Maximizing the Power of
Microsoft® Project and Microsoft® Word
Dr. John A. Estrella, CMC, PMP
Presented to MPA Greater Toronto Area
20 February 2008
Microsoft, Microsoft Project and Microsoft Word are either
trademarks or registered trademarks of Microsoft
Corporation in the United States and other countries. Other
terms may be trademarks or registered trademarks of their
respective owners.
© 2008. Agilitek Corporation. All Rights Reserved.
Learning Objectives
1. Extend the power of Microsoft Project and Microsoft Word
2. Create work breakdown structures and mind maps
 Organize and transform brainstorming notes into schedules
 Convert mind maps into sophisticated documents instantly
3. Display summary and detail project information graphically
4. Incorporate time bands when defining task dependencies
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Learning Objective (1 of 4)
 Extend the power of Microsoft Project and Microsoft Word
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Useful Third-Party Software Tools
 Mindjet® MindManager®
 Encourages creative thinking in a project
 Captures and manages information visually
 Critical ToolsTM: WBS Chart ProTM
 Facilitates graphical creation of work breakdown structures
 Displays summary and detail project information
 Critical ToolsTM: PERT Chart EXPERTTM
 Creates and displays project PERT network charts
 Incorporates vertical time bands on task dependencies
PERT = Program Evaluation and Review Technique
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Mindjet® MindManager®
 Speeds up brainstorming sessions
 Defining the project scope
 Documenting project information
 Creating work breakdown structures
 Converts mind maps automatically
 Into Microsoft Project schedules
 Into Microsoft Word documents
 Facilitates graphical monitoring and controlling of projects
 Weekly progress reports
Source: Mindjet
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Source: Mindjet
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Critical ToolsTM: WBS Chart ProTM
 Captures the overall project scope graphically
 Highlights and summarizes key project information
 Serves as a powerful communication and collaboration tool
 Allows the project team to create work breakdown structures
 Decompose the project into manageable smaller tasks
 Facilitates team building during project initiation
 Supports bidirectional link into Microsoft Project
 Converts WBS into Microsoft Project schedules
 Reflects Microsoft Project changes dynamically
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Source: Critical Tools
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Source: Critical Tools
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Critical ToolsTM: PERT Chart EXPERTTM
 Enables the creation and definition of task dependencies
 Calculates critical and non-critical tasks
 Displays the sequence of tasks graphically
 Makes it easier to view task predecessors and successors
 Incorporates vertical time bands in the PERT chart
 Shows dependency information (FS, SS, FF & FS, and lag)
 Supports bidirectional link with Microsoft Project
 Converts WBS into Microsoft Project schedules
 Reflects Microsoft Project changes dynamically
FS = Finish-to-Start, SS = Start-to-Start, FF = Finish-to-Finish and FS = Finish-to-Start
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Source: Critical Tools
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Learning Objective (2 of 4)
 Create work breakdown structures and mind maps
 Organize and transform brainstorming notes into schedules
 Convert mind maps into sophisticated documents instantly
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Work Breakdown Structure (WBS)
 What is WBS?
 “A deliverable-oriented hierarchical decomposition of the work to
be executed by the project team to accomplish the project
objectives and create the required deliverables. It organizes and
defines the total scope of the project.”
 How do you create a WBS?
 Get the team to identify the upper levels of the WBS
• Major deliverable work areas of the project
• Major phases in the project’s life cycle
 Provide details on the lower WBS elements
• Scope, schedule, cost, resource, notes, etc.
Sources: PMI 2004, 379; PMI 2001, 5
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WBS (continued)
 Is WBS supported in Microsoft Project?
 Yes, but only in an indented outline format
 Are there other alternatives?
 Yes, use MindManager or WBS Chart Pro
 Import the WBS into Microsoft Project
Source: PMI 2001, 9
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Source: PMI 2001, 9
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WBS in WBS Chart Pro
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WBS in Microsoft Project
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Mind Mapping
 What is a mind map?
 “A mind map is a diagram used to represent words, ideas, tasks
or other items linked to and arranged radially around a central
key word or idea. It is used to generate, visualize, structure and
classify ideas, and as an aid in study, organization, problem
solving, decision making, and writing.”
 How do you create a mind map?
 Start with a central key word or idea
 List 4 to 7 key items around the central key word or idea
 Add graphics, relationships, words, etc. as needed
 Export the mind map into Microsoft Project or Microsoft Word
Source: Wikipedia
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Learning Objective (3 of 4)
 Display summary and detail project information graphically
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Displaying Project Information
 Graphical representation addresses the need of visual learners
 Makes presentations easier and more appealing
 Microsoft Project
 Stores most of the information
 But, it cannot easily display the data in graphical format
 MindManager
 Project dashboard, requirements documentation, etc.
 WBS Chart Pro / PERT Chart EXPERT
 Summary, by resource, by phase, etc.
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Source: Mindjet
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Source: Mindjet
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Source: Critical Tools
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Source: Critical Tools
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Source: Critical Tools
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Learning Objective (4 of 4)
 Incorporate time bands when defining task dependencies
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Source: Critical Tools
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References
Critical Tools. Project planning and graphing software. http://criticaltools.com/.
Mindjet. The Mindjet map gallery. http://www.mindjet.com/us/download/map_library/
map_library_browse.php?pid=0&cid=1&page=3&index=10.
Project Management Institute, Inc. 2001. Project Management Institute practice standard for work
breakdown structures. Newtown Square, PA: Project Management Institute, Inc.
Project Management Institute, Inc. 2004. A guide to the project management body of knowledge. 3rd
ed. Newtown Square, PA: Project Management Institute, Inc.
Wikipedia. Mind map. http://en.wikipedia.org/wiki/Mind_map.
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Contact Information
 Dr. John A. Estrella, CMC, PMP
 Management Consultant
• Project management, business analysis, and software testing
 International Author
• Courses, books, and products (http://agilitek.com/products.html)
 Professional Speaker
• Keynote, training, and webinar
 Web sites: http://JohnEstrella.com • http://SampleExamQuestions.com
 Phone: (905) 201-3085
 E-mail: jestrella@agilitek.com
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