URBS 609 Project, Unit 2
Project Planning Using MS Project
Basic Navigation and
Configuration
About This Training Module
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This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004
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Training Module Preview
• This module will provide:
– Introduction to the basic navigation of the most
commonly used MS Project features
• Menus
• Toolbars
• Help/questions dialogue box
– Introduction to the basic configuration tools that
display the most commonly needed data
– Background material for project planning
• This module is constructed as the second of
three blocks in a building block approach
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MS Project Rules of the Road
• Be prepared before using MS Project
• Have the required building blocks defined
– Identify a clear project goal
– Identify tasks, resources, requirements, limitations
– Identify relationships between tasks
• Constraints and Dependencies
– Identify a defined sequence for tasks
• Like any tool, MS Project cannot define the goal
of a project, the user must do that
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MS Project Rules of the Road
• Be prepared to make mistakes and spend the time
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to learn how and why they were made
Create a configuration that makes sense
– Data that meets the needs of everyone involved
• Workers, managers, stakeholders
– Above all-keep it as simple as possible to avoid
information overload
• Too much information will make it more difficult to communicate
the project plan and status
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MS Project Rules of the Road
• Remember – Project is a tool designed to help:
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Organize the information
Visualize the information
Manage the information
Analyze the information
Quantify the possible plan outcomes
• Project plans are only as good as the data used to
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construct them: bad estimates = bad plans
It can be labor intensive creating a plan; save the data
in 2 places for safety – on the hard drive and a disc
– Save each time the project is opened
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The Opening Screen
Not Intuitive – add tools…
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Basic Configuration
…Project Guide…a step by step tutorial…
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Basic Configuration
Click “Tasks” and a step by step tutorial/guide appears
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Basic Configuration
Next, add toolbars to make navigating easier…
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Basic Configuration
…format data to meet personal preferences…
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Basic Configuration
…and add PERT analysis tools…
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Basic Configuration
The result is an easier to use toolset…time to explore!
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Basic Configuration
• All toolbars have tool tips that appear when the
cursor rolls over it…
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Basic Configuration
• Typing a question yields a list of topics and answers…
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Basic Configuration
• Before beginning, take some time to explore the
toolbars
• Walk through the tutorial
• Set font preferences or use the program defaults
• DO NOT BEGIN ENTERING DATA until you are
comfortable with the basic layout
• Create a layout that you are comfortable with
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Exploring the Menus
The File Menu
• Standard Windows file menu, similar to MS Word
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Exploring the Menus
The Edit Menu
• Standard Windows Edit Menu, similar to MS Excel
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Exploring the Menus
The View Menu
• Allows a user to view a wide range of charts,
graphs and tables with the click of a mouse
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Exploring the Menus
The Insert Menu
• A Standard Windows Insert menu, similar
to both MS Excel and MS Word
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Exploring the Menus
The Format Menu
• Allows a user to customize all aspects of
the project or use wizards for ease of use
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Exploring the Menus
The Tools Menu
• Link tasks, change time, adjust resources
• “level” resources when over-tasked
(automatically adjust work assignment)
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Exploring the Menus
The Project Menu
• Project Specific Tools that are similar to MS Excel
– Sort, filter, arrange tasks
– Detailed project and task information
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Exploring the Menus
The Window Menu
• The Standard Microsoft Window Menu
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Exploring the Menus
The Help Menu
• Standard Windows Help menu
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Exploring the Menus
Menu Options
• Most menu options can also be accessed by right
mouse-clicking in the associated working area
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Exploring the Menus
Key Options to know
• On the Tool menu, Options tab is very important
• Used to set all preferences in one easy to access
place
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Fonts, calendars, work display units
Scheduling Options
Auto-save options
Display options
Chart and graph options
• Go through these tabs to set preferences
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Exploring the Menus
The Options Tabs on the Tools Menu
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Exploring the Menus
Key Options to know
• On the PERT Tool bar, PERT Entry Sheet is very
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important
Used to enter all task information before PERT
Analysis
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Exploring the Menus
PERT Entry Sheet
• Can Be Customized so the data only has to be
entered once – will be reflected in all other areas
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Exploring the Menus
The Task Information Tabs on the Project Menu
• On the Project menu, Task Information tab is
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very important
Used to enter all task information in one easy to
access place
Can also be accessed by right mouse clicking
when in the WBS/Task List Area
Go through these tabs to set constraints and
dependencies, enter task info, resources, notes
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Exploring the Menus
The Task Information Tabs on the Project Menu
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Entering Information
• Information can also be entered directly into the
PERT Entry sheet or the WBS/Task list
– Entered in 1 place, populated in all places
• Data Entry can be done in a variety of ways
• Enter as much information as necessary to
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reflect the task, but avoid over-documenting
Use the KISS method to keep information as
usable as possible (Keep It Simple Son)
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Navigation and Configuration
Review
• Highly Customizable – user preferred settings
• Use the minimum info necessary
• Be familiar with the tools before starting
– Standard menus with intuitive tools
• Use the included reference materials
– Tutorial
– Wizards
– Help/questions search
• Have a clear goal in mind before beginning
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Resources Used in This Unit
• Dr. Anthony Filipovitch • Project Management
Institute (PMI)
• MS Project, by
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Microsoft Corporation
MS Excel, by Microsoft
Corporation
PM Body of
Knowledge (PMBOK),
Philadelphia: PMI,
2000
Resource Center
– Project Management
Institute Website
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You have completed
URBS 609 Project Unit 2
Please proceed to
URBS 609 Project Unit 3
This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004
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Institute
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