Project Management Quick Reference Guide

A PROJECT is a complex series of non-routine tasks directed to meet a specifc one-time goal. The PROJECT MANAGER orks
to !alance project scope" the time a#aila!le to carr$ out the project" and the budget a#aila!le for the project.
The Initiating stage of project management includes examining the strategic ft for a proposed project. %efore !eginning a
ne project" an organi&ation must determine that the project fts in ith its strategic goals. 'nderstanding the organi&ation(s
goals can help executi#es identif$ certain proposed projects focusing on mission-critical acti#ities as high-priorit$" and other
projects peripheral to organi&ation goals as loer priorit$. )uring the *nitiating stage" an executi#e sponsor should !e
identifed. A high-le#el e#aluation of the project(s !usiness case should !e de#eloped" along ith project limitations and
technical and fnancial re+uirements. A project manager should !e identifed and a placeholder project plan set up in Microsoft
,-ce Project .//0" Microsoft Project .//." or Microsoft Project .///.
Initiate a new project
1. Create a new project fe! ,n the "ie menu in Project .//0" click New. *n the Project Guide" click #an$ Project.
(In Microsoft Project 2000, click New on the File menu, and then in the General tab, click Blank Project. In the Project
Information dialog box, enter your project start date in the Start Date box.
Create a new project %rom a tempate! ,n the "ie menu" click New. *n the 2e Project task pane" click On m& computer
(or General Templates in Microsoft Project 2002, and then click the Project Tempates ta!. 3lick the template that $ou
ant.
(In Microsoft Project 2000, click New on the File menu, and then click the Project Templates tab. !lick the template that you
"ant.
.. 'peci%& t(e project start date! ,n the Project menu" click Project In%ormation. *n the 'tart date !ox" enter
$our project start date.
0. )efne t(e project caendar! ,n the Toos menu" click C(ange *or$ing Time. *dentif$ orking and non-orking
da$s and times for $our project.
4. 'a+e t(e project fe! ,n the "ie menu" click 'a+e As. *n the "ie name !ox" t$pe the project name.
The Panning stage de#ises a orka!le scheme to accomplish the project(s intended goals and outcomes. *n the Planning
stage" $ou identif$ the project(s milestones" deli#era!les" and tasks. This plan can !e $our ork !reakdon structure 56%78.
9ou de#elop and refne the schedule" and identif$ the resources needed to implement the project.
Create a new pan
1. Enter tas$s! Make sure the default Gantt 3hart ith the :ntr$ ta!le is shoing. *n the Tas$ Name feld" enter tasks.
Tasks can also include summar$ tasks" milestone tasks" and 6%7 items.
.. Outine tas$s! 3reate $our task hierarch$ including tasks and milestones under summar$ tasks" hich can
represent phases or other ork di#isions. 3lick a task 5or se#eral tasks8" and then click the Indent or Outdent !utton on the
"ormatting tool!ar.
0. Enter durations! 3lick the )uration feld for a task and enter a duration" for example" t$pe ,(. To specif$ a
milestone ithout a duration" t$pe -d. To indicate that a duration is an estimate" add a +uestion mark" for example" t$pe .d/.
4. 'peci%& tas$ dependencies! 7elect the tasks that $ou ant to link" and then click the 0in$ Tas$s !utton on the
'tandard tool!ar. To change the default ;inish-To-7tart dependenc$ t$pe" dou!le-click the link line of the tasks that $ou ant
to change" and then select a task link from the T&pe list.
Create
Pan
New
Project
Plan
Initiat
e
)efne and assign resources
1. )efne t(e resource poo! ,n the 1iew menu" click Resource '(eet. *n the Resource Name feld" t$pe the
names of the resources $ou ill use for this project.
.. Assign resources to tas$s! ,n the 1iew menu" click Gantt C(art. 7elect a task to hich $ou ant to assign a
resource. ,n the 'tandard tool!ar" click the Assign Resources !utton. *n the Assign Resources dialog !ox" click the
resource name5s8" and then click Assign.
0. 2now &our tas$ t&pe! As soon as $ou assign resources" the task t$pe determines ho the task is scheduled. To set
a default task t$pe for the entire project" click Options on the Toos menu" and then click the 'c(edue ta!. *n the )e%aut
tas$ t&pe !ox" select "i3ed 4nits 5the default8" "i3ed )uration" or "i3ed *or$.
To change the task t$pe for an indi#idual task" select the task" and then click the Tas$ In%ormation !utton on the 'tandard
tool!ar. 3lick the Ad+anced ta!" and then in the Tas$ t&pe !ox" click the task t$pe that $ou ant to create.
6ork" duration" and units 5< allocation8 are determined !$ the formula= *or$ 5 )uration 6 4nits
Tas$ T&pe
*(en &ou add or
remo+e a resource7 t(is
c(anges8
*(en &ou c(ange
duration7 t(is
c(anges999
*(en &ou c(ange
units7 t(is c(anges8
"i3ed )uration 'nits 6ork 6ork
"i3ed *or$ )uration 'nits )uration
"i3ed 4nits )uration 6ork )uration
'et t(e project baseine
1. 'a+e t(e baseine pan! After $our project plan is optimi&ed for fnish date" !udget" and scope" $ou can su!mit the
plan for appro#al. ,nce appro#ed" sa#e the !aseline plan. ,n the Toos menu" point to Trac$ing" and then click 'a+e
#aseine.
.. 1iew baseine data in a Gantt C(art! ,n the 1iew menu" click Trac$ing Gantt. *n the chart area" the !aseline
information is shon as the loer of the to Gantt !ars for each task.
(In Microsoft Project 2000, click More Views on the View menu, and then double#click Tracking Gantt.
0. 1iew baseine data in a tabe! ,n the 1iew menu" point to Tabe" and then select 1ariance. This ta!le includes
felds for !aseline and #ariance start and fnish.
The E3ecuting:Controing stage coordinates people and other resources to carr$ out the plan as defned in the project plan.
The deli#era!les in this stage focus on managing change" entering schedule updates" tracking progress" and communicating
project information. :ach team mem!er performs defned tasks ithin the project scope" ensuring their contri!ution to the
project(s success.
Exect
e
!ontro
l
'et
#aseine
Assign
Resource
s
4pdate progress
1. Manage c(anges! Modif$ durations" dates" dependencies" resource assignments" or tasks !ased on re+uested
changes or ne information. >eep the current felds up to date and compare it to the !aseline.
.. Trac$ actua dates and durations! *t(s !est to decide on a single method for tracking progress. 9ou can enter
percentage complete" actual start and fnish dates" actual and remaining durations" or actual and remaining ork. 7elect the
task for hich $ou ant to enter actual progress. ,n the Toos menu" point to Trac$ing" and then click 4pdate Tas$s. :nter
progress data in the ; Comp9" Act9 )ur9 and Rem9 )ur9" or the Act9 'tart and Act9 "inis( felds.
0. Trac$ actua (ours and costs! *f $ou ant to enter actual and remaining ork hours or costs" use the Tracking
ta!le. ,n the 1iew menu" point to Tabe" and then click Trac$ing. :nter progress data in the Act9 *or$ or Act9 Cost felds
for the task.
9ou can also use the Tracking ta!le to enter percent complete" actual start and fnish dates" and actual and remaining
duration.
Note Project tracks three sets of dates= current" !aseline" and actual. 6hen $ou frst set the !aseline" current ? !aseline.
6hen a task is 1//< complete" current ? actual. %aseline" current" and actual #alues exist for start date" fnish date" duration"
cost" and ork.
Communicate project in%ormation
1. "ormat a +iew %or printing! ,n the "ormat menu" click Te3t 't&es and #ar 't&es to set up st$les that ill
appl$ to multiple tasks. ,r" on the "ormat menu" click "ont and #ar to format indi#idual elements for a specifc task. 3lick
Timescae" Gridines" or 0a&out on the "ormat menu to change those aspects of the current #ie.
.. Print a +iew as a report! 7et up the current #ie the a$ that $ou ant it to look hen printed. ,n the "ie
menu" click Print Pre+iew to check the #ie la$out. 6hen read$" click Print.
0. Generate a report! ,n the 1iew menu" click Reports. )ou!le-click a report categor$" and then dou!le-click the
predefned report. :nter an$ re+uested information. A pre#ie of the report appears. To print the report" click Print.
4. Add a fed <coumn= to a tabe! 3lick an$here in a column to the left of here $ou ant to insert a ne column.
,n the Insert menu" click Coumn. *n the "ied name !ox" click the name of the feld that $ou ant to add as a ne column.
@. Customi>e +iews! ,n the 1iew menu" click More 1iews. 3lick New or Edit. *n the 1iew )efnition dialog !ox"
specif$ the ta!le" group" and flter that $ou ant to use to defne the #ie.
A. Customi>e tabes! ,n the 1iew menu" point to Tabe" and then click More Tabes. 3lick New or Edit. *n the
Tabe )efnition dialog !ox" specif$ the information that $ou ant to include in the ta!le.
B. Customi>e groups! ,n the Project menu" point to Group b&" and then click More Groups. 3lick New or Edit. *n
the Group )efnition dialog !ox" specif$ ho $ou ant to group project information.
C. Customi>e fters! ,n the Project menu" point to "itered %or" and then click More "iters. 3lick New or Edit. *n
the "iter )efnition dialog !ox" specif$ ho $ou ant to flter project information.
The Cosing stage includes fnal details for completing a project. Resol#e an$ fnal project details" and o!tain customer
acceptance of fnal deli#era!les. 3onduct a Dessons Dearned session" recording information a!out areas for impro#ement and
!est practices. Make an$ fnal updates to the project plan. ;inall$" archi#e the project plan according to $our organi&ation(s
project data archi#al guidelines.
4pdate
? Trac$
Communicat
e ? Report
!lose
Cose Out
t(e
Project
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