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Microsoft Project 2010 70-178

Using Views and Tables

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What is Project Management?

Create a New Project

Create and Maintain Calendars

Create Custom Fields

Customize Options Settings

Setup Project Information & Create a Logical Project Structure

Create a Logical Schedule Module

Create a User Controlled Schedule

Manage Multiple Projects

Enter and Edit Resource Information

Assign Resources

Edit Assignments

Manage Resource Allocation

Manage Resource Allocation using Team Planner

Model Project Costs

Setting Project Baseline and Tracking Percentage Completion

Setting Project Baseline and Tracking Percentage Completion 2

Comparing Progress Against a Baseline

Comparing Progress Against a Baseline – Remedial Actions

Task Inspector, Critical Path and Earned Value Management

Using Views and Tables

00:00:00 - This nugget moves us into our last component of the certification
00:00:04 - exam which is communicating project information. At this point
00:00:09 - in time we have been through all of the core functionality in
00:00:12 - Microsoft project related to
00:00:15 - managing, creating the project schedule. We now have a full grasp
00:00:21 - of all of the features and functions for which Microsoft project
00:00:25 - was created which is creating and managing project schedules
00:00:30 - and project budgets. This nugget is very much focused on taking
00:00:34 - all of that great raw project information and communicating it
00:00:39 - throughout the organization
00:00:42 - and insuring that everyone is aware of how the project is doing
00:00:47 - so again taking all of that great data that we work so hard to
00:00:51 - create and set up in Microsoft project and communicating it throughout
00:00:55 - the organization. We
00:00:58 - have two nuggets focused on 5.1 through 5.3 which is applying
00:01:03 - views, customizing views and formatting views. This nugget is
00:01:07 - going to take us down the first piece of applying customizing
00:01:10 - and formatting views
00:01:13 - directly related to maintaining the views and a new term the
00:01:17 - tables within the views and then the next nugget focused again
00:01:21 - on the application, the customization in the formatting in the
00:01:24 - reviews will take us into the fine tuning, the changing of the
00:01:29 - colors, the changing of the format, the manipulation to make
00:01:33 - the presentation exactly what you want and what we want it to
00:01:36 - look like so that when we communicate that information through
00:01:39 - the organization we have a very powerful and very professional
00:01:43 - presentation to communicate our project status to the world. This
00:01:50 - nugget will continue to use our dream home hours track but in
00:01:54 - fact we could use any sample project for the purpose of this
00:01:57 - nugget because we are not focusing on the data within the project
00:02:01 - plan as much as the manipulation in display of the data.
00:02:06 - So let's focus on views. We have looked at a lot of the views
00:02:09 - already, we spent a lot of time in Steve's favorite view the
00:02:13 - Gantt view and the last nugget we spent a quick review of the
00:02:17 - network diagram which is showing us our critical path in our
00:02:20 - overall predecessor success or relationships.
00:02:24 - We have spent a fair bit of time in our tracking nuggets on the
00:02:30 - resource sheet understanding all of the details and the characteristics
00:02:34 - of our various resources.
00:02:36 - We also spend a lot of time on our resource usage view which
00:02:40 - has a sort on the resource and the task underneath and given
00:02:44 - us all of the information that we need to effectively tract our
00:02:48 - actuals at a very granular task week by tasked base process. And
00:02:55 - skipping over the resource graph I will go right to the task
00:02:58 - usage view and again the same information with a different sort
00:03:03 - on it where this time we are sorting on the task name with their
00:03:07 - resources as a successor or a sub element of the task itself
00:03:14 - and again the same degree of granularity for tracking of information.
00:03:19 - Skipping over the resource graph we did look at that so through
00:03:23 - this nugget series we have looked at most of the common views
00:03:27 - with the exception of this view which is the calendar view so
00:03:30 - let's have a quick look at the calendar view and it is displaying
00:03:34 - all of the tasks laid out go figure in a calendar view.
00:03:42 - Whether or not you use this particular view as purely a personal
00:03:45 - preferences consideration
00:03:48 - so far in this nugget I have been getting at in changing my views
00:03:51 - by selecting on this icon this pull down and moving through my
00:03:55 - various views. There are more ways to do that. You may or may
00:04:00 - not have noticed as I was going through many of the nuggets I
00:04:02 - often didn't go all the way up there to select and change my
00:04:06 - views, I simply came down here in the title area for my view,
00:04:11 - did a right mouse click and I have the same ability to change
00:04:15 - my views by doing the right mouse click down here so if we go
00:04:19 - back to Steve's favorite view for example the Gantt, very fast
00:04:23 - way to go about doing it and if we go back to that right mouse
00:04:26 - click we have an option down here called the view bar
00:04:33 - and the view bar gives us all of our views available to us for
00:04:37 - selection purposes and provides an extremely fast way to select
00:04:42 - and find the views that we want.
00:04:46 - And one more way we can get out some very common views is down
00:04:51 - here in the
00:04:53 - lower right hand corner of our screen we have four of the most
00:04:57 - common views is delivered by Microsoft, the Gantt chart which
00:05:00 - is where we already are the task usage, the team planner and
00:05:06 - the resource sheet. So
00:05:09 - the good news is Microsoft gives as a large number of ways to
00:05:12 - get at various information and allows us to customize and use
00:05:16 - Microsoft project in the most effective manner we like. I am
00:05:20 - going to turn the view bar off. I personally don't like it because
00:05:23 - it just takes that little bit of extra real estate away from
00:05:26 - me getting all of the information that I really need to be an
00:05:29 - effective project manager.
00:05:32 - Now, going back we also had this concept of more views.
00:05:38 - These are the most common views added the shrink wrap Microsoft
00:05:43 - gives us a barrel roll up, a descriptive network diagram, a detailed
00:05:48 - Gantt. The Gantt that I use a lot, the Gantt with timeline, the
00:05:51 - leveling Gantt, the milestone they roll up and so on and so on
00:05:55 - and so on. I am not going to take you through each and every
00:05:58 - one of those views. I will leave you to explore these views on
00:06:03 - your own and you can make your own determination whether the
00:06:06 - Gantt chart is your favorite view or whether there is a different
00:06:10 - view that provides the information in a format, in a style that
00:06:15 - best supports your personal work approach. Just because I like
00:06:19 - the Gantt, doesn't mean it is the best view in Microsoft project.
00:06:23 - It is simply the view that I have found that I use the most.
00:06:29 - And we already explored many times in the various nuggets through
00:06:33 - with the series, the ways we can adjust the views inserting columns,
00:06:38 - hiding columns.
00:06:41 - Don't need to take us through that. I think we have seen that
00:06:43 - over and over and over again. We can rename columns. This
00:06:50 - is Steve's
00:06:53 - choice. It should be the start column but if the standard Microsoft
00:07:01 - Word doesn't truly have meaning in your organization you can
00:07:06 - absolutely override that and say it is not the start. It is Steve's
00:07:09 - choice. So again it is the start field. It is controlled and
00:07:14 - managed by Microsoft project is if it is the start field, but
00:07:17 - you have the ability to do any column renames to be appropriate
00:07:21 - for where you go. One that I will commonly rename is the remaining
00:07:25 - work Steve for whatever reason always thinks that the remaining
00:07:29 - work is ETC (estimate to complete) so again Steve would often
00:07:33 - go in and do that rename and change the remaining work to ETC.
00:07:37 - Just a lot of personal preference,
00:07:40 - our true value with managing our views is under this tab and
00:07:47 - presents a new ribbon that we haven't explored a lot in our nuggets
00:07:52 - to date so now I want to take us through this ribbon and explore
00:07:56 - all of the full functionality we have for applying customizing
00:08:01 - and formatting our views.
00:08:04 - So the first two blocks of this ribbon are really again just
00:08:08 - a very fast way to get at your most common views so the Gantt
00:08:13 - chart I click on that, it is going to give me my Gantt chart
00:08:16 - that is already viewed. This will take me directly to my task
00:08:19 - usage view as I said that will take me directly to my Gantt chart
00:08:22 - and I have the ability to put either views that I use a lot so
00:08:28 - the network diagram, the
00:08:31 - calendar view or the timeline view or my team planner view or
00:08:38 - my resource usage view or my resource sheet view or my resource
00:08:45 - graph view. So these two data blocks again are fast track methods
00:08:51 - to get at the view you like and if you remember back to one of
00:08:54 - the very earliest nuggets that we did in this series we have
00:08:57 - the ability to change the buttons that show up on our ribbon
00:09:03 - so if you don't like these buttons, if you want to customize
00:09:05 - these buttons if you need to adjust and want it again these aren't
00:09:10 - the views that you find most effective and you like using this
00:09:13 - fast track method, absolutely you have the ability to control
00:09:18 - and manage the information that is showing on this ribbon. Moving
00:09:23 - in to the actual manipulation segment of our view ribbon is this
00:09:30 - data area. So we have the ability to sort by start date, by finish
00:09:36 - date. We have the ability to
00:09:40 - show and hide subtasks. This is not a lot. This particular functionality
00:09:45 - we haven't spent a lot of time on. We have the concept of our
00:09:48 - outline levels or at least we have been discussing it outline
00:09:51 - levels. This is outline level 1, this outline level 2, this is
00:09:56 - outline level 3 and we had further levels of decomposition groups
00:10:00 - and sub groups we would go down through our outline levels. So
00:10:03 - if I say show me all task outline level 3 it is not going to
00:10:08 - change because we have already been showing outline level 3.
00:10:12 - If I go to outline level 2 it is going to fast track, collapsing
00:10:17 - all of the elements of the tree down and showing me only the
00:10:21 - lines in my Microsoft project plan that are outline level 2 and
00:10:26 - I think pretty straightforward outline level 3 back to outline
00:10:31 - level, or outline level 1 back to 3,
00:10:35 - hide all subtasks,
00:10:37 - show all subtasks,
00:10:40 - show all etcetera, etcetera. So it is just a very fast way to
00:10:43 - manipulate this because again I can quickly go in and collapse
00:10:47 - those that is all that was doing and if my project plan is small
00:10:50 - enough that is clicking three plus or minuses no big deal, but
00:10:55 - if my project plan has 550 tasks in it and 6 levels of outline
00:10:59 - levels you are going to find it at significant amount of value
00:11:03 - from showing the outline level
00:11:06 - and we have the ability to do some additional functionality for
00:11:11 - tracking the information that we are going to show in our view.
00:11:16 - This button takes us to an area or a concept of use called tables.
00:11:21 - In here I think we really need to slow down a lot and discuss
00:11:25 - what a table within a view is. A table within a view is controls
00:11:33 - the data that is being shown in the view. All along we have been
00:11:38 - working in this table called entry and if I go back and show
00:11:42 - entry we re seeing the information that we have been looking
00:11:45 - at all along in this nugget and the type of information that
00:11:48 - we have been seeing all through all of the various nuggets. If
00:11:53 - we look at a different table called usage
00:11:58 - we are seeing different information or at least this format it
00:12:01 - is slightly different. We are still in a Gantt view but the columns
00:12:06 - in particular the location of the columns has changed and that
00:12:10 - is what a table is. A table allows me to create multiple
00:12:17 - dimensions which is I think what Microsoft is trying to show
00:12:21 - us here with their icon multiple
00:12:25 - dimensions of the way I am accessing and viewing the data within
00:12:30 - a view so my view is the same, my view is a Gantt view, my Gantt
00:12:35 - view has my column information on the left and my schedule information
00:12:40 - on the right. My table allows me to manipulate
00:12:46 - the data that I am showing within the view so if I move and I
00:12:49 - look at my cost table
00:12:53 - within my view I am seeing fixed cost. I am seeing my accrual
00:12:57 - method. I am seeing total cost. I am seeing cost baseline and
00:13:00 - so on in various other pieces of information within the same
00:13:05 - Gantt view. If
00:13:08 - I look at a different table, hyperlink table
00:13:13 - I am seeing the hyperlink details and an address for the hyperlinks.
00:13:17 - Hyperlinking is something to talk about in the next nugget when
00:13:20 - we are starting about moving data in and out of Microsoft project.
00:13:24 - If we look at the schedule table we are seeing start date, finish
00:13:29 - date, late start, late finish etcetera, etcetera if we look at
00:13:34 - the tracking table we are getting the same view again it is all
00:13:41 - the Gantt view and I am going through this slowly because maybe
00:13:45 - Steve was just a slow learner but I had a trouble understanding
00:13:49 - what the difference between a table inner view is and a table
00:13:54 - to me again is a different dimension of the same view and by
00:13:58 - dimension it is simply a different display of different columns
00:14:04 - of information and that is what we are seeing as we are moving
00:14:07 - through these various tables is the different dimension, the
00:14:11 - different columns so this view or this table rather of tracking
00:14:16 - is showing us the actual start, the actual finish, the present
00:14:20 - complete, the physical percent complete and so on if we look
00:14:23 - at the cost view that we looked at a couple of moments ago we
00:14:27 - are seeing cost details. So
00:14:30 - at this point I actually have to admit and I did this deliberately
00:14:34 - but I have to admit I wasn't using a true Microsoft project best
00:14:40 - practices through all of the nuggets to date where in I was in
00:14:45 - my Gantt chart interview which is the default and I was actually
00:14:50 - going in and manipulating my columns. So for this particular
00:14:55 - view when we are doing cost details I was inserting column and
00:14:59 - I was looking at my cost field and I was inserting a column called
00:15:03 - my baseline cost
00:15:05 - and you saw me going through this degree of column manipulation
00:15:10 - repeatedly through all of the nuggets to date and that was deliberately
00:15:14 - because I wanted you to get used to the concept that you could
00:15:17 - absolutely modify and adjust the information that you are showing
00:15:22 - yourself that you are using at any point in time,
00:15:25 - but the reason I call it a not a best practice is the best practice
00:15:32 - would be to create tables and to move and manipulate through
00:15:36 - your tables on a regular basis. So I am going to hide those
00:15:40 - back out of here
00:15:44 - and I am going to say this table which is my entry table is going
00:15:49 - to focus on dates. The start date, remember I just did the rename,
00:15:53 - the finish date, the duration and the work. My next table is
00:15:58 - going to be my cost table which is going to focus on all of my
00:16:01 - cost information. My next table which is going to be my tracking
00:16:06 - table is going to focus on all of the tracking information so
00:16:10 - to me the true Microsoft project best practice is I have my favorite
00:16:16 - view which is my Gantt view and I have a number of favorite tables
00:16:22 - that I use within my Gantt view so if at this point in time I
00:16:27 - am wearing my project manager chat that says Steve is doing data
00:16:30 - entry into setting up his project he will probably be in his
00:16:34 - entry table and there is nothing to prevent me from entering
00:16:37 - in adding in new columns I want to look at the resource column
00:16:43 - I want to look at the
00:16:47 - predecessor column. I still have that ability to do this maintenance
00:16:51 - all along but I would typically within this table create the
00:16:56 - columns that I use 98.4%
00:17:00 - at a time and stick them in that table and then when I am doing
00:17:05 - cost maintenance I would go into my cost table. And I would
00:17:10 - say here all of the columns that I use most frequently when I
00:17:15 - am dealing with cost management, budget management on my project
00:17:19 - and when I am doing tracking
00:17:23 - I would have all of the columns that I used most frequently when
00:17:27 - I am doing tracking for example and again I may want to a little
00:17:30 - bit of maintenance and I say I would also like to always see
00:17:33 - the baseline start
00:17:36 - and so on. So I would absolutely manipulate these tables
00:17:43 - consistent with the kind of manipulation that I have been doing
00:17:45 - throughout the project but I wouldn't do the type of wholesale
00:17:49 - column manipulation that you saw me doing a couple of nuggets
00:17:53 - as I was moving my mindset from tracking work and duration and
00:17:58 - moving to tracking the costs because in those nuggets I did a
00:18:02 - lot of wholesale column manipulation the true better practice
00:18:05 - is to do it at the table level. And
00:18:11 - now we have this concept of truly manipulating the data in our
00:18:17 - tables consistent with the data we want to show within a view
00:18:21 - it is time to introduce another function in Microsoft project
00:18:25 - called the organizer and explain to you how the organizer again
00:18:30 - is going to provide you with some really cool functionality that
00:18:35 - is going to allow you to carry forward all of this customization
00:18:38 - that I have done in this particular project and have it apply
00:18:41 - to all projects
00:18:43 - and we will get to the organizer. There is multiple ways to get
00:18:45 - to the organizer, but since we already have this list box open
00:18:49 - we will click on more tables again to recognize that Microsoft
00:18:53 - project has provided with a significant number of tables thinking
00:18:57 - back to when we did our earned value no surprise Microsoft project
00:19:01 - already has tables defined that allows us to look at all of the
00:19:04 - urn value features without happening to do all those inserts
00:19:08 - of the BCWP, the BCWS, etcetera, etcetera, etcetera so lots of
00:19:12 - good information Microsoft has provided for us at the shrink
00:19:15 - wrap. Here is the organizer and now if I click on the organizer
00:19:20 - I get a very busy screen with a significant number of tabs
00:19:25 - and we have the ability to manage our views within the organizer.
00:19:30 - We have the ability to manage our tables within the organizer
00:19:33 - and all of the other tabs that reports the modules, the filters
00:19:37 - and so on and so on and so on. Let's stick on the tables since
00:19:41 - that is the area that we are actively discussing right now and
00:19:45 - we see two list boxes within
00:19:50 - the tables organizer
00:19:52 - on this particular side we have the Global MPT
00:19:58 - is available to all projects that you manage within your environment
00:20:06 - and I deliberately use the world environment instead of PC because
00:20:10 - depending on how your IT folks installed Microsoft project your
00:20:15 - Global.MPT file may be stored on your local hard drive in which
00:20:19 - case it is all projects within my laptop or your Global.MPT could
00:20:25 - be stored on a network drive were in fact the Global.MPT is shared
00:20:29 - across all project managers in your organization so I can't tell
00:20:33 - you exactly where Global.MPT is because that is an install feature
00:20:36 - that would be determined by your IT folks. Over
00:20:40 - here I had my specific project plan and what does this tell me
00:20:45 - in this specific project plan I have modified the cost table.
00:20:51 - I have modified the entry table. I have modified the hyperlink
00:20:54 - table. I have modified the schedule table, the tracking table
00:20:57 - and the usage table. So if I can
00:21:02 - move my real estate around a little bit
00:21:05 - as I added in changed column so I think I added the baseline
00:21:09 - start and various other columns to this particular table it is
00:21:14 - tracking all of my changes
00:21:17 - and storing them here as part of my MPP file. So when I do a
00:21:23 - save on my projects, when I save the Dream Home that Hours Track
00:21:27 - Microsoft project is saving all of the things you have always
00:21:30 - been expecting to save. It is storing my task name, my WBS, my
00:21:35 - work, my duration, my start, my finish all of this project data
00:21:40 - that we have been manipulating throughout the nugget series. And
00:21:42 - then you will continue to maintain that you are actively working
00:21:46 - on projects are obviously all be in stored in the MPP file, but
00:21:50 - Microsoft is also storing all of the customization that we have
00:21:55 - done at the view, the report, the module, the table, the filter,
00:22:00 - the calendar, the maps, the fields and the group so everything
00:22:04 - I have done to tweak to tune, to customize Microsoft project
00:22:09 - specific to work that I have done inside this MPP file inside
00:22:13 - this project plan Microsoft is also storing that as part of my
00:22:17 - MPP file so those extra columns you saw me add to two or three
00:22:22 - of my tables they are all here when I save my MPP file. They
00:22:27 - are being saved as part of that MPP and those customizations
00:22:31 - those extra columns that I have added into those tables will
00:22:35 - their invisible the next time I open this plan. Wonderful!
00:22:40 - It is really helpful for me to shortcut.
00:22:44 - It is really helping me carry for it all of this customization
00:22:47 - that I am doing to make this plan and to make the manipulation
00:22:51 - of this plan exactly what I want. The good news is it allows
00:22:55 - me to also carry that forward.
00:22:58 - So if I did some manipulation to the cost table
00:23:02 - that I think is extremely powerful that I don't- I want it shared
00:23:06 - for all of my projects. Not just this dream home, but the changes
00:23:10 - I made to that cost table I want to make universal. I would simply
00:23:14 - select on that table and say copy it over and take it back to
00:23:19 - my Global MPT and
00:23:21 - it is going to say there already is a cost table over there.
00:23:24 - Do you want to replace it? Absolutely,
00:23:27 - so now every project that I open from this point forward will
00:23:32 - have those new columns added to the Gantt view cost table. So
00:23:39 - using this organizer as you begin to get very comfortable with
00:23:44 - managing and organization and customizing the application the
00:23:48 - customizing and formatting of your views you are going to want
00:23:52 - to start taking those customizations are crossed and storing
00:23:56 - them in your global MPT so they are available to all of your
00:24:00 - projects not just the one that you are working on today. And
00:24:03 - now to place the tables, to views, to reports which will discuss
00:24:08 - an into nuggets time, to module,
00:24:12 - to filters, we will discuss in just a moment, to calendars as
00:24:16 - we set up all our holidays and so on we can store our calendar
00:24:21 - over in the global so that again all of the changes we have made
00:24:25 - for calendar customization available for all projects, for maps,
00:24:28 - for fields, for groups. So some very- our functionality that
00:24:33 - it is critical that you are aware of as you are beginning to
00:24:36 - refine and improve your application of Microsoft project
00:24:41 - power customization
00:24:43 - not just project management. This
00:24:49 - concludes your first nugget of two on manipulating and managing,
00:24:53 - applying, customizing and formatting of views. This nugget was
00:24:57 - focused on understanding what views are available within Microsoft
00:25:01 - project, how different views format and presentation
00:25:06 - present the same information in a different way we explored a
00:25:09 - new concept to us in this nugget series of something called tables
00:25:14 - and that tables gives us a way to fine tune and refine
00:25:20 - the data
00:25:22 - that is being presented in each view and gives us a very aggressive
00:25:26 - way to actively move between tracking schedule information and
00:25:31 - again a few and tracking and managing cost information in a Gantt
00:25:35 - view for example and finally we presented the organizer
00:25:41 - in Microsoft project and also the organizer
00:25:46 - is not unique to view in table management. The organizer also
00:25:50 - allows us to manage our fields and manage a large number of other
00:25:54 - custom components within Microsoft project, but the organizer
00:25:57 - allows us to define
00:26:01 - the components,
00:26:04 - the views in the tables we want to make global
00:26:11 - and with that we are ready to move on to the next aspect of applying,
00:26:15 - customizing in views and that is to fine tuning the tweaking,
00:26:20 - the making the presentation absolutely perfect for communication.
00:26:26 - This concludes you're first of two nuggets on managing and formatting
00:26:30 - views. I hope this module has been informative for you and thank
00:26:34 - you very much for viewing.

Fine Tuning Views and Tables

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Steve Caseley

Steve Caseley

CBT Nuggets Trainer

Certifications:
PMI-PMP, PMI-ACP, PMI-SP, Project+

Area Of Expertise:
Project Management, MS Project, Development Methodologies, Agile Development

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