1Copyright © 2007 Project Assistants, Inc.

The Top Ten Tips for New Microsoft Project Users

MPA Atlanta ChapterSeptember 18, 2007

Michael A. Steinberg, PMPProject Assistants, Inc.

The Top Ten Tips for New The Top Ten Tips for New Microsoft Project Users Microsoft Project Users

MPA Atlanta ChapterMPA Atlanta ChapterSeptember 18, 2007September 18, 2007

Michael A. Steinberg, PMPMichael A. Steinberg, PMPProject Assistants, Inc.Project Assistants, Inc.

2Copyright © 2007 Project Assistants, Inc.

Why Another List?Why Another List?

Lack of formal trainingLack of formal trainingHigh degree of frustration High degree of frustration –– even among even among experienced usersexperienced users““It just wonIt just won’’t do what I want!t do what I want!””

3Copyright © 2007 Project Assistants, Inc.

In shortIn short……Understanding of a few simple rules Understanding of a few simple rules that govern the toolthat govern the tool’’s behavior can s behavior can drastically reduce usersdrastically reduce users’’ frustration levels!frustration levels!

4Copyright © 2007 Project Assistants, Inc.

1. It1. It’’s not a spreadsheets not a spreadsheet

It may look like one but does not act like oneIt may look like one but does not act like oneProject is a Project is a scheduling toolscheduling toolScheduling tools Scheduling tools will change dateswill change dates

5Copyright © 2007 Project Assistants, Inc.

2. Know the 2. Know the ““Basic Scheduling FormulaBasic Scheduling Formula””

Work = HeadsWork = Heads--down effortdown effortUnits = Number or percentage of FTEUnits = Number or percentage of FTE’’ssDuration = Duration = ““Elapsed timeElapsed time””

Not knowing this formula is the biggest Not knowing this formula is the biggest cause of the frustration that people cause of the frustration that people experience with the tool!experience with the tool!

Duration = Duration = ––––––––––WorkWorkUnitsUnits

6Copyright © 2007 Project Assistants, Inc.

The Basic Scheduling FormulaThe Basic Scheduling Formula

Duration = Duration = ––––––––––WorkWorkUnitsUnits

~ or ~ ~ or ~

Work = Duration x UnitsWork = Duration x Units

7Copyright © 2007 Project Assistants, Inc.

3.3. Use Task Types correctlyUse Task Types correctly

Every task has a Task TypeEvery task has a Task TypeFixed DurationFixed DurationFixed WorkFixed WorkFixed UnitsFixed Units

The system default is Fixed The system default is Fixed UnitsUnitsBut most technical work is Fixed But most technical work is Fixed WorkWork!!Meetings, classes, drug studies, cutovers, etc. Meetings, classes, drug studies, cutovers, etc. are Fixed are Fixed DurationDurationSupport, Ongoing activities are Fixed Support, Ongoing activities are Fixed UnitsUnits

8Copyright © 2007 Project Assistants, Inc.

The General Rule The General Rule of Task Typesof Task Types

If one of the three parameters (Work, If one of the three parameters (Work, Duration or Units) is Duration or Units) is ““FixedFixed””, and you , and you change one of the other two, then Project change one of the other two, then Project will change the third.will change the third.But it will not change the one you hold But it will not change the one you hold fixed.fixed.““But what if I change the one thatBut what if I change the one that’’s Fixed?s Fixed?””

9Copyright © 2007 Project Assistants, Inc.

The complete ruleThe complete rule

10Copyright © 2007 Project Assistants, Inc.

4. Estimate Work, not duration4. Estimate Work, not duration

Most technical tasks are driven by the Most technical tasks are driven by the amount of headsamount of heads--down effort, i.e. down effort, i.e. ““WorkWork””And you also know the number of And you also know the number of resources (resources (““UnitsUnits””).).We have a tendency to mentally use the We have a tendency to mentally use the ““Basic FormulaBasic Formula”” to estimate duration.to estimate duration.Why not let the tool do the math!Why not let the tool do the math!

11Copyright © 2007 Project Assistants, Inc.

5. Understand 5. Understand ““Effort DrivenEffort Driven””

If a task is If a task is ““Effort DrivenEffort Driven””, adding another , adding another resource will divide the resource will divide the totaltotal effort among effort among the new number of resources, thereby the new number of resources, thereby reducing the duration.reducing the duration.Removing resource will divide the Removing resource will divide the totaltotaleffort among the remaining resources, effort among the remaining resources, thereby increasing the duration.thereby increasing the duration.

12Copyright © 2007 Project Assistants, Inc.

Best PracticeBest PracticeAssign Work, Duration and Units Assign Work, Duration and Units Explicitly!Explicitly!And make sure you set the And make sure you set the ““Task TypeTask Type””

13Copyright © 2007 Project Assistants, Inc.

6. Don6. Don’’t assign everyone t assign everyone at 100%at 100%

Looks good, right?Looks good, right?

14Copyright © 2007 Project Assistants, Inc.

Wrong!Wrong!For best practice, see previous tip!For best practice, see previous tip!

15Copyright © 2007 Project Assistants, Inc.

7. Minimize Constraints7. Minimize ConstraintsConstraints are Constraints are ““ExternalExternal”” dependenciesdependencies

Start no earlier thanStart no earlier thanStart no later thanStart no later thanFinish no earlier thanFinish no earlier thanFinish no later thanFinish no later thanMust start onMust start onMust finish onMust finish on

16Copyright © 2007 Project Assistants, Inc.

Best PracticeBest PracticeAll constraints limit the ability of the tool to All constraints limit the ability of the tool to do its job, i.e. do its job, i.e. Scheduling!Scheduling!Their only legitimate uses are for Their only legitimate uses are for truetrueexternal dependencies.external dependencies.Use Dependency Links rather than Use Dependency Links rather than constraints, i.e. constraints, i.e. ““Dynamic SchedulingDynamic Scheduling””Avoid Avoid ““HardHard”” (Inflexible) constraints like (Inflexible) constraints like ““Finish no later thanFinish no later than””If a deadline is imposed, use a If a deadline is imposed, use a DeadlineDeadline

17Copyright © 2007 Project Assistants, Inc.

DeadlinesDeadlines

18Copyright © 2007 Project Assistants, Inc.

Did you knowDid you know……Typing in a start date is really putting a Typing in a start date is really putting a ““Start no earlier thanStart no earlier than””constraint on the task.constraint on the task.Typing in a finish date is really putting a Typing in a finish date is really putting a ““Finish no earlier thanFinish no earlier than””constraint on the task.constraint on the task.ThatThat’’s why Project sometimes ignores the s why Project sometimes ignores the date you type in. date you type in.

19Copyright © 2007 Project Assistants, Inc.

8. Avoid estimating Percent 8. Avoid estimating Percent CompleteComplete

Not a best practice Not a best practice –– subject to abusesubject to abuseBetter practice:Better practice:

Report actual workReport actual workEstimate remaining workEstimate remaining workLet the tool do the math!Let the tool do the math!

““Percent CompletePercent Complete”” really means really means ““Percent Percent durationduration completecomplete””, , notnot Percent Work CompletePercent Work Complete

20Copyright © 2007 Project Assistants, Inc.

9. Heed the 9. Heed the ““Planning WizardPlanning Wizard””

They warn you of potential problemsThey warn you of potential problemsDeal with them immediatelyDeal with them immediatelyTheir impacts are harder to trace Their impacts are harder to trace later onlater on

21Copyright © 2007 Project Assistants, Inc.

10. Leveling is not magic10. Leveling is not magicIt is not a It is not a ““magic bulletmagic bullet””All it does is delay tasks until resources are All it does is delay tasks until resources are no longer allocatedno longer allocatedTip:Tip:

Take care when assigning resources to tasksTake care when assigning resources to tasksDonDon’’t assign people at 100% to concurrent taskst assign people at 100% to concurrent tasks

Leveling will make a wellLeveling will make a well--planned schedule planned schedule better and a badly planned schedule worse!better and a badly planned schedule worse!

22Copyright © 2007 Project Assistants, Inc.

Manual LevelingManual LevelingResource Management ToolbarResource Management Toolbar

Resource Allocation ViewResource Allocation View

23Copyright © 2007 Project Assistants, Inc.

11. Tools do not replace11. Tools do not replacecommunicationscommunications

Many collaboration tools in EPM environmentMany collaboration tools in EPM environmentTemptation to let the tool communicate for usTemptation to let the tool communicate for usNinety percent of a project managerNinety percent of a project manager’’s job is s job is communicationcommunicationLet the tool free you up Let the tool free you up from routine tasks from routine tasks so you can so you can communicate more!communicate more!

24Copyright © 2007 Project Assistants, Inc.

12. Tool expertise does not12. Tool expertise does notmake you a good PMmake you a good PM

““A fool with a tool is a faster fool.A fool with a tool is a faster fool.””““Project will make a good PM good faster Project will make a good PM good faster and a bad PM bad faster.and a bad PM bad faster.””Microsoft Project supports only a handful Microsoft Project supports only a handful of the 44 PM processes defined by PMIof the 44 PM processes defined by PMI®®

Project will facilitate routine scheduling Project will facilitate routine scheduling tasks, so we can devote our time to tasks, so we can devote our time to managingmanaging our projects. our projects.

25Copyright © 2007 Project Assistants, Inc.

Summary Summary (In case you were sleeping)(In case you were sleeping)1.1. Give your people formal training!Give your people formal training!2.2. Give your people formal training!Give your people formal training!3.3. Give your people formal training!Give your people formal training!

You think training You think training is expensive? is expensive?

Consider the cost Consider the cost of of IgnoranceIgnorance!!

26Copyright © 2007 Project Assistants, Inc.

Questions?Questions?

More Details?More Details?Live Demo?Live Demo?Future Meeting Presentation Topics? Future Meeting Presentation Topics?