SSI Presentation Professional Training Part 1...SSI Presentation Professional Training Part 1 386 Rim Trail, Prescott, Arizona | | E-mail: [email protected] Page 3 One-click Import

SSI Presentation Professional Training Part 1

386 Rim Trail, Prescott, Arizona | www.ssitools.com | E-mail: [email protected] Page 1

SSI Presentation Professional .................................................................................................................................................. 2

Overview ............................................................................................................................................................................. 2

One-click Import .................................................................................................................................................................. 3

Making Timelines on a New PowerPoint Page.................................................................................................................... 5

Hands-on Exercise - Import Task and Modify the Timeline ............................................................................................... 6

Using Legends ..................................................................................................................................................................... 9

Hands on Exercise – Using Legends.................................................................................................................................. 12

Add Reference Shapes to Task, Summaries and Milestones ............................................................................................. 15

Adding reference shapes to imported items ................................................................................................................... 15

Adding reference shapes to existing items ..................................................................................................................... 16

Hands on Exercise – Adding Reference Shapes ................................................................................................................ 16

Adding “Swimlanes” to a PowerPoint page ...................................................................................................................... 17

Options for Matching PowerPoint Shapes to Microsoft Project Items .............................................................................. 18

http://www.ssitools.com/



SSI Presentation Professional

Overview Structured Solutions Inc.’s SSI Presentation Professional is an add-in for PowerPoint that enables importing and updating of

project tasks as PowerPoint shapes like the example shown below. Presentation Professional enables users to create

Microsoft PowerPoint presentations containing objects (shapes) that are linked to Microsoft Project schedule items

(Summaries, Tasks and Milestones). The purpose of this tool is to enable rapid production and efficient maintenance of “to-

the-point”, executive level PowerPoint presentations that convey the status and performance of key and critical schedule

events and life cycle phases.

Example of PowerPoint page made from Project data. For more examples see: https://ssitools.com/ssi-presentation-

professional/


https://ssitools.com/ssi-presentation-professional/

https://ssitools.com/ssi-presentation-professional/



One-click Import

Making a new PowerPoint page for Microsoft Project Tasks, Milestones and Summaries is as easy as

opening a project, selecting a few items and clicking the Import/Add Shapes button from the Timelines

and Tasks group on the SSI Presentation Pro menu in a new or existing PowerPoint presentation.

Import Shapes:

1. Open Microsoft Project and

select some items

2. Start PowerPoint and Click

Import Shapes from the

Timelines and Tasks group on

the SSI Presentation Pro

menu

Select items in Microsoft Project (shown on the left), then Click Import Shapes from SSI Presentation

Pro on a blank page in PowerPoint




Practice – On your own

1. Open Microsoft Project and select some items in a project

2. Start PowerPoint and Click the Import/Add Shapes from SSI Presentation Pro

Notice the Timeline (calendar at top of page) is automatically scaled to the dates of the items selected

in the project

Notice the Legend items at the Bottom of the page for each shape type

End of Practice Exercise




Making Timelines on a New PowerPoint Page

Making or edit a Timeline Scale on a new or existing PowerPoint page by clicking the Timeline Tools

button from the Timelines and Tasks group on the SSI Presentation Pro menu in a new or existing

PowerPoint presentation.

SSI Timeline Tools includes the following controls:

• Timeline Basics

o Select the format, or scale, for the

timeline. Pick from Yearly, Quarterly,

Monthly, Weekly, Daily or even Hourly

timeline increments

• Increment Formatting

o Pick a text format for Increment labels

• Margins and Height

o Select Left, Right and Top Margins for

the Timeline

o Select the height for timeline increment

shapes

• Vertical Grid

o Add optional vertical lines to separate

time periods

• Timeline Shapes Style

o Format timeline increments according to

a legend you can add to the page

o Set contrasting colors for timeline tiers




Hands-on Exercise - Import Task and Modify the Timeline


1. Open Microsoft Project and Open Example Project that comes with SSI Analysis Tools for

Microsoft Project.

2. Select Rows 2 – 12, 13, 26, 53, 63, 74 and 96

3. Start a new presentation in PowerPoint and clear all shapes from the first slide.

4. Click the Import/Add Shapes button from the Timelines and Tasks group on the SSI

Presentation Pro menu







5. Click the Timeline Tools button from the Timelines and Tasks group on the SSI Presentation

Pro menu to display the SSI Timelines Tools task pane on the right side of current PowerPoint

slide

6. Use the controls under Margins and Height to change the Left margin to 2.5 inches.

7. Press Edit Timeline and press Yes when prompted to update the existing task shapes.

8. Make at least one more change below each of the SSI Timeline Tools option groups pressing Edit

Timeline with each change so you can see the effect it has on the PowerPoint page.





Using Legends

Legends control the type and style of the items you Import or Add to a page. Legends are created

automatically when you add or import shapes. You can control the default types and styles of shapes

using the controls in the Legends group of the SSI Presentation Pro menu.

Standard Legends correspond to the type of items in a Microsoft Project schedule. A standard legend is

always available for Tasks, Summaries, Milestones and the Timeline scale increments.

You can also add legends that correspond to the values you have in a text field in Microsoft Project. For

example, if you add the text “On Track”, “Late”, “At Risk” to Text5 in a project, you can make a special

legend style that will recognize items with these key words in Text5 (or any other text field).

Click the small arrow

in the lower right

corner of the

Legends group of the

SSI Presentation

Pro menu to display

the form named Set

Legend Default

Options




Select a legend type

and set its default

Fill and Line color,

Effects, Text and

Shape Style

When you click Add New, you can type key words that coorespond to the MS Project Import option

named “Field used to code task types of imported items”.




MS Project Import options are found by clicking the arrow in the lower right corner of the Timelines

and Tasks group of the SSI Presentation Pro menu.

With the options shown above, whenever a Microsoft Project item has the text “On Track” in Text5,

the new legend created above can be used to display a shape, style and color for project items of this

type.




Hands on Exercise – Using Legends


1. Open PowerPoint and click the

arrow in the lower right corner

of the Legends group below the

SSI Presentation Pro menu

2. Click Add New on the Set Legend Default Options form and enter “At Risk” as the name of a

“user defined” task type legend. Then click Ok.




3. Set the Main shape color to red and set the Default Shape Style to Diamond

4. Select MS Project Import options by clicking the arrow in the lower right corner of the Timelines

and Tasks group of the SSI Presentation Pro menu

5. Select Text5 as the Field used to code task types of imported items as shown below




6. Open the Example Project from the prior exercise and display Text5

7. Enter the Text “At Risk” for the Test Readiness Review (TRR) milestone on row 9 in Microsoft

Project

8. Select Rows 8 – 12 in Microsoft Project in the Example Project, then switch to PowerPoint and

Click Import Shapes from the Timelines and Tasks group below the SSI Presentation Pro menu

The PowerPoint Shape for the Test Readiness Review (TRR) milestones should show its color, type

and style just like the At Risk legend item.





Add Reference Shapes to Task, Summaries and Milestones Reference shapes can show additional dates on tasks, summaries and milestones. Milestones, for example, show their current

date in the schedule and can also display a second shape for their Deadline, Baseline or any other date field. Tasks and

Summaries can display their current dates as well as baseline dates or any other start/finish date as reference shapes along

with the shape showing current dates.

Adding reference shapes to imported items

1. Select MS Project Import

options by clicking the

arrow in the lower right

corner of the Timelines

and Tasks group of the SSI

Presentation Pro menu

2. Select reference shape

options from the section

named “Add Additional

Shapes”

3. Use the drop-down lists to

select the source data for

the reference additional

reference shapes

4. Click Save Settings




Adding reference shapes to existing items

1. Click the down arrow in the lower right corner of Update Shapes from the Timelines and Tasks

group on the SSI Presentation Pro menu

2. Select Advanced Microsoft Project Update Options on the Update Shape Dates form

3. Select reference shapes options section named “Add Additional Shapes” on the form named

Advanced Microsoft Project Update Options, then click Accept

4. Finally, click Update Task Shapes on the Update Shape Dates form

Baseline Reference dates are displayed for Tasks, Summaries and Milestones on the PowerPoint

slide

Hands on Exercise – Adding Reference Shapes Practice – On your own

Using one of the PowerPoint slides you created in a previous exercise, add Deadlines to Milestone and Baseline dates to

tasks using the steps in the section titled Adding reference shapes to existing items





Adding “Swimlanes” to a PowerPoint page

“Swimlanes” are used to distinguish between groups of items on a PowerPoint page.

Make Swimlanes on a PowerPoint slide as follows:

1. Select a group of items on the slide

2. Click Add Swimlanes from the Timelines and Tasks group below the SSI Presentation Pro

menu

3. Enter the Swimlane Text and Swimlane Shape Style on the SSI Swimlane Tools form, then click

Make Swimlane




Options for Matching PowerPoint Shapes to Microsoft Project Items A shape on a PowerPoint page is matched to one or more Microsoft Project rows by the MSP Linked UIDs found on the

Update Shape Dates form. Shapes can be linked to MS Project items using one or more ID. Notice that the example below

is using UID 2 and 12 to get the dates for a shape named “Project Virtual Summary”. In this case, SSI Presentation Pro will

get the minimum start and maximum finish from UIDs 2 & 12 and make a shape on the PowerPoint page using those dates.

PPT/MSP Shape Matching Types:

One-to-One: One shape in PowerPoint matches only one row item in Project

• Match One-to-One using Microsoft Project's Unique ID

• Create a user defined Unique ID and enter that value in a Project Text field (using Text1-30)

One-to-Many: One shape in PowerPoint matches two or more row items in Project

• Match One-to-Many by entering more than one Project Unique ID in MSP Linked UIDs with a comma separating

each value (no spaces between the items)

• Match One-to-Many by entering more than one user defined Unique ID (from a project text field) in MSP Linked

UIDs with a comma separating each value

• Match One-to-Many using a common value in a Project Text field


Documents

SSI Presentation Professional Training Part 1...SSI Presentation Professional Training Part 1 386 Rim Trail, Prescott, Arizona | | E-mail: [email protected] Page 3 One-click Import