server is integrated into the platform making the deployment easier.
PWA is the browser-based interface to Project Server that project managers and team members can use. PWA can be used to manage Project Professional plans (MPP files), SharePoint task lists, and plans created directly in PWA.
Keyboard shortcuts are supported throughout MS-Project. To see the keyboard shortcuts for the available commands, press the Alt key (Figure G.1). Once you start using the keyboard shortcuts to access the tabs, the next level of keyboard shortcuts appear for other submenus. For example, if you select “U” for the resource tab, you will find that you may use “G” to get Assign Resources dialog. Continue pressing letters until you press the letter of the command or control that you want to use. In some cases, you must first press the letter of the group that contains the command. To cancel the action that you are taking and hide the Key-Tips, press Alt.
Other keyboard shortcuts, such as Save file (Ctrl + S), are generally available at all times. Table G.1 gives a select list of such commonly used keystrokes, although it is not a complete one. For keyboard shortcuts in which you press two or more keys at the same time, the keys to press are separated by a plus sign (+) in MS-Project 2016 Help.
Table G.1 Some useful commonly used keyboard shortcuts
To do this |
Press |
Save project file |
<Ctrl> + <S> |
Close current project |
<Ctrl> + <W> |
Open existing project in the backstage view |
<Ctrl> + <O> |
Open a project file (display the Open dialog box) |
<Ctrl> + F12 |
Print/Print preview |
<Ctrl> + <P> |
Task or resource information |
<Shift> + <F2> |
Go to selected task |
<Ctrl> + <Shift> + <F5> |
Link selected task |
<Ctrl> + <F2> |
Unlink selected task |
<Ctrl> + <Shift> + F2 |
Create a hyperlink |
<Ctrl> + <K> |
Zoom out |
<Ctrl> + <Shift> + < * > |
Zoom in |
<Ctrl> + </> |
Copy a picture of the screen to the clipboard |
Print Screen |
Copy a picture of the selected window to the clipboard |
Alt + Print Screen |
Undo |
<Ctrl> + <Z> |
Redo |
<Ctrl> + <Y> |